Sakchyam Challenge Fund Process

 

INSTRUCTIONS FOR BIDDERS

The Sakchyam Leadership Team and the Challenge Fund Managers, in conjunction with DFID, have developed the procedures set down below. It is important that bidders read and follow the instructions carefully in order to ensure their bids are properly considered and have the best chance of being successful. We advise you to go through the S-CF Information Pack and S-CF Summary Sheet for additional detail on the application process. If you require clarification of any aspect of these regulations, you should contact the Challenge Fund Manager fundmanager@sakchyam.com.np

DISTRICTS IN WHICH THE SAKCHYAM CHALLENGE FUND IS OPERATING

The Sakchyam Programme is operating in:

  • Far-Western Region: Kailali, Kanchanpur, Dadeldhura, Doti, Achham, Baitadi, Darchula, Bhajang, and Bajura
  • Mid-Western Region: Dang, Salyan, Pyuthan, Jumla, Banke, Bardiya, Surkhet, Dailekh, Rukum, Rolpa, Humla, Dolpa, Kalikot, Mugu, and Jajarkot
  • Western Region: Manang, Kapilvastu, Arghakanchi, and Rupandehi
  • Central Region: Dhading, Nuwakot, and Sarlahi
  • Eastern Region: Illam, Jhapa, and Sunsari

Sakchyam Challenge Fund will also accept applications from other districts, and they will be assessed according to the criteria.

THE BIDDING PROCESS

There is a two stage bidding process. Interested parties first submit a brief (only four A4 pages using the template suggested by Sakchyam) Concept Note outlining their proposed project, and how the project will contribute to the achievement of Sakchyam’s objectives and outcomes. The Concept Note is then assessed by the Sakchyam Leadership.

Bidders are advised of the findings and given the opportunity tosubmit a full application. The full application is evaluated by an Independent Assessment Panel (IAP). Successful applicants are then invited to sign a grant agreement with the Sakchyam Challenge Fund for funding to implement the project.

EVALUATION OF BIDS

The IAP will assess and evaluate bids against the criteria laid down by the Sakchyam Challenge Fund, in consultation with UK aid. The IAP advises the Team Leader of the Sakchyam Programme of their decisions. These are shared with UK aid for “no-objection” and the Challenge Fund Manager communicates the findings to bidders. The decisions of the IAP are final.

Bidders should not, on any account, try to contact panel members. Any such approaches will result in the bid being automatically disqualified.

BIDDING TIMETABLE

Bidders will be advised within two weeks of the outcome of the Sakchyam Leadership decisions on concept notes.

Bidders will then be given the opportunity to prepare and submit a full and detailed application. All applications must be submitted to the Challenge Fund Managers or Project Coordinators by the stated deadline, which will be approximately four weeks after being encouraged to submit a Full Application.

Bidding rounds – comprising concept note preparations, submission and approval followed by submission and approval of Full Applications – will take less than three months. The Fund Manager will make the deadline dates for submission of Full Applications known at the time of being invited to submit a Full Application.

Concept Notes and Full Applications must be made on official Sakchyam Challenge Fund forms, available under the following URLs:

All documentation must be submitted electronically to fundmanager@sakchyam.com.np by the deadline date. Early submission of draft Concept Notes and Full Applications are welcome, so that the Challenge Fund Managers can check in advance their completeness and give guidance to bidders.

CONTRACTING AND DISBURSEMENT ARRANGEMENTS

The core elements of the contracting arrangement with the successful bidders is as follows:

  • grant agreements will be drawn up between Louis Berger and successful applicants;
  • disbursements of Sakchyam Challenge Fund monies will be made in accordance with the work-plan set out in the approved application;
  • disbursements will be dependent on satisfactory progress of the project concerned;
  • disbursements will generally be quarterly;
  • disbursements are audited regularly; and,
  • organisations will be required to present an annual statement from their auditors verifying expenditure of Sakchyam Challenge Fund funds and the organisations’ contribution to the funded project.

MONITORING AND EVALUATION OF PROJECTS

Organisations that are implementing projects with Sakchyam Challenge Fund monies will be required to submit quarterly reports throughout the project implementation period to assess progress, project impact and achievement of objectives.

The Challenge Fund Manager may supplement these reports with onsite visits as required. Sakchyam Challenge Fund recipient organisations are expected to assist monitors and evaluators to carry out their tasks.

PUBLICITY AND ON-GOING PROMOTION

The objectives of the Sakchyam Programme include the encouragement of new and innovative approaches to financial service provision. The Sakchyam Programme will therefore be seeking to publicise successes wherever possible. Recipient organisations will be expected to assist the Challenge Fund Manager in this task by providing such information as may be required for this purpose.