Frequently Asked Questions – Call for Proposals for Improving Maternal and Newborn Health in Underserved Areas in Tanzania

This page serves to answer the questions that the Department of Foreign Affairs, Trade and Development (DFATD) is most frequently asked that apply to the Tanzania Program’s call for proposals: Improving Maternal and Newborn Health in Underserved Areas in Tanzania. The Department will not answer detailed questions about individual proposals or situations.

Questions related to the call Improving Maternal and Newborn Health in Underserved Areas in Tanzania must be emailed to the following email address: maternalnewborn.tanzania@international.gc.ca. Answers to the questions will be posted on this page.

Please note that DFATD will respond to questions received from potential proponents until 4:00 p.m., Eastern Daylight Time (UTC-4), on July 31, 2015 , that is, two weeks before the process closing date. DFATD will not answer any questions received after that date.

The guidance in Section 8.1.1 of the application form says “DFATD’s contribution agreements require that the total subcontracting by the recipient not exceed 20 percent (20%) of the total value of DFATD’s contribution.” Are non-lead consortium members considered to be “subcontractors”?

The amounts subject to the 20-percent ceiling are those covered by a contractual relationship between the lead organization and the person or organization providing the service. If, for example, a consortium member makes an employee available to work on this initiative but there is no contractual relationship, the cost of that employee is allocated under the remuneration budget lines and is not subject to the 20-percent ceiling.

Is “remuneration” for employees intended to include all benefits, whether for local employees in Tanzania or for employees outside Tanzania?

Yes. “Remuneration” for all employees is intended to include all benefits, whether for local employees in Tanzania or for employees outside Tanzania.

In the case of individuals who are not directly hired employees in Tanzania but who work on the project as consultants, should their costs be listed under “local subcontractors”?

Yes. Where there are individuals who are not directly hired employees in Tanzania but who work on the project as consultants, their costs should be listed under “local subcontractors.”

When calculating “travel costs,” what should be included? Anything in the project that is travel-related or only the travel of employees? For example, the training programs in our proposal include travel costs for participants in the training programs. Should these costs be included in “students and trainees training costs” or in “travel costs”?

Anything in the project related to travel and travel expenditures, even if the travel is for training purposes, should be included in “travel costs.”

If the project is providing stipends and training to health workers (AMOs, nurse midwives, CHW, etc.) employed by the recipient country government, should these costs be listed under “recipient country government employees” or under the training categories?

The following are examples of costs that should be listed under “recipient country government employees”: local transportation costs and living expenses while travelling incurred by government employees of the recipient country who have been identified by the recipient country to either receive training or work with project personnel for the purpose of the project. (The contribution should not be used to reimburse fees or salaries of government employees of the recipient country.)

Can you provide examples of what constitutes “other training costs”?

“Other training costs” include actual and reasonable costs related to training sessions, course development, consultations (such as those requiring off-campus classroom space rentals), computer and networking equipment, books, manuals, course materials, translation of courses and materials, meeting costs and any other expenses required to implement training-related activities that are not included in the preceding examples.

Can you provide examples of what constitutes “other direct costs”?

“Other direct costs” include any other direct project costs required to implement the project that are not included in other categories. Usually, there should be nothing in this category, since it is for exceptional expenditures.

Post-award, will the recipient be required to provide financial data by activity as per the budget table in section 8.1.2 of the application form?

Yes. Post-award, the recipient will be required to provide financial data by activity as per the budget table in section 8.1.2 of the application form.

Are applicants required to submit a detailed budget in Microsoft Excel to support the online application form’s summary budget tables? If so, must the detailed budget be broken down by activity?

No. Applicants are not required to submit a detailed budget in Microsoft Excel to support the online application form’s summary budget tables for their submission in response to the call for proposals. However, a detailed budget will be required later on, following an award.

The guidance in Section 8.1.1 of the application form says “DFATD’s contribution agreements require that the total subcontracting by the recipient not exceed 20 percent (20%) of the total value of DFATD’s contribution.” Could you clarify whether this means that each sub-recipient partner may receive only 20% of the total budget or whether all sub-recipient partners may together receive only 20% of the total budget?

The total subcontracting shall not exceed 20 percent of the total value of DFATD’s contribution.

Does DFATD policy on indirect costs allow for the application of a prime contractor’s indirect cost rate on sub-budgets, even if those sub-budgets are also charging indirect costs?

The DFATD sub-budget line items should include the total costs even if the subs (prime contractor in this case) are also charging indirect costs.

When completing Table 6 (Budget by Activity), are we supposed to include indirect costs and project administrative support? We are approaching the exercise with the understanding that the grand totals in tables 5 and 6 should match. Is this correct?

Budget tables 5 and 6 serve different functions in presenting the financial information relating to an initiative. Table 5 (Budget by Eligible Cost) offers details by type of expenditure, whereas Table 6 (Budget by Activity) is used to demonstrate the allocation of the budget to the proposed activities of the initiative. The total budget of the activities in Table 6 must equal the total cost of the initiative (Table 5), excluding indirect costs.

For Table 7, the percentages are not calculating automatically as the instruction says they should. How do we fix this?

To fill out Table 7, the summary budget, first add as many columns as necessary to enter budget information per fiscal year for your initiative. Enter dollar amounts across the “overall initiative budget” row for each fiscal year of the initiative. The total amount at the end of the row will calculate automatically. Next, enter dollar amounts across the “DFATD’s contribution” row, in the space above “0.00%,” for each fiscal year. Again, the total will calculate automatically, as well as the percentages. Continue entering dollar amounts in the “applicant’s contribution” and “other organizations’ contributions” rows as applicable. When the table is complete, the percentages in each column should total 100 percent.

I am unable to download the application form found on the web page, even though I have the most recent version of Adobe. What do I do?

Some applicants have difficulty downloading the application form using certain browsers, such as Chrome, Firefox or Safari. Applicants do succeed when they use the most recent version of Internet Explorer.

Some browsers are equipped with an integrated PDF viewer that is the default when users click on a PDF link. However, these browsers’ default parameters do not let you open the application form. In these cases, we recommend that you download the file you want instead of clicking on the link. To do this, right click on the application form link, select "Save Link As," then save the form on your desktop (or elsewhere in your system). You should then be able to open the PDF document from where you have saved it.

In other circumstances, you may have to adjust the plug-in settings on your browser that control interaction with Adobe Acrobat Reader. Please consult the following link on the Adobe website: https://helpx.adobe.com/acrobat/kb/pdf-browser-plugin-configuration.html.

DFATD’S guidance on salaries states “program/project salaries actually paid by the organization to their personnel (Canadian, local, or in any other country as accepted by DFATD) and related fringe benefits allowed under the agreement.” At this time, does DFATD foresee authorizing the payment of salaries of staff who would be based in the U.S. but supporting the project in Tanzania?

DFATD will reimburse daily rates actually paid by the organization to its employees for time actually worked on the implementation of the project.

We are building the first stand-alone pediatric hospital in Tanzania. We raise funds from the U.S. and Canada has donated substantially. All our funds run through International Health Partners-US to International Partners-JEMA-TZ. Our question is: Is our application received by International Health Partners-US or International Health Partners-JEMA-TZ? Is there a problem if it goes to our NGO in the U.S.?

This call for proposals is open to Canadian, international and local organizations, including private sector organizations. Organizations that submit a proposal must be registered or have proof of their legal status in Canada. Only organizations that meet all of the eligibility requirements listed on the application form will be considered under this call for proposals.

How should one enter data into the logic model (LM) section of the application form without the document becoming corrupt and unsavable? What should one do in this instance?

Proposals must follow application guidelines, and use the application form. You can draft answers in a Word document and then copy and paste the text into the appropriate sections of the application form, or work directly in the form. It is not possible to convert the PDF application form to Word.

Are we expected to simply fill out the provided form or do we create a new document altogether? We have attempted to simply fill in the boxes of the form, but are unable to convert the PDF document to Word. Any suggestions?

Proposals must follow application guidelines, which means applicants must use the application form. Proposals that do not use the application form will not be considered. You can draft answers in a Word document and copy and paste the text into the appropriate sections of the application form, or you can work directly in the form. It is not possible to convert the PDF application form to Word.

a) Can an organization request more than eight (8) million Canadian dollars (C$8,000,000) if it has never managed DFATD funding before?

b) If the other member of the consortium has prior experience in managing DFATD funding, can the consortium apply for more than $8 million?

a) & b) The proponent or lead organization of the consortium must meet all of the eligibility requirements in order to submit a proposal. Please see the ‘Eligibility Requirements’ section of the application form.

We will apply as a consortium. Where can we put the information for all consortium members (partners)? Looking at 9.1–9.3 it seems to relate to the lead applicant only. Can you please indicate where we can include this information on the other partners within the application form, or should this information be put in a separate annex?

For Section 9.0, “Organization’s Ability Relevant to the Initiative”, the word “Organization” also refers to a consortium in its entirety. The consortium applicants determine how they wish to respond within the application form.

Can DFATD explain how section 6.1 Governance and section 10.0 Government Alignment and Ownership differ?

In “Section 6.1: Governance”, proponents are expected to draw attention to the governance issues relevant to the scope of the initiative, including opportunities, gaps, and planned mitigation measures. Please consult DFATD’s Strategic Paper on the Crosscutting Themes for Canadian International Assistance: Governance.

In “Section 10.0”, proponents are expected to demonstrate how the project would be aligned to, and support, the Government of Tanzania’s national plans, strategies and priorities to improve maternal and newborn health.

1) Referring to Table 8 - Examples of current or past initiatives, under section 9.3 of the application form: When proposing as a consortium, can we provide examples of initiatives of all consortium partners or only of the lead proponent?

2) Referring to 8.1.1 Guidance section: How does DFATD define the second bullet: Profit by the recipient is not allowed, in accordance with the Transfer Payment Policy. Looking at the links provided (e.g. http://www.tbs-sct.gc.ca) it is, however, not clear how profit is being defined. Can you kindly inform us how profit by the recipient is being defined?

1) For section 9.3 of the application form, all consortium partners can provide examples of initiatives.

2) DFATD will only reimburse the eligible and actual expenditures incurred by the recipient under the terms and conditions of the Contribution Agreement.

The application form does not allow us to add indicators under the Ultimate Outcome of the Performance Measurement Framework (PMF); what can we do?

Applicants can provide additional information in Section 2.2 Narrative description of the logic model.

1) a) What is the definition of a “Canadian organization”?

b) Is an international organization/company with a legal entity in Canada considered a Canadian organization under this call for proposals?

2) One of our consortium partners is a supplier of goods and services, and would like to provide its goods and services for this project taking into account the no-profit rule related to the costs.

a) Could you please confirm whether this partner needs to offer its goods and services against actual costs?

b) Could you please define “actual costs”? How should we calculate the actual costs of goods and services?

1) a) A Canadian Organization is an organization that has been legally incorporated or otherwise constituted under the provincial, territorial or federal laws of Canada, and has its main place of business in Canada.

b) This call for proposals is open to Canadian, international and local organizations, including private-sector organizations. Organizations that submit a proposal must be registered or have proof of their legal status. A “Canadian organization” must be an organization that has been legally incorporated or otherwise constituted under the provincial, territorial or federal laws of Canada and has its main place of business in Canada.

2) a) In Annex 2 of the application form, there is information on eligible costs. Section 1.9 states the following: “Exclusion of Organization's Profit: The Organization shall not include profit, directly or indirectly, in the calculation of remuneration or fees or in any other of the costs detailed in the Initiative Budget, except, but subject to subsection 1.4 of this Part, when the profit is included in a Sub-agreement or Subcontract deemed acceptable by DFATD with Subcontractor(s) that are a for-profit entity into which the Organization does not hold any direct or indirect interest, and the Organization and the Subcontractor(s) have an Arm's Length Relationship as defined in the General Terms and Conditions.” In the event of an audit, the proponent would need to demonstrate that it complies with Section 1.9 of Annex 2. The proponent would need to demonstrate that the cost of goods and services procured does not include a markup that could be considered to be profit by an auditor.

b) Based on DFATD`s Overhead policy, costs are defined as direct or indirect. You will find the definition for both below:

Direct program/project costs

Direct program/project costs are those costs which are actually disbursed and are directly related and considered a necessary expenditure in executing the program/project.

Indirect/overhead costs

Indirect costs are those costs that cannot be obviously traced to a specific program/project. This means all indirect costs associated with the organization’s Canadian office(s).

The old application form allowed for 25 pages, whilst the new application form allows for 31 pages. What is the allowed number of pages?

The allowed number of pages is 31 in the English application form and 36 in the French application form.

Under 1.11x) of annex 2, it is written that “Costs related to non-authorized accompanying family members” are one form of illegible costs. What do you mean by non-authorized accompanying family members? Are children and partners regarded as non-authorized family members? Who takes the decision if a family member is authorized or not?

For questions related to accompanying family members, please read the Technical Assistance Handbook.

a) Will Canada continue to contribute to the UN’s health sector activities through UNDAP II? If so, will UN agencies be seriously considered for funding under this MNCH call for proposals?

b) Is this call for proposals an extension of the first Muskoka initiative, or are new organizations encouraged to apply?

In response to questions a) and b), all organizations are encouraged to apply.

Can a proponent who is not based in Tanzania submit a proposal for a project facility that is not located in Tanzania?

No. This call is specifically for underserved areas in Tanzania. The lead proponent must meet all of the eligibility requirements. Please see the “Eligibility Requirements” section of the application form.

Is there a specified date for successful applicants to start implementing the project?

No. The project start dates will be negotiated with the selected applicants once the funding decisions are communicated.

Would non-lead members of a consortium count as subcontracts? Would they therefore have to comply with the 20-percent maximum requirement for subcontracts?

To be considered under the 20-percent ceiling, a contractual relationship must exist between the lead organization and the person/organization providing the service. For example, if a consortium member makes available an employee to work on this initiative, there would not be a contractual relationship between the employee and the lead organization, and the cost for that employee would need to be allocated under the remuneration budget lines.

Under the “Eligibility Requirements” section, there are three fields that will accept text: “Experience in the health sector in Tanzania,” “Minimum and maximum value of projects” and “Minimum and maximum duration.” Is any information being requested for these fields?

Yes. Proponents should demonstrate their eligibility by responding adequately to the requirements of these fields (as described in the guidance for each) in order to be considered for this call for proposals.

There is an eligibility requirement that applicants have a minimum of five years’ experience implementing health projects in Tanzania, and one of these projects must have a budget of at least C$2 million. Must this be a completed project? Would a current project with a budget of C$2 million and strong reporting on project outcomes to date suffice? When must this project have been implemented: within the past 5–10 years?

The proponent organization (or a member of the consortium) must have at least five (5) years of experience in managing, delivering and achieving proven results in health initiatives in Tanzania, with at least one project having a value of at least C$2 million.

Do applicants have to send all documents in one email?

No. Due to size limitations (20 MB per email message), applicants can send required documents in separate emails to maternalnewborn.tanzania@international.gc.ca. Applicants should indicate the call for proposals title, lead organization's name, and number of the email in the subject line (for example, Promoting the Advancement of Women and Girls' Rights and Empowerment in Afghanistan, organization name, email 1 of 2). Please note, all documents must be submitted before the closing deadline of October 22, 2015, 3 p.m. Eastern Time (UTC-4).

My project will have negligible environmental risks but according to the EIP Screening Tool, it falls under Category B. Can I just proceed as if it were listed under Category C?

No, the list of activities under Category B was formulated with the knowledge that there are often both risks and opportunities for environmental sustainability in those areas, whether or not environment is the focus of the initiative. Please answer all questions so that your initiative can be assessed.

Can DFATD assist us in finding partners [and/or] forming a consortium to apply for funding?

No. Potential applicants are responsible for finding and forming their own partnerships.

Is there any option for proponents to include a percentage of total direct program costs for public-engagement activities in Canada?

Proponents may include a percentage of total direct program costs for public-engagement activities in Canada for this call for proposals.

Although the proponent organization is not required to provide a contribution, could DFATD suggest what would be an acceptable contribution in terms of matching funds?

Although the proponent organization is not required to provide a contribution, it is strongly encouraged to do so. There is no minimum contribution by the proponent that is considered acceptable. The size of the contribution by the organization is one of many factors that would be considered in an assessment of a proposal.

What conditions apply for private-sector parties in the framework of this call for proposals? Do any threshold criteria apply for private parties?

The lead organization of the consortium must meet all of the eligibility requirements. Please see the "Eligibility Requirements" section of the application form.

Does our consortium and our project outline fit your call for proposals?

DFATD does not provide guidance to individual proponents on their specific proposals. Applications for funding from eligible applicants will be assessed by DFATD after the deadline of August 14, 2015. It is the responsibility of the applicant to ensure that they meet all eligibility requirements as detailed in the call page and application form for this call for proposals.

Table 5 in section 8.1.1 lists as eligible-cost categories the remuneration of the organization’s employees in Canada and overseas, including "employees based in Canada and on short-term assignment overseas," "Canadian Personnel on long-term assignment overseas," and "Canadian subcontractors," but there are no lines for non-Canadian staff or subcontractors. Should we rename those lines or add new lines for our U.S.-based staff/contractors?

As this call for proposals is open to both Canadian and non-Canadian applicants, please ignore the terms "Canadian" and "Canada" in Section 8.1.1, Table 5, if the applicant organization is not Canadian. The applicant should show clearly in the budget the remuneration costs of all staff and subcontractors, whether local or based outside of Tanzania. In Section 9.1 of the application, the applicant should make it clear that it is not Canadian and would not have project staff based in Canada.

Our organization merged with another organization that has eight years of maternal-health experience in Tanzania. However, the merged entity kept our tax identification number. For which organization should we submit the two audited financial statements (as per the eligibility requirements on page 2)?

In the case of a newly merged entity, the audited financial statements of both entities before the merger should be provided.

Does DFATD have a list of what it considers to be underserved districts in Tanzania?

The Government of Tanzania has identified the areas of geographic focus in its Sharpened One Plan as the Lakes and Western Zones where there is the highest maternal, newborn and child mortality. These zones include the following regions: Kagera, Geita, Shinyanga, Mwanza, Simiyu, Mara, Kigoma and Tabora. Underserved regions and districts may not be limited to those listed in the Sharpened One Plan. Proponents are encouraged to consult with the Government of Tanzania on which regions and districts it defines as underserved.

We already started filling out the application form that was posted at the beginning of the call. Do we have to download the new form published on July 20, 2015 at 11:00 EST and transfer all of the content over?

Yes. There was a technical issue with the original version of the application form that was posted. It is in your best interest to use the new application form published on July 20, 2015 at 11:00 EST.

Can a proposal, or part of a proposal, that was submitted for the call for proposals "Partnerships for Strengthening Maternal, Newborn and Child Health", which was launched by the Partnership for Development Innovations Branch and closed on January 15, 2015, be submitted for this call for proposals launched by the Tanzania Development Program?

Yes. There is no rule restricting a proponent from submitting the same proposal, or elements of a proposal, to two different DFATD call for proposals processes. Should a previous proposal, or a part thereof, be approved for funding, the proponent should withdraw their related submission from any ongoing call for proposal process. DFATD will ensure no single approved proposal is supported through more than one funding channel.

Please provide clearer guidance on the following $2-million eligibility requirement:
"The proponent organization must have at least five (5) years of experience managing, delivering, and achieving proven results in health initiatives in Tanzania with at least one project valued at least two (2) million Canadian dollars (C$2,000,000)."

The C$2-million eligibility requirement represents the total value of a project implemented specifically by the proponent in Tanzania in the health sector. The funding for the project may come from any source.

Please define "proven results."

"Proven results" is defined as being any project results provided in an evaluation or final report.

Are organizations allowed to submit a proposal if they already have active project(s) or project(s) under review with other branches or divisions of DFATD?

Yes, DFATD is allowing organizations to submit a proposal even if the organization has a current project or a project under review with other branches or divisions of DFATD.

Are organizations allowed to submit a proposal if they already have active project(s) or project(s) under review with the sub-Saharan Africa Branch?

Yes, DFATD is allowing organizations to submit a proposal even if the organizations have a current project or a project under review with the branch or divisions responsible for the call.

Will there be other calls for proposals?

Any further calls for proposals will be posted on DFATD’s Calls for Proposals page. This page should be checked frequently.

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 you from submitting proposals in response to future calls or to another process (for example, an unsolicited proposal).

How many times can an organization apply in response to the call for proposals concerning: Improving Maternal and Newborn Health in Underserved Areas in Tanzania?

Organizations may apply only once in their name or as the lead of a consortium.

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

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

Are international organizations and non-Canadian entities eligible to apply, either as single proponents or as members of a consortium?

Yes, international organizations and non-Canadian entities that meet the eligibility requirements may apply as part of a consortium or as the lead organization.

Are private-sector organizations and organizations whose primary mandate is volunteer-sending eligible?

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 form.

Can universities and colleges apply?

See Question 8.

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

See Question 7.

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 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 criteria must be submitted with the application to ensure that the application file will be complete. Failure to provide all of the requested information could result in the rejection of the application.

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 proponent of the consortium?

For a consortium, the lead partner must meet all of the eligibility criteria, including the Anti-corruption Declaration, the Declaration Regarding Outstanding Debts Due to Her Majesty and the two financial statements. The remaining members of the consortium need only to prove their legal status.

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 the Executive Committee members; organizational chart; annual or activity reports; merit assessment; independent evaluation reports; regulations; strategic/business plan; oversight structure/framework; anti-corruption policy/statement; code of ethics; contracting policies, practices and procedures (headquarters and 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 of the requested information must be submitted with the application form. Otherwise, the proposal could 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, however, we will assess, on a comparative basis, all of the proposals that meet the eligibility requirements.

How will the three additional assessment criteria be incorporated into the assessment tool? How many points will be awarded for each criterion?

Only proposals from organizations that meet all of the eligibility requirements indicated on the application form will be assessed. Each criterion will be evaluated in accordance with the following scale:

Very strong – Very good response to the development challenge of the initiative, demonstrating innovative and/or compelling approaches. Management approach and capacity, and ability to achieve results are extremely well demonstrated.

Strong – Very good response to the development challenge of the initiative. Management approach and capacity, and ability to achieve results are very well demonstrated.

Acceptable – Good response to the development challenge of the initiative. Management approach and capacity, and ability to achieve results are well demonstrated.

Improvements required – Average response to the development challenge of the initiative, with some gaps. However, management approach and capacity, and ability to achieve results are adequately demonstrated.

Poor – Poor response to the development challenge of the initiative, with notable gaps. Management approach and capacity, and ability to achieve results are poorly demonstrated.

Unacceptable – Inadequate response to the development challenge of the initiative. Management approach and capacity, and ability to achieve results are not adequately demonstrated.

What is meant by “fiscal year” in Canada?

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

Is the proponent organization required to provide a contribution?

Although the proponent 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?

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, provided that 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 methodology used to calculate the value assigned per day.

What are the eligible costs for volunteers?

The eligible costs for volunteers are transportation, accommodation, meals, incidentals emergency health insurance for travel abroad, vaccinations and visas.

Is there a minimum budget requirement for total project cost?

DFATD plans to contribute at least eight (8) million Canadian dollars (C$8,000,000) and up to twelve (12) million Canadian dollars (C$12,000,000) in funding, excluding cost-sharing contributions from proponent organizations.

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

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

Can a proponent submit a proposal with some parts (including annexes) in English and others in French?

Yes. Proponents can submit their proposals and annexes in either English or French, or a combination of the two.

Where can I get information on current activities led by DFATD and Canadian partners in Tanzania?

The Project Browser on DFATD’s website contains general information on activities funded by the department in various countries.

Can organizations suggest changes to the logic model?

The ultimate outcome and intermediate outcomes for this program are set and cannot be changed. The projects must align with the ultimate outcome and help achieve all 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 basic data, how can we be expected to set realistic targets?

The performance measurement framework (PMF) provided when the application is submitted will be considered a draft. If the proponent’s proposal is selected, the PMF will be refined during the negotiation of agreements with DFATD.

When will DFATD announce its decision to the successful proponents?

Once the process for assessing the proposals received has been completed, DFATD will inform the organizations by email of a decision concerning their proposals, and will subsequently mail an official decision letter.

In the section in which the proponent 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. However, the proponent must demonstrate how it has actually dealt with requirements similar to those in the proposed initiative.