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  • Guidelines For Submitting Proposals to the SADC HIV and AIDS Special Fund ( ROUND II)
  • Guidelines For Submitting Proposals to the SADC HIV and AIDS Special Fund ( ROUND II)

    1. Introduction

    The decision to establish a regional Fund to support the fight against HIV and AIDS in the SADC Member States was taken at an Extraordinary Summit of July 2003 held inMaseru,Lesotho.  The Fund is part of the Maseru Declaration on HIV and AIDS to which all Heads of States and Government of the 14 Member States of SADC are signatories. The Fund  primarily consist of contributions from Member States and other regional and  non regional sources, including the private sector, civil society, non-governmental organisations, workers and employer’s organisations, as well as private philanthropic organisations.

    The overriding principle of the Fund is that it should result in additionality at the regional level, and in no way should it disturb existing financial flows to individual Member States. The management and administration of the Fund shall strictly adhere to the principles of transparency, accountability, good governance, efficiency in terms of cost and deployment of Funding, as well as professional management as prescribed under the SADC rules and procedures. The Fund is to be used on small projects and activities intended to enhance the capacity, output, or impact of existing HIV and AIDS programmes in Member States

    2. Steering Committee of the Fund

    The Steering Committee of the Fund will oversee the management of the fund. In order to ensure multisectoriality the Steering committee is made up of representatives of Permanent Secretaries of Ministries of Health and representatives of the National Aids Authorities of the Member States. In addition the Director of Social and Human Development and Special Programs and the Director of Finance and Budget   at the Secretariat shall be Members of the Fund Steering Committee.  The Secretariat shall convene the Fund Steering Committee meetings and where necessary conduct , in collaboration with Member States,  supervisory visits to project sites.

    3. SADC HIV and AIDS Round I

    For the first round , the Steering Committee of the Fund, approved 13 joints projects amounting to a total of budget of US$ 6,206,282.00. Implementation of these projects started in july-august 2011 in various SADC Member States for  a period of 2 years. The implementation of second round of the Fund will take into account lessons learnt from the first round and emerging priority areas for urgent actions.

    4. Eligibility Principles of Projects to be Funded

    The fund will support research projects or intervention projects in HIV and AIDS. Member States are eligible for funding but they can sub contract with executing agencies or any national/regional partners for project implementation.  

    5. Priority Areas for Funding

    Projects research/intervention to be funded shall be within the context of, and contribute to, the priorities as articulated in the Maseru Declaration of 2003,  in the SADC HIV and AIDS Research Agenda and the SADC HIV Prevention Strategy.  In addition to that the Projects should be also in line with the priorities of the countries where they are expected to be implemented.

    Projects under the following HIV and AIDS thematic  areas will be considered for funding:

    • Prevention
    • Health Systems strengthening and development
    • Capacity Development
    • Policy and operations research
    • Promotion of research in convention and traditional medicine
    • Support for pooled/joint procurement and local/joint production of medicines
    • Mainstreaming of HIV and AIDS or crosscutting issues.

    Projects shall specifically take into consideration the following priorities  in HIV Prevention/HIV Research:

    HIV Prevention Priorities

    •   Scaling up of  PMTCT interventions
    • Strengthening of condom programming , including female condom programming
    • Scaling up of Voluntary Medical Male Circumcision (VMMC) up to country targets
    • Promotion of a conducive policy and legal  environment and decriminalization of some sexual orientations and behaviors to facilitate  better access of Key Populations and other MARPs to services.
    •  Prevention of transmission among IDUs  and other relevant key populations
    •  Development of  strategies for Positive Health, Dignity and    Prevention(PHDP)

     HIV Research Priorities

    •  PMTCT: evaluation of PMTCT programmes and assessment of betterstrategie
    • Behavioral researches, including Voluntary Medical Male Circumcisio
    • Review of Modes of Transmission
    • Combination Prevention strategies studies
    • Key populations sizes and behaviors
    • Exploration of barriers to uptake of services and assessment of the qualities of services
    • HIV prevalence among MSM, CSW, prisoners , migrants, 
    • “Treatment Is Prevention” strategies
    • ART adherence
    • Promotion of studies on HIV Vaccines development in the region
    • Assessment of strategies for Positive Health, Dignity and Prevention  (PHDP)
    • Improving of tracking of indicators at all  levels  (output, outcome and impact )

    The above priorities are not exhaustive and Member States can consider other priorities as per their national agendas. 

    6. Instructions for Preparing the SADC HIV and AIDS fund Proposal

    The following sections outline the general instructions for preparing a solicited proposal in response to the fund’s request for proposals.

    6.1.      Format: proposal must be printed on one side only, with minimum margin of one inch on each side of paper. The text font must be Arial size 12.

    6.2.      Language: the language of the proposal may be one of the 3 official          languages of SADC that is, English, French, or Portuguese.

    6.3.      Proposal must include the following components:

    6.3.1      Proposal cover:  it must include, the project title, the names of all researchers and/or the submitting organisations, as well as the funding amount requested from the SADC HIV and AIDS Funds and the total of cost share and third party in-kind contribution.

    6.3.2     Project abstract: the abstract should be a concise summary of the purpose, objectives, methodology approach and anticipated results and benefits. It should capture the essence of the project proposal and should be no longer that one single-spaced page.

    6.3.3     Table of contents: beginning with the project description, pages in the proposal should be numbered sequentially, including all attachments

    6.3.4             Project description:

    • Background: provide a summary of the topic including the current state of knowledge
    • Research/Intervention approach: provide a clear and concise scope of work which includes the objectives of the research/intervention, the method that would be used, and the nature of anticipated results
    • Evaluation criteria: provide specific criteria that can be used  to evaluate the development and the success of each project objective

    6.3.5     Potential benefits: define the practical benefit of the proposed project in addressing HIV and AIDS in the region

    6.3.6. Implementation of the project: Identify the individuals and organizations participating in the project, their specific roles and their responsibilities and their time commitment to the project. Describe how the accountability for the individuals and organizations involved in the project will be maintained. Include the organization chart showing the relationship and the lines of communication among the research/intervention team and all project participants.

    A committee consisting of senior representatives of beneficiary countries/institutions, the SADC Secretariat, and senior government officials shall be established to oversee the implementation of the project. The responsibility of each collaboratingMemberStatein a joint project shall be clearly demonstrated: joint identification of the need, and planning for the project, joint programming and coordination. EachMemberStateshould have a clearly spelt out role in the implementation, management, and supervision of the project.

    6.3.7   Schedule:  Define the estimated duration of the project’s implementation phases. In general the project start date should be within the first three months after receiving the funds.  

    6.3.8    Budget: The budget should provide detailed items and the narrative.  The narrative budget should itemize, explain and justify, each cost item included in the project budget and identify when during the project implementation the cost is expected to be incurred.

    7. Proposal Review and Criteria for Evaluation

    Before the proposals be submitted for consideration for funding they have to be endorsed by relevant authorites of SADC Member States where the project will be implemented.

    The review of proposals submitted will be done by relevant SADC ad hoc Technical Committees. The committees can also invite other experts, according to their experience in a particular area of expertise.  Selected proposals will be endorsed by the Steering Committee and further be  approved by Ministers Responsible for HIV and AIDS.

     The evaluation of the proposals to be funded will be based upon the following criteria:


    • Cost-effectiveness: the proposal must have clear objectives and demonstrate that if implemented it can show a discernable benefit while being cost saving.
    • Relevancy : the intervention/research must contribute to HIV prevention and control strategies relevant and adapted for the needs of the region
    • Replicability: potentiality to be duplicated in other SADC countries
    •  Sustainability: ownership, committement of MS and integration into regular activities of existing programs
    • Gender sensitivity:  contribution  to the reduction of  gender disparities
    • Sensitivity to other cross cuttings issues such as poverty and   environnement
    • Relevancy to SADC HIV Prevention and HIV research priorities in countries whrere project will be implemented


    8. Practical Modalities

    The following modalities will be taken in to consideration for the implementation of the approved projects:

    • In country specific mechanisms to be used by Member States for the endorsement of the proposals to be submitted to Secretariat for consideration for funding;
    • a funding agreement  should be signed by SADC Secretariat, Principal Implementer and NAC/MOH before the implementation of any approved
    • supervision missions, monitoring and evaluation activities of the projects will  be conducted jointly by SADC Secretariat andMemberStatesdelegates;
    • reporting will be  done in agreement with mechanisms in place in Member States; mechanisms for replacement of the principal implementer to be discussed and agreed upon between Member States involved in the implementation;

    9. Disbursements of Funds

    The research/intervention project is treated as a single project operating in multiple sites (Member States) such that there is no independent MemberState, assessment, evaluation, or any form of rating and administration of funds.

    Financial management of the project shall be within the existing SADC Secretariat institutional financial arrangements. Within the administrative rules, Member States can agree on mechanisms to expedite disbursements of Funds. Disbursements of Funds to the project shall be in tranches such that the first disbursement does not exceed 25% of the total amount of the project Funding. 75% of any previous disbursement must be cleared before the next disbursement is effected. A clear detailed financial and technical report must be submitted as part of the application for any subsequent disbursements, according to the Guidelines of the Implementation of the Projects which will be part and parcel of the agreement ot be signed.

    10. Deadline for submission of Proposals

    The deadline for submission of the proposals is: 30 August 2013

    The proposals must be submitted to the following address:

    SADC Secretariat

    Directorate of Social and Human Development and Special Programs

    PBag : 0095 Gaborone – Botswana

    Fax: 00-267- 3924099/3972848

    Tel.: 00-267-3901047/3951863

    Attention: Dr Antonica Hembe

    Senior Program Officer

    HIV and AIDS Program

    Email: ahembe@sadc.int,  amulumba@sadc.int