CALL FOR PARTICIPATION IN THE COMPETITION “ASSESSING THE STATE INSTITUTIONS ON THE LEVEL OF THEIR CO

DocuSign Envelope ID: DBDDCC49-FC1A-4B4A-9D5E-B8C16EE75704

“Supporting Civil Service Reform by Enhancing Civil Society-Government Cooperation in Ukraine”

APPROVED UNDP Deputy Country Director Programme

____________________ Blerta Cela «25» January 2019

CALL FOR PARTICIPATION IN THE COMPETITION “ASSESSING THE STATE INSTITUTIONS ON THE LEVEL OF THEIR COOPERATION WITH PUBLIC/CIVIL SOCIETY”

1

DocuSign Envelope ID: DBDDCC49-FC1A-4B4A-9D5E-B8C16EE75704

1. BACKGROUND 1.1 About the Programme During 2015-2018, despite the armed conflict and economic obstacles, Ukraine went through a period of unprecedented reforms. In that context, the post-Maidan reform governments made of the fight against corruption, civil service reform and decentralization the main tasks of their agenda. Civil society was the first to mobilize around the knowledge and expertise: in March 2014 the so-called Reanimation Reform Package (RPR) gathering more than 100 experts from think-tanks and CSOs was formed to work on key reforms, including the reform of public administration. With the support of international partners, CSOs and external experts, the civil service reform started after approval by Verkhovna Rada’s new Law of Ukraine “On civil service” and is ongoing.

The project “Supporting Civil Service Reform by Enhancing Civil Society-Government Cooperation in Ukraine” (September 2018 – August 2019) funded by the Norwegian Ministry of Foreign Affairs and implemented by UNDP Ukraine is part of UNDP’s broader support to democratic governance reforms. The main goal of the project is to support the public administration and civil service reform in Ukraine by promoting stronger cooperation between state executive authorities and the public, enhancing key national state institutions’ practices in good governance , and institutionalizing capacity development of civil servants on efficient modes of civil society-government cooperation.

To achieve these goals, the project “Supporting Civil Service Reform by Enhancing Civil SocietyGovernment Cooperation in Ukraine” aims to support the civil service reform in Ukraine by promoting stronger cooperation between the state executive authorities and the public; enhancing good governance practices of key national state institutions; and institutionalizing capacity development of civil servants based on efficient modes of civil society-government cooperation. It will contribute to the transformation of 13 key central executive authorities into competent analytical centres for an improved state policy development displaying efficient cooperation with the public and the stakeholders.

1.2 General information This call is aimed at identifying the civil society organisation which will receive UNDP support for the facilitation and administration of the assessment of 13 state institutions regarding their cooperation level with the public/civil society and additionally for the provision of civil society advocacy for the implementation of the assessments’ recommendations.

The proposal from the applying civil society organization shall contain: - activities aimed at coordinating the assessment of 13 state institutions on the level of their cooperation with public/civil society following the methodology developed earlier by the experts of CCC with the engagement of the Cabinet of Ministers under UNDP support, and later reviewed and institutionalized by the National Agency of Ukraine on Civil Service (i.e. selection of 20 civic experts through an open call; training of the experts; mentoring and guidance to their work on conducting the assessments; quality assurance of their reports; providing support to the civil society organizations in advocating for the implementation of the above-mentioned recommendations). Please see the approximate project timeline in the Attachment 1; - expenditures related to the administration of the project.

The total budget of the competition is 1 400 000 UAH.

2

DocuSign Envelope ID: DBDDCC49-FC1A-4B4A-9D5E-B8C16EE75704

The maximum timeframe for the project implementation is 6 months.

The selected organization will benefit from the grant to achieve the goals defined above by implementing it jointly with other CSOs through re-granting facility.

The submission deadline is 15 February 2019.

2. ELIGIBILITY CRITERIA Organizations eligible to receive funding through this Call for Proposals must meet the following basic criteria:  General: o A formally registered civil society organization (as per the State Registry of Non-Governmental Organizations with 0036 and 0032 codes); o A minimum of 3 years of proven track-record in democratization, human rights, or civil service reform including developing and managing specific projects in those areas; o Proven experience on administering re-granting facilities with financial support of international donor organisations;  Technical capacity: o A team of at least 3 core specialists who are qualified in the main areas covered by the organization strategy, including specialists in project management, capacity development and monitoring & evaluation; o All necessary re-granting rules and regulations corresponding with international donors’ requirements are in place.  Financial management capacity: o Availability of a qualified financial manager to manage the administrative financial aspects; o Demonstrated positive financial history and experience of administering donor supported grants of at least 50’000 USD.  Geographic location: o UNDP will accept applications from civil society organisations that are registered in Ukraine. 

Submission of a copy of the latest audit report to testify to the capacities for due financial management will be considered an asset.

3. APPLICATION PROCESS In order to be accepted for review process, the application must include the full package of documents as stated this Call for Proposals (CfP) and be submitted in the form and on the time described further in the CfP. UNDP will determine the eligibility of applications and will prepare the eligible applications for review and evaluation by the Selection Committee that will be formed by UNDP. The CfP will be advertised on UNDP Ukraine’s web site (www.undp.org.ua), praxis portal (http://dhrp.org.ua).

Applications must be submitted in Ukrainian according to this CfP and the Application Form.

The application package shall consist of: 1. Duly filled out project proposal form with relevant attachments: (filled out electronically and sent in Microsoft Word format): - project implementation plan; 3

DocuSign Envelope ID: DBDDCC49-FC1A-4B4A-9D5E-B8C16EE75704

- proposed budget (not higher than 15% for administration expenses; with 13 sub-grantees with no higher budget than 70’000 USD for the assessment and advocacy/citizen outreach campaign); 2. Copy of the organization’s statute (PDF); 3. Copy of the organization’s registration certificate (PDF); 4. Resumes of the three key employees and head accountant (PDF, Word); 5. Copy of the organization’s latest audit report (if available) (PDF, Word).

The document package shall be archived as *.zip or *.rar and not be password protected; it shall not be larger than 10Mb in total. The package need to be sent to: nazar.grom@undp.org, indicating “Assessing the state institutions on the level of their cooperation with public/civil society” in the subject line.

Applications that are sent in paper format or violating the requirements set for electronic copies, which are mentioned above, shall not be considered. All applications must arrive to UNDP no later than 23:59 on 10th February 2019. Applications which come in after the indicated deadline shall not be considered.

4. SELECTION PROCESS 4.1. Assessment procedures After the deadline for expressions of interest has passed, UNDP specialists will assess the proposals against the abovementioned criteria. At this stage, the Programme can request additional information from the applicants at its own discretion.

To ensure full transparency and equity of the process, UNDP forms a Selection Committee (SC) that will appraise the proposals that have made it through the first stage. SC is a temporary authorized body that is responsible for considering, selecting and recommending the project proposal for funding or rejection of project proposal.

SC members invited by UNDP may be leaders of renowned CSOs and recognized experts in the subject area. The Selection Committee may decide to request additional independent expert opinion during the selection process.

The organization that is selected as competition winner will receive the grant for the implementation of the project proposal and will administer the regranting facility for the 13 CSOs that will implement the tasks included in the project proposal.

4.2. Criteria for written proposal assessment The proposals shall be assessed by the SC in accordance with the following criteria:  Demonstrated capacity in the programmatic areas identified in the article 1.2 of this CfP;  Demonstrated experience on administering re-granting facilities with financial support of the international donor organisations;  The quality of financial management systems and processes (e.g. budgeting, monitoring, accounting and reporting, internal control systems, procurement, anti-corruption measures); consistency in bookkeeping practices and high quality of financial records;  Overall quality of the applicant’s proposal.

5. REPORTING, MONITORING AND EVALUATION 5.1. Monitoring and evaluation, frameworks for OD plan implementation

4

DocuSign Envelope ID: DBDDCC49-FC1A-4B4A-9D5E-B8C16EE75704

The organization, which is to receive financial support under this call and regranting facility, shall be responsible for monitoring achievements of all CSOs engaged in the implementation of the proposed project. UNDP shall conduct monitoring through recurring reports, meetings with representatives of the supported organization, through participation in project activities and other mechanisms. A more detailed list of monitoring instruments and their application shall be additionally discussed and agreed upon with the selected organization.

5

DocuSign Envelope ID: DBDDCC49-FC1A-4B4A-9D5E-B8C16EE75704

Attachment 1 Suggested timeline of the project: Main stages of Project activities 1.

2.

3.

Selecting 20 civil society experts through an open call for conducting the assessment of 13 state institutions on the level of their cooperation with public/civil society in consultations with National Agency of Ukraine on Civil Service. Each expert should provide a recommendation letter from a registered Ukrainian CSO specializing promoting reform agenda, democracy and/or human rights in the application package.

Coordinate the list of State intuitions for assessment with National Agency of Ukraine on Civil Service.

The proposed list for assessments may include but not limited to: Ministry of Social Policy, Ministry of Culture, Ministry of Regional Development, Ministry of Health Care, Ministry of Education and Science, Ministry of Agricultural Policy, Ministry of Justice, Ministry of Energy and Coal Mining, Ministry of Finance, State Civil Service Agency, State Agency for E-Governance Issues and the Secretariat of the Cabinet of Ministers of Ukraine.

Conduct a training for selected civil society experts on the methodology developed with UNDP support and Cabinet of Ministers’ engagement.

Implementation period 1st month of the project

1st month of the project

1st months of the project

4.

Coordinate the civic experts’ assessments of 13 state institutions undergoing the civil service reform and preparation of reports with recommendations for ensuring meaningful public participation in the state policy development. Providing mentoring and guidance to the civil society experts conducting the assessments and ensuring the quality of their reports.

2-3rd months of the project

5.

Conduct an open call and provide support to the civil society organizations in advocating for the implementation of the above-mentioned recommendations through re-granting facility.

4-5th months of the project

6

DocuSign Envelope ID: DBDDCC49-FC1A-4B4A-9D5E-B8C16EE75704

Attachment 2 UNDP “Supporting Civil Service Reform by Enhancing Civil Society-Government Cooperation in Ukraine”

CALL FOR PROPOSALS for participation in the “Assessing the state institutions on the level of their cooperation with public/civil society” APPLICATION FORM INFORMATION ABOUT APPLICANT ORGANIZATION Organization’s legal name Organization’s legal status Year of registration State registration code (EDRPOU) Name of executive director Organization’s legal address (postal code, oblast, city, street, building/office) Actual address (if different from above - postal code, oblast, city, street, building/office) Telephone (+380хххх) Fax (+380хххх) E-mail address of the executive director Web page: BRIEF INFORMATION ABOUT THE PROJECT MANAGER Name of the project manager Contact phone number of the project manager (+380хххх) E-mail address of the project manager BRIEF INFORMATION ABOUT THE PROJECT Project title Expected project budget (in UAH) Expected co-funding from UNDP (in UAH) Proposed project duration PROJECT PROPOSAL 7

DocuSign Envelope ID: DBDDCC49-FC1A-4B4A-9D5E-B8C16EE75704

Project title Project Summary (up to 200 words) Please describe project’s objectives, main activities, stakeholders and expected results General information about applicant organization (up to 200 words) 1. Main areas of expertise – describe your and partner organization’s (if applicable) main competencies and specialization in the areas covered by the CFP. Describe your organization’s mission.

2.

Describe main target audiences of your organization.

3. Explain what kind of in-house or outside experts your organization involves in its usual work.

4. Provide a brief list of your organization’s three current or latest projects in the areas covered by the CFP supported by international or local organizations and donors.

5. Describe your organization’s main assets: number of full-time staff, office space, and equipment.

Project goal (up to 50 words) Describe your project’s goal.

Project objectives (up to 150 words) Describe your project’s objectives.

Project target audience and geographic coverage (up to 350 words)

8

DocuSign Envelope ID: DBDDCC49-FC1A-4B4A-9D5E-B8C16EE75704

Describe project’s main target audience and other stakeholders, and how they will be engaged, based on the information provided in the CFP. Context / problem description (up to 200 words) Describe which problem you are aiming to solve by your project activity; why it is relevant for Ukraine; how the increased role of civil society will change the situation Description of Project Activities (up to 500 words) Please refer to the activities as described in the CFP Section 1.2.

Why is your project innovative? (up to 100 words) Please define to the achievement of which Sustainable Development Goals your project contributes (choose maximum three in the order of priority) How does your project integrate gender approach? (up to 100 words) How does your project incorporate the human rights based approach? (up to 100 words) The interests of which vulnerable groups are directly taken into consideration by your project? (up to 200 words) The project work plan (up to 1000 words)

Main stages of Project activities

Description of activities

Implementation period

Responsible persons

Results

Provide project’s Work Plan according to the following 9

DocuSign Envelope ID: DBDDCC49-FC1A-4B4A-9D5E-B8C16EE75704

format – major stages of work, their contents, period of implementation, implementors and planned results) Monitoring and evaluation of the project (up to 500 words)

Performance targets

Baseline

Pperformance targets

Please define the planned results of your project according to the proposed format. Among them, please define 1) number of citizens whom you plan to engage into the project activities; 2) whether your project is aimed at improvement of the existing or development of new policies or strategies with citizen participation Future activities (up to 200 words) Describe how your organization will continue its efforts aimed at furthering the emergence of programmatic instruments to advance civil society development after the project phase-out? (Sustainability) Budget (up to 100 words) Provide project budget in UAH according to the following format (see below). Please divide the project activity expenses and administrative expenses and be advised that as a rule the project budget shall have no more than 10% of the funds allocated to administrative expenditures. If it is not the case, please justify larger expenses through a 1/3 page description* Project personnel (list of the members of project team, brief description of their major functional duties – up to 500 words) 10

DocuSign Envelope ID: DBDDCC49-FC1A-4B4A-9D5E-B8C16EE75704

Checklist

The proposal package must consist of: 1. The filled out Application form (filled out on a computer as Microsoft Word file); 2. Copy of the Statute of the applicant organization (PDF); 3. Copy of State registration certificate (PDF); 4. Banking details (PDF); 5. CVs of proposed specialists for project implementation (Microsoft Word of PDF); 6. Copy of the organization’s latest audit report (if available).

Budget categories and lines 1 1. Personnel cost (including all taxes and charges)*

At the Number of Unit cost UNDP units (UAH) grant cost (UAH) 3 4 5

Cost-sharing funds (UAH)

TOTAL AMOUNT (UAH)

6

7

Total for article 1.

2. Direct expenses

Total for article 2.

3. Printing, copying *

Total for article 3.

11

DocuSign Envelope ID: DBDDCC49-FC1A-4B4A-9D5E-B8C16EE75704

4. Travel, business trips, transportation cost

Total for article 4.

5. Equipment

Total for article 5.

6. Administrative expenses

Total for article 6.

7. Other expenses

Total for article 7.

Total project budget

12