Robert Carr civil society Networks Fund Request for Proposals 2013 The Robert Carr civil society Network Fund (RCNF) is pleased to announce the second Request for Proposals (RFP) for global and regional civil society networks addressing HIV related issues. Global and regional networks that meet the definitions and criteria set by this RFP, are invited to apply for a grant to support core-funding and/or programmatic needs of the network for up to two years (2014/2015). The deadline for submission of proposals is 22 July 2013 at 12:00 CET. 1. Introduction 1.1 About the Robert Carr civil society Networks Fund Launched in Washington DC in July 2012, the RCNF announced its first funding decisions in December 2012. The fund was named in the honour of Dr Robert Carr, to recognize his memory and work. Inspired by his commitment to vulnerable communities and protecting their human rights, the RCNF is aimed at: a) supporting global and regional civil society networks addressing critical factors for scaling up access to HIV prevention, treatment, care and support; and b) protecting the rights of inadequately served populations across the world. Robert Carr civil society Networks Fund VISION To achieve "Getting to Zero": zero new HIV infections, zero discrimination, zero AIDS related deaths. GOAL To support the work of global and regional civil society networks to address critical factors for scaling up access to prevention, treatment, care and support and to protect the rights of inadequately served populations. IMPACT To enhance the quality, effectiveness, relevance and equity of AIDS responses reaching inadequately served populations The RCNF focusses on networks that address the needs and human rights of inadequately served populations. These are key and other populations that face a higher HIV risk, mortality and/or morbidity when compared to the general population, and have, at the same time, less access to information and services. They include people living with HIV, gay men and other men who have sex with men, women and men who use drugs, prisoners, sex workers and transgender people and in a number of localities would also include women and girls, youth, migrants, and people living in rural areas. Civil society networks play a crucial role in addressing barriers to access to services for inadequately served populations. Networks support their members with services that are grounded in reality, and engage most effectively in national resource conversations. Networks also play a strong role in advocacy by securing the voice and leadership of the communities and populations most affected by HIV. When properly resourced and effective, many networks influence important policy developments at global, regional and national levels, that cascade and often lead to more effective and efficient national and local programmes delivered by governments as well as civil society. 1.1.1 RCNF Governance structures The International Steering Committee (ISC) is responsible for the Fund. The ISC is composed of four representatives from donors and four representatives from civil society networks. The main roles of this governing body are to set strategic direction, define funding priorities and eligibility criteria for grants in a given funding cycle, maintain oversight and approve proposals for funding, based on the advice of the Program Advisory Panel (PAP). 1
The ISC also instructs the Fund Management Agent (FMA), Aids Fonds, whose role it is to operationalize decisions, enter into agreements with grantees, and manage, monitor and report on these agreements. Aids Fonds is the RCNFs secretariat. The PAP operates independently from the ISC and with logistic support provided by Aids Fonds. Proposals submitted for consideration will be reviewed by the PAP, that is peer-led and includes technical experts in areas under consideration for funding. On our website, you can find information on the members of the ISC and PAP and Aids Fonds staff. 1.1.2 Conflict of Interest The RCNF operates under a Conflict of Interest policy. The policy is available on the RCNF website. 1.2 Expected results of the RCNF 1.2.1 Expected Outcomes RCNF Results Framework 1. Global and regional network capacity - The capacity of global and regional networks and their membership is improved, such that networks enable well-capacitated, representative and accountable civil society to influence the delivery of effective responses to HIV 2. Enhancing HIV response implementation - Inadequately served populations influence HIV responses for greater relevance, equity, accessibility and delivery across the full spectrum of prevention, treatment, care and support services 3. Human rights advocacy - Fulfillment of basic human rights that support an equitable, effective HIV response among individuals from inadequately served populations 4. Resource accountability for the HIV response - Local level responses to HIV have sufficient, strategically targeted investments to deliver results for inadequately served populations 1.3 Monitoring & Evaluation RCNF The results of the Robert Carr Networks Fund are designed to deliver a broad range of internationally agreed goals. These include the Millennium Development Goals (MDGs, notably 3, 4, 5 and 6); the 2011 Political Declaration on HIV/AIDS: Intensifying our efforts to eliminate HIV/AIDS; the new Global Fund Strategy Investing for Impact ; and ongoing efforts to achieve Universal Access to HIV prevention, treatment, care and support. The Robert Carr Civil Society Fund is monitored on different levels. On the level of the Fund as a whole, progress on outcomes and impact are monitored. On the level of the grantees, the effectiveness and efficiency of each grantee, and the contribution of each grantee to the work of the Fund as a whole is monitored. On the level of the Fund management, the effectiveness and efficiency of the work of Aids Fonds is monitored and evaluated. The RCNF Results Framework aims to monitor and evaluate the impact of the Robert Carr civil society Networks Fund as a whole, but not the impact of individual grantees. Individual grantees are monitored according to their own contractual agreements. The results of the individual grantees will feed into the overall framework. Individual grants will be linked to specific outcomes, and reports from individual grants will provide information on the indicators which are meant to measure these specific outcomes. Applicants will identify indicators that align to the outcomes of the RCNF in their application. For monitoring, the final set of indicators aligned to the outcomes of the RCNF will be negotiated between Aids Fonds and grantee at the time of the contract. The final set of indicators will be part of the contract. 2
2. RFP 2013 Definitions & Funding priorities The RFP is aimed at global and regional civil society networks and consortia of networks fitting the following definitions: 2.1 Definitions of global and regional networks and consortia of networks The Robert Carr Civil Society Network Fund (RCNF) bases its work and decisions on the following definitions: 1. A network is a group of organizations who pool skills, experience and resources, working towards common goals. A network creates venues for social action, and is sustained through jointly developed structures and communication. 2. A regional network works to achieve changes in policies or practices at a regional or sub-regional level. It is not sufficient to have members or activities in a couple of countries. 3. To be a global network, partners should come from several regions of the world, and work with the aim to share information from global to local and bring local and regional experiences to a global level. A global network may facilitate information exchange, support and collaboration across regions, and work to influence policies and practices both in global settings as well as in regional and local contexts. 4. A consortium of networks is a network-led group of networks, where also other types of agencies or organizations may join, that comes together in a partnership to work towards a common set of inter-related activities. Other types of agencies or organizations may be part of a consortium if there is demonstrated value-added to their participation and if their participation strengthens or complements the work of partnering networks in the consortium. Each member within the consortium is responsible to the group for fulfilling the obligations set out in the consortium's memorandum of understanding. Therefore, every member of the consortium remains independent and has no say over another member s operations that are not related to the common work of the consortium. 2.2 Funding priorities The RCNF will continue to fund both global and regional networks, but with a positive funding bias towards proposals submitted by consortia of networks, followed by proposals submitted by global networks, followed by proposals submitted by regional networks. Regional networks are encouraged to form or join a consortium for a joint application. The RCNF is likely to fund larger consortia or networks in a variety of sectors, rather than a broad selection of networks in many sectors. The RCNF will prioritize funding for networks that have a proven track record in working towards the RCNF outcomes. New and emerging networks can be recommended for funding to the extent that they fill a gap in the global HIV and AIDS response, and are submitting an application in a consortium with other global and/or regional networks with a proven track record. The RCNF will prioritize funding networks that are open, enabling coordinated action and dialogue within the network membership. The RCNF is unlikely to fund professional associations, project consortia, or groups of individuals as 'networks' if they do not fulfill these characteristics. The RCNF will not prioritize proposals by grantees of the 2012 RCNF funding round. All applications will be reviewed competitively, according to the definitions and funding priorities set by this RFP. A new application by a 2012 grantee will be weighed together with their interim reporting results, achieved during the first year of funding. Grantees of the 2012 funding round are encouraged to form or join a consortium for a joint application. 3
2.3 Floors & ceilings Regional networks can apply for a minimum of $ 100,000 and a maximum of $ 350,000 per network per year, for two years maximum. Global networks can apply for a minimum of $ 100,000 and a maximum of $ 500,000 per network per year, for two years maximum. A consortium can apply for a minimum of $ 200,000 per consortium per year, for two years maximum. As the size of different consortia may vary substantially, no fixed ceiling is set for an application by a consortium. Actual funding amounts will be dependent on the funds becoming available. 4
3. RFP 2013 Procedures Global and regional networks or consortia of networks that meet the definitions and criteria set by this RFP, are invited to apply for a grant to support core-funding and/or programmatic needs of the network for up to two years (2014/2015), the second year depending on a review of performance after one year against a results framework, and availability of funds. Deadline for the submission of a proposal is 22 July 2013 at 12:00 CET. Networks applying for core funding will be asked to put extra effort in the justification of spending in the budget & activity framework part of the application form. Where there is referral to the applicant in this RFP, it refers to the network or consortium of networks applying for funding. If the network or consortium of networks does not have a secretariat itself, the lead organization of a network or consortium is requested to apply on behalf of the network or consortium. RCNF holds the lead organization responsible for the proposal and the (financial) management, the implementation, and monitoring & evaluation of the proposed project and/or activities. 3.1 Phase 1 Publication RFP, Acknowledgment & Questions 3.1.1 Publication RFP The Request for Proposals is published on the RCNF website. The RFP will also be circulated amongst civil society networks via global networks and partners of the RCNF, with a request to share it broadly. 3.1.2 Deadline Acknowledgement Intention to submit an application No later than 17 June 2013 at 12:00 CET, each organization or consortium of organizations with the intention to submit a proposal for consideration, is requested to complete and submit the RCNF Acknowledgement Form RFP 2013 to Aids Fonds, as confirmation of the applicant s intention to submit a bona fide proposal and designate its representative to whom communications may be directed. Access the RCNF Acknowledgment Form from 15 May 2013. Please note that this acknowledgement is not a requirement to submit a proposal, however, RCNF will be able to better identify potential applicants, and communicate with them in case of changes to the RFP or clarifications to questions asked. If a new consortium submits an acknowledgement of its intention to submit an application, and the collaboration does not work out, the networks (or group of networks) involved are still allowed to submit an application without giving notice. 3.1.3 Deadline for questions & clarifications A prospective applicant requiring any clarification on technical, contractual or commercial matters may notify RCNF via e-mail at the following address: E-mail for submissions of all queries: rcnf@aidsfonds.nl Subject: Question(s) RFP 2013 Deadline for all queries: 2 July 2013 at 12:00 CET RCNF will respond in writing twice, by consolidated documents, to any request for clarification of the RFP Process application that it receives prior to 2 July 2013 at 12:00 CET. The first document will be circulated and published on the website at the end of May 2013. The second and last consolidated document will be circulated and published on the website maximum 1 week after the deadline for queries indicated above. The second document will include the questions and answers of the first document. The consolidated documents of RCNF response to all questions (including an explanation of the query but without identifying the source of enquiry) will be sent to all applicants that acknowledged an intention to submit an application by e-mail and made available to all 5
prospective applicants on the RCNF website, Request for Proposals 2013 section (LINK), at the end of May 2013 and maximum 1 week after the deadline for queries indicated above. 3.2 Phase 2 Budget & Deadline Application 3.2.1 Budget Applicants can submit a proposal for two years (2014/2015) in US dollars. Actual funding amounts will be dependent on the assessment of the application and funds becoming available. If a proposal is for two years, the PAP can, in its advice to the ISC, recommend to fund for one year only, based on the quality of that proposal. 3.2.2 Deadline application The deadline for submission of an application is 22 July 2013 at 12:00 CET. Please take note of the eligibility criteria for proposals and applicants listed below. Proposals that do not fit these criteria will not be considered eligible for further assessment, or funding. Applicants can submit only one proposal. Once a proposal is submitted, newer versions or additional information will not be taken into consideration. For RCNF 2012 Grantees: If supporting documents requested are already in possession of Aids Fonds, they will not be required, unless there are updates to be made. Access the RCNF Application Form RFP 2013 here from 21 May 2013 3.3 Phase 3 Review Procedure All proposals received before the application deadline will be checked on the eligibility criteria for proposals and applicants by Aids Fonds. Applications that do not satisfy these conditions, will not be considered eligible for further assessment by the Robert Carr civil society Networks Fund. Applicants of proposals deemed not to be eligible, will receive notice of this by Aids Fonds. 3.3.1 Eligibility criteria 3.3.1.1 Eligibility criteria for proposals Applications need to be submitted before 22 July 2013, 12:00 CET. Applications need to be submitted in English, through the online RCNF Application Form RFP 2013 provided on our website. Attachments other than the supporting documents required (see below) will not be taken into consideration. Proposals need to be accompanied by the following supporting documents: a. A copy of a registration certificate or other proof of registration b. A copy of the articles of association or bylaws c. If not already in the above, a description of the governance structure d. Strategic plan (at least one year) and overall annual budget e. The most recent annual report (narrative and financial) f. The most recent audited accounts g. Minutes or notes from last meeting of network members h. If the applicant is a consortium: A copy of the consortium s MoU. i. If the network is financially represented by another organisation; a MoU between the network/consortium and given organisation In addition to the above documentation, provided by the lead organization, proposals by consortia need to be accompanied by the supporting documents a-f for all partners of the consortium as well. If for some reason part of the requested documentation cannot be delivered, the applicant needs to provide an explanation in the corresponding field of the 6
application form. 3.3.1.2 Eligibility criteria for applicants The applicant is a non-profit global or regional network, or working in a consortium of networks, fulfilling the definitions of networks and consortia of networks listed above. Proposals will NOT be considered eligible for further assessment if: The amount applied for by a regional network is less than $ 100,000 per network per year or more than $ 350,000 per network per year The amount applied for by a global network is less than $ 100,000 per network per year or more than $ 500,000 per network per year The amount applied for by a consortium of networks is less than $ 200,000 per consortium per year. The applicant is a government organization or unit The applicant is a national network (network working in only one country). The applicant is a cross border collaboration of two national organizations. The applicant is an aggregate of projects, individuals or professional associations, unless each part of the consortium fulfills the definitions of global and regional networks and consortia of networks listed above. 3.3.2 Review by experts Once proposals are considered eligible for further assessment, two technical experts with matching expertise, (identified by Aids Fonds) will review these proposals. The reviewer will fill in a designated form. The review form is published on the website. Applicants can suggest reviewers to Aids Fonds in the application form, and also name reviewers that are not to review their applications. Independent reviewers will be required to disclose conflicts of interest (e.g. where they are associated with a grant application) to the FMA when they are approached for one or more proposal reviews. Reviewers with a conflict of interest will not be asked to review that proposal. Applicants will receive the reviews (the reviewers will be anonymous) and will be given the opportunity to address the review comments by writing a rebuttal. 3.3.2.1 Review Criteria for applicants Applicant addresses inadequately served populations. Applicant focusses on HIV and directly related issues. Applicant has strong management and leadership, capacity to carry out the proposed activities, monitor contribution to outcomes within an agreed results framework, and effectively manage the requested grant. If the applicant is a new and emerging network: Applicant is linked to established global or regional networks. 3.3.2.2 Review Criteria for proposals Overall quality of the proposal Intelligibility & conciseness in formulation of the proposal Proposal meets the funding priorities stated in this RFP Proposal includes meaningful participation and influence from ISP SMART formulation of objectives and results Intelligible alignment of objectives and results to RCNF results framework Implementation is planned realistically Expected benefits on global, regional and national levels in relation to costs Implication of strategic collaboration, building synergies and strengthening of collective impact towards achieving HIV-related goals. If the proposal is submitted by a new and emerging network: does the proposal fill a gap in the global HIV and AIDS response. 7
3.3.3 Rebuttal by applicant Applicants will receive the review forms anonymously and will be given the opportunity to address the review comments by writing a rebuttal. The reviews and the rebuttal form will be made available to the applicants no later than two weeks before the deadline of submission of the rebuttal form. The deadline for submission of the rebuttal form to Aids Fonds is 1 October 2013, 12:00 CET. 3.3.4 PAP review The PAP will receive the application, the reviews and the rebuttal from Aids Fonds. Two PAP members will be asked to assess the quality of the review reports and assess the quality of the proposal. The PAP will weigh new applications by RCNF 2012 grantees together with their interim reporting results achieved during the first year of funding. Based on the applications, reviews, rebuttal, and, in case of a new application by a RCNF 2012 grantee, the interim reporting results, the PAP will formulate a funding advice to the RCNF ISC. In addition to the review criteria, the Robert Carr civil society Networks Fund aims for a balanced portfolio, which means that proposals of comparable quality may be assessed differently in order to cover different subjects, different target groups and different regions. Partial financing may be considered. If a proposal is for two years, the PAP can, in its advice to the ISC, recommend to fund for one year only, based on the quality of that proposal. 3.4 Phase 4 Funding Decision The ISC will make a final funding decision based on the PAP s funding advice. The funding decision will be made public at World Aids Day 2013, 1 December 2013. It will be published on the RCNF website. Partial funding of proposals may be considered, depending on funding available and/or the quality of the proposal. In case of partial funding, grantees will be required to submit a new budget and work plan in December 2013. Aids Fonds will confirm implementation according to the revised budget before 15 January 2014. The start of all projects funded will be 1 January 2014. 8
5. Timeline 22 July 2013 at 12:00 CET Deadline for submitting proposals July/September 2013 Proposals reviewed by experts, anonymous reviews sent to submitting organization 1 October 2013 at 12:00 CET Deadline for rebuttal by applicant 15 November 2013 Funding advice to the ISC by the PAP, based on applications, reviews and rebuttals 1 December 2013 Funding decision made public by the ISC 1 January 2014 Start of the projects 9
6. Annex 1 Costs eligible for funding In the definition of the RCNF, costs eligible for funding include: 1. Core costs are the costs incurred by an organization in order to support and administer all projects and activities that the organization runs by securing expenses for day-to-day activities, and administrative and infrastructure costs. Typically these costs cannot be traced to a particular activity or project, rather they relate to general operations and are shared among projects and/or functions. Core costs can be placed under three categories: a) Management costs: Costs associated with governance, such as board meetings Partner engagement and consultation Salaries and fees of CEOs and direct support staff b) Strategic planning, research and development: c) Support and services: Quality assurance through M&E at organizational level Staff and board development via trainings and workshops Administrative and other direct costs Office space and related costs Materials and supplies Audits and legal advice Travel expenses Fees, insurance, and taxes If your proposal will apply for core funding, you are still required to introduce objectives and indicators that can be measured and related to a monitoring and evaluation framework that is clearly described in the proposal and is aligned with the RCNF results framework. Such objectives can for instance include capacity building. 2. Program costs are those costs that can be clearly attributed to a specific project or ongoing activity. Program costs are linked to objectives and outcomes and can be directly measured in terms of indicators and outputs. Program costs typically include, but are not : a) Implementation costs b) Management costs: Costs associated with implementation of services, information sharing or advocacy. Costs associated with campaigning, training and/or information materials Associated with coordination and planning of the program and collaboration with partners Program management and staff which can include advocacy/influence, communications or technical support staff capacity, etc and their activity related costs (travel, it, etc) c) Monitoring & Evaluation: Costs associated with monitoring progress and measuring results and impact at program level. 10