Queries and Answers v8

DATE: 21 April 2014

BENEFICIARY COUNTRY: Myanmar

REFERENCE NUMBER: 1_CfP_3MDG_C1_Kayah_201402

DESCRIPTION: Maternal, newborn and child health services (MNCH) in Kayah State, Myanmar; Loikaw, Demoso, Hpruso, Shadaw, Bawlakhe, Hpasawng, Mese Townships

DEADLINE DATE SUBMISSION OF PROPOSALS: 25 April 2014, 12:00 Myanmar time (GMT +6½)

POSTING DATE TENDER: 19 February 2014 ______

Dear Applicants,

Reference is made to our Call for Proposal 1_CfP_3MDG_C1_Kayah_201402 for Maternal, newborn and child health services (MNCH) in Kayah State, Myanmar; Loikaw, Demoso, Hpruso, Shadaw, Bawlakhe, Hpasawng, Mese Townships.

Please find below answers on the queries received in relation to this CfP:

What’s the anticipated value of the MNCH Kayeh State Programme – Q.01 1_CfP_3MDG_C1_Kayah_201402?

There is no anticipated value for the contract. Successful applicants are expected to support the service delivery as indicated in the submission documents and annexes. Annexes 2.1 to 2.7 provide a rough estimate A.01 of the costs to deliver community based services. However, these are only indicative and will be reviewed by the successful bidder. The operational costs will depend on the number of townships that are included in a bid.

The proposal form states that we must attach "Organisation’s M&E Plan, including data flow chart for MNCH data". Could you let us know if Q.02 there is a format for this information? Or any guidance as to what should be included?

Applying organizations only need to submit their own proposed M&E plan & data flow chart as well as a description of the organization’s M&E capacity. The 3MDG will request a complete M&E plan (in accordance with guidance that will be provided by the 3MDG for an M&E plan) and an A.02 M&E capacity assessment as deliverables together with CTHP, PMB, Log Frame only from the selected organisation(s). Interested organisations can refer to the indicator guidelines published on the 3MDG website under http://www.3mdg.org/index.php/resources

In "Identification" sheet of PMB excel template, although we delete the cells for Township that we are not going to cover, the related data like Q.03 population covered and annual budget did not become "0" automatically. Is that a formula error?

Due to missing of formula link, the related data such as population covered and annual budget are not changed correctly in “identification sheet” when you delete the cells in the townships covered. Since the A.03 sheet is protected, please just delete the cells of the townships that you are not covering. It would only have an effect on “ratio3” but not on other sheets. 3MDG will take care of the correction when you submit the proposals with program management budgets.

Is it possible to add additional activities to budget provided in the Q.04 documents of the Call for Proposals?

No costs can be added at this stage. The successful applicants will be A.04 asked to develop a fully costed budget and workplan for each township in the inception phase.

Is it possible to negotiate the 6% for Indirect Costs that are set in the Q.05 budget to be submitted?

The indirect costs are set at 6% in agreement with the donors of the A.05 3MDG. This ceiling is not negotiable.

Q.06 We would like to know if it is possible to annex additional documents to the proposal, for example our registration/MoU or teaming agreements with our partners, letters of recommendation, etc? A.06 No additional documents are required. The Review Panel will only review the documents listed in the Proposal Form in order to ensure comparability. The Panel may request additional information at a later stage. Q.07 What status of registration does an organization need to have in order to be able to apply for this CfP?

A.07 Organizations are expected to undertake due diligence around informing themselves regarding processes applicable in Myanmar and be able to demonstrate to the proposal review panel that they are “either already in receipt of authority to work within these selected Townships in Myanmar or who can provide assurance of their future approval to work within these areas can respond to this CfP subject to the demonstration of their ability to commence implementation by the middle of 2014”. Demonstration of understanding of the Myanmar context forms part of the capacity assessment scoring under the CfP.

Q.08 Will 3MDG support the establishment of community-managed revolving funds for health, so as to sustain financial support for referrals during and potentially beyond the project period? If yes, could these funds be included in the Project Management Budget (PMB)? Alternatively, could these be included in the Activities Budget during the negotiation phase should the organization’s application be successful?

A.08 Discussion on the activities to be included in the Comprehensive Township Health Plan (CTHP) will take place during the inception phase. The CTHP will be developed together with the partners identified in each township.

Q.09 The budget template does not appear to account for the fact that the organization (contractor) that manage subcontractors who also will be incurring indirect costs. We seek your advice on how to show the indirect costs of our subcontractors. A.09 The 3MDG Fund allows for a total of maximum 6% as Indirect Cost for any activity. Whether this activity is implemented by the grantees or their sub-grantees does not change the overall allowable indirect costs – they remain at 6%. Whether and how these indirect costs are split is a negotiation between the grantee and sub-grantee. These costs will of course be audited and therefore a clear arrangement should be included into the sub-grantee agreements.

Q.10 We note that UNOPS requests grant applicants to accept terms and conditions when submitting the application. We seek clarification on some of the terms and conditions:

a. For purposes of reviewing the anticipated terms and conditions of the grant support agreement, can UNOPS provide a draft copy or a final if available of the Annex G UNOPS 3MDG Operational Guidelines? b. Article 4.1 (d) states the grantee shall provide financial guarantee, when requested. Could UNOPS clarify what this means?

A.10 a.: The operational guidelines are not yet finalized and will be shared as soon as available. In any case, the operational guidelines are practical guidance on the fund’s best practices, not regulations neither terms nor conditions. b.: This article is a standard provision of UNOPS Grant Agreements: A financial guarantee is needed for advance payments in excess of US$ 250,000. The 3MDG programme has configured its disbursement schedule to partners that such requirement will not eventuate. You will not need to issue a financial guarantee.

Q.11 Article 7.1 (f) states that “the Grantee agrees to treat the results of research and evaluation as confidential”. We request clarification on this article that it applies to medical records of beneficiaries, as other types of evaluation results should be able to be used by Pact to improve programming in many other countries. It is also customary that in an assistance type award, that the contractor be given ownership of intellectual property and the donor/funder retains license to use the intellectual property in ways deem required.

A.11 Ownership of intellectual property under 3MDG will rest with the 3MDG. However, UNOPS is able to discuss this provision along the lines of providing the grantee with an irrevocable, perpetual, royalty-free, non- exclusive, non-transferable license to use the Results for non- commercial research and teaching purposes on a case to case basis.

Q.12 Section 7.1 (g) of the GSA mentions 10% of the 15 PMB and 16 CTHP budget headings. And in the general conditions, annex F, article 7.3 states that “the Grantee is further restricted from transferring funds among cost categories”. We seek clarification from UNOPS as this contradicts the flexibility in the other section to zero flexibility.

A.12 The Special Conditions of section 7 overwrite the relevant General Conditions and therefore take precedence. With regards the budget flexibility this also includes article 7 of Annex F. The final grant agreement will stipulate the same in an unequivocal fashion.

Q.13 In the PMB template, the pivot tabs operate on data sources from PMB entry form up to line 301 only. We were able to change the data source in the pivot tabs to reflect the actual budget data. But the ratio-3 tab is still showing a number that only reflects data sources from PMB entry form up to line 301 only; and we could not change it as it was protected by a password. Will 3MDG share the password so that we could update the ratio-3 tab to reflect the actual cost? Otherwise, please advise on the best way to proceed/correct.

A.13 The Pivot Tables take into account only entries up to line 301. This was an oversight. If you have more than 301 lines in the “PMB Entry Form” do the following to ensure that the totals are correctly calculated: Place the cursor in the Pivot Table of “P IP C Y” – then go to the menu PivotTable Tools – Options – Change Data Source – Table/Range: 'Data for pivot table'!$A$1:$CT$301 and change to 'Data for pivot table'!$A$1:$CT$1001 (see screenshot below) Check the Pivot Table “C IP C Q” as well and if necessary repeat the same.

In the case of a PMB that has more than 301 lines, the issue of calculating the total in the “Ratio 3” tab will be corrected by us after submission and before review. Q.14 We also seek advice from UNOPS if it intends the applicant to enter detailed budget data of a subcontractor in the PMB entry form, or a lump sum figure only? A.14 For the purpose of this application, one line per sub-grantee will be sufficient. Successful applicants will negotiate with UNOPS about the final terms how sub-grantees’ budget will need to be presented. In any case, the grantee will be held accountable for the financial management and disclosure of the sub-grantees finances to FMO and/or auditors.

Q.15 We intend to respond to the CfP for Kayah, but our name is not listed in the drop-down menu within the "Identification" tab in the PMB spreadsheet. Will this be a problem? A.15 This not a problem. The organization can write their name in the field “Name of the Organisation”. A number will be assigned to the name, but this can be ignored.

Q.16 in the proposal template, under section 2.5, the description provided is the same as section 2.3. Can you kindly provide the correct description for this section? A.16 The description is meant to be the same. Under heading 2.3, describe the approaches used in areas where the MoH is present. Under heading 2.5, describe the proposed approaches for areas where the MoH is not present.

Q.17 The proposal format says "Do not make changes to the font, font size or line spacing". However not all the blank sections of the proposal format have the same font size or type. E.g. there is calibri 11, calibri 10 and calibri 9 italic. Is this intentional or should we use a consistent font and font size throughout the document?

A.17 The different font sizes are an oversight. Please use Calibri 11 for all text in the proposal form. But 3MDG will also accept proposals that use the fonts as they are in the original proposal form.

Q.18 Do the cost for CTHP workshop and stakeholder analysis (for example: Perdiem for participants, stationary for workshop, charge for workshop place, food and refreshment cost for workshop) be included in PMB?

A.18 All costs related to the development of fully costed Comprehensive Township Health Plans need to be included in the PMB of the applications.

Q.19 Do the cost for short term consultant hiring for CTHP and stakeholder analysis be included in PMB? A.19 These costs should be included in the PMB.