PROPOSAL WRITING WORKSHOP NACOSA Global Fund Request for Proposals

11 FEBRUARY 2019

WORKSHOP PURPOSE

Orientate organisations to the requirements needed to fully complete the Application form for the

1. Sex Work Programme

2. People Who Inject Drugs Programme

3. Adolescent Girls and Young Women Programme

AGENDA

• 10 tips for good proposal writing

• Section 1: Administrative Compliance and Organisation Details

• Section 2: Programme Profile, Experience & Technical Capacity

• Section 3: Financial Information

• Section 4: Attachments

• Submission details

• Questions

“There are four steps to fundraising

– plan, plan, plan, and plan.”- Kim Klein, The Grassroots Fundraising Journal

1. Plan your application

2. Follow the instructions and guidance in the form

3. Be concise – get to the point

4. Demonstrate your experienceand capacity to deliver the services

5. BUT don’t include information that is not relevant

10 TIPS FOR PROPOSAL WRITING

6. Make the case for your work –why, what, how?

7. Give evidence to back up your claims

8. Be realistic: time, resources, people

9. Re-read, edit, get someone else to read.

10. Make a checklist and check off all items before submission

SECTION 1: ORGANISATION DETAILS

• Legal entity: Trust, Non Profit Company, Voluntary Association, international charitable organisation

• Registration: Non Profit Organisation, Public Benefit Organisation, Tax Exemption status (also called 18A)

• Tax Clearance – certificate from SARS to show your organisation doesn’t owe outstanding tax/VAT.

• BEE – most will automatically be Level 4 (exempt micro-enterprises). BEE certificate OR letter from accountant.

SECTION 1: ORGANISATION DETAILS

• Legal entity • Voluntary Association

• Non-profit trust

• Non Profit Company

✕ International charitable organisation (Not for this grant)

NACOSA was originally constituted as a Voluntary Association – the founding document was a Constitution.

Other types of founding documents:• Trust Deed – for Trusts• Memorandum of Incorporation –

for Non Profit Companies NPCs (previously called Section 21 Companies)

SECTION 1: ORGANISATION DETAILS

Registration• Non Profit Organisation

NB: Check with DSD that you are still registered: http://www.dsd.gov.za/npo/

SARS:

• Public Benefit Organisation

• Tax Exemption status (also called 18A)

NPO Certificate

PBO letter

SECTION 1: ORGANISATION DETAILS

• Tax Clearance Certificate• Certificate from SARS to show your organisation doesn’t owe

outstanding tax/VAT.

• Only valid for one year.

• http://www.sars.gov.za/ClientSegments/Individuals/Need-Help/Tax-Questions-Answered/Pages/Tax-Clearance-Certificate.aspx

• BBEEE Verification Certificate or Letter from Accountant• Affidavit needed for organisations with an annual income of less

that R10 Million.

BEE Verification

Tax clearance

B-BBEEAffidavit

• Complete an affidavit

• Signed by Commissioner of Oaths

http://www.cipc.co.za/index.php/manage-your-business/manage-your-company/bbbee/

SECTION 1: TOP MANAGEMENT

Position Sex Race (Bl, Co, In, Wh)

SECTION 1: BOARD

Name Position Gender Race (Bl, Co, In, Wh)

SECTION 1: OFFICE LOCATION

Province Town/ Site

SECTION 2: PROGRAMME PROFILE, EXPERIENCE & CAPACITY

• WHY is this intervention needed in the community where you work?

• WHAT is the programme/intervention you implement?

• WHAT is your organisation’s experience or track record with this type of programme/target group?

• WHERE does your organisation work?

• WHO in your organisation will implement this work? What experience and capacity do they have?

SECTION 2: DESCRIPTION OF ORGANISATION

2.1 About your organisation in half a page:

• What do you do? (vision, mission, programmes)

• How many years have you been in existence?

• What is your strategic plan for the next 3-5 years?

2.2 National or Regional and where do you work? This is important

– geographic focus of the Global Fund grant.

2.3 Which part of the Call for Proposals are you applying for?

TIP: Focus on what is relevant to this application

SECTION 2: PROGRAMME INTERVENTIONS

2.4 Which districts are you applying for? Would you like to focus on?

• List districts

2.5 Are the specific sub-districts within the district that you would like to focus on?

• List sub-districts and districts

• Explain why

SECTION 2: PROGRAMME INTERVENTIONS

2.6 Your current Sex Worker/PWID/Adolescent Women & Young Women programme or interventions

• Services provided• Geographic locations (give districts)• How many years have you been delivering these services?• How long have you been working with this key population?

2.7 Provide a copy of a donor report related to the abovementioned or related programmes

• A recent report – within the last 2 years• Attach as Annex 10

SECTION 2: PROGRAMME INTERVENTIONS

2.8 HIV testing or Clinical Sexual and Reproductive Health services

• Who did the testing?• Protocols used

2.9 Does the organisation have a health facility linkage strategy? Describe

• For ART or• PrEP or• TB

SECTION 2: SUCCESSES & CHALLENGES

2.10 List 3 successes • Where your programme has been successful in engaging the

relevant target group

2.11 Biggest challenges - barriers to successfully implementing your programme, for e.g.:

• Lack of resources• Conflict with local community• Difficult relationship with health facility • Capacity challenges

TIP: Be honest about your challenges – it demonstrates your understanding of the key population/community

SECTION 2: SUCCESSES & CHALLENGES

2.12 Been a Global Fund SR before? Please rate yourself

• 1 = Very weak performance or close-out

• 2 = Weak performance

• 3 = Average performance

• 4 = Strong performance, reached targets

• 5 = Excellent performance, no management letters, led innovation

TIP: Be honest about your challenges – it demonstrates your understanding of the key population/community

SECTION 2: LINKS WITH ROLEPLAYERS

• What is a role player?• National government

• Provincial government

• Local health or social services facilities

• AIDS Councils

• Other significant civil society organisations

• Community structures or groupings

• Networks, alliances or groupings of organisations

• Academic institutions

MOU = Memorandum of Understanding – a formal document detailing how two parties work together

SECTION 2: METHODOLOGY & CAPACITY

2.14 Your approach or model. Think about:• What model will you use? What is the structure of the programme?

• What evidence do you have that this approach works?

• Who will implement the programme?

• How will you structure the team?

• How will you make sure you achieve results?

2.15 Staff skills and capacity:• Demonstrate how the people delivering this specific programme

are qualified. What specific skills do they have?

SECTION 2: MONITORING & REPORTING

2.12 Monitoring systems, data collection tools, reporting:• How will you monitor the implementation of the programme?

• What systems and structures do you have?

• What expertise/ track record do you have in monitoring?

• What special considerations are there for this target group? How have you integrated these in your system?

• How will you report on it?

• If you have had internal or external evaluations – list these

TYPES OF SYSTEMS: M&E system, database, M&E officers or personnel, client questionnaires, assessment tools, report templates etc

SECTION 3: FINANCIAL INFORMATION

3.1 What is your total organisational budget for the 20119/20 financial year?

• Annex 14: Total Budget for the 2019/20 financial year, inclusive of expenses and income

• Very important to list all income and expenditure planned for the next year(s).

• List all funders / expected sources of funding and related expenses.

• Global Fund do not want to duplicate funding

e.g. if an expense is already being funded and these funds are requested again from Global Fund there is a double funding risk, as well as a lost opportunity for these funds to be applied at an organization / programme that needs these funds.

TOTAL FUNDER 1 FUNDER 2 UNALLOCATED /

RESERVES

INCOME 2,450,000 2,000,000 300,000 150,000

Sales 50,000 - - 50,000

Donations 100,000 - - 100,000

Funding Income 2,300,000 2,000,000 300,000 -

INDIRECT EXPENSES (1,700,000) (1,350,000) (110,000) (240,000)

Salaries (800,000) (500,000) (50,000) (250,000)

Overheads (800,000) (800,000) (50,000) 50,000

Infrastructure and

equipment

(100,000) (50,000) (10,000) (40,000)

PROGRAMME

EXPENSES

(750,000) (650,000) (100,000) -

OVC (650,000) (650,000) - -

GBV (100,000) - (100,000) -

Surplus / (Deficit) - - 90,000 90,000

List all income expected

for the next year(s), by

source.

List all expenses, it’s

better to split expenses

between direct and

indirect expenses.

Direct expenses =

expenses that will be

incurred regardless of

funding / projects.

This should give you an

understanding of how

much money is still

required for the

organization to operate in

the coming year(s).

SECTION 3: FINANCIAL INFORMATION

3.2 Is the organisation registered for tax exemption?

3.3 Is the organisation registered for VAT?

• Tax Exemption – PBO certificate

• VAT Registration - Should reflect on the tax clearance certificate

• http://www.sars.gov.za/ClientSegments/Businesses/My-Bus-and-Tax/Pages/Register-and-Deregister-for-VAT.aspx

SECTION 3: FINANCIAL INFORMATION

3.4 If the organisation has more than one office, please describe how finances are managed?

• Possibly incorporated into your finance policy below (see 3.5 and annex 14).

• Please provide narrative / diagrams clearly indicating how the finance process is managed. e.g. Include:• what documents are in use (orders, requisitions, cheques, invoices, receipts

etc.)• responsibilities and flow of information (e.g. who initiates a transaction,

does someone sign and approve the order, who loads the payment and then releases, how are these documents checked)

• how and where original supporting documents are kept (NACOSA, the Global Fund Local Funding Agent and NACOSA auditors may need to perform on-site verifications)

SECTION 3: FINANCIAL INFORMATION

3.5 Briefly describe the organisation’s accounting system and controls and provide Financial Management Policies and Procedures

• Annex 14: Financial Management Policies and Procedures

• Include copies of the approved Financial Management policies and procedures

• These are the policies put in place by the organization related to the regulation, supervision, and oversight of the financial and payment systems, with the view to promoting financial stability, market efficiency, and asset and organisation protection.

• These policies describe the processes and authority levels for managing the organisation’s finances.

SECTION 3: FINANCIAL INFORMATION

3.5 Describe the qualifications and capacity of the finance team in your organisation.

Position (name in

brackets if available)

Qualification Years of Experience

SECTION 3: FINANCIAL INFORMATION

3.6 Name of 2018/19 external auditors. Provide number of consecutive years that these auditors have been used by the organisation.

• Who is appointed as the organizations auditors?

• Name of the firm; and

• Name of the partner.

• When were they appointed i.e. how many years have they audited / been appointed with the organization?

SECTION 3: FINANCIAL INFORMATION

3.7 Provide your fiscal year. For which year was your most recent audited financial statements?

• Provide the detail of the organisations financial year end (should be stated in the founding documents).

e.g. 31 December | 28 February | 31 March | 30 June

• What is the latest audited year end that has been audited?

This will be identified in the latest audit report.

• Include copies of the last 3 years:

• Audited Financial Statements (signed by the auditor and board); and

• Managements letters from the auditors

SECTION 3: FINANCIAL INFORMATION

3.8 Please outline the organisation’s method for allocating direct and indirect overhead costs to proposed grant programme.

• Prepare a calculation / narrative on how the organization will allocate the direct and indirect costs associated with the proposed grant programme.

• As a general principle, costs charged to a Global Fund grant, whether direct or indirect, should:

• be the actual costs attributable to the activity being funded by the grant (or a reasonable approximation thereof);

• not bear any profit element or margin above cost;

• not be charged with a view to income generation; and

• not include any risk premium which is not based on actual cost.

SECTION 3: FINANCIAL INFORMATION

Position Cost to Company annual salary Salary per month

3.9 Provide a schedule of current salaries.

SECTION 3: FINANCIAL INFORMATION

3.10 Explain how the organisation is able to achieve cost efficiencies, if any, for instance through training, materials, equipment and systems already being existence or through innovation in service delivery.

For example:

• Offices contain training facilities which can be utilised for free

• Preferred suppliers have been contracted to offer discounted rates (provide details)

SECTION 3: FINANCIAL INFORMATION

3.11 Who are your current donors of your programme, what is the size of funding and what does the funding cover?

Prepare a table with this information, note any conditions attached to the funding.

DONOR GRANT

AWARD

(ZAR)

GRANT TERM

(Start & Finish

Dates)

SUMMARY OF

PROGRAMME

COVERED BY

GRANT

SECTION 3: FINANCIAL INFORMATION

3.12 List any special conditions or restrictions on their funding stated by any of the donors.

• Refer to the grant agreement or service level agreements with the donors and document any relevant conditions of the funding that may influence this grant / programme.

3.13 Disclose details of any circumstances, including personal, financial and business activities that will, or might, give rise to conflict of interest.

For example:• Use of assets not in the name of the organization (vehicles, phone contracts)• Procuring goods or services from an entity that has an interest invested by a board member,

employee or relative these persons• These types of transactions are not prohibited, there is an obligation for these to be

documented so that any concern or related risks can be addressed from the beginning.

SECTION 3: FINANCIAL INFORMATION

3.14 Do you envisage involving any sub-contractor in this contract? If so, for which functions / activities?

• Not having the capacity to deliver on an area of the programme. An organisation may have a network or identify an organisation that could sub-contract to perform this particular deliverable.

• NB: All conditions applicable to organisation will be applicable to any sub-contractors.

3.15 Has the organisation or any of its sub-contractors / partners / associates been:

• The subject of any proceedings or other arrangements, relating to bankruptcy, insolvency or financial standing?

3.16 Convicted of any offence concerning professional misconduct?The subject of any proceedings, relating to:- Participation in criminal organization.- Corruption including the offence of bribery.- Fraud including theft, and not fulfilling any obligations.- Relating to payment of taxes.- Money laundering.

1. Founding documents

2. NPO Certificate and/or PBO letter

3. Copy of PBO certificate/SARS letter

4. SARS Tax Clearance certificate

5. B-BBEE Certificate and/or letter from accountant

6. List of management staff

7. List of board members

8. Latest annual report

ANNEXURES – checklist

9. Strategic plan

10. Example of project report to donor

11.Letters of recommendation

12.Organogram

13.CVs of key staff

14.Organisation budget - 2019/20

15.Finance policies & procedures

16.Last 3 Audited Financial Statements

ADDITIONAL SUGGESTIONS

• Keep checking the NACOSA website for updates: http://www.nacosa.org.za/proposals/

• Keep checking the NACOSA website for answers to questions: http://www.nacosa.org.za/proposals/

DEADLINE – 22 FEBRUARY 13H00

Electronic Applications

• Register on Dropbox: www.dropbox.com

• DUE DATE: 22 February2019 at 13h00

• Upload all of the documents required.

• Send NACOSA an email with the link to your Dropbox folder with your application form. NACOSA can then download the documents.

Hand Delivered ApplicationsDeposit one copy of the application with all supporting documentation into

the tender box located at NACOSA Reception (3rd Floor, East Office Tower,

Canal Walk, Century Boulevard, CENTURY CITY, 7441) before the deadline.

Nacosa.org.za

THANK YOUWe’re stronger, together.