Request for Applications: Grants for Urgent Projects (Urgent Response Fund)

Request for submitting project proposals

By funding urgent projects through the Urgent Response Fund, the Institute for Youth Development KULT (Institute) empowers non-governmental organizations in Bosnia and Herzegovina to facilitate positive change, improve the position of young people, and strengthen the youth sector. The Urgent Response Fund is intended for non-governmental organizations that operate in BiH, represent and/or promote the interests of young people and strengthen the youth sector through initiatives, projects and activities.

The Urgent Response Fund offers quick and straightforward support for direct and urgent interventions aimed at improving the lives of young people in BiH.  Such interventions can be aimed at the implementation of existing youth legislation, support for youth participation in society and decision-making processes, support for activism, organizational capacity building and general support for youth development. The Institute invites non-governmental organizations registered in Bosnia and Herzegovina (foundations and associations founded under laws on foundations and associations in BiH) to submit their project proposals for the Urgent Response Fund.

RFA focus areas

The project proposals submitted in response to this RFA should include concrete solutions aimed at creating better conditions for young people in Bosnia and Herzegovina. The purpose of the Urgent Response Fund is to finance or co-finance already existing or new initiatives, projects and activities aimed at building and strengthening the youth sector in BiH in the following areas:

Focus area 1: Cooperation with the BiH government and advocacy for improving the position of young people

• The establishment and implementation of mechanisms prescribed by youth-related laws.
• Involvement of young people in decision-making processes
• Establishment, development and improvement of institutional mechanisms aimed at improving the status of young people

Focus area 2: Youth work

• Empowering young people to initiate and/or participate in social change
• Encouraging young people to initiate and implement initiatives
• Working with marginalized youth

Focus area 3: Strengthening the youth sector in Bosnia and Herzegovina

• Strengthening and recognition of the youth sector
• Encouraging youth organizing

Note: regardless of the primary area, organizations are expected to cooperate with other stakeholders, such as government representatives, the community and other organizations that work on youth issues.

Organizations are particularly encouraged to include advocacy initiatives aimed at local-level decision-makers in their project proposals. Advocacy is a fundamental and long-term process in a democratic society aimed at influencing decision-makers to change political decisions. Its goals are to achieve social objectives, protect rights, and improve the quality of life for the entire society or specific groups. In this process, advocates use various strategies such as lobbying, activism, initiatives, public opinion campaigns, writing letters, and holding meetings with decision-makers. Advocacy is the use of a formal process that brings about “official change” that is more long-lasting; therefore, it is important to learn about the decision-making process that you want to influence.

Advocacy initiatives can be proposed in each of the 3 areas of the RFA, and can additionally include advocacy activities aimed at:

1. implementing specific measures, guidelines, expert recommendations, conclusions, methods, and tools aimed at enhancing the status of young people. These should be derived from relevant international or local reports addressing the status of youth in Bosnia and Herzegovina;
2. improving the position of marginalized youth.

The Institute particularly encourages activities and initiatives involving youth from marginalized groups and rural areas, as well as promoting women’s empowerment and gender equality. This includes projects targeting young people with mental or physical disabilities, those who are not in education, employment, or training (NEET), members of the LGBTI community, young people without parental care, disadvantaged and vulnerable young women, and other vulnerable youth. Organizations working on these issues are encouraged to submit their project proposals under this RFA.

The applicant will specify the primary area addressed in their project proposal in the application. If the project proposal does not fall within the mentioned areas but still focuses on strengthening the youth sector in Bosnia and Herzegovina, applicants are welcome to define additional areas that support the development of the youth sector and young people in BiH.

Technical information

The full text of the RFA and all the necessary forms are available on the online grant management platform APPLY, which can be accessed here: https://s.mladi.org/UF

Applicants are required to submit their project proposal online, with all the required attachments, after registering as an organization on the online grant management platform APPLY. The application will require applicants to provide information about their organization and the component they are applying for. Once this step is completed, applicants will receive an automated confirmation email.  Project proposals that are not submitted in the manner described above will not be taken into consideration.

All potential applicants should register on the online grant management platform APPLY as soon as possible, so they can learn about the conditions and technical aspects of the application by clicking here: https://s.mladi.org/UF. We ask applicants to bookmark this link if they intend to apply for this or any future RFA from the Institute. Detailed instructions on the registration process are available here: https://kult.smapply.io/res/p/tehnicke-instrukcije/.

After registering on the APPLY platform, the applicant should upload a certificate of tax registration (ID number) as soon as possible, along with proof of registration as a legal entity, i.e. extract from the register no older than one year. All necessary documents are uploaded through the APPLY profile of your organization (or by clicking directly on the link: https://kult.smapply.io/acc/app/#eligibility) by filling in the  Eligibility a form that can be amended at any time.

Applicants who are already registered on the APPLY platform can get more information by clicking on the button Pages in the upper right corner. To access the progress of an ongoing application, start by clicking on the name of the organization’s administrator located in the upper left corner of the APPLY dashboard. Then, select the name of the organization/applicant.

For more information and detailed instructions on how to complete all steps the steps in the registration and application process on the APPLY online platform, please see our YouTube playlist: https://s.mladi.org/KULT-APPLY

We kindly ask that applicants read the RFA carefully before beginning the application process or submitting their application.

General guidelines for applicants

Non-governmental organizations registered in Bosnia and Herzegovina are eligible to apply to the RFA (associations and foundations established according to the laws on associations and foundations in Bosnia and Herzegovina).

The following are ineligible: informal groups, public institutions, government institutions, companies, religious organizations, political entities and international non-governmental organizations without a representative office registered in Bosnia and Herzegovina in accordance with the relevant laws on associations and foundations in BiH.

The RFA remains open until August 31, 2024 or until available funds are disbursed.

All project activities must be implemented in Bosnia and Herzegovina. The application and accompanying documentation must be written in one of the official languages and scripts of Bosnia and Herzegovina. Applications must be completed online.

Project proposals can request the full or partial amount of funding required to implement the proposed project.

Grants supported through the Urgent Response Fund cannot extend beyond nine (9) months, i.e., they may last from the moment of approval until no later than February 28, 2025.

The maximum amount of requested funds cannot exceed 8,000.00 BAM. The maximum amount for purchasing equipment and other fixed assets that the organization intends to keep in its ownership cannot exceed 25% of the requested amount.

All questions regarding this RFA must be submitted exclusively via email to: prijava@mladi.org (subject: 21.04.3- N2.7-631, Urgentni fond upit).

Incomplete applications, applications that are not submitted in the specified manner, or applications in forms other than the prescribed one will not be considered. Application status notifications will be sent through the APPLY platform.

Criteria

The review of the project proposal for the Urgent Response Fund includes the following criteria:

Pre-qualifying criteria

• the maximum amount of requested funds does not exceed BAM 8,000.00;
• the cost of purchased equipment and other fixed assets that the organization intends to retain ownership of does not exceed 25% of the requested amount;
• the applicant is a non-governmental organization registered in Bosnia and Herzegovina (at any administrative level) in accordance with the applicable laws on associations and foundations;
• all the documentation listed as mandatory in the RFA has been submitted, and the  Eligibility form has been filled out;
• the applicant submitted the project budget using the OBR-GRB form;
• the applicant has submitted a completed Checklist to ensure that project activities comply with environmental protection requirements.

Scoring criteria

• the project idea aligns with the RFA criteria; it is clear and easy to understand;
• young people are one of the main target groups for activities carried out by the organization;
• the project includes an advocacy initiative in the organization’s area of expertise and in its local community/project locations;
• the goals are specific, measurable, and realistic and can be achieved during the lifecycle or the project or shortly after its completion;
• the applicant shows a responsible approach and methodology for working with young people and other beneficiaries and partners;
• the proposed methodology effectively achieves the desired results, provides specific details, and offers a clear picture of the intervention/project.
• the organization possesses the necessary capacity and structure to implement the project;
• the project results, along with their associated indicators, contribute to achieving project goals. They are specific and measurable, with a clearly defined target group and quantifiable numbers.
• clearly defined tools for monitoring and evaluating the project that can be used to assess performance;
• The budget is indicative of a good return on investment (funds invested – results);
• project activities are aligned with costs, and costs are clearly explained in the narrative part of the budget;
• applicants are encouraged to provide co-financing, either in-kind or monetary;
• the project proposal does not rely solely on the creation and distribution of promotional and advocacy material or the organization of seminars, workshops, panels, and trainings and seeks to minimize unnecessary costs;
• potential risks in the implementation of the project are recognized, and mitigating measures are provided;
• the project proposal promotes the sustainability of achieved project goals and outcomes;
• the proposed project builds upon the successes of current and past interventions for young people in Bosnia and Herzegovina, ensuring it is not a repetition of completed projects. It incorporates innovation and adopts best practices and lessons learned.

Evaluation

After the commission evaluates the received proposals, all applicants will be informed about the outcome of the evaluation of the project proposals via the APPLY online platform. Applicants whose project proposals receive positive evaluations proceed to the negoiation phase.

During the negotiation phase, the evaluation committee and the applicant will collaborate to finalize the project proposal, particularly focusing on aspects related to deliveries, monitoring, and project evaluation. The evaluation committee reserves the right to request additional clarifications and documents regarding the project proposal to facilitate the development of proposed measures and activities.

Notification of a positive evaluation of a project proposal does not necessarily mean that a contract will be signed or that the project proposal will be funded. The signing of the grant award agreement establishes the framework for mutual cooperation and outlines the rights and obligations of both contracting parties.

Grant award conditions

Applicants may (but do not have to) have a project partner. The partnership statement, i.e. letters of support are submitted in a separate step as “Additional documentation” along with the project proposal.

Organizations that are shortlisted must consent to a simplified pre-award audit, which will be conducted by the Institute. The audit involves assessing the maturity and ability of the organization to be a successful beneficiary by reviewing the relevant documentation indicative of the organization’s operations. Partner organizations do not need to undergo a simplified pre-award audit.

A simplified pre-award audit is conducted prior to contract signing and is a prerequisite for entering into a contract agreement with the Institute. If the applicant fails to meet the deadlines for submitting the application or deadlines related to the pre-award audit, the application will be rejected.

Only organizations whose project proposals receive the highest ratings and successfully pass the simplified pre-award audit will be eligible to receive the grant.

The Institute undertakes to use all collected data and documentation submitted as part of the application to the RFA exclusively for processing the grant award.

During the implementation of the project, the applicant will be responsible for managing both the substantive and financial aspects of the project. This includes narrative and financial reporting, as well as submitting monitoring data and internal evaluation results to the Institute.

The Institute reserves the right not to allocate all the available funds provided for in this RFA and is under no obligation to explain its decision to applicants indvidually.

You can download the RFA document HERE.