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Grant Reference: 16/048 IDS Project Reference: PA/12035 Date: 20/05/2016
Grant Agreement Institute of Development Studies (IDS)-on behalf of the Making All Voices
Count (MAVC) Consortium
Making All Voices Count (MAVC) is a jointly funded programme bringing together the Department
for International Development (DFID), the US Agency for International Development (USAID),
Sweden, represented by the Swedish International Development Cooperation Agency (Sida) and
the Omidyar Network (ON) to create a fund to support innovation, scaling-up and research in the
use of technology and non-technology approaches to support open, responsive government and
citizen engagement.
Stichting Hivos (Hivos) acts as the Fund Manager of the MAVC programme in collaboration with the
Institute of Development Studies (IDS) and Ushahidi.
The attached documents as listed below form an integral part of this Grant Agreement and define
the terms under which MAVC is prepared to offer funding to individual organisations (Grant
Recipient), to support the completion of a project described in an approved application for funding
under the Making All Voices Count Programme;
Grant Agreement
Annex 1 – Detailed Budget
Annex 2 – Application
Annex 3 – MAVC Reporting Guidelines
o Annex 3.1 – Inception Phase Reporting Template (separate Word document)
o Annex 3.2 – Research Uptake Plan Template (separate Excel document)
o Annex 3.3 – Interim Narrative Report Guidelines (separate Word document)
o Annex 3.4 – End of Project Report Template (separate Word document)
o Annex 3.5 – Financial Report Template (separate Excel document)
Annex 4 - MAVC General Terms & Conditions
The undersigned:
Party 1
Donor: Institute of Development Studies (on behalf of Making All Voices Count) Library Road, Brighton,
BN1 9RE, United Kingdom
Donor representative: Duncan Edwards
Hereinafter called “Making All Voices Count” (MAVC)
Party 2
Recipient: Affiliated Network for Social Accountability-East Asia and the Pacific
(ANSA-EAP)
ANSA-EAP Operations Team, Ateneo School of Government
Pacifico Ortiz Hall
Fr. Arrupe Road, Social Development Complex
Ateneo de Manila University
Loyola Heights, Katipunan Avenue
Quezon City, Metropolitan Manila
Philippines 1108
Recipient representative: Redempto S. Parafina
Hereinafter called ‘Grant Recipient’
Hereby confirm having read and understood all provisions in this Agreement (“Grant Agreement”),
its annexes, and the MAVC General Terms & Conditions, and agree on the following:
A. Grant Agreement details
Grant Reference: 16/048 (please use this number in your correspondence)
Grant amount: £25,000
Start date: 16/05/2016
End date: 15/05/2017
The Grant is based on the following application: Project name: Open Barangay Research Initiative (OBRI) Key personnel: Jalton Garces Taguibao, Research Project Lead
Detailed Budget: see Annex 1
B. Payment Schedule, Milestones, Monitoring & Evaluation
The contribution will be made available by MAVC for the project according to the following payment
schedule:
Date Amount (£
GBP)
Description
On signature £10,000 Milestone 1: Signing of the contract. A payment of £10,000 will be made upon the signing of the contract.
15 December 2016 £7,500 Milestone 2: An interim narrative report, a research
uptake plan, an inception report and an interim narrative
report due by 15 December 2016. A payment of £7,500
will be made after the receipt and approval of these
documents.
15 May 2017 £7,500 Milestone 3: The satisfactory completion of the project and receipt of a final financial report and a final narrative report. All documents will be due by 15 May 2017. A final payment of £7,500 will be made after the receipt and approval of these documents.
Monitoring and Evaluation: During the initial phase of the project a clear research uptake strategy and plan will be developed. This will detail the different stakeholders and audience the project intends to influence with the research. It will also define the mechanisms by which the project will aim to achieve this, including identifying key points at which these stakeholder groups might be engaged so as to inform and build
buy-in to the research. The plan will detail the outputs the research is intending to produce which will be most appropriate to the stakeholder groups the project is seeking to influence. It will also detail appropriate output indicators to monitor, evaluate, and learn about the impact and influence of the research process and outputs.
INDICATOR # Requirements
1 Appropriate research design developed in the inception phase of the project.
2 Appropriate research uptake strategy developed in the inception phase of the project.
3 Two (2) research outputs appropriate to their intended target stakeholders are produced.
4 End of project report with evidence that:
4a research outputs were achieved
4b learning from the project has been shared with others (to include reporting against research uptake indicators)
4c learning from the project has been fed into organisational practice.
Payments are contingent upon submission by the Grant Recipient of the narrative and financial
reports in accordance with C. MAVC Reporting Schedule, Annex 3 MAVC Reporting Guidelines and
following their subsequent approval by MAVC. Failure to meet these obligations may result in
withholding of payments or termination of this Grant Agreement by MAVC.
C. MAVC Reporting Schedule
The Grant Recipient will submit to MAVC financial and narrative progress reports according to the
following schedule:
Date Report type Description
15 December 2016 Interim narrative report,
research uptake plan, inception
report and interim financial
report.
Reports detailing progress on the research project and accounting for project fees and expenses.
15 May 2017 Final narrative report and final
financial report.
Full narrative and financial reports.
Any delay in reporting will be communicated by the Grant Recipient and approved by MAVC before
the expiry of the deadline.
D. Timeline
Dates Milestone / Activities
1st-4th Month
(3 months)
Established partnerships e.g. CSO-based research partnerships, tech
consultants, community based partnerships, etc./Preparation of
Instruments and Tools
4th-7th Month
(3 months)
Collection and Documentation of Targeted Data
7th-9th Month
(3 months)
Processed and Analyzed Data
9th-12th Month
(3 months)
Written Draft Reports and Documentation
12th Month Submission of Finalized Reports and Documentation
Signed for Making All Voices Count Signed for the Grant Recipient
Name : Georgia Howson Name :
Function : Contracts Manager Function :
Date : 20th May 2016 Date :
ANNEX 1 Detailed Budget
Cost Type Expenses Days/ Unit Cost (in
PHP) Sub-Total
(PHP) Sub-Total
(GBP) People
Personnel
Research Team Members
Research Project Head 1 13250.00 159000.00 2390
Research Project Officer 1 11550.00 138600.00 2083
Research Associate 3 10000.00 360000.00 5411
Partner Consultants 400000.00 400000.00 6012
Data Encoders/Site Processing Assistants 23730.00 23730.00
357
Direct Expenses
Equipment Purchase (Audio/video recorders, data analysis software, and data storage
45000.00 45000.00 676
Supplies 12 3500.00 42000.00 631
Team Meetings 12 5000.00 60000.00 902
Van rental 2 7000.00 7000.00 105
Airfare 6 16000.00 96000.00 1443
Accommodations 42000.00 42000.00 631
Meals 6 5000.00 30000.00 451
Communication 12 4000.00 48000.00 721
Documentation Video Documentary Production 50000.00 50000.00
752
Admin Overhead 161926.60 2434
TOTAL 1613257 25000
Exchange Rate (1 GBP=PHP) 66.53
ANNEX 2 Application
Practitioner Research and Learning Grant Concept Note
Please submit your proposals to [email protected] by the close
of business on Wednesday 16 March 2016. All pre-application enquires should be sent to
Name of Organisation:
Affiliated Network for Social Accountability-East Asia and the Pacific (ANSA-EAP)
Research Project Title:
Open Barangay Research Initiative (OBRI)
MAVC Grant (original Innovations or Scaling grant) title:
Check My Barangay (Philippines)
Purpose of innovation or scaling grant
Enhancing participatory governance at the barangay (Village) level in the Philippines with
a focus on participatory budgeting and citizen monitoring and evaluation
Concept & Objectives of research:
Recent initiatives on local participation and citizen engagement have combined
Information Communication Technologies (ICTs) and offline, face-to-face modes for
citizens engagement in local governance processes. The offline modes have proven to be
more effective, albeit demanding in terms of implementation and logistics. Online/ICT-
based modes respond to issues of scale, however are premised on a number of
assumptions such as the pre-existence of an ICT infrastructure, accessibility to
mobile/data connections, and technology literacy of user, among other consideration.
In 2014 and 2015, the Affiliated Network for Social Accountability-East Asia and the Pacific
(ANSA-EAP) piloted two projects in Philippines that adopted a combination of offline and
online modes of participation. I-budget.mo (IBM) was a participatory budgeting initiative
that was piloted two barangays in 2014, while Check My Barangay was launched in 2015
which integrated participatory budgeting and citizen project monitoring and evaluation.
Both these projects made use of different modes: offline modes such as participatory
activities and events, forms and scorecards. Online modes such as SMS, Social Media
and a Website were also used.
These projects prospected that, apart from face-to-face modes, the online channels were
made available for those who were unable to physically participate in the activities. In this
instance, the website, while serving as a main data repository for public and government
information, was treated as supplementary platform for citizens to access village
information and directly engage with the local village administration. At the same time,
social media sites like Facebook and Twitter were used as disseminating mechanisms, or
as links to the website.
Incorporating the online modes were based on the assumption that making these different
online modes of participation available and accessible will translate to higher participation
and more inclusion. However, a puzzle has emerged based on the data gathered from
these projects. For instance, despite the availability of the online modes for IBM, most of
the barangay residents participated using the offline mode, i.e. 2,340 people being
reached compared to the online platforms (Facebook with 1,549 number of people
reached (Facebook page likes + posts reached) and the website with 1,079 unique visits).
The SMS mode only had 137 total number of participant users.
In this light, and in the context of the use of ICTs for local participation in the Philippines,
this proposed research asks the following questions:
1. What are the underlying facilitative, enabling and mitigating
factors/conditions that account for the (under) utilization of tech-based modes of
participation and citizen “voice”? Are there discernible differences between tech
and non-tech based modes of participation in terms of citizen “voice”,
inclusion/exclusion, and targeted impact/amplification?
2. To what extent does the availability, accessibility and use of
ICTs/technological modes affect, change, or shape, local participation and citizen
“voice”? How do these modes create new and emergent dynamics of
inclusion/exclusion?
3. What are the factors that should be considered in determining “appropriate
technologies” for citizen participation (e.g. social, economic, individual-
behavioral,etc.)? How does context weigh onto these factors?
4. What strategies and pathways (offline and online) should be employed in
order for participation to be inclusionary? How should these be implemented (with
due consideration to project resource optimization)?
5. On the part of the (local/village) government, what are the critical issues
related to tech-based interventions/initiatives that enable and/or mitigate their
responsiveness towards citizens? How can/are these be addressed?
Research Objectives
Drawing from the aforementioned, this research intends to contribute to the research and
evidence base of Making All Voices Count, specifically, in providing research-based
insights that will improve the implementation/performance of practitioners who are
interested in utilizing/incorporating technologies for local participation and citizen
engagement. The outputs of the research are envisioned to figure into the preparatory
research efforts of practitioners during the project design and technology development
phases, especially when determining “appropriate technologies” for citizen participation.
Ultimately, it is hoped that the outputs of this research will guide project designers,
implementers, and civic tech advocates in designing and developing projects that include
tech components for citizen engagement and enhanced citizen participation .
Apart from the prospective contributions to practitioners, this research also aims to
contribute to the growing literature that links ICT, local participation and citizen
engagement. It seeks to examine different modes of participation for citizen “voice” and
engagement, focusing on, what could be, an appropriate and optimal mix of platforms and
modes of citizen participation in different contexts.
Approach and methodology:
The proposed project will utilize a qualitative comparative case study method (minimum of
4 case communities) in and across different areas in the Philippines. The research is
essentially exploratory and descriptive. Since the research will be conducted simultaneous
with and on-top of a MAVC funded scale-out project that covers the selected key areas in
the Philippines, the selection of cases will be based on the use and appropriateness of
technologies for participation in the context of the different-yet-comparable attributes of
these areas and communities (e.g. sub-regional location, (household) population size,
socio-economic attributes, urban-sub-urban characteristics, community profiles, etc).
Apart from observations and ethnomethodology (since the researchers are also
implementers), data/narratives will also be collected through the following: (1) Interviews
with key informants such as local officials, community leaders, partner CSOs, and local
technology developers, and (2) Focused Group Discussions with community residents and
users, and (3) Surveys in and across case communities and areas.
Secondary data such as reports and official documents generated by the local village
administration will also be collected.
Outputs (information on the planned outputs and deliverables, and any intended
audience):
The following are the expected outputs from the research:
1. Narratives and experiences of participant tech-users
2. Narratives and perspectives from key actors in the local village administration
3. Narrative insights from technology developers, project implementers, and CSO
partners
4. Data tables of the survey data
5. A Synthesis of the Narratives and Qualitative Comparative Analysis of the Use of
Technology for Citizen Engagement in the Selected Case Communities/Areas
These outputs shall be in the form of reports/papers, and documentations. The proponents
also intend to release this in the form of video documentary/ies.
Resource Team (staff working on the research project):
Core Research Team
1. Jalton Garces Taguibao -- Research Project Head
2. Hilary Martinez -- Research Project Officer
3. Vincent Romero -- Research Associate
4. Lanz Baltazar -- Research Associate
5. Ruzette Manabat -- Research Associate
Timeline (major milestones and delivery dates in research project):
Date Milestone
1st-4th Month
(3 months)
Established partnerships e.g. CSO-based research
partnerships, tech consultants, community based
partnerships, etc./Preparation of Instruments and Tools
4th-7th Month
(3 months)
Collection and Documentation of Targeted Data
7th-9th Month
(3 months)
Processed and Analyzed Data
9th-12th Month
(3 months)
Written Draft Reports and Documentation
12th Month Submission of Finalized Reports and Documentation
Budget (please provide a breakdown of costs by unit and an indication of whether –
see example below):
The proposed concept would result in expenses of £25,000. A rough breakdown of
anticipated costs and expenses is provided below:
Cost Type Expenses Days/ Unit Cost
(in PHP) Sub-Total
(PHP) Sub-Total
*(GBP) People
Personnel Research Team Members *(1 GBP = 66.53 PHP)
Research Project Head 1 13,250.00 159,000.00 2,390
Research Project Officer 1 11,550.00 138,600.00 2,083
Research Associate 3 10,000.00 360,000.00 5,411
Partner Consultants
400,000.00
400,000.00 6,012
Data Encoders/Site Processing Assistants
15.900.00 15,900.00 239
Direct Expenses
Equipment Purchase (Hardware and
Software)
100,000.00 100,000.00 1,503
Supplies 12 3,000.00 36,000.00 541
Team Meetings 12 4,000.00 48,000.00 721
Transportation 2 7,000.00 7,000.00 105
Airfare 6 16,000.00 96,000.00 1,443
Accommodations 40,800.00 40,800.00 613
Meals 6 4,000.00 24,000.00 361
Communication 12 3,000.00 36,000.00 541
Documentation Video Documentary
Production 1 40,000.00 40,000.00 601
Admin Overhead 161,926.60
161,926.60 2,434
1,461,300.00 25,000
TOTAL 1,623,227 25,000
Risks & Assumptions (any anticipated risks involved in the research project and
underlying assumptions):
The expected research outputs will be accomplished under the following assumptions:
1. as of this application, the proposed scale out of Check My Barangay is
approved
2. the scale out project will be implemented according to the proposed
calendar (12-15 months);
3. partnerships between ANSA-EAP, local CSOs, and the barangay
administrations of selected communities are built and established;
4. resources that are required to implement the scale out project and the
proposed research are properly phased and readily available, and flexible enough
to be realigned; and
5. Interviewees, key informants and community members will grant their
consent to data collection.
Details of any specific support you may need from MAVC (beyond financial support,
such as mentoring etc):
● Training on possible innovative research strategies, techniques, and
methodologies (within the methodological parameters earlier mentioned)
● Mentoring in the course of the data collection and in the progress of writing
the documentation/reports.
● Administrative support in dealing with contingencies and adjustments regarding the
utilization of the research budget
Any other relevant information:
ANNEX 3 MAVC Reporting Guidelines
1. Practitioner research and learning grant inception phase reporting template (Word version attached)
As part of the inception phase of your project, the team should discuss and reflect on the following questions raised in this template. The outcome of these discussions should be captured in this form. Please try to be as concise as possible.
Organisation:
Title of research project:
Contract number:
Reporting Period:
Date:
Participants in reflection exercise:
Brief summary of research project:
What do we want to know at the end of the research process?
Why is this useful?
How do we think the information obtained from the research will be used by us?
Who else needs this information? How will we share it with them? And how could they use it?
There is no need to produce an exhaustive list of potential audiences and means of communication, as you will have the opportunity to provide more detailed information in your research uptake plan.
Any other observations
2. Research Uptake Plan template (Excel template attached)
COMMUNICATIONS
ACTIVITIESPROPOSED CHANNELS TARGET AUDIENCES
TIME FRAME/
DEADLINESUCCESS CRITERIA COMMENTS
please provide details of
planned research outputs and
communication activities, e.g.
Research report, presentation,
case study, policy brief,
infographic, webinar.
please identify main channels
you will use to disseminate
each of your research outputs.
Where relevant, this may
include channels for both
external and internal
stakeholders, e.g. organisation
website, mailing list,
media/press, social media,
internal staff meetings, senior
management presentation,
etc.
please identify key audiences
for each output/activity
expected date for each
output/ activity
what does success look like in
communicating your research?
What impact do you aim to
achieve with each communication
activity? This needs to be
measurable in the life time of the
project, e.g. Key stakeholders are
aware of the research findings.
E.g. Key stakeholders engage in-
depth with the findings.
any additional information
e.g. Final report disseminated e.g.Dissemination workshops
Direct email
Face to face meetings
Grantee's website and social
media
Media (local, national &
international)
e.g National and local
government officials
Civil society organisations
Academic researchers
Research participants
General public
Internal programme staff
e.g. End of project, July
2016
e.g. Final report produced
Key stakeholders are aware of
research findings
e.g. blog
e.g. presentation
e.g. policy brief
e.g. research dissemination
webinar
Table 1: Research Uptake Plan
3. Narrative Report template (Word version attached)
Organisation:
Title of research project:
Contract number:
Reporting Period:
Brief summary of research project:
Progress: How has the research project been implemented to date? What have been the successes and challenges? Have there been any unexpected eventualities or difficulties encountered or any unanticipated findings or outcomes.
Adaptations or changes: Is the research progressing in line with the original proposal? If not, please explain how it has changed and whether there have been any significant changes to your objective, scope or research design?
Timeline: Is the research project on track to finish within agreed timelines? If not, please provide details.
Stakeholder engagement and research uptake: Which key stakeholders have you engaged with thus far? And with what level of success? Please outline any additional opportunities for communications that are not already detailed in your research uptake plan, and identify any specific impacts you hope to achieve with them.
Future priorities: What are your priorities in the next reporting period?
Learning: What key lessons have you learnt thus far? What has surprised you or has been unexpected?
Further assistance from MAVC: Please specify if you require any further assistance from MAVC to implement your project.
4. Making All Voices Count – Practitioner Research and Learning Grant - End of project narrative report template (Word version attached)
As part of the end of the practitioner research project, the team should discuss and reflect on the following questions raised in this template. The outcome of these discussions should be captured in this form.
Organisation:
Title of research project:
Contract number:
Reporting Period:
Participants in the end of project reflection exercise:
Brief summary of research project:
Progress: How was the research project implemented? What were the successes and challenges?
Were there any unexpected difficulties or any unanticipated outcomes?
Adaptations or changes: Did the research progress in line with the original proposal? If not, please
explain how it changed and whether there were any significant changes to your objective, scope or
research design? If you could start this project again, what would you do differently?
Findings: Please summarise the key findings of your research. What changes are needed, according to
the findings of the research – e.g. to understanding, behaviour, policy? Were any of these findings
unexpected or surprising?
Learning: Did individuals and organisations participating in the research process acquire new knowledge, skills and attitudes? Please elaborate on which beliefs, behaviours and practices changed and which didn’t and why.
Stakeholder engagement and research uptake: Did you identify existing linkages with stakeholders, and areas where new linkages need to be made in order to effectively address the research problem? Was developing a research uptake plan a useful exercise? Did your research process lead you to engage with unexpected actors or in unexpected arenas?
Advice to others: What advice would you give to other practitioners implementing similar
innovation/scaling projects? What advice would you give to others conducting practitioner research on
similar issues?
Feedback for MAVC: Do you have any specific feedback on MAVC learning processes that you have
engaged in? What can/should Making All Voices Count do to better support grantees and support
learning? What can/should IDS do to better support practitioner research grantees?
Next steps: How will these findings shape the future interventions of your organization and relevant
partners? Will you make, or have you made, any changes to the implementation of your development
project as a result of these findings (please explain)?
Any other comments
5. Financial Report template (Excel template attached)
Annex 4 MAVC General Terms & Conditions
1. General 1.1 These General Terms & Conditions represent the entire legal relationship between the Institute of Development Studies (“IDS”), acting on behalf of the MAVC Consortium (hereinafter: “MAVC”) under a prime contract (“Main Contract), and the organisation responsible for the implementation of the activities as described in the Application (hereinafter: the “Grant Recipient”) within the context of the Making All Voices Count programme. 1.2 MAVC and the Grant Recipient are hereinafter jointly referred to as the “Parties”.
2. The Grant Agreement 2.1 An agreement between MAVC and the Grant Recipient with respect to the funding of activities of the Grant Recipient is hereinafter called: the “Grant Agreement”. 2.2 The Grant Agreement shall enter into force after signing by both Parties. 2.3 The Parties undertake to comply with their obligations arising from the Grant Agreement including all annexes and these General Terms & Conditions.
3. Payments 3.1 The dates and amounts related to the disbursements of the funds provided by MAVC, are stated in the Grant Agreement under heading B. Payment Schedule, Milestones, Monitoring & Evaluation. 3.2 The Grant Recipient understands that activities performed under this Grant Agreement are subject to the review, amendment and approval of external funding providers (“Fund Providers”). Therefore MAVC has no responsibility to make payments to the Grant Recipient where;
a) there is a delay or failure in the receipt of such funds and such non-receipt or delay is not due to the breach or omission of MAVC under the Main Contract;
b) the Fund Providers use a result based funding mechanism and the Grant Recipient fails to deliver all or part of the results;
c) the report to the Fund Providers is delayed due to late submission of narrative and/or financial reports by the Grant Recipient.
3.3 MAVC has the right to suspend payments if;
a) the Grant Recipient fails to use MAVC’s funding in accordance with the Application, the Grant Agreement and the General Terms & Conditions; b) the narrative and/or financial reports have not been submitted to MAVC according to the submission dates and in accordance with the Annex 3 MAVC Reporting Guidelines; c) MAVC does not approve the progress in the narrative and/or finacial reports submitted. In such an event,
MAVC shall inform the Grant Recipient about it’s reservations and the Grant Recipient shall have 60 (sixty) days to rectify the matter before payments are suspended. .
3.4 Where narrative and/or financial reports are submitted later than 30 (thirty) days after the submission date, MAVC has the right to reduce the subsequent payment by up to 30%. 3.5 MAVC reserves the right to recoup funds if the Grant Recipient does not comply with its obligations under this Grant Agreement, its annexes and these General Terms & Conditions. 3.6 MAVC’s contribution shall be paid in the currency as stated in the Grant Agreement, to the bank account indicated by the Grant Recipient and MAVC shall not be liable or responsible for any additional taxes, VAT or
exchange rate fluctuations from time to time imposed by authorities. The bank account must be held in the name of the Grant Recipient.
4. Implementation of the activities 4.1 The Grant Recipient is responsible for ensuring that the activities as described in the Application are carried out in accordance with generally prevailing industry and academic standards, in strict compliance with all applicable laws and regulations, and in accordance with these MAVC Terms and Conditions. 4.2 The Grant Recipient must use the contribution in accordance with the Grant Agreement. 4.3 The budget as stipulated in the Grant Agreement cannot be exceeded and transfers/virements between the budget headings cannot be made unless prior written consent is explicitly given by MAVC. 4.4 Overspend within the budget headings is allowed, provided that; a) it does not exceed 10% of the original figure, and b) the total expenditure stays within the original budget, as defined in the Grant Agreement. 4.5 If, at the end of the Grant Agreement term, no approval has been given by MAVC for a reallocation of unspent funds or an extension of the Grant Agreement, the Grant Recipient shall return the balance of the funds to MAVC within 30 (thirty) days. 4.6 Any issue of finance, personnel, project or timeframe, which may affect the completion of the activities, or any requirement to modify the nature of the activities and/or the use of the budget, must be communicated immediately to MAVC to seek its approval in writing. In such an event, MAVC reserves the right to revise the B. Payment Schedule, Milestones, Monitoring & Evaluation accordingly. 4.7 The Grant Recipient will immediately and without undue delay inform MAVC of any event that interferes or threatens to materially interfere with the completion of the activities including credible suspicion of or actual fraud, bribery, corruption or any other financial irregularity or impropriety. 4.8 As standard practice, MAVC does not fund capital expenditure. In exceptional and negotiated cases where it does, following the completion, suspension or termination of this Grant Agreement, the Grant Recipient shall obtain MAVC’s instructions on the disposal of equipment and comply with such instructions.
5. Narrative reports 5.1 The Grant Recipient must submit narrative reports to MAVC in accordance with the Grant Agreement, C. Reporting Schedule, and in the format provided at Annex 3 MAVC Reporting Guidelines. 5.2 All reports shall be written in the language of the Grant Agreement, unless otherwise agreed.
6. Financial reports 6.1 The Grant Recipient must submit financial reports to MAVC in accordance with the Grant Agreement C. Reporting Schedule, and in the format provided at Annex 3 MAVC Reporting Guidelines. 6.2 The Grant Recipient must keep financial records, in such a way that it will be clear and transparent to third parties how the funds provided by MAVC have been used. All financial records shall be retained for at least 6 (six) years following completion or termination of the Grant Agreement term. 6.3 All reports shall be written in the language of the Grant Agreement, unless otherwise agreed.
7. Audits 7.1 The Grant Recipient is responsible for submitting the organisation’s annual audited financial accounts to MAVC no more than 30 (thirty) days following recipt by the organisation of the final report from the auditors.
7.2 Upon written request by MAVC, the Grant Recipient shall provide MAVC, or its representatives, unrestricted access to its financial records in order that they may be inspected and audited. The Grant Recipient shall co-operate fully in providing to MAVC or its representatives answers to any enquiries made regarding the financial records and/or the overall financial management of the organisation. 7.3 Any findings shall be discussed with the Grant Recipient before being recorded in a report.
8. Evaluation & Enquiries 8.1 The Grant Recipient may be evaluated by MAVC and/or by another agency appointed by MAVC and/or the independent Evaluation Manager, as appointed by the Fund Providers. An evaluation of the financial management of the Grant Recipient may be part of this evaluation or may be implemented separately in accordance with clause 7 above. Terms of Reference will be decided upon by MAVC and/or the independent Evaluation Manager, after consultation with the Grant Recipient. 8.2 MAVC and the Grant Recipient shall use their best efforts to render assistance to any enquiry and/or evaluation requested and/or performed by representative persons or institutions indicated by the Fund Providers.
9. Co-operation with educational, fundraising and/or lobbying activities 9.1 MAVC shall be entitled to make use of the experience, materials and information relating to the activities carried out by the Grant Recipient, for branding Making All Voices Count as a Grand Challenge for Development and/or for MAVC' educational and fundraising activities worldwide, without the prior consent of the Grant Recipient.
10. Intellectual Property and Publication 10.1 All intellectual property rights in all material (including but not limited to reports, data, designs whether or not electronically stored) produced by the Grant Recipient pursuant to the project and the Grant Agreement ("the Material") shall be the property of the Grant Recipient. 10.2 The Grant Recipient hereby grants to MAVC, its representatives and the Fund Providers, a world-wide, non-exclusive, irrevocable, royalty-free licence to use all the Material where "use" shall mean, without limitation, the reproduction, publication and sub-licence of all the Material and the intellectual property rights therein, including the reproduction and sale of the Material and products incorporating the same for use by any person or for sale or other dealing anywhere in the world. 10.3 The name and logo of MAVC shall be used in all printed material, websites and publicity related to the project. 10.4 The Grant Recipient shall acknowledge MAVC’s financial contribution in its publications and other resource materials by including the following acknowledgment:
“This research has been produced with the financial support of Making All Voices Count. Making All Voices Count is a programme working towards a world in which open, effective and participatory governance is the norm and not the exception. This Grand Challenge focuses global attention on creative and cutting-edge solutions to transform the relationship between citizens and their governments. Making All Voices Count is supported by the U.K. Department for International Development (DFID), U.S. Agency for International Development (USAID), Swedish International Development Cooperation Agency, and Omidyar Network (ON), and is implemented by a consortium consisting of Hivos, the Institute of Development Studies (IDS) and Ushahidi. The programme is inspired by and supports the goals of the Open Government Partnership. Disclaimer: The views expressed in this publication do not necessarily reflect the official policies of Making All Voices Count or our funders. WEB WWW.MAKINGALLVOICESCOUNT.ORG EMAIL [email protected]
TWITTER @ALLVOICESCOUNT”
11. Liability 11.1 Under no circumstances shall MAVC, be liable to the Grant Recipient, its subsidiaries, sub-contractors or any other third party for any indirect, incidental, special or consequential damages arising out of or relating to the Grant Agreement, whether in contract, tort (including negligence) or liability derived from the provision of services or otherwise, regardless of whether MAVC has been advised of the possibility of such damages and even if the damages were foreseeable. 11.2 The Grant Recipient shall indemnify, defend and hold harmless MAVC, from and against all claims, that are in any way related to or ensuing from the activities performed by MAVC for the Grant Recipient and/or the Grant Recipient’s use of services supplied or made available by MAVC including demands, actions and proceedings asserted and/or instituted against MAVC for any occurrence, loss, costs, penalties or damages, arising out of or relating to the Grant Agreement. The provisions of this clause 11.2 do not apply if and insofar as any damages are a result of proven willful misconduct or gross negligence on the part of MAVC. 11.3 Nothing in this clause 11 is intended to limit or exclude either Party’s liability for death or personal injury resulting from negligence; or any fraud or for any sort of other liability which, by law, cannot be limited or excluded. 11.4 The Grant Recipient warrants that it maintains appropriate insurances to ensure against any losses which may arise during the performance of this Grant Agreement, and at the request of MAVC, or its representatives, the Grant Recipient shall provide evidence showing that such insurance has been taken out and maintained. 11.5 This clause shall survive the termination of the Grant Agreement.
12. Termination 12.1 The Grant Agreement shall terminate on the date the Grant Recipient ends its activities financed by MAVC. Termination of the Grant Agreement does not affect the obligations of the Grant Recipient to deliver reports in accordance with clauses 5 and 6, which shall cease following MAVC’s final review and approval of all mandatory narrative and/or financial reports. 12.2 MAVC has the right to terminate the Grant Agreement if the Grant Recipient does not comply with its obligations under the Grant Agreement, its annexes and these General Terms & Conditions, and/or in the event that;
a) the Grant Recipient misuses funds and/or is engaged in fraudulent actions; b) the Grant Recipient is engaged in corrupt practices; c) the Grant Recipient is engaged in child labour according to the definitions of the International
Labour Organization; d) the Grant Recipient violates prevailing labour laws; e) the Grant Recipient violates prevailing environmental laws; f) the Grant Recipient tolerates discrimination or sexual harassment within the organisation; g) the Grant Recipient actively supports discrimination in general, for instance on the basis of race,
religion, national origin, caste, colour, sex, age, veteran status, sexual orientation or disability; h) the Grant Recipient is no longer able or willing to implement the Grant Agreement in accordance with
the Application; i) the Grant Recipient does not submit mandatory reports within eight months; j) or the Grant Recipient transfers the implementation of the activities to another agency without the prior
consent of MAVC.
Termination of the Grant Agreement by MAVC does not affect its right to reclaim payments in accordance with clause 3.5 above. 12.3 The funds for this Grant Agreement are provided to MAVC by a third party. In case this party amends or terminates its Grant Agreement or agreement with MAVC, and this change is not due to wilful act, omission or
negligence of MAVC, MAVC has the right to amend or terminate the Grant Agreement and pending payments with the Grant Recipient in accordance with the provisions of clause 3.2 above. 12.4 In case MAVC is forced to accept that any public or private body takes the place of the Grant Recipient or assumes a power of decision (with regard either to the Grant Recipient or to the activities as described in the Application) such that the original Grant Recipient can no longer be regarded as being responsible for implementation of the activities as described in the Application, MAVC has the right to terminate the Grant Agreement. Unless consultation is no longer possible or worthwhile, the Grant Agreement shall not be terminated in such cases before consultation has taken place between MAVC and the Grant Recipient. If MAVC terminates the Grant Agreement, it may also stipulate whether and, if so, to what extent the Grant Recipient must repay the funds it has received.
13. Miscellaneous 13.1 Any variation of the terms and conditions of the Grant Agreement must be agreed in advance and in writing between the Grant Recipient and MAVC. 13.2 If there is any dispute over the interpretation of this Grant Agreement, or between the Parties in relation to the activities performed by the Grant Recipient, the Parties will first discuss and seek to find an amicable solution to the dispute. If the Parties are unable to reach agreement on any issue concerning the Grant Agreement or the activities within 30 days after one Party has notified the other of that issue, they will refer the matter to the IDS Contracts Manager and IDS Head of Finance in an attempt to resolve the issue within a reasonable timeframe. Either Party may bring proceedings in accordance with clause 13.3 if the matter has not been resolved under this clause 13.2. 13.3 This Contract is governed by, and is to be construed in accordance with the laws of England & Wales. The English Courts will have exclusive jurisdiction to deal with any dispute which has arisen or may arise out of, or in connection with this Grant Agreement.
14. Additional conditions of the Fund Providers 14.1 Profit will not be funded under the Making All Voices Count Programme. 14.2 No organisation funded by, or involved with the Making All Voices Count Programme will engage in transactions with, or provide resources or support to, individuals or organisations engaging in or associated with terrorism. 14.3 Making All Voices Count Programme funds may not be used, under any circumstances, to procure or finance the following:
I. Military equipment or services
II. Surveillance equipment or services
III. Abortion equipment or services, information, education, training or communication programs that
seek to promote abortion as a method of family planning, or lobbying for or against abortion
IV. Involuntary sterilisation equipment or services
14.4 Funds may be used for worldwide procurement of goods and services from all countries, areas, persons and
organizations excluding prohibited sources as defined in USAID’s Automated Directives System, ADS 310 (see
ADS Reference 310mac) at https://www.usaid.gov/ads/policy/300/310
14.5 Funds may not be used to procure or finance the following goods or services, unless agreed otherwise in
writing in advance by Making All Voices Count:
I. Support for police, prisons, or other law enforcement or security forces or activities
II. Agricultural commodities
III. Motor vehicles not manufactured in the U.S.
IV. Pharmaceuticals or contraceptives
V. Pesticides or fertilizers
VI. Luxury goods and gambling equipment
VII. Weather modification equipment
VIII. Used equipment or U.S. government-owned excess property
IX. Air travel or transport to or from the United States, unless by U.S.-flag air carrier, or other air
carrier covered by current “code share” agreement with the U.S.
X. Ocean transportation of commodities
XI. The costs of participation of the delegation of any country at international conferences held under
the auspices of multilateral or international organisations
XII. Family planning or reproductive health services, supplies, or activities unless special provisions
on these topics are added in written consent by Making All Voices Count
XIII. HIV/AIDS services, supplies or activities unless special provisions on these topics are added in
written consent by Making All Voices Count
XIV. Drug trafficking
XV. Investment promotion or violation of internationally recognized workers’ rights
14.6 Funds may not be used to provide assistance to countries that are ineligible for such assistance pursuant to
U.S. law.
14.7 No organisation that receives funds from the Making All Voices Count Programme, or an employee or
contractor of an organisation that received funds from the Making All Voices Count Programme may:
I. Engage in trafficking of persons, as defined in the Protocol to Prevent, Suppress and Punish
Trafficking in Persons especially Women and Children, supplementing the UN Convention
against Transnational Organized Crime
II. Procure any sex act on account of which anything of value is given to or received by any person
14.8 Faith-based organisations as successful grantees may not use funds for inherently religious activities,
including but not limited to, worship, religious instruction, prayer or proselytizing. If entities that receive funds from
Making All Voices Count engage in inherently religious activities, they must offer those services at a different time
and location from any services funded with Making All Voices Count funds, and participation by any beneficiaries
in any inherently religious activities must be voluntary.
14.9 Making All Voices Count Programme funds may not be used for the acquisition, construction or rehabilitation
of structures to the extent that those structures are used for inherently religious activities, such as chapels,
sanctuaries, or other rooms that the Grant Recipient uses as its principal place of worship. Except for a structure
used as its principal place of worship, where a structure is used for both eligible and inherently religious activities,
Making All Voices Count Programme funds may not exceed the cost of those portions of the acquisition,
construction, or rehabilitation that are attributable to eligible activities.
14.10 Entities receiving Making All Voices Count Programme funds must not discriminate against any beneficiary
or potential beneficiary on the basis of religion or religious belief as part of the programs or services funded with
Making All Voices Count Programme funds.