Opportunity Information: Apply for DOS MSU PEPFARCLM FY21
The PEPFAR Small Grants Program, Community-Led Monitoring 2021 is a U.S. Department of State opportunity administered by the U.S. Embassy Maseru Special Projects Office to fund local civil society organizations in Lesotho to carry out community-led monitoring (CLM) of HIV services. The program is financed through PEPFAR and is designed to support the Ministry of Healths push toward HIV epidemic control by strengthening evidence-based, client-centered service delivery in HIV prevention, care, and treatment. At its core, the grant funds community groups to systematically gather feedback from people receiving HIV services so persistent on-the-ground problems can be identified at specific health facilities and addressed with practical, site-level solutions.
The monitoring approach is tightly defined: grantees are expected to use the Lesotho PLHIV Facility Feedback Tool and implement it only at public health facilities operated by the Government of Lesotho and the Christian Health Association of Lesotho. Applicants must choose a single district to work in (while listing districts in order of preference in the application) and must clearly state how many health facilities they can monitor in that district. The work includes conducting facility exit interviews and organizing facility-community interfaces and dialogue sessions following the tools guidance. The intent is not just to collect complaints, but to generate actionable information that can help programs and facilities remove barriers that affect service quality and patient outcomes, while also encouraging health providers to integrate routine monitoring into everyday practice and increasing awareness and use of the feedback tool among networks of people living with HIV.
A key part of the structure is how information flows. Participating organizations collect and document feedback using the standard forms, then share the resulting data with a CLM coordinating organization. That coordinating body compiles and delivers results to PEPFAR through the Special Projects Office and shares them as appropriate with District Health Management Teams, the Ministry of Health, civil society organizations, and other stakeholders on a semi-annual basis. The Embassy indicates that training and technical assistance will be provided to the organizations selected, suggesting that newer or smaller groups can compete as long as they meet the basic capacity requirements and can implement the tool faithfully.
The Embassy anticipates making ten or more awards under this Notice of Funding Opportunity, with each award capped at USD 20,000. Each organization may receive only one award, and applicants are instructed not to request more than the USD 20,000 ceiling. Projects are expected to run for 12 months, with an anticipated start date of March 1, 2021, and funding is explicitly subject to the availability of funds. The Special Projects Office reserves broad discretion typical of government grant competitions, including rejecting any or all applications, negotiating changes, accepting alternate proposals, and making awards after discussions to clarify project plans or budgets.
Eligibility is aimed at local, legally registered community-based organizations, civil society networks, and groups representing key populations, people living with HIV, and other affected communities, especially those positioned to gather observations and direct input from treatment recipients. Organizations must have been operating for at least one year, must show adequate internal controls and financial monitoring procedures, and should demonstrate strong ties to the local community and local government authorities. A notable restriction is that organizations already funded by PEPFAR to deliver health services in communities or at facilities are not allowed to apply, reinforcing that this grant is for independent community monitoring rather than service delivery. There is no cost sharing or matching requirement. Standard U.S. government exclusions apply: any entity listed as debarred or suspended in SAM (the System for Award Management) is ineligible and cannot participate in activities supported by the award.
Applications are document-heavy and must follow specific formatting and page limits. Required components include completed and signed SF-424, SF-424A, and SF-424B forms; a one-page cover page with a table listing organization details and target districts; a one-page table of contents; a proposal narrative limited to five pages; a detailed organizational history describing when the organization started and what it has accomplished; a budget in U.S. dollars with an estimate in Maloti using an exchange rate of 1M15 and staying under USD 20,000; a one-page results section describing expected measurable outcomes; a one-page budget narrative justifying line items; one-page CVs for key personnel with role descriptions; a monitoring and evaluation plan narrative limited to two pages; the organizations constitution; a list of committee members with names and addresses (at least eight members required); and project bank account details. The Embassy also notes it may request additional documentation beyond what is listed.
Applicants must complete required registrations that are free but can take time, particularly SAM registration which may take up to four weeks. The required registrations include a DUNS number, an NCAGE code, and an active SAM registration. The application window runs from December 3, 2020 through January 29, 2021. Submissions can be emailed to grantsmaseru@state.gov or delivered/mailed to the U.S. Embassy Maseru Special Projects Office in Maseru. Late submissions, incomplete packages, or applications missing required documentation are rejected, which makes early preparation important, especially for organizations that still need to complete SAM and related registrations.
The review process begins with an eligibility screening, then a panel rates eligible applications against responsiveness to the NOFO and the practicality of the proposed monitoring plan. Strong proposals are expected to specify the chosen district clearly, describe the number of facilities to be monitored, and explain in concrete terms how the exit interviews and dialogue activities will be implemented. Reviewers also look for clear and measurable objectives, a realistic timeline, and a complete, reasonable budget that matches the proposed scope and anticipated results. Shortlisted applicants may be invited for interviews, asked to clarify aspects of their proposal, and may need to accommodate site visits before final selections are made. Award administration is handled by a Grants Officer, and recipients must submit program and financial reports at intervals defined in the award agreement; timely reporting is tied to the release of funds.Apply for DOS MSU PEPFARCLM FY21
- The Department of State, U. S. Mission to Lesotho in the community development sector is offering a public funding opportunity titled "PEPFAR Small Grants Program, Community-Led Monitoring 2021" and is now available to receive applicants.
- Interested and eligible applicants and submit their applications by referencing the CFDA number(s): 19.029.
- This funding opportunity was created on Dec 03, 2020.
- Applicants must submit their applications by Jan 29, 2021. (Agency may still review applications by suitable applicants for the remaining/unused allocated funding in 2026.)
- Each selected applicant is eligible to receive up to $20,000.00 in funding.
- The number of recipients for this funding is limited to 10 candidate(s).
- Eligible applicants include: Others (see text field entitled Additional Information on Eligibility for clarification).
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FAQs: PEPFAR Small Grants Program, Community-Led Monitoring (CLM) 2021 - U.S. Embassy Maseru
1. What is the PEPFAR Small Grants Program, Community-Led Monitoring (CLM) 2021?
It is a U.S. Department of State funding opportunity administered by the U.S. Embassy Maseru Special Projects Office to support local civil society organizations in Lesotho to carry out community-led monitoring (CLM) of HIV services. The funding is financed through PEPFAR and is intended to strengthen evidence-based, client-centered HIV prevention, care, and treatment services by systematically collecting feedback from people receiving HIV services.
2. What is the main goal of the grant?
The goal is to identify persistent, on-the-ground service delivery problems at specific health facilities and support practical, site-level solutions by gathering and organizing actionable feedback from clients receiving HIV services. The program also aims to encourage health providers to integrate routine monitoring into everyday practice and to increase awareness and use of the Lesotho PLHIV Facility Feedback Tool.
3. What activities are grantees expected to implement?
Selected organizations are expected to implement community-led monitoring using the defined approach, including conducting facility exit interviews and organizing facility-community interface and dialogue sessions, following the guidance of the required tool.
4. Which monitoring tool must be used?
Grantees are expected to use the Lesotho PLHIV Facility Feedback Tool. The opportunity states that the monitoring approach is tightly defined and that implementation must follow the tool's guidance.
5. Where can monitoring take place (which facilities are eligible)?
Monitoring is to be implemented only at public health facilities operated by the Government of Lesotho and the Christian Health Association of Lesotho.
6. Do applicants choose where they will work?
Yes. Applicants must choose a single district to work in. The application should also list districts in order of preference.
7. Do applicants need to state how many facilities they will monitor?
Yes. Applicants must clearly state how many health facilities they can monitor in the chosen district.
8. Who is eligible to apply?
Eligibility is aimed at local, legally registered community-based organizations, civil society networks, and groups representing key populations, people living with HIV, and other affected communities, especially those positioned to gather observations and direct input from HIV service recipients.
9. Is there a minimum period an organization must have been operating to apply?
Yes. Organizations must have been operating for at least one year.
10. What basic capacity requirements are mentioned?
Organizations must show adequate internal controls and financial monitoring procedures, and they should demonstrate strong ties to the local community and local government authorities.
11. Are organizations already funded by PEPFAR allowed to apply?
No. Organizations already funded by PEPFAR to deliver health services in communities or at facilities are not allowed to apply. The restriction reinforces that this grant supports independent community monitoring rather than service delivery.
12. Is cost sharing or matching required?
No. The opportunity states there is no cost sharing or matching requirement.
13. Are there restrictions related to debarment or suspension?
Yes. Standard U.S. government exclusions apply. Any entity listed as debarred or suspended in SAM (the System for Award Management) is ineligible and cannot participate in activities supported by the award.
14. How many awards are expected, and what is the maximum award size?
The Embassy anticipates making ten or more awards. Each award is capped at USD 20,000, and applicants are instructed not to request more than the USD 20,000 ceiling.
15. Can an organization receive more than one award?
No. Each organization may receive only one award under this opportunity.
16. What is the expected project period and start date?
Projects are expected to run for 12 months, with an anticipated start date of March 1, 2021. Funding is subject to the availability of funds.
17. Will training or technical assistance be provided?
Yes. The Embassy indicates that training and technical assistance will be provided to selected organizations.
18. How does collected feedback get shared and used?
Participating organizations collect and document feedback using the standard forms, then share the resulting data with a CLM coordinating organization. That coordinating body compiles results, delivers them to PEPFAR through the Special Projects Office, and shares results as appropriate with District Health Management Teams, the Ministry of Health, civil society organizations, and other stakeholders on a semi-annual basis.
19. What required forms must be included in the application package?
The application must include completed and signed SF-424, SF-424A, and SF-424B forms.
20. What are the required components and page limits for the written proposal?
Required components include: a one-page cover page (with a table listing organization details and target districts), a one-page table of contents, a proposal narrative limited to five pages, a detailed organizational history, a budget, a one-page results section describing expected measurable outcomes, a one-page budget narrative, one-page CVs for key personnel with role descriptions, and a monitoring and evaluation plan narrative limited to two pages. The package must also include the organization's constitution, a list of committee members, and project bank account details. The Embassy notes it may request additional documentation beyond what is listed.
21. What does the opportunity require for committee membership documentation?
Applicants must include a list of committee members with names and addresses, and the list must include at least eight members.
22. How should the budget be prepared?
The budget must be in U.S. dollars and include an estimate in Maloti using an exchange rate of 1M15. The total request must stay under the USD 20,000 ceiling.
23. What registrations are required before applying?
Applicants must complete a DUNS number, an NCAGE code, and an active SAM registration. The registrations are free but can take time.
24. How long can SAM registration take?
The opportunity notes that SAM registration may take up to four weeks, so early preparation is important.
25. When is the application submission window?
The application window runs from December 3, 2020 through January 29, 2021.
26. How can applications be submitted?
Applications can be emailed to grantsmaseru@state.gov or delivered/mailed to the U.S. Embassy Maseru Special Projects Office in Maseru.
27. What happens if an application is late or incomplete?
Late submissions, incomplete packages, or applications missing required documentation are rejected.
28. What are the main stages of the review process?
The process begins with an eligibility screening. Eligible applications are then rated by a panel based on responsiveness to the Notice of Funding Opportunity and the practicality of the proposed monitoring plan.
29. What proposal details do reviewers expect to see?
Strong proposals are expected to clearly specify the chosen district, describe the number of facilities to be monitored, and explain in concrete terms how exit interviews and dialogue activities will be implemented. Reviewers also look for clear and measurable objectives, a realistic timeline, and a complete, reasonable budget that matches the scope and anticipated results.
30. Can the Embassy request interviews, clarifications, or site visits?
Yes. Shortlisted applicants may be invited for interviews, asked to clarify proposal elements, and may need to accommodate site visits before final selections are made.
31. Does the U.S. Embassy reserve discretion in making awards?
Yes. The Special Projects Office reserves broad discretion, including rejecting any or all applications, negotiating changes, accepting alternate proposals, and making awards after discussions to clarify project plans or budgets.
32. Who administers awards and what reporting is required?
Award administration is handled by a Grants Officer. Recipients must submit program and financial reports at intervals defined in the award agreement, and timely reporting is tied to the release of funds.
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