Questions/concerns

Responses

1

Can applicants use the old CEF forms to apply

No, applicants should use the latest form available either at the DEO s Offices or download the same from CDTF website

2

Are NGOs eligible to apply for funding

No, Only CBOs as defined in the guidelines can apply NGOs can act as partners or associates to the applying CBOs

3

Are Church Based Organizations eligible to apply

No, as they are not CBOs as defined in the guidelines, but can act as partners or associates

4

Will CDTF make special consideration to special groups such as people living with disability in this call for proposal

The call adopts a catchment approach to conservation. The special groups form part of the wider community. Vulnerable groups can be considered in the project design; implementation and monitoring (see cross-cutting issues, p.5 of Guidelines).

5

How long must a CBO be in existence before they can apply? Fear here is that stability of a CBO just recently formed may not have been tested by time

At the time of the submission of the Concept Application Form, CDTF only needs evidence that the CBO has applied for registration.

6

Can the area around lake Victoria be considered as being under lot 1?

No, this area is under Lot II.

7

Can applicants forward their applications through email?

No, only paper applications (one original and two copies plus other attachments) are accepted.

8

Will CDTF favour CBO s already involved in environmental Conservation Activities

All CBO s applying have an equal chance of getting the funds so long as they meet the eligibility criteria stated in the guidelines. At the Full proposal assessment stage, CDTF will assess the experience of the CBO and its partners and associates.

9

For a project Covering two or more counties is it possible for the communities to get together and submit a common application

Yes, Considering the budget involved and the impact expected from these projects CDTF is asking the applicants to use the ecosystem approach and so several groups forming a consortium to address common environmental problems are welcome even if the project goes across the border of a county. However only one CBO can be the applicant. Other CBOs can be partners.

10

Can CDTF specify the criteria that will be used to reject projects

The criteria for rejection of the concept note are stated in the guidelines under point 2.3 and the checklist in the CN application form.

11

Consultants are expensive, can CDTF assist to pay for this service and what budget has been provided for consultants

CDTF will provide limited funds to support communities in the preparation of their Full Proposal as stated in the Guidelines under point 2.4.1. Communities with partners or associates who have skills in project proposal writing are encouraged to approach those locally but this will be at the communities cost. This will apply to all applicants, including those from remote areas, whose concept applications forms were evaluated and selected in the first stage.

12

Many communities in remote areas lack the capacity to prepare project proposals. How can CDTF support such groups?

See answer to question 11

13

Will CDTF fund income generating projects

Yes, CDTF may fund IGA when the IGA is part of an environmental action, specifically to ensure sustainability and not for individual profit (see last point under ineligible projects, section 2.1.2 of the guidelines). 

14

What is the time line between making an application and receiving the 1^st tranche

Deadline for submission of the CNAF is 7^th March 2010. Indicative date for contract signature for successful applicants is between end of October 2011 and the end of January 2012. See also indicative timetable under point 2.5.2 of the Guidelines.

15

What will be the role of  the District Environmental Officers ( DEOs ) in the projects and can DEO s turn down a proposal

The guidelines specifically state that the CNAF and FPAF must be endorsed by the DEO. This is to ensure that the proposals submitted are within the District Environment Action Plan The DEO can refuse to endorse a proposal if it is not in line with the District Environmental Action plan. 

16

There are Districts where DEOs are not present. Who will be responsible for countersigning or endorsing the applications

The application forms can be endorsed by the relevant Government agency at the District. This includes KWS, WRMA, KFS and others.

17

Where a partnership exists between a CBO and an NGO will CDTF disburse the portion of the NGO directly to the NGO?

No, CDTF will transfer funds to the beneficiary CBO, which is responsible for the funds.

18

How will CDTF cater for inflation and price escalation considering that the duration from application to funding is almost a year?

Only when an applicant submits the Full Proposal Application Form, it has to submit a budget that may include a contingency to cater for this.

19

Can CDTF indicate examples of projects which have been funded by County/District to date?

Statistics of projects already funded are on the CDTF website.

20

Is there a possibility that a regional office may delay in submitting forms to the head office before the deadline?

No, any form that is submitted to CDTF regional office is considered to have reached CDTF. For forms delivered by hand, the applicants must obtain an acknowledgement from the said office.

21

Can communities living in remote areas call the office for clarification since letters may take too long to reach the office and the reply may get back after deadline for submission of Concept Note Application Form?

The CFP is a competitive process. Clarifications must be sought in writing either by mail or e-mail. All questions received by CDTF and their responses are the CDTF website where all applicants have access to them.

22

What is the role of the DDO specifically in this CFP

For the CEF II program the DEO is the one mandated to endorse the application form due to the uniqueness of the type of project. The DDO will have a leading role in the CFP for CDTF’s social economic infrastructure projects to be announced later in the year.

23

Is there a limitation to the number of partners a CBO can have?

Yes. An applicant can work with a maximum number of two partners; see also point 2.1.1.2 of the Guidelines.

24

What would happen if the proposed proposal is not within the set government plans?

Proposal is acceptable so long as it does not contravene NEMA and other government policies, and it is within the call for proposal guidelines namely addressing environmental issues

25

In case of change of deadlines, how will the applicants know?

Deadlines are not likely to be changed, but in the unlikely event that the date changes, the communities would be notified through the media. An update will also be available on the CDTF website.

26

How will the applicants reach CDTF in case they need a clarification?

Applicants to seek clarification through mails and emails within the set period as per the guidelines on or before 14^th February 2011. This time period is now over.

27

Clarify on 10% community contribution.

Contribution by the community in cash, kind or both. See also point 2.1.3 of the guidelines concerning in cash contributions.  The community has to prove the availability of 10% of their contribution before CDTF releases any funds.

28

Can CDTF fund an ongoing project that is being funded by another donor?

No. This would amount to double funding.

29

In an ongoing project, would CDTF take what the community has so far achieved to be community contribution?

No. Previous activities cannot be taken as a contribution as the community/CDTF engagement starts after the signing of the grant agreement

30

Who would sign for a HIV project in the District?

CDTF is funding only environmental based projects. Issues such as HIV, gender, governance etc are crosscutting in nature and must be mainstreamed in the environmental based projects. Therefore, HIV projects on their own will not be funded.

31

Will the endorsing government officers not cause delays?

CDTF has agreed with NEMA, that NEMA officers will facilitate the signing of the forms.

32

Can land be taken as part of community contribution?

No. Purchase of land is only acceptable in very exceptional cases.

33

Can paying a consultant be taken as community contribution?

Yes, but only after a grant agreement has been signed between CDTF and the beneficiary. Consultant cost, or any other cost made during the preparation of the proposal CANNOT be counted as community contribution. CDTF will offer technical support to prepare Full Proposals.

34

Can a community borrow CDTF money to use as community contribution?

No. Community contribution must be raised by the community from sources other than CDTF.

35

Clarify on deadline.

If a community is sending their application by courier, the stamp of the sending date and time should be before expiry of the submission deadline. Others being delivered directly to CDTF should have been received before expiry of the deadline.

36

Clarify on overheads

Overhead cost as a percentage of total expenditure are not acceptable. See guidelines point 2.1.3.

37

Is the Full Proposal submission deadline for all applicants?

No, it is only for those who will have been invited to proceed to the Full Proposal stage.

38

Can CDTF apply for tax exemption for those who qualify?

In principle, tax exemptions need to be requested by the beneficiary or partner. See also point 2.1.1 iv) ineligible costs: "Taxes including VAT are ineligible costs unless the beneficiary or partner can show it cannot reclaim them." Whether CDTF can apply for tax exemption on behalf of the applicants or partners still needs to be discussed.

39

Why does CDTF not consider water catchments areas in Coast the way it has considered other water towers?

The water catchments areas in Coast can be addressed in Lot 2.

40

Why does CDTF merge CBO’s in a particular area?

Communities can cooperate with each other in submitting a proposal to increase the effectiveness of its proposal. It is not CDTF that merges CBOs.

41

Does CDTF carry any capacity building?

Yes, but this can only be done once grant agreement has been signed. Capacity building can also be included in the budget of the proposal

42

Who would make a proposal to be disqualified due to conviction and professional misconduct?

Bankrupt and convicted partners can cause the project to be rejected. A convicted Chairman, Secretary or Treasurer may also lead to disqualification.

43

Does CDTF confine project activities with County boundaries?

No, ecosystem and environmental issues cannot be confined within administrative boundaries.

44

Are the funds allocated for each county?

No. The selection of projects will be competitive depending on the quality of proposals submitted. 

45

How will Finance Agreement be made with a community, which may not have any idea of how CDTF runs project?

Grant agreement will be done after the community has been explained on how CDTF runs projects. The successful completion by the beneficiary of a project launch workshop organized by CDTF is obligatory before CDTF will release any funds.

46

If several CBO’s merge, which registration certificate will they use?

It is the duty of CBOs to decide which certificate to use. However, it is expected that after the merger, they should register an umbrella CBO which will cater for the interest of all its sub-unit CBOs. The CBOs can also agree that one CBO is the applicant and others are partners.

47

For those projects requiring EIA, is the concept submission deadline for not too soon?

No EIA will be required at concept note level. EIA may be done at the time of preparing a full proposal, or after contract signature and prior to start of project implementation.

48

Can a CBO that has applied for CEF II project also apply for CDI project?

Yes.

49

Will fine-tuning of the budget be allowed after submission of the full proposal?

No, fine-tuning will be done during the preparation of the full proposal with the assistance of the Consultants. If there is a need to amend the budget after contract signature, an amendment to the contract will be required. The detailed procedures for budget amendment are laid down in Art. 9 of the General Conditions. However, this is not relevant at the CNAF stage.

50

Can the district environmental committees apply for the funds?

No. Funding of projects is limited to CBOs

51

During the filling of the application forms, are applicants free to add annexes?

No, only the ones required in the checklist of the documents to attach included in the CNAF.

52

Will a budget below Kshs 7.5m lead to an outright disqualification?

Yes.

53

Are there limits on the number of associates?

No, the number of associates may depend on the number of components of the project requiring input from different fields. Example, a project with components in water supply, agriculture, forestation and wildlife conservation may require a similar number of associates, namely it may have to associate with all the relevant ministries.

54

Will CDTF consider CBOs that have been newly formed and as such don’t have offices?

Yes, but at the stage of the Full Proposal, CDTF will assess the capacities of the applicant with partners and associates to implement the proposed project.

55

CBOs, Youth groups, women groups and general Self Help Groups, who are more legible to apply?

See the definition regarding eligibility in point 2.1.1.1 on page 8 of the guidelines

56

What will happen if the CBO gets dissolved after accessing CDTF funds?

Funds not expended on eligible expenditures will have to be returned to CDTF.

57

Elaborate on non-profit making requirement for the applicant.

Applicants must show environmental value and benefits in their projects that will be enjoyed or shared by all members of the community and that the profits will be re-invested back to sustain the project.

58

How does CDTF take issues of alternative technologies that communities should adopt e.g. green houses and drip farming?

CDTF can fund these alternative technologies in projects as part of activities to improve the environment.

59

Can CDTF fund projects that were to be funded by other organizations like Water Trust Fund but have not yet been funded?

Yes, but the projects must meet CDTF criteria.

60

How does CDTF release its funds?

CDTF releases its funds in ‘bits’ called tranches, in which the funds are allocated to specific activities. A subsequent tranche is released after the community has properly accounted for the previous tranche.

61

Can research organizations apply for funding?

No, but they can be partners or associates

62

Since a proposal should cover a large area, what are the limits?

The area to be funded should generally cover a particular ecosystem, an area of a particular environmental interest or an area in need of a particular intervention.

63

Can a subgroup (self help group) of a CBO apply independently?

Yes, if the subgroup is independently registered and meets the eligibility criteria set out in point 2.1 of the guidelines, otherwise it must be the registered CBO that applies.

64

Is there a provision of a sketch map in the application form?

No, use a plain paper

65

When will the applicant be required to give a full management plan?

During the preparation of full proposal

66

Can a CBO dealing with orphaned children or a Faith Based organization dealing with HIV and AIDS apply?

Proposed project should be dealing with environmental issues, with HIV, gender, venerable group issues coming in as cross-cutting issues. HIV or Orphans’ issues on their own will not be funded.

67

Can a Self Help Group assisting schools in making tree nurseries be funded?

Yes as long as the project supports the enhancement of the environment in an ecosystem as per the guidelines.

68

Will there be a call for proposals for NGOs?

No, but NGOs’ can participate as Partners or associates,

69

Can a project that has been previously funded by CDTF be eligible for funding?

Yes, but it can only be funded as a new project.

70

Who is supposed to have registered the applying community? Gender sports and culture, or social services or who?

What is important is an organization to be legal, i.e. need to be registered by the government’s relevant department depending on the objectives of the group as per section 2.1.1.1 of the guidelines.

71

A resource users association has developed a sub-catchment management plan for 5 years and performed a baseline survey. Do they have to attach these documents to the application forms?

No, Ensure that information in the document is included in the application form.

72

Where do we place community water projects, in CEFII or CDI?

Stand alone water project are a part of CDI but those that are part of an ecosystem conservation could be funded under CEFII

73

Are primary & secondary schools that are community based projects being funded?

Support to Primary and secondary schools falls under the objectives of the CDI Call for Proposal that CDTF will issue later in the year. Environmental activities within the school can be as a component of a project proposed for CEF II

74

Does CDTF fund food security programmes through a CBO?

No, only if it is part of a bigger environmental conservation project

75

Does CDTF fund the payment of schools fees for needy children?

No

76

Can a CBO located in an area that is not an ASAL, apply for funding?

Yes

77

How can management plans under CFAs benefit from your funding?

The applicant should present, in its proposal, those activities within the management plans that are relevant to the call for proposal guidelines. 

78

How can community members who cannot raise the community contribution be assisted?

Communities not able to contribute in cash are allowed to contribute in kind such as labour, and local available materials etc

79

Can you give us examples of programs you can support under climate change adaptation?

Any project that would address mitigations measures such as any efficient technologies and carbon sequestration through afforestation. Also adaptation projects such as drought coping mechanism due to extreme weather conditions are eligible for funding. However, the decision to fund project with these elements depends on the quality and relevance of the CNAF and the FPAF. .

80

There are CBOs that have formed CFAs in Mt Kenya region. Who should apply – is it the CBOs or the CFA?

Either can apply, but preferably the CFA since it is better placed to cater for the ecosystem approach.

81

Does CDTF co-finance with other financiers e.g. CDF, Other donors?

Yes, if communities can mobilize the funding from such sources. The co-financing required is between 10 and 50%; see also point 1.3 of Guidelines.

82

After the signing of the agreement between CDTF and the beneficiary, when will the funds be released to the later so as to commence the project implementation?

Refer to the timetable in the guidelines

83

When will CDTF staff come for field verification – is it before approval of the concept note?

Field appraisal will take place for concept notes that have been successfully evaluated and selected.

84

Since agro-based cooperative societies are nonprofit making, do they qualify for funding?

Yes, if they meet the eligibility criteria as set out in point 2.1 of the Guidelines.

85

What is the difference between the Concept Application Form and Full Proposal Application Form?

At the present stage, the applicant should only submit the Concept Application Form, which only gives an outline of the proposed project. The Full Proposal Application Form need only be submitted by those applicants whose CNAF have been selected and it provides a full description of the proposed project.

86

How many people are supposed to sign the concept note?

Refer to the concept note application form on the second last page

87

Are young people under the age of 18 years allowed to participate in the funded projects?

Yes

88

Explain how social-economic projects meant to alleviate poverty can be implemented in urban areas.

These have to be integrated in the environmental projects. Specific social and economic projects can be funded under the Call for Proposals for CDI that CDTF will launch later.

89

What is a check list and where will it be made available?

The checklist is part of the Concept Application Form as stated in the guidelines and its attachments

90

Does an irrigation project under which farmers are required to put 10% of their farms under trees eligible for funding?

Yes, if it is a component of a bigger environmental project and meets the requirements of the call for proposal guidelines

91

If several CBOs or self help groups that are already registered decide to team up and make a grant application, will CDTF require to see the individual registration certificates or a joint registration?

Joint registration; but note at concept note level proof of registration pending full registration is also allowed

92

If the cost of a project is more than KShs 31.5 million, can CDTF provide that maximum amount while the rest is funded by other donors?

No.  The combined CDTF and Community contribution should be to a maximum of Kshs.31.5 Million.

93

Can prior works be part of 10% community contribution?

No.

94

Can I apply for CDI funds after failing with CEF2?

Yes.

95

Supposing KWS writes a proposal in Partnership with a community should it got through NEMA?

All Concept Application Forms must be signed by the DEO in line with the guidelines and the Concept Application Form.  Note that KWS can only be an associate to a project submitted by a CBO.

96

Can a CBO dealing with only business related issues apply?

No. This is because CEF II goal is on environmental conservation with integration of poverty reduction strategies.

97

There is need for more clarification of the 50 % pre-financing and the 5 % retention until after the Final Report and Audit. Does it serve any purpose at this stage?

No, The details of this requirement will be more relevant to groups that will proceed to full proposal application stage. At this stage the aspiring applicants are advised to concentrate on the Concept Note Application Form.

98

Would a project which is already co-financed by other partners, qualify for the grants?

No The guidelines do not allow any proposal that is already under funding from another donor. However, stalled projects that meet the criteria can apply.

99

If NEMA which is government institution endorses for proposals from civil society is this not contradictory since civil society checks the government activities on behalf of the communities?

No, the proposed projects must be in line with the Government Policies and relevant Development frameworks.

100

Can a pastoralist re-stocking programme be supported?

Yes, as a component of a project that is aimed at addressing issues on the livelihoods, land use and sustainable management of natural resources within the pastoral areas.

101

Some DEO may be serving a very large area. This is very demanding if all the forms are to be endorsed by one DEO and may disadvantage some groups. What would be the convenient way to submit application in such circumstances?

CDTF agreed with NEMA that its DEOs would deal with all CDTF applications.

102

Can CDTF confirm the number of projects allocated per County to avoid too many applications that will end up not being funded?

No. There is no pre-determined number of proposals per County. The selection criteria will be based on the quality of the application and also the distribution of projects as per Lot 1 and 2 as provided in the Guidelines.

103

Can a recently registered NGO apply?

No, but an NGO can be a partner;

104

Can the community contribution be in form of cows?

Yes if the contributions is towards achieving the objectives of the proposed project.

105

If Profit making groups are not eligible is this not a contradiction since some of the nature based enterprises are aimed at improving income for the responsible groups?

CBOs that operate Commercial enterprises whose main goal is profit making and not Environmental conservation are not eligible. This is because projects by such groups would only benefit a few individuals and not the community. CBOs that operate enterprises that contribute to environmental conservation including nature based enterprises can apply

106

Can you support a project supporting social, economic infrastructure project?

Such as a project falls within the Community Development Initiatives (CDI). CDTF envisages to launch the CDI call for proposals in April 2011.

107

If the projects are demand driven how does this tie with the ecosystems approach taking into account that the ecosystems services cut across areas beyond the applying group?

Most of the funded projects must address environment issues within critical ecosystems as indicated in the guidelines. It is therefore expected that the applicants will focus on the ecosystems that are relevant in their locality and propose interventions that may not be localized depending on the scope of the targeted ecosystem.

108

Can CEF fund more than one priority area?

Yes. Indeed environmental issues are rarely addressed in isolation. Thus, most of the anticipated projects are integrated in nature and would be addressing more than one priority area.

109

What criteria will be used to determine how the applicant and the partner share the funds provided?

The role of the partner is included in the Full Proposal Application Form, which will also determine which parts will be expended by the applicant and its partner(s). Funds will be disbursed to the Beneficiary who remains responsible for all expenditures. 

110

Can two CBOs combine and jointly apply?

Yes if they are operating within the same ecosystem. The CBOs can register as umbrella bodies or submit only one certificate of registration but Not as two.

111

Do the faith based organizations qualify to apply?

No, but faith based organizations can be partners or associates.

112

Who pays for the costs of the consultants’ at the full application stage?

CDTF will provide technical assistance at its own cost.

113

Do projects addressing conflicts management and peace building initiatives qualify for the grants?

Yes if the conflict area in related to the natural resources use.

114

Is awareness creation eligible for funding?

Yes, but not as a stand alone theme. It has to be integrated within a project addressing environmental issues.

115

How will the applicants meet the cost of administration during the implementation of the projects?

The details of the budget including the administration which forms part of the project management costs will be worked out at Full proposal application stage. 

116

Can an applying CBO at the same time partner with another one?

An applying CBO cannot be a partner in another application. See point 2.1.2 of Guidelines.

117

Since the minimum a CBO can apply is KShs. 7.5 Million which is far beyond the capacity of most of the CBOs, can partner such as an NGO apply on-behalf of the community?  This is critical especially for pastoral communities in arid areas?

No. Any applicant must meet the Minimum KShs. 7.5 requirement. Groups operating in the same locality can consider forming an umbrella CBOs and also work with Partners who can assist in articulating their priority needs.

118

The ordinary Post offices are generally slow and poor in Marsabit and therefore there is risk for the application failing to reach by the set deadline. What would be the other convenient way for such remote areas?

In such a case it is important to use registered mails. Planning in time would help the groups to avoid being disqualified by the set deadline.

119

Can CDTF open an Office in Northern Kenya to make it easier for the communities to access its services?

No, not for this call

120

Can a group add additional information and attach to the concept Application Form for clarity of the information provided?

No. No additional information is required.

121

What is the difference between a CBO and Community Project?

CBO is the Applying Group, which must be registered with the relevant Government Office. Community Project refers to the Proposed interventions that the Group is seeking funding for implementation.

122

For the sketch map that has to accompany the Concept notes, is it to the CBOs Office or the proposed project site?

The sketch map is to assist the assessors to locate the applicant for field verification.   Eventually the assessors may decide to visit the project site.

123

How often does CDTF fund community projects?

In addition to the present CEF Call for Proposal, CDTF plans a Call for Proposal for the social and economic projects under the Community Development Initiative later in 2011.

124

Can CDTF apply affirmative action to ensure that communities in marginalized areas are not disadvantaged?

No, this is a demand driven open tender system. All proposals will be given equal weight based on the Guidelines to ensure fairness to all Kenyans regardless of their locality.

125

Can the Application forms be put in another format than pdf

The website now includes a the form in Word format

126

Our CBO is registered as a Women’s group. Can we still apply for the Call for Proposals?

Yes, as long as the proposed project falls within the objectives set out in the guidelines and the CBO meets the eligibility criteria as defined in the guidelines under point 2.1.

127

Can a CBO located in the Rift Valley submit its proposal to any CDTF office

Yes, proposals for any part of the country can be submitted to any CDTF office as listed in the guidelines, or by mail or courier

128

Is a private limited company and for profit, but working on the ‘triple bottom line’ principle, i.e. ‘people, planet, profit.’ eligible to be a partner with a CBO

No, as it does not fall within the definition of a CBO, or and NSA (see footnote 5 on page 9 of the Guidelines) The company can however be an associate. 

129

The planned project is with the communities along the Mbaruk and Meroroni rivers, with special emphasis on Echarira and Mbaruk at the foothills of the leeward side of the Aberdare range, Would this fall under Lot 1, or would it need to go under Lot 2?

Based on your knowledge of the Aberdare ecosystem boundary you would be better placed to know where you fall. Falling on the leeward side as you describe would most likely place you within the Aberdare ecosystem and as such in Lot 1.

130

Are proposed activities that cut across both Lot 1 and Lot 2 as part of the same proposal eligible?

No, depending on where most of the proposed activities take place, applicants should choose either Lot 1 or Lot 2.