CALL FOR PROPOSALS FROM CSOs PROVIDING DIRECT ASSISTANCE TO VICTIMS OF CRIME AND VIOLENCE

“Support to the Government of South Africa’s Victims Empowerment Programme”

Grant Scheme

Grant Application Guidelines

Background

The EU funded UNODC/DSD “Support to the Government of South Africa’s Victims Empowerment Programme” project aims to address the high rates of criminal victimization in South Africa through strengthening the country’s Victim Empowerment Programme (VEP) which has been identified as one of the Government’s priority programmes in the 1996 National Crime Prevention Strategy (NCPS). According to the NCPS, the main purpose of the VEP is to facilitate the establishment and integration of interdepartmental/ inter-sectoral programmes and policies for the support, protection and empowerment of victims of crime and violence with a special focus on women and children. The overall development objective of this programme has thus been defined as follows: “The Victim Empowerment Programme has contributed to building safe and peaceful communities, strengthening a human rights culture and provides more effective, multi-sectoral, coordinated responses to victims of crime and trauma, particularly children”.

A key challenge of this Programme is turning policies, such as the “Service Charter for Victims of Crime in South Africa” and “Minimum Standards on Services for Victims of Crime” into action. This requires capacity and commitment among all relevant role players and the implementation of expanded victim empowerment interventions, utilising innovative approaches. Within this project, specific attention will be given to the provinces and the community level where much of the responsibility for actual service delivery to victims of crime and violence lies. This will involve strengthening the capacity of CSO’s to deliver victim empowerment programmes at the community level and strengthening coordination and cooperation between civil society and the government. The specific purpose of this programme is to turn victim empowerment policy documents into concrete action benefiting victims of crime and violence and thereby contributing to the building of safe and peaceful communities.

TheEU funded UNODC/DSD “Support to the Government of South Africa’s Victims Empowerment Programme”” project has the purpose of “improving the implementation of victim empowerment policies in South Africa by building capacity, improving coordination and strengthening relations between the government and civil society organizations (CSO’s) and thereby improving services to victims, especially women and vulnerable children”.

Recognizing that non-governmental organizations and community based organizations working with victims of crime, trauma and violence perform a major role in delivering services to victims, a major outcome of the project is to strengthen the capacity of civil society to deliver services to these victims.

The principle vehicle for achieving this outcome is the development and implementation of a grants scheme in conjunction with a substantive capacity building programme for government and CSOs.

The EU-funded VE project executed through UNODC contributes directly to the Government of South Africa’s Victim Empowerment Programme; as a result, VE Provincial Coordinators will work closely with DSD counterparts while ensuring that there is synergy between the project and the broader Victim Empowerment Programme.

What are the priorities for this call for proposals?

Aiming to strengthen service delivery to victims of crime and violence in disadvantaged areas where there are few victim empowerment services available,this second and final call for proposals targets civil society organisations with previous experience in the field of victim empowermentthat are based in rural locations and/or in marginalized peri-urban and urban locations and/or underrepresented districts. A focus will be placed on community based and emerging CSO. The aim is also to ensure that less established CSOs have an opportunity to access funds under the project and to promote a more even distribution of VE services across South Africa.

Organisations are asked to propose direct services to victims of crime and violence.

In addition, as part of the objectives of the project “Support to the Government of South Africa’s Victim Empowerment Programme”, this grant scheme has complimentary priorities in the areas of internal staff development, M&E and government/civil society engagement. Applicants are asked to outline methods they will use to:

  • Internally developstaff within their organisation in areas such as project administration, financial management, and technical VEP issues;
  • Effectively collect information for monitoring and evaluation purposes through an M&E plan;and
  • Strengthenthe exchange of information between CSOs and government through activities such as regular communication with government on project activities and participation in multi-sectoral forums, such as the VE forum, if present and active in the province.

Recognizing that there are organisations that offer innovative and quality services to victims that lack skills in proposal writing. The project will consider funding a number of emerging organisations with more weight placed on the potential to develop. These organisations may be awarded grants conditionally based on their willingness to work with the projectteam to revise the project proposal and to participate in capacity building activities.

RULES FOR THIS CALL FOR GRANT PROPOSALS

VEP focused NPOs based in priority locations such as in rural locations and/or in marginalized peri-urban and urban locations and/or underrepresented districts are eligible to apply. For further clarification, emerging CSOs organizations are defined as having:

  • Limited grant management and project implementation experience;
  • Been newly established and/or operating in a disadvantaged areas in either rural, peri-urban or urban locations;
  • Been registered with the NPO Directorate; and
  • Past experience working in VE, though on a non-formal and limited funding basis.

Eligibility of applicants: who may apply

NGOs, CBOs, and FBOs who are registered as anNon- Profit Organization (NPO). Organizations that are registered as Section 21 and/or a non-profit making trust will only be eligible if they are also registered concurrently with the NPO directorate. All NPOs must also demonstrate that they have complied with NPO Act requirements to submit annual reports, including certified financial statements, to DSD NPO Directorate for each year since the CSO’s initial date of registration. Newly established CSOs that have been registered but enough time has not passed to comply with NPO requirements of submitting annual financial statements, may still apply, but will be requested to submit sixmonths of bank statements as a means of verifying financial information.

Organisations must also:

  • Have previously implemented a project aimed at assisting victims of crime and violence
  • Be a non-profit making legal entity
  • Be registered with DSD NPO Directorate
  • Be based in the same province where the project is being implemented
  • Have local representation and implementation capacity in target area(s)
  • Have an active decision making body, such as a board of directors or executive committee
  • Be directly responsible for the preparation and management of the action, not acting as an intermediary
  • Be able to demonstrate sound financial practises i.e. audited reports or certified financial statements

In the interest of equal treatment of applicants, the Grants Unitcannot give a prior opinion on the eligibility of an applicant, a partner or an action.

What is the maximum duration of the grant?

The maximum duration of a VE project grant agreement will be 10 months. Proposals should have a start date of March 1, 2010 and an end date of December 31, 2010. Grants may also be of a shorter duration.

What are the minimum and maximum values to be awarded?

Grants will not be awarded to all applicants. Those applications best meeting criteria for funding will be selected. The maximum total award is 350,000ZAR.

Where must project activities take place?

Projects may be implemented anywhere in South Africa. CSOs may only propose activities in one province.

Can we submit more than one application?

An applicant may not submit more than one proposal in a specific call for proposals.

An applicant may not be given more than one grant under a specific call for proposals.

Applicants who already received a grant under the EU funded, DSD/UNODC project are ineligible to receive a grant under this call for proposals.

What does the Victims Empowerment Project fund?

Target beneficiaries of the project must be victims of crime and violence.

Organizations should not apply for project activities already funded, except when the organizations seeks to expand to new areas and they are requesting fundsfor new project activities for the proposed expansion. While general administrative costs may be co-financed by other donors, all programme activities must be achieved with the UNODC contribution. Financial and programmatic reporting must clearly demonstrate that EU funds were used solely and exclusively to fund those activities cited in the proposal.

Projects aiming to provide services in rural locations and/or to previously disadvantaged populations will be viewed positively.

Proposals demonstrating a positive ratio of programme costs to administration costs will be considered more favourably.

What is ineligible for funding?

The purchase of land or buildings or vehicles.

Projects focusing on the construction and/or rehabilitation of structures.

Projects requesting substantial allotments for capital expenditures, such as purchasing of equipment etc. If applicants can demonstrate that some equipment and/or small renovations are required to improve service delivery to victims of crime and violence, consideration will only be given, if these proposed expenses are minimal.

Indirect costs.

Miscellaneous expenses, such as debts and provisions for losses or debts, interest owed, items already financed in another framework, currency exchange losses, and/or credits to third parties.

All activities contrary to the principles and objectives of the United Nations and the Constitution of the Government of the Republic of South Africa.

APPLICATION PROCEDURES
How to apply and the procedures to follow?

All documentation should be submitted in English, type written. It is strongly encouraged that all documentation is typewritten, but if this is not possible, neatly, clearly legible handwritten applications will be accepted. Forms must be completed in full. ALL sections must be completed including the obligatory three outcomes in the proposal, as well as all sections of the application, proposal, logframe, budget and workplan. If some sections of the form are not applicable, please write N/A. Only documents included on the documentation checklist below will be considered.

Two identical applications must be sentin one envelope to each of the following addresses. If the applications are not identical and not received at the appropriate addresses, the application will not be considered. Late applications and/or incomplete applications will not be considered. In cases were the CSO has limited capacity for printing, a single copy of the proposal may be sent to the two addresses (one to Pretoria VEP Grants Scheme and one to the VE Provincial Coordinator).

Applications must be sent by registered mail, private courier service or by hand-delivery (a signed and dated receipt will be given for hand deliveries) at the addresses below. No faxes or e-mails will be accepted. Applications sent by any other means (e.g. by fax or by e-mail) or delivered to other addresses will be rejected.

Where and how to send the applications

Please send two copies ofthe complete application mailed, couriered or hand delivered in one sealed envelope labelled, “UNODC/DSD VE Project Direct Service Delivery Grant Application, Submitted by Name of Organisation”.Please ensure that the return address of the organisation is clearly indicated on the outside envelope. Please write “VEP DIRECT SERVICE TENDERS. DO NOT OPEN” in BOLD CAPITAL LETTERS on the envelope.Please send to:

VEP Grants Scheme

c/o UNODC VEP Grants Manager

UNODC

PO Box 12673

1st Floor, 1059 Schoeman Street

Hatfield, Pretoria, 0028

Please send an additional two copies of the identicalcompletedapplication mailed, couriered or hand delivered in one sealed envelope labelled, “UNODC/DSD VE Project Grant Application, Submitted by Name of Organisation”.Please ensure that the return address of the organisation is clearly indicated on the outside envelope.Please write “VEP CSO TENDERS. DO NOT OPEN” in BOLD CAPITAL LETTERS on the envelope.Please send to your respective UNODC VEP Provincial Coordinator at the address below.

Provincial Contact Addresses
Eastern Cape
Ms. Vuyelwa Nyati
Department of Social Development
DukumbanaBuilding
Bisho
5608
Tel: (071) 855 8876
Free State
Ms. Stephanie Pretorius
c/o Prudence Ramolehe (Provincial VEP Coordinator)
Room 307, 3rd Floor, LibertyLifeBuilding, cor. St Andrew and Church Street, BLOEMFONTEIN 9301
Postal Address:
Private Bag X20616 BLOEMFONTEIN 9300
Gauteng
Mr. Buti Kulwane
Gauteng Department of Health and Social Development
Office No. 402 FourthFloorThusanongBuilding
69 Commissioner Street
Johannesburg
2000
Tel : (011) 355 7841
Mobile : 071 852 2385
Kwa Zulu Natal
Mr. Vusi Khoza
174 Mayor’s Walk, Room 126
Pietermaritzburg
3201
Tel. 033 264 2068
Limpopo
Ms. Modi Marishane
Polokwane Welfare Complex
Plot No. 303, Sterkloop, Polokwane
P.O. Box 9513
Polokwane
Tel. 015 293 1181 X269
Fax: 015 293
Cell. 082 452 0779
Mpumalanga
Ms. Zodwa Mahlangu
Building No 3, RiversideGovernmentBuilding, 2nd Floor
Nelspruit
Tel. 013 766 3106/3030
North West
Ms. Thembi Mdidimba
Provident House
University Drive
Mmabatho
Private Bag X 6
Mafikeng
2735
Tel. 018 388 1518
Northern Cape
Ms. Innocentia Mosemeng
Mimosa Complex
Barkly Road, Homestead
Kimberley
8300
Private Bag X 5042
Kimberley
8300
Tel. 079 135 3733
Western Cape
Ms. Sharon Kouta
14 Queen Victoria Street
Cape Town
8000
Private Bag 9112
Cape Town
8000
Tel. 082 802 2616

Deadline for submissions

The deadline for the submission of applications is Friday, November 13, 2009 as evidenced by the date of dispatch, the postmark or the date of the deposit slip. In case of hand-deliveries, the deadline for receipt is at 12:00 noon as evidenced by the signed and dated receipt. Any application submitted after the deadline will automatically be rejected.

Please ensure that the following documentation is included in your application. Late and/or incomplete applications will not be considered.

Other: Documentation Checklist

Documentation required for grant applications.

  • Signed grant application, including proposal, logframe, budget and work plan (Form VEP2009.1.2.13.11.09.Grant Application Guidelines
  • Certificate of NPO registration
  • Last financial year’s audited financial statements or certified annual report. (Newly established CSOs who are registered but are not yet required to demonstrate NPO compliance must submitthe past six months of bank statements.)
  • Curriculum vitae(s) of Project Manager and any other key staff
  • Organogram
  • Annex A: Financial Integrity Certificate
  • Annual report (if possible)
  • Pamphlets and brochures (if possible)

Evaluation and selection of applicants

Grant applications will not be opened prior to the deadline. Applications will be registered as received and complete by Provincial Coordinators, the Grants Team at UNODC Pretoria and confirmed by witnesses. UNODC will send a letter to all applicants, indicating whether their application was submitted prior to the deadline and under consideration.

All complete applications meeting criteria will be reviewed by the respective VEP Provincial Coordinatorand their DSD VE counterparts and the Grants Unit at UNODC Pretoria.

Someapplicants may be visited by VE Provincial Project Coordinators and DSD Provincial Coordinators and/or members of the Grants Unit at UNODC Pretoria shortly following the deadline for applications to conduct a field site assessment.

A short-list covering all nine provinces will be finalized by the UNODC Grants Unitand forwarded to theVE Project Grants Committee for decision-making. The final decision concerning the awarding of grants will be made by the VE Project Grants Committee and monitored by the UNODC Grants Unit to ensure a fair and impartial awarding of grants.

It should be noted that receiving a high score on proposal evaluations and field assessments is NOT a guarantee of funding. Final decisions on awards will be made by the independent Grants Committee basedon the total budget for calls for proposals andthe quality of submissions from all nine provinces.

Notification of decision

Applicants will be notified of the decision concerning their application by emailand fax approximately 14 weeks after the deadline for applications.

Implementation requirements

All awards will be subject to the rules and regulations of UNODC. A strong focus will be placed on performance based monitoring of results.

Grant funding tranches will be distributed based on the disbursement schedule included in the grant agreement. The next tranche of funds will not be distributed until the organisation can prove that they have achieved at least 70% of their programmatic objectives for that quarter and all programmatic objectives from the previous tranche as indicated on the work plan. The organisation must also provide financial reports to certify that at least 70% of the last tranche and all of previous tranches have been spent before the next tranche will be disbursed. Grant applicants should, therefore, be as precise as possible when projecting expenditure in each quarter of the budget and performance outcomes in each quarter of the work plan. The disbursement schedule of funds may be linked to these targets indicated in the grant proposal.

All grant recipients must provide quarterly substantive project reports on progress against indicators and provide financial reports in line with the approved budget. Reports must be submitted using the approved reporting format.

In addition, all grants will be monitored on a regular basis by VE Provincial Coordinators and their DSD counterparts. This will involve scheduled and unscheduled site visits to monitor progress against indicators and to ensure financial reporting, record keeping and expenditures meet grant agreement guidelines. Each grantee organisation may also be site visited by one member of the VE Project Management Unit in Pretoria at least once throughout the life of the project.

UNODC will establish an audit regime. For grants under USD 50,000, external audits will be conducted by a UNODC commissioned audit firm on a sampling basis. UNODC will cover the costs of these project audits.

Should an organisation be successful in their application, further details of implementation processes will be provided.

Additional information

For further information, please contact .

1

VEP2009.1.2.13.11.09.Grant Application Guidelines