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RFA # 12-001 and RFA # 12-002 GUIDELINES FOR PREPARATION OF FULL
PROJECT PROPOSALS
This Application Guide details how to apply for the grant under RFA # 12-001 and RFA
# 12-002. It has 4 sections:
I
II
III
IV
I
Application Instructions
Proposal Review
Technical Proposal Guide
Cost Proposal Guide
Application Instructions
Applications must be submitted no later than 4pm Wednesday 28th November 2012.
Applications submitted after this deadline will NOT be accepted. Organizations should
obtain a signed receipt for delivery of their application. Three hard copies of each and
every document and soft copies (CD) of the entire application should be submitted to
the following address:
Senior Grants Manager
Civil Society Fund
Financial Management Agent (Deloitte & Touche)
1st Floor Rwenzori House
1 Lumumba Avenue
Applications sent by email will NOT be accepted. All the Applicants are expected to
provide electronic copies of their proposal, budget and budget notes on a CD, along
with their paper submission. Electronic copies are requested in Microsoft Office
compatible formats (Word and Excel).
The Full project proposal body should not exceed 35 pages, excluding the cover sheet,
budget, budget narrative and appendices. All applicants should use Arial font in 12
point for the text of the proposal and use size A4 paper with one inch margins on all
sides of the paper.
Questions related to these guidelines must be sent via email to info@csf.or.ug, and
copied to: skaboha@deloitte.co.ug and dbwayo@csf.or.ug, with the subject Re:
1
Attention RFA # 12-001/002 in the subject line of the email, by 5pm Monday 19th
November 2012.
Questions should be written in the body of the email message and not submitted as
attachments. Responses to received questions will be shared with all applicants by
email. Responses will also be posted on the CSF website at www.csf.or.ug
The CSF will accept and review proposals from applicants that propose to cover the
district that was mentioned in the reviewed proposal submitted to CSF only. The
applicant should propose to work in one of the thirty focus districts listed in the RFA
scope of work. Only CSOs that responded to these RFAs as consortiums at concept
paper and subsequent proposal stage are expected to develop their proposals as
consortiums, but the proposals must provide evidence of clear benefits to the target
population and any cost efficiencies from the partnerships.
Applicants should note that all awards given will be for a period of 3 years. However,
funding for each subsequent year will depend on availability of funds and satisfactory
performance. The total number of organizations to be funded in each of the focus
districts will depend on factors that include but not limited to the following: population
size, presence of other service providers and the total number of sub counties in each
district.
NB: Applicants are advised that funding under this round from CSF is not expected to
be used to procure HIV test kits, Condoms, ARV drugs and related commodities.
Proposals that are incomplete, or do not follow instructions provided in the proposal and
budget guidelines, will be regarded as non-responsive to the solicitation and will not be
considered. Proposals submitted in response to the RFAs shall remain the property of
the CSF and will not be returned.
Issuance of these RFA guidelines in no way obligates the CSF to issue any awards.
The CSF will not be liable for any costs incurred in an applicant’s preparation of its
response
to
the
RFAs.
Furthermore,
the
CSF may issue
written
amendments/addendums to this solicitation at any time before the proposal submission
due date. These amendments/addendums will be communicated by e-mail to ALL
applicants and will also be posted on the CSF website.
II
PROPOSAL REVIEW
Proposals submitted will be forwarded to a Technical Review Committee (TRC) for
review. The TRC will review the technical, institutional capacity, M&E and budget for
compliance with these guidelines and financial viability of the proposed project before
final approval. Applicants that are not compliant with these guidelines will be notified
individually.
2
The TRC will review the proposals according to the provisions in RFA 12-001 and 002
scopes of work (SOW) and the following technical guide:
Note: Applicants are expected to address ALL the recommendations provided in the
proposal feedback notifications when developing their full revised proposals for a fruitful
pre-award workshop exercise. In addition, the guidelines below must be adhered to.
III
TECHNICAL PROPOSAL GUIDE
Project proposals should be submitted with ALL sections of the following cover sheet
completed
Name of organization:
Address:
Organization’s Email:
If in Consortium, Full names of partners
Project title:
Name the District:
Names of Sub counties to be covered
Number of parishes to be covered per sub
county mentioned
Project time frame:
Total amount requested:
Start date:
UGX:
End date:
Targeted direct project beneficiaries by Age (stipulate number and denominator for each group)
Female
Male
Total
Age
Target Denominator
Target Denominator Target
Denominator
category
10-14
15-24
25+ years
Total 1
3
Target population by Category e.g. Fisher folk, CSWs, etc (only indicate numbers and
denominators for each targeted population)
Female
Male
Total
Category of Target Target Denominat Target Denominator
Target
Denominator
population
or
1. Fisher folk
2. CSWs
3.Youth out of school
4. Boda boda ridders
5. PLHIV
6. Couples
7. Pregnant women
6. Others (Specify)
Total 2
Note: Total 1 is expected to be the same as Total 2
Service providers to be trained eg Peer Educators
Category
Number
Intervention Areas
Targets by Intervention Areas
1. Behavior change communication (BCC)
2. HIV Counseling & Testing (HCT)
3. Prevention of mother to child transmission of HIV
(PMTCT)
4. Safe Male Circumcision
5. Condoms
6. Other (specify)
Key Contact Person:
Signature:
Name:
Position:
Telephone:
Male
Female
Total Target
Key signatory authority:
Signature:
Position:
Email address:
Telephone:
The following section of the guide describes each component of project proposals to be
submitted and the type of content requested. Please provide adequate information in
your proposal based on the SOW and these guidelines. This will be the basis of
Technical Review Committee’s review. Ensure that the body of the project proposal
does not exceed 35 pages of A4 paper using Arial size 12 font, single line spacing and
1 inch margins. These pages exclude the cover sheet, budget, budget notes and
appendices. Ensure that all appendices are attached to the proposal.
4
III. A Organization History and Past Performance (10 points)
Organizational Background and Qualifications
(Maximum 1 page)
In this section provide background information on your organization, including the
following:

Description of the type of organization (faith based organization, community
based organization, NGO etc).

The organization’s mission statement and any relevant vision or values
statements.

A brief overview of the organization’s history (when and why it was established,
key aspects of its growth and development) and their key achievements.

A brief description of the organization’s current size (both personnel and
finances), and sources of support.

At least three major community based HIV prevention interventions OR other
community health related programs OR socioeconomic empowerment programs.
implemented by the organization within the last five years.
III.B
Technical Approach and M&E Plan
The Technical Approach and M&E plan consists of the Project description; Approaches
and strategies; Objectives, activities, geographical coverage and target groups; the
Implementation Plan and the Monitoring and Evaluation Narrative and Plan
III.B.1 Project Description (15 points)
This section is in three parts, including a problem statement, a proposed solution, and
the project description (Maximum 3 pages)
III.B.1.1: Problem Statement
Please provide a brief description of the problem that you are addressing in the
coverage area of the proposed project. Summarize how your proposed project is
addressing or mitigating this problem. Include the following information:




Description of the extent, scope, or severity of the problem in the proposed
coverage area. Using district or regional specific evidence to back up the
discussion and provide source of information
Analysis of the causes of the problem
Results of the previous efforts to solve the problem(s), by districts, or other
organizations
State the current gaps that you intend to address during the 36 months of
implementation period in the district.
5
The CSF strongly encourages Applicants to confine their problem statement to the
coverage area of the proposed project and to the problems their proposed project will
specifically address. Provision of general overviews of the HIV/AIDS situation in Uganda
is not necessary and neither is it a requirement for this application. Only regional1,
district or area specific and evidence based information may be used. (Approximately 1
page)
III.B.1.2: Proposed Solution
Briefly provide an overview of the proposed project. Describe the general approach (es)
you will use to address the problem identified above. Describe why the proposed
strategy or approach was chosen, and provide evidence of the impact the approach has
so far had on the problem. Briefly describe how the general strategies and approaches
to be used will be different from what others have done if there will be any differences,
giving reasons for the new strategy/approach.
Describe the steps that will be taken to ensure district, community, beneficiary and
PLHIV involvement in program design and implementation.
Describe how the approaches will be coordinated and complement the activities of
government, other projects and donors in addressing this problem, and how the project
will address gaps in district coverage and district service delivery priorities, strategic
plans, goals and objectives. (1½ pages)
III.B.1.3 – Project Objectives and Activities
This section of the proposal should describe the proposed project objectives. These
should be aligned to the RFA 12-001 and RFA12-002 SOW. It should include the overall
goal of the project, detail its beneficiaries and coverage area including the district, subcounty and parish, detail the specific quantifiable objectives of the project (these could
be a modification or realignment of the objectives in the previous proposal), and for
each objective, describe the activities that this project will support and/or implement.
Please note that applicants should endeavor to work with already existing
systems and are not expected to start setting up completely new systems in the
districts.
Project Goal: Describe in one or two sentences the overall long term goal the project
hopes to contribute to. The goal should be broader than the individual specific
objectives (see below).
Description of geographical coverage area and characteristics of the proposed
beneficiaries.
Coverage and Target population (beneficiaries): State the district, the sub counties and
parishes that the project will cover. Also describe the intended beneficiaries and target
populations. Provide strategies and tools that will be used to select the target population
and relevant stakeholders. Applicants are expected to provide quantified estimates of
1
Consider Uganda AIDS Indicator Survey (2011) regions
6
the target population to be reached as direct beneficiaries of project activities using the
tabular format provided below. Applicants should indicate the denominator for each of
the targets.
Proposed interventions should ensure coverage of the entire sub county unless there is
evidence that the other parishes are already adequately covered by other partners.
Use the tabular format below to summarize the geographical coverage proposed.
Sub County
Target (by sub county)
Female
Male
Total
Denominator
county)
Female Male
(by
sub
Total
Specific Objectives: The proposed project specific objectives should cover all the
RFA objectives. Applicants are encouraged to have no more than five specific
objectives. Objectives should be Specific, Measurable, Achievable, Realistic and
Time specific.
For each objective, succinctly describe the strategies the activities, and
partnerships to be used according to the arrangement below:
Objectives: Objectives are specific quantifiable results that the project will directly
achieve. The activities that the project will support are expected to directly result in the
objectives presented. Objective statements should include an indication of the
timeframe and number of beneficiaries.
Specific strategies: The proposal should identify promising strategies that will be used
in achieving each stated objective (stated per objective) including identifying and
adapting good program practice, partnership with communities, participation of target
population leveraging existing programs or resources, etc.
Key Activities: Under each objective, provide a brief narrative of the activities that will
be supported in order to achieve the objective. Activities should be numbered in a
logical manner. The numbering should match with what is used in the M&E sections and
budget.
For each activity, mention the work that will be conducted (should include an action
verb, who will conduct it, materials to be used, and frequency. In addition, for each
7
activity succinctly, include the target group, and expected output(s) resulting from each
these).
Target groups: Refers to the age group, sex and category of the target population such
as youth (out of-school), PLHIV, married couples or persons in long-term sexual
relationships, fishing communities, CSWs, boda boda riders, pregnant women, etc.) that
the activity will target.
Partnership: (Stated per objective) Describe other organizations with which the project
will partner, network and/or collaborate in order to achieve this project objective and
their roles. Describe the nature of the relationship between the institutions involved, the
roles of the other organizations and anticipated benefits to the project in achieving this
objective.
(This whole section III.B.1.3 should not be more than 4 pages)
III.B.2 Monitoring and Evaluation Section (15 points)
III.B.2.1 The Logical Framework Matrix (5 points)
Log frame: At this point, it is important to summarize your project into a logical
framework which should be able to provide logical relationship between the activities
with the outputs, objectives and the project goal. In addition the proposal must present
concrete indicators that will be able to measure the achievement of your project outputs
and expected results. State the assumption as expected conditions, or factors that are
likely to support or affect attainment of the results. Use the template of the log frame
below.
8
Hierarchy of
results
Objectively Verifiable
Indicators
Means of Verification
Assumptions/ Envisaged Risks
Goal:
Project
objective:1
Outputs 1.1
Output 1.2
Activities (per
objective)
Inputs
9
III.B.2.2
Project Monitoring and Evaluation
a)
M&E Framework (5 points)
In a narrative and matrix format, describe the framework for tracking progress of activities and outputs, including the plan for
collecting relevant information for monitoring, learning and reporting. The format provided below is meant to serve as an example.
Example of an M&E Framework & Plan
Indicator in the M&E plan should relate to the work plan above.
Hierarchy
Objectively
Baseline
Target iii Means of
Frequenc Responsibl
ii
of Results
Verifiable
Verification y of data e person
Indicators
(MOV) collection /entity vi
v
(OVI)/Performan
Data
i
iv
ce indicators
source
Overall Objective ix
Outcome 1
Frequency
of data
analysis vii
Responsibl
e person
/entity viii
Resources
required ix
e.g. staff
time,
consultant
Output 1.1
Output 1.2
Outcome 2
Output 2.1
10
Hierarchy
of Results
Objectively
Baseline
ii
Verifiable
Indicators
(OVI)/Performan
ce indicators i
Target iii
Means of
Frequenc Responsibl
Verification y of data e person
(MOV) collection /entity vi
v
Data
source iv
Frequency
of data
analysis vii
Responsibl
e person
/entity viii
Resources
required ix
Output 2.2
11
See notes in the box below to help you understand the key variables in the M&E framework above
Notes for the M&E Framework & Plan Table
i.
Objectively Verifiable Indicators (OVI) /Performance indicator; for each results (outcome/output), list the relevant indicators and ensure that
they are SMART (specific, measurable, achievable, realistic and time bound).
ii.
Baseline; for each indicator, state the baseline value (starting point) from which you will be measuring change.
iii.
Target; for each indicator, state the anticipated achievement level for the project life span. This must be determined with respect to the baseline
value taking into account available resources, performance trends, and other factors.
iv.
Means of verification (data source); for each indicator, clearly state how you will obtain data to track it e.g. quarterly report, activity report, UDHS
report, etc
v.
Frequency of data collection; for each indicator, suggest how often you will collect data to track progress.
vi. Responsible person /entity; for each indicator, state the person who will take the lead on collecting data
vii.
Frequency of data analysis and use; for each indicator, suggest how often you will analyse and utilize data to inform your program
viii.
Responsible person /entity; for each indicator, state the person who will take the lead on aggregating, analyzing and presenting data
ix Overall
Objective; precisely describe what your project intends to contribute to.
Outcome; identify and state the desired change/ result that your project aims to achieve. Iinvolves changes in attitudes, practises, behaviour, and
use. Please refer to national OVC M&E framework.
x
xi Outputs;
state the immediate results of project activities e.g. OVC caregivers trained, OVC supported with scholastic materials, etc. Please note that
all activities proposed in the work plan should be contributing towards achieving these outputs.
12
b)
M&E Narrative (5 points)
(i)
Data Collection
Under this section, the applicants should describe what data is envisaged to be
collected as a recording of the activities proposed in section III.B.1.3 above as well as
outputs the applicant intends to track. Applicants should suggest the tools to be used
use internally to collect data from the primary sources and further describe how these
tools will be used and whether they already exist or if they need to be developed.
Applicants should note that they may require more data to guide their operations
beyond meeting CSF’s reporting requirements. Applicants should, therefore, plan to
collect more data internally and this may require additional data collection tools.
Additionally, the applicant should state whether the tools stated are MoH or internally
developed tools and who will be responsible for collecting data using the same.
CSF highly recommends the adoption of national data collection tools for
program areas where they exist. And it should further be noted that CSF has
developed standardized data collection tools for people reached with Social and
Behavioral Change Communication interventions, Safe Male Circumcision, Condom
programming and capacity building interventions for community resource persons.
(ii) Data Entry and Storage
Applicants should describe how they plan to store the data/records gathered under (i)
above. Whether they envisage using an electronic filing system, manual filing system or
both. Applicants should give an account of how this will be done and what computer
programs they will use in case they are using the electronic system. State who will be
responsible for managing and updating this data. Applicants should also note that they
will be required to enter data collected in part (i) above in the CSF web-based database.
(iii) Data Analysis, Reporting and Utilization
Applicants should describe how they plan to analyze data (aggregate, generate
frequencies, make relevant calculations, compare, etc). How often will this be done?
What reports will be produced and who they will share them with? Describe how they
intend to disseminate/ share processed or analyzed data with stakeholders and how
often. Describe the plan to ensure utilization of program generated data by the
organization and other stakeholders? State who is involved and responsible for data
analysis, reporting and dissemination.
(iv) Monitoring Process
Applicants are required to give an account of how the activity monitoring function will be
managed, specifying roles, reporting lines and feedback mechanisms. What field
monitoring activities will be conducted? Are the monitoring tools in place or are they to
be developed/ adapted? Any plans for quarterly review meetings as a platform for
reviewing progress for the previous quarter and developing a work plan for the next
quarter? State who will be involved.
(v) Quality Assurance
The Applicant should describe mechanisms/ strategies they envisage to put in place to
ensure quality of data in terms of Validity, Integrity, Reliability and Timeliness.
Furthermore, the applicant should describe how they will ensure quality of services to
be provided by the project, in reference to key National quality standards.
13
(vi) M&E Capacity Building
Is there need for M&E skills building for the community structures charged with M&E
responsibility? This could be training in data collection and reporting tools, data
analysis, data utilization, data quality assurance, etc. If so, then the applicant should
explicitly illustrate how this will be done and which entity/individual will be responsible
for the same.
(vii) M&E Budget
Depending on the size of the proposed project, M&E budget MUST be about 10% of the
total project budget. Applicants should allocate sufficient funds for data collection, entry
and analysis; routine field visits, M&E training/orientation on tools, computer hardware
and software, internet connection, reproduction of monitoring tools such as registers,
submission of reports to Kampala among others.
(viii) Monitoring External, Uncontrollable Factors
In tandem with the logical framework, the applicant should identify possible factors that
might affect the achievement of intended project results in the event that they occurred
and suggest ways of how the applicant will monitor their possible impact on some
activities of the project.
III. C Cross cutting Issues
III. C 1. Coordination and District Participation
All organizations are expected to indicate how they will collaborate with and involve the
districts and sub counties during project implementation. This should include
establishing a framework for collaboration through MOUs, district involvement in
supervision, training, sharing of work plans and budgets, review meetings and
participation in coordination events.
III.C.2. Gender
Applicants are expected to demonstrate in their problem description an understanding
of the gender related factors that influence the epidemic in their target populations. The
formulated approaches and activities should show how the applicant intends to
strategically address these gender imbalances in design, implementation and evaluation
of the projects in a manner that promotes the project objectives.
III.C.3. Community engagement
Applicants are expected to demonstrate clear approaches of community engagement
and involvement during planning, implementation and monitoring stages of the project
as indicated in the detailed scope of work.
III.C.4. Meaningful and Greater Involvement of Persons Living with HIV
(MIPA/GIPA)
Applicants are expected to demonstrate clear approaches for MIPA/GIPA during
planning, implementation and monitoring stages of the project as indicated in the
detailed scope of work.
14
III. C.5. Sustainability and Project Closeout plans
Planning for sustainability and project closeout should be part of the project cycle. In
this section, the organization should lay out short and long-term sustainability priorities
by determining the most important project interventions, outputs and outcomes that the
project team would like to outlast the current project and how this will be achieved.
Also describe any strategies that will be adopted to ensure continuation of the identified
sustainability priorities after completion of the funding cycle. This should include how the
project will; develop broad-based relationships/partnerships that foster collaboration
(Involving all stakeholders: parents, students, business, politicians, community leaders,
school
administrations,
funders,
etc.).
How
to
ensure
community
involvement/participation and develop a core of supporters. Link evaluation to project
success and to marketing. Flexibility in project implementation as well as focusing on
those interventions most likely to have long term impact should be paramount.
To avoid confusion at project closeout, all organizations are expected to develop a
project close out plan including how they will deal with issues of final reports to CSF, the
exit from community, dealing with staff, assets etc. Closeout plan should be in the
appendices (max 2 pages).
III. D Management Systems and Human Resources (10 points)
This section should include your organization’s readiness to handle the project’s
management and technical requirements. Should highlight how the organization will
staff the project and support the project’s management, technical and administrative
support requirements. Specifically include the following (2 pages):




A description of the organization’s governance structure (board of directors,
volunteers etc) and the organization’s management structure (Use an
organizational chart).
A brief description of the key management personnel to be supported by the
project, including their qualifications and experience.
A description of the key technical personnel (programme, finance & M&E) to be
supported by the project, including their qualifications and experience.
A level of effort table showing each position supported by the project and the
level of effort each position will dedicate to the project in terms of percentage of
time.
III.E. Implementation plan with clear activities, outputs and responsible person
(5 points)
This section consists of a tabular presentation of 1) objectives, 2) the activities to be
conducted under each objective, 3) the month(s) in which the activities will occur, 4) the
resulting outputs of each activity, and 5) the responsible person or centre for each
activity (approximately 1-2 pages). Use the template of the Work plan table on the
following page.
15
16
Feb
Jan
Dec
Nov
Oct
Sep
Aug
Jul
Jun
May
Apr
Mar
Feb
Jan
Dec
Year 2: 2014/15
Nov
Oct
Sep
Aug
Jul
Jun
May
Year 1 2013/14
Apr
Mar
THE
WORK
PLAN
TABLE
(Please
insert
year
3:2015/1
6 as
well)
OBJECTIVE 1:
Activitie
s:
Expected
Outputs
(quantify
the
targets)
Responsi
ble
person
OBJECTIVE 2:
Activitie
s:
17
Feb
Jan
Dec
Nov
Oct
Sep
Aug
Jul
Jun
May
Apr
Mar
Feb
Jan
Dec
Year 2: 2014/15
Nov
Oct
Sep
Aug
Jul
Jun
May
Year 1 2013/14
Apr
Mar
THE
WORK
PLAN
TABLE
(Please
insert
year
3:2015/1
6 as
well)
OBJECTIVE 1:
Activitie
s:
Expected
Outputs
(quantify
the
targets)
Responsi
ble
person
18
IV
COST PROPOSAL GUIDE
IV.A Overview and Guidance
Once grant applicants have developed their proposed project’s program
description and activities, a budget based on objectives, activities and out puts
must be developed. Each objective will contain activities that contribute towards
achieving the final target in the objective. Each activity must be linked to tangible
and verifiable outcomes or outputs.
All costs directly associated with
implementing the various activities under the objective other than general
procurements and office management should be included in the objective
budget. Staff time should be allocated under respective objectives e.g. M&E staff
time should be included under the M&E objective. Only staff time related to
project management/administration should be covered under program
management e.g. accountants, drivers, administrators and other such crosscutting staff.
General procurements and office management should be budgeted under
Program Management. Note once again that procurements that are directly
related to an activity e.g. stationery, T-shirts, Bicycles etc. should be budgeted
under it; but all other procurements should be put in program management. .
Each applicant is then expected to budget for monitoring and evaluation as a
separate and comprehensive objective after the main program objectives. This
M&E budget should cater for all planned M&E activities as described in the M&E
section 111.B.2 above.
Budget submissions must include:

Table 1 – Detailed Budget by Objective and by Activity Broken Down by
Quarter

Table 2 – Summary of CSF and Matching Funding.
You are required to complete all three budget tables. Alongside the above
Tables, a budget narrative, within which applicants are expected to provide
narrative support and explanations for the proposed costs, should be included.
Please note that contingency funds are not funded by the CSF and should
therefore not be included in the budget.
The Excel templates which have been provided should be adapted as
appropriate for your project, for example, if you have more than 4 objectives as
provided in Tables 1 and 2, please add additional lines in these tables, but
ensure that all formulae are correct.
Table 1 – Detailed Budget by Objective and Activity Broken Down by Quarter
This table provides a breakdown of expenditures by activities broken down by
Quarter and should be completed first. Table 1 allows you to plan all the
resources you will need to execute the activities. In this table, there is a block for
Civil Society Fund RFA #12-001 & RFA12-002 Full Proposal Application Guide
Page 19 of 28
each activity. Insert the name of the objective activity. For each activity, please
list the resources needed in the resources column provided. Insert the unit costs
and type of measurement for that resource. The total cost of each resource will
be calculated automatically. The total direct cost of the activity will also be
calculated automatically. Program Management costs, which should include
monthly overhead costs (e.g. rent, electricity, water, telephone, maintenance of
office equipment) and monthly costs to manage the project (program manager,
accountant salaries etc.) should be the last block on your list of activities. Ensure
that you detail all anticipated direct costs of program management and coordination.
Please add as many activity blocks as you need to this table under each
objective, so that you can show all your activities and resources. You may add
more lines for an activity if you need them.
Example of an activity budget:
Activity 1 – Train Counselors
Table 1: Detailed Budget by Objective and by Activity Broken Down by Quarter
Objective. 1: To increase availability of information and awareness on HIV among the youth
Activity1: printing and distributing IEC material
Unit
Total
Q1
Q2
Q3
Typ Uni
Cost
Cost
Resource
Unit
e
t
Type (UGX)
(UGX)
consultant to
300,000
100,000
50,000
develop
pers
100,00
brochure
1
on
5 days 0
500,000
broc
1,000,00
500,000
500,000
hure
broc
0
print brochure
5,000 s
1 hure
500
2,500,000
fuel to distribute
1,250,000
brochure
500
litres
1 Litre
2,500
1,250,000
Activity 2:
Training peer
educators
among the
Youth
Q4
50,000
500,000
200,000
Venue
1.00
Meals
50.00
Trainer
3.00
venu
e
pers
ons
pers
ons
3
days
100,00
0
3
days
10,000
1,500,000
3
days
50,000
450,000
300,000
100,000
250,000
200,000
1,550,00
0
2,250,000
1,000,0
00
500,000
1,550,0
00
1,150,0
00
Total for
Objective 1
6,500,000
Civil Society Fund RFA #12-001 & RFA12-002 Full Proposal Application Guide
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Objective. 2
Resource
Unit
Typ
e
Uni
t
Type
Unit
Cost
(UGX)
Total for
Objective 2
Total
Cost
(UGX)
0.00
0.00
0.00
Q1
Q2
Q3
Q4
Q1
Q2
Q3
Q4
Q1
Q2
Q3
Q4
Q1
Q2
Q3
Q4
0.00
Objective. 3
Resource
Unit
Typ
e
Uni
t
Type
Unit
Cost
(UGX)
Objective 3
Total
Cost
(UGX)
0.00
0.00
0.00
0.00
Objective. 4
Resource
Unit
Typ
e
Uni
t
Type
Unit
Cost
(UGX)
Total for
Objective 4
Monitoring &
Evaluation
Resource
Total for
Objective 6
Total
Cost
(UGX)
0.00
Unit
Typ
e
Uni
t
Type
Unit
Cost
(UGX)
Total
Cost
(UGX)
0.00
0.00
0.00
0.00
Civil Society Fund RFA #12-001 & RFA12-002 Full Proposal Application Guide
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PROGRAM
MAMAGEMENT
Resource
Unit
Typ
e
Uni
t
Type
Unit
Cost
(UGX)
Total
Total
Cost
(UGX)
0.00
0.00
0.00
Q1
Q2
Q3
Q4
0.00
TOTAL EXPENDITURE PER TABLE 1(Direct Cost)
0
.
0
0
TOTAL EXPENDITURE PER TABLE 2(Direct Cost)
Difference between Table 1 and Table 2
Notes:
1. Please plan specific activities under a major objectives as illustrated in objective 1 above
2. Please note that the entire budget should cover 3 years’ period (12 quarters).
2. Ensure that the activities planned contribute directly to achieving the overall target in the objective
3. Please check each line item product, total objective summation and total budget summation for
correctness
4. Table 1 & Table 2 should have similar direct costs and this is the check below the budget.
Civil Society Fund RFA #12-001 & RFA12-002 Full Proposal Application Guide
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Expenditures Summary by Objective and by Quarter
In Table 1, show how expenditures which you have already detailed in Table 1
will be incurred over the four quarters. If your project is shorter than 4 quarters,
leave the extra quarters blank. The total direct cost of all activities will be
calculated automatically
Ensure that the total direct costs as per your activities in Table 2 equal the total
budget for activities in Table 1.
Table 2 - Summary of CSF Funding and Matching Funds
Table 2 shows the funds being requested by your organization from the CSF as
well as the funds to be contributed by the lead organization and its partners. The
Total Grant requested from CSF (refer A in Table 3) should equal to the Total
Project Cost (G in Table 1). Requests and contributions must be broken down by
quarters. This table should be filled in last.
Key Points to Consider

Are the contributions of the members/partners clearly defined in terms of
financial, non-financial personal time, support services?

Have contributions “in kind” been given a financial value and is it clear
what the elements of the projections that are “in kind” are? (Note you do
not need to value volunteer services. Only substantial in kind assistance
will require disclosure in the budget. Such an amount should be shown in
both the funding sheet and the expenditure sheets.)
Applicants are strongly encouraged to categorize project costs within the specific
objectives noted above. Specific line item costs to be included in each objective
are fully detailed below. The summary budget should present the total cost of
objective. The detailed budget should present the individual line item costs
contributing to the total cost of each objective above. A budget template is
provided as an attachment III and can also be downloaded from the CSF website
(www.csf.or.ug).
The budget notes should provide a thorough explanation for each line item and
assist the CSF in understanding the different costs needed to implement the
proposed project. In support of these notes, applicants are encouraged to
provide copies of relevant human resource, travel, procurement and finance and
administration policies of their organizations. The budget notes should also
include any assumptions underlying the budget, and describe any grantee
financial and administrative policies that affect the budget.
All proposed project costs are expected to be incurred and expensed in Uganda.
All applicants are encouraged to minimize the management and administrative
cost burden on the project which should not exceed 20% the total project budget.
The extent of the management and administrative cost burden will figure
prominently in the evaluation of the budget.
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All applicants are encouraged to support project monitoring and evaluation costs
as part of the project budget. The CSF encourages applicants to consider
allocating 10% - 15% of the total project budget to such activities.
The CSF reserves the right to amend, or reject some or all line items presented
in the budget proposal. All cost proposals will be subject to investigation and
verification.
Table 2: Summary of CSF Funding and Matching
Funds
Summary of
Funding
year 1
A
Qtr
1
UGX
Qtr
2
UGX
Grant requested
from CSF
-
-
Lead
Organisation
-
Partner 1 (Name)
Partner 2 (Name)
Other Source
(e.g.
beneficiaries)
Qtr
3
UGX
Year 2
Qtr
Qtr
Qtr
Qtr
Qtr
4
1
2
3
4
UGX UGX UGX UGX UGX
Total
UGX
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
Own
Funding
B
C
Sub-total Own
Funding
Total Funding
(=A+B = F)
Notes:
1. Section A of this Table shows the total project cost (G)break down per Quarter as
in Table 2
2. In the section of own funding, please include the lead organization’s
direct contribution or other donor/partner contribution to the lead
organization’s achieving the same objectives
3. Section C is a total of the CSF and own funding. It shows the total cost
Civil Society Fund RFA #12-001 & RFA12-002 Full Proposal Application Guide
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incurred in achieving the set objectives.
IV. B Costs considered under this RFA
IV.B.1 Personnel – This category includes salaries and wages of personnel
supporting the project. The Personnel category includes only staff salaried by the
grant recipient, which may support the project on a full time or part time basis.
Personnel do not include consultants or fees paid for any other professional
service. The detailed budget should include one line for each position funded on
a full or part time basis by the project. It should list the position, the basis on
which salary costs are prepared (daily, monthly or annual salary rates), the level
of effort expected from the position for the project (number of days, number of
months or percent of a year) and the total cost for the position on the project.
Grants will not support the payment of international salaries.
Budgeted salaries must reflect the current salary of existing staff, or proposed
salary for new staff.
In the budget narrative for Personnel, applicants should provide a brief
description of the roles & responsibilities of each position listed. The notes
should include a table presenting the level of effort for all staff working on the
project, full or part time. In addition, if applicants propose a part time level of
effort for certain positions, applicants must also describe the procedures in place
to verify the level of effort provided by the position in support of the project, such
as time sheets. Applicants should indicate whether the salaries proposed are
based on Personnel or Human Resource Policies and whether they are verifiable
through payroll records.
IV.B.2 Fringe Benefits – Fringe Benefits include pension (NSSF) payments,
health insurance, and any other benefits routinely provided by the applicant to
their staff. The costs of each benefit must be itemized separately in the detailed
budget.
The budget narrative for this section should list the benefits provided to staff and
the basis on which their costs are calculated (for example, as fixed costs or as a
percentage of salary). Applicants that have human resource policies governing
their overall compensation packages are encouraged to provide them as
evidence of their ability to effectively manage staff compensation for the project.
IV.B.3 Consultants – The Consultants category includes fees paid for
professional services provided by individuals not directly employed by the
applicant. The detailed budget should present the activity for which the
consultant is needed, the daily rate to be paid the consultant, the duration of the
consultancy (in days), and the total amount, for each consultancy. This category
also includes the travel costs the proposed consultants will incur in implementing
Civil Society Fund RFA #12-001 & RFA12-002 Full Proposal Application Guide
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the consultancy (consultant lodging, meals and transport). See the description of
Travel for additional information.
The budget narrative for this section should provide a brief description of the
work for which consultants are needed, the number of days the consultants will
work, and the cost per day.
IV.B.4 Travel – This section includes all costs incurred by staff (personnel)
traveling within Uganda in support of project activities. No international travel
will be supported. Travel costs may include lodging, meals, related incidental
expenses, and transport. Applicants are expected to ensure that travel costs
charged to the project reflect the actual costs of travel undertaken in support of
project activities. Travel is not regarded as supplemental income, and
recipients must be prepared to support lodging and transport costs with
receipts or as the organization procedures require.
Proposed travel costs must be supported by the applicant’s travel policies, and if
these are not available, must be fully documented in the budget narrative. The
budget narrative for Travel should describe the purpose of the travel (with clear
reference to specific project activities), the length of travel, and the basis on
which costs for transport, lodging, meals and incidental expenses are calculated.
In the absence of approved polices, the CSF will provide approved rates for
adoption.
IV.B.5 Equipment and Supplies – This category includes office equipment, office
furniture, and office supplies, as well as the costs of insuring, maintaining and/or
repairing office equipment. Grant funding may not be used to purchase vehicles.
Motorcycles and bicycles may be proposed, provided that applicants can clearly
justify their need for the conduct of project activities. The budget detail should
contain one line for each type of equipment budgeted, along with the number of
units needed and the budgeted unit price.
The budget narrative for equipment and supplies must clearly explain and justify
the project’s need for the proposed equipment and supplies. Applicants should
describe the equipment to be purchased, and its intended use and purpose. Link
the required equipment to specific activities in the proposal and provide an
explanation of why the equipment is required. Also indicate the basis on which
the costs are presented.
IV.B.6 Training –Training includes all workshops, meetings, conferences,
seminars, and other events organized and supported for the purposes of
disseminating knowledge, skills, or practices from the recipient to the project’s
beneficiaries and stakeholders. These costs may include venue fees, participant
travel costs (including participant lodging, meals allowances and transport),
training materials and facilitator fees.
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IV.B.7 Sub grants/Subcontracts – This category includes all funds that the
applicant anticipates providing to sub grantees, and all funds that the applicant
anticipates paying to firms and institutions providing professional services to the
applicant in support of the project.
In the budget narrative for this section, fully describe the sub grants or
subcontracts the applicant intends to award in fulfillment of the program
description, including an explanation of the role of each funded partner and the
costs associated with their involvement in the project.
Where possible, applicants should include detailed budgets and notes for each
proposed sub grant.
IV.B.8 Other direct costs – This category includes, as the label suggests, those
costs the applicant expects to incur in direct support of the project that are not
captured under Personnel, Fringe, Consultants, Travel, Equipment and Supplies,
Training, and Sub grants/Sub Contracts.
Such costs might include
communication expenses (telephone, fax, courier, and/or internet charges), office
rent, utilities, office repairs and maintenance, bank charges, printing, fuel,
insurance, vehicle maintenance and repair, and subproject audit costs.
Applicants are expected to ensure that proposed costs in this category consist
only of those costs incurred in direct support of the proposed project. No Other
Direct Costs for international support will be approved.
In the budget narrative for Other Direct Costs, applicants are required to describe
how such costs will be allocated to the proposed project in a manner that
ensures the project is supporting no more than its “fair share” of such costs. The
notes should explain the basis of the unit cost and number of units in the budget,
for each type of other direct cost incurred (for example, project related
communications, printing, utility expenses, repair and maintenance, rent and
bank services).
IV.B.9 Indirect Costs – It is understood that applicants may incur costs managing
and administering the proposed project that are, in fact, difficult to allocate to the
project.
Such costs might include rent, utilities, supplies, and
financial/administrative personnel, if, for example, the applicant is also
implementing other projects with other donor resources.
If the applicant can demonstrate how such costs will be attributed to the
proposed project, applicants are requested to itemize these costs in Section H
(Other Direct Costs). If the applicant cannot directly attribute such costs to the
proposed project, these costs may be treated as indirect costs.
Costs included in this section must be justified with a statement in the budget
narrative regarding how such costs are estimated and supported.
Grants will not support the overhead cost or indirect cost rate of
international organizations.
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IV.C Restricted Costs
None of the following will be regarded as pertinent to supported grant activities,
and therefore none of the following costs will be allowed:




Promotion of religious beliefs, including proselytizing /conversion or
denying services to individuals who do not practice a specific religion or
politics
Funding of political parties or campaigns
Supporting activities already paid for by other donors
The purchase of military, surveillance, or police related commodities,
services, or equipment.
Required Appendices





Names of the applicant’s Board of Directors and qualifications
Physical address and map (could be descriptive) of the current physical
location of the organizations offices from which the project is to be
implemented
One page CV of the organization’s Chief Executive Officer and the
project’s Project Manager
A copy of the Letter of recommendation from the Chief Administrative
Officer of the targeted district
Project closeout plan (2 pages)
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