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Instructions for the Food Aid Proposal Entry
Food for Progress Program
1. Enter New Proposal or Modify Existing Proposal
Create New Proposal: Please select the fiscal year to create a new proposal; continue by selecting Create Proposal.
Open a
Previous Proposal: Please
provide the submission number and PIN in the blank box; continue by selecting
Retrieve Proposal.
Navigating
Through the Instructions:
In
filling out this form, please provide all information throughout all four pages
of this form. Once you navigate
from one page to another, your proposal will automatically be saved into the
database. You may also choose to
select the Save This Proposal button which is provided to you at the top of all
four pages of the form to save and validate for any errors.
If you are returning to the Food Aid Proposal Entry System to modify
your proposal and have completed the remaining pages to the fullest extent of
this form, select the Save This Proposal button and your proposal will be
updated. Once you are ready to
submit your proposal, select the Submit for Consideration button to have your
proposal submitted. If you decide
to cancel this proposal before you submit, you must select the Clear This
Proposal button. All three buttons
will be provided to you at the top of every page.
Should you feel that you might need to include added information
regarding this proposal, an additional text box is provided on page 4 where you
may do so. Note: All proposals
must be fully completed, saved and submitted by the deadline date in order to
be considered.
Page
1
Use
this link to access the Sample Online Format.
1.
Name and Address of Applicant *
Please
provide the legal name of the organization and include U.S. headquarters and
in-country contact information, if applicable.
2.
Program Introduction
Please
provide concise information about the organization’s past food aid or
development activities, its experience within the country where the program is
proposed, and any other relevant information to demonstrate its capability to
implement the program. The
description of the need should include information about the need for food aid
in the country, how the program fits within the Food for Progress criteria and
objectives, and the need for the program itself.
3.
Fiscal Year of Submission *
Fiscal
Year will default to the current fiscal year you are submitting this proposal
for.
4.
Program Type *
Program
type will default to the current program type you are submitting this proposal
for.
5.
Primary Country of Donation *
Use
the drop-down menu and select the country of donation.
6.
Kind, Quantity and Delivery Schedule of Commodities Requested *
Use
the drop-down list to select each commodity to be used in the program, the use
of commodity and its package size. For
each commodity, specify the quantity in metric tons (MT) and round the tons to
the nearest ten. For example,
5,765 MT is rounded to 5,770 MT. For
each commodity, give the requested delivery month to the U.S. port.
For example, if the commodity is needed in country by June 2003, the
delivery month to the U.S. port should be no later than April 2003.
Also, for multiyear proposals, please include all requested deliveries. Requests for multiple shipments of the same commodity should
be placed on separate lines. Please
select the “Add a Row” if you need to add more commodities to your
proposal.
7.
Special Delivery, Commodity, Processing, or Packaging Needs *
Please
explain any special needs concerning delivery, commodity selection or packaging
needs. This section is limited to
250 words.
Page 2
Program Description
1. Expenses of Proposal *
Enter
the dollar funding (this should be CCC $ funding, not funding from
monetization projects) for each item in the table.
Please Note: Supporting documentation for the dollar funding will be
requested after the organization receives notification that the proposal is
approved.
2. Activity Objectives *
Please
provide bullets or a short paragraph of program objectives.
Briefly state what you plan to accomplish through this program.
For
direct feeding, barter, or food for work, please provide details of the
program. The following questions
should be answered for these types of programs:
a)
What is the
duration of the program?
b)
Who are the
direct and indirect beneficiaries?
c)
How many will be
targeted?
d)
Who will
implement or oversee the distribution, barter, or work – your organization, a
recipient agency, or other entity?
e)
For direct feed,
what is the ration size per direct beneficiary?
3. Method of Choosing
Beneficiaries *
Please identify the
criteria and methodology used to target the geographic area(s) and the
beneficiary group(s). Criteria and
methodology should help to distinguish why some regions or beneficiary groups
will receive resources (funds or agricultural products) while others will not.
Consider the following questions when preparing your response:
a)
Why did you select the particular geographic area(s),
institutions and/or beneficiaries?
b)
Which methodology did you use to select targeted
beneficiary group? Which sources
of information did you use, e.g., government agency, computer database,
interviews, assessments, etc.?
c)
With whom did you collaborate to target a particular
region, institution or beneficiary?
4. Program Administration *
Please complete the
following table and include positions critical to the implementation of the
program. Use the drop-down to
indicate which type of funding source will be used for this program.
Eventually, the position titles should be cross-referenced in the
comments section of the Attachment C detailed budget. This detailed budget is
not required to apply for the program but will be needed if the proposal is
approved. This section should not
be used to describe the background or expertise of the people expected to full
these positions. A text box is provided at the end of this table if you have
added information.
5. Activity Budget *
Please list the
contributions of any other donors or private sector entities that will be
needed to implement this program. The
applicant should include the statement, “All other costs for this program not
covered by resources provided by CCC will be borne by (name of your
organization)”.
6. Recipient Agency *
Please identify any entity
located in the importing country that will receive commodities or commodity
sale proceeds from you, the applicant, for the purpose of implementing program
activities. Describe each
entity’s qualifications and capability to perform its program
responsibilities. (Note: The
applicant is required to enter into an agreement with any recipient agency
listed and hold it responsible for properly using the commodities or proceeds.
7. Governmental or
Nongovernmental Entities *
Please specify any
government, nongovernmental or private sector entities in the country that will
be involved in the program and explain how the program will strengthen or
increase the capabilities of such entities to further economic development in
the country.
8. Method of Educating
Consumers *
Please state the means of
notifying consumers in the recipient country of the source of donated
commodities.
9.
Criteria for Measuring Progress *
Please
complete only those columns which are applicable. Also, a text box is provided below if you prefer a different
format or if there is any additional information you wish to provide.
Activity - Describe the type of activity.
Beneficiaries; Type & Number - Describe the type and number of beneficiaries, if applicable.
Timeframe - Provide time frame in terms of months.
Region - Include the particular region(s) or area(s) of the country, if
applicable.
Food Tonnage - If appropriate, include the amount of agricultural commodity in
metric tons (MT).
Page 3
1.
Amount of Sales Proceeds Anticipated *
Please
provide the Estimated Sales Prices Per MT for each commodity.
Also, please provide the Anticipated Interest in the Estimated Proceeds
text box. The total estimated
proceeds will be automatically calculated for you.
2.
Barter Activities *
Please
provide the Kind of Goods or Services, Quantity of Goods or Services, and Total
Value of Goods or Services for this section.
(The
remainder of this page is for monetized commodities only)
3.
Impact on Other Sales *
Please provide a paragraph
or two that provides assurances that the current commercial markets will not be
adversely affected by the sale of the commodities. Include information on trade of the same and similar
commodities from the U.S. and other countries into this market. Discuss current trading partners. Include both commercial as well as traditional regional
stakeholders. Discuss the optimal
timing of the sale in terms of periods of heightened demand, seasonality,
harvest time, etc.
4. Private Sector
Participation in the Sale of the Commodities *
Please provide a paragraph
or two that describes how the commodities will be sold.
Indicate who are the potential buyers given the market for the
commodities. Discuss how the
private sector buyers will be encouraged to participate in the sales process.
Discuss any constraints that may hinder or aid in the sales process,
e.g., number of buyers, number of banks, letter of credit fees, storage
facilities at processing plants, etc. Indicate
which measures the applicant will undertake to guard against an unfair
disadvantage based on limited potential buyers.
5. Use of Sale Proceeds
*
Please provide the amount
of proceeds that will be used for Administrative Expenses, ITSH and the
Indirect Cost Recovery (ICR). Provide
the project activity name and the amount of proceeds planned for each.
Total administrative, ITSH,
program activities and allowable ICR expenses must equal the estimated level of
proceeds from the Amount of Sales Proceeds Anticipated table described under
item 1 of the Food Aid Proposal Entry System on page 3.
A text box is also provided in this section.
At the beginning of the text box, please explain how any difference
between actual and anticipated proceeds will be allocated amount activities.
Please include a detailed description of each activity.
The description should explain what will take place in the activity, how
it will be implemented, and key entities that will carry out the activity.
6. Procedures for
Assuring Receipt and Deposit of Sale Proceeds *
Please provide a paragraph
or two that describes how the applicant will ensure that it receives payment
for the sales and that the proceeds are deposited into a separate
interest-bearing account. Discuss
how and when the proceeds will be disbursed from the account for program
activities. Discuss who will have
access to the funds and how the accounts will be monitored and audited.
If special banking issues are involved, the applicant should describe
any actions needed to safeguard deposits.
Page 4
Distribution
Methods
1.
Description of Transportation and Storage, Description of Any Reprocessing or
Repackaging, and Logistics Plan *
The
main purpose of this section is to provide assurances to USDA that the port,
transportation infrastructure, and storage facilities are sufficient to prevent
undue spoilage or waste.
Please provide one or two
paragraphs that describe in a logical sequence the following:
a)
The discharge
port facilities in the importing country, including offloading and storage
capacity, number of discharge berths, depth of draft, and who will receive the
commodities at the discharge port.
b)
The mode of
transport used to move the commodities from the discharge port to your
warehouse.
c)
Storage
capacity, structure and level of security.
d)
Any processing
or repackaging that you, the applicant, will arrange prior to the sale or
distribution of the commodities, or a short statement declaring that no
reprocessing or repackaging will take place.
e)
Movement of food
from warehouse to schools or feeding centers.
f)
Steps taken to
prevent undue spoilage or waste.
2. Duty Free Entry *
Please be familiar with and
provide information about local customs, duties, and taxes that may be
applicable for the commodities to enter the country. The applicant should list any special laws or taxes that may
apply and explain how these laws and/or taxes will affect either distribution
and/or monetization.
For direct feeding
programs, the applicant must indicate that the commodities will be imported and
distributed free from all customs, duties, tolls, and taxes.
Please refer to, or if possible, quote from any written documentation
that supports duty-free entry.
For monetization programs,
if the commodities will not enter duty free, indicate who will be responsible
for paying applicable customs, duties, or taxes and how this payment will
affect the amount of sales proceeds realized from the sale.
For example, if the buyer will pay the duty, is the sales price
representative of a fair market price given this stipulation?
3. Economic Impact *
Please provide information
indicating how the commodities were selected.
Describe why the commodities can be imported and distributed without a
disruption to local production and marketing patterns along with no adverse
affect on prices of the same or like products (substitutable commodities)
within the importing country. Highlight
current local agricultural risks, aberrations, and marketing practices for
locally produced foods. Discuss how these factors have been considered in the
commodity selection process and monetization (if applicable) plan.
Please include recent production and consumption statistics along with
sources to support these statements. Do
not repeat information provided in page 3 about items 2, 3 and 4.
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