Mission Order No. 21

1. Mission Order No. 21 Partner Information Form

2. Partner Information Form • Part I: Information About Proposed Activities: • Box 1: Name of prime contractor/recipient required • Box 2: Indicate type of proposed award • Only 1 blank should be checked • Box 3: Indicate the proposed amount of award in US dollars • Box 3: Indicate a start & end date of the proposed assistance • Box 4: Briefly describe proposed award or assistance

3. The Organization must be identified before Box 5 can be completed.

4. What is the “Organization?” • The organization is the legal entity that is the contractor, grantee or assistance recipient. • What do we mean by “legal entity?” • This is an organization that is recognized by the law as existing. • For example, only an entity recognized by the law can appear in court, bring legal action, or be the subject of a legal action.

5. Formation of an Entity under Law • An entity becomes a LEGAL entity when the law recognizes its existence. • How does the law recognize an entity as existing (i.e. being a legal person)? • Every law has a code on when it will recognize a legal person’s existence.

6. People: the law will recognize individuals (i.e. human beings!) Entity (1): the law will recognize fictional legal “people” that are created by following certain procedures (i.e. submitting an organization’s Articles of Formation and paying a required fee to register the organization. The government has a registry set up for this specific purpose.) Entity (2): the law will recognize other fictional “people” even if they are not formally registered (i.e. sole proprietorship, partnership)

7. Ask Questions to Determine the Organization • Is the proposed recipient part of a larger organization? • If YES, (a) identify the larger organization, (b) define the relationship to the proposed recipient • Use the internet for research. • Are there any legal documents, which illustrate how the organization was created? • Example: Articles of formation (corporate agreements, partnership documents, bylaws, charter) • Has the organization been involved in any type of legal dispute that was decided in a court of law? • If YES, who was named as defendant or plaintiff? • Has the organization ever bought, sold or leased land? • If YES, what is the name of the entity on the title, lease or agreement

8. Partner Information Form • Box 5: Indicate the organization proposed to receive award or assistance • Submit organization’s legal name, address, telephone and fax number and email address Remember asking the right questions can help determine the actual organization receiving an award!

9. Ask Questions to Identify Key Individuals • Determine if the organization has a governing body • If YES, identify the members of the governing body • Identify the officers of the governing body • Example: Chairman, Vice Chairman, Treasurer or Secretary of the Board of Directors • Indicate the officers in Box 6 • Provide information for all mandatory fields (Name, POB, DOB, Government issued id and citizenship) • If No, proceed to determining the organizational structure • State in email to COTR/AOTR and PSU that organization does not have a governing board when submitting the Partner Information Form

10. Key Individuals • Determine the organizational structure • Identify the principal officer and deputy principal officer • Example: Executive Director, Deputy Director, President or Vice President • Indicate the officers in Box 6 • Provide information for all mandatory fields (Name, POB, DOB, Government issued id and citizenship)

11. Key Individuals • Determine the organizational structure • Identify the principal officer and deputy principal officer • Example: Executive Director, Deputy Director, President or Vice President • Indicate the officers in Box 6 • Provide information for all mandatory fields (Name, POB, DOB, Government issued id and citizenship)

12. Identify Key Individuals • Identify the program manager or chief of party for the USAID-financed program • Indicate the person in Box 6 • Provide information for all mandatory fields (Name, POB, DOB, Government issued id, citizenship, rank and title in the organization) for each key individual • Identify any other person with significant responsibilities for administration of USAID-financed activities or resources • Indicate the person(s) in Box 6 • Provide information for all mandatory fields (Name, POB, DOB, Government issued id, citizenship, rank and title in the organization) for each key individual

13. Partner Information Form • Part II • Contractor/Grantee/Recipient Certification • Contractor/Grantee/Recipient must certify that reasonable steps (in accordance with sound business practices) have been taken to verify information submitted in Part I. • Contractor/Grantee/Recipient must sign and date form

14. Review • The start and end date is needed on the Partner Information Form. • True • False • The branch of an organization is the legal entity. • True • False • A board member who is not an officer should be listed in Box 6 on the Partner Information Form. • True • False • The president of the organization should be listed in Box 6 on the Partner Information Form. • True • False