An EU funded project managed by the European Union Office in Kosovo

In partnership with Co-financed by

Enhancing Social Services for Vulnerable Groups

GUIDELINES FOR APPLICANTS

Sub Granting Authority: Save the Children International in Kosova/o (SCiK)

Project reference: 2016/383-067

Deadline for submission of the full proposal: January 30th, 2018 at 16:00

All applicants are encouraged to inform Save the Children whether they intend to submit an application for this Call for Proposals by sending an email to

socialservices-eu@savethechildren.org

by January 15th, 2018 COB.

This is not obligatory and does not affect the evaluation of the application. However, it will

enable Save the Children in Kosova/o to mobilise the necessary resources for the evaluation of the applications.

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TABLE OF CONTENTS

I. PREFACE ........................................................................................................... 3

II. ACRONYMS ....................................................................................................... 4

1. ENHANCING SOCIAL SERVICES FOR VULNERABLE GROUPS SUB GRANT SCHEME .... 5

1.1 Background ........................................................................................................... 5

1.2 Objective of the Call and priority issues ................................................................. 5

1.3 Financial Allocation ............................................................................................ 8

2. RULES FOR THIS CALL FOR PROPOSALS ................................................................ 9

2.1 Eligibility of applicants ....................................................................................... 9

2.2 Eligibility of actions .......................................................................................... 10

2.3 Non-eligible actions ......................................................................................... 11

2.4 Visibility .......................................................................................................... 11

2.5 Number of applications and grants per applicant: .............................................. 12

2.6 Eligibility of costs ............................................................................................. 12

2.7 Ineligible costs ................................................................................................. 13

3. EVALUATION AND SELECTION OF APPLICATIONS ............................................... 15

LIST OF RELEVANT DOCUMENTS AND ANNEXES .............................................................. 17

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I. PREFACE This is an open Call for Proposals and all applications will undergo the same procedure. In the first instance only the eligibility of applicants will be checked. Following a check of eligibility, the full proposal will be evaluated only for those applicants who have been pre-selected. Eligibility will be checked based on the supporting documents requested by Save the Children and submitted together with the application.

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II. ACRONYMS SBSSMVG Support for Better Social Services for the Most Vulnerable Groups CSO Civil Society Organization NGO Non-Governmental Organisation EU European Union CSW Centre for Social Work PEC The Proposals Evaluation Committee SCiK Save the Children in Kosova/o SCS Save the Children Sweden SG Sub-Grant ESSVG Enhancing Social Services for Vulnerable Groups

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1. ENHANCING SOCIAL SERVICES FOR VULNERABLE GROUPS SUB GRANT SCHEME

1. Background Save the Children in Kosovo and European Centre for Social Welfare Policy and Research are implementing the project “Support for Better Social Services for the Most Vulnerable Groups” (henceforth “the Project”) financed by the European Union and co-financed by the Swedish International Development Cooperation Agency (Sida) under contract number 2016/383-067. The project will support strengthening capacities of the institutions and organisations to provide higher quality social services. The project also aims to increase the availability, quality and sustainability of essential and expanded social services for children and persons living at risk of social exclusion. The target groups of the project are vulnerable communities, specifically children and adults in need, vulnerable and excluded persons, victims of domestic violence and trafficking, and senior citizens. Through the sub-granting scheme implemented by Save the Children in Kosovo, the Project will be financing projects aimed at increasing the delivery, availability, and quality of social services for vulnerable groups in Kosovo. Starting date of implementation: Projects are expected to start by 15th of March 2018. 2. Objective of the Call and priority issues The objective of the Call is to: 1) Contribute to the delivery of higher-quality social services to vulnerable groups, including children and persons in need, and 2) To strengthen the capacities and sustainability of organisations delivering social services to vulnerable groups in Kosovo. The sub granting scheme will support most vulnerable groups in Kosovo through provision of specific and professional social service assistance to improve their overall well-being. Actors eligible for grants under this sub-granting scheme include civil society organizations (CSOs) and non-governmental organizations (NGOs) fully engaged in and committed to the delivery of social services to the most vulnerable groups in Kosovo. Types of actions Applicant organisations should be active in the following areas:

Provision of specialized social services for excluded children and adults;

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Provision of community-based residential and/or day-care services for vulnerable groups;

Provision of home and home-based services for vulnerable children and adults in need, particularly the elderly;

Provision of services for victims of domestic violence, trafficking, and war sexual violence;

Supporting the implementation of child rights and of the rights of vulnerable communities, particularly the elderly and victims of domestic violence, trafficking, sexual exploitation;

Delivery of preventative and/or protective community-based services for vulnerable groups;

Ensuring access and referral to public and non-public social services for vulnerable groups and working to meet their physical, social, and developmental needs.

Actions designed to increase the standard of living of beneficiaries of social services in Kosovo, such as support to establish social enterprise(s) that would create opportunities for employment (registration costs, drafting business plans, procurement of equipment and/or materiel, etc.)

The following activities may be budgeted and shall not cumulatively exceed 15% of the total amount requested:

Capacity building for professional staff and the organization

Enhancement of professional capacities, such as licenses for social workers, leading to licensing by MLSW as a provider of social services

Activities linked to project visibility The present Call contains 3 Lots: Lot 1 Provision of community-based residential and day-care services Lot 2 Provision of home-based services for children and adults in need Lot 3 Provision of services for victims of domestic violence and trafficking.

Objectives

Suggested interventions - (List not exhaustive)

Community-based residential and day care services

1. Improve access to community-based residential and day-care services

2. Enhance the quality of community-based residential and day-care

Provision of counselling, exercises, psycho-social support, physiotherapeutic support, home care, nursing, self-help, peer-support, and other relevant services.

Expansion of access to services through awareness raising activities, partnerships and coordination between providers of

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services 3. Promote socialization and

well-being of beneficiaries in community-based residential and day-care centres

services for an integrated approach to service delivery for target beneficiaries

Provision of assistance and social support services to improve psychological and physical health (e.g. support groups, congregate meals, etc.) and foster independent living of target beneficiaries

Provision of community-based support for foster care families and family-based care providers for abandoned children and children without parental care

Upgrade existing facilities of social service providers to meet minimum quality standards for provision of community-based residential and day care services (i.e. procurement of equipment and/or materiel, etc).

Support CSWs in upgrading their facilities for day-care services (i.e. waiting rooms, recreational facilities, and temporary shelters).

Home and home-based services for children and adults in need

1. Improve access of children and adults in need to quality home and home-based services

2. Enhance the quality of home and home-based services

3. Improve access to quality day-care services for children and adults in street situation

4. Ensure inclusive protection of children and adults in need through adequate prevention, intervention, and referral services

Provision of family-centred and culturally sensitive and competent in-home services that support independent living and empowerment of parents and family members

Capacity building for professional staff working directly on case management and use of evidence-based interventions for children and adults in need

Provision of prevention, protection, early intervention, reunification and alternative care services for children in need

Provision of counselling, exercises, psycho-social support, physiotherapeutic support, physical therapy, logopedic therapy, ergotherapy, nursing, self-help, peer-support and other relevant services for children and adults in need

Awareness raising and support for children's right to information, access to inclusive services and protection

Services for victims of domestic violence and trafficking

1. Ensure protection of victims of domestic violence, trafficking and of war sexual violence

2. Ensure adequate

Provision of support for victim's right to information, access to free legal aid and protection

Capacity building of professionals, including police, lawyers, prosecutors and judges

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prevention, intervention, and referral services for victims of domestic violence and trafficking

3. Establish effective follow-up mechanisms for cases of domestic violence and trafficking

inter alia on victim’s rights to protection

Provision of social services for victims of domestic violence within shelters (including basic and medical assistance – i.e. food, clothes, showers, medicine, etc).

Provision of job training and career-planning assistance and trainings for survivors of domestic violence and trafficking

Capacity building and employment of targeted beneficiaries in social enterprises start-ups

Upgrade existing facilities to meet minimum standards of social services for victims of domestic violence and trafficking (i.e. procurement of equipment and/or materiel, etc).

Victim offender mediation while safeguarding the concept of restorative justice process (mediation only upon informed consent of the victim).

Sustainability All applicants must outline how they will ensure the sustainability of their proposed interventions after the end of financing by the Sub-Granting Scheme. This includes, but is not limited to details about how the applicant organization will continue to deliver benefits to the project beneficiaries for an extended period after financial support under this Scheme is completed. Applicants need to notify if the applying organization has existing agreements or will sign new agreements with municipalities and/or Centres for Social Work wherein parties agree to jointly undertake the provision of services for project beneficiaries after the end of support by this Scheme. Applicant organizations that are licensed by the MLSW as providers of social services will have priority under this Call. Organizations that currently provide social services but are in the process of licensing or will undergo licensing as part of this Call shall also be given due attention during the evaluation process.

1.3 Financial Allocations

Lot 1: Minimum 30.000 and maximum 60.000 Euros Lot 2: Minimum 30.000 and maximum 60.000 Euros Lot 3: Minimum 30.000 and maximum 60.000 Euros The total budget available for all lots is up to EUR 1,500,000 EUR. The sub-granting scheme will cover 100% of eligible costs.

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Duration: The planned duration of sub grants may not be lower than 12 months nor exceed 17 months. Location All activities must take place in Kosovo. Contract: Save the Children 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. The first pre-financing payment covering 60% of the grant amount will be made after the signature by both parties of the contract. 30% of the grant amount will be paid after 8 months’ interim report and the remaining 10% will be paid after the approval of final report delivered by the grant beneficiary. Each applicant may not submit more than one (1) application under the Call for Proposals.

5. RULES FOR THIS CALL FOR PROPOSALS

These guidelines set out the rules for the submission, selection, and implementation of activities financed under this Call. There are three sets of eligibility criteria:

1. Eligibility of Applicants (the organisation submitting an application form) 2. Eligibility of project activities/actions for which a sub grant may be awarded 3. Eligibility of costs which must be taken into account when submitting the budget

with associated costs for the proposed sub grant 2.1 Eligibility of applicants

In order to be eligible for a sub grant, the applicant must be a Civil Society Organization (CSO) or Non-Governmental Organisation (NGOs) established and acting in the territory of Kosovo. All applicants must demonstrate that they are registered and active in by presenting the following documents together with their application:

Certificate of Registration in Kosovo;

Statute of the organization;

Fiscal Number Certificate in Kosovo;

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A document issued by the Kosovo Tax Administration certifying that the organization has no pending financial obligations, such as social, health or tax obligations – issued within the Call period;

The Declaration by the Applicant (Annex VI) duly signed.

Last two years’ financial documents of the organization such as audit reports (if applicable)

Vetting Information (Annex II).

CV of the organization, signed by its legal representative, including all the past and present projects in the last two years (funding source and contacts, timeframe, region of coverage and partnerships);

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

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;

Banking 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;

Licenses issued by the respective agencies, in case the proposed action offers activities which need specific licensed experts such as psychological or other services issued within the last three months from the period the Call was launched.

Added value: It is crucial that applicants proposing to implement projects have good cooperation with Centres for Social Work and municipalities where they propose to implement activities. Applicants that have existing cooperation with Centres for Social Work and municipalities where the project will be implemented, or applicants that will clearly demonstrate how they will ensure such cooperation shall take place throughout the period of implementation, will be considered to have brought added value to their application. 2.2 Eligibility of actions

Proposed strategies of intervention should focus on delivering results and should have a strong impact on improving the lives of the target beneficiaries in a sustainable manner to:

1. Ensure that beneficiaries have improved access to quality community-based residential and day-care services

2. Improve the well-being of beneficiaries in community-based residential and day-care centres

3. Ensure that beneficiaries have greater access to quality home and home-based services

4. Support children and adults in street situation in meeting their daily needs, including access to day-care services and shelter

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5. Protect children and adults in need through adequate prevention, intervention, and referral to public and non-public services

6. Protect victims of domestic violence, trafficking, and of war sexual violence through prevention, intervention, and referral services, by simultaneously utilizing adequate case follow-up mechanisms

2.3 Non-eligible actions

The following types of actions are non-eligible: • Actions not concerned with the direct and effective delivery of social services for target

beneficiaries as outlined above; • Actions concerned only or solely with advocacy and awareness raising even if such

awareness raising is concerned with social services; • Actions that do not demonstrate a direct cost-to-benefit- ratio related to the delivery of

social services; • Actions concerned only or largely with capacity building either of project staff or

stakeholders; • One-off conferences: conferences can only be funded if 1) they are duly justified and

they fall under objectives of the Call; and 2) they form part of a wider range of activities to be implemented in the lifetime of a project. For these purposes, preparatory activities for a conference and the publication of the proceedings of a conference do not in themselves constitute such “wider activities”;

• Projects which consist entirely or in most part of preparatory works or studies; • Projects supporting individual political parties; • Core funding of the applicants or (where relevant) its partners; • Deficit funding and capital endowments; • Financial subventions to other organisations; • Purchase of land, building and offices; • Retroactive financing for projects that are already in implementation or completed; 2.4 Visibility

All selected applicants shall take all necessary steps to publicise the fact that the European Union has financed the sub grant scheme “Enhancing Social Services for Vulnerable Groups” within the project “Support for better social services for the most vulnerable groups”. Such measures shall comply with the Communication and Visibility Manual for European Union External Actions laid down and published by the European Commission, that can be found at: https://ec.europa.eu/europeaid/funding/communicationand-visibility-manual-eu-external-actions_en or with any other guidelines agreed between the European Union and the Applicant.

Applicants must comply with the objectives and priorities of the Call and must ensure maximum visibility of EU financing.

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2.5 Number of applications and grants per applicant:

The applicant may not submit more than one (1) application under this Call for Proposals. . 2.6 Eligibility of costs

Only eligible costs can be covered by a grant. Costs that are deemed to be eligible and non-eligible are indicated below. The budget presented is considered both a cost estimate and a ceiling for eligible costs. The budgeted cost should be realistic and must be oriented towards being the most cost-effective way to achieve the expected results of the proposed action. Eligible costs are actual costs incurred by the Applicants which meet all the following criteria:

a) They are incurred during the implementation of the Action:

Costs relating to services and works related to activities performed during the implementation period. Costs relating to supplies related to delivery and installation of items during the implementation period.

b) They are indicated in the estimated overall budget for the Action; c) They are necessary for the implementation of the Action; d) They are identifiable and verifiable, in particular being recorded in the accounting and

regular records and accounts of the Applicants and determined according to the accounting standards and the usual cost accounting practices applicable to the Applicants and by using an appropriate cash book;

e) Cash payment will be allowed only up to a ceiling of 85 EUR maximum. f) They comply with the requirements of applicable tax and social welfare legislation; g) They are reasonable, justified and comply with the requirements of sound financial

management, in particular regarding economy and efficiency. h) Activities for capacity development of the organisation – up to 10% of the total value

of the awarded grant amount. Eligible direct costs Pursuant to Article 2.6, the following direct costs of the Applicants shall be eligible:

a) The costs of staff assigned to the project which corresponds to actual gross salaries

including any social security costs and other remuneration-related costs; salaries and costs shall not exceed those normally borne by the Applicants;

b) Travel and subsistence costs for staff and other persons taking part in the project, provided they do not exceed those normally borne by the Applicant;

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c) Purchase costs for equipment and supplies specifically for the purposes of the projects, provided that ownership of such equipment and supplies is transferred at the end of the project to final beneficiaries when required;

d) Costs of consumables; e) Costs that derive from the direct implementation of the project such as:

dissemination of information, evaluation specific to the project (if applicable), translation, etc.;

f) Cost of service, supply, and work contacts awarded by the Applicants for the purposes of the project.

2.7 Ineligible costs

The following costs are not eligible:

a) Taxes

b) Purchase, rent or leasing of land and existing buildings;

c) Fines, financial penalties and litigation expenses;

d) Operating costs of applicant organisations (only administrative costs related to the action implementation may be eligible)

e) Second hand equipment;

f) Bank charges, costs of guarantees and similar charges.

(i) the bank charges for opening and administering the accounts, where the implementation of an operation requires a separate account or accounts to be opened;

(ii) the costs of guarantee provided by a bank or other financial institutions, to the extent that the guarantees are required by nation or community legislation;

g) Any conversion costs, charges and exchange losses associated with any of the component specific euro accounts, as well as other purely financial expenses (if applicable);

h) Contribution in kind;

i) Depreciation costs;

j) Debts and debt service charges;

k) Provisions for losses or potential future liabilities;

l) Interest owed;

m) Costs declared by the Applicants and covered by another action or work programme;

n) Credit to third parties. 2.8 How to apply and the procedures to follow Applications must be submitted in accordance with the instructions outlined in this Call for Proposals. Applications forms and other annexes are available at the following internet web site https://kosovo.savethechildren.net/sub-grants

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The applications must be submitted at Save the Children Office in Prishtina (see address below) within the deadline specified by this Call for Proposals. Applications received after the effective date and hours indicated by the Call for Proposal will be rejected. 2.9 Application forms Applicants must fulfil the eligibility criteria and the Proposals must be prepared either in English, Albanian or Serbian. Applications must contain all documents listed in Annex I: Check List Form. No additional annexes should be sent. 2.10 Where and how to send the applications Applications must be submitted using the Application form formats provided as part of this Call for Proposals. These documents shall contain ALL relevant information concerning the proposed action and no additional annexes should be sent. Any error and major inconsistency related to application instructions and to the documents required may lead to the rejection of the application. Applications must be submitted in one printed copy and all documents presented for application should be delivered in electronic form included in a CD/USB. Application documents and the CD/USB should be enclosed in an envelope where the applicant should write: (a) The reference number and the title of the call for proposal, (b) the name of the Applicant organization and (c) Project proposal title. Applications must be submitted in a sealed envelope by registered mail, private courier service or by hand-delivery (a signed and dated certificate of receipt will be given to the deliverer) at the following physical address: Save the Children in Kosovo/o Str. Gazmend Zajmi, no 01 10000 Prishtinë, Kosova/o Phone: +381 (0) 38 23 26 91 Applications sent by any other means (e.g. fax or by e-mail) or delivered to other addresses will be rejected. Applicants must verify that their application is complete using the checklist (Annex I). Incomplete applications may be rejected. 2.11 Deadline for submission of proposals

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The deadline for the submission of applications is January 30, 2018 as evidenced by the date of dispatch, the postmark or the date of the deposit slip. In the case of hand-deliveries, the deadline for receipt is at 16:00 hours Prishtina time as evidenced by the signed and dated receipt. Any Application submitted after the deadline will be rejected.

2.12 Further information about Applications The present announcement of the Call for Proposals is published on the website; https://kosovo.savethechildren.net/sub-grants and an announcement will also be published in national newspapers and shall remain open for 45 days. Moreover, information sessions in Prishtinë/Priština and Mitrovicë/Mitrovica will be held. Potential applicants will be notified in advance on the date, time and place where these sessions will be held in each city and town. Additionally, interested applicants may address questions by e-mail latest by January 9, 2018 at 16:00 for the submission of applications to the address below, indicating clearly the reference of the call for proposals:

E-mail address: <socialservices-eu@savethechildren.org>

The Save the Children International in Kosova/o has no obligation to provide clarifications to questions received after this date. Replies will be given latest by January 16, 2018 and those will be published in the website.

1. EVALUATION AND SELECTION OF APPLICATIONS All applications will be assessed according with the procedures detailed in this Call for Proposals and following the steps and criteria below: STEP 1 Opening and Administrative check STEP 2 The Technical Evaluation STEP 3 Final Evaluation, decision and notification STEP 4 Complaints and Response Mechanism (CRM) STEP 5 Negotiation and contracting stage.

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

CRITERIA Maximum Score

1. Relevance (whether the proposal is in line with the general

objective and specific objectives)

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2. Financial and operational capacities of the applicant and/or

partners – 10

3. Quality, effectiveness and feasibility of the proposed activities

(clarity of the proposal, quality of the designed program and

methodology, the extent to which the foreseen activities are

appropriate, practical and consistent with the objectives and

expected results, implementation and follow-up activities, follow

up and sustainability)

4. Community participation and awareness (promotion of public

awareness on social service delivery, community mobilization,

engagement of civil society)

30

5. Impact (tangible effects on target groups, multiplier effects,

sustainability)

10

6. Visibility of the Action (clear and coherent plan to ensure

visibility of the Action and its results)

10

7. Budget and cost-effectiveness of the action

8. This criterion evaluates the budget and the ratio between the

estimated costs of the proposed action and the real costs. In case

the action proposed foresees contributions from other donations,

it has to be clearly specified in the Application and Budget Form.

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100

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LIST OF RELEVANT DOCUMENTS AND ANNEXES All Applicants under this Call must refer to the following documents:

Guidelines for Applicants

Annexes RELEVANT ANNEXES FOR THE APPLICANTS

Annex I Check List Form

Annex II Vetting Information

Annex III Project Application Form

Annex IV Budget Format

Annex V Declaration by the Applicant

Annex VI Narrative Report Form