Grant Negotiations Format

                                  Proposal Identification No.

Title of the Project:______________________________________________________________

Person authorized to sign for your institution accepting grant:___________________________

(i.e. Head of Institution/ Organization)

Objectives: ____________________________________________________________________

To whom should payment checks be drawn:__________________________________________

(i.e. Head of Institution/ Organization)

Please identify outputs of the proposed research project in the form of:

Production and Research Technologies

•  improved plant/animal varieties

• improved laboratory methods

• crop related technologies (irrigation, pest control, plant nutrition, etc.

•  livestock-related technologies ( animal-feed formulas, embryo-transplant methods, artificial-insemination method, etc.)

Crop/Livestock Management Practices

• post harvest recommendations

•  plant protection recommendations

• animal health recommendations

• nutrition management recommendations

• feeding management recommendations

Publications and Reports

• books

•  journal articles

•  research reports

•  conference proceedings

•  consultancy reports

•  training manuals

• advisory leaflets

•  maps

•  posters

 Training Events

• farmer training

• extension training

• researcher training

Dissemination events

• field days

• open days

• farm trials

• exhibitions

• media events

•  workshops and seminars

Public Services

• surveys (pest, disease – monitoring, etc.)

• land-use mapping

• germplasm conservation

• seed production and distribution

•  vaccine production and distribution

•  quarantine services

• quality-control services

• policy studies, recommendations

• student supervision

Note:    This framework for output identification needs to be tailored to the activities of individual projects.

Explain briefly how results of this research will benefit your country and the U.S. Indicate how they will improve production and/or increase general agricultural or scientific knowledge:____________________________________________________________________

Note changes, if any, in the Plan of Work differing from the original proposal or approved revision. Write “None” if there are none:

Means Available for Research at the Host Institute:

         I. Proposed facilities:

a.   Laboratory and Office Facilities: List below the number and dimensions of rooms   available for laboratory, office, and storage for use on this project; (describe per cent share of the available facilities to be used for the present project):

b.   Availability of Land: If applicable, describe the land available for experimental work (area, location etc.)

c. Availability of Equipments : List below the major items of equipment available in your Department/ Institution which would be available for use on the project; describe in terms of percentage terms if possible:

d. Library Facilities: Briefly describe your Department/Institutional library (number of volumes, number of journals subscribed). Also identify other libraries which are to be consulted, if necessary:

e. Transport Facilities: Briefly describe transport facilities that may be provided by the host institute to carryout the project activities:

f.Others (Please specify):

            II. Scientific Manpower:

Summarize briefly the capabilities and experience of the Principal Investigator and the Co-Principal Investigator (if any), the percentage of time they intend to devote to this project and the kind of supervision they will exercise (daily or overall).

a. Principal Investigator:______________________________________________

 b. Co-Principal Investigator:____________________________________________

 c. List other scientific positions available for work under this project, giving briefly the education and experience and duties for each position; indicate percent time spent on the project:

i.__________________________________________________________________

ii__________________________________________________________________

Reporting Dates:

            Preferred Starting Date:                        ______________________

For each six months of the grant, a fiscal/financial report showing the grant funds spent (financial report is to be related to the Financial Year being followed in the country i.e. July-June; hence two reports are to be submitted i.e. (i) July-December and (ii) January-June). Two technical reports showing six monthly and annual progress of research are to be submitted.

Preparation of Project Budget:

Basis of cost estimates of the project may be described in detail keeping in view the Budget Head codes of the Budget Proforma enclosed herewith. Following points are made for your kind consideration.

10.a     Establishment Expenses: Other benefits-officers honorarium is to be included here; one month salary per annum is to be included for the P.I as well as Co-P.I. It is admissible on completion of full twelve months. If YI is less than six months, please include in the next year.

10.b     Operating expenses:

10.b.1 Transportation charges: Expenses like TA/DA, Conveyance Charges, Running Cost of Vehicle and Transportation of goods are to be covered. Following details may please be provided:

Travel Cost:

Explain briefly the travel contemplated within the country preferably based on the project activities envisaged under the plan of work (who will travel, how many times a year, purpose, modes of travel to be used alongwith the cost estimates on each travel, please also arrange it on yearly basis following the financial year i.e. July-June):

Transportation of goods:

(What will be transported and where (e.g. samples of raw material, equipments, animals, germplasm/seeds  etc.).  

Estimated Cost:________________________________________________

10.b.2   Communication: Expenses like postage and telegram, telephone and trunk calls and e.mail & Internet are to be indicated.

10.b.3   Utilities/Office Supplies/Rent: Expenses like utilities, stationary, printing and publication, rent of land, machinery and buildings, consumable stores are to be covered here. Following information may please be provided:

             Rent and Utilities:

Estimates under this cost category should be developed only when it is necessary to rent lands/ buildings and heavy machinery from other individual or company and electricity when metered separately, etc.

            Consumable Stores/Supplies/ Materials:

Some of the items included under this category are glassware, chemicals, POL, feed, pamphlets &   reference materials, surgical & medical supplies and office or laboratory supplies etc. Please provide following details:

10.b.4    Repair & Maintenance: Expenses upon repair and Maintenance of office buildings (Animal Sheds etc.), Research Equipment & Machinery, Computer and Office Equipment, Furniture & Fixture and Vehicles are to be covered here.

10.b.5    Other Services: Other services lime consultancy payment to other agencies, Daily Paid Labour and other Contractual Services are to be covered.

 Contractual Services:

Illustrative services performed under contractual arrangements with individuals or organizations for which direct payments are made.

10.b.6 Other charges: Other charges like publicity and advertisement, seminar/workshop, foreign delegation, delegation abroad, fellowship/stipend to Research Fellows/Associates proposed to be recruited under the project and unforeseen expenses are to be covered.

Research Fellow/ Contractual Staff:

As a general policy, ALP does not provide funds for recruitment of regular staff, however, under specific and unavoidable situation restricted contract appointments shall be allowed.

Delegation Abroad:

Is out of the country travel contemplated? If so, show details below:

Name of the Proposed Traveller:__________________________________

Country (s) to be visited:_________________________________________

Purpose and justification of the proposed visit:________________________

Name of Scientist and Institution to be visited: _______________________

Proposed travel dates and duration: Begin:__________________________

                     End:________________ Days__________

(Provide a work plan, separately for every single day)

 Means of Transportation:_____________________________________________

 Transportation cost: (Air tickets):_______________________________________

Subsistence cost: (Boarding and Lodging expenses, per diem, purchase of utilities, chemicals if any laboratory work is contemplated and others if any):_______________________________________________________________________

Total foreign travel cost:____________________________________________

Will full cost be charged to grant:

 Is it included in the project budget:

If No – who will provide :

Note: Foreign visit may not exceed 10 days.

 Foreign Delegation :

Will technical assistance be required beyond correspondence from the  specialist assigned to serve as “cooperating scientist” for this project? Please tick appropriate box.              

Has the  cooperating scientist’s visit been envisaged in the project document for review and consultation? If, so, when would such a visit be most useful (e.g. Kharif season, third year of the grant, etc).

If yes visit plan may be described briefly alongwith cost estimates indicating transport cost and subsistence costs as in case of P.I.

Mention also the name of cooperating scientist in the field of your research with whom you have had consultations in person or through correspondence. Write his full name, address, phone, fax and E.mail address.

10.b.7 Support to other Institutes/overhead charges: Payment to the host institution @ 10% of operational budget/expenses to be indicated here; capital and establishment expenses are not be included while working out this amount.

10.c Capital Expenses: Expenses upon the proposed purchase of research equipment and machinery, computer and office equipment, furniture and fixture and other assets, livestock etc. are to be covered here. Please provide following details:

            Capital Assets/ Durable Goods:

 Include under this category property of a durable nature costing more than Rs. 5000/= for each item. This includes lab. equipment, machinery, instruments & apparatus, and special types of structure and any remodeling and alteration of existing structures to meet the needs of the research. Please also provide justification for each item of permanent equipment(s)  along with their specifications:

Principal Investigator                              Head of Department /Institute/ Organization

____________________________                  ______________________________

                              (Name)                                                                  (Name)

 _____________________________                  ______________________________

                            (Seal and Signature)                          (Seal and Signature)

       Date: _________________________                  Date: _________________________

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