Grant Solicitation Processes: Difference between revisions

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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: <ref> For more information on what we do, please visit [https://digitalsquare.org/ our website]</ref>
: 1. Requests for Applications (RFAs)<ref> For more information on vernacular, please review grants and contracts basics [https://wiki.digitalsquare.io/index.php/Grants_and_Contracts_Basics]</ref>
: 2. Open Application Process (OAP)
: 3. Open Requests for Application (ORFAs)


Digital Square will pursue a competitive procurement process to facilitate [[Digital Square Investments in Global Goods]].<ref> PATH, as an organization, and Digital Square, as an initiative, are committed to the requirements of our donors as well as our own grant solicitation and selection policies. To that end, we will strive to maintain a fair, free, and equitable competitive process for any release of funds through the initiative, however, issuance of this RFA/RFP/Notice does not constitute an award commitment on the part of PATH. Nor does it commit PATH to pay for costs incurred in the preparation and submission of an application.</ref>  A competitive process provides capable entities the opportunity to submit bids in a fair and transparent process for a committee to evaluate bids and to select the successful applicant(s). In order to foster competition in alignment with funder expectations, Digital Square will release [http://digitalsquare.org/solicitations solicitations] through the following methods.
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:
: 1. Open Application Process (OAP) Solicitation, referred to as a Notice.
: 2. Request for Application (RFA).


::[[File:Procurement Process 1.png]]
: 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.<ref> OAP Notice Step 7A in this document outlines the process whereby the funder maintains the investment decision.</ref>
: 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]].<ref> OAP Notice Step 7B in this document outlines the process whereby the funder relinquishes an investment decision to the Governing Board [[Investment Review Committee]].</ref>


The investment decision may be made by the Digital Square Board [[Investment Review Committee]] (IRC) or funder prior to the solicitation and will depend on:
To review active RFAs, navigate to [http://digitalsquare.org/solicitations Digital Square’s solicitations website].
: A. Whether the funder decides to maintain or relinquish the investment decision to the [[Investment Review Committee]].<ref>OAP Notice Step 10A on this page outlines the process whereby the funder relinquishes an investment decision to the [[Board]].</ref>
For more information on the overall process for selected applicants, please review the [[Global Good Agreement Process]].
: B. Whether the funder 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.<ref>OAP Notice Step 10B on this page outlines the process whereby the funder maintains the investment decision.</ref>
For more information on the overall process for selected applicants, please review the [[Global Good Investment Process]].


==Types of Grant Solicitation Processes==
:: [[File:Grant Solicitation Types.png|600px]] 


===Open Application Process===
==Types of solicitations==
Digital Square facilitates a regular solicitation through the [https://applications.digitalsquare.io/ 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.
 
===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:
{| style="border-style: solid; border-width: 4px" class="wikitable"
| style="width: 20%;" | '''Step #: Summary'''
| style="width: 60%;" | '''Description'''
|-
| style="text-align: center" colspan="2" | '''''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, [http://digitalsquare.org/solicitations 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.
|-
| style="text-align: center" colspan="2" | '''''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.
|-
| style="text-align: center" colspan="2" | '''''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 <ref> Evaluators may be from one or more entities </ref>(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. <ref> An investor may elect to include as many or as few people as they want on the evaluation committee. They may be a voting member or may not be; this is up to their own discretion.</ref>
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.
|-
| Step 8: Award || The result of the funder decision and evaluation committee feedback is communicated to the applicants.
|-
|}
 
===Open Application Process (OAP)===
Digital Square also provides an iterative open application process (OAP) that gives applicants the opportunity to find collaborators and provide and receive feedback from peers. Digital Square’s global good team facilitates a regular OAP solicitation referred to as a “Notice.” A single Notice may issue multiple calls for funding (with respective RFAs) in accordance with investor roadmaps and may pool investor funding. Notice calls are delineated by particular thematic or program-focused areas. A Notice follows preparation through the application phase (steps 1-4) but the review & investment stage includes the engagement of a Peer Review Committee and Investment Review Committee, see steps 5B-8B.
 
The following outlines the steps & timelines of an open application process:


The following outlines the timelines of the application process:
{| style="border-style: solid; border-width: 3px" class="wikitable"
{| style="border-style: solid; border-width: 3px" class="wikitable"
| style="width: 20%;" | '''Step #: Summary'''
| style="width: 20%;" | '''Step #: Summary'''
Line 25: Line 73:
| style="text-align: center" colspan="3" | '''''Preparation Phase'''''
| style="text-align: center" colspan="3" | '''''Preparation Phase'''''
|-
|-
| Step 1: Solicitation preparation || Digital Square works with the funder to secure investment and refine the scope of work for the solicitation. ||  
| Step 1: Solicitation preparation || Digital Square works with the investor(s) to secure funding and refine the scope of work for the solicitation.  
Once the funding amount is determined and the scope of work finalized, Digital Square will finalize the call for applications.
||  
|-  
|-  
| style="text-align: center" colspan="3" | '''''Concept Note Phase'''''
| style="text-align: center" colspan="3" | '''''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 [https://applications.digitalsquare.io/ open application platform]. In the first few weeks, as outlined by the solicitation, applicants will submit concept notes.
| Step 2: Concept note development and community review || Digital Square issues a call for applications, and applicants upload concept notes to Digital Square's public-facing [https://applications.digitalsquare.io/ open application platform]. In the first few weeks, as outlined by the solicitation, applicants will submit concept notes. Before the final submission, other applicants and/or other stakeholders in the community may provide feedback, comments, and suggestions, as well as identify potential areas for collaboration if the early draft of the concept note is published on the platform. Digital Square encourages an agile approach of development with early publication of draft concept notes to the platform and applicants are encouraged to edit and respond to community feedback, on their concept note, during this time Following this the final version of the concept note must be submitted and applicants must use the [https://wiki.digitalsquare.io/images/e/ee/Concept_Note_Template_FINAL_2021.pdf concept note template].
Applicants must use the [https://wiki.digitalsquare.io/images/b/b0/Concept_Note_Template_FINAL.doc concept note template].
|| 4 weeks
|| 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.  
| Step 3: Digital Square review of concept notes ||  Following the concept note review, Digital Square (comprised of the technical and operational team representatives) assesses concept notes to ensure alignment with the initiative vision and funding objectives identified in the open application process. 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.
Digital Square identifies a set of short-listed concept notes based on the open application process criteria and emails applicants who are eligible to advance to the application phase.
|| 2 week
|| 2 weeks
|-  
|-  
| style="text-align: center" colspan="3" | '''''Application Phase'''''
| style="text-align: center" colspan="3" | '''''Application Phase'''''
|-
|-
| Step 5: Preliminary technical application co-creation || Using feedback received in the Concept Note Phase, applicants will begin preliminary application development.  
| Step 4: Technical application co-creation, comment period, and application finalization || Using feedback received in the Concept Note Phase, applicants will begin preliminary application development.  
Applicants must use the [https://wiki.digitalsquare.io/images/0/0b/Technical_Application_Template_FINAL.doc technical application template] and post an application iteration on the [https://applications.digitalsquare.io/ open application platform] in the first 2 weeks.
Applicants must use the [https://wiki.digitalsquare.io/images/0/0b/Technical_Application_Template_FINAL.doc technical application template] and post an application iteration on the [https://applications.digitalsquare.io/ open application platform] in the first 2 weeks.
The comment feature is available beginning the day of application posting.
Applicants will be able to request interim reviews of their applications. Only one review may be requested from Digital Square, and unlimited reviews from the community are allowed.
At the conclusion of this step, Digital Square will close the ability to upload new content to [https://applications.digitalsquare.io/ OAP platform].
Using feedback, applicants revise the [https://wiki.digitalsquare.io/images/0/0b/Technical_Application_Template_FINAL.doc technical application] technical application, develop a budget and budget narrative, and submit these to the Digital Square [https://applications.digitalsquare.io/ open application platform]. Applicants must use the provided technical application, budget, and budget narrative templates.
|| 2 weeks
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.
|-
At the conclusion of this step, Digital Square will restrict the ability to upload new content to the [https://applications.digitalsquare.io/ open application platform].
| Step 6: Preliminary technical application comment period || 
|| 2 weeks  
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 [https://applications.digitalsquare.io/ open application platform]. Applicants must use the provided [https://wiki.digitalsquare.io/images/0/0b/Technical_Application_Template_FINAL.doc technical application], [https://wiki.digitalsquare.io/images/0/0c/Sample_Detailed_Budget.xlsx budget], and [https://wiki.digitalsquare.io/images/1/11/Budget_Narrative_Template_FINAL.doc 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 [https://wiki.digitalsquare.io/images/0/0b/Technical_Application_Template_FINAL.doc technical application].  
|| 3 weeks
|-
|-
| style="text-align: center" colspan="3" | '''''Review and Investment Phase'''''
| style="text-align: center" colspan="3" | '''''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.
| Step 5A: Evaluation committee review
The [[Peer Review Committee]] reviews applications according to the [https://wiki.digitalsquare.io/images/a/a1/Prioritization_Framework_Final_9Apr.pdf 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
 




Line 70: Line 106:




Step 9B: Digital Square compilation
Step 5B: Peer Review Committee (PRC) review
  || Digital Square compiles the evaluation provided by the [[Peer Review Committee]] by clustering the applications according to the [https://wiki.digitalsquare.io/images/a/a1/Prioritization_Framework_Final_9Apr.pdf Prioritization Framework] for review by the [[Investment Review Committee]].
  || Digital Square compiles the applications and budgets and provides them to the evaluation committee for evaluation.
 
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.




Line 81: Line 115:




Digital Square compiles the evaluation provided by the [[Peer Review Committee]] by clustering the applications into thematic areas for funder review.  
The [[Peer Review Committee]] reviews applications according to the [https://wiki.digitalsquare.io/images/9/92/Prioritization_Framework-July2021-final_revision.pdf 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 provided in the technical application. Proprietary information including salaries, indirect rates, or other factors are not shared with anyone outside of the investor and Digital Square.
  || 2 weeks
  || 2 weeks
|-
| Step 6A: Digital Square compilation




'''or'''






1 week
Step 6B: Digital Square OAP recommendation
|| Digital Square compiles the evaluation provided by the evaluation committee by clustering the applications into thematic areas for investor review.


|-
| Step 10A: [[Investment Review Committee]] review




                                   
'''or'''
'''or'''






Step 10B: Funder review and Board notification
Digital Square compiles the evaluation provided by the [[Peer Review Committee]] by clustering the applications according to the [[https://wiki.digitalsquare.io/images/9/92/Prioritization_Framework-July2021-final_revision.pdf Prioritization Framework]] for [[Investment Review Committee]] review and assigning values based on green, amber, or red light scoring.
|| Digital Square presents the applications, high-level budget summary, [[Peer Review Committee]] feedback within the [[https://wiki.digitalsquare.io/images/a/a1/Prioritization_Framework_Final_9Apr.pdf Prioritization Framework]], and Digital Square recommendation to the [[Investment Review Committee]].
Digital Square creates an investment package recommendation of the highly scored applications, as collated from the [[Peer Review Committee]] reviews and synthesized into a single scoring metric that assigns numerical values to the color associated to the proposals, for the [[Investment Review Committee]] based on the funding round objectives, investor priorities, and Digital Square vision.
|| 1 week
 
 
 


The [[Investment Review Committee]] evaluates whether to approve the investment packages and reserves the right to modify the recommendation at their discretion.


1 week


|-
| Step 7A: Funder review and Board notification




                                   
'''or'''
'''or'''






Step 7B: [[Investment Review Committee]] review
|| The investor makes the funding decision.
Digital Square notifies the [[Board]] of the investor evaluation and funding decision. This step will occur during routine [[Board]] communications.


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'''






'''or'''
Digital Square presents the applications, high-level budget summary, [[Peer Review Committee]] feedback within the [[https://wiki.digitalsquare.io/images/9/92/Prioritization_Framework-July2021-final_revision.pdf Prioritization Framework]], and Digital Square recommendation to the [[Investment Review Committee]].
The [[Investment Review Committee]] evaluates whether to approve the funding packages and reserves the right to modify the recommendation at their discretion. The recommendation is made to the Digital Square board for ratification and final approval.
|| 1 week








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.
1 week


Investment decisions are contingent on funder approval.
|-
| Step 8A: Award Phase




Line 143: Line 185:




The result of funder investment decisions are communicated to the submitters. Upon applicant request, [[Peer Review Committee]] feedback shall be shared with the submitters.
Step 8B: Award Phase
Investment decisions are contingent on funder approval.
|| The results of investor funding decisions are communicated to the submitters. Upon applicant request, [[Peer Review Committee]] feedback shall be shared with the submitters.
||
Funding decisions are contingent on investor approval.
|}
 
 
 
'''or'''


:::[[File:Notice Process.jpg]]


===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 <ref> RFA's may utilize key components of the OAP, such as the transparency offered by posting applications on the open application platform and/or application co-creation.</ref>. For currently open RFAs, navigate to Digital Square's [http://digitalsquare.org/solicitations solicitations website]. The following is a description phase and steps of an RFA process.


{| style="border-style: solid; border-width: 3px" class="wikitable"
Digital Square shares the funder decisions as voted on by the [[Board]] with applicants. Upon applicant request, [[Peer Review Committee]] and [[Investment Review Committee]] feedback shall be shared with the applicant.
| style="width: 30%;" | '''Step #: Summary'''
Funder decisions are contingent on investor approval.
| style="width: 70%;" | '''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 [http://digitalsquare.org/solicitations 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<ref>Evaluators may be from one or more entities.</ref> (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.<ref>A funder may elect to include as many or as few people as they want on the evaluation committee. They may be a voting member or may not be; this is up to their own discretion.</ref> 
: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.
|-
|}
|}


:::[[File:Procurement Process 3.png]]
:::[[File:OAP Summary.png|700px]]
 
===Open Request for Application (ORFA)===
Digital Square provides a transparent solicitation process by requiring applicants to publicly post technical applications on our [https://applications.digitalsquare.io/ open application platform]. The process follows the RFA process in table 1 with the exception of: in step 2, the solicitation release, the RFA will request the applicant to publicly post its’ technical application on the open application platform. The cost application detail will remain confidential; the budget and budget narrative are not shared publicly on the platform.

Latest revision as of 13:39, 25 October 2021

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]

1. Requests for Applications (RFAs)[2]
2. Open Application Process (OAP)
3. Open Requests for Application (ORFAs)

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.[3]
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.[4]

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.

Grant Solicitation Types.png

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:

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 [5](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. [6]

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.
Step 8: Award The result of the funder decision and evaluation committee feedback is communicated to the applicants.

Open Application Process (OAP)

Digital Square also provides an iterative open application process (OAP) that gives applicants the opportunity to find collaborators and provide and receive feedback from peers. Digital Square’s global good team facilitates a regular OAP solicitation referred to as a “Notice.” A single Notice may issue multiple calls for funding (with respective RFAs) in accordance with investor roadmaps and may pool investor funding. Notice calls are delineated by particular thematic or program-focused areas. A Notice follows preparation through the application phase (steps 1-4) but the review & investment stage includes the engagement of a Peer Review Committee and Investment Review Committee, see steps 5B-8B.

The following outlines the steps & timelines of an open application process:

Step #: Summary Description Approximate Timeline
Preparation Phase
Step 1: Solicitation preparation Digital Square works with the investor(s) to secure funding and refine the scope of work for the solicitation.

Once the funding amount is determined and the scope of work finalized, Digital Square will finalize the call for applications.

Concept Note Phase
Step 2: Concept note development and community review 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. Before the final submission, other applicants and/or other stakeholders in the community may provide feedback, comments, and suggestions, as well as identify potential areas for collaboration if the early draft of the concept note is published on the platform. Digital Square encourages an agile approach of development with early publication of draft concept notes to the platform and applicants are encouraged to edit and respond to community feedback, on their concept note, during this time Following this the final version of the concept note must be submitted and applicants must use the concept note template. 4 weeks
Step 3: Digital Square review of concept notes Following the concept note review, Digital Square (comprised of the technical and operational team representatives) assesses concept notes to ensure alignment with the initiative vision and funding objectives identified in the open application process. 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 open application process criteria and emails applicants who are eligible to advance to the application phase.

2 weeks
Application Phase
Step 4: Technical application co-creation, comment period, and application finalization 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. Applicants will be able to request interim reviews of their applications. Only one review may be requested from Digital Square, and unlimited reviews from the community are allowed. Using feedback, applicants revise the technical application 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. At the conclusion of this step, Digital Square will restrict the ability to upload new content to the open application platform.

2 weeks
Review and Investment Phase
Step 5A: Evaluation committee review


or


Step 5B: Peer Review Committee (PRC) review

Digital Square compiles the applications and budgets and provides them to the evaluation committee for evaluation.


or


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 provided in the technical application. Proprietary information including salaries, indirect rates, or other factors are not shared with anyone outside of the investor and Digital Square.

2 weeks
Step 6A: Digital Square compilation


or


Step 6B: Digital Square OAP recommendation

Digital Square compiles the evaluation provided by the evaluation committee by clustering the applications into thematic areas for investor review.


or


Digital Square compiles the evaluation provided by the Peer Review Committee by clustering the applications according to the [Prioritization Framework] for Investment Review Committee review and assigning values based on green, amber, or red light scoring. Digital Square creates an investment package recommendation of the highly scored applications, as collated from the Peer Review Committee reviews and synthesized into a single scoring metric that assigns numerical values to the color associated to the proposals, for the Investment Review Committee based on the funding round objectives, investor priorities, and Digital Square vision.

1 week



1 week

Step 7A: Funder review and Board notification


or


Step 7B: Investment Review Committee review

The investor makes the funding decision.

Digital Square notifies the Board of the investor evaluation and funding decision. This step will occur during routine Board communications.


or


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 funding packages and reserves the right to modify the recommendation at their discretion. The recommendation is made to the Digital Square board for ratification and final approval.

1 week



1 week

Step 8A: Award Phase



or



Step 8B: Award Phase

The results of investor funding decisions are communicated to the submitters. Upon applicant request, Peer Review Committee feedback shall be shared with the submitters.

Funding decisions are contingent on investor approval.


or


Digital Square shares the funder decisions as voted on by the Board with applicants. Upon applicant request, Peer Review Committee and Investment Review Committee feedback shall be shared with the applicant. Funder decisions are contingent on investor approval.


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Open Request for Application (ORFA)

Digital Square provides a transparent solicitation process by requiring applicants to publicly post technical applications on our open application platform. The process follows the RFA process in table 1 with the exception of: in step 2, the solicitation release, the RFA will request the applicant to publicly post its’ technical application on the open application platform. The cost application detail will remain confidential; the budget and budget narrative are not shared publicly on the platform.

  1. For more information on what we do, please visit our website
  2. For more information on vernacular, please review grants and contracts basics [1]
  3. OAP Notice Step 7A in this document outlines the process whereby the funder maintains the investment decision.
  4. OAP Notice Step 7B in this document outlines the process whereby the funder relinquishes an investment decision to the Governing Board Investment Review Committee.
  5. Evaluators may be from one or more entities
  6. An investor may elect to include as many or as few people as they want on the evaluation committee. They may be a voting member or may not be; this is up to their own discretion.