A.3. Orientation Guide and Reporting Forms and Templates
Orientation Guide and Reporting Forms and Templates
Purpose: This guide and templates guide subawardees and their staff on various issues related to the successful management and implementation of partnerships awarded by CDC and administered by Cardno. It specifically introduces Subaward Policy, Invoicing Guidelines, Reporting Requirements, Partner Contributions Tracking, Subrecipient Monitoring and Monitoring and Evaluation.
Section One: Subaward Policy
This section provides guidance on the issuance, control and administration of subawards required under P4 Project. This policy applies to all PPPs under the management of the P4 Project and supported by CDC. This section is divided into three parts: Pre-Award Requirements, Contractual Requirements and Post-Contractual Requirements.
DEFINITION: The term “subaward” in this policy is defined as a formal contractual agreement between Cardno and the Implementing Partner of a PPP under Cardno management. Subawardees engaged under the project support specific objectives, goals and activities identified under the P4 supported PPP.
Part 1: Pre-Award Requirements
Proposals for subaward under the Partnership will include the following:
1. A detailed description of scope of work approved by CDC
2. Subawardee staffing and key personnel
3. A detailed cost estimate budget and budget narrative in accordance with the CDC Budget Guidelines. Templates for the Subaward Budget, In-kind Budget and Budget Narrative are attached in A.3 as Appendix A, B, and C respectively.
4. A detailed cost estimate of private sector in-kind contributions, where applicable
5. Agreement Period of Performance
6. Proposed contractual mechanism specifying contract type, e.g. Time and Materials, Cost-Reimbursable, and Firm-Fixed-Price.
Additional Pre-award Requirements:
The subawardee’s Data Universal Numbering System (DUNS) Number along with a screenshot of a negative query that the subawardee is not on the USG System for Award Management (SAM) webpage for the Excluded Parties List System. www.sam.gov
Part 2: Contracting Requirements
Once the implementing partner, also known as the subawardee, is approved as meeting all of the requirements in Part 1, Cardno moves forward with drafting a subaward document in accordance with CDC and USG contracting requirements. The Project Director reviews and approves all subaward agreements. In addition to necessary CDC and USG contracting requirements, the subaward agreement will contain the following:
1. Subaward number including contract type
2. Cardno CFDA number:
3. Grant Award Number:
4. A detailed scope of work
5. A detailed budget, including in-kind budget
6. Subaward provisions, including required USG flow-down provisions
Part 3: Post-Award Requirements
1. Reporting: The subawardee will be required to comply with Cardno reporting requirements which include:
§ Progress Report: The subawardee will prepare and submit Quarterly and Annual Progress Reports detailing the subawardee’s progress under the subaward to the Cardno Project Director. The subawardee is accountable to CDC/OGAC and/or Cardno for all program deliverables as per contract agreement. A quarterly and annual report template is found above under Quarterly Report Template.
§ Contributions Tracker: The subawardee will track and report on a quarterly basis the total value of contributions (both monetary and in-kind) made to the Cardno’s Management Team. An adaptable Contributions Tracking Tool is found under “Financial Management Tools”.
§ Foreign Tax Report: The subawardee will prepare and submit Quarterly and Annual Foreign Tax Report on the amount of foreign taxes assessed by a foreign government on commodity purchase transactions valued at $500 or more that was financed with U.S. foreign assistance funds under this agreement to the Cardno Project Director. Foreign taxes by a third party foreign government are not to be reported. Reports are required even if the contractor/recipient did not pay any taxes during the reporting period. If the agreement is being implemented in more than one country, please list the tax information for each country separately. You are also required to provide backup documentation to support VAT reports.
Travel Requests: The subawardee will submit a Travel Request prior to undertaking any regional or international travel to the Cardno Project Director. The Subawardee will not undertake any regional or international travel without being approved by Cardno. The subawardee will maintain travel logs for all local travel. A Travel Request Template is attached as Appendix G.
Trip Reports: The subawardee will prepare and submit a Trip Report within 7 days after the completion of each international or regional trip to the Cardno Project Director. The Trip Report will include details such as purpose of travel, travel destination, deliverables and next steps. A Trip Report template is attached as Appendix H.
Final Report: At the conclusion of the PPP, within 30 days the subawardee will prepare and submit a Final Report that summarizes the accomplishments of the project to the Cardno Program Director. The Final Report will summarize the accomplishments of the project, methods used, the products developed including a discussion on findings and notation of particular success and/or strategies that did not achieve the anticipated effect. A Final Report Template is found at A.4.
Procurement Requests: The subawardee wishing to procure goods or contract out any portion of the work will seek prior approval from Cardno in accordance with CDC Procurement Guidelines. The procurement request will include the name of vendor, selection process, period of performance, and an itemized budget, scope of work and method of accountability. The Memorandum of Selection is attached as Appendix E.
Partner Contractual Calls: The subawardee will maintain regular contact and interaction with Cardno as needed to receive feedback on all facets of program activities.
Payments: The subawardee will submit invoices, in accordance with the invoice schedule and guidelines provided to the subawardee at the time of contract execution. The Project Coordinator will review all submitted invoices to ensure compliance with internal Cardno policies and USG financial regulations. Cardno’s procedures for reviewing and approving invoices are attached as Appendix I and J.
Subagreement Modification: Cardno may issue a modification to the subagreement under the following circumstances;
§ Increase in funded and contract ceiling amount
§ Extension of Period of Performance
§ Modification to the scope of work.
Modification to the subaward will typically follow the same process as outlined during the issuance of the initial subaward agreement.
Section Two: Subrecipient Monitoring
This section details Cardno’s obligation as a USG recipient to oversee the expenditure of funds by subawardees, monitor programs and services, and ensure that subawardees are operating according to rules established by the program. The subrecipient monitoring will include risk assessments and checklists which scores the level of sub recipient risk in complying with USG regulatory requirements. See Appendix K for the full policy.
Section Three: Monitoring and Evaluation
This section looks at the Monitoring and Evaluation (M&E) requirements for the Partnership.
The subawardee is responsible for developing and implementing an M&E framework to monitor, track and evaluate program results. The framework should be informed by a PPP results framework and completed with a Performance Monitoring Plan (PMP), which includes program indicators, activities, outputs, anticipated outcomes, and risks and assumptions that may impact success of the program. The subrecipient will collect data against approved indicators, including PEPFAR and P4 Project indicators vetted by Cardno, and report results to the Cardno Monitoring & Evaluation Manager quarterly for validation and uploading to the P4 Project data dashboard.
The subrecipient will also participate in quarterly calls with the Cardno Monitoring & Evaluation Manager and Cardno Program Manager to review quarterly data with Cardno. At the discretion of the Cardno M&E Manager and Cardno Program Manager, Cardno may conduct subrecipient site visits for process evaluation and/or Public-Private Partnership study data collection, requiring coordination support from subrecipient as needed. For subrecipient conducted evaluation activities, the subrecipient will submit to the Cardno Monitoring & Evaluation Manager the proposed evaluation design and implementation plan for review and approval prior to implementing evaluation activities. Cardno will provide advisory services to support the development and implementation of the M&E framework. The subawardee will report to Cardno on a quarterly basis the progress on the program indicators – beginning with inputs, moving through activities and outputs, and culminating in outcomes, impacts, and partner feedback. All M&E tools are found in Section C.
Section Four: Strategic Communications and Knowledge Management
All subawardees and partners involved in the Partnership will develop and implement a communications strategy. A communications strategy will ensure the Partnership communicates effectively and consistently with its target audiences, thus supporting the overall programmatic objectives. The following steps will be involved in the creation and implementation of a communications strategy for the Partnership:
1. Develop a brand strategy: The Partnership should define a brand that captures its mission and communicates its programmatic objectives to its target audiences. These questions should be considered in brand development: What is the Partnership’s mission?
§ What are the Partnership’s benefits, assets and competitive advantages?
§ How do target audiences perceive your partnership’s mission and activities?
§ What qualities does the Partnership want associated with it?
2. Define the target audience and how the Partnership aims to reach it with its messaging. This ensures that the correct tools and channels will be developed for communicating the key messages.
3. Define the key messages the Partnership aims to communicate to its target audience about its mission and objectives.
4. Define the main channels and tools the Partnership will utilize to communicate its key messages to its target audiences.
5. After brand creation, the following steps are recommended to communicate the brand:
– Strategic placement of the Partnership logo: A logo will be placed on every form of communication representing the Partnership, e.g. email signature, partnership letterhead, website, etc.
– Build internal brand knowledge: All partnership partners will have a strong grasp of key messages, e.g., all partners will know the “elevator speech” on the Partnership.
– Create communications and marketing materials: always use the logo, develop standard communications materials, e.g. reports, newsletters, etc., with an appropriate feel to communicate the spirit of the Partnership.
Cardno will provide technical support on the development and implementation of the Partnership’s communications strategy.
The subawardee will report progress on reaching its communications objectives quarterly. All Communications and Knowledge Management tools are found in Section D.