Call for Proposals for fixed Grants


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Response to COVID-19- Emergency and early recovery support

Call for Proposals for fixed Grants

Response to COVID-19 Emergency and early recovery support project aims to enhance the provision of social services by CSW and improve access to equitable, qualitative, integrated social protection for the most vulnerable groups, including women and girls.


The COVID-19 crisis is having a significant impact on people’s lives – in terms of jobs, livelihoods, delivery of basic services – and particularly for those already in vulnerable situations who have been hit the hardest.

The costs of institutional response to the crisis are continuously facing diverse challenges on equal distribution amongst the population and are affecting social groups differently. While policy responses must be just, fair, and equal for all, they should also attempt to address diverse needs be it of women, youth, minority communities, or disabled individuals.

The Social Assistance Scheme (SAS) absorbs approximately 88% of the budget for social assistance. The pandemic has exposed a series of gaps in the governance system which has affected the work of institutions and other service delivery entities in provision of social services.

To address some of these issues, the Humanitarian Assistance project shall enhance the provision of social services by Centres for Social Work (CSWs) and improve access to equitable, qualitative, integrated social protection for the most vulnerable groups, including women and girls. The project is funded through EU IPA II/Action Document (Kosovo).

The work of social service providers is augmented through licensed NGOs/other entities who cooperate with CSWs, municipal departments and the Ministry of Finance, Labour, and Transfers (MFLT). While NGOs are operational and provide adequate services, a key challenge is their financial sustainability. Most provide project-based services that are mainly complementary services to support beneficiaries with education activities, health support, alleviation of poverty, psycho-social activities and other community-based services. However, there is a limited number of NGOs that can support the social service providers and beneficiaries with sheltering, longer term support and emergency support services—which is what these entities need the most.


As a response to the COVID-19 pandemic, the objective of the Call for Application is to support the continuation of quality functioning of residential centres such as emergency shelters, homes for the elderly or abandoned children, provide a much-needed support for those at risk, particularly in times of crisis through rehabilitation, small reconstructions, building annexes.

The action foresees support NGO licensed in social services for residential centres with a grant amount not exceeding EUR 8,700 in rehabilitation, small reconstructions, building annexes (under 5 square meters) and/or furnishing.

Organizations eligible for grants under this Call include civil society organizations (CSOs) and non-governmental organizations (NGOs)[1] fully engaged in and committed to the delivery of residential care and social services to the most vulnerable groups in Kosovo, including services provided to elderly, and people with disabilities.


Rehabilitation, small reconstructions, building annexes (under 5 square meters) and/or furnishing of the residential care existing spaces to ensure continuity of regular operations and high quality of service delivery to targeted groups in order to:

  • Ensure that beneficiaries have greater access to the residential care centers;
  • Increase number of the beneficiaries within the residential care centers;
  • Improve the well-being of beneficiaries in the residential care centres;
  • Provision of specialized services for beneficiaries in order to meet their daily needs.



The planned duration of fixed grant is 6 months.


All activities must take place in Kosovo.

  • The intervention should take place within the parcels/buildings that are under CSOs/NGOs ownership or have long term renting contracts.

UNDP will sign a contract with grant beneficiaries that will include information on the activities to be carried out, the contract value, the modalities of payment and reporting.

Payment Schedule

  • Release 20% of the total amount upon signature of contract.
  • Release of 30% of the total amount upon delivery of the planned activities and submission of bimonthly progress reports.
  • Release 20% of the total amount upon completion of all activities, submission of narrative and financial report (invoice and other financial requirements) and UNDPs clearance and acceptance.



Interested NGOs/CSOs must meet the following criteria to be eligible for the selection:

  • Be legally registered as CSO/NGO in Kosovo and have in possession a valid registration certificate;
  • Statute of the organization;
  • Fiscal Number Certificate in Kosovo;
  • Certificate that the organization has no pending financial obligations, such as social, health or tax obligations – issued by Kosovo Tax Administration;
  • A document issued by the relevant legal authority certifying that the organization/ its legal representative has no previous or pending cases, such as in court, prosecution or police – issued within the last three months from the period the Call was launched;
  • Demonstrate that its mandate and founding document are in line with the activities for which the fund is being sought;
  • License from the Department for Social Policy and Family/MFLT for provision of social services in Kosovo or Formal request submitted to Department for Social Policy and Family/MFLT for re-licensing;
  • Previous experience in working with international organizations/donors will be considered as an advantage;
  • Previous experience in engaging with construction/rehabilitation companies will be considered an advantage.

If the applicant is selected for a grant, the following documents will need to be submitted at a later stage:

  • Designs, technical specifications and Bill of Quantities (BoQ) of granted interventions based on approved activities as per the proposal;[2]
  • Bank details, including the bank account, and IBAN in the name of the organization; issued within the last three months from the period the Call was launched.




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) Grant Agreement (GA) signature.

UNDP reserves itself the right to reject proposals. Submitting a proposal does not guarantee the allocation of a grant.


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

The following documents must be submitted in order for the submission to be considered:

  1. Applications (project proposals) in the form of the template attached with corresponding Work Plan and Budget.
  2. All documents as outlined under the ELIGIBILITY & QUALIFICATION CRITERIA section.

Applicants may not submit more than one (1) application under this Call for Application.

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

Submission of application

Proposals may be submitted on or before May 24th, 2021, 23.59 hrs. via email to the address below:

United Nations Development Programme

Email: procurement.ks@undp.org

Subject: Call for Proposals to support the rehabilitation of Residential Centres

Interested CSOs/NGOs and other grass-root level organisation may obtain further information or clarification by contacting the UNDP office in Kosovo through the following address:

E-mail address: procurement.ks@undp.org

Estimated timeline for this Call for Proposals.

Selected applicants shall start the implementation no later than June 15th, 2021.


Please note that all applications will be assessed following the evaluation criteria as outlined below:

  1. Relevance (whether the proposal is in line with the general objective of the call).
  2. Proposed Actions, Work Plan, Planned Budget, Beneficiaries.
  3. Management and Human Resources Arrangements.

Please complete the following proposal template as part of the NGO/CSO grant application process providing responses where relevant to the applying organization, and the overall project.

Organization Profile

For this section, provide a summary of the organization and include the following information, where relevant.

1. Name of:

Insert the name of the NGO/CSO (including office address, postal address, contact person for the project, contacts and email address)?

2. Organization Summary

Provide a summary about the organization to include the primary advocacy area, mandate, vision, and purpose. (no more than 2 paragraphs).

3. Date of Establishment & Total Years of Operation

State the date the organization was founded and number of years it has been operating?

4. Registered in Kosovo/Legal status

Indicate whether the organization is legally registered in Kosovo. (Please provide supporting documentation)?

Yes   /    No

5. Financial system

Indicate whether the organization has an accounting system in place. (E.g. possesses an accounting software or process)?

Yes   /    No


6. Internal Human Resources

Identify the internal human resources and management arrangements.

7. Partnerships

Describe any partnerships established or joint projects undertaken by the organization. This may include partnerships with other CSOs, NGO’s, private sector or public institutions or development institutions? (no more than 2 paragraphs.)

10. Main beneficiaries

Indicate the major beneficiaries of the products and/or services provided by the organization. This would include target groups and communities/parishes/ electoral divisions, if relevant?



  1. Please, describe the essence of your project in one short and precise sentence.


  1. General information about applicant organisation (maximum of 1 page)

1.1 Main areas of expertise – describe your organization’s main competencies. Describe your organization’s mission and types of activities that your organization carries out.

1.2 Provide a brief list of your organization’s three current or latest projects supported by international or local organizations and donors (indicate dates, subject matter of projects, project budgets and donors).

1.3 Provide evidence of your organization’s experience in the area of residential care and social services. Describe the work performed by your organization which demonstrates its capability to work with targeted groups.

  1. Problem Analysis (maximum of ½ page)

2.1 Describe main problem(s) that your project proposal will address and why these issues are important to the target groups and Kosovo society in general. 

  1. Project Description (maximum of 2 pages)

3.1 Describe project proposal’s objectives, main activities (including rehabilitation, small reconstructions, building annexes (under 5 square meters) and/or furnishing) and expected outputs.

  1. Target audience (from ½ page up to 1-page max)

4.1 Specify the group of people whose interests and rights your project will help to promote (indicate their age, gender and ethnicity when relevant).

4.2 Explain if and how your project will increase the number and ensure that beneficiaries have greater access to the residential care centers; improve their well-being and support their specialized services for beneficiaries in order to meet their daily needs.

  1. Project Activities (maximum of 1 page)

5.1 Briefly describe the implementation process and contents of the activity that will be carried out during project implementation phase leading to the achievement of the above-mentioned objective/s of this Call for Application.

*If the organization plans any communication or information events, please include them under Project Activities section (not exceeding 10% of the total grant).

  1. Work plan (maximum of 1 page)

6.1 Provide project’s work plan according to the following format:



Planned Results/


Other (add any other detailed information)










  1. Project Monitoring and Evaluation (maximum 1 page)

7.1 Please describe how you will monitor project implementation and evaluate its results, as well as means of verification. (use a table format if necessary)

  1. Budget (maximum of 1 page)

Provide project budget in according to the following format in an excel sheet, including formulas:

Item No.

Description of activity


Cost in EUR

Estimated amount

















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/
and http://www.undp.org/content/undp/en/home/operations/procurement/protestandsanctions/ for full 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.

[1] Licensed CSOs/NGOs from MSWL to deliver social services

[2] UNDP will provide technical inputs to the submitted designs, technical specifications and Bill of Quantities (BoQ).

  UNDP reserves itself the right to reject any unreasonable intervention offers comparing to the market prices.

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