Grants flow process
“(Launch of the Milk Quality Improvement Program) will make
the local industry a giant in Africa and beyond…The KDSC
contribution in the sector, especially on milk quality
improvement and at farm level has helped turn the industry
around.” Mr. Machira Gichohi, Managing Director of the Kenya
Dairy Board.
Due
diligence of
facilitator
firm
performanc
e via
monthly
reports
LOL budget
and
deliverables
review. Sub-
award
contract
signed.
Open Bid for
potential
facilitators/f
irms
RFPs issued
to select
firms
Proposals
from
interested
firms to LOL
Facilitator
firm
selected
Best
proposals
selected and
firms
present
capabilities
to LOL
Proposals
reviewed by
LOL
Managemen
t and
Technical
team
Sub awards were given to local firms after a process of open bidding to select facilitators to and service providers. A
database captured critical information. RFP were designed based on program work plans and sent out all on the
database. Proposals were accepted and evaluated by the LOL team and sector specialists. After scoring and assessment
selections were made. Presentations were requested where required to enable selection. After selection budgets,
timelines and outputs were refined. Contracts were then issued. Fixed price contracts were the most common type of
award, lock in a certain value and set of outputs for a set price. Awards above 100,000$ required approval from USAID
with delays often affecting the process. The average size contract is $50-75,000 (between 10,000 to 125,000$). Grants
were only preferred when working with Government institutions but required prior approval from USAID.
Due diligence included checking required documents, structures, capabilities, accounting and reporting mechanism. The
super facilitator then worked collaboratively with the grantee to ensure technical and monitoring/reporting deliverables.
Flexibility to halt/amend/extend assignments plus alter budgets and outputs is maintained. Some contracts of just 3-
6months were issued in the early phase of the program increasing to an average of one year. The performance of the
grantees is reviewed each year leading to termination, redesign or extension/up scaling. This approach maintained
control and mitigated risks for the super facilitator.
A hands off donor enabled the super facilitator to design and overhaul the interventions in a responsive manner to
ensure performance, results and impact.
Please refer to the manual on Structure, Operation, and the Management of Sub awards.
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