REQUEST FOR APPLICATION (RFA) Issuance Date: October 8, 2017 Pre-application Conference: October 16 , 2017, 10:00 AM, Afghanistan Local Time Deadline for Questions: October 22, 2017, 4:00 PM, Afghanistan Local Time Closing Date: October 31, 2017 Closing Time: 1500 hours (3:00 PM, Afghanistan Local Time) Subject: Request for Application (RFA) Number RFA-RADPN-CLIN02-015 Melon Production Upgrades Reference: Issued Under Regional Agriculture Development Program, North (RADP-N), USAID Contract No. AID-306-C-14-00002 Dear Potential Applicant: Enclosed is a Request for Applications (RFA) under the USAID-funded Regional Agricultural Development Program - North (USAID RADP-N). The activity is designed to train melon farmers in using an IPM approach to control melon fly and learn improved post-harvest handling of melons in 20 targeted districts (Baharak, Fayzabad, Kishim, Baghlan-e-Jadeed, Puli Khumri, Aliabad, Chahar Dara, Khanabad, Kunduz center, Balkh, Chimtal, Dawlatabad, Dehdadi, Nahri Shahi, Sholgara, Aqcha, Fayzabad, Sheberghan, Aybak and Hazrati-i-Sultan) of all six USAID RADP-N target provinces (Badakhshan, Baghlan, Balkh, Jawzjan, Kunduz and Samangan). The project, which is scheduled to start in January 2018, will expand on Integrated Pest Management (IPM) approach that has proven effective and will reach out to new farmers to increase productivity of a higher quality and more marketable melon. Please refer to the Program Description for a complete statement of goals and expected results. Pursuant to 2 CFR 200.400 (g), it is USAID policy not to award profit under assistance instruments such as grant awards. However, all reasonable, allocable and allowable expenses, both direct and indirect, which are related to the grant program and are in accordance with applicable cost standards 2 CFR 200 and 2 CFR 700 for non-profit organization may be paid under the grant. For Nongovernmental Organizations the Standard Provisions at ADS Chapter 303 are mandatory and shall be included as applicable at the time of grant award. Also, the Standard Provisions as applicable for Non-US Nongovernmental Recipients will also be incorporated at the time of grant award. Please see Annex 1 for these Provisions. Subject to the availability of funds, USAID RADP-N intends to make up to two (2) awards under this announcement using Fixed Amount Award and In-Kind Grants to qualified agribusinesses, up to a maximum amount of 28,376,800 AFN (Excluding the grantee cost share). USAID RADP-N reserves the right to fund any or none of the applications submitted. USAID RADP-N will award up to two grants in two regions: Region 1 (Balkh, Jawzjan and Samangan); and Region 2 (Badakhshan, Baghlan and Kunduz). The applicant needs to be located in one of the six USAID RADP-N High Value Crop target provinces. Applicants may bid on one or both regions but should include separate budgets for each region. The maximum budget for each region will be, in AFN: Region 1 Balkh, Jawzjan and Samangan 14,773,975 AFN Region 2 Badakhshan, Baghlan and Kunduz 13,602,825 AFN
Transcript
REQUEST FOR APPLICATION (RFA)
Issuance Date: October 8, 2017
Pre-application Conference: October 16 , 2017, 10:00 AM, Afghanistan Local Time
Deadline for Questions: October 22, 2017, 4:00 PM, Afghanistan Local Time
Closing Date: October 31, 2017
Closing Time: 1500 hours (3:00 PM, Afghanistan Local Time)
Subject: Request for Application (RFA) Number RFA-RADPN-CLIN02-015 Melon Production Upgrades
Reference: Issued Under Regional Agriculture Development Program, North
(RADP-N), USAID Contract No. AID-306-C-14-00002
Dear Potential Applicant:
Enclosed is a Request for Applications (RFA) under the USAID-funded Regional Agricultural
Development Program - North (USAID RADP-N). The activity is designed to train melon farmers
in using an IPM approach to control melon fly and learn improved post-harvest handling of melons
Sholgara, Aqcha, Fayzabad, Sheberghan, Aybak and Hazrati-i-Sultan) of all six USAID RADP-N
target provinces (Badakhshan, Baghlan, Balkh, Jawzjan, Kunduz and Samangan). The project, which
is scheduled to start in January 2018, will expand on Integrated Pest Management (IPM) approach
that has proven effective and will reach out to new farmers to increase productivity of a higher quality
and more marketable melon.
Please refer to the Program Description for a complete statement of goals and expected results. Pursuant to 2 CFR 200.400 (g), it is USAID policy not to award profit under assistance instruments such as grant awards. However, all reasonable, allocable and allowable expenses, both direct and indirect, which are related to the grant program and are in accordance with applicable cost standards 2 CFR 200 and 2 CFR 700 for non-profit organization may be paid under the grant.
For Nongovernmental Organizations the Standard Provisions at ADS Chapter 303 are mandatory and shall be included as applicable at the time of grant award. Also, the Standard Provisions as applicable for Non-US Nongovernmental Recipients will also be incorporated at the time of grant award. Please see Annex 1 for these Provisions.
Subject to the availability of funds, USAID RADP-N intends to make up to two (2) awards under this
announcement using Fixed Amount Award and In-Kind Grants to qualified agribusinesses, up to a
maximum amount of 28,376,800 AFN (Excluding the grantee cost share). USAID RADP-N reserves
the right to fund any or none of the applications submitted.
USAID RADP-N will award up to two grants in two regions: Region 1 (Balkh, Jawzjan and Samangan);
and Region 2 (Badakhshan, Baghlan and Kunduz). The applicant needs to be located in one of the six
USAID RADP-N High Value Crop target provinces. Applicants may bid on one or both regions but
should include separate budgets for each region. The maximum budget for each region will be, in AFN:
Region 1 Balkh, Jawzjan and Samangan 14,773,975 AFN
Region 2 Badakhshan, Baghlan and Kunduz 13,602,825 AFN
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USAID RADP-N will continue providing technical assistance and guidance throughout the full cycle
of melon production. The support will include: establishment of 92 demo plots and 276 sub demo
plots; development of 92 lead farmers (one at each demo plot); training of 4,140 farmers in melon
fly IPM and improved PHH techniques; installation of 92 small-scale greenhouses; and training
1,380 women farmers in melon seedling production. Each demo plot will include a small-scale
greenhouse, with 15 women using each greenhouse. There will be 20 female trainers, they will
provide training and mentorship to 1,380 women from greenhouse preparation to harvesting of
melon seedlings.
A summary of the proposed division of beneficiaries by region, province and district is below:
No. Province Districts # of
Demo Plot
# of Farmer Group
# of Farmers / Group
Total Farmers
# of Small-scale Greenhouse
# of female farmer groups
# of Female Farmers / Group
Total Female Farmers
Region 1 (Balkh, Jawzjan and Samangan)
1 Balkh Balkh 4 12 15 180 4 4 15 60
2 Balkh Chimtal 4 12 15 180 * 4 4 15 60
3 Balkh
Dawlatabad 3 9 15 135 3 3 15 45
4 Balkh Dehdadi 4 12 15 180 4 4 15 60
5 Balkh
Nahri Shahi 3 9 15 135 3 3 15 45
6 Balkh Sholgara 3 9 15 135 3 3 15 45
Sub-Total 21 63 N/A 945 21 21 N/A 315
1 Jawzjan Aqcha 6 18 15 270 6 6 15 90
2 Jawzjan Fayzabad 6 18 15 270 6 6 15 90
3 Jawzjan
Sheberghan 6
18 15 270 6 6 15 90
Sub-Total 18 54 N/A 810 18 18 N/A 270
1 Samangan Aybak 2 6 15 90 2 2 15 30
2 Samangan
Hazrati-i-Sultan 8 24 15 360 8 8 15 120
Sub-Total 10 30 N/A 450 10 10 N/A 150
Total for Region 1 49 147 N/A 2205 49 49 N/A 735
Region 2 (Badakhshan, Baghlan and Kunduz)
1 Badakhshan Baharak 4 12 15 180 4 4 15 60
2 Badakhshan Fayzabad 6 18 15 270 6 6 15 90
3 Badakhshan Kishim 4 12 15 180 4 4 15 60
Sub-Total 14 42 N/A 630 14 14 N/A 210
1 Baghlan
Baghlan e Jadeed 7 21 15 315 7 7 15 105
2 Baghlan
Puli Khumri 6
18 15 270 6 6 15 90
Sub-Total 13 39 N/A 585 13 13 N/A 195
1 Kunduz Aliabad 4 12 15 180 4 4 15 60
2 Kunduz
Chahar Dara 4 12 15 180 4 4 15 60
3 Kunduz Khanabad 4 12 15 180 4 4 15 60
4 Kunduz Kunduz 4 12 15 180 4 4 15 60
Sub-Total 16 48 N/A 720 16 16 N/A 240
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Total for Region 2 43 129 N/A 1,935 43 43 N/A 645
Total Region 1 + Region 2 92 276 N/A 4,140 92 92 N/A 1,380
The Applicant is expected to commence work immediately upon award and all activities stipulated under the “Key Activities” identified in the program description should be completed no later than eight months after award.
For the purposes of this program, this RFA is being issued and consists of this cover letter and the
following:
Section A – Grant Application Instructions
Section B – Special Grant Requirements
Section C – Selection Process
Section D – Program Description
Annexes 1 to 8
Applications must be received at the USAID RADP-N office in Mazar-e-Sharif as indicated at the top of this cover letter. Applications and modifications thereof shall be submitted in word or pdf (preferred) electronic formats to [email protected] or as a hard copy to the following address:
Marmul, Shahidi Street,
Behind Sultan Razia High School,
Mazar-e-Sharif, Afghanistan
Attn: RADP-N Grants Department;
Tel: +93 (0) 786313735
Award will be made to the responsible applicant whose application offers the best value.
Issuance of this RFA does not constitute an award commitment on the part of USAID RADP-N, nor does it commit USAID RADP-N to pay for costs incurred in the preparation and submission of an application. Further, USAID RADP-N reserves the right to reject any or all applications received. Applications are submitted at the risk of the applicant. All preparation and submission costs are at the applicant's expense.
Any questions concerning this RFA should be submitted in writing not later than the date and time specified above to USAID RADP-N’s Grants Office by email to [email protected]. Applicants should retain for their records one copy of all enclosures which accompany their application.
Pre-Application Conferences The Pre-Application Conference will be conducted by USAID RADP-N on October 16, 2017 to
provide necessary guidance to Potential Applicants on this RFA and on the grant application. The
conference venue will be circulated to potential applicants who confirm their attendance by sending the
following information by email to [email protected] no later than October 15, 2017 at 2:00
PM:
i Name of the organization
ii Name and title of the attendee
iii Attendee‘s phone #
iv Attendee‘s email address
A maximum of two (02) persons per organization will be allowed to attend the conference.
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Although attendance to this pre-application conference is not mandatory, all potential applicants who
decide to submit an application are encouraged to attend the conference. If required, more such
guidance conferences will be organized by RADP-N. All necessary information on these conferences
will be posted on the ACBAR website (http://www.acbar.org/RFP/).
Thank you for your interest in USAID RADP-N program activities.
Sincerely,
Rich Magnani
Chief of Party
USAID RADP-N
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Melon Production Upgrades Grant
Table of Contents
Section A. Grant Application Instructions ................................................................................ 6
Be operational and have recognized work experience in the geographic area of these activities.
Be a registered agribusiness with direct links to cooperative leaders and input suppliers with
established networks in the proposed activity area with experience in delivering agricultural
training.
Maintain annual financial records in accordance with good financial practices and standards.
Operate a bank account in the name of the entity.
Have sufficient staff or affiliated consultants to perform the required monitoring activities.
Application Submission Requirements
Applications may be submitted by email or hand-delivery.
Applications must include:
• Completed Application Forms (Annex 2)
• Completed Implementation Plan (Annex 3)
• Grant Budget and Budget Notes (Annex 4)
• Completed Financial Capability Questionnaire and attachments (Annex 5)
• Data Universal Numbering System (DUNS) # or Self Certification for Exemption from DUNS Requirement (whatever is applicable) – Annex 6 or 7 as applicable
• Current/up to date licenses
• Recent Audited Financial Report
Deadlines
Applications must be received at USAID RADP-N’s Office, as indicated in the cover letter. Applications and modifications thereof shall be submitted in word or pdf (preferred) to [email protected]. All submissions must be submitted in English and budgets must be in the local currency (Afghani). If access to a computer is not available please hand deliver your application to the following address:
Marmul, Shahidi Street,
Behind Sultan Razia High School,
Mazar-e-Sharif, Afghanistan
Attn: RADP-N Grants Department;
Tel: +93 (0) 786313735
Include the following wording on the email subject line (for email submissions) and on the top of
Application Envelop (Packet) for hard copy submissions:
“RFA#: RFA-RADPN-USAID CLIN2-015, Melon Production Upgrades “Name of Region”
Late Applications
All applications received by the deadline will be reviewed for responsiveness and programmatic merit according to the specifications outlined in these guidelines and the application format. Section C addresses the evaluation procedures for the applications. Applications which are submitted late or are incomplete run the risk of not being considered in the review process.
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B. Preparation Instructions – Technical
Page Limitation: Applications should be specific, complete, presented concisely and shall not exceed 15 pages (exclusive of attachments if any).
Applications submitted in response to this RFA must include the following information:
1. Project Description: The applicant must provide a detailed description of the Melon Production
Upgrades grant activity specifying the objectives, tasks, and expected results.
2. Monitoring (Results and Benchmarks): The applicant should define, to the maximum extent possible at the application stage, results and benchmarks for monitoring the performance towards attainment of grant objectives.
3. Personnel: The applicant should propose qualified and Key personnel. Each applicant should
provide, as part of their application, detailed curriculum vitae that demonstrate the capacity of trainers and Key Personnel to perform the duties outlined in the program description and in accordance with the evaluation factors found herein. USAID RADP-N will evaluate the CVs to determine the individual’s knowledge, skills and abilities in the areas listed herein.
4. Organizational Capability: Each application shall include information that demonstrates the
applicant's expertise and ability to meet or exceed the goals of this grant activity.
5. Past Performance: Applicants must present evidence of their past donor experience over the last
two (2) years. Applicants may include descriptions of three (3) completed projects or other similar activities. These should include three (3) clients’ names and telephone numbers who will serve as references.
6. Budget: All applications must include a completed budget; see Section C for more details.
7. Cost Sharing Contribution: Cost share is required under the grants program and grant applicants must demonstrate their commitment to cost contribution in their proposed grant activity. A maximum cost share of 10% will be required, though there will be some flexibility in determining the cost share contribution if the proposed grant activity yields significant returns or addresses cross-cutting issues such as women-led initiatives. The purpose of the cost-sharing requirement is to leverage additional resources towards achieving USAID RADP-N’s objectives, to give grant recipients a stake in the outcome of the activity, and to promote sustainability. In-kind contributions are allowable as a cost share, in accordance with CFR 200.306. This includes such things as proportionate shares of management and other employee time, equipment, office supplies, and other costs of program operation. Rates for employee services shall be consistent with those paid for similar work in the recipient’s organization. The value of equipment shall not exceed the fair market value of equipment of the same age and condition. The basis for determining the valuation of services, equipment and supplies shall be documented in the application.
8. Sustainability Plan: Applicants should provide a detailed plan explaining how the activity will continue once USAID RADP-N assistance ends. Please elaborate on engaging the locally-available input suppliers and cooperative leaders as trainers and its impact on the sustainability. Please also explain how the development of lead farmers and integrating them within their community would help strengthen a sustainable privatized and self-motivated extension. Please do not limit yourself with the above two examples, you are welcome to incorporate your innovative sustainability plans.
9. Other material: Applicants may submit other material as attachments with their applications such
as letters of reference, newspaper clippings reporting on the organization’s activities, brochures, or other promotional material. Support letters demonstrating partnerships and cooperation with
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local government are of particular interest. However, attachments should be limited to 10 pages and they will not be returned to the applicants.
C. Preparation Instructions – Financial and Administrative Documentation
1. Completed Budget. All budget lines must be clearly linked to the Melon Production Upgrades
grant activities. The applicant should submit a separate budget for each region in which it is bidding. Although USAID RADP-N will support grantee organization staff and operating costs that are necessary for reaching project objectives, applicants should use their resources primarily for activity implementation, rather than organization operating costs. See attached Annex 4 for the budget form. Supporting information shall be provided, as necessary, in sufficient detail to allow a complete analysis of each line item cost.
2. Completed Financial Capability Questionnaire, which includes:
a. Audited Financial Reports: Copy of the applicant’s most recent financial report, which has
been audited by a certified public accountant or other auditor satisfactory to USAID RADP-N.
If no recent audit has occurred, a “Balance Sheet” and “Income Statement” for the most current
and previous fiscal year.
b. Incorporation Papers or Certificate of Registration and Statute
c. Organizational chart
3. Documentation that the applicant has the ability to comply with the award conditions, taking into account all existing and prospective commitments of the applicant. The applicant must demonstrate its ability to segregate funds obtained from the award of a capital grant from other activities of the organization. A separate bank account is required should a grant award be made. (Documentation may include certification from the applicant’s bank or a summary of previous awards, including type of funding, value, client, etc.)
4. Documentation that the applicant has a satisfactory record of integrity and business ethics.
(Documentation may include references from other donors or clients and a summary of previous awards, including type of funding, value, client, etc.)
5. Data Universal Numbering System (DUNS) There is a mandatory requirement for the applicant to
provide a DUNS number to USAID RADP-N. The Data Universal Numbering System is a system developed and regulated by Dun & Bradstreet (D&B) that assigns a unique numeric identifier, referred to as a "DUNS number" to a single business entity. Without a DUNS number, USAID RADP-N cannot deem an applicant to be “responsible” to conduct business with and therefore, USAID RADP-N will not enter into an agreement with any such organization. The award of a grant resulting from this RFA is contingent upon the winner providing a DUNS number to USAID RADP-N. Organizations who fail to provide a DUNS number will not receive an agreement and USAID RADP-N will select an alternate awardee.
All U.S. and foreign organizations which receive a grant with a value of $25,000 and above are
required to obtain a DUNS number prior to signing of the agreement. Organizations are exempt from this requirement if the gross income received from all sources in the previous tax year was under $300,000. USAID RADP-N requires that grant applicants sign the self-certification statement if the applicant claims exemption for this reason.
For those required to obtain a DUNS number, see Annex 7- Instructions for Obtaining a DUNS Number – USAID RADP-N Vendors, Subcontractors and Grantees.
For those not required to obtain a DUNS number, see Annex 8- Self Certification for Exemption from DUNS Requirement.
The applicant shall bear in mind the following special requirements for any grants awarded in response to this RFA:
Use of Funds: Funds provided under any grant awarded shall be used exclusively to achieve USAID RADP-N’s objectives and goals. Diversion of grant funds to other uses will result in cancellation of award and retrieval of funds disbursed to the grant recipient.
Reporting Procedures: A description of reporting requirements will be included in the Grant Agreements. The types of reporting required, along with the schedule of reporting, will depend on the grant type and project duration. Reporting forms will be provided to grant recipients. Types of reporting will include the following:
• Grant activity reports to be submitted during implementation according to a schedule determined by USAID RADP-N. This report will include a description of tasks and progress towards meeting objectives; problems in implementation; actions taken to overcome them; and plans on how the next phase will be implemented.
• Final report will describe how the activity objectives were reached, problems and solutions during implementation, and results. This information should be presented in a manner suitable for presentation to the public.
• Financial reports will be submitted to USAID RADP-N according to a schedule described in the grant agreements. Types of financial reports, as well as the schedule of reporting, will depend on the type of grant, grant timeline, and amount of grant funding. Financial reports will be required to receive grant installments. These reports will describe the amount of grant funds spent during the previous period, total amount spent to date, and amount remaining in each budget line item. In addition, all grant recipients are required to submit a detailed Final Financial Report.
All reporting formats will be provided by USAID RADP-N to Grant Recipient.
Payment of the final installment of grant funds is contingent upon USAID RADP-N receipt and acceptance of Final Financial and Final Program Reports and/or milestones.
Project Monitoring: USAID RADP-N staff will monitor grant activities in terms of both programmatic and financial aspects. Grant recipients will be expected to facilitate monitoring by making relevant information available to USAID RADP-N staff.
Restrictions: The Grant Funds provided under the terms of this Agreement shall not be used to finance any of the following:
1. Goods or services which are to be used primarily to meet military requirements or to support
police or other law enforcement activities,
2. Surveillance equipment,
3. Equipment, research and/or services related to involuntary sterilization or the performance of abortion as a method of family planning,
4. Gambling equipment, supplies for gambling facilities or any hotels, casinos, or accommodations in which gambling facilities are or are planned to be located,
5. Activities which significantly degrade national parks or similar protected areas or introduce exotic plants or animals into such areas,
6. Establishment or development of any export processing zone or designated area where the labor, environmental, tax, tariff, and/or safety laws of the country in which such activity takes place would not apply,
7. Pharmaceuticals,
8. Pesticides,
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9. Logging equipment,
10. Luxury goods (including alcoholic beverages and jewelry),
11. Establishing or expanding any enterprise that will export raw materials that are likely to be in surplus in world markets at the time such production becomes effective and that are likely to cause substantial injury to U.S. producers,
12. Activities which would result in the loss of forest lands due to livestock rearing, road construction or maintenance, colonization of forest lands, or construction of dams or other water control structures,
13. Activities which are likely to have a significant adverse effect on the environment, including any of the following (to the extent such activities are likely to have a significant adverse impact on the environment):
i.) Activities which may lead to degrading the quality or renewability of natural resources;
ii.) Activities which may lead to degrading the presence or health of threatened ecosystems or biodiversity;
iii.) Activities which may lead to degrading long-term viability of agricultural or forestry production (including through use of pesticides);
iv.) Activities which may lead to degrading community and social systems, including potable water supply, land administration, community health and well-being or social harmony.
14. Activities which are likely to involve the loss of jobs in the United States due to the relocation or expansion outside of the United States of an enterprise located in the United
States, 15. Activities which the grantee is aware are reasonably likely to contribute to the violation of
internationally or locally recognized rights of workers, or
16. Activities to support the production of agricultural commodities for export from
Afghanistan when such commodities would directly compete with exports of similar United States agricultural commodities to third countries, and have a significant impact on United States exporters.
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Section C. Selection Process
Within 14 to 21 working days of the deadline for submitting applications, a review panel will convene.
The review panel will include members from USAID RADP-N’s Technical, Monitoring & Evaluation (M&E), and Finance Departments. Throughout the evaluation process, USAID RADP-N shall take steps to ensure that members of the review panel do not have any conflicts of interest or the appearance of such with regard to the organizations whose applicants are under review. An individual shall be considered to have the appearance of a conflict of interest if that person, or that person’s spouse, partner, child, close friend or relative works for, is negotiating to work for, or has a financial interest (including being an unpaid member of a Board of Directors) in any organization that submitted an application currently under the panel’s review. Members of the panel shall neither solicit nor accept gratuities, favors, or anything of monetary value from parties to the awards.
All applications that meet the application requirements will be reviewed by the review panel.
Up to three of the top scoring applications for each region will be shortlisted, and key personnel
teams will be invited to present their application in a 10 minute presentation followed by a 30
minute question and answer session. The key personnel team will include the project manager,
a company/NGO director or senior manager; and a technical staff member.
Verification of the application submission requirements will be conducted at the USAID RADP-N Office by USAID RADP-N staff having experience and knowledge in this area of expertise.
If suitable applications are received, upon USAID approval, an award is expected to be made within 45 working days of the review panel meeting provided that the awardee furnishes USAID RADP-N with all the required documentation as itemized in Section A of this RFA.
The applications will be evaluated according to the evaluation criteria set forth below. To the extent necessary (if award is not made based on initial applications), negotiations may be conducted with each applicant whose application, after discussion and negotiation, has a reasonable chance of being selected for award. Award will be made to responsible applicants whose applications offer the
best value.
APPLICATION EVALUATION CRITERIA
APPLICATION
EVALUATION
CRITERIA
EVALUATION SUB-CRITERIA Maximum
Points
1. Completeness
of Application
Is there a good description and understanding of the applicant’s existing activities, markets and competition?
10 Points Has the applicant completed all the required sections of the RFA and provided necessary documents such as staff CVs, Registration license and Financial Capability Questionnaires?
2. Proposed
Grant Activity
Has the applicant demonstrated in their application the ability to install 92 (49 for Region 1, 43 for Region) small-scale greenhouses, establish 92 demo plots each measuring 1 jerib, establish 276 (147 for Region 1,129 for Region 2) sub demo plots and manage them for the melon growth cycle?
30 Points
Has the applicant included in their application the methodology on how to train 4,140 (2,205 for Region 1, 1,935 for Region 2) farmers in melon fly IPM and
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improved PHH practices, mentor 92 lead farmers and follow up with 276 farmers (147 for Region 1, 129 for Region 2) groups in effective and timely application of the good agricultural practices?
Has the applicant provided a strong technical application regarding collecting agronomic and yield data from the lead farmers on each of the demo plots?
Is the proposed budget reasonable in cost and does it take into account the cost-share contribution? Does it include quantities and adequate budget notes to define variables, units, and calculations?
3. Potential for
sustainability
Is the applicant motivated to link Afghan input/equipment
suppliers, producers, and marketing agents through the
market-based approach?
Has the applicant demonstrated how they will continue and
maintain their relationship with farmers?
Has the applicant added anything new to the already-designed
sustainable approach described in the RFA?
Has the applicant explained how they can continue helping
farmers with melon production?
10 Points
Does the description convince the reader that the Melon Production Upgrades activities will continue beyond USAID RADP-N involvement?
4. Past
Performance
and Capability
Does the applicant have current or proposed staff that link to melon farmers and input suppliers with established networks in the proposed activity area with experience in delivering agricultural training?
30 Points Does the applicant have relevant past experience or explanations of capability to manage this activity? Does the applicant provide written explanation demonstrating how their experience is applicable to the delivery of melon production upgrades activities?
5. For
shortlisted
applications:
Aural
Presentation
and Q&A
Can the applicant present the key personal team for the presentation and Q&A? Does the team fully understand the RFA and their own application? Does the team represent strong management, administrative, and technical competency? Do they understand their weaknesses and do they have strategies to overcome them?
20 Points
Total Points 100 Points
Signing of Grant Agreements
Upon USAID concurrence of the applicant, a Grant Agreement will be prepared. After USAID RADP-N and the successful applicant(s) have signed the Grant Agreement, USAID RADP-N will provide training on financial management and reporting on grant funds. All reporting and contractual obligations will be explained to the grant recipients. Before receiving the first grant installment/milestone, all grant recipients must open a separate bank account as this is the only means by which grant funds will be transferred from USAID RADP-N to the grant recipient.
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Section D: Program Description
Melon Production Upgrades
BACKGROUND
The Baluchistan Melon Fly, Myiopardalis pardalina (Bigot), is responsible for massive damage to
one of the North’s most important crops, melons. Unfortunately many of the chemical interventions
in use target not only the melon fly, but are toxic to the remainder of the insect biome. This can result
in the destruction of pollinators and beneficial insect populations along with the melon fly. The most
effective methods of integrated pest management (IPM) break the breeding cycle of the melon fly
while preventing damage to the melon by the deposit of eggs and subsequent growth cycle. When
the melon fly progresses from larval to pupae stage the maggots drop from the fruit and enter the
soil where they can damage root systems and result in up to 10 generations of flies in a year. The
introduction of seedling production in small scale greenhouses allows for earlier planting prior to
the seasonal surge in melon fly. When combined with fruit bagging, pupae capture and destruction,
and good field maintenance, seedling production offers great potential for reducing losses in the least
invasive and ecologically sound manner. While the use of mechanical control of melon fly is
becoming more and more adoptable by melon farmers, the availability of low cost and low quality
chemicals make farmers select chemical intervention over mechanical.
During implementation of the year three melon production activity, RADP-N learned that the
damage caused to melon plantations by white grub and other species of cutworm was considerable.
Melon harvesting is generally driven by market windows with farmers directly supplying local
markets or supplying traders with little or no regard for the fruit maturity and organoleptic quality.
A general rule of thumb is to sell melons when they achieve a certain size, often resulting in poor
return because large size does not satisfy customer preferences for sweeter, juicier melons. By
protecting the crop during the growing season, harvesting to achieve consumer preferences, and
performing rudimentary aggregation and cool storage, we expect to increase farmer revenues.
INTRODUCTION
The melon upgrade activity in year four expands on the year two and three activities considering
lessons learned and results to date. In the years two and three, RADP-N introduced early planting
through seedling production using small scale cold frame systems, field mulching, melon bagging,
and limited use of chemicals. Farmers attributed increased yields to early planting, mulching, and
bagging.
In year four, RADP-N will increase the number of seedlings produced in mini greenhouses and will
also grow vegetables out of melon season. The activity will replicate previous IPM interventions,
including the limited use of chemicals to control movement of flies to and from our demo areas
through the safe use of Spinosad as an effective chemical to control melon fly. Spinosad has been
tested effective in control of melon fly and is a good substitute for several available more toxic
chemicals. This will provide a safer option for farmers who choose chemical interventions.
RADP-N will teach farmers how to treat soil using Carbaryl and mechanical control methods to
eliminate white grubs which have been identified as a significant cause of melon yield losses.
Mechanical control involves physical removal of white grubs which have surfaced before sunrise
when they can be easily identified and removed.
In year four, RADP-N will be working to expand linkages between farmers and input suppliers at
provincial and district level. RADP-N will invite Input Suppliers from the districts where melon
production trainings are taking place and will introduce them to the farmers. The participation of
these Input Suppliers will have no additional cost to the program.
14
The activity will be divided into two parts using the grant award system as well as direct
implementation. Direct implementation allows RADP-N to set up the initial Training of Trainers
(ToTs) to ensure high quality training and training materials.
Part A - Direct Implementation
The project team will revise and improve IPM training materials and harvest and postharvest (PHH)
techniques. The team will conduct three ToTs for grantee trainers and staff to prepare them for
implementation. Prior to awarding the grants, the team will select beneficiaries and identify demo
plots in conjunction with DAIL offices.
The 3 ToTs are summarized as follows:
Seedling Production and Mini Greenhouses Management (ToT 1): Two-day ToT for 63
grantee staff and six DAIL extension agents consisting of theoretical and practical sessions.
The training will address the timing and purpose of melon seedling production in a controlled
environment and the efficient use of mini greenhouses. The ToT will be conducted in late
January 2018.
Melon Fly IPM (ToT 2): Two-day ToT for 43 grantee staff, and six DAIL extension agents
covering theoretical and practical sessions. The training will prepare the grantees to implement
field activities including replication of melon fly IPM training to farmers and managing demo
plots with lead farmers. ToT will be conducted in late January 2018.
Improved PHH (ToT 3): One-day ToT for 43 grantee staff and six DAIL extension agents
covering theoretical and practical sessions. The ToT will prepare grantee teams to replicate the
trainings and help lead farmers apply improved PHH practices during and shortly after harvest.
ToT will be conducted in May 2018.
The RADP-N operations team will handle the procurement of inputs and deliver to the grantees for
distribution to beneficiaries.
Part B - Grant:
Two grant awards will be made for the activity period, January 2018 to August 2018. Prior to field
deployment, the grantee implementation teams consisting of two project managers, six provincial
coordinators, 20 district coordinators/trainers, and 20 female trainers will receive the ToTs discussed
above delivered by RADP-N.
RADP-N will expand on the effective IPM approach previously used and will reach out to new
farmers to increase productivity of higher quality and more marketable melons. RADP-N will
continue providing technical assistance and guidance throughout the full cycle of melon production.
The support will include establishment of 92 demo plots, developing 92 lead farmers, training 4,140
farmers in melon fly IPM and improved PHH techniques. Each demo plot will include a small-scale
greenhouse, with 15 women farmers trained in seedlings production at each greenhouse. The 20
women trainers will train and mentor 1,380 women on greenhouse preparation, planting, and
harvesting of melon seedlings.
Using this approach RADP-N will deliver the following:
Region 1 (Balkh, Jawzjan and Samangan)
Establish 49 melon demo plots and develop 49 lead farmers’ skills in applying good
agricultural practices. Each lead farmer will be tasked to provide on-going mentoring to at
least 10 of the 44 farmers who attend trainings in his plot.
Ensure there are 147 sub demo plots are established one per farmer group who attend the
melon fly IPM trainings.
15
Train 2,205 farmers including 49 lead farmers in using the four IPM practices to control melon
flies. The four methods include 1) advancing melon planting time using melon seedling
transplants, 2) melon bagging at early fruit forming stage, 3) plastic mulching and 4) safe use
of pesticides. The USAID RADP-N field team will conduct post training follow up through a
cascaded approach to ensure effective and maximum application of the good agricultural
practices.
Train 2,205 farmers including 49 lead farmers in using the improved harvest and PHH
techniques. PHH topics will include maturity determination, sugar content, and harvest time,
picking melons from vines, pre-cooling, transportation, storage, and further processing. The
team will provide follow support to ensure maximum adoption of the improved PHH practices.
Ensure scheduled follow-up visits are made to 49 demo plots and 147 sub demo plots where
lead and basic farmers receive mentorship support.
USAID RADP-N will expand production of melon seedlings through women-operated small-
scale greenhouses. This method has proven to be an effective IPM strategy that reduces melon
fly damage in young melon and generates earlier high quality yield. While providing the
melon with a natural protection against early melon fly damage, planting before the traditional
season will give the farmers a competitive advantage as their product will enter the market
before the seasonal glut. Close to each demo plot, USAID RADP-N will install a small-scale
greenhouse (maximum 15 square meters) that will be operated by women. USAID RADP-N
will provide 49 small-scale greenhouses and provide training to 735 female farmers in seedling
production. The objective is to produce at least 1,000 melon seedlings in each greenhouse for
distribution to melon demo plots and sub-plots. Greenhouse management, maintenance, and
year-round utilization will be taught to the women who will take ownership of each small-
scale greenhouse.
Distribute necessary input packages to 49 lead farmers and 147 farmer groups.
Region 2 (Badakhshan, Baghlan and Kunduz)
Establish 43 melon demo plots and develop 43 lead farmers’ skills in applying good
agricultural practices. Each lead farmer will be tasked to provide on-going mentoring to at
least 10 of the 44 farmers who attend trainings in his plot.
Ensure there are 129 sub demo plots are established one per farmer group who attend the
melon fly IPM trainings.
Train 1,935 farmers including 43 lead farmers in using the four IPM practices to control melon
flies. The four methods include 1) advancing melon planting time using melon seedling
transplants, 2) melon bagging at early fruit forming stage, 3) plastic mulching and 4) safe use
of pesticides. The USAID RADP-N field team will conduct post training follow up through a
cascaded approach to ensure effective and maximum application of the good agricultural
practices.
Train 1,935 farmers including 43 lead farmers in using the improved harvest and PHH
techniques. PHH topics will include maturity determination, sugar content, and harvest time,
picking melons from vines, pre-cooling, transportation, storage, and further processing. The
team will provide follow support to ensure maximum adoption of the improved PHH practices.
Ensure scheduled follow-up visits are made to 43 demo plots and 129 sub demo plots where
lead and basic farmers receive mentorship support.
USAID RADP-N will expand production of melon seedlings through women-operated small-
scale greenhouses. This method has proven to be an effective IPM strategy that reduces melon
fly damage in young melon and generates earlier high quality yield. While providing the
melon with a natural protection against early melon fly damage, planting before the traditional
season will give the farmers a competitive advantage as their product will enter the market
before the seasonal glut. Close to each demo plot, USAID RADP-N will install a small-scale
greenhouse (maximum 15 square meters) that will be operated by women. USAID RADP-N
will provide 43 small-scale greenhouses and provide training to 645 women farmers in
seedling production. The objective is to produce at least 1,000 melon seedlings in each
greenhouse for distribution to melon demo plots and sub-plots. Greenhouse management,
16
maintenance, and year-round utilization will be taught to the women who will take ownership
of each small-scale greenhouse.
Distribute necessary input packages to 43 lead farmers and 129 farmer groups.
PROJECT OBJECTIVES
The primary objective is to increase melon productivity, quality, and returns through expanding melon fly IPM and improved PHH practices. Outputs will include:
4,140 farmers trained in melon fly IPM and improved PHH.
1,380 female farmers will learn how to produce melon seedlings.
92 demo plots established.
92 small-scale greenhouses established.
92 lead farmers developed each mentoring at least 10 neighboring farmers.
69 individuals attend ToTs.
STATEMENT OF WORK
Grantee Responsibilities Region 1 (Balkh, Jawzjan and Samangan)
Hire 11 female trainers (one per district each for 1 month) to train 735 women in the production
of melon seedlings using 49 small-scale greenhouses.
Hire 11 input supplier / cooperative leaders as district coordinators/trainers for four months to
establish the demo plots, train basic farmers, and mentor lead farmers.
Hire 6 input supplier / cooperative leaders as trainers to a total of 72 days in two periods.
(Please provide a brief summary of your project and any necessary background information; the summary must be no more than 1 page and should clearly address what your project will accomplish, in addition to why and how it will be implemented.)
2. Project goal, activities and results
(Please provide accurate and detailed information, no more than 1 page.)
a) How will the project goals to be achieved?
b) What are the specific activities that you will undertake?
c) What are the specific expected results that your project will bring about?
3. Cost share (if any)
(Explain the cost share to the project in terms of type of contribution and value.)
4. Monitoring and evaluation
a) How will you know that your project was successfully implemented? What criteria will you use
to measure the achievements of your project? (Please include the tools you will use to monitor project activities and evaluate project results)
5. Sustainability
a) Describe how the activities in your project will be sustained after funding ends. How will the
activities or results of your project continue?
6. Project activity schedule and timeline (work plan)
(Based on the activities listed in section III.2 (b) above, please fill in the work plan using the template provided in Annex 3)
IV. PROJECT TEAM
Please list all project team members, including their position, role in the project and a short description of their assigned responsibilities. (Insert as many lines as necessary).
(Please attach CVs for key personnel involved in the project, using the template provided in Annex 5)
NO NAME & SURNAME POSITION ROLE IN THE
PROJECT DESCRIPTION
1
2
3
4
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5
6
7
8
V. APPLICANT CAPABILITY AND PAST PERFORMANCE
1. Organizational capability and resources
a) Annual income over the past three years, mentioning the names of your main financial contributors (where applicable)
YEAR TOTAL ANNUAL INCOME
(in USD) MAIN FINANCIAL CONTRIBUTORS
b) Please describe the various resources at the disposal of your organization such as: equipment,
offices etc.
2. Past performance
Please describe no more than five major projects in which your organization was involved over the past three years, using the table below.
a) Project title
b) Duration (months)
c) Year
d) Location
e) Role of your organization (leader, partner)
f) Project objectives
g) Project results
h) Total budget (USD)
i) Funding sources and
types of funding (grants,
contract, or other) Please include contact information for funding sources.
VI. PROJECT BUDGET
24
Please provide a detailed budget for the entire duration of the project, using the template provided in Annex 4.
VII. STATEMENT OF LIABILITY
I, the undersigned, being the person responsible in the applicant organization for this project, certify that the information given in this application is true and accurate.
Name and surname:
Position:
Signature & stamp:
Date and Place:
Annex 3: Implementation Timeline ANNEX 3
Name of applicant:
Activity
# Activity Description Location
Month 1 Month 2
1 2 3 4 1 2
Annex 4: Budget
No. Line Item Unit Quantity
Unit
Price
(AFN)
RADP- North Cost
(AFN)
Grantee
Cost
Share
(AFN)
Total
Project
Cost
(AFN)
Budget Justification and Narrative
A Labor
1
2
Sub-Total
B Office Equipment
1
2
3
Sub-Total
C Travel & Transportation
1
2
Sub-Total
D Communication
1
2
Sub-Total
E Other Direct Costs
1
2
Sub-Total
GRAND TOTAL
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Annex 5: Financial Capability Questionnaire
Accounting System and Financial Capability Questionnaire
For USAID RADP-North Grant Recipients
The main purpose of this questionnaire is to understand the systems adopted by your institution for financial oversight and accounting of grant funds provided by the U.S. Government. The questionnaire will assist the USAID RADP-NORTH program and accounting staff to identify the extent to which your institution's financial systems match the requirements of the U.S. Government. This information will help the program staff work with you and your institution to review any problem areas that may be identified thereby avoiding any problems which would be reportable should an audit of the program or institution be required.
The questionnaire should be completed by the financial officer of your institution in collaboration with USAID RADP-NORTH program staff. This questionnaire is informational only, and will not have any bearing on the agreement to support your institution based on the technical merit of the application. Therefore, please answer all questions to the best of your knowledge.
While 2 CFR 200 does not cover awards to non-U.S. recipients, USAID RADP-NORTH shall rely on the standards established in that regulation in determining whether potential non-U.S. recipients are responsible to manage Federal funds. A determination shall be made on the potential recipient's ability, or potential ability, to comply with the following USAID and federal-wide policies:
1) 2 CFR 200.300 – 200.309 (Standards for Financial and Program Management));
2) 2CFR200.310-200.316 (Property Standards)
3) 2CFR 200.317-200.326 (Procurement Standards) and
4) 2 CFR 200.327 – 200.332 (Performance and Financial Monitoring and Reporting)
28
SECTION A: General Information
Please complete this section which provides general information on your institution.
Name of Institution:
Name and Title of Financial Contact Person:
Name of Person Filling out Questionnaire:
Mailing Address:
Street Address (if different) ______________________________________________________
Telephone, Fax, Email (if applicable)
Enter the beginning and ending dates of your institution's fiscal year:
From: (Month, Day) To: (Month, Day)
SECTION B: Internal Controls
Internal controls are procedures which ensure that: 1) financial transactions are approved by an authorized individual and are consistent with U.S. laws, regulations and your institution's policies; 2) assets are maintained safely and controlled; and 3) accounting records are complete, accurate and maintained on a consistent basis. Please complete the following questions concerning your institution's internal controls.
1. Does your institution maintain a record of how much time employees spend on different projects or activities?
6. Are all financial transactions approved by an appropriate official?
Yes: No:
7. The person responsible for approving financial transactions is: ________________ Title: ______________
8. Is the person(s) responsible for approving transactions familiar with U.S. Federal Cost principles as described in in 2 CFR 200 Subpart E (Cost Principles) and 2 CFR Part 230 "Cost Principles for Nonprofit Institutions"?
Yes: No:
9. Does your institution use a payment voucher system or some other procedure for the documentation of approval by an appropriate official?
Yes: No:
10. Does your institution require supporting documentation (such as original receipts) prior to payment for expenditures?
Yes: No:
11. Does your institution require that such documentation be maintained over a period of time?
Yes: No:
If yes, how long are such records kept?
12. Are different individuals within your institution responsible for approving, disbursing, and accounting of transactions?
Yes: No:
13. Are the functions of checking the accuracy of your accounts and the daily recording of accounting data performed by different individuals?
Yes: No:
14. Who would be responsible for financial reports? ________________________________________
SECTION C: Fund Control and Accounting Systems
30
Fund Control essentially means that access to bank accounts and/or other cash assets is limited to authorized individuals. Bank balances should be reconciled periodically to the accounting records. If cash cannot be maintained in a bank, it is very important to have strict controls over its maintenance and disbursement.
An Accounting System accurately records all financial transactions, and ensures that these transactions are supported by documentation. Some institutions may have computerized accounting systems while others use a manual system to record each transaction in a ledger. In all cases, the expenditure of funds provided by the USAID-funded program must be properly authorized, used for the intended purpose, and recorded in an organized and consistent manner.
1. Does your institution maintain separate accounting of funds for different projects by:
Separate bank accounts:
A fund accounting system:
2. Will any cash from the grant funds be maintained outside a bank (in petty cash funds, etc.)?
Yes: No:
If yes, please explain the amount of funds to be maintained, the purpose and person responsible for safeguarding these funds.
8. Is your institution's accounting system capable of recording transactions, including date, amount, and description?
Yes: No:
9. Is your institution's accounting system capable of separating the receipts and payments of the grant from the receipts and payments of your institution’s other activities?
Yes: No:
10. Is your institution's accounting system capable of accumulating individual grant transactions according to budget categories in the approved budget?
Yes: No:
10. Is your institution's accounting system designed to detect errors in a timely manner?
Yes: No:
11. How will your institution make sure that budget categories and/or overall budget limits for the grant will not be exceeded?
The grant provisions require recipients to adhere to USAID regulations, including requirements to maintain records for a minimum of three years to make accounting records available for review by appropriate representatives of USAID or USAID RADP-NORTH, and, in some cases, may require an audit to be performed of your accounting records. Please provide the following information on prior audits of your institution.
1. Is someone in your institution familiar with U.S. government regulations concerning costs which can be charged to U.S. grants 2 CFR Part 230 "Cost Principles for Nonprofit Institutions" and 2 CFR Part 215 "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Institutions")?
Yes: No:
2. Do you anticipate that your institution will have other sources of U.S. government funds during the period of this grant agreement?
Yes: No:
3. Have external accountants ever performed an audit of your institution's financial statements?
Yes: No:
If yes, please provide a copy of your most recent report.
4. Does your institution have regular audits?
Yes: No:
If yes, who performs the audit and how frequently is it performed?
5. If you do not have a current audit of your financial statements, please provide this office with a copy of the following financial statements, if available:
a. A "Balance Sheet" for the most current and previous year; and
b. An "Income Statement" for the most current and previous year.
6. Are there any circumstances that would prevent your institution from obtaining an audit?
USAID RADP-NORTH requests that your institution submit a number of documents along with this completed questionnaire. Complete this page to ensure that all requested information has been included.
Complete the checklist:
d.
All questions have been fully answered.
Optional:
Incorporation Papers or Certificate of Registration and Statute is attached.
Information describing your institution is attached.
Organizational chart, if available is attached (if applicable).
The Financial Capability Questionnaire must be signed and dated by an authorized person who has
You will need to enter certain keywords to bring up the potential SIC Codes. In the case above, “Research” was entered as the keyword, and resulted in the following:
PLEASE NOTE: Many of the DAI subcontractors and grantees fall under one of the following SIC codes:
8742 Management Consulting Services
1542 General Contractors-Nonresidential Buildings, Other than Industrial Buildings and Warehouses or one of the codes within:
Industry Group 357: Computer And Office Equipment
Industry Group 355: Special Industry Machinery, Except Metalworking
Industry Group 356: General Industrial Machinery And Equipment
Industry Group 359: Miscellaneous Industrial And Commercial
41
10. Description of Operations- Enter a brief description of the primary services you provide the example
below, “agricultural technical assistance” was chosen as the primary function of the business.
11. The Annual Sales or Revenue figure should be provided in USD (US Dollar) equivalent.
12. Once all of the fields have been completed, click on “Submit Your Request” to be taken to the
Verification page.
42
13. Note: Representative (Principal, Owner or Officer) needs to verify and provide affirmation regarding
the accuracy of the data under criminal or civil penalties as per Title 18, Section 1001 of the US
Criminal Code.
14. Once “Yes, Continue” button is clicked, the registration application is sent to D&B, and a DUNS
number should be available within 24-48 hours. DUNS database can be checked in 24-48 hours by
entering the Business Information in the Search window – which should now display a valid result
with the new DUNS number for the entity.
43
Annex 7: Self Certification for Exemption from DUNS Requirement
Self-Certification for Exemption from DUNS Requirement
For Subcontractors and Vendors
Legal Business Name:
Physical Address:
Physical City:
Physical Foreign Province (if applicable):
Physical Country:
Signature of Certifier
Full Name of Certifier (Last Name, First/Middle Names):
Title of Certifier:
Date of Certification (mm/dd/yyyy):
The sub-contractor/vendor whose legal business name is provided herein, certifies that we are an organization exempt from obtaining a DUNS number, as the gross income received from all sources in the previous tax year is under USD $300,000.
*By submitting this certification, the certifier attests to the accuracy of the representations and certifications contained herein. The certifier understands that s/he and/or the sub-contractor/vendor may be subject to penalties, if s/he misrepresents the sub-contractor/vendor in any of the representations or certifications to the Prime Contractor and/or the US Government.
The sub-contractor/vendor agrees to allow the Prime Contractor and/or the US Government to verify the company name, physical address, or other information provided herein. Certification validity is for one year from the date of certification.
44
Annex 8: Application Checklist
Before submitting your application, please check to make sure the following are included:
Completed Application Form (Annex 2)
The implementation plan / work plan is included (Annex 3)
Budget is included (Annex 4)
The CVs and BioData Forms are included (Annex 5)
The statement of liability is signed and stamped (last page of application form – Annex 2)
Audited Financial Reports: Copy of the applicant’s most recent financial report, which has been audited by a certified public accountant or other auditor satisfactory to DAI. If no recent audit, a “Balance Sheet” and “Income Statement” for the most current and previous fiscal year.)
Incorporation Papers or Certificate of Registration and Statute
Organizational Chart
Documentation that the applicant has the ability to comply with the award conditions, taking into account all existing and currently prospective commitments of the applicant. The applicant must demonstrate its ability to segregate funds obtained from the award of a capital grant from other activities of the organization. A separate bank account is required should a grant award be made. (Documentation may include certification from the applicant’s bank or a summary of previous awards, including type of funding, value, client, etc.)
Documentation that the applicant has a satisfactory record of integrity and business ethics. (Documentation may include references from other donors or clients and a summary of previous awards, including type of funding, value, client, etc.)
Evidence of a DUNS Number or a Self-Certification for Exemption from DUNS Requirement.
