ADRF 2024 Funding Cycle
Overall process
Funding Cycle 2024 and Call for Proposals
Eligibility criteria
Applicants aspiring to become sub-grantees under the ADRF must meet the following eligibility criteria:
| The sub-grantee must be a current member or local partner of one of the APP National Preparedness Partnerships. | |
| Eligible sub-grantees include public sector organizations, companies, non-profits, non-governmental organizations, people’s organizations, community-based organizations, private sector entities, academic or think tank organizations and consortia or networks, operating lawfully in their country of operation. | |
| The sub-grantee must possess valid and recognized legal status in their country of operation, enabling them to enter into contractual agreements and receive funds from external sources. | |
| Proposals must be developed in a participatory manner and recommended by the National Preparedness Partnerships of APP. | |
| Proposals must be endorsed and co-signed by the chairs/co-chairs of the National Preparedness Partnerships in an accompanying cover letter. | |
| Submissions must be joint proposals by a nominated grantee, who would be the intended sub-grant recipient on behalf of the National Preparedness Partnerships (i.e., one of the constituent members of the respective National Preparedness Partnerships). | |
| The sub-grantee must demonstrate a proven track record of successfully implementing similar projects in the specified geographical areas or countries, delivering high-quality results and outcomes. | |
| Proposals must be submitted in English, follow the provided proposal template, and be submitted on or before the deadline. | |
| The sub-grantee must comply with the donor agency’s environmental and social safeguards, which aim to prevent, minimize or mitigate any adverse impacts of the project on the environment and affected communities while enhancing positive impacts. |
Geographical scope
The Asian Preparedness Partnership (APP) member countries, Cambodia, Lao PDR, Pakistan, Philippines, Nepal, and Sri Lanka are eligible for funding under this call. The proposed projects need to be piloted at the local level and may include the lowest administrative unit to showcase maximum impact.
Funding and duration
The initial funding round under the ADRF is designed as a non-competitive and closed process. Grants are available exclusively to the National Preparedness Partnerships of the APP countries and its partner organizations. Each participating country will receive approximately USD 100,000 to support proposed actions over a 12-month implementation period. Future funding allocations per country will be determined in consultation with the ADRF committee and will depend on the successful implementation of interventions, adherence to deadlines, achievement of proposed objectives, demonstrated impacts, and leveraged support showcased during the first funding cycle.
Applications must be submitted before the call deadline of 27 August 2024 electronically to app@adpc.net (email address).
Leveraging support
Applicants are encouraged to secure additional support at the proposal submission stage or during implementation to complement the ADRF funding. This additional support will underscore the commitment to sustainability.
Type of support: Financial and/or in-kind contributions.
Source of support: Various contributors.
Value of support: Estimated monetary value of the support provided by each contributor, as applicable.
Documentation: Letters of commitment, memorandums of understanding or other relevant documents confirming the support.
Type of support: Financial and/or in-kind contributions.
Source of support: Various contributors.
Value of support: Estimated monetary value of the support provided by each contributor, as applicable.
Documentation: Letters of commitment, memorandums of understanding or other relevant documents confirming the support.
Priority themes for proposals
The priority themes for the 2024 funding cycle are designed to advance the APP Phase 3 outcome, which focuses on “strengthening sub-national and local organizations for disaster preparedness through partnerships, community engagement and joint locally-led actions.” To achieve this outcome, the following key elements are emphasized:
- 1. Mobilizing local actors at the sub-national level for multi-sectoral and participatory actions.
- 2. Implementing joint and locally led disaster preparedness actions with active community engagement.
- 3. Establishing community learning mechanisms to foster participation and feedback.
- 4. Applying inclusive Gender, Equality, Disability, and Social Inclusion (GEDSI) approaches for locally-led preparedness actions.
- 5. Developing and sharing knowledge products, process documents, case studies, and more.
Timeline
** APP Secretariat of the ADPC reserves the right to modify any dates and timelines outlined under the ADRF.
Submission of applications
Download the complete application package, including templates and guidelines, by clicking the link at the bottom of this page.
The proposal application package includes the following documents, and only complete application packages will be accepted.
| Application package | Check
|
| 1. Cover letter signed by Co-chairs of the National Preparedness Partnership | ☐ |
| 2. Proposal Narrative template (FORM A) | ☐ |
| 3. Budget template (FORM B) | ☐ |
| 4. Results framework (FORM C) | ☐ |
| 5. Work plan and timeline (FORM D) | ☐ |
Note:
- Hard copy submissions will NOT be accepted.
- Proposals received after the deadline will NOT be accepted.
Vetting and due diligence
The APP secretariat will lead the vetting and due diligence process to ensure that sub-grantees are qualified and capable of implementing sub-grant activities and managing sub-grant funds. This process aims to verify the sub-grantees’ legal status, organizational structure, financial management, and technical expertise and identify potential risks or challenges that may affect sub-grant performance or compliance.
The due diligence process will be waived if the sub-grantee has completed the process with the APP Secretariat within the preceding three years* from the proposal submission date.
(Note: *Any new sub-grantee not previously contracted by ADPC must undertake the applicable due diligence process.)
Review and Selection process
Screening by the APP Secretariat
The APP secretariat will initially screen all proposals to ensure they meet the eligibility requirements. Any unmet criteria will be communicated to the applicants. At its discretion, the APP Secretariat may provide technical support and guidance to proponents to help them comply with the eligibility requirements. All eligible proposals will be submitted to the ADRF Committee for review by a specified date.
Review by the ADRF Committee
The ADRF Committee members will perform a technical and financial review of all submitted proposals based on the agreed criteria and scoring system. The APP Secretariat will consolidate the committee’s recommendations for revisions and communicate them to the relevant applicants.
Pitching of the proposals
Applicants will be invited to pitch the relevant proposals to the ADRF Committee, presenting the overall approach to seek approval for funding support.
Criteria for review and selection
The following criteria, based on the principles, approaches, and cross-cutting themes matrix, are suggested for reviewing and recommending proposals for funding under the ADRF.
| Key criteria | Percentage
|
| Demonstration of community led actions and support to localization practices and approaches | 30 |
| Programming with impact and learning | 20 |
| Inclusivity | 10 |
| Multi-stakeholder cooperation, partnerships and engagement | 10 |
| Sustainability | 15 |
| Sustainability | 15 |
| Innovation | 5 |
Revision and re-submission of proposals
The ADRF committee may conduct a technical review of submitted proposals and recommend necessary improvements. Applicants may be allowed to revise their proposals based on the feedback and submit their revisions by a specified date.
Announcement of results, induction and contracting process
The outcome of the review process will be communicated and announced on the specified date mentioned in the call for proposals. The APP Secretariat may also make public announcements using online platforms and social media accounts. Pre-award meetings will be conducted to discuss donor policies and restrictions, grant conditions, follow-up areas from the due diligence process, and reporting schedules.
Implementation
Awards and Sub-Grant agreement
After completing the due diligence review, to commence project implementation, the APP Secretariat will issue a sub-grant agreement under the ADRF. This legal document outlines the terms of work agreed upon by both parties and includes provisions ensuring compliance with ADPC policies and regulations.
The sub-grant agreement will include standard provisions such as fund usage, title rights, prohibited activities, publicity, record keeping, amendments, termination of the agreement, notices and approvals, legal entity and authority, compliance with relevant laws, required documentation, reliance, insurance, dispute resolution, among others. It will also include the specific terms of reference, the scope of work and deliverables, funding coverage period, reporting schedule, budget, payment procedures, and close-out procedures.
Payments and financial management
Sub-grants will be administered through contracts or agreements in US Dollars, typically distributed in installments aligned with milestone achievements as per ADPC sub-grant management policies. Sub-grantees must ensure sound and accountable fund management per the approved budget. They must submit timely financial reports and supporting documentation as specified in the sub-grant agreement to the APP Secretariat, which will also share and report these to the NPP.
Amendments and changes to the Sub-Grant Agreement
Sub-grantees must submit any amendment requests in writing to the APP Secretariat. Agreed and approved amendments will be communicated to the sub-grantee and an addendum to the agreement will be signed by both parties.
Sub-Grant monitoring at country level
National Preparedness Partnerships will collaborate with sub-grantees in project implementation and monitoring. This may involve site visits, reviewing and endorsing sub-grantees’ reports, and facilitating quarterly review meetings.
Accountability and reporting mechanism
Sub-grantees must submit regular progress and financial reports to the NPP and APP Secretariat, highlighting key accomplishments, challenges and lessons learned. The reporting frequency will be specified in the agreement.
The APP Secretariat and NPPs may schedule monitoring visits and learning exchanges as necessary. Learning reviews will be organized to consolidate feedback and recommendations for improving the ADRF as a grant-making facility.
Sub-Grant closure
Sub-grant closure ensures that all terms and conditions reflected in the sub-award contract have been fulfilled by the sub-awardee, including any necessary reimbursements or refunds. The close-out procedure includes the following steps:
- Submit and accept the final narrative and financial report to the APP Secretariat.
- Reimburse any allowable, allocable and reasonable costs under the grant being closed out, for which reimbursement has not yet been previously provided.
- Refund any balance or unobligated or unencumbered cash advanced or paid by the fund that is not authorized in writing by the APP Secretariat.
- The sub-grantee should account for any property received or acquired using funds from the fund.
- If a final audit has not yet been performed before the grant close-out, the fund retains the right to recover an appropriate amount, considering the final audit recommendations.
With the cash advance and any required progress or final reports, the sub-grantee must report the amount of any interest or other income generated under the action.
Guidelines for Funding Cycle 2024
To refer the guidelines to apply for the ADRF Funding Cycle 2024, click the link below.
Contact information and inquiries
Any questions about the application process that are not covered in the guidelines can be sent via email to app@adpc.net before 10 August 2024.