Questions and Answers by jtSWSS

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									                          Pact Malawi APS FY09
                  HIV Prevention, Care and Support Grants

                              Questions and Answers


 Q. Do you consider geographic coverage when selecting partners (i.e. are
  applicants from one region favored over another)?
  A. No preference will be given to applicants based on their geographic location
  and/or coverage. Pact will consider concept papers covering all regions of Malawi.
  However, it is important to demonstrate the need for your program in the specific
  geographic areas, as well as amongst the target populations, you propose.

 Q. What types of food/nutrition supplies are allowable for PLHIV and OVC care
  and support programs?
  A. Allowable Uses of Emergency Plan Funds: activities for the clinical needs of
  PLWHA and for HIV-affected OVCs that Emergency Plan funds can support include
  the following:
  • Development and/or adaptation of nutrition and food policies and guidelines for
      HIV-infected people and AIDS patients, including those on anti-retroviral
      treatment (ART);
  • Nutritional assessment and counseling, including hygiene and sanitation, maternal
      nutrition, and safe infant and young-child feeding related to prevention of mother-
      to-child transmission (PMTCT);
  • Micronutrient supplementation, where evidence suggests such supplementation will
      improve clinical outcomes;
  • Replacement (weaning) feeding and support within the context of World Health
      Organization (WHO) and national PMTCT and infant-feeding guidelines;
  • Linking Emergency Plan programs to food-assistance, food-security and safety-net
      programs.

   The Emergency Plan allows for the provision of nutrition and food support to
   specifically identified target populations under these conditions:
   • Nutrition and food support must directly contribute to meeting the prevention,
      treatment and care goals stated in the U.S. Five-Year Global HIV/AIDS Strategy;
   • Nutrition interventions must be based on scientifically-established WHO assessment
      criteria and guidelines for nutritional care;
   • Emergency Plan programs must first attempt to access food resources for
      therapeutic and supplementary feeding from other sources;
   • Emergency Plan programs should provide food support to severely malnourished
      patients within the context of specific eligibility and exit anthropometric criteria
      consistent with WHO and/or national guidelines, with plans for patients to
      transition to more sustainable food access and security (there is evidence and
      beginning practice from some organizations that suggests that six months could
      be an appropriate limit);



Pact Malawi APS FY09 Questions and Answers                                              1
   • Resources should be leveraged to provide support to PLWHA and their families to
       address their broader health, food security and livelihood needs.

   For additional information, please refer to the following guidance:

       PEPFAR Policy Change in Food and Nutrition Programming
       http://www.pepfar.gov/documents/organization/98940.pdf

       USAID P.L. 480 Title II Food Aid Programs and The President‟s Emergency Plan
       for Aids Relief: HIV and Food Security Conceptual Framework (Sept 2007)
       http://www.pepfar.gov/documents/organization/93288.pdf

       Policy Guidance on the Use of Emergency Plan Funds to Address Food and
       Nutrition Needs (Sept 2006)
       http://www.pepfar.gov/documents/organization/84583.pdf

 Q. Pact has stated that whenever possible program costs should be the highest
  percentage of the total budget (greater then personnel, equipment, etc…);
  however, high quality staff members often require larger salaries. Can Pact
  provide applicants with a recommended percentage of costs that can be
  budgeted in the personnel line item?
  A. No. Pact will not provide applicants with recommended budget percentages
  because different programs have substantially different needs. Applicants‟ budgets
  should be aligned to their proposed program objectives and activities in the most cost
  effective manor.

 Q. Please provide Pact’s uniform per diem allowance rates.
  A. Pact does not have a uniform per diem allowance rates for its sub-grantees.
  Partners will be required to use the rates established by their respective organizations‟
  policy and procedure manuals. In the absence of established rates, applicants should
  use the NAC established rates.

 Q. After the technical review team meets, if an applicant is not successful will
  they receive feedback on why they failed?
  A. Yes. It is Pact practice to provide constructive feedback (strengths and weaknesses
  based on reviewers‟ comments and discussions) to organizations in a competitive
  APS process and we intend to do so in this APS as well. However, proposals that do
  not pass the compliance review will not be reviewed for their technical merits and
  thus feedback will not be available.

 Q. How do you take in to consideration the bias of the reviewers?
  A. The technical review committee is made up of representatives from Pact, USAID,
  NAC, government of Malawi ministries, and the NGO community. Reviewers are
  asked to disclose their interests up front and excuse themselves from reviewing
  related concept papers (example: a reviewer who happens to be a board member for
  an applicant NGO would not be eligible to score that concept paper). Each reviewer


Pact Malawi APS FY09 Questions and Answers                                                2
   is required to sign a conflict of interest form. After the technical review committee
   members have scored the concept papers, Pact will hold a consensus meeting to
   discuss the technical merits of the applications and come to consensus on who will be
   invited to submit full proposals. One person may be biased, but one person will not
   make the final decision.

 Q. Apart from technical compliance, is there a policy to make sure that
  resources are distributed evenly across districts? There is a strong feeling that
  those of us working in the north are often left out.
  A. Pact does not have a set regional allocation of funds. Technical excellence is the
  first evaluation criteria. No preference will be given to applicants based on their
  geographic location and/or coverage. Pact will consider proposals covering all
  regions of Malawi. However, it is important to demonstrate the need for your
  program in the specific geographic areas, as well as amongst the target populations,
  you propose.

 Q. Pact states that they are interested in capacity building, but then requires
  that organizations have prior experience in HIV/AIDS to be eligible to apply.
  Isn’t stating “we need more capacity” a good enough reason to pass and be
  supported by Pact?
  A. Weak capacity is not an automatic disqualifier. Pact is a capacity building
  organization and one of its key program objectives is to strengthen the Malawian civil
  society response to HIV/AIDS by providing capacity building to local organizations.
  However, Pact does not have the personnel or financial resources to support start-up
  organizations. While Pact will provide capacity building technical assistance over the
  life of the two year award, organizations must have at least a minimum level of
  capacity to implement HIV/AIDS programs at the beginning of their award.

 Q. Applicants are supposed to address issues of sustainability in their technical
  application, but these grants are only for two years. Is that realistic for a
  prevention/behavior change program?
  A. We do not expect to see widespread behavior change in two years, but do expect
  to see partners working towards that goal. In your sustainability plan, we want to see
  how you will get to an improved norm over the two year period and what aspects of
  the program can carry on in some way beyond the Pact funding.

 Q. Regarding eligibility- which authorities do organizations need to be registered
  with?
  A. CBOs should be registered with the local District Commissioner‟s Office.
  NGOs should be registered with CONGOMA. FBOs should be members of CHAM.

 Q. How free are organizations to incorporate Christian messages into their
  messages for youth prevention programs?
  A. Please read the following PEPFAR ABC guidance for information on age
  appropriate messaging. ABC Guidance (Abstinence, Be Faithful, and correct and
  consistent Condom use) http://www.state.gov/documents/organization/57241.pdf


Pact Malawi APS FY09 Questions and Answers                                                3
   FBOs have a unique “moral authority” when presenting prevention messages and are
   allowed to incorporate faith into their messages as appropriate. However, please note
   that under NO circumstance may USAID money be used to proselytize (to convert
   others to your faith).


 Q. What is your rationale for having a compliance review? Shouldn’t all
  applicants be judged on their technical application?
  A. The compliance review allows us to weed out those applicants who did not
  conform to the specific requirements of the APS and who fail to meet the minimum
  standard required by Pact Malawi. By passing the compliance review, an applicant
  demonstrates that they have the discipline to pay attention to detail.

 Q. If a CBO and NGO are working in the same area, do you prefer the CBO
  working in one or two communities or the NGO that covers the entire region?
  A. We have no preference. We will select whichever is the better technical program
  and is more cost effective.

 Q. Are costs for the purchase of motor vehicles (4 x 4, motorcycles, etc…)
  allowable?
  A. Applicants may include costs for procuring vehicles, motorcycles and/or bicycles
  in their budget submissions under this APS. Costs for vehicle purchases require a
  STRONG justification for specific, program related use in the budget notes submitted
  by applicants The allowability of vehicle purchases will be assessed on a case by case
  basis by the review panel. The review panel will carefully apply the criteria of cost
  realism and cost effectiveness in determining whether vehicle purchases are
  allowable.

 Q. If an organization has vehicles, can it allocate costs for use of these vehicles in
  the budget?
  A. Yes, organizations may use their own vehicle for program activities and allocate
  costs for such use in the budget submitted as part of the proposal submission.
  Organizations would not budget a flat percentage rate for vehicle use, but rather use
  existing or implement new systems for recording vehicle use by program and
  allocating costs accordingly. Such systems usually include allocation of core costs
  (e.g. insurance, maintenance) across an organization‟s programs, maintaining an
  accurate vehicle logbook and keeping other cost records, as well as appropriate
  oversight systems to periodically verify that log book and other use systems are being
  kept properly.

 Q. Are construction costs allowable?
  A. Costs for new construction are not allowed under this APS. Costs for renovating,
  refurbishing and/or limited improvements to existing structures will be allowed as
  appropriate and will be reviewed on a case by case basis.

 Q. Are per diem and sitting allowances allowable?


Pact Malawi APS FY09 Questions and Answers                                             4
   A. Per diem expenses are allowable costs for personnel on travel status (for program
   activities.) “Sitting” or other types of allowances paid for participating in meetings or
   training activities are not allowable costs under this APS.

 Q. Are costs for the procurement of pharmaceuticals, laboratory products and
  HIV test kits allowable?
  A. Costs for procurement of pharmaceuticals, laboratory products and HIV test kits
  are not allowed under this APS. Applicants will need to use existing Government of
  Malawi distribution systems to obtain these products.

 Q. Are IEC/BCC materials allowable costs?
  A. Yes, programs can develop and distribute IEC materials as part of this APS; but
  APS funds will not support mass media campaigns using radio or television. Use of
  local or community media that is appropriately integrated and complementary to
  project activities is welcome, as is use of “small” media activities, such as community
  theatre, drama, puppetry, etc.

 Q. How do you define “cost effectiveness”?
  A. Cost effectiveness means your program outputs are commensurate with the level
  of financial input.

 Q. How do you define “cost realism”?
  A. Cost realism relates more to pricing things appropriately within the context of
  where one is working. It would not be „realistic‟ to base prices in Malawi on what
  things cost in the United States. In the Malawi context, perhaps, it might also relate
  to what costs are in remote districts versus what they are in urban areas.

 Q. Does the $300,000 ceiling apply to NGOs applying as a consortium?
  A. The ceiling applies to everyone, including consortia. The APS states that
  proposals will be considered for two year programs with budgets of not less than
  $50,000 and not more than $300,000.

 Q. What is Pact’s suggested ratio of administration to implementation costs?
  A. Pact does not have a preferred ratio of administration to implementation costs
  and cannot impose a ratio on applicants. A flat rate for admin costs will not be
  accepted; they must be directly budgeted. To be cost effective, program costs should
  be the greatest percentage of an applicant‟s budget, not staffing or equipment.

 Q. Under prevention, the APS allows for other prevention interventions
  including, but not limited to, correct condom use. Are costs to procure condoms
  for distribution allowable?
  A. Costs for the procurement of condoms are not allowable in this program.
  Programs may propose condoms distribution as a prevention strategy, but would need
  to obtain condoms through government of Malawi distribution channels or have
  access to condoms through program partners. Please ensure that you are not



Pact Malawi APS FY09 Questions and Answers                                                 5
   proposing to duplicate efforts of other USG partners such as PSI, but rather
   complementing their activities.

 Q. Will subgrants be for 24 months, or are they based on the calendar year?
  A. Awards are for up to a 24 month period Awards under this targeted APS are
  anticipated to be issued on or before 1 October 2009 for grantees whose current
  awards are in process and by end of awards for those whose awards are expiring in
  2009).

 Q. What support can organizations have in preparing the proposals?
  A. Pact Malawi will not provide any support to organizations in preparing proposals.
  Pact advises organizations to follow closely to the criteria in the APS so that they
  have the best possible chance of being Successful.

 Q. Do you have a set number of grantees with whom you want to work?
  A. Pact does not have a predetermined number of grantees with which it will work.
  The number of grantees who will receive awards depends on the quality of proposals
  submitted and on the budget levels proposed.

 Q. What is the passing mark for the proposals?
  A. The APS competitive process does not set a “passing mark” for proposals.
  Proposals meeting the standard of quality sought in the APS and described in the
  criteria included in the APS document will be successful.

 Q. Must we only submit proposals on our current program areas?
  A. Applicants may submit proposals that include one, two, three or more program
  areas included in the APS; you are not limited to your current program areas.
  However, you are limited to submitting proposals within the PEPFAR program areas
  discussed in the APS.

 Q. Are organizations allowed to partner with ineligible organizations such as a
  parastatal, a bank, or an academic organization?
  A. Parastatal organizations are not eligible to receive grants under this APS as a
  prime or subgrant partner. However, prime applicants can partner with parastatals to
  receive technical assistance from them either free of charge or through consulting
  contracts to individuals.

 Q. What about activities that would require direct involvement of schools
  (government/parastatal)? Anti-AIDS clubs for example, need funds to function.
  A. Applicants working with Anti-AIDS clubs would not be making a grant to a
  school, but to an entity (Anti-AIDS club) within a school. Such arrangements would
  be allowable under this APS .




Pact Malawi APS FY09 Questions and Answers                                               6
 Q. Regarding community media- can applicants run adverts to generate funds
  for the project?
  A. No. Per Circular A-122 „Cost Principles for Non-Profit Organizations‟,
  Attachment B, Section 17: “Costs of organized fund raising, including financial
  campaigns, endowment drives, solicitation of gifts and bequests, and similar expenses
  incurred solely to raise capital or obtain contributions are unallowable.”

 Q. a. This APS states that costs for procurement of pharmaceuticals, laboratory
  products and HIV test kits are not allowed under this APS. Home Based Care
  (HBC) programs need HBC kits (which often include pharmaceuticals) to care
  for critically ill patients. You say that we must use “use existing Government of
  Malawi distribution systems to obtain these products”, but they often run out or
  are unavailable. In this situation is the procurement of pharmaceuticals
  allowable?

   b. There are currently no hospice services in Malawi. We would like to start a
   hospice program, but the government is not always able to supply the
   pharmaceuticals we need. Are these costs allowable?
   A. Unfortunately, even in situations such as these, costs for procurement of
   pharmaceuticals, laboratory products and HIV test kits are not allowed under this
   APS. Applicants are encouraged to use resources from other donors in addition to
   existing Government of Malawi distribution systems to obtain these products.
   Organizations wishing to procure HBC kits are encouraged to list the contents of the
   kits in their proposals so that Pact Malawi can determine if they are allowable.

 Q. Do we include consumables like stationery separately when preparing activity
  based budget?
  A. Consumables like stationery should be directly budgeted into your activities
  based budget under the “Other Direct Costs” line item. If your budget contains more
  than one activity (program) area, the costs of consumables can be equally distributed
  across each activity area.

 Q. Suppose an organization is focusing in one area, say formal sector and wants
  to diversify to other areas like informal sector like vendors, would their proposal
  attract funding from Pact?
  A. Organizations applying for this APS must already be engaged in HIV
  programming and only programs focusing on the technical areas described in the APS
  document will be considered for funding.

 Q. In the areas of funding criteria, does Pact allow any allocation for purchasing
  seedlings and fertilizers for the establishment of communal gardens?
  A. Agricultural products are restricted goods and can not be purchased under this
  APS. For further guidance regarding food and nutrition programs, please reference
  the following PEPFAR documents:

   PEPFAR Policy Change in Food and Nutrition Programming


Pact Malawi APS FY09 Questions and Answers                                                7
   http://www.pepfar.gov/documents/organization/98940.pdf

   USAID P.L. 480 Title II Food Aid Programs and The President‟s Emergency Plan for
   Aids Relief: HIV and Food Security Conceptual Framework (Sept 2007)
   http://www.pepfar.gov/documents/organization/93288.pdf

   Policy Guidance on the Use of Emergency Plan Funds to Address Food and Nutrition
   Needs (Sept 2006)
   http://www.pepfar.gov/documents/organization/84583.pdf

 Q. What can Pact do in the event that more than one organization has proposed
  a similar idea to be implemented in the same locality?
  A. We will select whichever is the better technical program and is more cost
  effective.

 Q. Does Pact Malawi collaborate with District Assemblies so that Pact can have
  strong M & E for projects being implemented?
  A. Pact Malawi coordinates with DA‟s as necessary and appropriate, but Pact alone
  is responsible for ensuring proper monitoring and evaluation of its partners‟ projects.

 Q. What exchange rate do we use from Malawi kwacha (Mk) to US Dollar ($)?
  A. Applicants are encouraged to use the exchange rate of MK 140 = 1 US$. You can
     find this information in the APS instructions.

 Q. During the selection process there may be some projects designed for 3 to 4
  years. Can they still apply?
  A. The APS explicitly states that awards will be for up to 2 years. Any proposal
  submitted for a program that runs longer then 2 years will be deemed non-compliant
  and will not proceed to the technical review round.

 Q. Does Pact partner with other donors when funding grantees?
  A. While Pact encourages linkages to other programs, we currently do not co-fund
  projects with other donors.

 Q. What happens to capital equipment (vehicles, etc…) purchased under Pact
  grants at the end of the two year award?
  A. As part of close-out, Pact requires all of its grantees to submit an inventory and
  disposition list containing all of the equipment purchased under the award. Pact will
  review the inventory and disposition list, and if the organization has a continuing
  programmatic use for the equipment, then Pact will vest title to the equipment with
  the grantee. If the organization does not have a continuing programmatic use for the
  equipment it will be returned to Pact.

 Q. Do you have a range that is deemed cost effective for the price per person
  (beneficiary) for care and support programs?



Pact Malawi APS FY09 Questions and Answers                                                8
   A. Pact does not have an established price per beneficiary range; this cost will vary
   program to program depending on what services are provided.

 Q. How many points should an organization score to win the Pact grant?
  A. The APS competitive process does not set“passing mark” proposals. Proposals
  meeting the standard of quality sought in the APS and described in the criteria
  included in the APS document will be successful.

 Q. Can Pact send local NGO staff to local/regional courses to strengthen
  capacity apart from Pact training workshops? (e.g. at MIM)
  A. If the training is relevant and applicable to the Pact funded project, Pact will
  support such activities. However, partners must request and receive prior approval to
  attend outside trainings and conferences if Pact will be paying for it.

 Q. Must the cost of an institutional audit be included in the budget?
  A. Yes. Pact will require (and pay for) at least one institutional audit over the course
  of the two year period.

 Q. Can we include transport refunds /meals and accommodations allowances in
  the program costs? If so, are they pegged to the agreed rates among donors in
  Malawi?
 A. Yes, per diem expenses (meals and accommodations) and transport refunds are
  allowable costs for personnel on travel status (for program activities) and/or for
  staff/volunteers attending trainings and workshops. However, “sitting” or other types
  of allowances paid for participating in meetings or training activities are not
  allowable costs under this APS. Pact does not have a uniform per diem allowance
  rate for its sub-grantees. Partners will be required to use the rates established by their
  respective organizations in their policy and procedure manuals. In the absence of
  established rates, applicants should use the NAC established rates.

 Q. Are honoraria allowed to be paid to volunteer/part time associates staff? If
  so, is the rate specified? Where should the cost be included in the budget under
  personnel/salaries or program delivery?
  A. It is allowable for associate staff and volunteers to receive honoraria or other
      incentives (uniforms, transport, etc…) as appropriate. There is not set rate, but
      reviewers will evaluate the incentives based on their cost realism and
      effectiveness. These costs should be budgeted under „Other Direct Costs‟.

 Q. In case of care and support of the orphans, does the system allow education
  support?
  A. Yes, educational support (books, tuition, and fees) for OVCs are allowable costs.
  The technical review committee will be evaluating the level of such costs based on
  their cost realism and effectiveness within the proposed program.

 Q. What would be the duration of trainings organised by Pact?



Pact Malawi APS FY09 Questions and Answers                                                 9
   A. Most trainings will be for 3-5 days depending on the topics and material that
   needs to covered.

 Q. The previous APS ranged from $75,000 – 250,000, but this time is $50,000 to
  $300,000. Why is that so?
  A. Pact chose to revise the range in this APS to be in line with our current grantee
  funding levels and to allow us to fund as many quality programs as possible.

 Q. In case of capacity building activities whereby new construction activities are
  said not to be allowed, now for some CBOs, since for strong institutional
  structure they need/require a suitable environment (namely a secretariat/office)
  are there no exceptions?
  A. There are no exceptions for new construction costs. Costs for new construction
  are not allowed under this APS. Costs for renovating, refurbishing and/or limited
  improvements to existing structures will be allowed as appropriate and will be
  reviewed on a case by case basis.

 Q. What if an organization has good plans but its budget is more then $300,000
  just because it is doing a lot of activities. Will you fund it or not?
  A. The APS document explicitly states that budgets must be submitted within the
  $50,000-$300,000 range. Any concept paper budget submitted for a program with a
  budget greater than $300,000 will be deemed non-compliant and will not proceed to
  the technical review round.

 Q. What is the rational of awarding grants not less then $50,000?
  A. Pact does not have the personnel or financial resources to provide technical
  assistance and capacity building to a large number of grantees. Thus, the budget
  range for grantees has been set in such a way to limit the number of Pact grantees, as
  well as to ensure that organizations who receive funding already have HIV experience
  and a minimal level of capacity. QQ.
 Q. HIV/AIDS is a crisis. Why does Pact put such stringent measures to access
  grant funds?
  A. Pact has limited resources from USAID to provide grants to organizations
  implementing HIV programs in Malawi. Thus, it is prudent and necessary for Pact to
  fund proposals that are both technically strong and cost effective. Additionally, there
  are many rules and regulation that govern how U.S. government funds may be spent.
  As a fiscally responsible organization, Pact must ensure that the funds will be
  properly spent for their intended purpose.


 Q. Are your grants flexible as costs change during the course of the two years?
  A. Pact understands that program priorities and costs change over the life of a two
  year program. Grantees are allowed 10% line item flexibility without prior approval
  from Pact. Changes greater then 10% require prior approval and a modification to the
  original grant agreement to realign the budget.



Pact Malawi APS FY09 Questions and Answers                                            10
 Q. Does Pact support extensions of buildings? (in this case, thinking of starting
  a hospice)
  A. Costs for renovating, refurbishing and/or limited improvements to existing
  structures will be allowed as appropriate and will be reviewed on a case by case basis.
  Costs for new construction are not allowed under this APS.

 Q. Pact considered experience in HIV/AIDS work to award grants in APS 2007.
  Now some groups have two years experience running programs with funds from
  Pact. Won’t these groups be favoured- specifically those whose awards will be
  ending soon.
  A. Pact will not favor any grantee in any way. All proposals will be evaluated based
  on the same criteria. Please see pages 14-16 of the APS document for the complete
  evaluation criteria. Current Pact Malawi grantees wishing to apply for funding under this
  APS must make a persuasive case that the organization has sufficient capacity to
  implement a new project and that an additional project will not detract from
  implementation of the current project.

 Q. Can you elaborate what you mean by strengthening CSOs? Is it different
  then institutional capacity building?
  A. There are no major difference between strengthening CSOs and institutional
  capacity building. In addition to funding grants to local organizations, Pact looks to
  strength CSOs working in Malawi by providing them with programmatic and
  financial management training, the provision of equipment, and technical assistance.
  Pact‟s approach to capacity building for its partners is to first perform organization
  and strategic information capacity assessments. Pact then develops customized action
  plans for grantees with coordination with the grantee. Pact ensures that financial
  systems are strengthened through customized mentoring support. Additionally, Pact
  provides technical assistance in organizational capacity, MER, and technical program
  areas. In the end, Pact‟s hope is that CBOs, FBOs, and NGOs in Malawi are stronger
  for having partnered with Pact.

 Q. Can you expand what you mean by “beyond IEC”?
  A. “Beyond IEC‟ means that just providing information and materials (leaflets, t-
  shirts, etc…) about HIV/AIDS is not enough to constitute a strong technical
  prevention program. The basic level of knowledge about HIV/AIDS in Malawi is
  high; activities to effect behaviour change and influence individual communities are
  needed to prevent new infections. We have no specific guidance or recommendations
  for prevention program activities, but encourage applicants to review PEPFAR‟s
  ABC guidance. ABC Guidance #1 (Abstinence, Be Faithful, and correct and
  consistent Condom use) http://www.state.gov/documents/organization/57241.pdf

 Q. Would I be penalized if I only put NAC produced indicators in my MER
  plan? How are the PEPFAR indicators compatible with those produced by
  NAC?
  A. Pact Malawi has not compared NAC and PEPFAR indicators. As this is a
  PEPFAR funded program and Pact is required to report to USAID on PEPFAR


Pact Malawi APS FY09 Questions and Answers                                              11
   indicators, all grantees will be required to track PEPFAR indicators over the life of
   their of award. All applications must include specific, detailed plans to monitor and
   document program performance based on PEPFAR indicators. Concept papers that do
   not include such a plan will be deemed non-compliant and will not be further
   reviewed. In addition to PEPFAR indicators, applicants are free to include other
   indicators and evaluation procedures relevant to monitoring their program goals (you
   are not limited to only the PEPFAR indicators, but you must include them).

 Q. Can organizations with not much experience in HIV/AIDS but with
  experience in OVCs apply?
  A. Organizations are required to already be engaged in HIV programming to be
  eligible to receive funding under this APS. However, it is not necessary for an
  organization to have experience in areas other then the program areas for which they
  are applying. Thus, if an organization has experience working with OVCs, but not on
  HIV prevention programs, they are eligible to submit a proposal in the area care and
  support to OVCs.

 Q. Can activities to do with a baseline survey be allowed?
  A. PEPFAR does not fund research activities. However, a baseline survey to assess
  the needs of a community as relevant to an applicant‟s proposed program is
  allowable.

 Q. What type of best practices and evidence are required?
  A. Applicants‟ should reference, whenever possible, practises that are known to be
  considered successful in HIV/AIDS programming. Whether international best
  practices or lessons your organization has learned while implementing HIV/AIDS
  programs, applicants need to demonstrate that there is some evidence to prove that
  these types of activities are effectual in combating HIV/AIDS.

 Q. Do you allow purchases of equipment like computers?
  A. Yes, Pact allows the purchase of equipment like computers for program use.
  Computers should be budgeted for under the „Equipment and Supplies‟ line item.

 Q. Do you have a limit on administrative costs?
  A. Pact does not have a limit or preferred ratio of administration to implementation
  costs and will not impose a ratio on applicants. However, a flat rate for admin costs
  will not be accepted; they must be directly budgeted. To be cost effective, program
  costs should be the greatest percentage of an applicant‟s budget, not staffing or
  equipment

 Q. Clarification on new construction costs- what about schools for home based
  kids where kids have to travel long distances to reach the nearest junior school?
  A. There are no exceptions for new construction. Costs for new construction are not
  allowed under this APS. Costs for renovating, refurbishing and/or limited
  improvements to existing structures will be allowed as appropriate and will be
  reviewed on a case by case basis.


Pact Malawi APS FY09 Questions and Answers                                             12
 Q. The youth of Malawi are the most vulnerable to HIV. What methods can be
  applied to curb the situation?
  A. Pact Malawi can not provide any recommendations on specific methods or
  activities to target youth prevention (or in any other program area). Applicants must
  develop their own programs based on their previous experience implementing
  HIV/AIDS activities and known best practises.

 Q. Can school learners be included in the program?
  A. Yes, school learners can be included in programs with age appropriate activities
  and messages. Applicants should demonstrate the need for your program amongst the
  target population you propose.

 Q. Can Pact provide travel to international conferences like the one held in
  Mexico City last year?
  A. All international travel requires prior approval from Pact. However, please note
     that only a limited number of USAID funded slots are available for attendance at
     international conferences such as the Mexico City and it is unlikely that grantees
     would be able to attend such a conference at Pact‟s expense.

   Q. As a facility based applicant, we wish to request for clarification on how we
   shall be reporting indicators"3.1 - 3.2 and 4.1 on blood safety. This is because
   this activity is carried on by the hospitals as a whole.
   A. Pact Malawi will provide an answer to this question after consultation. The reason
   being that Pact Malawi has one dedicated partner who is handling this focus area in
   all hospitals across Malawi and as such we have determined if other partners should
   go into this area.




Pact Malawi APS FY09 Questions and Answers                                            13

								
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