Grant Solicitation Processes

Digital Square practice is to pursue competitive solicitation processes to facilitate Digital Square outgoing agreements, wherever possible. A competitive process provides capable entities the opportunity to submit applications in a fair and transparent process for a committee to evaluate applications and select the successful applicant(s). In order to foster competition in alignment with Initiative expectations, Digital Square will release three types of solicitations to support programmatic objectives:

1. Requests for Applications (RFAs)

2. Open Requests for Application (ORFAs)

3. Open Application Process (OAP)

The selection of the successful candidate(s) and the final funding decision(s), inclusive of an allocated award amount(s), may be made by the investor or the Digital Square Board (Board). This determination is made prior to solicitation release and will depend on:

A. Whether the investor has specific business requirements attached to the funding opportunity. This may include the time frames for which funding is available or the need to coordinate with other investments.

B. Whether the investor elects to use Digital Square’s Investment Review Committee through the open application process (OAP) and relinquish the funding decision to the Board.

To review active RFAs, navigate to Digital Square’s solicitations website. For more information on the overall process for selected applicants, please review the Global Good Agreement Process.

Types of solicitations

Request for Application (RFA)

An RFA will result in a grant to support programmatic objectives. Investors may want to engage Digital Square in a particular thematic or program-focused area; in these cases, will facilitate a release of an RFA. The following is a description phase and steps of an RFA process:

Using feedback during the preliminary technical application comment period, applicants revise the technical application, develop a budget and budget narrative, and submit these to the Digital Square open application platform. Applicants must use the provided technical application, budget, and budget narrative templates. The budget and budget narrative are not shared publicly on the platform. Commenters see only the high-level summary budget provided in the technical application.

Step #: Summary	Description
Preparation Phase
Step 1: Solicitation preparation	Digital Square works with the investor to refine the scope of work for the solicitation, including the timeline. An RFA is appropriate if the selected applicant will have its performance measured against programmatic objectives; responsibility for programmatic decision-making; and responsibility for adherence to funder requirements. An RFA will result in Digital Square issuing a subagreement. For active RFAs, visit the solicitations page of the Digital Square website. A solicitation will include: 1 Basis for why the solicitation needs to be done. 2 Information to which the applicant’s scope of work and cost proposal must comply to be considered for selection. 3 Basis and criteria for which the applicant will be fairly evaluated, scored, and decisions made. 4 Terms and conditions that the applicant will be required to abide by if selected. 5 Process for applicant queries.
Application Phase
Step 2: Release Solicitation	Digital Square issues the RFA on the solicitation page of Digital Square’s website and media communications platforms (social media and mailing lists) and interested applicants will apply in accordance with the details provided in the RFA.
Review and Investment Phase
Step 3: Determine evaluation committee	In collaboration with the investor, Digital Square will establish an evaluation committee to review the RFA. The minimum standard for an evaluation committee is that it must include: 1. An odd number of evaluators (i.e., at least 3 people). 2. Two of the evaluators must be people from Digital Square, one each from the technical and operational teams. Representation from both the technical and operations teams will bring an operational view to the evaluation in addition to the technical perspective. 3. An investor may elect to be part of the evaluation committee or assign delegates. Evaluation committee members must disclose any conflicts of interest, to the program contact, to ensure there is no selection bias.
Step 4: Evaluation Committee review	The evaluation committee reviews applications according to evaluation criteria and scores submissions based on the RFA.
Step 5: Evaluation Committee Review Meeting	Evaluation committee meets to discusses their review and scores, and a recommendation is made. If the funder is part of the evaluation committee step 6 is skipped.
Step 6: Funder review	Digital Square compiles the applications, budget, and breakdown of the evaluation committee and provides them to the investor who makes the decision for funding.
Step 7: Board notification	Digital Squares notifies the Board of the funder evaluation and funding decision. This step will occur during routine Board communications.
3 weeks
Review and Investment Phase
Step 8: Peer Review Committee (PRC) review	Digital Square groups applications for Peer Review Committee scoring and technical feedback. Three PRC members will review each application. The Peer Review Committee reviews applications according to the Prioritization Framework, notice scope of work technical requirements and evaluates applications as green-, amber-, or red-lit per the Peer Review Committee Membership Policy. Green-lit applications are recommended for funding immediately; amber-lit applications are recommended for future funding or further exploration; red-lit applications do not fully meet the selection standards/criteria. The Peer Review Committee sees only the high-level summary budget. Proprietary information including salaries, indirect rates, or other factors are not shared with anyone outside of the funder and Digital Square.	3 weeks
Step 9A: Digital Square recommendation or Step 9B: Digital Square compilation	Digital Square compiles the evaluation provided by the Peer Review Committee by clustering the applications according to the Prioritization Framework for review by the Investment Review Committee. Digital Square creates an investment package recommendation of the highly scored applications for the Investment Review Committee based on the funding round objectives, donor priorities, and Digital Square vision. or Digital Square compiles the evaluation provided by the Peer Review Committee by clustering the applications into thematic areas for funder review.	2 weeks 1 week
Step 10A: Investment Review Committee review or Step 10B: Funder review and Board notification	Digital Square presents the applications, high-level budget summary, Peer Review Committee feedback within the [Prioritization Framework], and Digital Square recommendation to the Investment Review Committee. The Investment Review Committee evaluates whether to approve the investment packages and reserves the right to modify the recommendation at their discretion. or Open Application Process Digital Square facilitates a regular solicitation through the OAP platform referred to as the Notice. In this website, applicants publicly post concept notes and applications, providing applicants the opportunity to find collaborators and provide and receive feedback from your peers. The following outlines the timelines of the application process: Step #: Summary Description Approximate Timeline Preparation Phase Step 1: Solicitation preparation Digital Square works with the funder to secure investment and refine the scope of work for the solicitation. Concept Note Phase Step 2: Concept note development Digital Square issues a call for applications, and applicants upload concept notes to Digital Square's public-facing open application platform. In the first few weeks, as outlined by the solicitation, applicants will submit concept notes. Applicants must use the concept note template. 3 weeks Step 3: Concept note review In the few weeks following the concept note submission deadline, other applicants and/or other stakeholders in the community may provide feedback, comments, and suggestions, as well as identify potential areas for collaboration. 2 weeks Step 4: Digital Square review of concept notes Following the concept note review, Digital Square assesses concept notes to ensure alignment with the initiative vision and funding objectives identified in the Notice. Digital Square eliminates concept notes that are not strategically aligned with the above. Digital Square identifies a set of short-listed concept notes based on the Notice criteria and emails applicants who are eligible to move on to the application phase. 2 week Application Phase Step 5: Preliminary technical application co-creation Using feedback received in the Concept Note Phase, applicants will begin preliminary application development. Applicants must use the technical application template and post an application iteration on the open application platform in the first 2 weeks. The comment feature is available beginning the day of application posting. At the conclusion of this step, Digital Square will close the ability to upload new content to OAP platform. 2 weeks Step 6: Preliminary technical application comment period During this time, other applicants and other stakeholders in the community should provide feedback, comments, and suggestions. 2 weeks Step 7: Application finalization Using feedback during the preliminary technical application comment period, applicants revise the technical application, develop a budget and budget narrative, and submit these to the Digital Square open application platform. Applicants must use the provided technical application, budget, and budget narrative templates. The budget and budget narrative are not shared publicly on the platform. Commenters see only the high-level summary budget provided in the technical application. 3 weeks Review and Investment Phase Step 8: Peer Review Committee (PRC) review Digital Square groups applications for Peer Review Committee scoring and technical feedback. Three PRC members will review each application. The Peer Review Committee reviews applications according to the Prioritization Framework, notice scope of work technical requirements and evaluates applications as green-, amber-, or red-lit per the Peer Review Committee Membership Policy. Green-lit applications are recommended for funding immediately; amber-lit applications are recommended for future funding or further exploration; red-lit applications do not fully meet the selection standards/criteria. The Peer Review Committee sees only the high-level summary budget. Proprietary information including salaries, indirect rates, or other factors are not shared with anyone outside of the funder and Digital Square. 3 weeks Step 9A: Digital Square recommendation or Step 9B: Digital Square compilation Digital Square compiles the evaluation provided by the Peer Review Committee by clustering the applications according to the Prioritization Framework for review by the Investment Review Committee. Digital Square creates an investment package recommendation of the highly scored applications for the Investment Review Committee based on the funding round objectives, donor priorities, and Digital Square vision. or Digital Square compiles the evaluation provided by the Peer Review Committee by clustering the applications into thematic areas for funder review. 2 weeks 1 week Step 10A: Investment Review Committee review or Step 10B: Funder review and Board notification Digital Square presents the applications, high-level budget summary, Peer Review Committee feedback within the [Prioritization Framework], and Digital Square recommendation to the Investment Review Committee. The Investment Review Committee evaluates whether to approve the investment packages and reserves the right to modify the recommendation at their discretion. or The funder makes the investment decision. Digital Square notifies the Board of the funder evaluation and investment decision. This step will occur during routine Board communications. Per schedule Step 11A: Award Phase or Step 11B: Award Phase Digital Square shares the investment decisions approved by the Investment Review Committee with applicants. Upon applicant request, Peer Review Committee feedback shall be shared with applicant. Digital Square notifies the Board of the IRC evaluation and investment decision. This step will occur during routine Board communications. Investment decisions are contingent on funder approval. or The result of funder investment decisions are communicated to the submitters. Upon applicant request, Peer Review Committee feedback shall be shared with the submitters. Investment decisions are contingent on funder approval. Request for Application (RFA) There are various reasons why a funder may not be able to engage in the OAP notice process. Some may want to engage Digital Square in a funding action outside of scheduled notice or in a particular thematic or program-focused area that is not conducive to a notice. In these cases, Digital Square may facilitate a release of an RFA . For currently open RFAs, navigate to Digital Square's solicitations website. The following is a description phase and steps of an RFA process. Step #: Summary Description Step 1: Solicitation preparation Digital Square works with the funder to refine the scope of work for the solicitation, including the timeline. An RFA is appropriate if the selected applicant will have its performance measured against programmatic objectives; has responsibility for programmatic decision-making; or is responsible for adherence to funder requirements. An RFA will result in Digital Square issuing a subagreement. For active RFAs, visit the solicitations page of the Digital Square website. A solicitation will include: Basis for why the procurement needs to be done. Information to which the applicant must comply to be considered for selection. Criteria for selection that will be used to fairly evaluate applicant responses. Basis for which the applicant evaluation and decisions will be made. Terms and conditions that the applicant will be required to abide by if they are selected. Process for applicant queries. Step 2: Solicitation Digital Square issues the RFA. Step 3: Determine evaluation committee Digital Square will establish an evaluation committee to review the RFA. The minimum standard for an evaluation committee is that it must include: 1. An odd number of evaluators (i.e., at least 3 people). 2. One of the 3 must be a person from the Digital Square operations team. 3. A funder may elect to be part of the evaluation committee or may not. 4. An evaluation committee member must disclose any conflict of interest to ensure there is no selection bias. Step 4: Evaluation committee review The evaluation committee reviews applications according to evaluation criteria and scores submissions based on the RFA. Step 5: Funder review Digital Square compiles the applications, budget, and breakdown of the evaluation committee and provides them to the funder who makes the decision for investment. Step 6: Board notification Digital Squares notifies the Board of the funder evaluation and investment decision. This step will occur during routine Board communications. Step 7: Award The result of the funder decision and evaluation committee feedback are communicated to the applicants.