CALL FOR PROPOSALS / GUIDE FOR APPLICANTS
Guide for Call for Proposals
for Small Grants
Holy Father’s Initiative for Ukraine
1.INTRODUCTION
Since the conflict in Ukraine began in mid-April 2014 an estimated 3.1 million people are in need of humanitarian assistance, of which 2.5 million are elderly, women and children. More than 1.7 million internally displaced people (IDPs) have been registered in government-controlled areas.Administrative requirements to cross the lines separating government from non-government areas in the Donetsk and Lugansk region are increasingly complicated. These, combined with significant logistical challenges, severely constrain both aid delivery and populations’ ability to reach safety, services, and reunite with their families.
On April 24th the Holy Father promoted a collection for Ukraine across all Catholic parishes in Europe.The funds collected are to be used to provide humanitarian assistance and early recovery support to those most affected by the war along the contact lines and displaced across Ukraine, starting from Kiev.
2.KEY INFORMATION ABOUT PROPOSAL
OBJECTIVE
The objective of this Call for proposals for small grants is to provide prompt assistance to the projects aimed at providing humanitarian aid to those most affected by the armed conflict in eastern Ukraine and satisfy the needs in early recovery of conflict affected people.
PROGRAMME ELIGIBILTY CRITERIA
To be eligible for the award of a grant under this Call, the proposed projects must comply with the following conditions:
1.1 Goal / To meet humanitarian needs of people affected by the military conflict in eastern Ukraine orTo meet early recovery needs of conflict affected people
1.2 Sectors / Sectors of activity shall be determined based on needs. These can include:
-Food Security and Nutrition;
-Health, rehabilitation of wounded;
- Shelter, Settlement, Reconstruction, Heating, etc.
- Other extreme cases connected with children, elderly and workless.
1.3 Implementation timeframe / Till June 30, 2017 with 2 months for submission of final reports (narrative and financial)
1.4 Geographical focus / Ukraine, especially places with large number of conflict affected people
1.5 Budget / up to 20000 EUR
Budgets are structured as follows (see Budget Guidance Notes):
-Programme Costs (min 80%)
-Support Costs (max 20 %)
ACTIVITIES NOT COVERED BY THE PRESENT CALL
Activities whose purpose is the construction of permanent structures (i.e. houses, schools, social centers etc.) will not be eligible for financing under this call.
3.TIMETABLE
STAGES / DATE AND TIME OR INDICATIVE PERIODPublication of the call and submitting applications / 08.09.2016
The first period of submitting applications / 08.09 – 31.10.2016
Period of selection and evaluation of applications / 08.09 – 15.11.2016
Information to applicants / September – November 2016
Signature of grant agreement / September – November 2016
Starting date of the project / September – November 2016
The second period of the call / Will be announced further
4.ADMISSIBILITY REQUIREMENTS
a)Applications must be sent no later than the deadline for submitting applications referred to in the timetable.
b)Applications must be submitted in writing, using the application forms for this call for small grants.
c)All necessary obligatory supporting documents must be submitted.
d)Except for dates and signatures, the information on the application forms may not be hand-written.
e) Applicants must submit a printed paper copy and an electronic version of the application.
f)All application forms must be sent.
Failure to comply with a) to d) criteria will lead to the rejection of the application.
Failure to fully comply with criteria e) and f) may lead to a rejection of the application.
5.ELIGIBILITY CRITERIA
In order to be eligible for the award of a grant, applicants must comply with the following criteria:
-To have the status of unprofitable organization and established in Ukraine;
-Be directly responsible for the preparation and management of the project i.e. not acting as an intermediary;
Eligibility will be assessed on the basis of the following supporting documents to be submitted as part of the Application:
-Certificate of Legal Registration of the Organization;
-Copy of official Statute of the Organization;
-Certificate of taxis inspection of insertion to registry of unprofitable organizations with the code of unprofitability.
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6.EXCLUSION CRITERIA
EXCLUSION FROM PARTICIPATION
Applicants will be excluded from participating in the Call for proposals if they are in any of the following situations:
-they are bankrupt or being wound up concerning liquidation or bankruptcy; there is a criminal charge launched against them or their representatives ; they are debtors;
-they or persons having powers of representation, decision making or control over them have been the subject of a judgment for fraud, corruption, involvement in a criminal organization, money laundering or any other illegal activity;
-they have direct or not direct connections with political parties;
-they are sectarians.
EXCLUSION FROM AWARD
Applicants will not be granted financial assistance if, in the course of the grant award procedure, they:
-are subject to a conflict of interests;
-are guilty of misrepresenting the information required as a condition of participation in Call for Proposals or hid the information that may be the base for exclusion from participation in Call of Proposals or fail to supply this information.
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7.SELECTION CRITERIA
First of all, Technical Committee will assess project according to 4 criteria:
-the necessity of requirements (e.g. epidemic, strong frost, etc.);
-benefit of project (e.g. The project helps to find hope, not only to survive – this is the task of the Church);
-reliability (as from point of view of persons who will do it);
-representativeness: confessions, geographic areas, sectors for giving help (e.g. it can’t be 100 projects for elderly and only 2 for children, or 100 projects in Kyiv and 2 – in the grey zone etc.)
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8.THE AWARD DECISION
Within 5 days the Technical Committee will take the final decision on the project proposals to befinanced.
The Technical Commission reserves the right to remove or decrease the value of some expenditure listed in the Budget Form, if they are deemed as ineligible, unjustified, not explicitly related to the project or considered excessive.
The award decision does not represent a legal or financial commitment on the part of the Technical Committee. The award of each grant is subject to the conclusion of a Grant Agreement in writing, according to Charity Fund “Initiative The Pope for Ukraine”.
Applicants should take note that no further budget negotiation will take place after the Technical Committee. Therefore, the Budget submitted with each application must be sound and reliable, as well as reflect real, reasonable and justifiable costs.
9.LEGAL COMMITMENTS
In the event of a grant awarded by the Technical Committee, a grant agreement will be drafted detailing the conditions and level of funding expressed in national currency will be sent to the grant beneficiary.
Two copies of the original agreement will be signed by Technical Committee – Charity Fund “Initiative The Pope for Ukraine”.
The grant beneficiary will then sign it and shall return the signed copy to the Technical Committee immediately. The grant agreement will enter into force when both parties have signed it.
Please note that the award of a grant does not establish an entitlement for funding for subsequent calls for proposals.
10.FINANCIAL PROVISIONS
IMPLEMENTATION OF CONTRACT/SUBCONTRACTING
Where the implementation of the project requires the award of procurement contracts (implementation contracts) or receive services or work, the Applicant must award the contract to the bid offering best value for money or the lowest price (as appropriate),avoiding conflicts of interests and retaining the documentation for the event of an audit.
ELIGIBLE COSTS
Eligible costs are the costs actually incurred by the Beneficiary of a grant which meet all the following criteria:
-They are incurred during the duration of the project;
-The period of eligibility of costs will start as specified in the grant agreement;
-They are indicated in the Budget of the project;
-They are incurred in the connection with the action and are necessary for its implementation;
-They are identifiable and verifiable, in particular being recorded in the accounting and taxes of the grant beneficiary.
-They comply with the requirements of applicable legislation of Ukraine;
-They are reasonable, justified, and comply with the requirements of sound financial management, in particular regarding economy and efficiency;
-The grant beneficiary's internal accounting and auditing procedures must permit direct reconciliation of the costs and revenue declared in respect of the project with the corresponding accounting statements and supporting documents.
REQUIREMENTS TO A BANK ACCOUNT: for the grant receiving and realization of project applicant must have individual bank account with “0” account balance, which he will use only for realization of agreed-on project.
BUDGET GUIDANCE NOTES
BUDGET TEMPLATES
The budget template for this Call is divided into two main cost centres: programme costs and support costs linked to programme activities.
- COST CENTRE 1: PROGRAMME COSTS
These are costs directly linked to the programme activities and are organized by sectors:
-food security and nutrition
-health, rehabilitation of wounded
- settlement (shelter, reconstruction, heating, etc.)
- other extreme cases connected with children, elderly and workless.
NEEDS ASSESMENT: All costs related to the field needs assessment.
- COST CENTRE 2: SUPPORT COSTS
Costs linked to the activities and services needed to support the implementation of the project. These include salaries of staff in charge of project management and coordination, project monitoring costs, coordination costs, office running costs, assets, etc. Please note that for salaries and office running costs only the percentage necessary for the implementation of the programme should be included. Please explain the basis for this calculation in the comments column in the budget.
Support costs should not exceed 20% of the overall programme budget. They must be directly related to the programme and essential for its implementation.
EXCHANGE RATE: The budget should be developed in the national currency. The rate of exchange used for the conversion into Euros should be calculated in accordance with the NBU exchange rate as on the day of the project presentation.
11.PROCEDURE FOR THE SUBMISSION OF PROPOSALS
Proposals must be submitted by the Applicant in accordance with the formal requirements and by the deadline set out in section 3.
No modification to the application is allowed once the deadline for submission has elapsed. However, if due to an obvious clerical error there is thus a need to clarify certain aspects of the application, the Technical Committee shall, except in duly justified cases, ask the applicant during the evaluation process to provide the missing information or clarify the supporting documents, provided that this information or clarifications do not substantially change the proposal.
SUBMISSION FORMAT
Application forms are available at
These application forms shall be duly filled in by the applicants, dated, and where applicable signed by the person authorized to enter into legally binding commitments on behalf of the applicants.
The applications shall be submitted in one original printed copy.Together with the paper proposal, applicants should additionally provide an electronic version of the full application on email with subject “Application for Call of Proposals (the name of applicant)”
Applications must be submitted in Ukrainian.
APPLICANTS SHALL SUBMIT PROPOSALS
Either by post (registered mail with return receipt or via courier service) or delivered by hand no later than 31.10.2016 to address 69035, Ukraine, Zaporizhzhya, Zavodska str. 21A, Technical Committee “Initiative Pope for Ukraine”
Applications sent by fax will not be accepted. Applications may not be hand-written.
Proposals submitted to the Technical Committee remain the property of the Commission and will not be returned.
Contacts: tel. (099) 30-31-930, (068) 188-51-34
e-mail:
Questions of clarification may be sent by e-mail not later than 31.10.2016.
The Technical Committee has no obligation to provide further clarifications after this date. Replies will be given not later than 5 working days. In the interest of equal treatment of applicants, the TechnicalCommittee cannot give a prior opinion on the eligibility of an applicant, a partner, a project or specific activities.
12.OBLIGATORY SUPPORTING DOCUMENTS
Prior to the submission of the application, applicants must verify that their application is complete, i.e. that in addition to the relevant forms, the application also contains the requisite supporting documents.
Please note that incomplete applications may be rejected.
Necessary obligatory supporting documents are the following:
- Budget;
- Project Implementation Plan;
-Certificate of Legal Registration of the Organization;
-Copy of official Statute of the Organization;
-Certificate of tax inspection of insertion to registry of unprofitable organizations with the code of unprofitability.
Recommended further documentation to be provided (NOT OBLIGATORY):
-list of previous projects and activities performed by Your Organization aimed at providing assistance to those affected by the conflict in eastern Ukraine;
-Curriculum vitae or description of the profile of the key project staff primarily responsible for managing and implementing the project.
-A letter of recommendation from local church;
-A letter of recommendation from previous donors, or project partners.
The signatures certifies:
- the obligation of the organization to submit truthful and accurate information in the project proposal;
- all individuals mentioned in the project proposal, have agreed in writing and submitted to the organization the consent on provision and processing of their personal data in the framework of the project according to the Law of Ukraine "On Personal Data Protection".
Signature of the Project Manager Date " " 201
Signature of the Head of the Organization Date " " 201
Signature of the Accountant of the Organization Date " " 201
L.S.