**Annex A**

# Multi-Year Assistance Program Proposal Application Format

**P.L. 480 Title II**

**Country/Cooperating Sponsor**

**Implementation Start Date:** \_\_\_\_\_\_\_\_\_\_\_

**Implementation End Date:** \_\_\_\_\_\_\_\_\_\_\_

**Multi-Year Assistance Program**

> **Proposal Application Format**
>
> **Resource Request Summary:**

Activity Completion Date: \_\_\_\_\_\_\_\_\_\_\_

Life of Activity Commodity Request (MT): \_\_\_\_\_\_\_\_\_\_\_

Life of Activity Direct Distribution Request (MT):
\_\_\_\_\_\_\_\_\_\_\_

> Life of Activity Monetization Request (MT): \_\_\_\_\_\_\_\_\_\_\_
>
> Percent Monetization (%): \_\_\_\_\_\_\_\_\_\_\_ (of total MT request
> -- method TBA)
>
> Life of Activity Monetization Budget Request (US\$ Equiv.):
> \_\_\_\_\_\_\_\_\_\_\_

Life of Activity Section 202(e) Budget Request (US\$):
\_\_\_\_\_\_\_\_\_\_\_

Life of Activity ITSH Budget Request (US\$): \_\_\_\_\_\_\_\_\_\_\_

Life of Activity CS Cost Share/Non-Federal Contribution (US\$):
\_\_\_\_\_\_\_\_\_\_\_

Life of Activity Other Cost Share (DA, HG, PEPFAR, etc.) (US\$):
\_\_\_\_\_\_\_\_\_\_\_

> **Date of Submission (or Amendment) to USAID/Mission and DCHA/FFP:**
> \_\_\_\_\_\_\_\_\_\_\_

CS HQ Contact Information CS Country Office Contact Information

(include: Name/Title, Address, Telephone, (include: Name/Title, Address,
Telephone,

*Fax, E-mail)* *Fax, E-mail)*

**Table of Contents**

## Executive Summary 

## Problem Analysis and Proposed Interventions

######## Program Objectives and Design

C.  **Complementarity**

## E. General and Detailed Implementation Plans 

**F. Monitoring and Evaluation**

**G. Audits**

**H. Commodity Market Issues**

**I. Activity Resource Requirements**

**J. Approval of Non-U.S. Equipment**

**K. Initial Environmental Examination**

## L. Agreements, Contracts, Letters 

> **Appendices to Proposal Narrative (to be submitted by CS with
> proposal)**

1.  **Summary Request and Beneficiary Table**

2.  **Budgets**

> **2.1. Comprehensive Budget**
>
> **2.2. Detailed Budget**
>
> **2.3. Negotiated Indirect Cost Rate Agreement**

3.  **Annual Estimate of Requirements/Commodity Pipeline** -- Please use
    electronic

> format; signed hard copies and electronic copies required.

4.  **Executive Summary Tables**

5.  **Draft Initial Environmental Examination**

6.  **Certifications, Assurances, and Other Statements**

7.  **Agreements, Contracts, Letters, including HCFFPA** (or
    concurrence)

8.  **Bellmon Analysis**

9.  **Mission Vehicle Procurement Policy**

10. **Country/Intervention Area Map(s)**

11. **Cost Recovery Table**

12. **Marking and Branding Plans**

13. **Final program evaluation** (if applicable, and not already on file
    with FFP)

14. **Glossary/List of Acronyms**

A. Executive Summary ([1 page]{.underline})

Provide a concise summary of: (1) underlying cause of food insecurity to
be addressed; (2) strategic objectives and expected results; (3) the
proposed program activities; (4) why imported food aid is an appropriate
resource to use to support program objectives and activities; (5)
resources required and committed, both in-kind and dollars (or dollar
equivalent), from all sources; and, (6) how the results will be measured
and monitored. Briefly present the history of CS activities in the
country or region, including the evolution of the Title II strategy and
proposed interventions. If acute short-term food insecurity is to be
addressed, discuss how the proposed program incorporates
development-relief concepts to address transitory and chronic food
insecurity, if applicable. Use current data to support such assertions.

B. Problem Analysis and Proposed Interventions ([up to 4 pages if one
objective; up to 7 pages if two or more objectives]{.underline})

The same level of problem analysis is required for all Multi-Year
Assistance Program (MYAP) proposals, whether a follow-on to a previously
approved proposal or a completely new proposal. CSs are encouraged to
dialogue with mission representatives concerning Mission Operational
Plans and Country Operational Plans and ensure that proposals are
consistent with missions' programmatic interests as well as the larger
foreign assistance framework.

1.  Provide a brief description and analysis of the underlying causes of
    food insecurity and how they impact the population in the country
    and the proposed target area. In this analysis, include or reference
    appropriate and timely/current national and local level data that
    are available on the degree and nature of food insecurity (i.e.
    chronic vs. transitory); major determinants and underlying causes of
    food insecurity (including infectious or water-borne diseases,
    geo-climatic conditions, natural resource constraints, political and
    socio-economic conditions, etc.), sources of risk and vulnerability,
    and the linkage among these factors. Provide data on the geographic
    distribution of food insecurity and vulnerable populations in the
    country to justify the choice of geographic area(s) and target
    population.

2.  Based on this analysis of the underlying causes of food insecurity
    and their consequences, identify the priority technical and
    geographic areas where assistance is needed, and the timeline for
    action. Briefly describe the extent to which problems in these
    priority areas are addressed by USAID/Washington, the USAID Mission,
    World Bank, World Food Program, or other development or community
    organizations. Describe the nature of vulnerability that continues
    to exist despite other donor efforts, and the degree to which the
    population is prone to risks or periodic shocks.

3.  Given the existing vulnerability to food insecurity and potential
    for risks or periodic shocks, describe the capacity and relative
    strengths in your organization for addressing them, technically and
    geographically. Include a statement regarding the institutional
    capacity of your organization, and of local partners (if relevant),
    and the basis upon which this assessment is made. If applicable,
    discuss any technical partner(s) that have been identified to
    complement your organization's areas of expertise, and the role of
    this partner(s) in the planning and implementation of the proposed
    program.

4.  Based on the analysis of vulnerability to food insecurity and the
    potential for risks or periodic shocks and their underlying causes,
    and identification of your organization's relative capacity to
    address them, briefly identify the technical and geographic areas
    that this proposed activity plans to address (detailed description
    should be deferred until section C.2.). Include a justification of
    why imported food aid is needed as opposed to communities and
    individuals being able to use local foods through production,
    purchases, barter or social safety nets. All MYAPs should address
    the underlying causes of food insecurity that may include food
    access, availability, and/or utilization, with priority placed on
    activities that reduce risk and vulnerability and protect and
    enhance human capacities, livelihood capabilities, community
    resilience, and community capacity to influence factors that affect
    its food security. FFP places priority on Title II programming in
    populations with high levels of child malnutrition and poverty. FFP
    anticipates that the USAID Food Aid and Food Security Policy Paper
    priority technical areas of household nutrition and agricultural
    productivity will continue to be a central focus of most Title II
    multi-year programs. However, the approach to these technical areas
    may differ in some respects in that the strategic objectives of the
    program will focus on addressing risk and vulnerability. Program
    objectives should prioritize the protection and enhancement of human
    capabilities, household livelihoods, community resiliency, and/or
    increase community capacity to influence factors that affect food
    security. For further technical explanation, CSs should refer to the
    [Food Aid and Food Security Policy
    Paper](http://www.usaid.gov/our_work/humanitarian_assistance/ffp/fspolicy.htm)
    and the [FFP FY 2006 - 2010 Strategic
    Plan](http://www.usaid.gov/our_work/humanitarian_assistance/ffp/ffp_strategy.2006_2010.pdf).

> Proposals should reference a country/intervention area map (and attach
> as "**Appendix** **10 -- Map**") that clearly defines the area(s) of
> intervention. CSs are encouraged to use Geographic Information Systems
> (GIS) and Global Positioning Systems (GPS) throughout the life of the
> MYAP to illustrate where their activities are taking place, to enhance
> the quality of program monitoring and evaluation, etc.
>
> Food security programs with food-insecure HIV-affected populations may
> be supported by Title II resources where it is determined that HIV
> represents an underlying cause of food insecurity and is a critical
> constraint to household food security. Describe the impact of HIV on
> household food security and how the proposed activities would mitigate
> that impact. In the development of HIV components, CSs are strongly
> encouraged to refer to the new FANTA guide: [Food Assistance
> Programming in the Context of
> HIV](http://www.fantaproject.org/downloads/pdfs/Food_Assistance_Context_of_HIV_sept_2007.pdf)
> for program design and monitoring and evaluation considerations.

5.  To further support the program in terms of human resources and
    capital, provide an organizational chart identifying the position
    titles of CS staff and the amount of time that will be devoted to
    each proposed activity and corresponding responsibilities. List the
    recipient agencies (counterpart and/or collaborating organizations,
    both private and host government). If not described in the
    complementarity section of the proposal, briefly outline their
    financial and management roles. If extensive technical assistance is
    being planned, explain the scope of the activity, the individual or
    organization responsible, and why they are being selected and how
    they are tied directly to improving the capacity and strengths of
    the organizations and Title II MYAPs. Please include details on the
    following:

-   Provide evidence of the organization's technical, financial, and
    managerial capability to design, implement, and monitor the proposed
    activities (including the number and size of programs managed or
    proposed).

-   Describe prior performance implementing food aid programs in the
    proposed country or other countries, if applicable.

-   Describe the organization's headquarters, in-country, or regional
    personnel plans to backstop the MYAP.

-   Explicitly address the types of capacity building that will take
    place within the CS or counterparts to increase the sustainability
    of results.

-   Discuss how the use of Title II resources complements the CS's
    strategy for the particular country and/or region.

C. Program Objectives and Design ([up to 18 pages if one objective, up
to 23 pages if two or more objectives]{.underline})

C.1. Specific Objectives

The MYAP proposal should prioritize program objectives, keeping them
focused and limited in number and in context with the new FFP strategic
framework as follows:

> \(a\) Human capabilities protected and enhanced;
>
> \(b\) Livelihood capacities protected and enhanced;
>
> \(c\) Community resiliency protected and enhanced;
>
> \(d\) Community capacity to influence factors (decisions) that affect
> food security increased;

Productive safety-net activities should be reflected under the relevant
objective that they support. Clearly state the objectives and
intermediate results anticipated over the life of the program. State the
established timeframe for completion.

C.2. Proposed Activities

Program interventions should be described in sufficient detail to assess
their operational and technical feasibility. Describe the type, purpose,
location, and feasibility of the activities, referring to a
country/intervention area map to be included as "**Appendix 10 --
Map**". Relate activities to the specific objectives and results and
show how they will address the underlying causes of food insecurity by
reducing vulnerability and by enabling populations to cope with risk and
periodic shock. Describe how the activities will be implemented and by
whom. Describe and quantify the target population, including what
proportion of the area's population will be covered under each
objective. If the activities are proposed that address one or more
capacity building objectives, or address multiple causes of food
insecurity, describe how and to what extent the interventions will be
integrated at the community-level and the proportion of the target
population that will benefit from activities in more than one sector.
Describe the criteria that will be used to selected program
beneficiaries and how these criteria ensure the participation of the
most food insecure.

State the amount and type of commodity that would be used and why
imported food aid is being requested for each of the different
activities. Specify how the Title II food and/or monetization proceeds
will be utilized, and justify the size of the ration and the ration mix
selected for each program activity and target population per activity.
If rations are being proposed to support more than one activity, (i.e.
MCH, FFW, SF), discuss whether and how the rations are complementary
and/or harmonized (to ensure ration size consistency, etc.). If more
than one Cooperating Sponsor is distributing ration in the country
(including WFP), discuss whether and how rations are harmonized among
implementing partners and with the host country government. Ration sizes
and justifications should be in agreement with the request made in the
MYAP's AER/Commodity Pipeline and attached ration calculator tab, or
explained in the narrative.

Describe how increases in transitory and chronic food insecurity in
response to shocks will be monitored and responded to using the
development relief approach. If the characteristics of food insecurity
in the target population are such that this is not a necessary component
of the program, discuss why these types of activities are not likely to
be needed.

Gender issues are important considerations as gender inequalities often
underlie food insecurity. MYAP proposals should outline gender
considerations on food insecurity in the target population, and describe
a gender strategy to ensure equitable participation by and benefit to
both men and women in the design, targeting, and management of MYAP
activities. Include a description of how activities, including
agricultural activities, will affect the workload of women. Describe how
the program will capture this segment of the population and track
progress and activities.

C.3. Key Assumptions and Risk Management

Discuss the key or critical assumptions of the planned activities and
any risks that may negatively affect expected results. If relevant,
include factors such as climate, political or economic instability or
potential for other program disruptions. If the proposal includes a
monetization component, include potential risks and typical problems
associated with commodity trading (e.g., defaults by buyers, commercial
sector complaints, fluctuating market prices, and currency devaluation).
Briefly describe any contingency plans to mitigate the risks and the
effect of changes in critical assumptions. If the success of the planned
activities is contingent upon conditions or events outside the CS's
control (e.g., host government infrastructure, policy or program shifts
of the host government, or material contributions from other
organizations, etc.), the conditions or events should be noted briefly.
State how they could affect the CS's ability to carry out its planned
activities and how the CS would address these contingencies. Provide any
examples of activities implemented in the past to overcome such
conditions.

C.4. Sustainability Strategy

Identify the exit strategy for Title II assistance. Describe a time
frame for specific graduation: (1) families from each specific MYAP
component/activity; (2) individual communities from the MYAP; and (3)
the MYAP from the geographic area. Describe how each activity will
promote the financial and/or institutional sustainability of intended
results. Discuss how sustainability will be measured in terms of cost
recovery, financial commitment, technical/managerial capacity, community
commitment, or the capacity of host country counterparts, government, or
institutions. If applicable, describe the capacity of host country
counterparts to sustain the results of the activities. If the activities
are not to be continued, explain why the activities will no longer be
required. Given the impact of food aid on activities targeting PLHIV,
describe how such activities will be sustained upon program
completion[^1]. For additional information, CSs may consult: [*Program
Graduation and Exit Strategies: A Focus on Title II Food Aid Development
Programs*](http://www.fantaproject.org/downloads/pdfs/TN9_EXITS.pdf).

The objectives of successful exit are for outcomes to be sustained
following exit and for key activities to continue as needed using local
(community or government) resources, but in some cases ongoing external
support is required. One of the key methods to enable such continued
support is program and resource integration with non-Title II resources,
which may involve other U.S. government sources or other donors.
Resource integration should thus ideally be woven into the program's
exit strategy. The U.S. government offers a wealth of technical and
financial resources that can be used to complement a MYAP, especially
those in the last year(s) of programming. If not done already, for
example, a CS might solicit technical assistance through the
Farmer-to-Farmer Program, private sector partnerships through a USAID
Global Development Alliance (GDA), or increase program integration
through host governments, USAID Missions, and special U.S. government
initiatives such as the Millennium Challenge Corporation (MCC). By
seizing upon alternative resource pools, multi-year program activities
are not confined to the life of Title II resources alone and can use
other resources to continue key activities and move gradually to greater
sustainability. Accordingly, please consider linkages with the
following:

-   [USAID Farmer-to-Farmer
    Program](http://www.usaid.gov/our_work/agriculture/farmer_to_farmer.htm)

-   [USAID/Mission Programs](http://www.usaid.gov/locations)

-   [USAID Global Development Alliance
    (GDA)](http://www.usaid.gov/our_work/global_partnerships/gda/)

-   [Initiative to End Hunger in Africa
    (IEHA)](http://www.usaid.gov/about_usaid/presidential_initiative/endhunger.html)

-   [The Millennium Challenge Corporation (MCC)](http://www.mcc.gov/)

-   Host Government Programs

C.5. Lessons Learned

If the CS had a previous Title II program in the target country, the
activity design should incorporate lessons learned from previous
activities and respond to any concerns raised in recent evaluations or
audits. The design should also include lessons learned from other
relevant country programs. If the program builds on non-Title II
investments/activities in the area, outline these activities, their
impact, and lessons learned for the current MYAP proposal design.

D. Complementarity ([up to 1 page]{.underline})

Briefly describe how program interventions support or complement host
government (national, regional, or local), CS, and USAID/Mission
strategic objectives. Describe how Title II activities relate to other
investments that have occurred in the same geographic area, either by
the host government, other CSs, USAID, or other donors. Note any
complementarity among the proposed program and other relevant activities
being undertaken in the country. Indicate where complementary programs
are being undertaken. State how Title II resources are being integrated
with other resources. Describe existing and planned partnerships and
alliances with community and local groups, as well as with other CSs. If
possible, provide a list of such partners and resources, active
locations, and activities or interventions that intersect.

If collaboration with government ministries, other CSs or other groups
is anticipated and necessary for program results to be achieved,
describe how resources are to be pooled and the relationships and
responsibilities among the group, and provide evidence that these groups
have committed to provide the technical and/or financial resources
described in the proposal. If a consolidated country program or a
consolidated regional program is being presented, discuss the
complementarity among the programs.

Where programs target people living with HIV, CSs should include an
assessment of the HIV burden and the various aspects of the HIV program
in the target area including a discussion of existing support for food
security or safety nets. This assessment should include a brief
description of other programs (PVOs, IOs USAID Mission, global
initiatives, etc.) and opportunities to promote synergy of food aid
interventions. CSs are encouraged to integrate HIV activities and
service providers funded by other sources (CS, USAID/Mission, Global
Fund, PEPFAR, WFP, etc.) with the Title II-funded activities. Where
possible, CSs should undertake direct co-programming of resources (CS,
USAID/Mission, PEPFAR, etc.).

## E. General & Detailed Implementation Plans ([up to 6 pages]{.underline})

Provide a detailed, time-phased implementation plan for the proposed
implementation period for Year 1 of the MYAP that accurately reflects
the integration of resources, activities and achievement of performance
targets. As such, this plan should be regarded as a management tool that
guides and directs the annual implementation of the MYAP. At a minimum,
this plan should include: (1) a list or chart identifying key activities
planned; (2) the quantity and timing of these activities by quarter; (3)
person(s) responsible; and, (4) the relationship between the planned
activities and the strategic objectives, performance indicators, and/or
benchmarks established for each activity. Activities should be clearly
linked to strategic objectives and specific performance targets.
Indicators should be identified for use in tracking progress in
achieving annual targets and objectives. In addition to the technical
program activities, all training, technical assistance, evaluation,
audit, commodity procurement, and other key support actions should be
included in the activities list of the detailed implementation plan.
Additional narrative is encouraged to further describe the plan in
detail especially regarding the "quantity" "timing" and "sequencing" of
incremental activities that are critical for achieving annual
performance targets (e.g., agricultural activities, FFW and student
attendance programs) and to clearly convey the linkages between proposed
program activities and expected results. If major assumptions are being
made to support performance targets, these should be noted accordingly.

Provide a general time-phased implementation schedule for each of the
MYAP out-years. Include a list or chart identifying the following: (1) a
list or chart identifying key activities planned; (2) the quantity and
timing of these activities by implementation period; (3) person(s)
responsible; and, (4) the relationship between the planned activities
and the strategic objectives, performance indicators, and/or benchmarks
established for each activity. Include all training, technical
assistance, evaluation, audit, commodity procurement, and other key
support actions.

It is understood that as the implementation of programs evolves over
time there will be changes and refinements to the general implementation
plans for the out-years. For this reason, FFP will request a detailed
implementation plan for each program period as part of the annual
Pipeline and Resource Estimate Proposal (PREP), which must be approved
by the respective CTO. This will ensure that the implementation plan
remains relevant and incorporates lessons learned and feedback from
monitoring and evaluation process.

F. Monitoring and Evaluation ([up to 4 pages]{.underline})

F.1. Monitoring and Evaluation Plan

Describe the monitoring and evaluation (M&E) system that will be
implemented to measure the performance indicators and report on the
degree of achievement of results. Joint monitoring and evaluation plans
are encouraged where more than one CS is engaged in similar activities,
and are required where a consolidated proposal is being submitted. If
possible, CSs should work with USAID/Missions so that CS monitoring
complements or supplements USAID monitoring and evaluation efforts, and
vice-versa, while still conforming to the requirements of these
guidelines.

The MYAP proposal should articulate a comprehensive and actionable
methodology for monitoring and evaluation, including identifying
measurable strategic objectives and intermediate results; developing
indicators; and collecting baseline data (CSs should complete the
baseline data collection and provide preliminary results within their
Results Report submissions). The M&E plan should describe procedures to
collect and analyze performance data and to use the results in order to
modify the activity based on lessons learned. A critical component of
this monitoring plan should be an explanation, if appropriate, of
trigger indicators and how these indicators will be monitored and
utilized in determining potential changes to program implementation if
shocks occur. A mid-term evaluation should be planned for approximately
half-way through the MYAP period. The mid-term evaluation should provide
an assessment of progress in MYAP implementation that can serve as a
management tool to refine program activities and improve internal CS
management of the program. Emphasis should be placed on the
implementation process and effects at the beneficiary level. There is no
requirement for a population-based survey at mid-term. This is only
necessary for the baseline and final impact evaluation. The focus of the
final evaluation should be the results achieved by the program,
substantiated with quantitative data from a population-based survey. The
results of the final evaluation will be a primary consideration in the
review of follow-on or similar MYAP proposals. CSs should plan for
baseline and final evaluations to be carried out at the same time of
year in order to ensure that the conditions are the same. The optimal
time for assessing most food security indicators is during the hungry
season because that is when a program\'s challenge and impact are most
detectable.

> []{.mark}

A viable Monitoring and Evaluation Plan should include the following:

a.  For each indicator, clear identification of the type of data to be
    collected; the frequency of data collection; the methodology to be
    used; the population covered; key assumptions anticipated in the
    planned interpretation of data; and the personnel who will collect
    and analyze the data.

b.  Description of the information and data collection systems in place
    or planned that will be used to track progress related to annual
    monitoring indicators; description of how monitoring information
    will be used to adjust activity implementation.

c.  Description of the evaluation component of each activity used to
    measure progress related to impact indicators, including personnel
    and funding required; description of the evaluation design,
    including a sampling plan and plans for control groups, if any;
    description of the baseline data sources; and a timeline for the
    baseline study (with preliminary results to be provided in the
    annual Results Report submissions), the mid-term evaluation, and an
    impact evaluation \[The final evaluation for MYAPs that have a Life
    of Activity of four years or longer should be conducted in the
    penultimate year of the program. For three year MYAPs, the final
    evaluation should be conducted by the first quarter of the third
    year\]; and a description of the monitoring procedure (technique,
    frequency) that will be used to measure behavioral change where
    behavioral change is sought.

[]{.mark}

d.  For those activities that are classified by a Negative Determination
    with Conditions in the MYAP IEE (e.g., typically in the sectors of
    agriculture, natural resource management, water/sanitation/hygiene,
    small-scale construction/rehabilitation, roads, etc.), the M&E Plan
    should seek to include indicators that combine both the progress of
    the activity as well as its environmental impact or environmental
    sustainability (e.g., instead of "# of trees planted" use "# of
    trees planted under sustainable management"). A separate and more
    detailed Environmental Management Plan contained in the annual
    Environmental Status Reports (ESRs) will include more details than
    are practical in the program Monitoring and Evaluation Plan. For
    more information on 22 CFR 216 refer to **Annex D**.

F.2. Results, Performance Indicators and Targets

Performance indicators should measure the extent to which the activity
results in changes in behavior and well-being at the population level,
as well as progress in activity implementation.

Two types of performance indicators should be identified in the MYAP
proposal: impact indicators and annual monitoring indicators. Proposals
must include a completed Indicator Performance Tracking Table (IPTT)
with both annual monitoring and impact indicators, out-year targets and
the desired direction of change (increase or decrease) of each
indicator. The IPTT will be updated and submitted to FFP each year as a
part of the annual Results Report. In the IPTT, quantify the current
level of each performance indicator, if possible, with primary data
(baseline) for the population of interest, or with secondary data that
provide a reasonable estimate of the current situation. Include annual
targets as appropriate (using "not applicable" as needed) and LOA
targets for all performance indicators. The magnitude of change in the
performance indicator, the size of the population affected, and the
criteria for determining that targets have been achieved, must be clear.

The annual monitoring indicators identified should provide sufficient
information to judge annual progress towards results. Where appropriate,
MYAPs should include annual monitoring indicators that provide
information on the percent of targeted population reached, nutritional
status of beneficiaries, the percent of beneficiaries adopting improved
practices/behaviors, percent of beneficiaries adopting a minimum number
of agricultural technologies, number of communities that have disaster
early warning systems, number of communities that have improved
infrastructure to mitigate the impact of shocks, number of communities
with safety-nets in place, and the percent of communities with enhanced
capacity. The particular annual monitoring indicators will vary, based
on MYAP-specific approaches and interventions.

Where appropriate, indicators and targets should be established to
capture the impact of mitigation activities that lessen the negative
impact of a problem (such as a drought, cyclone, or a high prevalence of
HIV) on the household food security of a particular target group.

> []{.mark}

Where appropriate, the MYAP proposal should identify the early warning
indicators and trigger levels that will be used by the CS, in case of a
shock, to refine and adjust interventions to meet the increased needs,
and/or initiate a request for emergency resources to enable a timely
response to increased food insecurity following an emergency or shock.
Activities and training used to strengthen disaster management or
emergency preparedness should be clearly stated. More detailed
guidelines on trigger indicators are forthcoming. CSs should note that
they will be required to report separately on activities implemented
with emergency resources.

Proposed IPTTs should reflect the indicators described above. They
should also include the following required impact and monitoring
indicators, if applicable.

1\. Required Indicators

With the approval of FFP's 2006-2010 Strategic Plan, FFP has established
some new reporting requirements for MYAPs awarded as of FY2007.
Proposals should take these requirements into account.

If the MYAP involves activities related to health and nutrition for the
purpose of addressing food utilization, CSs are required to report on
the impact their program has had on child nutritional status using two
impact indicators:

-   Underweight (weight-for-age, \<-2 z-score) in children 0-59 months
    of age, and

-   Stunting (height-for-age, \<-2 z-score) in children 6-59 months of
    age

FFP encourages other types of programs (not necessarily those with a
distinct health and nutrition component) to also use child nutritional
status indicators, especially stunting (height-for-age), to measure
their impact.

If the MYAP aims to improve the food access component of food security
(e.g.., programs that implement activities in agriculture,
micro-enterprise development, income generation and diversification),
CSs are required to report on their impact on household food consumption
using the following two impact indicators:

-   Months of adequate food provisioning, and

-   Household dietary diversity score

In addition to the impact indicators described above, programs will now
be required to report on specific annual monitoring Indicators. Each
year, CSs will be asked to submit a Standard Annual Performance
Questionnaire (SAPQ) to FFP. The SAPQ is a reporting form that collects
data across a number of standard indicators, depending on the content of
each MYAP/SYAP, allowing FFP to aggregate results across countries and
respond to its stakeholders in the U.S. Government. CSs are advised to
identify which of the required standard indicators apply to their
program and integrate them into their M&E system, and IPTT for MYAPs.
For selected standard indicators (see FFPIB 07-02 on FFP's new reporting
requirements), the specific behaviors that comprise these indicators are
to be defined by the Cooperating Sponsor in their M&E plan and included
as a footnote to the IPTT. Data submitted within the SAPQ, as with other
reporting mechanisms, are potentially subject to an annual Data Quality
Assessment conducted by FFP.

See the recent FFP Information Bulletins 07-01 and 07-02 on FFP's new
reporting requirements for more information on the required indicators.

**Indicator Performance Tracking Table**

  --------------- ----------- -------------- ------------ -------------- -------- ------------ -------------- -------- ------------ -------------- -------- ------------ -------------- -------- ------------ -------------- -------- ------------ --------------
  **Indicator**   **Desired   **Baseline**   **Year 1 (FY                         **Year 2 (FY                         **Year 3 (FY                         **Year 4 (FY                         **Year 5 (FY                         **LOA**      
                  direction                  XX)**                                XX)**                                XX)**                                XX)**                                XX)**                                             
                  of change                                                                                                                                                                                                                        
                  (+) or                                                                                                                                                                                                                           
                  (-)**                                                                                                                                                                                                                            

                                             **Target**   **Achieved**   **%      **Target**   **Achieved**   **%      **Target**   **Achieved**   **%      **Target**   **Achieved**   **%      **Target**   **Achieved**   **%      **Target**   **Achieved**
                                                                         Target                               Target                               Target                               Target                               Target                
                                                                         met**                                met**                                met**                                met**                                met**                 

  **SO 1:**                                                                                                                                                                                                                                        

  **Impact                                                                                                                                                                                                                                         
  indicator 1**                                                                                                                                                                                                                                    

  **Impact                                                                                                                                                                                                                                         
  indicator 2**                                                                                                                                                                                                                                    

  **IR 1.1:**                                                                                                                                                                                                                                      

  **Monitoring                                                                                                                                                                                                                                     
  indicator 1**                                                                                                                                                                                                                                    

  **Monitoring                                                                                                                                                                                                                                     
  indicator 2**                                                                                                                                                                                                                                    
  --------------- ----------- -------------- ------------ -------------- -------- ------------ -------------- -------- ------------ -------------- -------- ------------ -------------- -------- ------------ -------------- -------- ------------ --------------

> Notes:
>
> \(1\) Annual monitoring indicators should be reported on each year.
> Impact indicators need only be reported for those years determined by
> the CS as appropriate by the CS's monitoring and evaluation plans. If
> the CS adjusts indicators or targets (for example, if found to be
> inappropriate or targets were set too high or low), clear explanation
> should be provided. Note that explicit FFP approval is required for
> decreases in scale of targets. CSs should provide such explanations in
> their annual Results Report submissions, and clearly identify proposed
> indicator and/or target adjustments in the report narrative and cover
> page.
>
> \(2\) Clearly specify the fiscal year being reported (e.g., FY08) as
> well as the CS Name, Country and page numbers on each page of the
> Indicator Performance Tracking Table.
>
> \(3\) Programs implementing activities to improve health, nutrition
> and/or hygiene behaviors should define those behaviors being measured,
> such as improved personal, food, water, and/or environmental hygiene.

######## 

######## 

######## 

######## 

######## G. Audits ([up to ½ page]{.underline})

Provide information regarding the CS's A-133 audit policy/scheduling and
other Title II-related audit activities. Discuss how any outstanding
audit recommendations will be closed and, as required, incorporated into
the activity.

H. Commodity Market Issues ([up to 2 page]{.underline})

######### 

######### H.1. Bellmon Analysis 

######### 

######### State who carried out the Bellmon analysis and provide a brief statement regarding the summary conclusions, relevant issues or areas of concern, and plans to ensure they are mitigated or resolved. The CS should attach a copy of the analysis as **"Appendix 8 - Bellmon."**

H.2. Usual Marketing Requirements

The Usual Marketing Requirement (UMR) is detailed in the FFP
Monetization Field Manual. Monetization activities will be undertaken
only where they will not disrupt commercial markets for agricultural
commodities. Program levels will be compared with USDA's established
amount available for US programming under the "usual marketing
requirements" analysis. The UMRs are routinely provided by USDA for
specific commodities and countries. CSs should be aware that unresolved
UMR issues will hinder the ultimate approval of a program.

I. Activity Resource Requirements ([up to 4 pages, excluding I.1.a, -b,
and -c below]{.underline})

I.1. Commodities

I.1.a. Annual Estimate of Requirements/Commodity Pipeline

The CS should submit as part of "**Appendix 3 -- AER Pipeline**" a
signed (by the CS) AER/Commodity Pipeline for the first implementation
period of the MYAP (hard copy and electronic version). While the AER
provides a critical link to all aspects of the MYAP proposal, the
pipeline tabs are not an official financing mechanism for FFP, but
rather an important planning tool for the office. Taken together, they
present the CS's LOA commodity and support funds request and projected
usage (burn rate). At this time, this version of the AER is not
officially approved by the Office of Management and Budget; however FFP
has initiated the process to certify this version of the form and asks
CSs to utilize it in the interim.

When completing the AER/Commodity Pipeline, CSs should ensure that
package size and commodity type are specifically noted and linked to
beneficiary categories for both direct distribution and monetization. In
addition, the commodity pipeline tabs must include all of the
commodities for direct distribution required for program implementation
for the performance period of the MYAP. A table must be completed for
each year of operation. As part of the AER, this table will also be
submitted via e-mail with the complete Multi-Year Assistance Program
application. While the AER need only be completed once per FY (with the
MYAP proposal and subsequent PREPs), FFP may request periodic updates to
the Commodity Pipeline tabs throughout the Fiscal Year. The commodity
pipeline information will aid FFP to better schedule and prioritize
funding actions.

A third component of the AER/Commodity Pipeline tab is the Rations
Calculator. The CS must complete and submit a complete rations
calculation as part of the AER/Commodity Pipeline. The commodity levels
described should harmonize with the request levels provided in the
AER/Commodity Pipeline, as well as with the narrative provided in the
proposal. Any discrepancies should be described in the narrative.

The electronic AER/Commodity Pipeline can be found as an attachment to
these guidelines, as **Annex A2**.

I.1.b. Summary Request and Beneficiary Table

[]{.mark}

Using the template provided, the CS should project program beneficiary
targets for FY 2008, and should link these beneficiaries to recipient
categories as well as to technical sectors for both direct distribution
and monetization, as appropriate. Note that the tonnage and recipient
categories provided in this table must match those submitted in the
AER/Commodity Pipeline. This information should be attached as
**Appendix 1 -- Summary Request/Ben Table.**

I.1.c. Executive Summary Tables

CSs should project all commodity and supplemental resources throughout
the LOA, as part of the Executive Summary Table. Combined, this
information will allow FFP to project how Title II resources will be
programmed, compare beneficiary projections with final results, and
respond to U.S. government requests for data. The CS should submit this
document as "**Appendix 4 --EST**".

[]{.mark}

I.1.d. Monetization Plan

Include a monetization plan as outlined in the Title II Monetization
Field Manual, referring to the monetization criteria and FFP
monetization policies. Provide full justification for the monetization
and describe the proposed mechanics of the monetization (type of sale,
type of buyer, anticipated commodities, whether sale will be conducted
with other CSs, etc.). Provide a separate monetization sales budget and
projected proceeds from sales. Discuss sales proceeds management,
including "maintenance of value" issues, and the vehicle procurement
plan, if applicable. Use the Title II Program Policies and Proposal
Guidelines, Section IX. iv. as a reference.

[Anticipated Monetization Cost Recovery Calculation and
Estimate]{.underline}

Discuss anticipated cost recovery for the first implementation period of
the program. Compare against actual cost recovery achieved in prior year
(if a follow-on program). Justify the monetization on the basis of the
amount of funding to be made available for programming, as compared to
the costs incurred in carrying out the monetization. Justify based on
the generation and use of monetization proceeds and food security
impacts. Discuss how previously encountered problems will be avoided or
mitigated and provide details on any localized market factors that
impact market prices and cost recovery.

[Anticipated Monetization Cost Recovery]{.underline}

[]{.mark}

Complete the Anticipated Cost Recovery Table and LOA Cost Recovery Table
provided as an attachment to these guidelines (**Annex A5**, add or
delete columns, as needed) for expected monetization transactions in the
first fiscal year of the program. Actual monetization proceeds and cost
recovery figures for FY 2008 will be captured within CS Results Reports.
Attach the file as **Appendix 11 -- Cost Recovery.**

I.1.e. Commodity Management and Logistics Plan

Discuss any commodity-related issues affecting both distribution and
monetization components of the MYAP, including, but not limited to the
following: commodity availability and possible substitutions; port
facility, storage infrastructure; port and warehouse management
capabilities and limitations (including handling at port and
distribution warehouses, along with issues tied to the buyer(s)'
warehousing capacity); commodity transportation (including inland and
internal transport); ship's status; and commodity pipelines.

In addition, for landlocked countries, note the designated points of
entry (limited to four) for FFP review and approval. For special
procurement or shipping requests, such as containerization or through
bills of lading for non-landlocked countries, a detailed justification
must be attached. If reimbursement for inland transport charges will be
requested, attach a copy of the contract covering transport for the
first implementation period of the MYAP, and an estimate of total U.S.
dollars needed for inland transport. If this is not yet available, state
when this will be submitted to FFP. If the contract is not in English,
submission of an English translation of the contract is required.

I.2. Financial Plan

The financial plan should meet the criteria contained in OMB Circular
A-122, which will be used by the USAID Mission and DCHA/FFP to determine
whether the financial plan is reasonable. For Title II programs with
monetization components, the USAID Mission/Cognizant FFP Representative
will ensure that the CS has satisfactorily met financial and management
capacity certification requirements.

I.2.a. Budget Narrative

Explain how the financial requirements (in-kind, dollars, foreign/local
currency for the life of the MYAP) will be met. If monetization funds
are expected to be carried over from the previous multi-year proposals,
then explain why. Provide a budget narrative(s) to cover monetization,
Section 202(e) and ITSH funds. Describe any budget line items or funding
sources that are not self-explanatory.

I.2.b. Funding and Commodities

For the initial proposal submission, CSs should submit detailed and
comprehensive budgets for each year to allow for proper review. The
detailed and comprehensive budgets should follow the implementation
year. For commodity needs, CSs should complete the Commodity Pipeline
tabs of the AER/Commodity Pipeline tool, mentioned earlier, for
anticipated start date in FY08 through the end of FY09 only. In
addition, if ER and NER are proposed to be used in a MYAP as part of a
transition from emergency activities in Year 1, two individual budgets
and two AERs, that capture the use of ER and NER separately, must be
submitted in order for the proposal to be considered complete.

Attach as "**Appendix 2.1 -- Comprehensive Budget**" the comprehensive
budget format summarized for each implementation period and total
life-of-activity with the appropriate attribution to emergency or
non-emergency programming. CSs should ensure that commodity costs and
incomes generated reflect the most recent commodity prices provided
semi-annually by FFP.

Attach as "**Appendix 2.2 -- Detailed Budget**" the detailed
monetization, Section 202(e) and ITSH budgets, for each implementation
period of the MYAP, based on line item categories (e.g., salaries,
transportation, capital equipment, etc.) A detailed budget will be
requested for each subsequent year of the MYAP with the annual PREP
submission.

I.2.c. Indirect Costs

Attach as **"Appendix 2.3 - NICRA"** a copy of the latest approved
negotiated indirect cost rate agreement (NICRA). For a CS that does not
have a provisional or final approved federal rate, submit supporting
documentation in the calculation of the CS's indirect cost (overhead)
rate(s).

J. Approval of Non-U.S. Equipment

CSs should review the guidelines Section IX.ix. for information
pertaining to the procurement of non-U.S. equipment or vehicles, and
attach as **"Appendix 9 -- Vehicle Procurement Policy."** Note that a
copy of the written USAID/Mission procurement policy is expected to
accompany the CS's procurement plan. CSs should discuss all procurement
plans with the mission prior to submission of the MYAP. Mission
concurrence (with signature) is required prior to the signing of the
transfer authorization.

K. Initial Environmental Examination

Attach as "**Appendix 5 - IEE**" an Initial Environmental Evaluation
(IEE), for non-emergency and persistent or complex emergencies lasting
more than a year, as described in **Annex D** Section IV. Funds cannot
be allocated until the IEE is approved and cleared by the by the USAID
Mission Director and Mission Environmental Officer (or Regional
Environmental Officer for non-presence countries), as well as the FFP
Director and DCHA Bureau Environmental Officer (BEO). If submitted
separately from the IEE, PERSUAPs must be cleared through the same
process as well.

The Environmental Status Reports (ESRs) is submitted with the annual
PREP in MYAP outyears, and must be previously cleared by the Mission. An
additional copy should also be sent to the DCHA BEO at the time of PREP
submission. The ESR required clearances include a Mission officer
knowledgeable of the program (e.g., MEO or FFP Officer) and the DCHA
BEO.

For consolidated [country]{.underline} proposals, a single IEE and
annual ESRs that cover all activities can be submitted. For consolidated
[regional]{.underline} proposals, the IEE and ESRs should be submitted
for each country program. Include an Environmental Management Plan to
describe mitigation and monitoring activities for interventions with
potential impact to the environment (i.e. public health and/or
ecological services). Since the IEE is reviewed separately from the main
proposal, please include copies of all maps and photographs of project
sites. Provide digital copies of the IEE and signed cover sheets for
e-document management systems.

For additional guidance on the IEE and ESR, the CS should consult
**Annex D** and the [*FFP Environmental
Website*](http://www.usaid.gov/our_work/humanitarian_assistance/ffp/environment.html).
Other questions should be directed to the DCHA BEO.

L. Agreements, Contracts, Letters

Attach as "**Appendix 7 -- HCFFPA & Agreements**" a copy of the host
country Food for Peace Agreement, which should make reference to and
incorporate or attach Regulation 11. Indicate whether there are
outstanding issues, such as: the adequacy of the current agreement;
exemption from the payment of taxes on Title II program commodities,
material, and equipment; the continuation of tax exemptions on
distribution commodities; how taxes/fees/tariffs for monetization
commodities will be covered; and how the host country has cooperated
with the CS in the implementation of its programs in accordance with
Regulation 11 (in the case of follow-on programs).

Also include memoranda of understanding, inland contracts, and letters
of support or agreements with relevant parties, as appropriate. If a
document is lengthy, attach a copy only to the primary ("original")
unbound copy of the proposal to both the Mission and to FFP. Explain if
a host country agreement is not yet signed, and provide a timetable for
submission. If a signed HCFFPA cannot be provided, provide Diplomatic
Post concurrence noting that such a program can operate in accordance
with Regulation 11 without the HCFFPA or until one can be signed.
Identify any additional agreements planned, but not yet executed.

M. Certifications, Assurances, and Other Statements

CSs should attach as **Appendix 6 -- Certifications** a copy of **Annex
G** completed in full with applicable signatures provided. Appendix 6
must be provided prior to the signing of a Transfer Authorization.

N. Marking and Branding

CSs should consult **Annex F** for information related to USAID's
Marking and Branding Requirements. Attach as **Appendix 12 -- Marking &
Branding** a copy of the CSs plans to meet these requirements.

O. Glossary/List of Acronyms

Attach as **Appendix 14 -- Glossary/Acronyms** a list of acronyms and
separate glossary, if needed, to clarify acronyms and terminology of
reference in the MYAP proposal.

P. Final Evaluation

If the MYAP is a follow-on proposal from a previous program, a final
evaluation must be attached as **Appendix 13**, if not already on file
with FFP.

[^1]: For additional information CS may consult FANTA's [Food Aid
    Assistance in the Context of
    HIV](http://www.fantaproject.org/downloads/pdfs/Food_Assistance_Context_of_HIV_sept_2007.pdf),
    2007, pp. 149-155.