-9-
COMMUNITY DISASTER RISK REDUCTION FUND
REVISED PROJECT APPLICATION DOCUMENT
1. OVERVIEWBorrowing Member Country (BMC):
Caribbean Development Bank PRN:
Project Title:
Project Location(s)/Communities of Focus:
Applicant Information: / Name and Address/Full Contact Information.
Please note: if applicant organisation is different from executing organisation, then both sets of information are to be included.
Legal Status of Applicant:
List of Project Partners:
Beneficiaries (Simple Description): / Who are the individuals and/or groups that will benefit from the proposed interventions?
Project Duration: / Number of months required to complete the project.
Make reference to Project Implementation Schedule as Appendix 1.
Project Value United States Dollars (USD): / (a) The value of the grant funding being requested from CDRRF specified in USD.
(b) The value of the financial, in-kind, or material contribution(s) to be provided by project partners specified in USD.
(c) The value of the contributions to be made by the applicant organisation, implementing organisation and beneficiary community specified in USD.
Project Value = (a) + (b) + (c)
2. BACKGROUND
Project Rationale and Problem Statement:
Problem Statement:
Give an overview of the disaster or climate change problem at the national level. Describe the magnitude of the disaster or climate change impacts in the community. Describe the geographical region that the project will cover. Where possible provide evidence of the problem and its impact drawing, for example, on statistics from research data, press articles, reports, references from relevant government agencies.
You can also give evidence from other interventions by non-Governmental organisations or Government agencies that attempted to address the same type of disaster or climate change problem. The rationale should also identify any community disaster risk reduction or climate change adaptation (DRR/CCA) needs identified in studies or baseline surveys.
Describe the different ways in which the disaster or climate change problem effects different groups in the community. Try to establish a link between “Cause and Effect of the Problem”.
Project Rationale:
The rationale is an argument in favour of implementing the proposed project by your organisation. It gives a detailed explanation of why the project is required in the area. In other words, it describes the DRR/CCA issues and problems the community is facing; previous attempts to address the DRR/CCA problem, if any, and how your organisation and the proposed project will address these DRR/CCA problems with the funding and support expected from the CDRRF and your project partners. The rationale will describe the DRR/CCA benefits that, that project is expected to provide.
Describe the methodology to be used to tackle and address the problem.
Include a map of the community showing the location(s) of the project intervention(s).
3. APPLICANT’S PROFILE
Institutional Assessment:
Explain why your organisation is the best choice for addressing the community’s disaster or climate change problem.
Provide a short description of the organisation submitting this application. In the description of the organisation, briefly describe (a few sentences), the previous projects that it has implemented, the implementation time frames and the project values. If your organisation has not implemented a project before, highlight the innovative idea you have for this project. Describe the rationale behind the establishment of your organisation. The information that you should provide includes:
(a) Vision and mission;
(b) Target area and beneficiaries/target group;
(c) Brief description of five large projects undertaken by the organisation;
(d) Current projects;
(e) Governing body members and hierarchy;
(f) Statistical support of accomplishments achieved since inception with quotes; and
(g) Can the institution meet managerial and other requirements of the project?
4. PROJECT DESCRIPTION
Objectives, Outcomes and Outputs
Project Objectives:
Objectives are what the project aims to achieve. The project’s objectives are expected to be achievable, measurable, relevant, and time-bound i.e. have a realistic target-date for completion.
For example: Flood risk to twenty (20) homes and the one-hundred (100) residents in the target community reduced by 90%, at least 18 months after the start of the project.
What strategies or broad ideas and approaches will this project use to achieve the project objectives?
For example: The flood risk will be reduced by a combination of activities designed to reduce surface run-off and improve drainage and early warning.
What activities will be undertaken within this strategy? What activities must be completed to make sure the necessary products or services are in place or delivered?
For example: Rainwater water harvesting, hillside re-vegetation, and improved agricultural practices, will reduce surface run-off, while enhanced drainage will remove the remaining surface water from the community more efficiently. These activities will be supported by training and public awareness. An early warning system will be installed to alert all residents in the community (women, men, children, youth, the elderly and the disabled) at least 30 minutes before a possible flood event.
What must the project put in place to ensure that the desired project objective(s) or changes are achieved?
What activities must be completed under the project? What training or skills development must be provided and to whom? What documents, training manuals, information products, must be produced? What structures or systems must be built, renovated or installed?
Project Results:
Please list the Project’s Outcomes and Outputs and associated Indicators[1]:
(a) Outcomes: What are the measurable changes community disaster risk or CCA that the project will produce? How will you know that these changes have been created? How will you measure these changes? Which outputs contributed to each of the changes or objectives produced by the project?
(b) Outputs: What are the direct products or services that will result from the project’s activities?
Risk Analysis:
What are the events, changes, or issues that could have a negative effect on the project? How likely are they to occur? What impact will they have on the project? What measures, if any, will you put in place to reduce the impacts of these risks? What are the assumptions that have been made about the project and its successful implementation? What will happen if any of these assumptions is wrong? What impact will this have on the project?
Project Sustainability:
The future plan to sustain the project after the budget is exhausted and the project period is over. In this part, one should be able to give relevant and tangible plan of action which will be taken by the organisation. Funders also give importance on the replicability and scalability of the model. One should be able to convince them that the organisation is an independent unit, able to run the project by applying various fund raising strategies to increase their corpus fund.
Implementation Plan:
Use a chart to give an overview of the schedule of the project activities proposed. List activities in a tabular format by giving the timeline for each activity and the institution/groups responsible for executing it. The schedule of activities can be listed either on a monthly or quarterly basis.
Gender Analysis:
What was done to identify how natural hazard and/or climate risks differently impact men and women and boys and girls? How are men impacted? How are women impacted? How are boys impacted? How are girls impacted? How will the proposed project reduce the different impacts experienced by each of these groups? How will you measure these changes?
Consultations:
Who have you consulted in developing this proposal? How was this consultation undertaken?
(a) Who are the Project’s Stakeholders? Identify the individuals, groups of people or organisations that have direct and indirect involvement/interest in your proposed project. Describe the positive or negative influence that each can have on the project.
(b) Who are the Project’s Beneficiaries? Who are the individuals and/or groups that will benefit from the proposed interventions? How will they each benefit? Describe how the project will deal with the different DRR or CCA needs of the women, men, girls, boys, youth, the elderly and the disabled in the target community.
Provide a brief summary of the approach to the consultations with stakeholders and beneficiaries that was undertaken to guide the identification of DRR and/or CCA needs and priorities and the design of the project. What documents or records are available as evidence of this process?
Participation:
Who will participate in this project? How was the need for such participation identified in project design? Have they agreed to participate? Is there a need for a formal agreement? What will be their responsibilities? How will the project be affected if they do not meet their responsibilities? How will this agreement be formalised or documented?
Knowledge Management:
What role did local and/or traditional knowledge play in the development of the proposed project? Have the attitudes, levels of knowledge and awareness, or gaps in knowledge, among members of the target communities contributed to the disaster or climate change problem being experienced by the communities? If the community’s knowledge, attitudes, and awareness have contributed to the problems being experienced, how will the proposed project deal with this so that the project can meet the project’s goal and relevant objectives?
5. PROJECT MANAGEMENT ARRANGEMENTS
Management Team:
Who will be responsible for implementing the project? What project management arrangements are already in place and what arrangements will you need to be put in place to ensure the project is delivered effectively?
Will other funding agencies or project partners assist in the management or implementation of the project?
Please provide a diagram (organogram) showing the reporting relationships among members of the management team that will be responsible for the successful implementation of the project. If there are committees and/or project partners that will have responsibilities for making or approving management decisions, show this in the diagram.
Technical Assistance:
Please separately identify any specialist services (For example, engineering, legal, environmental that cannot be provided from within your organisation, and provide details of how these specialist services will be obtained.
6. PROCUREMENT
Provide a procurement plan using the guidelines provided in Appendix 2.
7. SUMMARY BUDGET
Your project budget should show the proposed key activities, purchases and the estimated cost of each activity/item. Costs should be consistent with those current local costs and prices. Ideally the administrative cost (the cost of managing the proposed project) should not exceed 12% of the total budget.
Also indicate in the budget the value of the in-kind contributions and funds that will be received from project partners and other organisations.
Example of Summary Budget
ITEM / COST
Capital Goods / 0.00
Civil Works and Construction / 0.00
Consulting Services / 0.00
Training / 0.00
Additional Administrative Costs incurred as a direct result of this project / 0.00
Contingency (a full justification for any price or physical contingency elements should be provided below) / 0.00
Provide a detailed budget as an Appendix to this application.
8. RESULTS AND MONITORING
Applicants are expected to develop an initial Results Framework using the template attached as Appendix 3 and the definitions provided on outcomes, outputs, indicators and risks.The Results Framework is a table that allows you to show the DRR/CCA strategy that you are going to use to achieve your community DRR/CCA objectives.
The simple table format allows you to present your DRR/CCA strategy as a small number of cause-and-effect relationships.
The Results Framework will provide you, your project partners, and the CDRRF with a simple snap shot of the proposed project
The initial Results Framework produced by successful applicants will be reviewed, revised and agreed with the CDRRF Secretariat team, and will serve as the basis against which project progress and achievements over the implementation period will be tracked and recorded.
APPENDIX 1: PROJECT LOCATION MAP, COMMUNITY MAP
To be provided by applicant
APPENDIX 2: PROCUREMENT PLAN
The overall objective of the Procurement Plan is to show the CDRRF that the applicant will spend project funds in such a way as to provide value for money to the project, by ensuring that funds are spent in a transparent, efficient and fair manner. The Procurement Plan should indicate the goods, construction, consultant services or technical services that must be purchased or paid for to implement the project and the method(s) that will be used to select and purchase the items in each procurement category.
Procurement is the process of acquiring goods, works or services from suppliers. It is similar in meaning to purchasing, but it can also include hiring the services of something or someone, for example:
· Contracting a builder to construct a retaining wall or drain (works).
· Hiring a technical expert to assist with the training, installation, supervision, or certification (services).
· Purchasing materials or equipment from a supplier (goods).
The procurement process involves the consideration of a number of quotes from different suppliers, or a number of bids from different contractors, to determine which contractor or supplier will give the community the best value for its money. The procurement process is important because it helps applicants to organise purchases, goods, services and contracts for project activities that are accountable, transparent and good value for money.
CATEGORY / REFERS TO / EXAMPLESWorks / Making, repairing or maintaining anything that is constructed or made by excavation or drilling in the ground and that is fixed in the ground and cannot be moved. / · Rehabilitation/construction of shelters, protective structures (retaining wall, gabion baskets )
· Installation of spring or rainwater water harvesting supply systems.
· Rehabilitation/construction of irrigation systems.
· Rehabilitation/construction of drainage or flood control systems.
Goods / Any kind of physical thing that can be moved from one place to another. / · Supplies (for example, stationery),
· School text books and educational materials (for example, desks, chairs, Medical equipment (for example, fridges, freezers, hospital beds).
· Miscellaneous tools (for example, shovels, wheel barrows).
Services / Any kind of contract output that is not works or goods, including:
· Management services.
· Technical services.
· Physical services. / · Project management or administration (management services).
· Technical supervision or certification of works and project implementation, training exercises knowledge or awareness building (technical services).
· Transportation, waste collection, repairs to mechanical equipment (physical services).
APPENDIX 3: RESULTS AND MONITORING FRAMEWORK