THE UNITED NATIONS RECOVERY AND PEACEBUILDING PROGRAMME (UN RPP)

GRANT COMPETITION ANNOUNCEMENT

"Create a Web-based Platform for Collecting and Sharing Information on the Ongoing and Urgent Needs of Vulnerable Populations in Emergency Situations to Improve Coordination Among Key Stakeholders and Facilitate Access to Support for Vulnerable Groups"

1. INTRODUCTION

The purpose of this Announcement is to provide information on the United Nations Recovery and Peacebuilding Programme grant competition for non-governmental organisations operating in Donetsk and Luhansk oblasts and explain the submission procedure for project proposals. The Announcement establishes the criteria for compliance with competition requirements, the submission process and the selection of project proposals, as well as the evaluation criteria for projects to be selected through this competition.

The competition focuses on the following target area:

UN_RPP_3_2021_15_СS: Create a web-based platform for collecting and sharing information on the ongoing and urgent needs of vulnerable populations in emergency situations to improve coordination among key stakeholders and facilitate access to support for vulnerable groups

2. INFORMATION ON THE UNITED NATIONS RECOVERY AND PEACEBUILDING PROGRAMME

The ongoing conflict in Eastern Ukraine has had a direct and extremely negative impact on social cohesion, community security and the rule of law. In recognition of the urgent need to address the challenges of reconstruction, economic recovery and peacebuilding in the areas both directly and indirectly affected by the conflict in late 2014, the Government of Ukraine requested technical assistance and financial support from the international community to assess priority recovery needs. At the end of 2014, the United Nations, the World Bank and the European Union assessed the process of recovery and peacebuilding approved by the Cabinet of Ministers in mid-2015.

Over the decade prior to the conflict, UNDP had been actively represented in Eastern Ukraine, focusing on community development, civil society development and environmental protection. The ongoing efforts to address the developmental challenges that specifically resulted from the aforementioned conflict are built on previous work and established partnerships. These efforts were initiated in 2015 through the United Nations Recovery and Peacebuilding Programme, which is a multilateral donor framework programme jointly implemented by four UN partner agencies in cooperation with the Government of Ukraine.

The United Nations Recovery and Peacebuilding Programme is implemented by four UN agencies: the United Nations Development Programme (UNDP), the UN Entity for Gender Equality and the Empowerment of Women (UN Women), the United Nations Population Fund (UNFPA) and the Food and Agriculture Organisation of the United Nations (FAO).

The Programme is supported by twelve international partners: the European Union, the European Investment Bank, the US Embassy in Ukraine, and the governments of Denmark, Canada, the Netherlands, Germany, Norway, Poland, Sweden, Switzerland, and Japan.

The United Nations Recovery and Peacebuilding Programme addresses and mitigates the causes and effects of the conflict. It is based on the results of the Assessment of Recovery and Peacebuilding and is consistent with the state-run Reconstruction and Peacebuilding Programme in the eastern oblasts of Ukraine, as well as with two regional development strategies in effect until 2020. The United Nations Recovery and Peacebuilding Programme (UN RPP) provides for three main areas of activity: (i) supporting economic recovery in conflict-affected communities; (ii) promoting decentralisation and health care reform; (iii) strengthening public safety and social cohesion. The Programme is strongly consistent with the Framework Programme for Partnership between the Government of Ukraine and the United Nations. The Programme is also closely associated with the Democratic Governance and Reform Programme, which has been implemented nationwide in all regions of Ukraine and complies with the Sustainable Development Goals (SDGs), in particular, SDG 16 (Peace, Justice and Strong Institutions).

As a territorial programme designed specifically for conflict-affected areas in Eastern Ukraine, the United Nations Recovery and Peacebuilding Programme is focused on top-priority needs in the fields of stabilisation, peacebuilding, the economy and governance in Eastern Ukraine following the outbreak of the conflict. It incorporates the opportunities provided by the Minsk Protocol, dated September 2014, and the revival of its ceasefire provisions, and is fully adapted to create a link between humanitarian and developmental needs.

The Programme's activities are grouped according to the following key components of the Programme, which reflect the priority needs of the region:

Component I: Economic Recovery and Restoration of Critical Infrastructure;

Component II: Local Governance and Decentralisation Reform;

Component III: Community Security and Social Cohesion.

Funding for the grant competition will be provided with the support of the European Union.

The financial management of the grant competition is entrusted to the United Nations Development Programme (UNDP).

3. REQUIREMENTS FOR COMPETITION PARTICIPANTS AND TERRITORY

3.1. Non-governmental or charitable organisations submitting project proposals for this Competition must meet the following requirements:

• be officially registered with legal entity status in the government controlled areas of Donetsk and Luhansk oblasts;
• have non-profit or charitable organisation status (non-profit codes 0032, 0034, 0036, 0038, 0039 or 0048);
• have over two years of experience in working with the subject of the competition;
• have proven experience in implementing and reporting on at least two projects;
• have the appropriate specialists and project staff required for project implementation (a project manager, a financial specialist/accountant, and other specialists as per the project requirements). If experts/organisations can only be hired subject to financial support for the project proposal, the application description should include the main requirements for each of the necessary experts for the project (field-specific education, work experience, etc.);

·      have experience in advocacy at the regional level;

·        have over two years of proven work experience in the field of assistance for vulnerable populations;

·        have experience working with people with disabilities and coordinating with local authorities in the UTC (Unified Territorial Communities) and regional organisations that work with vulnerable populations. Experience cooperating with international organisations and participating in digital project competitions in the social sphere is considered an advantage.

3.2. The personnel involved in the project must meet the following requirements:

• the project team must consist of at least a project coordinator (responsible for the overall coordination of project implementation and the submission of relevant reports to the UN Recovery and Peacebuilding Programme), and an accountant (responsible for accounting and financial reporting);
• over half of the team members on the project must have higher education (this requirement applies to persons responsible for the direct implementation of the project);
• at least three years of experience in the public sector (for the project manager);

·      the project team should include at least two persons with 3 or more years of experience in providing support to individuals from vulnerable populations;

·      the project team should include at least one person with 3 or more years of experience in creating and supporting online social non-profit platforms;

·      the project team should include at least one person with 3 or more years of experience in the development of an inclusive environment;

• knowledge of languages – fluent Ukrainian;
• the accountant must have higher education (related to accounting) and at least two years of experience in the field of accounting;
• willingness to implement all rules and regulations for cooperation proposed by the international donor.

Personnel workload:

·      Project Manager — no more than 0.5 time;

·      Accountant – no more than 0.2 time;

·      Persons directly responsible for the implementation of the project – full time.

3.3. Territories included in the competition, registration requirements and organisation experience:

The project to be funded by this grant competition must be implemented in Donetsk and Luhansk oblasts, subject to the particular characteristics of the project implementation.

3.4. The eligibility of an NGO to receive UNDP funding will be determined based on the CACHE Capacity Assessment Checklist.

Proposals from organisations that do not meet the above requirements will not be considered. Applications from individuals, commercial organisations, government agencies or organisations, local governments, trade unions, political parties or religious organisations will not be considered.

Organisations that have a current grant agreement with the Community Security and Social Cohesion component of the United Nations Recovery and Peacebuilding Programme can submit project applications for this competition on the condition that the activities under the current agreement will be fully complete by 10 May 2021 (including the submission of financial and programme reports).

4. TASK DESCRIPTION AND EXPECTED COMPETITION RESULTS

Several incidences in Luhansk Oblast over the past year have revealed that responses to emergency situations are not always coordinated or adapted to real needs, particularly in situations related to forest fires, responses to the relevant needs of vulnerable groups and the collection and distribution of assistance for individuals with disabilities. The lack of timely information, effective accounting and analysis of the flows of various types of charitable aid leads to the inefficient use of resources and unmet needs among vulnerable groups. This problem can be addressed by providing one platform that combines the needs of people who find themselves in difficult circumstances with proposals from organisations and individuals who can provide appropriate assistance, with the additional capability to coordinate and systematise charitable activities. These functions are not currently available on any existing platform.

The main task of the organisation is to create an online platform for the exchange of information regarding current and emergency vulnerable groups (hereinafter – the Platform). The Platform should have a multi-level architecture implemented at the regional, district and territorial community levels and possess the ability to collect, summarise and exchange electronic data on the relevant links. The Platform is an integrated information and analysis system that should be built on a centralised software and technology database with application functionality tools using modern service-oriented website building technology.

The creation of the platform should expand upon the current achievements of the United Nations Recovery and Peacebuilding Programme (UN RPP) (hereinafter – the Programme) to promote inclusive societal institutions and, in particular, involve the network of inclusive advisers created with the support of the Program (hereinafter – the Network), who have the organisational ability to act as leading organisational and information intermediaries and platform administrators.

The creation of a platform meets several goals:

To provide vulnerable populations with the ability to communicate information about their own needs, both ongoing and in the event of an emergency, and make this information visible to a wide range of stakeholders, creating opportunities to regulate, record, organise, and process this information.

To automate the collection, processing, storage, use and display of information regarding the needs of vulnerable groups and the capabilities of benefactors (both formal and informal: (OMI (obligatory medical insurance), volunteers, national and international donor organisations) through the use of an integrated database and modern web technology.

To promote the widespread implementation of the latest information and communication technology into the development of an inclusive society, the digital aspects of volunteer activities and the improved ability of organisations providing assistance to vulnerable groups to coordinate relevant processes more fully and more effectively.

To achieve these objectives, the organisation must ensure that several key tasks are implemented within the organisational and preparatory, program-analytical and operational frameworks.

The purpose of the organisational and preparatory framework is to conduct an analytical study regarding the response to ongoing and urgent needs of vulnerable groups, identify the main needs, functions, capabilities, needs and expectations of all stakeholders. This study will provide a holistic view of the functional content of the platform, which will best satisfy the informational and coordination needs of actors in the research area. This stage should result in the creation of an analytical report that details the research findings and interviews with representatives of vulnerable groups, volunteers, representatives of the state social protection service, the public sector and other actors.

The organisation should formulate a written and legal basis for the operation of the Platform within the programmatic and analytical framework.  In particular, the following documents should be developed and agreed upon with the United Nations Recovery and Peacebuilding Programme (UN RPP): an inventory and functional features of the website platform, the Platform Regulations and a description of the functional roles and interaction schemes for all categories of users, a media plan (including the format and frequency of reporting on the results of activities) and media strategy for the promotion of the platform, including a list of communication tools about the platform that should be developed during the project, a mechanism for involving the Network, and a Strategy for attracting vulnerable populations — in particular, people with disabilities — as platform users. At this stage, requirements should be formulated for additional features (related, auxiliary services) that can be presented on the Platform (in particular, knowledge bases – libraries of documents on the assistance and involvement of vulnerable groups and the development of an inclusive society, forum, repository of best practices). All functional characteristics of the Platform (main and auxiliary) should be stated in the form of a Technical Task for the developer company.

The organisation must coordinate and support the stable and effective functioning of the platform within the operational framework required for the implementation of programme documents created and approved in the programme and analytical framework. In particular, the implementation of Platform software by a developer company selected through an open tender, the internet launch of the Platform, the application of a media plan and the promotion of the network through certain channels and for certain audiences (including through local informational events on the ground) must be ensured and representatives of the Network and Programme must be involved in the administration of Platform segments. It is additionally necessary to organise the process of familiarizing all other categories of users with Platform operations and implement a strategy to attract vulnerable groups to the Platform using diverse and relevant activities that inform and guide users. Before this stage is complete, the organisation must develop methods to ensure continued platform operation through partnerships with OMI and the state administration.

Quarantine restriction: all public events must be held online. If the epidemiological situation permits, public events can be held in person but must comply with all quarantine precautions and anti-epidemic measures.

Anticipated results:

Research and interviews are conducted regarding the coordination of efforts between formal and informal assistance providers for vulnerable populations in Donetsk and Luhansk oblasts and conclusions are established regarding the necessary functionality of the Platform.

An online platform for the exchange of information on current and emergency vulnerable groups is launched and operational. Related and auxiliary platform services (library, forum, repository of best practices, etc.) are established and operational.

The written and legal support for the functioning of the platform (position, functional roles, media plans and user engagement plans) are developed and agreed upon with the Programme. Key stakeholders are aware of the opportunities provided by the platform, understanding and successfully playing their own role in Platform activities.

Platform activities are covered in the media. At least two press conferences are held for the general public to raise awareness and attract citizens to the Platform.

The functioning of the platform as a best practice in the coordination of response efforts for current and emergency vulnerable groups is systematised and described in the form of an analytical study.

As a result, in 2022, the Platform should become a central effective mechanism for collecting and redistributing information and coordinating the activities of benefactors, involving representatives of the Network of Inclusive Advisers, local governments and regional state administration, as well as formal and informal donor structures. Representatives of vulnerable groups should consider the Platform an efficient, effective, useful, convenient and essential means of providing for their own ongoing and urgent needs.

More detailed quantitative indicators of the expected results will be developed in cooperation with the successful organisation.

5. REQUIREMENTS FOR CO-FINANCING AND PROJECT DURATION

Project implementation will begin on 10 May 2021. The project will be completed on 30 November 2022.

Project proposals that offer co-financing (at least 10% of the total project budget) will be awarded additional points when considered under the criteria for evaluating project proposals. Co-financing refers to the availability of a funding source other than the United Nations Recovery and Peacebuilding Programme. The organisation's own financial contribution must be confirmed by relevant accounting documents when the financial statements for the project are submitted. The organisation's material assets (including office space and office equipment) cannot be included in calculations of co-financing.

Organisations whose project proposals are supported by partner organisations (non-governmental organisations, state and local authorities) with relevant project support letters attached to the project application will have an additional advantage. This letter should indicate the specific role of the supporting organisation and the support provided.

6. PROJECT PROPOSAL EXPENSES

6.1. Permitted Expenses

The following expenses are deemed acceptable:

-      those necessary to achieve the project goals and objectives;

-      those consistent with the principle of efficiency and cost-effectiveness ("highest quality at the lowest price").

The funds provided through the competition may only be used as follows:

-      to remunerate the organisation's personnel and their selected experts;

-      to pay for goods and services required for project activities;

-      to pay for communication and information services;

-      to pay for consulting services necessary to achieve the project's goals;

-      to pay for the rent of premises (for training, group work, etc.), event services and other services provided within the framework of project activities;

-      to pay for printing, publishing and copying services;

-      to pay for consumables and stationery;

-      to pay for transportation and other costs related to project activities.

6.2. Mandatory Expenses:

-      Payment for the services of a project manager and financial specialist/accountant (or the provision of these services from the organisation's own contributions or through financing from other sources).

6.3. Unacceptable expenses:

-      the preparation of a project proposal for participation in the competition;

-      the payment of debts;

-      the recovery of expenses related to exchange rate fluctuations;

-      international business trips;

-      office rental and utility bills.

7. PROCEDURE FOR SUBMITTING PROJECT PROPOSALS AND OBTAINING ADVICE DURING THE PREPARATION OF PROJECT PROPOSALS

The application package consists of the following:

1) The online application form, completed via this link to provide basic information on the organisation and project proposal.

2)The full application form (completed in MS Word format), which describes the organisational plan and project implementation plan (*.docx/*.doc) (Annex 1).

3)The financial proposal (proposed budget in Excel format), compiled in US dollars and calculated according to the UN exchange rate as of April 2021 (UAH 28/USD 1)(https://treasury.un.org/operationalrates/OperationalRates.php) (Annex 2); The tranches will be paid in UAH at the UN exchange rate as of the date of payment.

4) Scanned copies of the following documents (*.PDF or *.JPG):

• certificate of incorporation or extract therefrom;
• certificate from the tax inspectorate, including the non-profit code, that verifies the organisation as a registered non-profit organisation.

5) All documents confirming compliance with the technical criteria specified in sections 3.1 and 3.2 of this announcement;

6) A completed CACHE Capacity Assessment Checklist and supporting documents (Annex 3);

7) Letters of support from the Network of Inclusive Advisers, government and/or local government bodies and/or other relevant institutions, in which the following should be specified:

-  provision of support and willingness to participate in the implementation of project activities;

-  amount of co-financing for project activities and specific items of expenditure that will be financed (if co-financing is available).

Organisations submitting project proposals must complete the online application form (item 1) and submit the full application package (items 2–7) mentioned above to the e-mail address grants.ua@undp.org with the subject line:

UN_RPP_3_2021_15_СS: "Create a web-based platform for collecting and sharing information on the ongoing and urgent needs of vulnerable groups in emergency situations"

The full application package must be submitted by 12:00 p.m. on May 4^th, 2021. The application package (items 2–7) must be sent in one e-mail as an archive file (*.rar) not exceeding 30 Mb in size.

Project proposals will be screened for compliance with competition requirements. Those that meet the requirements will be submitted for consideration by the Competition Commission.

Project proposals received after the deadline specified in the announcement will not be considered for any reason.

Please send any questions that may arise during the preparation of Competition project proposals to the e-mail address grants.ua@undp.org with the subject line "UN_RPP_3_2021_15_СS: Information Request". Answers will be provided within 1–2 business days. Requests must be sent no later than 48 hours before the competition closing date.

8. EVALUATION OF PROJECT PROPOSALS

8.1. Project proposals will be evaluated at several stages throughout the competition.

Stage 1: Consideration of submitted project proposals by the Competition Committee. At this stage, submitted project proposals will be assessed according to the assessment criteria. Project proposals that score less than 70 points will be rejected. Proposals that require fine-tuning according to the recommendations of the Competition Committee will be returned for revision with a new deadline for the submission of an updated proposal.

Stage 2: Final approval of the winning project proposals recommended by the Competition Committee.

The Competition Committee will be composed of representatives from the UN Recovery and Peacebuilding Programme according to their positions and expertise in the relevant key areas. In addition, the Competition Committee will have the right to seek an independent expert opinion during the selection process, as well as the opinion of local authorities from the territory where the project's activities will take place.

8.2. Project Assessment Criteria:

Please note!

• The materials submitted for the competition will not be returned and no feedback will be provided.
• The results of the competition will be communicated to participants via e-mail.
• The final decision on a project or application is not subject to review.
• The reasons for the rejection or acceptance of a project will not be communicated.

9. REPORTING, MONITORING AND EVALUATION OF GRANT PROJECTS

9.1. Monitoring and Evaluation

The grant recipient is responsible for monitoring project implementation and evaluating the results thereof. The United Nations Development Programme will monitor the implementation of the grant project through reports from the grant recipient, meetings with project staff, their partners and beneficiaries and participation in project activities.

9.2. Reporting

The grant recipient will submit reports in the format specified by the United Nations Development Programme:

• interim reports including descriptions of the activities and results as per the agreed monitoring indicators and the financial component (to be clarified within the framework of the respective grant agreement);
• on-demand summary reports that may occasionally be requested by the UNDP when information about the grant project is required between regular reports;
• a final report, which will include a description of the activities and results, as well as a financial report for the entire period of the grant agreement.

10. FINANCING

The grant-receiving organisation will receive an advance payment for the planned activities under the grant agreement. The amount of the advance and further payments will be specified in the grant agreement. This amount will be determined individually based on the total amount of the grant, the type of activity, etc. Subsequent tranches will be disbursed upon receipt and approval of the organisation's interim reports by the UNDP.

Please note! The final tranche of 10% will be provided to the grant recipient organisation post facto as soon as 100% of the project reporting has been completed, including confirmation of all financial transactions.

Annexes

Application form

Budget 

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