Implementing Partners Request For Application

Request for Applications (RFA) in Support of the US President's Emergency Plan for AIDS Relief (PEPFAR) in Swaziland (Word Version, Updated 18 January 2011)

Pact in Swaziland Announcement: Implementing Partners RFA

Pact's Community REACH HIV&AIDS Program announces a request for applications from Implementing Partners. Implementing Partners are registered Swazi and international non-governmental organizations (NGOs), faith-based organizations (FBOs), and community-based organizations (CBOs) currently implementing and/or with the capacity to quickly and efficiently implement acitivities in response to the HIV&AIDS epidemic in Swaziland. Activities will be supported by Pact wtih funding from The U.S. President's Emergency Plan for AIDS Relief (PEPFAR).

Implementing Partners are requested to submit applications for funding to implement activities in one ormore of the following technical areas: HIV&AIDS prevention; HIV testing and counseling; treatment, care and support for PLWHA; and/or impact mitigation for children programs. This RFA describes the program objectives, explains the technical areas of focus, eligibility of prospective applicants, and criteria for evaluating applications. It also provides information on funding, application format, and other relevant information. This program will support the achievements of the Government of Swaziland's Second National HIV&AIDS Strategic Framework (2009-2014) and Swaziland's Partnership Framework on HIV&AIDS (2009-2013).

Whiel final amounts will be determined based on programmatic requirements, it is anticipated that agreements for Implementing Partners will be funding for amounts not less than US$50,000 per year and not more than US$300,000 per year for a period of up to two (2) years. Programming is expected to begin by 01 October 2011.

The full application (attached) provides comprehensive insturctions for applicants, and all necessary templates and forms to be completed. Concept papers for Implementing Partners must be submitted by 5:00pm Swaziland time on 02 February 2011. The RFA and updates will also be available at the Pact web site. Questions must be submitted in writing either via fax to +268-409-0030 or e-mailed to swazilandrfa@pactworld.org.

Pact will hold an information session for anyone interested in this RFA on January 12, 2011 at 09:00 a.m. in Mbabane, Swaziland. Registration for this meeting is required, using the attached registration form in Annex 3 of the RFA.

Deadline for Applications: 5 p.m. Swaziland time on 02 February 2011 

Date for Pre-Bidders Conference: 12 January 2011. The powerpoint presentation from the conference is available here.

Frequently Asked Questions (FAQs): Updated 18 January 2011. FAQs can be found below and additional questions can be found here.

Question 1: Is the number of pages and font size specified in the RFA?
Answer: Yes, font size was highlighted in compliance review.

Question 2: Can a Non-Governmental Organisation submit as a Prime and as well as a Sub-Partner of another?
Answer: Yes, it can be done.

Question 3: Can I apply three times for three projects under the same technical area?
Answer: No, as stated in the RFA only one application per organization, however, multiple technical areas can be covered in one application.

Question 4: Under capacity statement reference requirements; what happens to organisations that are new?
Answer: This will not be applicable to new organisations; however, the capacity statement of the organisation should be clearly stated. 

Question 5: In reference to cost sharing; is the 10% a minimum or can organisations contribute more, what are the implications?
Answer: The 10% is not a limit; organisations can go beyond the 10%.  Applicants need to be aware that they cannot cost share with other United States Government (USG) funds.

Question 6: Is it a requirement to attach CVs of the key personnel?
Answer: No. Organizations can decide how best to demonstrate that the key personnel proposed have the relevant HIV & AIDS education, skills, and experience. But if CVs are included, these will not be counted in the total page count.

Question 7:  Can volunteer time be used as cost share?
Answer:  Yes, as long as such time is not funded by USG, and the cost share amounts are verifiable.

Question 8: Can we use funds from other organisations as cost share?
Answer: Yes, funds from other sources can be used as cost share; however USG funds cannot be used for cost share under this RFA. 

Question 9: How do we submit a soft copy of the application since it is in PDF and cannot be edited?
Answer: The available option is that the form be printed, filled out, scanned and save on either flash or CD. Pact also posts on this website for this RFA the word version of the application.

Question 10: Can there be variations in the budget attached in the concept paper and the full proposal?
Answer: Pact does not expect to receive variations on the concept paper budget and the full proposal budget; however, minor variations can be negotiated during the signing of the agreement.

Question 11: How would the exchange rate variations be treated over the life of the project?
Answer: Partners are not required to report expenses to Pact in dollars. Pact uses a Weighted Average Exchange Rate which is applied to all transactions for any particular month and the same will be applied to monthly expenses reported by Partners. However, should there be exchange gains or losses this will be communicated to the Partners.

Question 12: How about for in-kind cost share and how do we value these contributions at what exchange rate?
Answer: In kind cost share contributions are acceptable, however these should be verifiable. Partners that use in kind costs share contribution should state how these have been valued.

Question 13: Can we make reference to the  background information in the RFA and not repeat it to save space for other information in the concept paper?
Answer: Applicants should use their judgement on the detail of their background information given the page limits.

Question 14: Do we need to be registered as an NGO to access funds?
Answer: Yes, this is a requirement of this RFA.

Question 15:  Organisations are not allowed to use a flat rate when budgeting, what about the NICRA?                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              
Answer: International organizations that have NICRA as a flat budget line will use an approved flat rate agreed during grant negotiation upon success of their concept and full proposal.

Question 16: What will determine the percentage of funds that will go to the three priority levels stated in the RFA?
Answer: The concept papers and proposals will be ranked according to the scores. Funds will be made available according to this rank until funds allocated for funding are finished. The priority levels will be used in situations where a tire between organizations happens in which case priority will be given to the organizations in this order.

Question 17:  Will it be fair to compare different programmatic settings for cost effectiveness?
Answer: The Technical Review Team has expertise in this area and will be able to make fair comparison.

Question 18: Will time spent on the project be compensated for support staff? 
Answer:  Yes, direct time spent should be billed to the project.

Question 19: How much money is available in total?
Answer:  That information cannot be disclosed; however, applicants are advised to utilize the budget limit as shown in the RFA.

Question 20: For the maximum budget of $300, 000 is there line item budget restriction?
Answer:  No, there are no line items restrictions. Applicants should use good judgement and consider cost effectiveness.