NOFO-CLM Data Collection Final.docx

U.S. DEPARTMENT OF STATE

U.S. EMBASSY ESWATINI, PEPFAR SMALL GRANTS

NOTIFICATION OF FUNDING OPPORTUNITY (NOFO)

The following are included with this call for proposals:

· Budget Template (excel attachment)

Section 1: Program Description

The U.S. Embassy’s PEPFAR Small Grants office is pleased to announce an open competition for organizations to submit applications to carry out a community-led monitoring (CLM) program.

Priority Region: All four regions in Eswatini

This funding opportunity seeks to improve the quality of HIV treatment services in Eswatini through client feedback collected by trained community members.

The CLM program is funded through the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR). The U.S. Embassy in Eswatini administers the PEPFAR Small Grants program and is seeking proposals from registered local community-based organizations and other civil society groups, networks of key populations (KP), people living with HIV (PLHIV), people with disabilities, and other affected groups or community entities that gather quantitative and qualitative data about HIV services and whose mission and activities focus on HIV programming.

CLM is key to ensuring availability, access to, and delivery of quality HIV care and treatment services. CLM will empower patients and communities to seek out treatment services, increase health literacy, expand engagement with health service delivery, support demand creation, and demand accountability from the health system to improve and deliver these services.

Potential grantees should have the capability to collaborate at the national level with PEPFAR and key community-focused stakeholders, and at the community level with health facility staff and clientele receiving PEPFAR-supported services. Grantees should be able to implement a monitoring program to promote cooperation in addressing HIV-related issues, encourage constituencies to share their experiences, and facilitate joint action that makes a difference in the HIV response.

CLM data will be collected using standardized tools and synthesized through a variety of methods that reveal insights from communities about challenges and/or issues identified with HIV service delivery at health facilities. A standard activity of potential grantees will be to conduct CLM of HIV testing services, treatment services (including retention and VL), service provider perceptions, attitudes, and practices, and client satisfaction. Results from CLM will be presented and analyzed in collaboration between community representatives, providers and facility managers to ensure dialogue and help all sides in participating with identification and subsequent implementation and monitoring solutions and action items.

More information on PEPFAR’s approach to CLM is available at the following websites:

· https://www.state.gov/wp-content/uploads/2020/07/PEPFAR_Community-Led-Monitoring_Fact-Sheet_2020.pdf

· https://www.pepfarsolutions.org/tools-2/2020/3/12/community-led-monitoring-implementation-tools

Program Objectives PEPFAR Small Grants recognizes the importance of engaging with communities in the development and implementation of HIV programming. PEPFAR will support at least one community-led monitoring initiative in each of Eswatini’s 4 regions. PEPFAR is also supporting a national CLM steering committee in which the awardee organization will participate. In partnership with PEPFAR, the Ministry of Health, NERCHA, will conduct quarterly reviews of client feedback collected from all stakeholders (including CLM Small Grant recipients) to help the national health institutions and PEPFAR programs diagnose and pinpoint persistent problems, challenges, and barriers with service uptake of HIV treatment services.

To facilitate and ensure all regions and client constituencies are represented, PEPFAR is seeking community organizations from each region, and community groups with high unmet needs, to collect feedback on client experiences.

Specific deliverables include:

1. Data collection and documentation of challenges and/or issues identified at facilities across the region (s) and/or specific population groups using standardized tools.

2. Conduct monitoring of HIV testing services (HTS); HIV treatment services (including retention, viral load), PMTCT, DREAMS, AGYW, OVC and VMMC programs); service provider perceptions, attitudes, and practices; client satisfaction.

3. Participate in health facility and community structure feedback meetings (e.g., health center committees, Community centers).

4. Establish facility structure feedback meetings in facilities where none exist.

5. Site-level advocacy.

6. Monthly sharing of results and feedback with PEFPAR and other key stakeholders and make actionable recommendations.

7. Participate in monthly meetings with the PEPFAR CLM Task Force and quarterly meetings with the national CLM steering committee to provide in-depth discussion of work and results at both the national and regional level.

Grantees will use the following models and tools to carry out their monitoring:

· Facility based data collection utilizing an electronic data platform will be used for collecting the data for community-led monitoring.

· The Community Data for Action Platform (CDAP) [which is a DHIS2 health information system] will be used as the data repository for the CLM. The CLM module shall be developed in CDAP and uploaded on tablets for data collection.

· The CLM module will utilize a structured electronic feedback tool in devices and administered to clients after they have accessed HIV services at facilities.

· Assessment results shall be generated in the CLM module within the CDAP and populated in dashboards for summary reporting.

CLM data collected by potential grantees should reflect an ‘added value’ and not duplicate collection of routine data already available to PEPFAR. This includes information from beneficiaries about their experience with the health facility, information about barriers and enablers to access and retention in services, etc. CLM mechanisms must be routine to ensure follow up and continuous improvement for sustainability.

Participants and Audiences:

PEPFAR is seeking proposals from registered local community-based organizations and other civil society groups, networks of key populations (KP), people living with HIV (PLHIV), people with disabilities, and other affected groups or community entities that gather quantitative and qualitative data about HIV services and whose mission and activities focus on HIV programming.

Section 2: FEDERAL AWARD INFORMATION

Length of performance period:12 months Number of awards anticipated: Minimum of 5 awards (one award per region and targeted grants for specific populations) Award amounts: up to $25,000USD.

Total Available Funding: Subject to availability of funding.

Type of Funding: FY2023/COP23 Allocated Funds Anticipated programs start date o/a: September 1, 2024

This notice is subject to availability of funding.

Funding Instrument Type: PEPFAR Small Grant

Program Performance Period: Proposed programs should be completed no later than September 30, 2025

Section 3: ELIGIBILITY INFORMATION

Who can apply?

CLM funds are meant for activities that are community-driven and serve the community at large where they are being funded. Not-for-profit organizations including civil society, non-governmental organizations, traditional community groups and faith-based organizations, public and private educational institutions are eligible.

PEPFAR-funded implementing partners or sub-awardees who currently work on service delivery at the site level are not eligible to apply in the region(s) they currently work.

Eligibility Requirements:

1. Eligible organizations must have experience of successfully implementing programs.

2. Eligible organizations must have experience working in the region for which they are applying to implement the CLM program.

3. An organization may apply for consideration for more than one region but is only eligible to receive one CLM award.

Other Eligibility Requirements In order to be eligible to receive an award, all organizations must have a Unique Entity Identifier (UEI) number issued via www.SAM.gov as well as a valid registration on www.SAM.gov.

Section 4: APPLICATION AND SUBMISSION INFORMATION

Instructions:

Application forms required below are available at grants.gov and the budget template at the U.S. Embassy website: https://sz.usembassy.gov

Content and Form of Application Submission

Please follow all application instructions carefully. Proposals that do not meet the requirements of this announcement or fail to comply with the stated requirements will be ineligible.

Content of Application Applicants must ensure:

1. The proposal clearly addresses the goals and objectives of this funding opportunity

2. All documents are in English

3. All budgets are in U.S. dollars

4. All pages are numbered

5. All materials are submitted in pdf format.

The follow documents are required:

1. Mandatory Applications forms (these forms are included in the package):

a) SF-424 (Application for Federal Assistance)

b) SF-424A (Budget Information for Non-Construction Programs)

c) SF-424B (Assurance for Non-Construction Programs) Application Forms (SF 424 Application for Federal Assistance SF 424A Budget Information and SF424B Assurances - Non-Construction Programs) are available at: https://www.grants.gov/web/grants/forms/sf-424-family.html#sortby=1

2. Summary Page: Cover sheet stating the organization’s name, region applying for, and brief overview of your organization and plan for implementation of the CLM program.

3. Proposal: The proposal should contain sufficient information that anyone not familiar with community led monitoring would understand exactly what the applicant wants to do. You may use your own proposal format, but it must include all the items below:

a) Proposal Summary: Short narrative that outlines your organization’s proposed community led program, including the proposed region(s), populations, program objectives and anticipated impact. (note: the electronic platform for entering/storing data will be shared across all projects, proposals do not need to include the development of or maintenance of the system)

b) Introduction to the Organization applying: A description of past and present operations, showing the ability to carry out the CLM program, including the descriptions of funding programs and all previous grants from the U.S. Embassy and/or U.S. government agencies. Describe the organization’s relationship with the communities who will be participating in CLM in the region.

c) Program Statement: Clear, concise and well-supported statement of the problem to be addressed and why the proposed program is needed.

d) Program Goals and Objectives: The goals should describe what your regional CLM program intends to achieve. The objectives refer to the intermediate accomplishment on the way to the goals. Both should be achievable and measurable.

e) Program Activities: Describe the CLM activities and how they will help achieve the objectives.

f) Program Methods and Design: A description of how your CLM is expected to achieve the goals. Include a logic model as appropriate.

g) Proposed Program Schedule and Timeline: The proposed timeline for the CLM activities. Include dates, times, and locations of planned activities and events.

h) Key Personnel: Names, titles, roles, and experience/qualifications of key personnel involved in the CLM program. What proportion of their time will be used in support of the CLM program?

i) Program Partners: List the names of any type of involvement of key partner organizations and sub-awardees.

j) Program Monitoring and Evaluation Plan: Describe how throughout the timeframe of the grant, the activities will be monitored to ensure they are happening in a timely manner, and how the CLM program be evaluated to make sure it is meeting the goals of the grant.

k) Future Funding or Sustainability: Applicant’s plan for continuing the program beyond the grant period, or the availability of other resources, if applicable.

4. Budget Justification Narrative: After filling out the SF-424A Budget form, use the budget template (Budget Template) to describe each of the budget expenses in detail.

5. Attachments:

a) CV or resume of key personnel who are proposed for the program

b) Letters of support from program partners describing the roles and responsibilities of each partner (if applicable)

c) Three Reference letters

d) Official permission letters or MOUs with District Administrators, hospitals or clinics, and community leaders the grantee will be working with on program activities.

Required Registrations

Unique Entity Identifier (UEI) and System for Award Management (SAM) All organizations, whether based in the United States or in another country, must have a UEI and an active registration with the SAM.gov before submitting an application. A UEI and an active SAM registration are available free of charge from www.sam.gov website. The Small Grants Panel may not review applications from or make awards to organizations that have not completed all applicable UEI and SAM.gov requirements. A UEI is one of the data elements.

mandated by Public Law 109-282, the Federal Funding Accountability and Transparency Act (FFATA), for all Federal awards.

The 2 CFR 200 requires that sub-grantees obtain a UEI number. Please note the UEI for subgrantees is not required at the time of application but will be required before the award is processed and/or directed to a sub-grantee.

Note: The process of obtaining or renewing a SAM.gov registration may take anywhere from 4-8 weeks. Please begin your registration as early as possible.

· Organizations based in the United States or that pay employees within the United States will need an Employer Identification Number (EIN) from the Internal Revenue Service (IRS), a Commercial and Government Entity (CAGE) code, and a UEI number prior to registering in SAM.gov.

· Organizations based outside of the United States and that do not pay employees within the United States do not need an EIN from the IRS but do need a UEI number prior to registering in SAM.gov. Please note that as of December 2022, organizations based outside of the United States that do not intend to apply for U.S. Department of Defense (DoD) awards are no longer required to have a NATO CAGE (NCAGE) code to apply for non-DoD foreign assistance funding opportunities.

If an applicant organization is mid-registration and wishes to remove an NCAGE code from their SAM.gov registration, the applicant should submit a help desk ticket (“incident”) with the Federal Service Desk (FSD) online at www.fsd.gov to seek guidance on how to do so.

All organizations must also continue to maintain active SAM.gov registration with current information at all times during which they have an active Federal award or application under consideration by a Federal award agency. SAM.gov requires all entities to renew their registration once a year in order to maintain an active registration status in SAM. It is the responsibility of he applicant to ensure it has an active registration in SAM.gov and to maintain that active registration.

If an applicant has not fully complied with the requirements at the time of application, the applicant may be deemed technically ineligible to receive an award and use that determination as a basis for making an award to another applicant.

Please refer to 2 CFR 25.200 for additional information.

Note: SAM.gov is not the same as SAMS Domestic. It is free of charge to register in both systems, but the registration processes are different. Information is included on the SAM.gov website to help international registrations. Navigate to www.SAM.gov, click “HELP” in the top navigation bar, then click, “Explore” and “New to SAM.gov?” for general information. Please note, guidance on SAM.gov and the guidance on GSA’s website is being updated to reflect the change in NCAGE requirement. Applicants should review the website frequently for the most up-to-date guidance.

Exemptions An exemption from these requirements may be permitted on a case-by-case basis if:

· An applicant’s identity must be protected due to potential endangerment of their mission, their organization’s status, their employees, or individuals being served by the applicant.

· The Federal awarding agency makes a determination that there are exigent circumstances that prohibit the applicant from receiving a unique entity identifier and completing SAM registration prior to receiving a Federal award. In these instances, Federal awarding agencies must require the recipient to obtain a unique entity identifier and complete SAM registration within 30 days of the Federal award date.

Organizations requesting exemption from UEI or SAM.gov requirements must email the point of contact listed in the NOFO at least two weeks prior to the deadline in the NOFO providing a justification of their request. Approval for a SAM.gov exemption must come from the warranted Grants Officer before the application can be deemed eligible for review.

Note: As of December 2022, organizations based outside of the United States that do not intend to apply for U.S. Department of Defense (DoD) awards are no longer required to have a NATO CAGE (NCAGE) code to apply for non-DoD foreign assistance funding opportunities.

Steps to register for a UEI and SAM Step 1: Create a Login.gov account using this website https://login.gov/ The following information is needed when creating the account:

a) An email address that is accessible to the individual who will be entering the data about the organization. A personal email address rather than a work email address is recommended.

b) A password that must be at least 12 characters and should not include commonly used words or phrases.

c) Select one or more authentication methods such as (security key, text message, or backup codes).

d) Activate account by clicking the verification link in the email received from Login.gov within the stipulated time.

Step 2: Once the Login.gov account is created, register or renew the organization’s details in SAM.gov by signing onto: https://www.sam.gov using the credentials provided in Step1.

Note: Since April 2022, the UEI is assigned when an organization registers or renews its registration in SAM.gov at www.SAM.gov. Organizations should renew their registration once a year to maintain an active registration status in SAM.gov. It is the responsibility of the applicant to ensure it has an active SAM registration.

Note: As of April 2022, a DUNS number is no longer required.

All applications must be received by August 09, 2024. Any applications received after this deadline will not be considered.

Other Submission Requirements

Application can be emailed to SmallGrantsMbabane@state.gov

The proposal should include:

· Budget template provided

· Copy of the organization’s registration certificate

Application Deadline: August 09, 2024

Section 5: APPLICATION REVIEW AND SELECTION PROCESS

Selection Process:

1. Criteria: Each application submitted under this announcement will be evaluated and rated on the basis of the criteria enumerated in the evaluation section. The criteria are designed to assess the quality of the proposed project, and to determine the likelihood of its success.

2. Acknowledgement of receipt: Applicants will receive acknowledgment of receipt of their proposal.

3. Review: A technical review panel will review the proposal and based upon the criteria noted in evaluation section. A determination will be made regarding the CLM proposal and activities, and those applications that are the best fit will be given additional consideration.

4. Follow up notification: Applicants will be notified within 30 days after the NOFO deadline regarding the results of the review panel.

Criteria:

Each application will be evaluated and rated on the basis of the evaluation criteria outlined below.

A. Quality and Feasibility of the CLM Implementation Idea (25 points)

1. Does the proposal demonstrate access to communities to enable successful CLM data collection and use?

2. Does the implementation plan explain where CLM will be conducted in the region?

3. Does the proposal incorporate and explain how its program builds on already established community health mechanisms at the community or regional level?

4. Does the application clearly articulate the organization’s clear understanding of what CLM is and the role of CLM?

B. Organizational Capacity and Record of Previous Grants (25 points)

1. Does the organization have the expertise for key staff in its stated field?

2. Does the organization have a proven track record of implementing similar projects?

3. Does the organization have the necessary internal controls in place to manage grant funds?

4. Does the organization have a financial management system in place?

5. Does the organization have a bank account?

6. How many international funding projects has the organization successfully completed?

7. What is total amount of international funding the organization has received in the last 5 years?

8. Recommendations received from previous funders.

C. Program Planning/Ability to Achieve Objectives (15 points)

1. Are the goals and objectives clearly stated?

2. Will the proposed program approach provide maximum impact in achieving the proposed results?

D. Budget (10 points)

1. Is the budget justification detailed?

2. Are the costs reasonable in relation to proposed activities and anticipated results?

3. Is the overall budget realistic, accounting for all necessary expenses to achieve proposed activities?

4. Does the applicant provide a clear plan to manage the resources of the program and audit expenditures?

E. Monitoring and Evaluation Plan (15 points)

1. Does the applicant demonstrate the ability to measure program success against key indicators?

2. Does the proposed program include realistic output and outcome indicators and shows how and when these will be measured?

3. If the organization has plans to subaward does their M&E plan include how they will monitor the subawards?

4. Does the applicant provide a clear plan to prepare reports, monitor and evaluate activities, and produce collect and analyze performance data of the proposed activities?

F. Sustainability and Collaboration (10)

1. Does the organization have the ability to carry on a project beyond the one-year mark?

2. Does the organization have a history of working successfully with key stakeholders in Eswatini (MOH, NERCHA, UNAIDS, Global Fund, USG, or others)?

Review and Selection Process

A Grants Review Committee will evaluate all eligible applications.

Section 6: FEDERAL AWARD ADMINISTRATION INFORMATION

All grants will be negotiated, denominated, and funded in U.S. dollars through bank transfer. Applicants will be informed through email regarding the final decision. The notice of Federal award signed by the grants officer will be sent via email for counter signature to successful applicants. The grants will be awarded and implemented in accordance with U.S. Government Standard Terms and Conditions for Foreign Organizations. Successful applicants will be required to report project progress via a midterm and final report and fill out financial reporting forms on the federal cash expended.

SECTION 7: FEDERAL AWARDING AGENCY CONTACT

For questions and inquiries please contact: PCO-ASG@state.gov

SECTION 8: OTHER INFORMATION

Guidelines for Budget Justification Personnel and Fringe Benefits: Describe the wages, salaries, and benefits of temporary or permanent staff who will be working directly for the applicant on the program, and the percentage of their time that will be spent on the program.

Travel: Estimate the costs of travel and per diem for this program, for program staff, consultants or speakers, and participants/beneficiaries. If the program involves international travel, include a brief statement of justification for that travel.

Equipment: Describe any machinery, furniture, or other personal property that is required for the program, which has a useful life of more than one year (or a life longer than the duration of the program), and costs at least $5,000 per unit.

Supplies: List and describe all the items and materials, including any computer devices, that are needed for the program. If an item costs more than $5,000 per unit, then put it in the budget under Equipment.

Contractual: Describe goods and services that the applicant plans to acquire through a contract with a vendor. Also describe any sub-awards to non-profit partners that will help carry out the program activities.

Other Direct Costs: Describe other costs directly associated with the program, which do not fit in the other categories. For example, shipping costs for materials and equipment or applicable taxes. All “Other” or “Miscellaneous” expenses must be itemized and explained.

Indirect Costs: These are costs that cannot be linked directly to the program activities, such as overhead costs needed to help keep the organization operating. If your organization has a Negotiated Indirect Cost Rate (NICRA) and includes NICRA charges in the budget, attach a copy of your latest NICRA. Organizations that have never had a NICRA may request indirect costs of 10% of the modified total direct costs as defined in 2 CFR 200.68.

“Cost Sharing” refers to contributions from the organization or other entities other than the U.S. Embassy. It also includes in-kind contributions such as volunteers’ time and donated venues.

Alcoholic Beverages: Please note that award funds cannot be used for alcoholic beverages.

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