Photo credit: Andriy Krepkykh / UNDP Ukraine

I. BACKGROUND

UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, we offer a global perspective and local insight to help empower lives and build resilient nations.

This Call for Proposals (CFP) is specifically related to the United Nations Recovery and Peacebuilding Programme that is being implemented by four United Nations agencies: The United Nations Development Programme (UNDP), UN Women, the United Nations Population Fund (UNFPA) and the Food and Agriculture Organization of the United Nations (FAO). The Programme is supported by ten international partners: the European Union, the European Investment Bank and the governments of Canada, Denmark, Japan, the Netherlands, Norway, Poland, Sweden and Switzerland. The overall objective of the project is to restore effective governance and promote reconciliation in the crisis-affected communities of Donetsk and Luhansk oblasts of Ukraine (government-controlled areas).

II. OBJECTIVES AND EXPECTED OUTPUTS/ DELIVERABLES

UNDP is announcing a Call for Proposals to solicit proposals from national NGOs interested in providing technical support in the implementation of Small Grants Programme (SGP) under the UN RPP.

Selected national NGO will be responsible for the establishment of the mechanism and management of the process of small grants allocation to local NGOs of the government-controlled territories of Donetsk and Luhansk oblasts.

Specifically, the national NGO will have to implement the following measures:

-          Develop and agree with UNDP methodology of SGP implementation (detailed plan and schedule for providing of small grants, selection criteria and evaluation of applications, monitoring of the effective implementation of local initiatives);

-          Develop advertisements, Call for Proposals, application form and full document package for applying. Announce and manage a call for proposals under each SGP topic. Provide assistance to potential applicants with applying;

-          Arrange review and evaluation of applications by Grant Selection Committee;

-          Prepare Low-value grant agreements (template of agreement will be provided by UNDP) with beneficiaries and provide to UNDP for signing and further financing;

-          Monitor implementation of small grants projects by grantees;

-          Ensure broad dissemination of information about small grants programme among key stakeholders and the public.

Detailed objectives and related outputs and deliverables are provided in the Terms of Reference – Annex 1.

Final Beneficiaries

Eligible proposals will be those focused on mentioned four areas of SGP described in Section V,c) “Budget size and duration” of this Call for Proposal  and targeting local communities from Luhansk and Donetsk oblasts (government-controlled areas).

III.  ELIGIBILITY & QUALIFICATION CRITERIA

The parameters that will determine whether an NGO is eligible to be considered by UNDP will be based on the NGO Request for Information (RFI) template and Capacity Assessment Checklist CACHE (Annex 4). NGOs who already submitted the information requested in the RFI do not have to resubmit it.

Request for Information (RFI) template – Annex 2.

Capacity Assessment Checklist (CACHE) template – Annex 4.

IV.  PROPOSAL

The organisation should describe the Proposed Methodology, Approach, Quality Assurance Plan and Implementation Plan that should demonstrate the NGO’s response to the Terms of Reference by identifying the specific components proposed, how the outputs/delivery shall be addressed, as specified; providing a detailed description of the essential performance characteristics proposed; identifying the works/proportions of the work that will be subcontracted.

Moreover, the proposal should demonstrate how the proposed methodology meets or exceeds the TOR, while ensuring appropriateness of the approach to the local conditions and the rest of the project operating environment. This methodology must be laid out in an implementation timetable and quality assurance.

The proposal should also describe the Management Structure and Resource (Key Personnel) that should include the comprehensive description of the management structure and information regarding the required resources including curriculum vitae (CVs) of key personnel that will be assigned to support the implementation of the proposed methodology, clearly defining the roles and responsibilities vis-à-vis the proposed methodology. CVs should establish competence and demonstrate qualifications in areas relevant to the TOR.

V.  EVALUATION CRITERIA & METHODOLOGY

a)      Proposals will be evaluated based on the following criteria:

1) The sound technical proposal that includes innovative and replicable inclusion mechanisms to maximize the value transfer to the beneficiaries.

2) High impact interventions directly targeting and responding to the needs established in the TOR.

3) Size of the budget requested commensurate with the organisation’s proven administrative and financial management capacity.

4) Participatory monitoring and evaluation that will contribute to building a sense of ownership among the beneficiaries to promote the sustainability of the interventions.


Summary of Technical Proposal Evaluation Forms

Score Weight

Points Obtainable

 
 

1.

Expertise of Firm/Organisation

19%

300

 

2.

Proposed Methodology, Approach and Implementation Plan

38%

400

 

3.

Personnel

43%

300

 

 

Total

100%

 

Detailed sub-criteria are provided in TOR (Annex 1)

b)      Evaluation methodology: Quality based under Fixed Budget Selection (QB-FBS)

QB-FBS methodology implies that all proposals have the same maximum overall price (which cannot exceed a known fixed budget amount), focusing the selection on the quality of the proposal and the NGO proposed approach and methodology. NGO have to provide their best technical proposal and financial breakdown (within the budget) in one single envelope (clearly stating proposed overheads). Evaluation of all technical proposals shall be carried out, in accordance with below-outlined evaluation criteria, and the institution which obtains the highest technical score shall be selected. In situations where two or more proposals obtained the same highest technical score, the one with the lowest budget will be selected. NGOs exceeding the established fixed budget in their financial proposals will be rejected

Proposals have to translate community needs into implementable activities by the NGOs. Under QB-FBS, assessment focuses on maximizing the transfer of value to the beneficiary user within a given budget.

c)       Budget size and duration

SGP Area

Duration

Proposals amounts and quantity

AREA I: citizen involvement in decision making process related to the organisation and quality of local services

Duration of SGP is 6 (six) months: approximately from May till October

USD 60,000 (USD 30,000 per each oblast); at least 6 small grants will be provided

AREA II: implementation of the local strategic plans in the area of local economic development

USD 100,000 (USD 50,000 per each oblast); at least 10 small grants will be provided

AREA III: encouraging anti-corruption monitoring of local governments activities

USD 50,000 (USD 30,000 – for Donetsk oblast, USD 20,000 – for Luhansk oblast); at least 5 small grants will be provided

AREA IV: encouraging citizen participation at the local level

USD 60,000 (USD 30,000 per each oblast); at least 6 small grants will be provided

It is expected that the maximum amount of one small grant shall not exceed USD 10,000. More details can be found in TOR (Annex 1).

 

The maximum accepted percentage of overhead costs is 11% or USD 30,000 (e.g., rent, electricity, utilities, communication costs (mail, phone, internet), insurance, fuel, security, cleaning). The amount requested in the proposal should be commensurate with the organisation’s administrative and financial management capabilities.

VI.  SELECTION PROCESS

The UNDP will review proposals through a five-step process: (i) determination of eligibility; (ii) technical review of eligible proposals; (iii) scoring and ranking of the eligible proposals based on the assessment criteria outlined in the previous section to identify highest ranking proposal; (iv) round of clarification (if necessary) with the highest scored proposal; and (v) Responsible Party Agreement (RPA) signature.

VII. SUBMISSION PROCESS

Applicants shall bear all costs related to proposal preparation and submission.

Applicants must submit their proposals on or before 12:00 hrs am, Friday 12, April 2019 via email below:

grants.ua@undp.org

Applicants are asked to submit subject field of the e-mail message with the proposal as follows:

Decentralisation. Small Grants Programme. Applicant: NGO NAME”, where each applicant should indicate the name of their respective NGO.

Copies of the following documents should be submitted:

1) Technical Proposal in line with the requirements of section IV above

2) Documentation requested in the Request for Information (RFI)

3) Detailed work plan and budget as per template in Annex 3

4) Capacity Assessment Checklist (CACHE) – Annex 4

Each applicant will receive confirmation email from UNDP about receiving of the proposal. If applicant didn’t receive such answer, then clarification email should be sent on grants.ua@undp.org.

Once the application is complete and submitted, revised versions of proposal documents will not be accepted.

Submission Deadline

Proposals, with supporting documents, should be submitted by 12:00 hrs. am, on Friday, 12 April 2019.

Potential applicants should refer to the “Frequent Asked Questions” posted in UNDP’s website.

For additional questions about the Call for Proposals Guidelines or application forms, please e-mail grants.ua@undp.org

Note: UNDP reserves the right not to fund any proposals arising from this Call for Proposals.

Pre-tender consultation will occur on 5 April 2019, at 14:30 p.m. via Skype (Questions and answers on the results of the meeting will be prepared and provided upon applicant’s request). Skype name: ConferenceRoom Kramatorsk

Estimate Competition Timeline

Below is an estimated timeline for this Call for Proposals.

01.04.2019: Call for Proposal opens, and relevant documents are posted online.

12.04.2019: Deadline for organisations to submit proposals under this Call.

25.04.2019: Assessment and selection processes will take place.

30.04.2019: Selected applicants will be notified.

IMPORTANT ADDITIONAL INFORMATION

UNDP implements a policy of zero tolerance on proscribed practices, including fraud, corruption, collusion, unethical practices, and obstruction. UNDP is committed to preventing, identifying and addressing all acts of fraud and corrupt practices against UNDP as well as third parties involved in UNDP activities. (See http://www.undp.org/content/dam/undp/library/corporate/Transparency/UNDP_Anti_Fraud_Policy_English_FINAL_june_2011.pdf and http://www.undp.org/content/undp/en/home/operations/procurement/protestandsanctions/ for full the description of the policies)

In responding to this Call for Proposals, UNDP requires all Proposers to conduct themselves in a professional, objective and impartial manner, and they must at all times hold UNDP’s interests paramount. Proposers must strictly avoid conflicts with other assignments or their own interests, and act without consideration for future work. All Proposers found to have a conflict of interest shall be disqualified. Without limitation on the generality of the above, Proposers, and any of their affiliates, shall be considered to have a conflict of interest with one or more parties in this solicitation process, if they:

* Are or have been associated in the past, with a firm or any of its affiliates which have been engaged UNDP to provide services for the preparation of the design, Terms of Reference, cost analysis/estimation, and other documents to be used in this competitive selection process;

* Were involved in the preparation and/or design of the programme/project related to the services requested under this Call for Proposals; or

* Are found to be in conflict for any other reason, as may be established by, or at the discretion of, UNDP.

In the event of any uncertainty in the interpretation of what is potentially a conflict of interest, proposers must disclose the condition to UNDP and seek UNDP’s confirmation on whether or not such conflict exists.

ANNEXES 1-4| Download

Low-value Grant Agreement| Download 

Responsible Party Agreement| Download 

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