ACCESS TO JUSTICE PROJECT Request for Proposals (RFP) Request for Civil Society Organizations (CSOs) including NGOs and/or CBOs for application in relation to call for proposals for the establishment of Justice and Confidence Centers (JCCs). I. Background: Deadline for proposal submission: 31 th August 2010 UNDP is the lead agency in providing technical advice, capacity building and infrastructure support to the rule of law sector institutions in Southern Sudan. UNDP s strategy in promoting rule of law culture is two: First, working with Rule of Law Institutions of the Government of Southern Sudan (GoSS). Second, promoting access to justice by linking the administration of the justice institutions with community and civil society initiatives. Within the Democratic Governance Unit of UNDP, the access to justice project titled: Promoting Access to Justice and Fostering a Culture of Human Rights in Southern Sudan, UNDP is linking communities to justice providers through different activities including awarenessraising, education and training in communities; advocacy on legal and policy reform (mainly through involvement with civil society actors); and capacity building of civil society, in particular indigenous NGOs and CBOs, to better address rule of law and constitutional rights issues. This has included support for the establishment of Justice and Confidence Centers. The justice and confidence centers were interim measures to overcome the current dearth of lawyers and legal professionals in Southern Sudan. The justice and confidence centers are facilities in located with respective organizations in Southern Sudan in which trained local partners provide a variety of information services to clients, including the provision of basic legal and human rights information, advocacy and mediation services. Where there is space the centers also provide meeting/training facilities for rule of law related activities. In the initial stages, the activities and operations of the Justice and Confidence Centers will be overseen by implementing partner (CBOs/NGOs) secured through this RFP who will progressively implement the activities of the JCCs. 1
II. Objectives: UNDP through the access to justice project has supported the establishment of the Justice and Confidence Centers in Yei, Juba, Rumbek and Aweil. The objective of this project is to identify 3 CBOs/NGOs/ based in Juba, Rumbek and Aweil to establish Justice and Confidence Centers. The number of locations will be dependent on funding received, and a combination of different implementing partners may be used to support the different locations. In the target locations, the selected CBOs will typically undertake the following JCC related activities; Constitutional and human rights training and awareness Provision of some legal information and limited legal advice Referrals to legal and psychosocial services as available Promotion of traditional and informal justice systems at community level and customary court monitoring Support to the justice sector meetings and trainings. The focus of the activities is on service delivery to vulnerable and marginalized populations. The CBOs will also partner with complementary services such as psycho social counseling services to ensure a holistic support to the justice sector. III. Expected results: 1. Local partners trained on substantive legal issues: The selected CBOs will train identified local partners on both substantive human rights and rule of law subjects and advocacy skills. It is expected that UNDP will supply standardized training materials for some substantive areas, while the implementing CBO undertakes the trainings. UNDP will hold the intellectual property rights of training resources and materials developed with funding from this project, and avoid duplication of efforts. These resources will be shared be shared by UNDP with all implementing CBOs. 2. Justice and Confidence Centers established and operational: The Implementing CBOs selected will operate the JCCs within their organizations including advocacy, mediation and information sharing with the rule of law institutions and communities at large. 3. JCCs Operations and delivery of services monitored: Once the selected CBOs have established the JCCs within their institutional arrangements, they will collaborate with 2
rule of law officers in the field offices, to monitor the operations and delivery of services. 4. Sustainability strategy developed: The CBOs selected will work closely with UNDP and relevant GoSS rule of law institutions to develop a sustainability plan for all the activities being undertaken at the JCCs including management of the JCCs, operational support, and community programme implementation. This will involve high level consultations, coordination and planning with relevant GoSS institutions, community members, other partner CBOs and UNDP. 5. Progress reports prepared and shared: The implementing CBOs will provide two comprehensive narrative and financial progress reports within the 6 months implementation period. The implementing CBOs will be provided with an overview of the information required for both reports. Interested parties are requested to submit the following: The structure and size of the proposal must comply with the following guidelines: 1. Back ground along with the problems that the project intends to address maximum half a page. 2. Objectives of the project = the ultimate goal. The objectives may be divided into main and secondary objectives maximum half a page. 3. Activities = Activities required to attain the stated objectives Maximum one page. 4. Target Group and Project Location/s = Identification of beneficiaries and area coverage of the project Maximum half a page. 5. Strategies = Strategies and partnership required for the effective implementation of the project activities Maximum one page 6. Management = Project management team or simple organizational chart of project management Maximum half a page. 7. Monitoring, evaluation, financial management, and reporting = quality control, ensuring sustainability and reporting Maximum one page. 8. Project duration = Total time required to attain the set objectives including reporting on the project completion One paragraph (maximum half a page). 9. Budget = what costs how much Maximum one page. 10. Work plan = Which activities to be performed by when Maximum one page. Some other important considerations to be noted by the proponents are: The proposals should be realistic, well structured and address the problems stated in the background of the proposal; 3
The proposals should be consistent with organizational mandate (objectives) of the CSO and professional skills and work experience of its staff; Roles and responsibilities of all staff and partner organizations should be clearly spelled out (i.e. planning, implementing, monitoring and evaluation); The proposals should include realistic monitoring and evaluation plans capturing especially the impact on the targeted groups. The proposal should include cash flow calculations for the whole duration of the project implementation and at least for 12 months after the completion as well as future plans for ensuring sustainability. The proposal should include a plan for monitoring and assessment of impacts. The proponents should take into account of the following in relation to the budget: Separate budget should be prepared for each project locations that the proponent wants to work in; must be prepared in Sudanese Pounds must not exceed 27,000 Sudanese Pounds (approximately US$ 10,000 while converted); must be detailed, complete, rational and realistic; the administrative cost must not exceed 25% of the total proposed amount; following the selection of grant recipients, the UNDP/Access to Justice Project team may provide necessary guidance for the revision of the budget into UNDP format, if required. IV. Grant size and project duration: One or more grants ranging from $2,000 to $10,000 will be made to different organizations within a 12 month period per project location. The amount of grants awarded will depend on the quality of proposals received and the amount of available donor funds. UNDP/Access to Justice Project may call for a second round of proposals depending upon the availability of funds. Grants will be given in Sudanese Pounds at the UN exchange rate of the day of the funds transfer and to the grant winner s bank account. Duration of the project should be from 3 to 12 months. 4
V. Scope of Work and Expected Output Scope of work: CBOs/NGOs are requested to submit a proposal as a potential implementing partner in one of the project locations (Aweil, Rumbek and Juba) in Southern Sudan. This is a request for proposal only and it should not be misconstrued in any way to mean an offer of entering into an agreement with the proponent. The proposals will be subjected to a transparent evaluation based on predetermined UNDP criteria. The implementation of JCCs activities will be carried out by local CSOs which will receive small grants from UNDP to implement the proposed activities. This will include activities such as: Constitutional and human rights training and awareness; Provision of some legal information and limited legal advice; Referrals to legal and psychosocial services as available; Promotion of traditional and informal justice systems at community level and customary court monitoring; and Support to the justice sector meetings and trainings. It is anticipated that community members will benefit from activities that ensures access to justice and rule of law; Community networks will be enhanced by linking the justice claimants with rule of law stakeholders and other organizations/institutions that can provide support services; VI. Duties and responsibilities Under the direct guidance and supervision of the Access to Justice Project Manager, and working closely with Access to Justice rule of law officers based in the field, the CSO/s will provide the following: i. Constitutional and human rights training and awareness ii. Provision of legal information and form of legal advice iii. Referrals to legal and psycho social services as available iv. Promotion of advocacy, peace building, mediation and Alternative Dispute Resolution (ADR) activities. v. Promotion of traditional and informal peace building, mediation at community level and customary court monitoring vi. Provision of a venue for justice sector meeting and trainings 5
vii. Provide monthly and quarterly financial and progress reports including recommendations to address programme/operational challenges; and provide a final narrative and financial report at the end of the Project. VII. Grant applications review process: Proposals will be reviewed by a Grants Committee composed of representatives from various UNDP units and Access to Justice Project and the final approval by UNDP Management. Each proposal will be given score from 0 to 100 as indicated below: Technical Evaluation (90 score) 1. Consistency with Justice and Confidence Centers objectives (15). The proposal should address issues of access to justice and rule of law. 2. Likelihood of success and project feasibility/sustainability (15). The proposal should clearly demonstrate sustainability during the grant period without any external funding. 3. Capacity of the organization to implement the project (institutional, financial) (20). The CSO should demonstrate the ability to effectively manage grant funds as well as the institutional capacity (equipment, facilities, and past record of managing such projects) necessary for project implementation. 4. Comprehensiveness of the project description product, plan and budget (20). The proposal should clearly define its strategy for implementation detailing a step by step project plan and itemized budget, target groups, and clear timelines for activity duration. 5. Competence of the organization s staff. Previous experience in related fields, availability of skills and training (20). Financial Evaluation (10 score) The budget should be detailed, complete, rational and realistic, and must not exceed 27,000 Sudanese Pounds (approximately US$ 10,000 while converted). Administrative costs exceeding 25% of the total proposed amount will be rejected. 6
The CSO should demonstrate competent project management skills, experience and successful implementation of similar projects, competent technical staff with relevant professional and educational background. VIII. Reporting, monitoring and evaluation Reporting under grants Grantees will be expected to present updates and financial reports, with documented proof of data on the project progress and expenses from grant funds. Minimum reporting requirements will include the inception report, mid term progress report and project completion report. Furthermore, an evaluation of the grant scheme will be undertaken at the end of its cycle in order to review lessons learned and assess impact to date. Reporting under the Grants will be to the Access to Justice Project Manager. Monitoring The Access to Justice Project Manager or his/her designate will undertake periodic visits to the project sites, as well as participate in the events organized by grant winners. If challenges occur in the course of project implementation the Access to Justice Project Management, together with the Grants Committee, will provide assistance and consultations to resolve problems and facilitate smooth implementation of the project. Project evaluation The Access to Justice Project will pay special attention to evaluation of project results. Therefore, the inclusion of both qualitative and quantitative indicators is recommended in the project design as this will help to track and assess results of the project implementation. Where necessary the Project will undertake an external evaluation of individual grants or groups of grants. Results of such evaluations will be made available to grant winners of this program as well as to other interested parties. IX. Experience required The proponent CBO/NGO must submit the following documents along with the proposal: a) proof of registration as a non governmental non commercial organization (copies of the registration certificate and bylaws/constitution to be attached with the application); b) Organizational profile with following details; 7
a clearly defined management structure; experience and expertise in training and capacity building; knowledge of international human rights norms and experience of working on human rights and protection issues, work experience in Southern Sudan or in post conflict situations for at least two years prior to the application, details of the local partners if jointly applied by two or more than two CSOs. c) Curriculum Vitae of the two key staffs proposed for the implementation of the Project. X. Submission of Proposals Proposals can be submitted by local Civil Society Organizations/Non Governmental Organizations based in Southern Sudan to the UNDP main Offices or by email as detailed bellow no later than 31 th August 2010, 17:00 Hours. Attention: Project Manager Rule of Law Cluster UNDP, Juba Southern Sudan Email: emmanuel.joof@undp.org Cc; hesborn.onyango@undp.org If request is made for additional information or any clarification by a CSO, UNDP/Access to Justice Project would endeavor to provide the same as soon as possible, but any delay in providing such information will not be considered as a reason for extending the submission date of the proposals. 8