Enhanced KADIWA Inclusive

Food Supply Chain Program

FINANCIAL GRANT IMPLEMENTATION PROCEDURES

Agribusiness and Marketing Assistance Services (AMAS)

7-1-2020
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Enhanced Kadiwa ni Ani at Kita Financial Grant Assistance Program

Implementation Procedures Guide1

1. Objective of this Guide:

This Guide intends to provide guidance to concerned DA offices on the implementation

procedures in the provision and monitoring of financial grant assistance to eligible
organizations as per DA Memorandum Circular No. 16 Series of 2020 “Guidelines on
Financial Grant Assistance to Farmers and Fisherfolk Cooperatives and Associations (FCAs)
and Community Based Organizations (CBOs) under the Kadiwa ni Ani at Kita Inclusive Food
Supply Chain” and pursuant to relevant provisions of COA Circular Nos. 2007-001 (October
27, 2007) and 2012-001 (June 14, 2012) related to “Granting and utilization of grants of funds
released to Non-Government Organizations (NGOs) and Peoples Organizations (POs)”.

2. Definition of Terms

a. “Community-Based Organization(CBO)” refers to a type of a Civil Society Organization (i.e.,

Non-Government Organization, Cooperative, Association, Domestic Corporation, People’s
Organization, Homeowners’ Association) with representation from the community,
expressing the interest and values of their members, duly registered with Securities and
Exchange Commission (SEC), Cooperative Development Authority (CDA), Department of
Labor and Employment (DOLE)- Bureau of Rural Workers (BRW), or Housing and Land Use
Regulatory Board (HLURB).

b. “Farmers and Fisherfolk Cooperative or Association (FCA)" refers to farmers and

fisherfolks cooperative, association or corporation duly registered with appropriate
government agency (i.e., SEC, CDA, DOLE-BRW) and which are composed primarily of small
agricultural producers, farmers, farm workers, agrarian reform beneficiaries, fisherfolk who
voluntarily join together to form business enterprises or non-business organizations which
they themselves own, control and patronize.

c. “Food commodities” refer to commonly consumed foods that are ingested for their nutrient
properties, such as raw agricultural commodities (agricultural produce) or processed
commodities provided they are the forms that are sold or distributed for human consumption.

3. Acronyms

AMAS - Agribusiness and Marketing Assistance Services (AMAS)

AMAD – Agribusiness and Marketing Assistance Division (AMAD)
BAFE – Bureau of Agricultural and Fisheries Engineering (BAFE)
CDA – Cooperative Development Authority
COA – Commission on Audit
DA – Department of Agriculture
DOLE-BRW – Department of Labor and Employment-Bureau of Rural Workers
FFEDIS – Farmers and Fisherfolk Enterprise Development Information System
RAED – Regional Agricultural Engineering Division
RFO- Regional Field Office
4. Procedures and Documentary Requirements in Processing Applications

1 Prepared by DA-AMAS. July 3, 2020.

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4.1. Process Flow. The Financial Grant Assistance Program has the following process flow.

4. Approval/ 5. Monitoring
1. Initiation 2. Evaluation 3. Review
Fund release and Evalution

4.2. Project Initiation: Generation of Project Proposals.

4.2.1.The Kadiwa Program Action Plan. The identification of target FCAs/CBOs, shall be based
on “Enhanced Kadiwa Program Regional Action Plan”. This Action Plan outlines the Program
strategy which shall be the basis of identifying potential beneficiary organizations for the grant
assistance. The Action Plan shall contain the following information:

a. Priority commodities. The priority commodities under the Kadiwa program are
food commodities particularly those among the basic necessities/prime commodities
defined under the Joint Administrative Order (DA, DTI, DOH and DOE) No. 13-1,
s.2013.2 Also as per directive of the DA Secretary, whenever feasible, at least two (2)
FCAs each for coconut and fisheries commodities per Region are to be allocated with
the grant assistance.

b. Target geographic coverage. The DA Secretary has directed all concerned agencies
to adopt the “farm clustering approach” to achieve economies of scale and enhance
access to markets. The Action Plan must incorporate this approach. Thus, the FCAs
targeted must have as specified “cluster area coverage” indicating therein the list or
number of producers of the commodities and the production area covered, produce
of which will be aggregated under the proposed Project.

The target FCAs may be those among identified farmer/fisher groups under the Provincial
Commodity Investment Plans (PCIPs) under the World Bank assisted Philippine Rural
Development Project (PRDP) or those participating/will participate in the Kadiwa Program. The
Program Action Plan must take into consideration Kadiwa Program objectives (see Figure 1).

2As per Joint Administrative Circular No. 13-1, s.2013, basic necessities are: rice, corn, root crops,
fresh/dried fish and other marine products, fresh pork, beef and poultry meat, fresh eggs, fresh milk,
fresh vegetables, fresh fruits, sugar, cooking oil. Prime commodities are: dried pork, beef and poultry
meat, fresh dairy products, onions, garlic.

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Figure 1. Kadiwa Program Objectives

Desired results (outputs): Enhanced capacities of FCAs/CBOs in

the food supply chain by undertaking value-adding activities from
aggregation, processing, packing, storing, warehousing, transport
to distribution.
Specific objectives (outcomes):
1. To make accessible and available quality agri-fishery
basic food commodities/products (such as rice, fish,
poultry and livestock products, fruits and vegetables
and other basic commodities) at affordable prices to the
urban poor and their families; and
2. To establish an additional market for small farmers’
and fisherfolk's produce/catch thereby increasing their
respective incomes.

Goal : To ensure stability of the

price and supply of food and
other basic commodities in high
consumer demand areas.

4.3. Generation of Proposals.

The DA-AMAS/RFOs shall generate proposals through information campaign through any or
combination of the following (a) announcement in the DA-AMAS/RFO websites; (b)
advertisement in social, print or radio media; (c) directly informing active FCA/CBO participants
of existing DA programs such as Kadiwa ni Ani at Kita, Agri-Pinoy Trading Centers, and other DA
programs.
The applications shall be processed on a “first-come-first serve” basis. The reference “log-in” date
shall be the date the DA-AMAS/RFO has received the completed set of documentary
requirements from the applicants.

On-line applications shall be encouraged in view of the Covid-19 pandemic. The DA-AMAS/RFO
shall publish in their websites, the email addresses where applicants can submit their
applications. The electronic generated documents (digital image/scanned copies of original
documents) obtained from on-line applications shall be accepted as having complied with the
documentary requirements in the applications.

4.4. Application Documentary Requirements

The following documentary requirements must be complied with to initiate processing of grant
applications:

(a) As per DA Memorandum Circular No. 16, s. 2020 and consistent with COA Circular No. 2007-
01 dated October 25, 2007, the documentary requirements are as listed in Annex A. The proforma
templates of these requirements are also provided.

(b) Pursuant to Section 10 of Republic Act No. 11321 (Sagip Saka Act), the FCA/CBO must enroll
in the DA-AMAS Registry of Agricultural/Fishery Enterprises of the Farmers and Fisherfolk
Enterprise Development Information System (FFEDIS). The applicant must fill-up the FFEDIS

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Enrollment Form. The FFEDIS Enrollment form shall serve as the “Organizational Profile”
requirement in the checklist of documentary requirements.

4.5. Evaluation of Proposals.

Consistent with Section 5 of Joint Memorandum Circular No. 2019-001 (IRR of the RA 11032),
there shall be maximum of three (3) signatories in the processing of grant applications. For
streamlined processing, the review and evaluation of grant application shall undergo a three-
stage process, namely:

(a)Evaluation. This stage involves (i) validating completeness of submitted documentary

requirements, (ii) background check of the FCA/CBO,(iii) evaluation of eligibility and
qualifications of the FCA/CBO as per Program guidelines and (iv) viability assessment of
the proposed enterprise project. This stage consists of following:

Step 1: Assessment of Eligibility

Step 2: Evaluation of Proposal if found eligible.

The AMAS Director and RFO Regional Executive Directors (REDs) shall designate the
technical staff (“Project Evaluation Officers”) in their respective offices for this purpose.
The output of this activity is a “Grant Proposal Evaluation Report”.

(b)Review of evaluation report. This stage involves the review of the evaluation
findings and making recommended action (approval/disapproval) to the approving
authority. A Review Committee may be created in their respective offices as deemed
appropriate by the Director/RED concerned.

The AMAS Director/RFO-RED shall designate the Officer who shall make the
recommending approval to the approving authority. The designated Recommending
Officer shall chair the Review Committee if such Committee has been created. For the
evaluation of technical aspects (e.g. technical specifications of the machinery, equipment,
packing/storage/warehouse), Regional Agricultural Engineering Division (RAED) at the
regions or Bureau of Agricultural and Fisheries Engineering (BAFE) shall be consulted as
deemed necessary by the Recommending Officer/Review Committee, as part of the
evaluation review process. The recommendation memo of the RAED/BAFE shall be
attached to the Evaluation Report.

(c)Approval/disapproval of application. The approving and signing authorities for the

(i) approval of grant amount, (ii) execution of Memorandum of Agreement, and (iii)
signing of disbursement vouchers and approval of disbursements/fund releases shall be
in accordance with delegated authorities as per DA Memorandum Order No. 03, s. 2016
as amended by DA Memorandum Order No. 01, s. 2018.

4.6. Assessment of Eligibility

4.6.1. Eligibility assessment. When the FCA/CBO has completed the submission of all
documentary requirements, the FCA/CBO shall be evaluated as to its eligibility based on the
criteria stipulated in Section 5 of the Grant Program Guidelines (DA Memorandum Circular No.
16, s.2020). The FCA/CBO must pass all eligibility criteria minimum requirements.

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Eligibility Criteria Basis of Evaluation/ Minimum Requirements

FCA CBO
a. Juridical personality Registered with CDA, SEC, or Registered with CDA, SEC,
DOLE-BRW DOLE/BRW or HLURB

b. Experience and funds ✓ Audited financial statements Same with FCA

handling capability certified by independent CPA
(for those 3 years or more). If
Must have been operating less than 3 years, financial
for at least three (3) years reports and other proof of
with proven experience in activities conducted
fund management (if less (accomplishment report on
than 3 years, must have activities conducted) certified
proof of similar activity by President and Secretary.
conducted) This is to ensure that the grant
fund shall not be the sole
source of funds of the FCA.
✓ List and/or photos of similar
projects/activities conducted
✓ Financial recording and funds
handling system (cash
receipts and disbursements)
c. Membership and List of farmers and fisherfolk Either of the following:
beneficiary participation members or Certification of the ✓ Membership from the
FCA Secretary as to profile of its community as indicated
FCAs: Must have membership in the By-laws
farmers/fisherfolk
members ✓ For other CBOs: Board
approved management
CBOs: Must have set-up with community
community residents’ residents’ participation
representation on in management of
management of project project

d. Core Management Clearly defined management Same with FCAs

Team structure, list of persons,
personnel involved in
Must have core management with defined
management team to functions and responsibilities
implement the project

e. Track record with ✓ Certification of list of public

government agencies funds received by the Same with FCAs
organization issued by the
Must be in good standing President/Chairman and
with government agencies Secretary
from which it has received ✓ Certification by the concerned
public funds (either grant or government agency issued by
loan) and not in default in the head of agency and
liquidating any public funds certified by COA Auditor as to

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Eligibility Criteria Basis of Evaluation/ Minimum Requirements

FCA CBO
full liquidation of transferred
funds
✓ Certification by concerned
agency as to status of loans of
the organization. Must not
have existing past due e.g.
loans are either current or if
past due have an approved
loan settlement plan from the
government agency
f. Management capability Have existing business activities System of operations of the
to implement project related to the project which can be retail store to include:
FCAs: Must have proven scaled-up. Related activities are: management set-up,
track record in any of the following: production, personnel involved, funds
implementing proposed aggregation or assembly, handling and recording,
project which shall be processing, marketing and pricing policies.
scaled-up by the grant distribution of agricultural and
assistance (For FCAs) fisheries produce/products and
CBOs: Must have a system lending for agri-fisheries
for the operation and production.
maintenance of the retail
store/palengke
g. Absence of conflict of Sworn Affidavit of the Secretary of Same with FCA
interest the organization that none of its
Must not have any Director, incorporators, organizers,
Trustee, Officer or Key directors or officers is an agent of
Personnel related within or related by consanguinity or
the fourth civil degree of affinity up to the fourth civil
consanguinity or affinity to degree to the official of the
any official involved in agency/office authorized to
processing and evaluation process and/or approve proposed
of the grant application or MOA, and release funds.
any official of the office
handling or implementing
the project. Relationship of
this nature shall
automatically disqualify the
proponent of the grant
assistance.

4.6.2. Notice of Ineligibility

An applicant is assessed as “ineligible” if it fails to pass any of the eligibility criteria and/or
disqualified as per Section 2 of COA Circular No. 2012-001 dated June 14, 2012. This COA
provision states, that in case of applicant that has previous funds transferred to it by any
government organization, such FCA/CBO “shall not be allowed to avail of grant assistance until
such time that it has fully liquidated pursuant to pertinent accounting and auditing rules and
regulations as certified by the Head of Agency concerned and by the COA Auditor.”

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If the applicant is assessed to be ineligible, the staff shall submit its finding for review by the
Recommending Officer who shall recommend for signing by the Approving Authority of the
“Notice of Ineligibility”. The notice must indicate the reasons of ineligibility (what specific
criteria the FCA/CBO has not passed).

4.7. Processing and Evaluation of Eligible Applicants

4.7.1. Project Proposal. The applicant organization must submit a Project Proposal. The Project
Proposal (see template) shall contain the following information:
a. Project Objectives – description of intended benefits of the Project
b. Beneficiaries – description of the target beneficiaries (number and location)
c. Coverage Area – For the FCAs applying for grant as assembler, consolidator, processor
or distributor, this shall be the description of the target “cluster production area”,
indicating the geographical coverage, commodities and production area, number of
producers within the cluster area and description of the existing coverage (where
members are located) and the planned expansion area coverage in the short term (6 to
12 months). For the CBOs applying for grant as retail store operator, this shall be the
target community to be served (barangay, number of residents, socio-economic class).
d. Enterprise Project Description – This shall be information on: (a)
products/services/business activities to be offered; (b) capacity or volume of business;
(c) target market and marketing strategies; and (d) description of services/agribusiness
activities and the value-adding activities to be funded by the grant.
e. Financial projections and analysis –projected cash flow statement, income statement
and financial profitability analysis (net income, return on investment).
f. Project Cost Requirements – description, breakdown and sources of project cost
requirements. Project cost shall indicate (a) investment/fixed cost - i.e., cost of fixed
assets (e.g. land, property, equipment) and (b) working capital requirements – operating
expenses and variable costs (e.g. procured produce/goods/supplies).
g. Work Plan – Project activities and schedules. The duration of the Project shall not be
longer than one (1) year.

4.7.2. Evaluation of the Project Proposal. If the FCA/CBO is assessed to be an eligible

organization, the staff concerned shall proceed with the evaluation of the grant application
(proposal assessment). The appraisal of the proposal shall consider the following:

a. Consistency of proposal with DA Program Objectives – These are (a) consistency

with Kadiwa Program objective of enhancing capacities of FCAs/CBOs in their
participation in food supply chain through value-adding activities (e.g. aggregation,
packing, consolidating, logistics, distribution); and (b) adoption of “clustered approach”
– i.e., clearly identified geographical clustered areas with identified target
farmers/producers and with clear organizational or business linkage arrangements; and
b. Project Proposal Viability – i.e., clear indications of financial and operational
sustainability, e.g. income can sufficiently cover the operation and maintenance of the
facility/machinery/vehicle procured out of the grant and technical soundness (e.g.
facility/equipment/vehicle is appropriate for the proposed activity).

The Project Proposal viability assessment shall be based on the following:

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(a)Assessment of management capability and credibility of the organization.

This shall be based on (1) the track record of the organization as per review of
submitted reports, (2) endorsement from agencies that the FCA/CBO had dealt with
and/or (3) feedbacks obtained from key informants such as LGU staff, customers,
business partners, creditors, or community residents. As face-to-face interviews may
be constrained due to the quarantine protocols, interviews can be through phone or
mobile phone/digital means.

(b)Assessment of viability of the enterprise activities proposed. In case of FCAs,

this shall be based on the financial statements and projections and operational
feasibility assessment of the planned enterprise activity. The project undertaking can
be a component of an existing business undertaking (e.g. trading, marketing) or it can
bea new business undertaking.

Financial viability shall be based on the evaluation of the projected cash flow and
income of the project undertaking, primarily to determine whether revenues will be
sufficient to cover operational costs of operating the business activity (e.g.
manpower/labor costs and operation and maintenance costs of the
facility/equipment). For fixed assets acquisition (facility, equipment, vehicle) the
assessment should also include return on investment and payback period (i.e., the
payback period should be shorter than the economic life of the asset).

The operational viability assessment shall include the (a) technical aspects, (b)
operational management and (c) marketing aspects of the undertaking. Technical
aspects include the appropriateness of the equipment/facility/vehicle to the business
scale of operations. Operational management aspects include management set-up and
processes and sourcing of materials/produce (buying arrangements with farmer
members). Marketing aspects include assessment of presence of firmed-up links with
buyers.

c. Evaluation of Grant Amounts

The amount of grant shall not exceed 80% of the total project cost. The FCA or CBO shall
have at least 20% as equity counterpart through any or combination of (a) paid up
capital, (b) owned assets such as land, other facilities or equipment, (c) manpower
(labor cost/salary of personnel/workers directly engaged in the project). The types and
amounts of grants are shown in Table below. 3 Provided further that for Grants A and B,
amount per FCA shall not exceed P50,000 x number of farmers/fisherfolk members.

Type of Grant Amount Activities to be financed

Grants for P200,000 up To finance value adding activities as assemblers of
Packing Facilities to P1 Million farmers’ produce such as procurement of produce,
(Type “A” Grant) aggregation and pre-processing (cleaning, sorting,
packing, drying, etc).
To be used for any or combination of: (a) seed fund for
procuring farmers produce, and/or (b) purchase of
facility, machinery or equipment needed e.g. storing shed,
delivery vehicle.

3 Section 5.1 of DA Memorandum Circular No. 16, s. 2020.

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Type of Grant Amount Activities to be financed

Grants for P500,000 up To finance value adding activities as consolidators and
Consolidation to P5 Million distributors of farmers’ produce to consumer markets
such as assembly, storage, transport, delivery of
(Type “B” Grant) produce/products to distribution centers or buyers.
To be used for any or combination of (a) purchase of
delivery vehicle, machinery or equipment; and/or (b)
construction or rehabilitation of storage facilities.
Grants for Kadiwa P50,000 to To finance the start-up cost requirements of operating
Retail Stores P150,000 and maintaining Kadiwa retail markets (palengke) or
(Type “C” Grant) retail stores.
To be used for any or combination of (a) procurement of
store facility and/or equipment such as stalls, weighing
scales, chiller, crates, shelves, etc; (b) construction of
retail store structure or store storage room.

The amount of grant shall be based on funding requirements based on validation of the cost
estimates of the specific activities to be financed, as follows:

• Procurement of produce – list of prospective farmers or number and location of

farmers where the produce will be procured.
• Facility construction – detailed construction cost estimates.
• Equipment, machinery or delivery vehicle – based on survey of prices as per
description and specifications of the equipment, machinery or vehicle.

In assessing the grant application, the following should be noted:

(a) There must be a clearly identified market for the FCA delivery of produce/products
such as name/s of buyers (institutional buyers, wholesalers, distributors, on-line
sellers, partner consumer cooperatives/retail stores, etc.), delivery volume and
frequency.
(b) There must be a list or number of farmers/producers, and defined “cluster area”
that would be the source of produce to be procured, aggregated, packed/processed.
The FCA should agree that assets financed by the grant shall be a “common service
facility” or “shared service facility” for farmers/fishers in the identified cluster area
who are not necessarily members of the FCA.
(c) The construction cost estimates should be based on prevailing cost estimates in the
vicinity as per information gathered.
(d) The proposed cost of equipment/machinery/vehicle must be based on
quotation/canvas from at least three (3) sources/suppliers.
(e) Total project cost must include all costs directly related to the proposed enterprise
undertaking. These include(a) investment cost (i.e., cost of fixed assets such as land,
property, equipment, vehicle), and (b) working capital requirements. Working
capital means the cash on hand required to operate the business, i.e., to cover
operating costs (salaries/wages of personnel, hired labor, cost of utilities) in the
initial period and variable costs (purchase of produce, cost transport and handling).
The sources of funds (FCA own funds, loans, grants) must be indicated. The project
can be a component of an existing business activity (e.g. marketing, trading) or a
separate business undertaking.

d. Review of Evaluation Findings and Approval.

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(a) Review of Evaluation. The designated Project Evaluation Staff shall prepare the
“Grant Proposal Evaluation Report” containing therein the findings and
recommendations to the approving authority. All supporting documents shall be
attached to the Evaluation Report. The Evaluation Report shall then be reviewed by
the designated Recommending Officer/Review Committee who shall
recommend for approval/disapproval by the authorized approving authority. The
Recommending Officer shall check the completeness of documents and soundness
of the evaluation. If there are differences in the opinion of the Recommending
Officer and the Evaluation Staff, such should be noted/reflected in the Evaluation
Report.

(b) Approval. The Approving Authority reviews the evaluation and recommendations
made based on information contained in the Evaluation Report. Once approved, the
Staff shall inform the proponent and forward the Memorandum of Agreement
(MOA) for signing.

4.8. Release of Funds.

4.8.1. Execution of the MOA. The MOA shall contain the terms and conditions of the grant
assistance, which should contain the following as per Section 2.1 of COA Circular No. 2012-001:
a. Project name, intended beneficiaries, benefits to be delivered, project cost estimates,
brief description of the project and its site/location;
b. Systems and procedures to implement the project;
c. Time schedules for the fund releases, periodic monitoring and inspection/evaluation,
reporting and monitoring requirements, dates of commencement and completion;
d. Submission of periodic financial and physical status reports (no subsequent fund
transfer until previous fund transfers have been fully liquidated);
e. Specific period to liquidate the funds granted to the FCA/CBO;
f. In case of construction/purchase of facility/equipment/vehicle, a condition stipulating
that the FCA/CBO shall conduct simple bidding or canvass to ensure best terms and
quality of purchase;
g. A deed of donation in favor of the beneficiary organization to be executed upon
satisfactory completion of the construction/purchase;
h. Monitoring and inspection of project implementation and verification of financial
records and reports of the FCA/CBO;
i. Visitorial audit by officials and personnel of the COA authorized to perform such audit;
j. Institution of legal action by the DA against the FCA/CBO for material violation of the
provisions of the MOA or by COA Circular 2012-001 and its subsequent disqualification
from applying in other government projects;
k. Maintenance of the FCA/CBO of a separate savings/current account for the fund
received from the DA;
l. Return by the FCA/CBO to the DA of any amount not utilized to complete the project
including interest;
m. Institution of legal action by the government agency against the defaulting FCA/CBO
which fails to complete the project covered by the MOA with funds released or for a
material violation of the provisions of the MOA or of the COA Circular No. 2012-01, and
in any of these cases, its subsequent disqualification from applying another project in
any other government agency;

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n. In case of dissolution of the recipient FCA/CBO, voluntary or involuntary, stipulation of

the lien of DA on its assets, in accordance with existing laws, to the extent of the
unexpended or unutilized portion of the grant fund.

4.8.2. Other terms and conditions in the utilization of the Grant. As per Section 6 of COA
Circular 2007-01 and Section 2.2 of COA Circular 2012-01, no portion of the funds transferred
shall be utilized by the FCA/CBO for any of the following:
• Money market placement, time deposit or any other forms of investment;
• Cash advance of any official of the FCA/CBO unless related to the implementation of
the Project;
• Payment of salaries, honoraria or any other form of allowances of the personnel of the
government agency or other NGO/PO who are not connected with the Project;
• Purchase of supplies, materials, equipment, vehicle of the government agency
extending the grant;
• Acquisition of other assets of the FCA/CBO not specifically stipulated in the MOA.

4.8.3. Conditions of the Deed of Donation. The Deed of Donation shall be executed in favor of
the beneficiary FCA/CBO subject to the following conditions:
a. Satisfactory completion of the purchase, construction of the asset/s financed by the grant
as validated by the concerned DA office as evidenced by an Inspection Report with
photos/digital images of the asset/s financed.
b. In cases of Grant Type A and Type B, FCA must have agreed that the asset financed by the
grant shall serve as “common or shared facility” for the farmers/fishers and/or other
FCAs in the cluster area. A “Service Facility Use Agreement” with other
FCAs/groups/farmers/fishers approved by the Board of the FCA shall have been
obtained.
c. The FCA/CBO agrees on the conditions of the Donation, that in the event that the DA finds
that any or all of the following have occurred, the DA has the option to take back the
possession of the asset financed by the grant:
• Unjustified failure to utilize the asset for the intended purpose, e.g. asset has been
left idle for at least three (3) consecutive months.
• Exclusive use of the asset by a person or persons for his/their personal gain.
Income generated from the use of the assets should accrue to the FCA/CBO.
• Unreasonable refusal to have the facility shared with other
farmers/fishers/groups in the cluster area which violates the Service Facility
Agreement.

The above conditions and such other terms of the donation deemed important to ensure use of
asset financed by the grant for the intended purpose shall be stipulated in the Deed of Donation.

4.8.4. Fund releases.

Upon execution of the MOA, the fund release shall be processed. No initial fund release shall be
made without completion of the following supporting documents:

a. Evaluation Report with approval by the signing/approving authority;

b. Grant Application documentary requirements as listed in Annex A of DA
Memorandum Circular No. 16, s.2020;

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c. Original copies of (a) notarized signed Memorandum of Agreement; (b) notarized Board
Resolution executed by the FCA/CBO authorizing designated officer/s to apply with DA
Grant Program and designating its authorized signatories to enter into an agreement with
the DA;
d. Certification by FCA/CBO as to the simple bidding or canvass of prices conducted
attaching results of such bidding or canvass and the verification report of concerned staff;
e. Secretary’s Certificate as to the bank account for the Grant fund and the authorized
signatories.

No succeeding fund release shall be made without liquidation of initial fund release/s.
Supporting documents for the succeeding fund releases shall be (a) fund utilization/liquidation
report by the FCA/CBO, and (b) monitoring/inspection report by the concerned DA-AMAS/RFO
staff, if feasible, under the community quarantine protocols. If quarantine protocols inhibit field
inspection, the FCA shall submit proof of completion of activity funded (e.g. digital images of the
construction of facility, equipment/vehicle purchased plus engine number, scanned/digital
images of receipts, certificate of registration, etc.).

No portion of the funds shall be released prior to signing and execution of the MOA. Checks to
be issued by the granting Government Office covering the release of funds to the FCA/CBO shall
be crossed for deposit to its savings or current account.4

Amount of grant fund releases shall be as follows:

a. For grant amount of P300,000 or less and project duration is three (3) months, the
approved amount may be released in full5;
b. For purchase of equipment/machinery/vehicle, the amount corresponding to the actual
cost shall be released in full upon submission of results of bidding or canvass of prices
conducted by the FCA/CBO;
c. For construction of facilities, the amount may be released as per time schedule specified
in the MOA provided subsequent fund releases are subject to 100% delivery of physical
status of the project corresponding to the funds received by the FCA/CBO.6 For project
duration of more than three(3) months, amount of first release shall cover the first two
(2) months but not more than 30% of the approved grant.7

5. Reporting and Monitoring of Projects

5.1. FCA/CBO Financial Records and Reports. The FCA/CBO shall be responsible for keeping
and maintaining financial and accounting records of the grant funds received in accordance with
accounting standards. The records, such as cash disbursement book, vouchers, bank’s passbook,
etc., relative to the utilization of the grant fund, shall be open for inspection by the DA-AMAS/DA-
RFO authorized representatives. The FCA/CBO shall submit the following periodic Project
Status Report which shall include the following:
(a) Fund Utilization Report – indicating therein the funds disbursed (summary of
expenses), description of disbursements/expenses, and fund balance. The report shall be
supported by the bank statement/passbook and other evidences (e.g. receipts).

4 As per Section 6.1 COA Circular No. 2007-01.

5 As per Section 3.8.1.1 COA Circular No. 96-003.
6 As per Section 2, COA Circular No. 2012-001.
7 As per Section 3.8.2, COA Circular 96-003.

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(b) Status Report Project Accomplishments – monthly statement of major activities

conducted and project outputs, project income/sales and expenses and cash flow
statement.
(c) Financial statements of the FCA/CBO – quarterly financial statements (balance sheet
and income statement).

5.2. Monitoring visits. The DA concerned office (AMAS/RFO) shall cause the conduct of
monitoring and inspection of project implementation and verification of financial records and
reports of the FCA/CBO. The FCA/CBO shall be required to submit within 30 days the status of
funds after the fund release and periodic monthly reports thereafter. The reports must be
evidenced by photos or digital images of the status of the project (e.g. stage of construction,
vehicle purchased, etc.). The projects shall be monitored or inspected by the DA concerned office
during the major stages of the project as reflected in the Project’s Work Plan.

The monitoring shall cover assessment of compliance of the FCA/CBO on the conditions of the
grant as per MOA and as per provisions of COA Circular No. 2007-01. Any negative findings shall
be immediately reported to the recommending and approving officers of the DA concerned office.
Legal remedies pursuant to existing laws, rules and regulations applicable to the violation of the
FCA/CBO shall be imposed by the concerned DA offices.

5.3. Completion Report. As per Section 2.2 of COA Circular 2012-01, the documentary
requirements to be prepared at the completion of the Project are the following:
a. Final Fund Utilization Report to be submitted within sixty (60) days after completion
of the Project that indicate the Summary of expenses and status report of
accomplishments, certified by the accountant of the FCA/CBO, approved by its
President/Chairman submitted to the DA granting office and verified by the internal
auditor or equivalent official of the granting government office;
b. Pictures/digital images of the implemented project;
c. Inspection report and Certificate of Project Completion by the concerned authorized
representative of the DA granting Government Office;
d. List of beneficiaries and their signatures signifying their
acceptance/acknowledgement of the project/funds/goods/services received;
e. Proof of verification by the Government Official of the validity of the documents
submitted by the FCA/CBO;
f. Official receipt by the granting government office acknowledging return of by the
FCA/CBO any excess or unutilized amount, including interest if there are any;
g. List of equipment/vehicles procured by the FCA/CBO out of the grant indicating its
brief description, date acquired, acquisition cost, and final disposition; and
h. Liquidation report.

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TEMPLATES/FORMS

1. APPLICATION DOCUMENTARY REQUIREMENTS

TEMPLATES:
LETTER OF APPLICATION
BOARD RESOLUTION
ORGANIZATIONAL PROFILE (FFEDIS ENROLLMENT FORM)
DISCLOSURE STATEMENT OF RELATED BUSINESSES
SWORN AFFIDAVIT OF RELATIONSHIP OR CONSANGUINITY WITH
APPROVING GOVERNMENT OFFICE

BOARD RESOLUTION FOR OPENING SEPARATE BANK ACCOUNT

2. PROJECT PROPOSAL TEMPLATE

3. GRANT PROPOSAL EVALUATION REPORT
EVALUATION REPORT TEMPLATE
CERTIFICATION AS TO THE COMPLETENESS OF THE DOCUMENTS

4. FUND UTILIZATION REPORT

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KADIWA GRANT ASSISTANCE PROGRAM

DOCUMENTARY REQUIREMENTS 8
1. Letter of Application with attached (a) notarized Board Resolution authorizing
the FCA/CBO to apply in the Kadiwa Grant Program and designating its
authorized signatories to enter into an agreement with DA, and (b)
Organizational Profile (filled-up FFEDIS Enrollment Form).

2. Certificate of Registration from Securities and Exchange Commission (SEC),

Cooperative Development Authority (CDA) with Certificate of Compliance or
Department of Labor and Employment –Bureau of Rural Workers (DOLE-
BRW), or Housing and Land Use Regulatory Board (HLURB).

3. Authenticated copy of latest Articles of Incorporation or Articles of

Cooperation, showing the original incorporators/organizers and the
Secretary’s Certificate of Incumbent Officers, together with the Certificate of
Filing with the SEC or Certificate of Approval by CDA.

4. Financial reports audited by independent Certified Public Accountant for the

past three (3) years preceding the date of proposal application. For FCA/CBO
which has been in operation for less than three (3) years, financial reports for
the years in operation and proof of previous implementation of similar projects.
5. Disclosure Statement by the FCA/CBO of other related business if any, and
extent of ownership therein.

6. Work and Financial Plan and the details of FCA/CBO equity participation to the
Project.

7. Project proposal approved and signed by FCA/CBO Officers indicating

objectives, direct beneficiaries, business operational plan and financial
feasibility/projections.

8. List and/or photographs of previous similar projects of the FCA/CBO indicating

the source of funds for their implementation.

9. Sworn Affidavit of the Secretary of FCA/CBO that none of its incorporators,

organizers, directors or officers is an agent of or related by consanguinity or
affinity up to the fourth civil degree to the officials of the agency authorized to
process and/or approve the proposal, proposed MOA, and the release of funds.

8 Pursuant to Section 4.4 COA Circular No. 2007-01 dated October 25, 2007.

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Letter of Application Template

(Logo of FCA/CBO)
(Date)
________________________________
Regional Executive Director
DA-Regional Field Office (RFO) -_____
_________________________
_________________________

Subject: Application for Grant Assistance under Enhanced Kadiwa Program

Dear Executive Director _____________:

The (FCA/CBO name) is an organization duly registered with the (government registering agency)
under Registration No. (registration number) with office address at (address of the FCA/CBO).

We would like to formally express our intention to apply for financial grant assistance under the
“Department of Agriculture–Kadiwa ni Ani at Kita Inclusive Food Supply Chain Program”
in the amount of ________________________________PESOS (Php ________________). The grant shall be for
the following purpose:_____________________________________________________________________(state the
intended utilization of the grant).

Attached is our Board Resolution No. _____ series of _____ and the following documentary
requirements (please check documents submitted):
Filled-up FFEDIS Agri-Fisheries Enterprise Enrollment Form
Copy of Registration with ______(specify registering government agency)
Authenticated copy of Articles of Incorporation/Cooperation with Certificate of
compliance
Secretary’s Certificate of list of incumbent officers (with certificate of filing with SEC/CDA)
Financial Reports for the year/s: ______, ___________, __________
Disclosure Statement of other related business
Sworn Affidavit of the Secretary of FCA/CBO that none of its incorporators, organizers,
directors or officers is an agent of or related by consanguinity or affinity up to the fourth
civil degree to the officials of the agency authorized to process and/or approve the
proposal, proposed MOA, and the release of funds.
Project Proposal approved by the Board
Reports of similar projects/activities (with photos)
Certificate on fund liquidation/status and list of previous government funds received, if
there are any.

Our authorized contact person/s to represent our organization is/are the following:
Name Position Contact #

Thank you very much.

Very truly yours,

(Name, position and signature of authorized representative)

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Board Resolution for the Grant Application

Excerpt from the minutes of the Board meeting held last (date) at (place).

RESOLUTION No. _______, SERIES OF __________

RESOLUTION TO APPLY FOR GRANT ASSISTANCE UNDER THE DEPARTMENT OF AGRICULTURE

(DA)- ENHANCED KADIWA NI ANI AT KITA INCLUSIVE FOOD SUPPLY CHAIN PROGRAM the amount
of _____________________________________PESOS (Php____________________) AND DESIGNATING AUTHORIZED
REPRESENTATIVE/S TO ENTER INTO AGREEMENT WITH THE DA.

WHEREAS, the (name of FCA/CBO) is an organization duly registered with the (government institution)
under Registration No. (registration number) with office address at (address of the institution);

WHEREAS, the (name of FCA/CBO) expressed its interest to apply for financial grant assistance in order to
address the needs of farmers and fisherfolk in (area of coverage);

NOW THEREFORE, on motion duly approved and seconded by the majority;

BE IT RESOLVED, AS IT IS HEREBY RESOLVED, that the (name of FCA/CBO)is hereby authorized to apply
with the DA for financial grant under the Enhanced Kadiwa Inclusive Food Supply Chain Program in the
amount of: __________________________________PESOS (Php _________________) for the purpose of:
________________________________________________________________________________as per our Project Proposal (Annex
A).

RESOLVED FURTHER, to designate the following officer/s, whose specimen signature/s appear/s
opposite his/her name/s, to negotiate and sign pertinent documents in behalf of the organization:

Name Designation Specimen Signature

RESOLVED FINALLY, to submit a copy of this resolution to the DA for their immediate action.

APPROVED UNANIMOUSLY.
Certified true and correct:

(Name and signature)

Secretary
ATTESTED:
____________________ ________________________ _____________________ ________________________
__________________________
(Signatures of Board of Directors and Members above printed names and position)

REPUBLIC OF THE PHILIPPINES

(municipality, province) S.S.

SUBSCRIBED AND SWORN to before me this _____ day of __________ 2020 in _________________________
Philippines.

NOTARY PUBLIC
Doc. No. _____
Page No. _____
Book No. _____
Series of 2020

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Farmers and Fisherfolk Enterprise Development Information System (FFEDIS) FORM A

AGRI-FISHERIES ENTERPRISE ENROLLMENT FORM Registration No.: _________
(FFEDIS)
AGRI-FISHERIES
GENERAL INFORMATION
Registered Enterprise Name
ENTERPRISE
Business Address ENROLLMENT
If production, farm site/location
Name of Head of Enterprise : Name of Contact Person :
FORM
Designation/ Position : Designation/ Position :
Business Email Address : Business Email Address :
Business Tel. Nos.: Business Tel. Nos.:
Mobile Nos. : Mobile Nos. :
Type of Business Entity Assets Membership (if cooperative/association)
☐Individual Farmer ☐Micro-scale (Up to ₱ 3,000,000) Total No. of members:_________________
RSBSA Registered? ☐YES or ☐NO ☐Small-scale (₱ 3,000,001-₱ 15,000,000) Farmers (no.)__________Fishers(no.):_______
☐Single proprietor ☐Medium-scale (₱ 15,000,001- ₱ 100,000,000) Others: ______________No.:______________
☐Cooperative ☐Large-scale (₱ 100,000,001 and above) _______________ No.:__________
☐Association Membership in any industry association: If corporation, % ownership
☐Corporation 1. Filipino:____________%
☐Non-Government Organization (NGO) 2. Foreign:___________%
Nature of Business (please Primary Secondary Customers/ target market of primary business (please click appropriate boxes)
click appropriate boxes) business business
☐ Production ☐ ☐ ☐End Consumer
☐ Processing ☐ ☐ ☐Trader. Specify type:_________________________
☐Trading/Wholesaling ☐ ☐ ☐ Retailer
☐ Retailing ☐ ☐ ☐Institutional buyer (specify type.):__________________________________________
☐ Manufacturing ☐ ☐ ☐International-based buyers (please specify country)____________________________
☐Transport/Logistics ☐ ☐ ☐Others (please specify): _________________________________________________
☐Warehousing ☐ ☐ ______________________________________________________________________
☐Services ☐ ☐
☐Others: ________________ ☐ ☐

Agriculture and Fishery Commodities/Products (Please check appropriate boxes)

Commodity Group Products (please specify)
☐ Cereals ☐ Rice ☐ Corn (food) ☐Corn (feed) ☐ Cassava ☐ Others, specify :__________________
☐ Lowland vegetables ☐ Eggplant ☐ Tomato ☐ Squash ☐ Sitaw ☐ Others, specify: ____________
☐ Upland vegetables ☐ Potato ☐ Cabbage ☐ Carrots ☐ Pechay baguio ☐ Others, specify: ____________
☐ Fruits and Nuts ☐ Mango ☐ Banana, specify : _____________ ☐ Watermelon ☐ Papaya ☐ Others, specify: ____________
☐ Spices ☐ Garlic ☐ Onion, specify : ____________ ☐ Ginger ☐ Sili, specify: ________ ☐ Others, specify: ____________
☐ Root crops ☐ Sweet potato ☐ Yam ☐ Gabi ☐ Others, specify:_______________
☐ Poultry Products ☐ Chicken (live) ☐ Dressed chicken ☐ Chicken eggs ☐ Salted Eggs ☐ Quail Eggs ☐ Others, specify: ____________
☐ Livestock Products ☐ Live Animals, specify:___________ ☐ Pork ☐ Beef ☐ Processed meat, specify : _______________
☐ Milk and dairy products, specify:_____________
☐ Fisheries and Aquaculture ☐ Bangus ☐ Tilapia ☐ Galunggong ☐ Dried fish ☐ Others, specify: ____________
☐ Industrial Crops and ☐ Cacao ☐ Coffee ☐ Rubber ☐ Others, specify: ____________
Products
☐ Others: ☐ Coconut products, specify:_____________________ ☐ Sugar ☐ Others, specify :_______________________

Business Registration/Permits (Please check applicable boxes and attach scanned copy/ photocopy of these)
Permits Registration No. Date issued Valid Until Place Issued
(mm/dd/yyyy) (mm/dd/yyyy)
Legal Entity
☐SEC ☐DOLE
☐CDA ☐DTI
☐ Mayor’s/Business Permit
Other certifications/licenses(e.g. BAI, NMIS, PCA, SRA, FDA, LTO, GAP, GMP, Organic , Halal, HACCP, etc.)

I hereby declare that all information indicated above are true and correct, and that they may be used by Department of Agriculture for the purposes of registration to
the Farmers and Fisherfolk Enterprise Development Information System (FFEDIS) and other legitimate interests of the Department pursuant to its mandates.
AFFIANT- Signature
Authorized Name
Representative Position/ Designation
Date Executed (mm/dd/yyyy)
Place Executed
THUMBMARK

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Department of Agriculture FORM B1

Agribusiness and Marketing Assistance Service (AMAS)

KADIWA AGRIBIZ PORTALSUPPLIER’S PARTICIPATION FORM

General Information
Registered Enterprise Name
Registration Number
Supply Information (please use separate sheet if necessary)
Agriculture and Specifications Available *Selling Price Source of Supply Months Status
Fishery (e.g. for fresh produce, Volume for per Unit (Php) Please indicate whether: a) available (please click applicable box and
Commodities/ indicate type or variety; Sale (indicate price Own Production; b) indicate date)
Products for processed products, and unit used) Individual Farmers; c)
Available for Sale indicate packaging Producer groups; d)
description, size, etc.) Traders; or e) Others e.g.
Consolidator; Wholesaler;
Assembler, etc.
☐ Available
☐ Not available
As of (please indicate date): _________

☐ Available
☐ Not available
As of (please indicate date): _________

☐ Available
☐ Not available
As of (please indicate date): _________

☐ Available
☐ Not available
As of (please indicate date): _________

*Indicated prices are as of (please indicate date): _______________________________

Delivery Arrangements
Frequency of delivery (i.e. daily, weekly, twice a week,
etc.)
Minimum volume per delivery
Mode of Delivery (please click applicable box) ☐Pick-up at your farm/ designated pick-up area (please specify pick-up address/ location):
_________________________________________
☐Deliver to buyer (please click applicable box):
☐At any area/ location identified by the buyer
☐Within specific area/ location only (please specify up to what area): ___________________
☐Other mode (please specify): ________________________________
Transportation/ Delivery Services (please click applicable box)
☐Owned ☐Hired ☐None No. of vehicle: _______
Type of Vehicle (e.g. closed van, truck, etc) Capacity With Food Pass (YES/NO)

DA Projects/ Programs interested in (please click applicable box)

☐KADIWA ni Ani at Kita Project ☐Capable to conduct retail selling in Metro Manila
☐Capable to conduct retail selling within the province/ region only
☐Other projects/ programs Please specify:
______________________________________________
______________________________________________

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Department of Agriculture FORM B2

Agribusiness and Marketing Assistance Service (AMAS)

KADIWA AGRIBIZ PORTAL BUYER’S PARTICIPATION FORM

General Information
Registered Enterprise Name
Registration Number
Commodity/ Product Requirement Information (please use separate sheet if necessary)
Agriculture and Fishery *Buying Price per Volume Needed Frequency of Months Status
Commodities/ Products Unit (Php) per Delivery Delivery needed (please click applicable box
Description and (indicate price and (Please indicate (i.e. daily, weekly, and indicate date)
Specifications unit used) unit) twice a week, etc.)
Indicate specific
commodity/product
needed; type/variety;
packaging description;
other specifications

☐ Required
☐ No longer required
As of (please indicate date):
____________

☐ Required
☐ No longer required
As of (please indicate date):
____________
☐ Required
☐ No longer required
As of (please indicate date):
____________
☐ Required
☐ No longer required
As of (please indicate date):
____________

Mode of Delivery Specification (please click applicable box)

☐ Deliver to your designated address/ Please specify delivery address/ location:
Location _____________________________________________________________________
__
☐ Pick-up from supplier’s designated ☐ At any location identified by the supplier
address/ location ☐ Within specific area/ location only (please specify up to what area):
________________________________

Mode of Payment (please click applicable box)

☐ Cash ☐ Cash-on-delivery (COD)
☐ Cheque
☐ Bank Transfer
☐ Others (please specify): _____________________________

☐ On credit Indicate term (no. of days): ___________________________

DA Projects/ Programs interested in (please click applicable box)

☐KADIWA ni Ani at Kita Project ☐Capable to conduct retail selling in Metro Manila
☐Capable to conduct retail selling within the province/ region only
☐Other projects/ programs Please specify:
______________________________________________
______________________________________________

I hereby declare that all information indicated above are true and correct, and that they may be used by the Department of Agriculture for the purposes of
inclusion in the DA Online Portal without violating the Data Privacy Law.

_________________________________________________
Printed Name and Signature of Authorized Representative
Date: __________________________

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SECRETARY’S CERTIFICATE FOR INCUMBENT OFFICERS

I, (name), Filipino and of legal age residing at (address), after being sworn in accordance with law,
do hereby depose and say:
That I am the Secretary of the (name of FCA/CBO) with office address at _________________;
That I do hereby certify that the following persons were duly elected and appointed to the
positions indicated, and said persons shall continue to act as designated to the end of their
tenure:
NAMES POSITION
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
IN WITNESS whereof I have hereunto subscribed my name and affix my name and
signature this _____ day of ________________ 2020.

(Name and signature of Secretary)

Affiant

Government-issued ID: _____________________

Place Issued: _________________________________
Date of Issuance: ____________________________

SUBSCRIBED AND SWORN to before me this _____ day of __________ 2020 at ________________________.

NOTARY PUBLIC

Doc. No. _____

Page No. _____
Book No. _____
Series of 2020

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DISCLOSURE STATEMENT OF RELATED BUSINESS

This is to certify that (name of FCA/CBO) is engaged in the following businesses:

1. (line of business)
2. (line of business)
3. (line of business)
4. (line of business)
5. (line of business)
Issued this ________ day of _______________ 2020 at ______________________________________________.
(Name, position and signature of representative)
Affiant
Government-issued ID: _____________________
Place Issued: _________________________________
Date of Issuance: ________________________________

SWORN AFFIDAVIT OF RELATIONSHIP OR CONSAGUINITY

I, (name), Filipino and of legal age residing at (address), after being sworn in accordance with law,
do hereby depose and say:

That I am the Secretary of the (name of FCA/CBO) with office address at (address of
FCA/CBO);

That none of the incorporators, organizers, directors or officers of (name of FCA/CBO) is

an agent of or related by consanguinity or affinity up to the fourth civil degree to the
official of the agency authorized to process and/or approve proposed MOA and release
funds.

IN WITNESS WHEREOF, I have hereunto affixed my signature this ____ day of _______ 2020 at
________________________.
(Name and signature of Secretary)
Affiant

Government-issued ID: _____________________

Place Issued: _________________________________
Date of Issuance: ____________________________

SUBSCRIBED AND SWORN to before me this _____ day of __________ 2020 in _________________________ Philippines.

NOTARY PUBLIC
Doc. No. _____
Page No. _____
Book No. _____
Series of 2020

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BOARD RESOLUTION FOR OPENING SEPARATE BANK ACCOUNT9 (SAMPLE FORMAT)

RESOLUTION No. _______, SERIES OF __________

RESOLUTION AUTHORIZING THE OPENING OF A SEPARATE BANK ACCOUNT FOR THE “DEPARTMENT OF
AGRICULTURE (DA) FINANCIAL GRANT FOR ENHANCED KADIWA INCLUSIVE FOOD SUPPLY CHAIN
PROGRAM”

WHEREAS, the (name of FCA/CBO) is an organization duly registered with the (SEC, CDA, DOLE-BRW,
________) under Registration No. (registration number) with office address at (address of the
FCA/CBO);

WHEREAS, the(name of FCA/CBO) has an approved financial grant of ___________________(Php

___________) as per DA Letter of Approval dated ___________;

WHEREAS, to safeguard the cash resources, there is a need to open a separate bank account for the
DA-Kadiwa Grant Fund;

NOW THEREFORE, on motion duly approved and seconded by the majority;

BE RESOLVED, AS IT IS HEREBY RESOLVED, to open a savings account with the Land Bank of the
Philippines (name of branch) to be used exclusively for the DA-Kadiwa Grant Fund.

RESOLVED FURTHER, to designate the following as the authorized signatories of the bank account:

Name Designation Specimen Signature

RESOLVED FINALLY, to submit a copy of this resolution to the DA-_______(concerned office) and Land
Bank of the Philippines for immediate action and approval.

APPROVED UNANIMOUSLY.
Certified true and correct:
(signature of Secretary above printed name)
Secretary
ATTESTED:
(Signatures of Board of Directors and Members above printed names and position)

REPUBLIC OF THE PHILIPPINES

(municipality, province) S.S.

SUBSCRIBED AND SWORN to before me this _____ day of __________ 2019 in _________________________
Philippines.
NOTARY PUBLIC
Doc. No. _____
Page No. _____
Book No. _____
Series of 2020

9
To be submitted once the grant has been approved

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PROJECT PROPOSAL FORM

PROJECT PROPOSAL
A. PROJECT INFORMATION
1. Project Title
2. Name of Organization
3. Chairman/President
Address
Contact Number
4. Project Location
5. Grant Amount
Requested
6. Grant Purpose
7. Total Project Cost
8. Project Duration

B. AGRIBUSINESS PROJECT DESCRIPTION:

1. Project Objectives Description of intended benefits
2. Project Beneficiaries Number, description and location of target direct beneficiaries
3. Project Location Grant A and B: Geographical coverage of the project
(production area), commodities and number of producers,
existing and expansion area coverage
Grant C: Location (barangay/community) where store operates
4. Products/commodities List of commodities/products of the enterprise.
5. Assets financed by Description of assets to be acquired out of the grant and the
grant capacity/specifications of such assets
6. Nature of business Description of the existing agribusiness activities engaged in
(agribusiness activities) (e.g. assembly, processing, warehousing, logistics/transport,
distribution, retail) and the new/additional value-adding
activities as a result of the grant.
7. Capacity or volume of Production capacity (for processors) or volume of sales (for
business those engaged in selling, marketing). Indicate sales/capacity
per commodity group.
The FCA/CBO must fill-up and attach the “Kadiwa Agribiz
Portal Participation Form” (Form B1 or Form B2).

C. MARKETING ASPECTS. Description of target market. Sample format:

Target Existing Target New Marketing

Frequency Payment
Buyer Location Volume Volume Arrangements
of Delivery Terms
(specify) Sold Sold/Unit

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D. BUSINESS OPERATIONS

1. Management. Describe the management system of the business that would include:

(a) Management set-up – identifying and defining the responsibilities of key officers and
personnel involved in managing and operating the business. Indicate whether they are working
full time or part time for the Project and their brief backgrounds.

(b) Financial recording and internal control system on cash handling and business operations
(procurement, inventory management, sales). Indicate the financial records maintained and the
persons handling financial and business transactions and their responsibilities.

2. Technical Aspects. Description of the technical specifications of the machinery, equipment,

vehicle or facility to be funded by the grant. Indicate the basis of the cost estimates e.g. price
quotes from suppliers obtained or from websites, company brochures, or other sources of
information.

E. FINANCIAL ANALYSIS AND PROJECTIONS

The analysis must be able to show that cash revenues are enough to cover the operation and
maintenance costs of the facility, equipment and/or vehicle funded by the grant and that the
business generates positive net income (if assembly, processing, logistics/distribution, or
marketing business) or at least break-even (in case of Kadiwa retail stores).By break-even, it
means the gross margin from sales can cover the cost of operating and maintaining the Kadiwa
store. The financial statements required are (a) projected cashflow statement and (b) projected
income statement. The profitability analysis shall include: (a) net profit analysis, and (b) return
on investment.

F. PROJECT COST REQUIREMENTS

Project cost component Description Amount (Php) Source of funds

a. Investment cost/fixed assets
Land
Office/building/warehouse
Machinery, equipment, vehicle
b. Working capital
Purchase of produce for sale
Operating expenses (specify
expenses)
Total Project Cost

G. PROJECT BENEFIT ANALYSIS

Direct Benefits of the Project Specify economic benefits of the Project to the area
coverage e.g. procurement at higher farm gate price,
reduced losses, etc.
Number and type of direct beneficiaries How many farmers/fisherfolk are benefitted? How
many are members of the FCA/CBO? How many are
non-members?
Grant amount /Beneficiaries Ratio Amount of grant divided by number of direct
beneficiaries

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H. WORK PLAN

Activities Amount Month Month Month Month Month Month

of grant 1 2 3 4 5 6
releases
Upon execution of MOA
First release
Activity:

Activity:

Second Release

Activity:

Activity:

Third release

Activity:

Activity

Monthly Reports of fund

status and disbursements

Prepared by:
Signature : ______________________________
Name : ______________________________
Position : ______________________________
Date : ______________________________

Approved by:
Signature : ______________________________
Name : ______________________________
Position : (Chairperson/President)
Date : ______________________________

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ENHANCED KADIWA INCLUSIVE FOOD SUPPLY CHAIN PROGRAM

GRANT PROPOSAL EVALUATION REPORT

A. IDENTIFYING INFORMATION
1. Project Title
2. Name of Organization
3. FFEDIS Registration No.
4. Chairman/President
Address
Contact Number
5. Project Location
6. Grant Amount Requested
7. Grant Purpose
8. Total Project Cost
9. Project Duration

B. ELIGIBILITY EVALUATION
Eligibility Criteria Pass or Fail Remarks (Evidence of eligibility)
Juridical Personality Indicate agency and registration ref. number
Operating with proof of similar Describe activities, years in operation and
activity indicate proof submitted (report/photos)
Farmers/fisherfolk Indicate number of FF members, location
membership (attach list submitted)
(FCA)/community Describe representation in management
representation (in case of
CBOs)
Core management team Indicate key officers /staff of FCA/CBO
(attach the list of officers/staff and
duties/description)
Track record with government Indicate if fully liquidated (attach
certificate) in case of grants and credit
standing in case of loans (attach certificate of
loan status)
Management capability Indicate track record, presence of business
operating systems, financial recording,
internal control system
Absence of conflict of interest Must not have any relative with any official
and staff of the government office involved
in processing, approval, release of grant
(attach the affidavit issued)

C. PROJECT PROPOSAL EVALUATION

1. Consistency with DA Assessment whether the proposal is consistent with (a) Kadiwa
program objectives Program objective of enhancing capacity of the FCA in the food
supply chain by undertaking value-adding activities, i.e., there
must be a clear value-added activity as a result of the grant
assistance; (b) the FCA adopts “clustering” with defined
geographic coverage and identified farmers/fishers whose
produce will be aggregated, processed or distributed, and (c) that
the assets financed by the grant shall be a “common or shared
service facility” among the farmers/fishers/other farmers/fisher
groups in the cluster area.

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In case of Kadiwa stores, concrete strategies on sourcing of

products directly from producers and ensuring affordable prices
to consumers.
2. Management Assessment of the capability of the organization to implement the
Capability of FCA/CBO proposed project based on its (a) track record, i.e., similar
activities conducted and years in operation; (b) management
system in implementing the project, i.e., defined management set-
up (personnel/officers involved and their functions) and business
operations system(process flow, etc.) and (c) funds handling
system (presence of acceptable recording and internal control
system).
3. Assessment of Assessment of credibility of the organization based on a
Credibility of background check of the organization, obtained from (a) interview
FCA/CBO of key informants from the community it operates; (b) feedback
from/endorsement from government offices it had dealings with
(e.g. LGU, CDA, DA) and/or (c) feedbacks from/endorsement from
federations/networks the organization is a member of (e.g.
Federation or union of cooperatives).
4. Assessment of the For projects to be engaged in assembly, packing, storing,
viability of the processing, logistics or distribution, the assessment will
enterprise activity determine whether the proposed business activity has passed the
following: (a) FCA has confirmed market/buyers for its
products/produce; (b) FCA has a clearly defined cluster area and
network of producers/suppliers and (c) business activity is
profitable, i.e., it can generate positive return on investment and
payback period of the fixed asset is shorter than economic life of
the asset.
For the Kadiwa retail store operations, the viability is based on
(a) sales potential in the community, (b) availability of suppliers
of agri-fishery products to be sold, and (c) revenues are enough
to cover cash operating costs of the store (labor, electric bill,
rental, etc).
5. Assessment of the The amount of grant shall be based on funding requirements based
grant amount on validation of the cost estimates of the specific activities to be
financed, as follows:
•Facility construction – detailed construction cost
estimates,
•Equipment, machinery or delivery vehicle – canvass of
quoted prices, description and specifications of the
equipment, machinery or vehicle.
The construction design, cost estimates and machine/vehicle
specifications must be checked by the RFO-RAED or BAFEwith
their evaluation/recommendation memo attached to this Report.
The prices should be checked with available information such as
websites of companies, brochures, etc, or confirmation from
companies that supply such equipment, vehicle.
The grant must not exceed more than 20% of total project cost. The
equity must be clearly defined and valued. In case of facilities, the
lot where the facility will be constructed must be owned by the
FCA or have been donated to it with proof of such donation or
ownership. In case of vehicle, the FCA must have a
garage/shed/parking area for the vehicle that can reasonably
secure the vehicle.

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D. RECOMMENDATION

We have assessed the proposal to be:

( ) Eligible. We hereby certify that the FCA/CBO applicant has submitted all the
application documentary requirements. We have evaluated the FCA/CBO applicant to
have passed all eligibility criteria.
( ) Not eligible. We have evaluated the applicant to have failed to qualify on the
following:
____________________________________________________________.

We hereby recommend __________________(approval/disapproval) of Financial Grant in the

amount of ___________________________________(Php __________________) to:
_________________________________________________________________________________________________. The
amount recommended is based on ___________________ (If there is variance in recommended
amount vs the requested amount, the basis of the recommended amount).

The amount shall be used for (state purpose of grant):

_______________________________________________________________________________.

The fund shall be released as follows:

( ) Full release upon execution of MOA and submission of fund release requirements (see
attached list of requirements)
( ) In tranches as follows:
First release: Php _________________(% of grant fund) upon execution of MOA and
submission of fund release requirements
Second release: Php __________________(___% of grant fund) upon submission of
fund release requirements
Third release: Php ___________________(____% of grant fund) upon submission of
fund release requirements

Prepared and evaluated by: Reviewed and recommended by:

Name/Position Name/Position
Date: Date:
Action taken:
( ) Grant Approved. Amount of Grant Approved:________________________
( ) Grant Disapproved.
Remarks:

By:

Name: ______________________
Position: Regional Executive Director
Date: _________________

(Note: Attach the Certification as to completeness of documents submitted by FCA/CBO).

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[DATE]
CERTIFICATION AS TO THE COMPLETENESS OF DOCUMENTS

This is to certify that the [FCA/CBO] has submitted all the documentary requirements for application
under the DA Grant Assistance under Enhanced Kadiwa Inclusive Food Supply Chain Program as
follows:

Documentary Requirements
1. Letter of Application with attached (a) notarized Board Resolution authorizing
the FCA/CBO to apply in the Kadiwa Grant Program and designating its
authorized signatories to enter into an agreement with DA and (b) Organizational
Profile (filled-up FFEDIS Enrollment Form)
2. Certificate of Registration from Securities and Exchange Commission (SEC),
Cooperative Development Authority (CDA) with Certificate of Compliance or
Department of Labor and Employment –Bureau of Rural Workers (DOLE-BRW),
or Housing and Land Use Regulatory Board (HLURB).
3. Authenticated copy of latest Articles of Incorporation or Articles of Cooperation,
showing the original incorporators/organizers and the Secretary’s certificate of
incumbent officers, together with the Certificate of Filing with the SEC or
Certificate of Approval by CDA.
4. Financial reports audited by independent Certified Public Accountant for the past
three years preceding the date of proposal application. For FCA/CBO which has
been in operation for less than three years, financial reports for the years in
operation and proof of previous implementation of similar projects.
5. Disclosure statement by the FCA/CBO of other related business if any and extent
of ownership therein
6. Work and Financial Plan and the details of FCA/CBO equity participation to the
Project
7. Project proposal approved and signed by FCA/CBO officers indicating objectives,
direct beneficiaries, business operational plan and financial
feasibility/projections
8. List and/or photographs of previous similar projects of the FCA/CBO indicating
the source of funds for their implementation
9. Sworn Affidavit of the Secretary of FCA/CBO that none of its incorporators,
organizers, directors or officers is an agent of or related by consanguinity or
affinity up to the fourth civil degree to the officials of the agency authorized to
process and/or approve the proposal, proposed MOA, and the release of funds.
10. Others: ________________________________________(specify documents)

Certified by:

Name: Name:
Position: Position:
Date: Date:

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FUND UTILIZATION REPORT (SAMPLE FORMAT)10

(FCA/CBO LOGO)

Project Title: __________________________________________________________________

Name of Organization: __________________________________________________________

Fund Utilization Report

For the Period: From ___________to _______________

Beginning Balance P xxxxxx

Funds Received xxxxx
Balance P xxxxx
Funds disbursed
______________ xxxx
_______________ xxxx
______________ xxxx
_______________ xxxx
______________ xxxx
_______________ xxxx
Ending Fund Balance P xxxxx

Certified Correct:

________________
Accountant

Approved by:

________________
President/Chairman

Attachments/Schedules:
( ) Copy of bank statement/Passbook
( ) Other supporting documents/schedules (specify)
( )____________
( )____________
( )____________

10Must be submitted by the FCA/CBO within 60 days after completion of Project as per Section 5.4 COA
Circular 2007-01

KADIWA FINANCIAL GRANT ASSISTANCE PROGAM (IMPLEMENTATION PROCEDURES GUIDE)