Frequently Asked Questions – Call for Proposals: Promotion of Rural Economic Development in the Dry Corridor of Honduras

This document aims to answer those questions that Foreign Affairs, Trade and Development Canada (DFATD) is most likely to be asked with regard to the Honduras bilateral program’s call for proposals on Promotion of Rural Economic Development in the Dry Corridor of Honduras (PREDRY). DFATD will not answer detailed questions about individual proposals or situations.

Questions related to this call for proposals must be emailed to callforproposals.honduras@international.gc.ca. Answers to the questions will be posted on this page.

Please note that DFATD will only accept questions from potential applicants until June 25, 2015, at 11:59 pm Eastern Daylight Time (UTC-4). DFATD will not answer any questions received after that date.

The application form states that “projects must be a minimum of four years and a maximum of six years in duration.” However, the automatic tables inside the form (table 4 and table 7) do not allow for more than five DFATD fiscal years. How should proposals exceeding 5 years in duration be presented?

If the proposal is for 6 years, please divide the total budget by 5 years and note this within the application.

Where the proposal is presented by an international, non-Canadian organization, can we replace the word “Canadian” by “international” in the budget structure table?

Yes, the word “Canadian” can be replaced by “international” in the budget table.

Can you please tell us what constitutes the length of a page in the application form, in either word count or character count (and specify character count with or without spaces)?

Please refer to the official page counter at the top of the application form. This page counter counts characters as they are entered in the various tables and text boxes within the form, and performs a calculation that provides a page count. The page counter is the true indicator of the number of pages, and applicants should not exceed the number of pages allowed in the form. The content already in the application form when applicants download it from the DFATD website is not counted in the total page count allowed.

Must all supporting documentation required as part of the application package (e.g. country annexes, local partners of intent forms, letter of incorporation) be submitted before the application closing date?

Yes. For an application to be considered eligible, organizations must include all of the required supporting documentation requested on page 5 of the application form by the closing date of the call. Failure to provide all of the required information by the closing date will result in the rejection of the proposal.

Is there a limit to the overhead rate that international or local organizations may claim as allowance to cover the indirect/overhead costs related to an initiative?

Yes. Although the overhead rate will be negotiated on a case-by-case basis with international or local organizations whose proposals have been selected, the calculation of the rate shall follow the principles of the Overhead Compensation Policy and not exceed the overhead rate applicable to Canadian organizations as defined in the policy.

How do you define "international organizations" in your eligibility criteria?

For the purposes of this call, "international organizations" are those that are neither Canadian nor Honduran: they may be multilateral or third-country organizations. All eligibility requirements apply to all applicants.

Is an organization allowed to submit a proposal if it already has one or more active projects or proposals under review with any division of DFATD?

Yes. An organization may submit a proposal even if it has one or more operational projects or proposals under review with any division of DFATD, including divisions of Americas Branch.

Will there be other calls for proposals?

Yes, though not necessarily for Honduras. Any further calls for proposals will be posted on DFATD’s Calls for Proposals page (RSS Feed ). This page should be checked regularly.

If I submit a proposal in response to this call for proposals, will this prevent me from submitting proposals in future?

No. Submitting a proposal in response to this call for proposals will not prevent your organization from submitting proposals in response to future calls or to another selection mechanism, such as an unsolicited proposal.

How many times may an organization directly apply in response to the call for proposals on Promotion of Rural Economic Development in the Dry Corridor of Honduras?

Organizations may directly apply only once, whether individually or as a consortium’s lead organization.

Is there a limit to the number of applications an organization may be part of as a non-lead member of a consortium?

No. There is no limit to the number of applications an organization may be a part of as a non lead member of a consortium. However, the organization must be capable of carrying out the work in all the proposals in which it agrees to take part, and of doing so simultaneously in the event that all or some of those proposals are accepted.

Are international organizations or entities eligible to apply, whether as a single applicant or as a member of a consortium?

Yes. International organizations or entities that meet all the applicable eligibility requirements may apply, whether individually or as a member of a consortium, including as a lead partner. There are fewer eligibility requirements for non-lead partners in a consortium.

Are private sector organizations, universities, colleges and volunteer-sending organizations eligible to apply?

Yes. Any organization, entity or institution (academic, non-governmental or private sector) that meets the eligibility requirements set out in the application form may apply. Please consult the Eligibility Requirements section of the Application Form.

Are United Nations organizations eligible to apply as part of a consortium or as a lead organization?

Yes. See Question 6.

Is it possible to submit a joint application or an application as a member of a consortium?

Yes, as long as the lead organization of the consortium meets all of the eligibility requirements. Please see the Eligibility Requirements section of the PREDRY application form.

Must organizations submit their legal documents with the application or can they provide them after they have been selected?

All documents related to the eligibility requirements must be submitted with the application form for the application file to be complete. Failure to provide all required information and documents on time could result in the rejection of the application. Legal documents need not be originals.

Are the Anti-Corruption Declaration, the Declaration Regarding Outstanding Debts Due to Her Majesty and the two financial statements produced over the 30 previous months required only from the lead applicant of the consortium?

Yes. The lead partner of a consortium must meet all of the eligibility requirements, including providing the Anti-Corruption Declaration, the Declaration Regarding Outstanding Debts Due to Her Majesty, proof of its legal status and the two financial statements. The remaining members of the consortium need only provide proof of their legal status in the country in which they are registered.

What additional documentation/information could DFATD require for a fiduciary risk assessment of organizations selected under the initiative?

The information/documentation that could be required for a fiduciary risk assessment of an organization includes, but is not limited to, the following: mission and mandate statements (vision and goals/objectives and other relevant information); roles and responsibilities of Executive Committee members; the organizational chart; annual or activity reports; merit assessments; independent evaluation reports; regulations; a strategic/business plan; the oversight structure/framework; the anticorruption policy/statement; the code of ethics; contracting policies, practices and procedures (at headquarters and in the field); and compensation and benefits policies.

Does the deadline for submission require a full proposal or can a concept paper be submitted by this date and a full proposal submitted later?

Concept papers will not be accepted. The duly completed application form and all the requested information must be submitted by the deadline. Otherwise, the proposal will be rejected.

Is the call for proposals a tender in which all applications will be opened at the end of the tender and assessed on merit, or will the applications be assessed on a first come, first served basis?

The call for proposals is not a tendering process. After the deadline for submissions, DFATD will assess, on a comparative basis, all the proposals that meet the eligibility requirements.

What is meant by “fiscal year” in Canada?

In Canada, the fiscal year runs from April 1 to March 31.

Is the applicant organization required to provide a contribution?

Although the applicant organization is not required to provide a contribution, it is strongly encouraged to do so.

What do you mean by in-kind contribution?

The in-kind contribution is related to material goods, services or time to which a dollar value can be attributed that would otherwise be acquired and paid for by the organization. To be eligible, the in-kind contribution must be provided for eligible direct costs and contributed at no cost or other compensation. The in-kind contribution must be based on a fair value. Fair value is an amount agreed upon by informed parties dealing at arm's length in an open market. Its valuation must be accepted by DFATD. The in-kind contribution must be identifiable, verifiable and auditable throughout the initiative’s life cycle.

Is unpaid overtime worked by salaried employees of an organization considered an in-kind contribution?

No. DFATD does not recognize unpaid overtime worked by salaried employees of the organization, or any other person working on the project, as an in-kind contribution.

What details are required to justify the eligibility of in-kind contributions?

The Cost-sharing section of the application form provides the details required for justifying an in-kind contribution.

Is time worked by volunteers or interns considered an in-kind contribution?

Time worked by volunteers or interns may be considered an in-kind contribution, as long as sufficient details are provided to justify its eligibility, that is, the type of volunteer or intern, the number of days, the value per day and the method used to calculate the assigned value per day.

What are the eligible costs for volunteers?

The eligible costs for volunteers are transportation, accommodation, meals, incidental expenses related to emergency health insurance for travel abroad, vaccinations and visas.

Is there a minimum budget requirement for total project cost?

DFATD plans to contribute a minimum of five million dollars (C$5,000,000) and a maximum of twelve million dollars (C$12,000,000) in funding per project, excluding cost-sharing contributions from applicant organizations.

Is there a preferred data source that should be used in the proposals?

There is no directive on preferred data sources. Applicant organizations should use reliable, current and appropriate data in their proposal and should cite their sources.

Can an applicant submit a proposal with some parts (such as annexes) in English and others in French?

Yes. Applicants may submit their proposals and annexes in either English or French, or a combination of the two, though the application form per se should be in only one of the two official languages of Canada.

Where can I get information on current activities funded by DFATD in Honduras?

The Project Browser on DFATD’s website contains general information on initiatives funded by the department in countries eligible for development assistance, including Honduras.

Can organizations suggest changes to the logic model?

The ultimate outcome and intermediate outcomes for this program are set and cannot be changed, though an additional intermediate outcome may be proposed. The projects must align with the ultimate outcome and help achieve at least one of the intermediate outcomes. Organizations are responsible for proposing components of the immediate outcomes, outputs and logic model activities in order to help achieve the intermediate outcomes and the ultimate outcome.

Section 2.3 of the application form says that we must indicate our targets with respect to the performance measurement framework. However, if we have not yet collected the baseline data, how can we be expected to set realistic targets?

The performance measurement framework (PMF) provided as part of the application will be considered a draft. If the applicant’s proposal is selected, the PMF will be finalized during the inception phase. That being said, applicants should provide an estimate of total project beneficiaries in their proposals.

When will DFATD announce its decision to the successful applicants?

Once the process for assessing and selecting proposals has been completed, DFATD will inform the organizations by email of a decision concerning their proposals.

In the section in which the applicant must provide examples of experience, can ongoing or current programs be listed? Does a program have to be completed in order to be considered experience?

In Section 9.3 of the application form, including Table 8, the examples may be from relevant current or past experience. The applicant must demonstrate how it has actually dealt with requirements similar to those in the proposed initiative.

What are the boundaries of the Dry Corridor of Honduras?

The Dry Corridor of Honduras is contained within the departments of Francisco Morazán, El Paraíso, Choluteca, Valle, La Paz, Lempira, Intibucá, Ocotepeque, Copán and Santa Bárbara.

Does the entire project need to be located within the Dry Corridor?

Yes. The project must be entirely located within the Dry Corridor.

Have any priority areas been defined within the Dry Corridor for this call for proposals?

No. There are no priority areas that have been defined within the Dry Corridor for this call for proposals.