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									                                                                The CIRCLE Project
                   Community-based Innovations to Reduce Child Labor through Education

                                         REQUEST FOR PROPOSALS
                                                 Sierra Leone Round II
                                                Deadline: 6 March 2006

February 2006. Winrock International, a nonprofit organization that works with people around the world to
increase economic opportunity, sustain natural resources, and improve access to education and training, is
seeking proposals from organizations working at the community level, for innovative projects that
promote access to quality education for children being removed or prevented from exploitative child
labor.1 Projects will be funded under Winrock’s Community-based Innovations to Reduce Child Labor
through Education (CIRCLE) program, under cooperative agreement with the U.S. Department of Labor
Bureau of International Labor Affairs (DOL/ILAB) Child Labor Education Initiative.2

           I.       Target Sector

For this solicitation, Winrock is seeking applications specifically focusing on child trafficking in Sierra
Leone. Applications may address:

       •   Children trafficked and forcefully engaged in domestic service, commercial agriculture or
       •   Children trafficked and forcefully engaged in prostitution or pornography;
       •   Children formerly trafficked and vulnerable to exploitation; and/or
       •   Children who are at risk because their siblings have been trafficked or they live in a target zone
           for child traffic.

           II.      Eligibility and Funding Levels

Applicants must be locally registered, national (not international) organizations from Sierra Leone.
Applicant NGOs do not need to have prior experience with anti-trafficking projects; applicants that have
experience in combating child labor through education and that are aware of child trafficking in their
region or communities are encouraged to design and propose innovative ways to address this problem.

The CIRCLE program will fund four projects in the range of $18,000 - $25,000.

Projects may range in duration from 8-11 months.

Current/former CIRCLE partners: Organizations that received a CIRCLE subcontract in the first
round may propose a new project under this solicitation. These organizations must propose new projects
(not add-ons to current or former CIRCLE projects, or continuations of other projects), and be highly
innovative and strategic to be considered for funding.

Within the above guidelines, eligible applicant organizations should design and propose the time and
funding level needed to carry out the proposed project and achieve maximum impact. Only one proposal
will be accepted from an NGO. Proposals must follow all guidelines set forth in this RFP.
  Child labor is defined by the U.S. DOL as “work that prevents children from attending and participating effectively
in school or is performed by children under hazardous conditions that places their healthy physical, intellectual or
moral development at risk.”
    This component of CIRCLE is funded under U.S. Department of Labor Cooperative Agreement # E-9-K-2-0048.

                                                                The CIRCLE Project
                   Community-based Innovations to Reduce Child Labor through Education

Minimum Qualifying Criteria
The applicant organization must meet the following minimum criteria:
   • Be a nationally-based (not international), non-governmental organization registered according to
       Sierra Leone laws and legislation (faith-based groups are eligible and encouraged to apply);
   • Demonstrate ability to manage subcontracts in a sound manner (such as a bank account and an
       experienced accountant);
   • Demonstrate technical knowledge, capacity, and relevant experience to address child labor, child
       trafficking and education issues, and have concrete systems to monitor impact;
   • Submit a complete application with a project description that promotes CIRCLE objectives; and
   • Bring not less than 10% (out of the total budget amount) in contribution of matching funds or
       assets to the project proposed.

Winrock’s CIRCLE program will not fund:
   X Government agencies, political organizations, or organizations that lobby the U.S. government;
   X Activities that create profit for an organization, or any income generating activities;
   X More than 10% of the total budget proposed for construction expenses;
   X Equipment that is not explicitly required to complete the work outlined in the proposal;3
   X Personnel or administrative expenses that are not related to the project; or
   X Activities financed by other U.S. Government sources or that duplicate other U.S. DOL funding.
       DOL funded community-based NGOs are eligible under CIRCLE to propose innovative new
       projects that have synergies with other projects but that do not duplicate or add to them.

In addition, CIRCLE subcontractors may not further subcontract any work to another organization.
Micro-finance or income generating activities may be conducted by the NGO to complement those
activities proposed under CIRCLE, but must be funded from other sources.

      III.          Technical Context, Objectives, and Impact

A.       Context
An estimated 211 million children around the world are caught up in work situations that put their health
and development at risk, violate international core labor standards, and negatively impact their futures.
While efforts to reduce child labor through education have had some notable success, innovative,
community-based projects targeting these issues have not been widely funded, and results are rarely
shared among practitioners outside the community. CIRCLE funds small projects of this type. Winrock
will also document the “best practices” of funded projects so that they may be shared by U.S. DOL with
other community-based organizations and the broad international development community.

Following guidelines from the U.S. Department of Labor/ Bureau of International Labor Affairs
(DOL/ILAB) Child Labor Education Initiative, the CIRCLE project is soliciting proposals from Sierra
Leonean non-profit organizations with capacity to prevent child labor through education. This Request
for Proposals (RFP) seeks to identify organizations that can build on past successful interventions or
propose pilot initiatives to reduce or eliminate child labor; especially child trafficking, one of its worst
forms as defined in the International Labor Organization (ILO) Convention 182.4 The CIRCLE project

    If awarded a subcontract, the organization must follow U.S. government procurement regulations.
  ILO Convention 182 lists four categories of the worst forms of child labor: 1) all forms of slavery, such as the sale and
trafficking of children, debt bondage and serfdom or forced labor, or compulsory recruitment of children for use in armed
conflict; 2) use, procurement or offering of a child for prostitution or pornography; 3) use or procurement of a child for illicit
activities; and 4) work which by its nature or circumstances is likely to harm the health, safety, and morals of children.

                                                                The CIRCLE Project
                   Community-based Innovations to Reduce Child Labor through Education

specifically seeks to fund innovative approaches that have a grassroots connection to children, teachers,
parents, and local communities. By “innovative” we mean an approach that is new (or at least new to the
target area), that targets a previously un-served region or group of child laborers, or that seeks to arrange
advocacy at a critical time in a region or country. Projects that are especially innovative in their approach
will receive the highest priority for funding.

All projects must have a clear educational component (direct or indirect), and at the same time be able to
clearly monitor the removal of children from harmful child labor.

B.         Child Trafficking in Sierra Leone5

The massive displacement of youth and the destruction of educational facilities during the war make
Sierra Leonean children especially vulnerable for trafficking, notably in the border areas and former war
zones. The borders tend to be insufficiently protected and are subject to intensive illegal trade in weapons,
diamonds, sex, drugs, and persons. Families are still disrupted, and children are still traumatized and
stigmatized (especially the former “soldiers’ wives,” now teenage mothers). With more than half of all
schools destroyed, youth lack opportunities to prepare for their future. Former child soldiers who were
promised rehabilitation are often disillusioned because programs fail to address their needs. Moreover,
girls tend to be given into marriage at a very early age, and look for opportunities to escape. Children in
these situations are easily lured into trafficking schemes from which it is hard to get away. The
Government of Sierra Leone has recently passed the Anti-Human Trafficking Act, which defines human
trafficking as an offense and criminalizes it in all forms.

Winrock International seeks to address these worst forms of child labor, (both the prevention of child
trafficking and the reinsertion of trafficked children) through innovative interventions aimed at education.

C.         CIRCLE Project Objectives

Organizations must choose one of the following as their project’s primary objective. Under this
solicitation, projects addressing objectives 1 or 2 (below) will receive higher priority among similarly-
scored proposals. (See page 6 for evaluation criteria and scoring.) Additionally, organizations must
specify not only how the project will impact the primary objective, but also if and how it will contribute
to any of the other three objectives. Projects do not need to contribute to all of the objectives.

       1. Strengthen national institutions and policies on education and child labor. Sample activities
           may include training and establishing dialogue with public officials, local leaders, law makers,
           and enforcement agencies on the hazards of child trafficking and the benefits of education;
           establishing local committees to increase vigilance regarding trafficking and child labor;
           promoting development of public programs to improve access to school, by offering alternatives
           such as vouchers, scholarships, and apprenticeships; developing materials and guidelines for
           improved enforcement and monitoring methods for ensuring that children removed from work are
           placed in and remain in educational settings.

    This summary is based on Winrock’s on-the-ground observations in Sierra Leone and on the following sources:
            Network Movement for Democracy and Human Rights, NMDHR (July 2005) ‘Draft Report on the Assessment Survey
            on Human Trafficking in Kailahun District.’
            Peters, Krijn (2004) ‘Re-examining Voluntarism. Youth Combatants in Sierra Leone.’
            UNICEF (August 2005) Press communique: ‘Sierra Leone signs anti-trafficking act,’ Alison Parker.

                                                             The CIRCLE Project
                Community-based Innovations to Reduce Child Labor through Education

     2. Ensure the sustainability and/or replicability of efforts to reduce child labor and child
        trafficking through education, as documented by monitoring impact, including numbers and
        stories that reflect educational persistence and prevention of child labor. Sample activities may
        include innovative child-to-child methods for tracking children; collaboration with local
        authorities for intercepting child traffic and the reinsertion of trafficked children in school;
        parent-teacher focus groups to check frequently on the presence or absence of the child in school;
        peer pressure teams developed at community level to keep records on attendance and tracking

     3. Strengthen formal, non-formal, and transitional education systems that encourage child
        laborers, and those at risk of trafficking, to attend school. Sample activities may include teacher
        trainings on the hazards of child trafficking; proposals by community groups to support teachers
        in activities and/or for supplies to improve quality and relevance of teaching; vocational and
        informational technology training; labor market studies, apprenticeships, or school-to-work
        programs; health interventions that directly impact a working child’s school attendance and
        performance; engendering voluntarism and student community participation; or alternative
        relevant curriculum that provides basic skills and education for at-risk children, drop outs, and
        children in work situations.

     4. Raise awareness of the hazards of child labor and child trafficking and the importance of
        education for all children. Sample activities may include creative use of media, teacher training,
        mentoring of youth, theater, art, curriculum development for schools, use of the internet,
        community focus groups, civil society groups, seminars, workshops, and town meetings. All
        awareness raising activities should be able to establish a link with and document reduction of
        child trafficking and increased enrollment and/or retention of children in school.

These suggested activities are not exhaustive and organizations are encouraged to suggest other
innovative approaches that fall within the four broad categories.

Once the organization has identified its objective(s), the program approach, activities, and timeline should
be developed. Please see the “Full Proposal Outline” in Section I of the application, below, for all sections
to be included in the CIRCLE proposal.

D.       Monitoring and Evaluating Impact

Since ensuring positive results for children and communities is the goal, monitoring and evaluation is a
central part of the CIRCLE project vision. Winrock requires all subcontractors to submit a project with
clear objectives and measurable indicators of impact, which confirm the achievement of these objectives.
The requirement for careful planning and monitoring aims to encourage organizations to better
understand their project’s design, document its accomplishments, improve management and decision-
making. The CIRCLE project requires applicants to submit a Logical Framework and a Monitoring and
Evaluation (M&E) Plan.

The purpose of the Logical Framework is to assist with project design and ensure that there are clear and
direct linkages between the CIRCLE goal, the project’s objective(s), and all proposed activities. Once
these relationships are defined, the M&E Plan lays out the NGO’s specific impact targets and describes
how they will conduct data collection, processing, and analysis as the means to document impact,
experiences, and best practices. Please see Appendix I of this RFP for CIRCLE templates for these
important pieces of the project design.

                                                             The CIRCLE Project
                Community-based Innovations to Reduce Child Labor through Education

Direct assistance. While each project will have its own unique indicators to measure success, all
CIRCLE projects must track common indicators when implementing direct assistance activities. For the
purposes of CIRCLE projects, “direct assistance” activities are any school enrollments (into formal, non-
formal, or alternative programs), school assistance (such as provision of scholarships or supplies), or
other actions that lead directly to children leaving labor and entering school (such as building or repairing

If an NGO’s proposed project is undertaking any of these activities, the NGO must have or design ways
to verify progress toward the following common impact indicators:
   • Withdrawn or prevented: Children are prevented or withdrawn from exploitative child labor
        (according to international and national standards), and are provided with education or training
        opportunities as a result of the project
   • Retention: Children are retained in educational programs as a result of the project.
   • Completion: Children complete educational programs as a result of the project.

In order to verify progress toward these indicators, NGOs must have systems for monitoring those
children who benefit from their project’s direct assistance activities (as defined above). For example, if a
child was formerly working full-time and is now enrolled in a CIRCLE-funded vocational and literacy
program, the NGO must be able to verify (to the best of its ability) that that child is no longer working, or
is working only under nationally sanctioned labor standards (i.e. no more than four hours per day for a
child under 16 years old). CIRCLE proposal evaluators will be asking the questions: does the NGO know
and strive to achieve national or internationally accepted standards regarding acceptable child work?
What monitoring systems does the NGO have to attest that its proposed CIRCLE beneficiaries will no
longer be in the worst forms of child labor?

Other actions/forms of assistance. In addition to tracking direct or indirect linkages to one or more of
the three common indicators described above (if relevant), each subcontractor will be required to identify
their own indicators that relate directly to performance and success of the proposed project.

After award, CIRCLE subcontractors will be required to submit baseline data for each approved indicator,
and will submit bi-monthly targets (or goals) for achievements toward each indicator over the duration of
the project. Subsequently, NGOs will report actual data totals to Winrock on a bi-monthly basis. All data
on children must be disaggregated by male and female.

    IV.      Proposal Review, Evaluation Criteria, and Awards

All proposals should follow the Technical Proposal outline in Section I of the proposal format, on page 9.
There will be three stages of proposal review:
          Stage 1:   Pre-Qualification Review: Each proposal is screened to ensure that each of the
                     necessary components has been submitted. Failure to submit a completed
                     application will disqualify an organization’s application.

          Stage 2:   Executive Summary Review: Based on an initial review of this summary, a
                     decision will be made as to whether to evaluate the full proposal. The full selection
                     committee will only review an NGO’s full proposal if the Executive Summary proves
                     that it is it innovative and meets the objectives of CIRCLE.

          Stage 3:   Full Proposal Review: The full proposal will be judged (by an independent
                     committee) on the basis of the following weighted criteria, for a total of 100 points.

                                                            The CIRCLE Project
               Community-based Innovations to Reduce Child Labor through Education

                    Innovation. The organization proposes something new, unique, or otherwise
                    innovative, and can clearly describe how and why they are trying something
                    different. (10 points)

                    Project approach and objectives. Clear explanation of how the project will contribute
                    to meeting CIRCLE project objectives. Clear description of activities and obvious
                    linkages between those activities and the project’s objectives. Reasonable
                    implementation timeline. (20 points)

                    Budget. Proposed budget is efficient, realistic, and clearly linked to the project
                    approach, and includes reasonable match/cost-share (20 points)

                    Organizational experience and capacity. The NGO’s professional experience and
                    demonstrated record of success related to the activity (15 points; less than 8 points
                    will rule out a candidate. See Section II, Questionnaire, for more detail on this
                    Monitoring and evaluation. Feasibility and innovativeness of an organization’s
                    Logical Framework and M&E Plan (15 points)
                    Community and child-centered focus. Evidence of inclusion of communities and
                    children in the decision-making process on proposals that directly affect them; i.e.,
                    community and child participation (10 points)

                    Sustainability. Plans and prospects for sustaining some or all of the project’s
                    components after CIRCLE funding ends (10 points)

Notification and Deadlines
Winrock International will notify organizations regarding the status of a proposal within 45 days of the
receipt of the proposal. Winrock has the right to reject any and all proposals based on the qualifications
outlined in this document.

Regional Launch Meeting
Representative(s) from NGOs that are awarded a CIRCLE subcontract will be required to attend a
Regional Launch Meeting (RLM). The RLM will be funded by the CIRCLE project at no cost to
subcontracting organizations. The RLM will take place within one month of project awards, and before
project signing and start-up, in order to establish a solid and cohesive relationship between Winrock and
all new CIRCLE implementing organizations in Sierra Leone. The RLM will provide a forum for
discussing the work plans of each project, as well as all of the requirements and procedures (financial and
administrative, monitoring and evaluation, reports and documents) of the CIRCLE project. This meeting
will take place in May 2006 in Freetown.

Submission of Applications and Official Languages
Specific instructions for proposal submission are included on page 8. As English is the official working
language of the CIRCLE project, organizations are requested to submit their applications in English.

Submission Deadlines
TWO hardcopies of the completed applications must be postmarked by 06 March 2006 and received at
the CIRCLE Regional Office no later than 15 days after the deadline, 21 March 2006.

                                                            The CIRCLE Project
               Community-based Innovations to Reduce Child Labor through Education

Organizations must also submit an electronic version via e-mail with a subject line including the NGO
name and “CIRCLE proposal,” with the full proposal attached in Word or PDF format, no later than 06
March 2006.

Please use the street and e-mail addresses provided below:

        Winrock International Mali
        Saskia Brand, DRM
        Hamdallaye, ACI 2000
        BP: E-825


                                                            The CIRCLE Project
               Community-based Innovations to Reduce Child Labor through Education


In submitting a proposal, all applicants are required to submit:

1) A duplicate Cover Sheet (provided below) attached to both the Technical (Section I) and
   Questionnaire (Section II) components of the proposal.
2) Section I: Technical proposal and Budget
3) Section II: Financial questionnaire
4) Appendix I: Logical Framework and M&E Plan

The technical section will be scored separately from the financial section. Only one proposal per NGO
will be considered under the CIRCLE project.

                                             COVER SHEET

The following cover sheet should accompany all pieces of the complete application (so please copy and
insert at the beginning of each file attachment or separate proposal piece).

Proposal Title:
Funding amount requested:
Length of proposed project:
Primary Objective: (identify only one out of the four CIRCLE project objectives):

Name of organization:
Contact Person # 1 (with title and e-mail address):
Contact Person # 2 (with title and e-mail address):

NGO phone/fax numbers:
Street address:
Postal code:

                                                               The CIRCLE Project
                  Community-based Innovations to Reduce Child Labor through Education

CIRCLE Subcontract Proposal, 2006


Must be completed in English

Organizations submitting a technical proposal must follow the outline below in order to be considered.
Proposals must clearly demonstrate the organization’s ability to manage and implement a program that
correlates directly to one of the four main objectives of the CIRCLE project, as described in the RFP.

Full Technical Proposal Outline Note: the total of sections 1-4 must not exceed 17 pages

    1. Coversheet (1 page, form provided in RFP)
    2. Executive Summary (2 pages. Must be in English)
    3. Project Narrative (maximum 12 pages)
           a. Background and rationale: why is the project needed? Who are your target beneficiaries,
               and what sectors of child labor are you addressing? Also, what are the national and
               international standards for child work that you are you aware of and responsive to?

             b. Description of innovation: how is the project new and different?

             c. Objectives, and planned activities to contribute to the objectives

             d. Community and child-centered focus: how are stakeholders integrally involved?

             e. Implementation plan and timeline: how will you complete the activities described?
                (Exactly what resources and staff are needed?) When will you conduct or complete each
                activity? (Please plot all project activities across the total proposed length of the project.)

             f.    Sustainability and Expected Outcomes: will some or all of the project components be
                   sustainable after CIRCLE funding ends? Also, please summarize (in narrative or in a
                   table) the numbers and types of beneficiaries your project will reach.

    4. Institutional Experience and Capabilities, and proposed management and staff for the project
       (maximum 2 pages)

    5. Budget. Organizations must contribute 10 % in match contributions to their proposed project. A
       sample budget and description of types of match is provided below.
    6. Appendix I: Logical Framework and M&E Plan. Please see the samples provided.

Organizations must use the following formatting requirements for proposals:
   • 8 ½ x 11 inch size or A4 size white paper;
   • 10-12 point Times New Roman font size;
   • Double-spaced; and
   • 1-inch margins.

Proposals that do not meet these formatting requirements will not be considered for review.

                                                                        The CIRCLE Project
                           Community-based Innovations to Reduce Child Labor through Education

        Budget Template
        Please note this is a budget template only, and applicants may add or delete items as relevant to the
        operation of the proposed project. NGOs should maintain the section headings, including Salary and
        Wages, Benefits, Procurement, Travel and per diem, Project Activities, and Other Direct Costs, but may
        customize the line items to the proposed project. Administrative costs, which include line items I, II, IV
        and V, in sum must not be more than 35% of the total budget.

        The budget must be presented in Leones and U.S. Dollars.

                                                                      Unit Cost,   Unit Cost,
                  Line Items                          Units            Leones       USD ($)           Total Amount ($)

I. Salary and Wages
Project Director
Project Manager

II. Travel and Per Diem

III. Project Activities

IV. Other Direct Costs

V. Indirect Cost Rate

                          Total Estimated Costs:

          Match Contributions
           Item                                               Total Amount
                                              Grand Total:

           1. “Units” may be for example the number of months (for staff’s salaries, rent, etc.) or the number
               of items (for supplies, trainings, etc.).

                                                                The CIRCLE Project
                   Community-based Innovations to Reduce Child Labor through Education

       2. Salaries should be based on a staff person’s total annual rate, with a certain number of units
          (months or weeks) charged to the proposed project. Consultants may be budgeted in days, weeks,
          or months, as appropriate.
       3. Fringe benefits may be charged in proportion to staff time or may be counted as match to the
          project (see below): in any case, NGOs must show that they are in compliance with Sierra Leone
          regulations regarding provision of fringe benefits (i.e. employee social contributions, leave time,
          and others) for staff.
       4. Travel costs directly relevant to project implementation may be budgeted. Airfares may be
          economy class only. Per diem payments may not exceed those approved by the U.S. Government.
       5. NGOs will need to open and maintain a separate bank account for CIRCLE and should budget for
          any anticipated bank fees.
       6. NGOs will be required to send reports/receipts to Winrock every-other-month, and may do this
          either via DHL or other secure mail service, OR by scanning and e-mailing all documents. NGOs
          should budget for either DHL costs or for a basic scanner if necessary.
       7. Organizations are encouraged to budget for translation expenses if relevant to their project.
       8. VAT taxes cannot be included in the budget, but can be considered as match.

Match Funding Policies and Procedures
Since the CIRCLE project is funded by the U.S. Government, it is subject to its financial rules under the
Code of Federal Regulations (CFR). Match is referred to as any project or program costs not borne by the
U.S. Federal Government. There are several types of match that can be provided, including volunteer
services furnished by professional and technical personnel, consultants and other skilled and unskilled
labor that may be counted as cost sharing or matching if the service is an integral and necessary part of an
approved project or program, in-kind donations, and other direct funding from the subcontractor.

The following basic requirements must be met in order for contributions to be considered as match:
   • Verifiable from the recipient’s records.
   • Not included as contributions for any other U.S. federally-assisted project or program.
   • Necessary and reasonable for proper and efficient accomplishment of project or program
   • Allowable under the applicable cost principles.
   • Not paid by the U.S. Federal Government under another award, except where authorized by
        Federal statute to be used for cost sharing or matching.
   • Provided for in the approved budget.
   • Conform to other provisions of CFR Section 226.23 Cost Sharing or Matching, as applicable.6

    Please see the following website under the section titled, Cost Sharing or Matching, for the full text of all required
            conditions. <>.

                                                                  The CIRCLE Project
                     Community-based Innovations to Reduce Child Labor through Education

CIRCLE Subcontract Proposal, 2006


Must be completed in English

This financial and administrative component is designed to determine the ability of the organization to manage a
project, and a programmatic technical component to outline the programmatic and budget activities. As a
component of the RFP, prospective organizations must provide financial and administrative information
concerning their management policies. This information assists Winrock International in determining the
management capabilities of an organization and remains confidential. This score for measuring institutional
capacity will be largely based on the content of the questionnaire. This section is scored separately from the
technical section of the application.

SubContract Questionnaire for Applicants

                                 (Please attach copies of Registration Documents)

Section A: General Information

Legal Name of Organization: ____________________________________________

Contact Person: ______________________________________________________

Mailing Address:______________________________________________________

Street Address (if different than above): ____________________________________

Telephone Number: __________________________

Facsimile Number: ___________________________

E-mail Address: _____________________________

Website Address: ____________________________

    1. What type of organization are you? (check all that apply)

        Profit                                       Non-Profit

        NGO                                          Governmental

        Other (please explain) _________________________________

   2.     Is your organization legally registered?          No           Yes

        If yes, when and where was your organization registered?
                                                               The CIRCLE Project
                  Community-based Innovations to Reduce Child Labor through Education


 Please provide a copy of your organization’s registration certificate.

 Enclosed                                Not enclosed (please explain)


  3. What is your organization’s tax status?

   Exempt                                Non-Exempt

    Please indicate your tax ID number: __________________________________

  4. Is your organization affiliated with any other organization?

       No               Yes (please explain)


   5. Please list the names of the following individuals (provide an organizational chart if possible):

   Chairman ___________________________________

   President/Executive Director: ________________________________

   Chief Financial Officer: _____________________________________

   Bookkeeper/Accountant: ____________________________________

   Treasurer: ___________________________________

   Secretary: ___________________________________

Section B: Financial Information

   1. Enter the beginning and ending dates of your organization’s fiscal year:

   From (month/day): ________________ to (month/day): ___________________

   2. Please complete the requested information (provide a copy of your most recent financial reports):

   Current year information (indicate period): _________________

   Revenues: _______________________ in local currency
                                                              The CIRCLE Project
                 Community-based Innovations to Reduce Child Labor through Education

   Expenses: _______________________

   Assets: _________________________

   Liabilities: _______________________

   Prior year information (indicate period): _____________________

   Revenues: _______________________

   Expenses: _______________________

   3. Of your current year funding, how much comes from the following sources:

   U.S. Government Funds (*) _________________________________

   National/Provincial/Local Government Funds (specify level) ______________________

   Private Foundations ______________________________________

   Contributions/Membership Dues: ____________________________

   Seminars/Conferences: _____________________________________

   Publications: _____________________________________________

   Non - U.S. Sources: ________________________________________

   Other Sources: ____________________________________________

   (*) Please indicate the U.S. Government Agency (state run public authorities) financing your organization and
   amount received by each agency:

   U.S. Government Funds: _________________            Amount: ________________

   National/Provincial/Local Government Funds: ____________            Amount: ________________

   Other Sources: _____________________        Amount: ________________

   4. Does your organization use indirect cost or overhead rates?

       No                              Yes (please provide a copy of your calculations)

Section C: Accounting System/Internal Controls

   1. What is your normal method of disbursing payments:

       Wire transfers                          Cash (please explain why)
                                                                   The CIRCLE Project
                      Community-based Innovations to Reduce Child Labor through Education


    2. How are your transactions recorded?

         Manual ledger system – indicate ledgers used: _______________________

         Computerized system – indicate software used: ______________________

Briefly describe how transactions are entered into your systems, i.e. preparation of request forms, purchase orders,
vouchers, etc., the approval process.


    3. Are timesheets used to record employee’s time charges?

    No                                   Yes

    4. Does your accounting system have the capacity to track multiple projects?

    No                                   Yes

    5. Does your accounting system have the capacity to track project expenses against budget line item
    No                               Yes

    6. Does your organization have a written accounting policies and procedures manual?

    No                                   Yes

    7. Briefly describe your organization’s record retention policy for financial data:


    8. On what bases are your reports issued?

         Cash basis              Accrual basis                    Modified Cash

    9. How often are financial reports prepared?

    Monthly               Quarterly              Annually                 Not prepared (please explain)


    10. Are bank accounts established in your organization’s name?

         Yes                             No (please explain)

                                                                The CIRCLE Project
                   Community-based Innovations to Reduce Child Labor through Education

   11. If required, would you be able to set up a separate bank account to handle funds received and
       disbursements made with the funds related to the sub-contract agreement?

         Yes                            No (please explain)


   12. Are monthly bank account reconciliations prepared?

         Yes                            No (please explain)


   13. Who prepares your bank reconciliations? _______________________________

   Does this person also issue and/or approve disbursements?

         Yes                            No (please explain)


   14. Does your organization maintain a petty cash account?

      No                               Yes
   Are petty cash accounts reconciled on a monthly basis?

   Yes                          No (please explain)


Section D: Audit

   1. Are you audited on an annual basis?

   Yes (please provide a copy of your most recent audit)

   No (please provide a copy of your balance sheet and financial statements)

   2. How often are audits performed? ___________________________

   3. Do you have an internal auditor on staff? _____________________

   4. Have any audits had relevant findings reported?

         No                                     Yes

         If yes, please provide a copy of the findings, recommendations and management’s response.

This questionnaire must be signed and dated by organization’s director AND an authorized person who has either
completed or reviewed the form; two different persons.
                                                                The CIRCLE Project
                   Community-based Innovations to Reduce Child Labor through Education

Printed name: _________________________________

Signature: ____________________________________

Title: ________________________________________

Date: ________________________________________

Printed name: _________________________________

Signature: ____________________________________

Title: ________________________________________

Date: ________________________________________


Attached documents:
    1. State Registration Certificate
    2. Balance Sheet
    3. Income/expenses Report
    4. Recent Audit Report (if any)
                                                                                                The CIRCLE Project
                                                   Community-based Innovations to Reduce Child Labor through Education

Appendix I. CIRCLE Logical Framework and M&E Plan
Step 1: Please complete this Logical Framework based on your project proposal.

             Narrative Summary                        Objectively Verifiable Indicators                           Means of Verification               Assumptions
Goal (Same goal for all CIRCLE proposals)

Children at risk of child labor are educated in       Not Applicable (N/A)                                       N/A                      N/A
subcontract funded activities in target
Objective (Proposal Purpose: pick only one)               Indicators (If objective is No.3 or 4, you must use    NGOs must identify how   Assumptions Affecting the Purpose
                                                          these indicators. If not please develop a set of       information will be      to Goal Linkage
1). Educational and/or child labor policy issues          indicators that correspond to your chosen objective)   gathered.
are addressed.
                                                                                                                                          Subcontractors will identify the other
                                                              Number of children withdrawn or prevented
                                                                                                                                          factors required in their specific
2). Long-term sustainability of educational child             from child labor who are enrolled in educational
                                                                                                                                          situation to achieve the subcontract
labor prevention initiatives ensured.                         programs
                                                              Number and percentage of children who are
3). Local formal and/or informal education                    retained in educational programs as a result of
systems, programs, and/or facilities improved.                the project
                                                              Number and percentage of children who
4). Awareness of parents and community                        complete an educational program in which they
members raised concerning the hazards of child                are enrolled by a CIRCLE subcontractor.*
labor and the importance of enrolling and keeping
children in school.

Sub-Objectives (Outputs)                                                                                                                  Assumptions Affecting the Output
Subcontractors will specify how they will achieve     Subcontractors will specify indicators that will                                    to Purpose Linkage
the subcontract objective(s). This is equivalent to   demonstrate whether their sub-objectives have been
“sub-objectives” for most projects. Some shorter      achieved.                                                                           Subcontractors will identify the other
projects will not have a level here but will skip                                                                                         factors required in their specific
this row and go straight to activities below.                                                                                             situation to achieve the subcontract
Activities (Inputs)                                                                                                                       Assumptions Affecting the Input to
Subcontractors will specify the activities required   Subcontractors will specify indicators that will                                    Output Linkage
to produce their project’s Outputs.                   demonstrate whether their Activities have been achieved.                            Subcontractors will identify the other
                                                      These are equivalent to “monitoring indicators” and are                             factors required in their specific
                                                      optional.                                                                           situation to achieve the subcontract
                                                                                       The CIRCLE Project
                                          Community-based Innovations to Reduce Child Labor through Education

Step 2: Please complete this Monitoring & Evaluation plan based on your Logical Framework. To complete the first column of the plan, enter
each indicator found in the second column of the Framework, above. (See also the notes following the M&E plan.)

                                                                    Explanation of data                  Timeline and Process for Data Collection
                        Explanation of indicator     Unit of        source for indicator    Frequency & Schedule     Staff/volunteers to        Staff to
       Indicator                                   measurement                                for data collection       collect data     manage/analyze data

  1. Indicators show how each objective will be measured. Winrock recommends choosing no more than 2-3 impact indicators for each objective, since
     measurement is often intensive. Indicators should be clearly written and measurable.
  2. Explanation of indicator: a narrative description of what the indicator means, with any additional details. You may include mention of why you chose the
     indicator or how it will be useful.
  3. Unit of measurement: a percent, true number, sample size, etc.
  4. Data source: where the indicator data will come from (e.g. community or child surveys, school attendance records, trainings, etc.)
                                                                                         The CIRCLE Project
                                            Community-based Innovations to Reduce Child Labor through Education

   5. Timeline and process for data collection: describe when – any by whom – the data on each indicator will be collected. Verify that your plan for
      collecting data is consistent with the necessary staffing, that the timeline for data collection is clear (such as monthly, quarterly, etc.), and that your budget
      reflects the resources needed for data collection. In your proposal you should describe the project staff members (or community members or other partners)
      who are responsible for the various steps in the data collection and data analysis processes. “Data analysis” refers to the process for using the indicator data
      collected, and integrating it back into activity planning.

For more guidance please see tools at the bottom of the webpage
                                                           The CIRCLE Project
              Community-based Innovations to Reduce Child Labor through Education

                           Checklist for Submitting a Complete Proposal

Winrock International has developed a checklist to assist NGOs in submitting a complete CIRCLE

   Complete Application Contains the following and or/meets the following criteria:

               Cover Sheet

               2-page Executive Summary in English

                Two hard copies of the completed proposal, including the Technical Proposal and Budget
     (Section I) and Financial Questionnaire (Section II), as outlined in the RFP

               An electronic version of the full proposal (Sections I and II) submitted by e-mail

               Innovations are clearly described

               Logical Framework and Monitoring & Evaluation Plan

               Budget is tied to project description, activities, staffing and workplan

               Sufficient match contribution

               Audit reports

               Registration certificates

               Documentation on indirect cost rates if used by the NGO

               Application mailed in time to arrive by the deadline

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