Grant Application Guidelines Second Call for Proposals June 2016

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Table of Contents Section 1: Introduction ........................................................................................................................... 3 1.1

What can be funded by Ilm Ideas 2?....................................................................................... 3

1.2

The 2016 Funding Windows.................................................................................................... 4

1.3

Eligibility for support from Ilm Ideas 2.................................................................................... 5

Section 2: The application process ......................................................................................................... 6 2.1

The Application Process .......................................................................................................... 6

2.2

Timeline for the application process....................................................................................... 7

Section 3: Instructions for submitting your proposal ............................................................................. 8 3.1 Submitting your proposal and additional documents .................................................................. 8 3.2 Additional information for preparing the cost proposal .............................................................. 9 Section 4: Selection Criteria .................................................................................................................. 10

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Section 1: Introduction 1.1

What can be funded by Ilm Ideas 2?

If you have an innovative solution that has the potential to transform education in Pakistan, you can apply for a grant from Ilm Ideas 2. Ilm Ideas 2 provides grants to help scale up proven education solutions that:   

Improve learning outcomes in basic literacy and numeracy1 Increase access to education Increase retention (reduce dropout)

To help with your application, we recommend that you read the Problem Briefs developed by Ilm Ideas 2 at http://www.ilmideas2.pk/problem-briefs. Each Problem Brief examines one of the three issues and provides examples of what has worked in Pakistan and elsewhere to address the problem. In the second call for proposals in June 2016, Ilm Ideas 2 is especially interested in solutions that focus on one or more of the following areas:      

Access to good quality education for the poorest of the poor and for children living in remote areas Education for girls Education for children with special education needs Improving the quality of learning and the learning environment Helping teachers to be more effective in the classroom Strengthening education management

Ilm Ideas is looking for solutions with the potential to create impact at scale and to become financially sustainable so that they continue beyond the lifetime of the grant.

1

Ilm Ideas 2 measures improvements in learning using the ASER test - the test of literacy and numeracy that is used to prepare the Annual Status of Education Report.

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1.2

The 2016 Funding Windows

Applicants can apply for mid-size or scale up grants. Mid-size Mid-size grants are for innovative solutions that:  Have been developed and tested and have demonstrated success at a small scale.  Require support for continued growth and for assessing the likelihood that the innovation can achieve impact and/or market viability at a larger scale.

Scale-up Scale-up grants are to help transition successful approaches to a large scale, with the goal of eventually achieving widespread adoption.

How can Ilm Ideas 2 help?

Ilm Ideas 2 can help you to do more testing of education impact and costeffectiveness, make operational refinements or test new business models. You might also want help to build paths to sustainability and scale.

At this stage, support might be required to address operational challenges to scaling up, work with partners who will help scale the solution (e.g. investors, commercial firms, provincial governments) or to adapt and expand innovations to different contexts/geographies.

What is the value of the grant?

Mid-size grants will typically be between PKR 40 to 80 million.

Scale up grants will typically be between PKR 80 million to PKR 400 million.

What is the duration of funding?

Up to two years

Up to two years

What is the grant for?

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1.3 

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Eligibility for support from Ilm Ideas 2 Applicants must be a legally registered entity in Pakistan to be eligible for investment and support from Ilm Ideas 2. This includes registered for profit and not for profit organisations, companies, businesses, foundations and institutions. Ilm Ideas 2 funds non-state actors. Public sector, multi-lateral and bi-lateral agencies (e.g. local government, ministries, government agencies, UN agencies, and government donor agencies) are not eligible. Applicants may however work in partnership with government at district, provincial or national level. Applicants are encouraged to collaborate with other organisations to achieve results. However, the lead organisation is directly responsible for the submission of the proposal and for its implementation if the application is successful. The fund is not directly open to applications from international organisations. However, Pakistani entities making an application may propose working with international partners. Note that all grants will be awarded in Pakistan in Pakistani rupees. The nature of any agreement between the lead organisation and its partners will be discussed and agreed with the applicant before a grant agreement is finalised. A minimum of 20% co-financing is required from applicants. Co-financing may include in-kind or cash contributions. The applicant’s cash and cash equivalents shall be positive at the beginning and the end of the year, for the last three years. Applicants for scale up funding must be able to demonstrate an annual turnover of at least PKR 40 million. This requirement does not apply to applicants for mid-size funding.

Additional requirements at the proposal stage:  The duration of the grant to be awarded will be finalized during grant negotiations.  Funding will be disbursed by Ilm Ideas 2 to the grantee based on the satisfactory completion of pre-agreed programme milestones. No advance funding will be disbursed.  Procurement of goods and services will need to be in line with DFID procurement guidelines. Detailed procurement guidelines for both goods and services will be included in the contracts that Ilm Ideas 2 will sign with grantees.  Applicants will be expected to generate evidence about their innovations and share this evidence with Ilm Ideas 2, DFID and other interested parties.  Applicants will be expected to provide regular reports on project implementation as per guidance provided by Ilm Ideas 2.  In addition to the above, grantees will need to comply with any other conditions and principles as formulated in the grant agreement.

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Section 2: The application process 2.1

The Application Process

The Ilm Ideas 2 programme issues a request for proposals in the national press with a link to the programme website at http://www.ilmideas2.pk where applicants can find details about preparing and submitting a proposal. There are then five steps in the application process:

Step 3 Interested Applicants submit full proposal

Step 1 Interested applicants register their interest in submitting a proposal

Step 4 Ilm Ideas 2 reviews proposals and conducts due diligence

Step 5 Finalise proposal and negotiate final award

Step 2 Ilm Ideas 2 hosts the Collaboration Circle for interested applicants

Step 1: Interested applicants register their interest in submitting a proposal Interested applicants complete a short online form to register their interest in submitting a proposal. Applicants receive a message to confirm that their expression of interest has been received. Within five working days of registering interest, eligible applicants receive an automated email inviting them to submit a proposal. This email contains a unique URL (Web address). When the applicant clicks the URL they go to the online page to download the templates needed to prepare their proposal. Applicants start preparing the proposal. (Proposal preparation is offline.) Step 2: Ilm Ideas 2 hosts the Collaboration Circle for interested applicants Ilm Ideas 2 sends an invitation to attend the Collaboration Circle to applicants who complete the online registration form in Step 2. The Collaboration Circle provides an opportunity for interested applicants to learn more about the problems Ilm Ideas 2 wants them to solve, to share ideas, to meet potential partners and to learn more about submitting a proposal.

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Step 3: Submitting a proposal Applicants use the URL they received when they registered to go online to upload their proposal. The proposal has two parts, the technical proposal and the cost proposal. The technical proposal is a detailed description of the solution the applicant is proposing. The cost proposal includes a budget for the solution and budget notes. Applicants upload four documents in addition to their proposal – An illustrative work plan, CVs of key personnel, a written undertaking that the applicant is not affiliated with any political, religious or banned organisation(s) as per Pakistani law and a scanned copy of the applicant’s certificate of registration. See section 3 for more details. Applicants must upload the technical and cost proposal, and the four annexes before they can click the submit button. Step 5: Proposal review and due diligence The Ilm Ideas 2 team and external reviewers evaluate the proposals submitted. Based on their evaluation, they prepare a short list of applicants. Ilm Ideas 2 conducts due diligence on all of the short-listed applicants to check that funds will be correctly applied to achieve the intended outcomes. To conduct the due diligence exercise, a team from Ilm Ideas 2 visits the applicant. During the visit, the Ilm Ideas 2 grants team learns more about the applicant’s financial management systems, operational policies and procedures, systems for procurement, record keeping and so forth. They also solicit and review relevant documentation such as audited annual financial statements, registration documents, and finance and operations manuals. Pending the successful outcome of the due-diligence, the applicant proceeds to the final stage in the application process. Stage 6: Final negotiations and award The Ilm Ideas 2 team works with short-listed applicants to revise and finalise their proposals, including negotiating cost proposals and payment milestones. The extent of the revision depends on feedback from the review and the quality of the initial proposal. Recommendations for award are submitted to DFID and subject to their approval. Pending DFID approval, the grant agreement is finalised and signed between Ilm Ideas 2 and the grantee.

2.2

Tentative timeline for the application process

Step in the application process Issue call for proposals Collaboration circle Deadline for submission of proposals Advice provided to all applicants about the progress of their proposal Negotiations with successful applicants Grant award to successful applicants

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When June 12 2016 July 23 2016 August 8 2016 September 1 2016 September 2016 First week in October 2016

Section 3: Instructions for submitting your proposal 3.1 Submitting your proposal and additional documents After you have registered your interest in submitting a proposal, you will receive an automated email with a URL (Web address). Clicking on the Web address will take you to the online page to submit your proposal. The page has instructions about how to proceed. All applications must be submitted online at using the templates provided. The deadline for applications is 1700 Pakistan Standard Time August 8 2016. There are two parts to the proposal: the technical proposal and the cost proposal. You must use the templates downloaded from the website to prepare your proposal offline. When you have prepared both parts of your proposal, you go back online and upload them (together with the four annexes listed below). Proposals submitted in a different format may be disqualified. The number of pages for each section of the technical proposal is suggested. Applicants may include charts and diagrams in their technical proposals. The complete technical proposal should not exceed 13 pages (including the cover page). Proposals that exceed the overall page limit may be disqualified. The CEO or other head of the entity making the application must sign and date the proposal cover page before it is submitted. Applicants should provide the following documents as annexes to the proposal: Annex 1: An illustrative work plan (applicants may use their own template) Annex 2: CVs of key personnel (CVs must not exceed 4 pages per person) Annex 3: A written undertaking that the applicant is not affiliated with any political, religious or banned organisation(s) as per Pakistani law Annex 4: A scanned copy of the applicant’s certificate of registration

3.2 Checklist Make sure you have prepared and submitted the following documents:      

Narrative proposal Cost proposal Annex 1: An illustrative work plan Annex 2: CVs of key personnel Annex 3: Letter of undertaking Annex 4: A scanned copy of the applicant’s certificate of registration

Note that you must upload all six documents (the technical and cost proposal, and the four annexes) before you click the submit button. You will not be able to proceed if you have not uploaded all six documents. You will receive a message when you have successfully submitted your proposal.

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3.3 Additional information for preparing the cost proposal The following costs are considered ineligible and should not be included in your cost proposal:  Debts and provisions for losses or debts  Depreciation costs  Interest costs  Items already financed otherwise  Purchases of land or buildings  Duties or income tax  Credits or (advance) payments to third parties not recoverable  Major losses incurred which cannot be recovered, due to neglect to provide adequate insurance cover (e.g. vehicle insurance cover).  Fines and penalties  Entertainment expenses  Human resource costs (salary and allowances) of personnel not attached to the project Note that lumps sums for management costs or overheads or similar items are not eligible. Such costs must be broken down in the budget. Funds from Ilm Ideas 2 cannot be used to cover the cost of insuring assets held by grantees. Insurance is responsibility of grantees. There is a column for notes in the cost proposal template. Applicants should use this to briefly explain each budget line.

Disclaimer On behalf of DFID, the Fund Manager (Cambridge Education) reserves the right to fund any or none of the proposals submitted and/or to disqualify any organisation or proposal for funding. Issuance of these guidelines does not constitute an award commitment on the part of Fund Manager, nor does it commit the Fund Manager to pay for costs incurred in the preparation and submission of a proposal. In addition, the final award of any resultant grant (s) cannot be made until funds have been fully appropriated, allocated, and committed following the completion of all internal Fund Manager Procedures. While it is anticipated that these procedures will be successfully completed, potential grant applicants are hereby notified of these requirements and conditions for award. Applications are submitted at the risk of the applicant; all preparation and submission costs are at the applicant's expense.

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Section 4: Selection Criteria This section explains the criteria that Ilm Ideas 2 and the independent reviewers will use to evaluate your proposal.

Narrative proposal

Cost proposal

Evaluation Criteria Summary Potential to reach poor and marginalised children Plan and approach Plans for scale and sustainability Tracking progress and measuring results Expertise and experience (including CVs) Work plan

Weightage 70% of total score

Budget Budget notes Cost realism and Value for Money

30% of total score

Total

100

A detailed breakdown of these evaluation criteria have been formulated in tables below. Evaluation criteria for scoring the narrative Evaluation category Potential to reach poor and marginalised children

Evaluation criteria

Marks

Is there an existing evidence base for this solution? How strong is the evidence based and has it been presented by the applicant? Is the solution likely to reach poor, marginalised and/or vulnerable children? Has the applicant demonstrated an understanding of the challenge in the areas where they are planning to work?

score/15

Plan and approach

Has the applicant explained what they expect to achieve (the results) with investment from Ilm Ideas 2, by when? Has the applicant stated how many children/young people will benefit from the solution and how they will benefit? Is there a clear/convincing line of sight between the problem, the solution and results? Has the applicant provided an account of what they will do, when, how they will do it, and where they will do it? Is the plan realistic? Does it show an understanding of the ground realities and the context in which they will work? If the applicant plans to work with partners, have they identified partners with capacity and clear roles to help them achieve results? Do the activities proposed build on what the applicant has accomplished to date?

score/20

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Scale and sustainability

Is the plan and approach likely to represent good Value for Money (VfM)? To evaluate scale and sustainability, evaluators will complete the scaleability assessment on page 11. 1 mark will be awarded for an A, ½ a mark for a B, 0 marks for a C. They will total the marks, divide by two and transfer the final score into this sheet.

score/12.5

In addition, the evaluators will ask: What is the cost per child? How does this compare to other interventions? Has the applicant shared ideas for attaining financial sustainability? Do these sound feasible? Has the applicant identified some key risks (e.g. risks to implementation, risks of fraud) that might prevent them taking their solution to scale and ways to mitigate these risks?

Score/12.5

Tracking progress and measuring results (M&E)

Has the applicant explained how they plan to track progress? Has the applicant suggested measures for success?

score/10

Expertise and experience

Does the applicant have a relevant and successful track record? Does the applicant have the governance structure and financial and management capacity to implement the project, at scale? Are the key decision makers in the organisation on board, invested in the solution and committed to driving the solution forward? Do the key team members have the expertise and skills required to take the solution forward?

score/25

Work plan

Is the work plan clear? Does it provide a well thought out description of implementation of project activities (e.g. tasks are appropriate and relate to results with realistic timelines)?

score/5

Evaluation criteria for scoring the Cost Proposal Evaluation Category Budget Budget notes

Value for Money

Evaluation criteria

Score

Does the budget follow the prescribed format? Are all costs in the budget eligible? Has the applicant provided budget notes? Is there sufficient detail and explanation in the budget narrative to understand the cost of each element in the budget? Are the cost elements in line with the proposed activities and work plan? Are the cost elements in line with latest prices prevailing in the market? Does the budget clearly show the applicant’s contribution and is this percentage real and significant?

score/20

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score/50

score/30

Total score

score/100 marks

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Scaleability assessment Model Categories A. Is the model credible?

A

Scaling up is harder

Based on sound evidence

Little or no solid evidence

2

Independent external evaluation

No independent external evaluation

3

5

There is evidence that the model works in diverse social contexts The model is supported by eminent individuals and institutions The impact is tangible

There is no evidence that the model works in diverse social contexts The model is supported by few or no eminent individuals and institutions The impact is not very tangible

6

Clearly associated with the intervention

Not clearly associated with the intervention

7

Evidence and documentation exist

Current little or no evidence

8

Addresses an issue which is currently high on the policy agenda Addresses a need which is sharply felt by potential beneficiaries Current solution for this issue are considered inadequate Superior effectiveness to current solution is clearly established

Addresses an issue which is low or invisible on the policy agenda Addresses a need which is not sharply felt by potential beneficiaries Current solutions are considered adequate

9 C. Does the model have relative advantage over existing practices?

B

1

4 B. How observable are the model’s result?

Scaling up is easier

10 11

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Little or no objective evidence of superiority to current solutions

C

D. How easy is the model to transfer and adopt?

12 13 14 15 16 17 18 19 20 21

E. How testable is the model? F. Is there a sustainable source of funding?

Implementable within existing systems, infrastructure, and human resources Contains a few components easily added onto existing systems Small departure from current practices and behaviours of target population Small departure from current practices and culture of adopting organisations (s) Few decision makers are involved in agreeing to adoption of the model Demonstrated effectiveness in diverse organisational settings The model is not particularly value or process intense Low technical sophistication of the components and activities of the model Key innovation is a clear and easily replicated

22

Low complexity; simple with few components and easily added on to existing systems Include little supervision and monitoring

23

Able to be tested by users on a limited scale

24

Superior cost-effectiveness to existing or other solutions clearly established The model itself has its own internal funding (e.g. user fees) or endowment

25 Total

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Requires new or additional systems, infrastructure, or human resources Is a complete or comprehensive package or multiple components Large departure from current practices and behaviours for target population Large departure from current practices and culture of adopting organisations (s) Many decision makers are involved in agreeing to adoption Demonstrated effectiveness in only one/pilot organisational setting Process and /or values are an important component of the model High technical sophistication of the components and activities of the model Focus of the model is one which is not easily replicated High complexity with many components; integrated package Includes substantial supervision and monitoring of implementation Unable to be tested without complete adoption at a large-scale Little evidence of superiority in terms of costeffectiveness No internal funding; the model is dependent on external funding source