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Mission Order No. 21

Partner Information Form

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Partner Information Form

• Part I: Information About Proposed Activities:Box 1: Name of prime contractor/recipient requiredBox 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

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

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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.

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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.

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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)

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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

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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!

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Ask Questions to Identify Key Individuals

• Determine if the organization has a governing bodyIf YES, identify the members of the governing bodyIdentify 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

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Key Individuals

• Determine the organizational structureIdentify the principal officer and deputy principal

officerExample: Executive Director, Deputy Director, President

or Vice President

Indicate the officers in Box 6Provide information for all mandatory fields (Name, POB,

DOB, Government issued id and citizenship)

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Key Individuals

• Determine the organizational structureIdentify the principal officer and deputy principal

officerExample: Executive Director, Deputy Director, President

or Vice President

Indicate the officers in Box 6Provide information for all mandatory fields (Name, POB,

DOB, Government issued id and citizenship)

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Identify Key Individuals• Identify the program manager or chief of

party for the USAID-financed programIndicate 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 6Provide information for all mandatory fields (Name,

POB, DOB, Government issued id, citizenship, rank and title in the organization) for each key individual

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Partner Information Form

• Part IIContractor/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

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Review

1. The start and end date is needed on the Partner Information Form.

True False

2. The branch of an organization is the legal entity. True False

3. A board member who is not an officer should be listed in Box 6 on the Partner Information Form.

True False

4. The president of the organization should be listed in Box 6 on the Partner Information Form.

True False