GhanaVeg. Commercial Vegetable Sector Development in Ghana. Fund Manual for the: Business Opportunity Fund & R&D Innova on Fund

GhanaVeg Commercial Vegetable Sector Development in Ghana Fund Manual for the: Business Opportunity Fund & R&D Innova on Fund GhanaVeg, February 2015 Edi on : 2

TABLE OF CONTENT LIST OF ACRONYMS iii 1 INTRODUCTION 1 1.1 Project Overview 1 1.2 Guiding Principles 1 1.3 Defini ons 2 1.4 Roles 3 2 THE FUNDS 5 2.1 Business Opportuni es Fund 5 2.2 R&D Co-Innova on Fund 5 2.3 Process of Proposal Submission and Selec on 5 3 CO-FINANCING ELIBILITY AND CRITERIA 6 3.1 General provisions 6 3.2 BUSINESS OPPORTUNITY FUND 6 3.2.1 Eligibility criteria 7 3.2.2 Eligible ac vi es 7 3.2.3 Selec on criteria 7 3.2.4 Time and funding limita ons 8 3.3 R&D INNOVATION FUND 9 3.3.1 Eligibility criteria 9 3.3.2 Eligible ac vi es 9 3.3.3 Selec on criteria 10 3.3.4 Time and funding limita ons 11 4 GRANT AWARD PROCEDURES 12 4.1 Grant Applica ons 12 4.2 GUIDELINE FOR PROPOSAL DEVELOPMENT 12 4.2.1 Introduc on 12 4.2.2 Calls for Proposals 12 4.2.3 Concept Note Development 12 4.2.4 Intake mee ng 13 4.2.5 Proposal Development Phase 13 4.2.6 GhanaVeg Team Pre-Screening 14 4.2.7 GhanaVeg Selec on Commi ee Appraisal 14 4.2.8 Contrac ng 14 5 DISBURSEMENT AND REPORTING 15 5.1 Disbursement 15 5.2 Repor ng 15 Annex 1A: Grants Selec on Commi ee 16 Annex 1B: GSC Repor ng Format Business Opportunity Fund Page 2

17 Annex 1C: GSC Repor ng Format R&D Innova on Fund 18 Annex 1D: ILLUSTRATIVE EXAMPLES OF HOW GHANAVEG GRANT MAY BE USED 19 Page 3

LIST OF ACRONYMS ACC AFO B2B CDI EKN EPA ETM FM-ME GSC IFDC ISFM M&E MASP MoFA MTR NABC NGO P-P PPP R&D ToC USD WUR Accra Administra on and Finance Officer Business to Business Centre for Development Innova on part of Wageningen UR Embassy of the Kingdom of the Netherlands Environmental Protec on Agency Evalua on Team Member Fund Manager and Monitoring Expert Grants Selec on Commi ee Interna onal Fer lizer Development Center Integrated Soil Fer lity Management Monitoring and Evalua on Mul -Annual Strategic Plan Ministry of Food and Agriculture Mid-Term Review Netherlands African Business Council Non-Governmental Organiza on Public-Private Public Private Partnership Research and Development Theory of Change United States Dollars Wageningen University and Research Centre Page 4

1 INTRODUCTION 1.1 Project Overview The Embassy of the Kingdom of the Netherlands in Accra has priori zed commercial agriculture in its 4-years Mul -Annual Strategic Plan (MASP 2014-2017). The MASP follows the recent policy dynamics of The Hague, focusing more profoundly on (local) economic development and the contribu on of Dutch private sector and exper se. Also, as a transi on country, Ghana will in the near future move more in the direc on of a regular trade partner than a development coopera on partner. Ghana s economy is rapidly changing, a buoyant middle-class is coming up and the demand for high-value hor cultural crops is increasing. It is in this wider context that the Embassy is suppor ng Ghana s hor cultural sector. GhanaVeg s mission is to establish a sustainable and interna onally compe ve vegetable sector that contributes to inclusive economic growth and has the capacity to con nuously innovate in terms of products and services. The program seeks to improve produc vity in the vegetable sector, facilitate more efficient markets within an improved business climate. The program is being coordinated by the Centre for Development Innova on, part of Wageningen University and Research Centre in the Netherlands, and runs from November 2013 ll December 2017. GhanaVeg uses a sector-wide development approach for priori zing its ac vi es in the specific area of the economy that deals with vegetables. At the core of the sector is the economic ac vity of vegetable produc on and sales, and the coordina on between public, private and knowledge ins tutes to enhance growth. The Ghanaian vegetable sector consists of a large range of actors from input suppliers, farmers, traders, wholesalers and retailers, to sector organiza ons, government and knowledge ins tu ons. The program aims at improving not only performance at farm, company or chain level, but at the sector as a whole including the business climate and ins tu onal coordina on. Within this framework two Funds are established that aim at enhancing the compe ve and innova on capacity of frontrunner companies: the Business Opportunity and R&D Innova on Funds. The Business Opportunity Fund supports new entrants and frontrunner companies in the vegetable sector and is organized around thema c calls for proposals based on selected key value-chain bo lenecks. The R&D Innova on Fund is set up to con nuously improve the technical innova on capacity of the sector and to create be er linkages between the private sector and Ghana s knowledge ins tutes. This manual outlines the eligibility and selec on criteria, the selec on process and the cost sharing modali es. It also sets out the me and funding limita ons as well as the disbursement and repor ng requirements. 1.2 Guiding Principles The following guiding principles underpin the overall GhanaVeg Program: Sector wide approach GhanaVeg takes a sector approach, going beyond individual value chains in trying to tackle systemic issues that will lead to a more compe ve and sustainable vegetable sector. Page 5

Private sector-led and demand driven The private sector leads in se ng the agenda and, where possible, for the implementa on of the ac vi es. Public-private dialogue facilita on Though GhanaVeg is private sector-led, systemic changes in the enabling environment will also require the involvement of the public sector (especially around issues of business climate and food safety). Therefore, an informed public-private dialogue is key. Evidence-based decision-making A strong evidence base is needed to support both public and private decision-making in the vegetable sector, at all levels (from individual business level to country-level). Improvement in innova ve capacity For a sustainable compe ve vegetable sector, con nuous innova ons in product development and services are necessary. These innova ons are best developed jointly between companies and (public) knowledge ins tutes. Fast-paced and results-oriented GhanaVeg ensures speedy implementa on of all programma c ac vi es, for which rela vely light procedures and responsive financial administra on are necessary. In addi on, it is only through concrete results that the Business Pla orm will retain its energy and commitment to the overall sector s growth. 1.3 Defini ons Agreement It is the legal document that governs the alloca on of funds and awards under as set forth in this manual. It defines the roles and responsibili es of the Grantee under the GhanaVeg grants program. It can variously be referred to as the agreement, award, award agreement, or the grant agreement. The agreement is between Wageningen UR - CDI and the Grantee. Applicant This is a private company (BV, LTD or PLC) that submits an applica on in response to a Call for Proposal. Applica on A wri en document in the form and substance conforming to the requirements of this manual, which outlines in detail the ac vi es proposed by an Applicant for funding under the grants program consis ng of a project proposal and the required suppor ng documents. Co-Financing Project costs financed with cash or in-kind contribu ons separate from grant funding provided by the grantee(s). Grant Financial assistance that provides support or s mula on to accomplish a purpose as determined under the GhanaVeg program. Grant Modifica on It is a change to a grant agreement, in cost, dura on, and / or scope. An approval from the GhanaVeg Page 6

Program Leader is required for any modifica on to an ac vity. Modifica ons must be approved in wri ng and grant agreements amended in wri ng. Grantee This is an organiza on or business that has been awarded a grant by the program. Under the GhanaVeg program, this must be an actor working within the vegetable sector. Project proposal The document submi ed as part of a grantee s applica on. The implementa on plan specifies the applicant s goals and objec ves, as well as the proposed ac vi es that will be implemented using GhanaVeg s grant funding. It therefore, forms the primary source of informa on for evalua ng the prospec ve grantee s full applica on. Ul mately, if approved by the Grants Selec on Commi ee (GSC), this document is included by reference as part of the grant agreement. Suspension This is an ac on by the GhanaVeg Program Leader that temporarily withdraws support, in whole or in part, under a grant, pending correc ve ac on by the grantee or pending a decision to terminate the grant. Termina on It is the cancella on of GhanaVeg s sponsorship, in whole or in part, under an agreement at any me prior to the date of comple on. It would usually result from a gross viola on of the terms of the grant agreement and a er persistent instruc ons for correc ve ac on have failed. 1.4 Roles Finance and Administra on Officer The GhanaVeg Secretariat relies on the finance and administra on officer of Wageningen UR-CDI, for contrac ng, prepayments and final payments, maintaining accounts, payables and receivables. He works together with the GhanaVeg Fund Manager on the accoun ng and monitoring system. Fund Manager (FM) The Fund Manager is responsible for facilita ng the Calls for Proposals, coordina ng the pre-screening by the GhanaVeg Secretariat and assis ng the Grants Selec on Commi ee with all necessary documents. The Fund Manager is responsible for ensuring the Grants Manual s procedures are complied with. In addi on, he follows-up in terms of monitoring the approved projects and advises on payments. The Fund Manager assists the Finance and Administra on Officer in the contrac ng and accoun ng of the projects awarded under the Business Opportunity and R&D Innova on Fund. The Fund Manager is the contact person for submi ng all project proposals under the Business Opportunity and R&D Innova on Fund. The Fund Manager can give explana ons to poten al Grantees on the Fund Manual and Calls for Proposals. Through interac ons with the GhanaVeg Secretariat, the Fund Manager submits the pre-screening of the proposals (based on the minimum criteria) with addi onal remarks to the Grants Selec on Commi ee. Program Leader (PL) The Program Leader is the legal representa ve of Wageningen UR-CDI for the implementa on of the GhanaVeg Program. In this capacity, the Program Leader: a) submits the Grants Manual and proposed composi on of the Grants Selec on Commi ee to the Embassy of the Kingdom of the Netherlands, Accra (EKN-ACC) for approval. b) provides input to the pre-screening of the project proposals Page 7

The Program Leader is not a member of the GSC, but will be kept apprised of the grants under considera on, and consulted as needed in the course of the review. A er awarding a grant, the Program Leader can approve modifica ons to the grant s agreement within reasonable bounds (as far as the proposed modifica ons are in line with the ini al objec ves and ac vity framework on which basis the proposal was approved by the GSC). GhanaVeg Secretariat The GhanaVeg Secretariat consists of the Program Leader, Deputy Program Leader and Fund Manager. Grants Selec on Commi ee (GSC) Proposals that passed the minimum criteria are reviewed by the independent Grants Selec on Commi ee in accordance with the selec on criteria and procedures. The Grants Selec on Commi ee consists of 7 members that complement each other in exper se on: economic feasibility, technical viability, scien fic rigor and environmental sustainability. Members of the GSC are, in addi on, asked to provide an explana on to their rankings of the proposals. Based on a grant s review, the GSC will propose to the GhanaVeg Secretariat through the Program Leader that the grant applica on is: 1) rejected, 2) approved; or 3) approved with condi ons / recommenda ons. The Fund Manager func ons as contact person to the Grants Selec on Commi ee but does not take part in their decision-making process. Page 8

2 THE FUNDS 2.1 Business Opportuni es Fund It is believed that innova ve, frontrunner companies, both from Ghana and abroad, are needed to seize the business opportuni es in Ghana s vegetable sector. The Business Opportunity Fund aims at mobilizing these innova ons and investments. The fund can be used for different thema c areas that currently hamper the growth of the vegetable sector, such as chain integra on, good agricultural prac ces, and specific branding of quality vegetables. Companies can apply for 50% co-funding for innova ve business ideas. The maximum amount of co-funding per proposal is 50,000. Recommenda ons for thema c areas are provided through the Business Pla orm. Project implementa on progress is monitored through the Secretariat. Twenty Seven (27) of these co-financing grants can be provided over the four-year period of the Program. 2.2 R&D Co-Innova on Fund The R&D Innova on Fund is there to provide support for applied research for companies to enhance their innova on capacity, addressing specific agronomic or technical bo lenecks, mostly at farm or company level. The private sector is in the lead for these proposals, though public partners (knowledge ins tutes) can be requested for the implementa on. The Fund works according to a co-innova on approach with private and public players and has a two-thirds co-financing component, with the private / public sector contribu ng a third. Thirteen (13) of such co-financing grants will be provided over the four year period of the Program. The structure of the Calls for Proposals is similar to the Business Opportuni es Fund. 2.3 Process of Proposal Submission and Selec on The general structure for administering this fund is as follows: a) The Business Pla orm proposes thema c areas for the Calls for Proposals. b) The GhanaVeg Secretariat selects specific thema c areas and prepares dra Calls for Proposals. c) The Advisory Board advises on the Dra Calls for Proposals. d) Calls for Proposals are presented at the Business Pla orm mee ngs and are published on the website: www.ghanaveg.org. Members of the Business Pla orm are also informed by e-mail. e) Poten al applicants can develop a concept note, which is then discussed with the GhanaVeg secretariat. f) A er the concept note has been endorsed, a project proposal can be developed. g) Project Proposals need to be submi ed before the deadline which is at least two months a er publica on on the website. h) The GhanaVeg Fund Manager pre-screens the proposals on the basis of minimum criteria. i) The Grants Selec on Commi ee assesses the pre-screened proposals and selects a maximum number of proposals (as indicated in the Call) for funding by the GhanaVeg program. j) The GhanaVeg Secretariat discusses the final proposal based on recommenda on of the GSC with the company. k) The company submits a final proposal to GhanaVeg based on the recommenda ons from the Selec on Commi ee. Page 9

l) Wageningen UR-CDI contracts the company. m) The company reports every 3 months on ac vity progress (both narra ve and financial). n) The Secretariat follows up with regular monitoring ac vi es. o) Company provides final report upon closure of grant ac vity. 3 CO-FINANCING ELIBILITY AND CRITERIA 3.1 General provisions Generally, eligible ac vi es for a GhanaVeg grant demonstrate the following: a) They should contribute to achieving the overall GhanaVeg objec ves, and comply with ac vi es in the call for proposal document b) Ac vi es should show clear innova veness c) They should take place in Ghana d) Ac vi es should be addi onal core business and opera ons of the company e) They should comply with the process and terms laid out in the approved GhanaVeg Fund Manual. As such, grants are selected and evaluated in accordance to a stringent internal pre-screening, and a detailed external assessment process with clearly defined criteria GhanaVeg grants may not be used for: a) Payment of salaries, except for specific project-related and project-approved func ons b) Payments for retroac ve ac vi es c) Per diems for project implemen ng personnel d) Purchases or ac vi es unnecessary to accomplish the grant s purpose as determined by the Project Leader and or the Fund Manager e) Unallowable costs items such as previous obliga ons, bad debts, fines, penal es, and working capital Budgets cost items eligible under the grant include: a) Personnel costs are eligible only under the following condi ons for approved grants where: i. the grantee needs addi onal support to ensure the proper administra ve and financial management of the funds ii. complex ac vi es are involved and would require the company to assign key technical personnel to execute the project iii. grantee are allowed to contribute staff salaries as part of their cost contribu ons in a co-funded ac vity iv. costs associated with bringing in consultants to handle parts of approved project ac vi es can be covered by grant funds b) Expandable supplies and materials to directly execute project ac vi es c) Travel costs including fuel, airfare, other miscellaneous travel related expenses but excluding per diems and meals d) Equipment which are necessary to implement the project ac vity in a cost-efficient manner e) Events par cipa on (total number of par cipants broken down by an cipated number of men and women), which emanate directly from approved project ac vi es 3.2 BUSINESS OPPORTUNITY FUND Page 10

3.2.1 Eligibility criteria All companies solici ng co-financing under the GhanaVeg Program should: Complete the full proposal format with all its requirements, as published on the website. Be a legally recognized company (LTDs, PLCs, BVs) which has demonstrated a sound opera onal track record of at least two years of opera onal ac vi es in Ghana. Come from Ghana but or from abroad (no country limita ons). Foreign companies without a footprint in Ghana must have Ghanaian partners with at least two years track record. Target vegetable crops must include: tomatoes, onions, capsicum, okra, garden egg, other Asian vegetables and members of the Cucurbitaceae family (cucumbers, squash, bu ernut and melons). Proposals focus on one or more of the following three outcome indicators: Produc vity increase Growth (value: US$) of domes c high-end market Growth of export value Proposals address the issues as presented in the specific Call for Proposals. Companies are willing to share project results with the GhanaVeg Business Pla orm. The above criteria are minimum criteria and will be pre-screened upon submission by the GhanaVeg Secretariat. If not complied with, the applica on will be rejected. The GhanaVeg Secretariat will also give a brief explana on on the eligibility of the proposal for the GSC. 3.2.2 Eligible ac vi es The 50% Co-financing from GhanaVeg can be used for, but are not limited to: Demonstra on and promo on ac vi es Farm extension and training ac vi es (service provision) Capital investments (<25% of total budget, unless otherwise stated in specific Calls for Proposals) An ini al subsidy on new/innova ve inputs (maximum 50% subsidy) Market linkage ac vi es. 3.2.3 Selec on criteria A er passing the pre-screening the independent Grants Selec on Commi ee will evaluate the applica ons on the bases of economic feasibility (20%), technical viability (20%), implementa on capacity (20%), value-for-money (20%) and Corporate Social Responsibility (20%). These criteria are further explained below: Economic Viability (20%) Proposed ac vity must show a cost-benefit analysis indica ng a roadmap towards profitability in the short to medium term (3-5 years). This should be calculated taking into account the injec on of the grant support, and consider the total project cost, cash flow projec ons and profitability. Technical Approach (20%) This is the degree to which the proposed ac vity offers an innova ve approach that meets the overall objec ves and indicators over the life of the project. It can include the proposed extension approach, business model and/or service delivery model. Projects should be well thought through, with logical linkages between inputs and expected outputs. Page 11

Implementa on Capacity (20%) The extent to which the applicant and her ins tu on/company are capable of undertaking and accomplishing the proposed ac vi es, based principally on the company profile and past achievements, as well as the qualifica ons of key staff being involved in the project. Value-for-Money (20%) The rela onship between the co-financing grant that is requested and the significance and quality of the projected outcomes (as men oned above in the outcome indicators). It also relates to the ambi on level of the proposal, e.g. in terms of number of farmers/farm workers targeted or produc vity increase aimed at. In addi on, this indicator assesses whether the resources requested are reasonable in the context of the proposed project. Corporate Social Responsibility (20%) Corporate Social Responsibility involves the company s approach towards social and environmental issues. The criterion assesses to which extent the proposed ac vity is likely to have meaningful, sustainable impact and demonstra ve inclusiveness of women, youth and/or small-scale farmers. Companies are requested to elaborate further on the above criteria, making clear projec ons on: Targeted farmers and farm workers (both directly and indirectly) Involvement of women, youth and/or small-scale farmers Improved sustainability (environment/food safety) Company sales and turnover As part of the evalua on process, GSC members will complete an evalua on report based on the criteria above and provide recommenda ons for each applica on. The Fund Manager will then combine all the evalua on reports from the GSC, summarize the results in an evalua on matrix, indica ng the summarized recommenda on on each proposal to: fund the proposal not fund the proposal fund the proposal pending revision on the basis of the GSC s condi ons and/or recommenda ons 3.2.4 Time and funding limita ons Timeline and Deadline Calls for proposals will be announced and published on the GhanaVeg Website sta ng the deadline within which submission of grant applica ons should be made. me period and Page 12

Retroac vity No grants applica on will be considered for retroac ve funding. Grants will not be awarded for expenditures that occur prior to the start of the grants ac vity without prior approval from the Fund Manager. Funding Limits The total maximum amount of a single grant may not exceed EUR 50,000 per year. A grantee may not be awarded more than EUR 50,000 from the Business Opportunity Fund during any single ac vity cycle. Parallel funding from both the Business Opportunity and R&D Innova on Fund is allowed. Capital investments (<25% of total budget, unless otherwise stated in specific Calls for Proposals) Projects can be proposed with a running me of between one and three years. A grant ac vity is not officially completed un l the final narra ve and financial reports as well as other deliverables described in the grant agreement have been submi ed to, and accepted, by the Fund Manager. Co-financing arrangement Both the GhanaVeg and the company s contribu ons need to be accounted for by providing valid receipts of actual expenditures along with those receipts for items or services purchased from the grant amount. Contribu ons can be made in kind or in cash. Possible other contribu ons from project ac vi es (e.g. 2SCALE, USAID) need to be explained under this sec on as well, describing the complementarity and resource use. 3.3 R&D INNOVATION FUND 3.3.1 Eligibility criteria Companies and ac vi es proposed must comply with the following criteria: Completed the full proposal format with all its requirements, as published on the website. Legally recognized companies (BVs, LTDs, PLCs,) and must have demonstrated a sound opera onal track record of at least two years of ac vi es in Ghana. Companies can come from Ghana but also from abroad (no country limita ons). Foreign companies without a footprint in Ghana must have Ghanaian partners with at least two years track record. Collabora on with an exis ng knowledge ins tute in Ghana (University, Research Centre, College) evidenced by a support le er. Target vegetable crops must include: tomatoes, onions, capsicum, okra, garden egg, other Asian vegetables and members of the Cucurbitaceae family (cucumbers, squash, bu ernut and melons). Only on-farm or on-company (outsta on) research ac vi es are eligible. Proposals address the issues as presented in the specific Call for Proposals. Companies are willing to share project results in the GhanaVeg Business Pla orm. The above criteria are minimum criteria and will be pre-screened upon submission by the GhanaVeg Secretariat. If not complied with, the applica on will be rejected. The GhanaVeg Secretariat will also give a brief explana on on the eligibility of the proposal for the GSC. 3.3.2 Eligible ac vi es The Two-thirds Co-Financing from GhanaVeg can be used for, but are not limited to: Research trials Research consumables Capital investments (<25% of total budget, unless otherwise stated in specific Calls for Proposals) Farmer outreach ac vi es Page 13

Produc on and publica on of research ar cles GhanaVeg can reserve some grants specifically for independent and objec ve research ac vi es by established researchers 3.3.3 Selec on criteria The GSC will evaluate screened applica ons, upon receipt from the Fund Manager, on the basis of technical approach (20%), implementa on capacity (20%), poten al for scaling up (20%), value for money (20%), and publica on / presenta on poten al (20%). Technical Approach (20%) This is the degree to which the proposed ac vity offers an innova ve approach that meets the overall objec ves and indicators over the life of the project. It can include the proposed research methodology and outreach ac vi es. Projects should be well thought through, with logical linkages between inputs and expected outputs. Implementa on Capacity (20%) The extent to which the applicant and her ins tu on/company are capable of undertaking and accomplishing the proposed ac vi es, based principally on the company profile and past achievements, as well as the qualifica ons of key staff being involved in the project. Poten al for scaling up (20%) Research ac vity is clearly demand-driven, private sector-led and addresses clear constraints faced by the sector. Outcomes should provide input for easy and cost-effec ve replica on at other loca ons. Value-for-Money (20%) The rela onship between the co-financing grant that is requested and the significance and quality of the projected outcomes. The criterion looks at the overall ambi on level of the project, given the requested inputs and envisaged outputs. In addi on, this indicator assesses whether the resources requested are reasonable in the context of the proposed project. Publica on / presenta on poten al (20%) The level of interest expressed by the company and knowledge ins tute to share their results in the GhanaVeg Business Pla orm mee ng, and/or the commitment to produce publica ons arising from the funded grant ac vity. As part of the evalua on process, GSC members will complete an evalua on report based on the criteria above and provide recommenda ons for each applica on. The Fund Manager will then combine all the evalua on reports from the GSC, summarize the results in an evalua on matrix, indica ng the summarized recommenda on on each proposal to: fund the proposal not fund the proposal fund the proposal pending revision on the basis of the GSC s condi ons and/or recommenda ons Page 14

3.3.4 Time and funding limita ons Timeline and Deadline Calls for Proposals will be announced and published on the GhanaVeg Website sta ng the deadline within which submission of grant applica ons should be made. me period and Retroac vity No grants applica on will be considered for retroac ve funding. Grants will not be awarded for expenditures that occur prior to the start of the grants ac vity without prior approval from the Fund Manager. Funding Limits The total maximum amount of a single grant may not exceed EUR 25,000 per year. A grantee may not be awarded more than EUR 25,000 from the R&D Innova on Fund during any single ac vity cycle. Parallel funding from both the Business Opportunity and R&D Innova on Fund is allowed. Projects can be proposed with a running me of between one and three years. A grant ac vity is not officially completed un l the final narra ve and financial reports as well as other deliverables described in the grant agreement have been submi ed to, and accepted, by the Fund Manager. Capital investments (<25% of total budget, unless otherwise stated in specific Calls for Proposals) Co-financing arrangement The joint company and knowledge ins tute s co-financing contribu on of one-third of the total budget needs to be accounted for by means of providing valid receipts of actual expenditure along with receipts of items or services purchased from the grant amount. Contribu ons can be made in kind or in cash. Possible other contribu ons from project ac vi es (e.g. 2SCALE, USAID) need to be explained under this sec on as well, describing the complementarity and resource use. Page 15

4 GRANT AWARD PROCEDURES 4.1 Grant Applica ons All grant applica ons are based on the same general proposal and review procedures as outlined in this Fund Manual. Grant applica ons include a technical proposal and a cost proposal submi ed in the English language. In general, technical proposals should address how the applicant intends to carry out the program and clearly describes the work to be undertaken, the responsibili es of all par es, meline and deliverables (results). This sec on should provide a complete overview of the project s design and implementa on, and be a stand-alone representa on of the proposed project. The proposal should provide a detailed descrip on of how the progress and achievements of the program are monitored, measured and assessed. The proposal addresses the selec on criteria as outlined in the Fund Manual as well as the specific contribu on it provides to the thema c Call for Proposals. 4.2 GUIDELINE FOR PROPOSAL DEVELOPMENT 4.2.1 Introduc on The process for submi ng a Business Opportunity or R&D Innova on Fund proposal to GhanaVeg is structured along the following lines: a) Calls for Proposals b) Development of a Concept Note Phase c) Intake Mee ng d) Proposal Development Phase e) GhanaVeg Team Pre-Screening f) GhanaVeg Selec on Commi ee Appraisal g) Contrac ng This guideline has been developed to ensure that poten al grantees are guided well in the process and that poten al disappointments are as much as possible limited to the early phases of proposal development. The different steps are described in the following chapters: 4.2.2 Calls for Proposals New proposals can only be developed when a Call for Proposals has been published. New Calls will be communicated to the Business Pla orm members and are published on the GhanaVeg website: www.ghanaveg.org. The Call for Proposals highlights the specific objec ves and condi ons for proposal development. For example it will emphasize which type of companies are eligible and what type of ac vi es can be supported. In addi on to the specific criteria of the Call, the general criteria of the Fund Manual (see paragraph 5.) apply to all proposals. If a company is eligible and interested in the Call, it can move to the second phase of concept note development. 4.2.3 Concept Note Development Companies can develop a Concept Note to quickly assess the opportunity for funding by GhanaVeg. A Page 16

Concept Note typically has a maximum of 1-2 pages and describes the company s profile (subsector, vision and mission, turnover, staff composi on), the context the company is opera ng in (constraints faced, opportuni es envisioned); the specific objec ve of the project; the ac vi es it would like to undertake with GhanaVeg (co-financing) support; and the innova ve character of the project. Concept notes need to be sent to the GhanaVeg Senior Business Advisor. 4.2.4 Intake mee ng A er the Concept Note has been submi ed the GhanaVeg Senior Business Advisor will invite the company to the GhanaVeg Office for further discussions. The Senior Business Advisor will determine the eligibility of the proposal and provide direc ons on poten al areas of improvement. The Senior Business Advisor can also suggest specific consultants that can assist in further developing a full-fledged project proposal, as well as poten al research ins tutes for collabora ng on the R&D Innova on Fund. The GhanaVeg Senior Business Advisor can also recommend on other funding opportuni es, outside GhanaVeg, for which the proposal could be eligible (e.g. GCAP, COLEACP) or poten al collaborators from the GhanaVeg Network (e.g. input suppliers, wholesalers, service providers). 4.2.5 Proposal Development Phase If the Concept Note has been viewed posi vely by the GhanaVeg Team, the company can develop a full-fledged proposal. A specific project proposal format is available to this end (www.ghanaveg.org). Based on the appraisal of earlier proposals, GhanaVeg would like to recommend poten al grantees to: - Be concise and follow a SMART approach: specific, measurable, achievable, realis c and me-bound. - Make the analysis and prospects as concrete as possible: e.g. include an economic cost-benefit analysis, SWOT analysis, quan fy targets as much as possible and develop clear indicators and milestones for progress monitoring. - Indicate clearly the sustainability of the envisaged ac vi es, beyond the project dura on. - Make an ac vity based budget with detailed QxP (quan ty mes price) budget lines. Only addi onal ac vi es (outside of core business of the company) can be funded by GhanaVeg. For capital investments a maximum of 25% of the total project budget applies, unless otherwise stated in specific Calls for Proposals. All these aspects are coming back in the GhanaVeg Proposal Format (h p://ghanaveg.org/calls-for-proposal). Proposal deadlines are every 3 months: e.g. 1 September, 1 December, 1 March and 1 June. Project Proposals and Budget A project proposal format will accompany each Call for Proposals. Prospec ve applicants will be required to use the prescribed format to ensure consistency of the evalua on process. Applicants are advised to consult the applica on form for each call for the necessary guidance. Addi onally, all co-financing contribu ons in the proposals should be consistent with the format provided in the specific call for proposals. Budget line items should clearly dis nguish between cost items a ributable to GhanaVeg and those to borne by the Grantee. A template is always indicated in the Call for Proposals. Registra on The following screening and registra on procedures are followed upon the receipt of project proposals: All project proposals are sent to the GhanaVeg Fund Manager for registra on. Applicants will within a week receive an acknowledgement of the applica on (via e-mail) from the Fund Manager. The Fund Manager will prepare all received applica ons for pre-screening. Page 17

4.2.6 GhanaVeg Team Pre-Screening A er submi ng the proposal, the GhanaVeg Secretariat will screen the proposals on the minimum criteria: The format has been fully filled in, including the applica on form, all proposal boxes, the M&E indicator framework and the co-financing budget. The company is legally recognized and has demonstrated a sound opera onal track record of at least two years of opera onal ac vi es in Ghana. If it s a foreign company without a footprint in Ghana, it must have Ghanaian partners with at least two years track record. The targeted vegetable crops include: tomatoes, onions, capsicum, okra, garden egg, other Asian vegetables and/or members of the Cucurbitaceae family. The proposal focuses on one or more of the following three outcome indicators: Produc vity increase Growth (value: US$) of domes c high-end market Growth of export value The proposal addresses the issues as presented in the specific Call for Proposals. Companies are willing to share project results with the GhanaVeg Business Pla orm. The Fund Manager will inform the companies whose proposals were rejected and will provide the reason(s) for rejec on. 4.2.7 GhanaVeg Selec on Commi ee Appraisal The GhanaVeg Selec on Commi ee will assess the proposals on the basis of the criteria outlined in sec ons 3.2.1, 3.2.2 and 3.2.3 above. Proposals need to obtain a minimum of 60 points out of 100 from at least 5 of the 7 evaluators to qualify for grant support. The proposals will be ranked according to the scores and, based on the number of funds available, the proposals with the highest scores will be accepted. The Selec on Commi ee can also provide specific condi ons and recommenda ons that will need to be changed in the final project proposal. 4.2.8 Contrac ng The selected proposals will be invited for contract discussions with the GhanaVeg Team. During these discussions specific condi ons and recommenda ons can be provided that will need to be included in the final project proposal. Condi ons and recommenda ons will be provided to the project partner in wri ng. A er the final project proposal has been received and accepted the contract can be signed. In brief the following steps apply in moving from project approval to contrac ng: A er approval by the GhanaVeg Secretariat the Grants Selec on Commi ee will rank the proposal on the basis of the selec on criteria. The Selec on Commi ee informs the GhanaVeg Secretariat on their assessment and proposed selec on of grantees. The Selec on Commi ee will provide a short explana on to the decision for each of the project proposals. The Fund Manager informs the companies on the decision of the Selec on Commi ee. The Fund Manager starts the contrac ng process for the approved project proposals based on the recommenda ons from the Selec on Commi ee. 5 DISBURSEMENT AND REPORTING Page 18

5.1 Disbursement Grant funds for all ac vi es implemented in Ghana will be disbursed in local currency (GHC), based on a disbursement schedule presented and agreed to by the project for allowable costs and/or achievement of milestones. Where project ac vi es would require interna onal acquisi on of goods and services, grant funds may be disbursed in Euros. For both funds disbursements will be made as follows: a) 30% of the grant s value will be withheld for payment pending the mely submission of the final narra ve and financial reports. b) funds may be disbursed on a mutually agreed schedule, such as 40% at the ini a on of the ac vity, 30% delivered upon the comple on of a clearly defined milestone, and the final 30% upon submission of the final ac vity and financial reports c) funds may also be allocated with respect to iden fied deliverables or milestones, or on a quarterly basis. In certain cases, funds may be provided upon submission of receipts for expenses incurred a er the grant is signed. 5.2 Repor ng Grantees are required to submit a short 3-monthly narra ve and financial progress report as determined by the award agreement. Other briefings, task reports and success stories may be requested where necessary. Such reports should be accompanied by appropriate evidence of all direct costs incurred. Release of subsequent payments will be con ngent on receipt and approval of grantee narra ve and financial reports, the request for funds based on a liquidity forecast, as well as any other deliverables as described in the grant agreement by the grants manager. The last disbursement equivalent to 30% of the approved grant budget is subject to: a) submission of the final ac vity and financial reports 30 days a er the end of the grant period or comple on of the ac vity, whichever is earlier, as well as other deliverables as described in the grant agreement, and b) receipt of an official request for funds made by the grant recipient to GhanaVeg. Page 19

Annex 1A: Grants Selec on Commi ee This sec on is only accessible to the members of the Grants Selec on Commi ee. Composi on of the GhanaVeg Grants Selec on Commi ee Members of the Selec on Commi ee have been selected on the basis of their outstanding experience in the hor cultural sector both within Ghana as interna onally. The five candidates represent different sectors: both private sector and research, and different disciplines: agronomy, business development, innova on and project management. As such the Commi ee is well posi oned to judge the proposals on the various selec on criteria, including the technical, economical and innova on aspects. - Mr. Adu Mensah, Former Execu ve Director of Ghana Export Promo on Authority (GEPA), private consultant - Dr. Marshark Abdulai, Hor culture Researcher, Savannah Agricultural Research Ins tute (SARI) - Prof. Nana Olimpio, Emeritus Professor Hor culture, Kwame Nkrumah University of Science and Technology (KNUST) - Mr. Hein Moeys, Private Consultant Hor culture, ex-project Manager and Quality Manager East Africa and Middle-East, Syngenta (Vegetable Seeds) BV, the Netherlands - Mr. Geert Westenbrink, Senior Policy Advisor / former Agricultural Counselor Ethiopia, Ministry of Economic Affairs, the Netherlands - Le cia Browne, Investor Rela ons, GAIN, Ghana Angel Investor Network Annex 1A. Roles and responsibili es - The Grants Selec on Commi ee members are independent from the GhanaVeg Program s implementa on and assess the project proposals under the: Business Opportunity Fund, R&D Innova on Fund and Consultancy Fund following the procedures of the Fund Manual and Consultancy Fund Guideline. - Members of the Grants Selec on Commi ee are not allowed to be involved in any of the proposals submi ed under the GhanaVeg Program. - Members of the GSC report in wri ng (by e-mail) on the basis of the repor ng format within two weeks a er having received the proposals. - Members of the Grants Selec on Commi ee are ini ally appointed for 2 years, which can be renewed a er mutual consent and approval by the Embassy of the Kingdom of the Netherlands. - A reasonable amount for expenses can be charged for the me u lized of the GSC members for the assessment purpose. Page 20

Annex 1B: GSC Repor ng Format Business Opportunity Fund Name of Evaluator: Date: Proposal (Code): Selec on Criterium: Maximum Points: Assessment: Economic Viability 20 Cost-benefit analysis, business viability, leverage of funding Comments: Technical Approach Innova veness, problem analysis, linkage inputs-outputs Comments: 20 Implementa on Capacity Company profile, achievements, qualifica ons of key staff Comments: 20 Value-for-Money Significance of outcomes, reasonable amounts for resources Comments: 20 Corporate Social Responsibility Sustainability and inclusiveness Comments: 20 TOTAL SCORE: 100 * Minimum score is 60 for approval FINAL ASSESSMENT Approved Not approved Approved with condi ons/recommenda ons Condi ons/recommenda ons: Page 21

Annex 1C: GSC Repor ng Format R&D Innova on Fund Name of Evaluator: Date: Proposal (Code): Selec on Criterium: Maximum Points: Assessment: Technical Approach 20 Innova veness, problem analysis, research methodology Comments: Implementa on Capacity Company profile, achievements, qualifica ons of key staff Comments: 20 Poten al for scaling up Demand-driven, cost-effec veness, replica on poten al Comments: 20 Value-for-Money Significance of outcomes, reasonable amounts for resources Comments: 20 Publica on / Presenta on Poten al Sharing of results in presenta on / reports / publica ons Comments: 20 TOTAL SCORE: 100 * Minimum score is 60 for approval FINAL ASSESSMENT Approved Not approved Approved with condi ons/recommenda ons Condi ons/recommenda ons: Page 22

The following are examples of the types of ac vi es that will be considered for funding Annex 1D: Illustra ve examples of how Ghanaveg grant may be used under the grants program: Develops direct chain arrangements between vegetable producers and exporters, processors, wholesalers, and or retailers with the aim of building long-term market partnerships. Increases produc vity and income from vegetable produc on for farmers. Supports healthy and quality vegetable produc on, taking into account sustainable environmental and food safety standards. Supports the cer fica on of vegetable produce under a label that represents Good Agricultural Prac ces (Global GAP, Ghana Green Label, BRC) or equivalent arrangements. Explores direct (new) dedicated export channels for vegetables from Ghana. Introduces new methods for irrigated vegetable produc on that op mize resource use Introduces easily adoptable, cost-effec ve technologies in irrigated vegetable produc on with reduced nega ve environmental impacts Proposes innova ve financing model for farmers to acquire irriga on technology and equipment (e.g. Build-Operate-Transfer schemes) Creates linkages between irrigated produc on and consistent market demand for produce Designs and constructs affordable protected hor culture solu ons which are tailor made to the Ghanaian condi ons. Sets up professional nurseries for vegetable seedling produc on of quality seeds (both hybrid and OPV) Provides a er sales support in terms of good greenhouse maintenance, and agronomic prac ces, as well as advice on and provision of inputs. Explores and achieves direct market linkages for high quality greenhouse produce. Conducts research trials of different regimes of seed varietal trials, soil fer lity management and crop protec on methods Organizes public-private partnerships for the development and release of disease and pest resistant varie es of vegetable seeds within 1-3 years Inves gates the impact of plant spacing, intercropping and crop rota on systems on yields and income. Page 23