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First Call for Proposals
THE COMMUNITY DISASTER RISK REDUCTION FUND – FIRST CALL FOR PROPOSALS
The Call for Proposals (CFP1):
The Community Disaster Risk Reduction Fund invites eligible organisations1 to submit applications for
grants to reduce levels of natural hazard risk to vulnerable populations at the community-level through the
implementation of natural hazard risk reduction and/or climate change adaptation demonstration projects.
Communities throughout the Caribbean are affected by extreme weather events such as wind
storms, droughts, hurricanes, heavy rains, and heat waves, and droughts. These events affect
communities in many ways. They destroy crops, damage homes and community infrastructure; disrupt
livelihoods, and cause job losses, sickness, injury, and death. They damage roads, and disrupt access to
work, schools, healthcare, and emergency services. Women, men, girls and boys must divert their
attention and energy from their normal daily routines to focus on survival and recovery. Climate change is
predicted to affect the intensity, frequency, duration, timing, and location of these extreme events.
In order to help communities to prepare for and cope with negative impacts of natural hazards and
extreme climatic events the Caribbean Development Bank (CDB) has established the Community
Disaster Risk Reduction Fund (CDRRF) with joint grant financing from the Canadian Department of
Foreign Affairs, Trade and Development (USD20 million (mn)) and the United Kingdom’s Department
for International Development (USD3.5 mn).
The purpose of the Trust Fund is to support environmentally sustainable, gender sensitive, communitylevel disaster risk reduction (DRR) and climate change adaptation (CCA) initiatives across the eligible
CDB Borrowing Member Countries2 (BMCs).
The goal of the CDRRF is to improve community-level security of vulnerable women, men, and children
across the Caribbean region in the face of natural disasters and climate change.
The CDRRF is a “responsive” grant-giving mechanism. This means that the CDRRF is designed to:
(a)
respond to a community’s natural hazard risk problem or set of problems. The applying
community tells the CDRRF what the natural hazard risk problem is and how best to address the
problem, not the other way around.
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Eligible organisations include, but are not limited to, non-governmental organisations (NGOs) and community based organisations (CBOs), as
well as regional and national research institutions, service clubs, religious organisations, farmer and fisher cooperatives, and local government
agencies.
2
The CDB Borrowing Member Countries (BMCs) that are eligible to participate in the CDRR Fund are: Anguilla, Antigua and Barbuda, The
Bahamas, Barbados, Belize, British Virgin Islands, Cayman Islands, Dominica, Grenada, Guyana, Jamaica, Montserrat, St. Kitts and Nevis, St.
Lucia, St. Vincent and the Grenadines, Trinidad and Tobago, and the Turks and Caicos islands.
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(b)
respond to DRR/CCA needs identified by the community in a way that brings about a set of
expected results that relate to that DRR/CCA problem i.e. a measurable reduction the level
natural hazard risk and/or climate change risk to which a community is exposed.
(c)
respond in an equitable way that benefits women, men, children, the elderly, and differently
abled.
(d)
respond in a way that considers livelihoods and their sustainability.
The CDRRF is a “competitive” grant-giving mechanism. Proposed projects will be assessed on their
merit against the standard criteria. The CDRRF will give priority to projects that:
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represent creative, innovative, sustainable efforts to address emerging or existing natural hazard
or climate change risks;
are community-based, participatory and collaborative nature, having been developed with the full
participation of the women, men, youth and children of the beneficiary community or
communities;
are gender responsive and environmentally sustainable;
targets resilience building for low-income, rural, or marginalised communities;
reduces livelihoods vulnerabilities and enhances livelihoods resilience;
encourage self-help, proactive projects, that employ local and traditional knowledge and effort to
reduce or prevention natural hazard and/or climate risks;
can obtain the necessary additional resources to sustain the project’s DRR/CCA benefits;
encourages in-kind contributions from lead/fiduciary organisations and beneficiaries
communities, and/or matching funds from other donors; and
yields measurable community DRR/CCA benefits for the resources invested while serving a
broad segment of the community.
The CDRRF will generally not consider the following:
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requests in excess of USD650,000;
annual fund-raising drives;
services which are commonly recognised as government or school obligations (however the
foundation does consider applications from schools for pilot projects and innovative
programmes);
endowments, loans, taxes or debt reduction;
conference speakers, fieldtrips, travel or tours, for individuals or groups; and
religious programmes that advocate specific religious doctrines or do not serve the broader
community.
Once approved the responsive interventions are undertaken in specific locations (the target community or
communities) for a specific time period (one to two years).
Please Note the Following:
This is not a procurement process and does not constitute a contract, a promise to contract, or a
commitment of any kind on the part of the CDRRF or CDB. Applications will be assessed on their merit
and their relevance to the plans, priorities, and budgetary considerations of the CDRRF. Successful
applications will receive funding from the CDRRF in the form of a grant or contribution, the terms and
conditions of which will be set out in a separate funding agreement.
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Applicants should be aware that information in their applications may be posted to an online CDRRF
database for the purposes of accountability and transparency.
APPLICATION PROCESS AND SCHEDULE:
There are three phases to the CDRRF application process. The three phase approach is intended to ensure
that, only eligible applicants with competitive project concepts are asked to invest the time, effort, and
resources necessary to complete a full Project Application Document (PAD).
Phase 1: Concept Note
Complete the Concept Note (Appendix 1) and submit the completed document to the CDRRF Project
Management Unit (PMU). The completed Concept Note can be submitted to the CDRRF PMU at any
time between July 12-31, 2013. The PMU will attempt to confirm applicant and project status (eligible or
ineligible) within three days of receiving the completed Concept Note. The PMU will also take the
opportunity to provide eligible applicants/projects with feedback and suggestions for the Phase 2
completion of the Application Form (AF).
Application Application
Phase
Document
1
2
3
Purpose
CDRRF Response
Latest
Submission
Deadlines
(2013)
Concept Note Screening
to PMU confirmation of Jul 31
(CN)
confirm
applicant/project status.
eligibility
of
applicant and PMU feedback and
project idea.
guidance to eligible
applicants on the CN
and the preparation of
the AF.
AF
Project
PMU feedback and Aug 30
identification
guidance on the AF and
and
the preparation of the
strengthening
PAD.
PAD
Appraisal
Project
Technical Sept 30
Review
Committee
(PTRC) and Steering
Committee
(SC)
appraisal.
PMU
feedback and guidance.
Length of
Submission
Period
2 weeks
4 weeks
4 weeks
Phase 2: Application Form
The objective of the AF is to help the applicant to identify, organise, and share in brief, the information
essential to the preparation of a competitive proposal. At this stage of the application process, as long as
you are able to provide the necessary information, your responses can be short, clear and concise; one
sentence, a word, or a number, where appropriate.
The PMU will have already provided you with feedback on the Concept Note that will help you with the
preparation of the AF.
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The information that you provide in the AF helps the PMU to determine whether the applying
organisation(s) is developing a competitive project proposal. Each proposal submitted to the CDRRF will
be evaluated by the CDRRF’s PTRC and SC against a fixed set of criteria (Appendix 2).
The information that you provide in the AF helps the PMU to make sure that your proposed project is on
the right track in terms of criteria such as; community participation, gender sensitivity, the generation of
measurable DRR/CCA benefits for the community, and the sustainability of DRR/CCA benefits. In this
phase of the application process this information does not have to be presented in great detail; but we do
need to see that your organisation has given some thought, or taken action, to ensure that each of the key
criteria will be addressed in the full proposal (the PAD ).
Phase 3: Project Approval Document
The information that you provide in the AF, along with the feedback and guidance provided by the PMU,
will prepare you to complete the Project Application Document. By this stage you will know that you
have submitted a competitive project idea and that the project design and participatory processes appear
to be satisfactory. As with the CN and AF, the PMU will be available to answer questions and provide
guidance to applicants throughout the PAD preparation phase.
The PAD is the detailed proposal that the CDRRF’s PTRC and SC will review and evaluate on a
competitive basis with PADs from other applicants.
If the applicant community and/or organisation feels that it does not have the experience or skills to
complete a PAD to a standard that will allow it to compete with the submissions from other applicants,
complete and submit the PAD to the best of your ability. In your cover message to the PAD advise the
PMU of your concerns regarding capacity. The CDRRF PMU will attempt to identify a partner
organisation to assist with proposal development and, if needed, the implementation of the project.
An applicant organisation may request a Project Development Grant when submitting a completed PAD,
if the services of a technical professional are required to provide information or technical specifications to
complete the design of the proposed project (See Project Development Assistance subsection at the top of
page 6). If approved, the requested project development assistance will be contracted by the PMU.
Eligible Organisations:
A wide range of organisations are eligible to apply for project grants to implement community-level DRR
or CCA projects. Eligible organisations include, but are not limited to, non-governmental organisations
(NGOs) and community based organisations (CBOs), as well as regional and national research
institutions, service clubs, religious organisations, farmer and fisher cooperatives, and local government
agencies. Eligible organisations must be registered and based in CDB BMCs that are participating in the
CDRR Fund
Eligible Countries:
The CDB BMCs that are eligible to participate in the CDRR Fund are: Anguilla, Antigua and Barbuda,
The Bahamas, Barbados, Belize, British Virgin Islands, Cayman Islands, Dominica, Grenada, Guyana,
Jamaica, Montserrat, St. Kitts and Nevis, St. Lucia, St. Vincent and the Grenadines, Trinidad and Tobago,
and the Turks and Caicos islands.
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Eligible Projects:
Eligible DRR and CCA projects must be designed with, and for, the women, men, and children of the
target or beneficiary community or communities. The project must be designed to address the priority
needs DRR/CCA identified by the beneficiary community.
All projects must clearly indicate how they will bring about a measurable reduction in natural hazard
and/or climate change risk, while taking into account the different DRR/CCA needs of women, men,
children, the elderly, and the differently abled.
Priority will be given to projects that target low income, and/or rural, and/or marginalised communities in
high natural hazard risk areas or areas vulnerable to climate change.
The criteria that will be used to review and evaluate project applications are listed in Appendix 2.
Because the CDRRF is a responsive grant-giving mechanism, the applicant organisation/beneficiary
community will decide on the type of DRR and/or CCA project intervention that will be most effective in
meeting the needs of the beneficiary community or communities. For the purposes of information and
guidance only, a small number of indicative DRR and CCA projects have been listed in Appendix 3.
Project Duration:
The CDRRF will approve projects of up to two years duration. Projects of longer duration will be
considered on a case by case basis.
Cost-sharing:
The cost of the proposed project will be supported in part, by the applicant/beneficiaries. The CDRRF
will contribute only part of the cost of carrying out projects that applicants propose. Applicants
(beneficiaries and project partners) will contribute to the project through in-kind contributions (labour,
administrative support, office space, etc.) or financially. The total contribution should value
approximately 6% of the total value of the project.
Project Grants:
Project proposals that are successful in the appraisal competition will be eligible to receive grant support
of between USD400,000 and USD650,000. Priority will be given to proposals for community-based
DRR or CCA projects that address livelihoods needs, and that are developed jointly with, by, and for, the
men, women, boys and girls of poor, rural, and/or agricultural communities. Project proposals must
clearly describe how the proposed project will bring about measurable reductions in disaster and climate
risk for the targeted local communities.
Successfully completed DRR/CCA projects will serve as demonstration-projects for vulnerable
communities around the Caribbean. The CDRR Fund will produce a case study on each completed
DRR/CCA project so that the lessons, best-practices, experiences, and DRR/CCA methods can be shared
with communities and other stakeholders in the region, and internationally.
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Project Development Assistance:
A small grant of no more USD25,000 may be conditionally provided to successfully screen and approve
applicant organisations to assist with detailed technical assistance for sub-project preparation for
financing support, appraisal.
Submitting Application Documents:
Application documents can be submitted by e-mail or by regular post. Where applicant do not have
internet access to submit application documents by email, to facilitate the time constraints imposed by the
use of regular mail, special consideration will be given to the adjustment of application deadlines on a
case by case basis. Adjustments will take into account the time elapsed between the post-marked date and
the arrival date at the CDRFF PMU.
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Email:
Application documents submitted via e-mail should be submitted to the Project Manager
[email protected]. The subject line of the e-message must contain the words
“CDRRF First Call for Proposals” and the name of the applicant organisation.
Email Address: [email protected]
Subject: CDRRF First Call for Proposals – NAME OF APPLICANT ORGANISATION.
The body of the e-message shall contain the name of the applicant organisation, the name or
names of the beneficiary communities, and the purpose of the project.
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Regular Mail:
Application documents submitted by regular mail should be addressed as follows:
First Call for Proposals
Project Manager, CDRR Fund
Caribbean Development Bank
P.O. Box 408, Wildey
St. Michael
Barbados, BB11000
Application documents and information on applying to the CDRRF can also be accessed on the CDRRF’s
webpage at http://www.caribank.org/programmes/CDRRF.
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APPENDIX 1
CDRRF CONCEPT NOTE TEMPLATE
COMMUNITY DISASTER RISK REDUCTION (CDRR) FUND
Concept Note
Communities throughout the Caribbean are affected by extreme weather (storms, hurricanes, heavy rains
or too little rain). The resulting landslides, floods, droughts, storm surges, and wind storms destroy
property, damage and destroy crops and livestock, and injury and kill people. Everyday life in
communities is infrastructure is damaged, and jobs and livelihoods are put at risk.
This Concept Note is a quick way for you to let us know how natural hazards and extreme weather events
have affected your community and what you plan to do to reduce disaster risk in your community.
Tell us about your organisation and about the natural hazard or climate problem that is affecting your
community. We would also like to know:
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“… about your community?”
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“… do you have experience managing projects? Have these projects involved the natural
environment or disaster risk reduction?”
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“ .. do you need assistance preparing the project proposal?”
“We are not only looking for communities to implement DRR and CCA projects, we are looking for
partners to work with these communities.”
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“If your community needs help to develop a project proposal or managing we will match you with a
regional or national partner who will implement the project WITH you, not FOR you.”
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“Your organisation might be small but you won’t be alone in developing proposals.”
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“...we have a lot of support to help you with your DRR/CCA idea.”
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“...we can help you find the partner you need.”
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Basic Project Information:
1) The name of your community or organisation:
2) Mailing Address:
3) Contact Person(s)
4) Telephone Number and Email Address:
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Telephone:
Cell:
Email:
5) The name of the district, village, parish, or special-needs group that will benefit from your
project:
6) Project name:
7) Describe the disaster or climate change problem that is affecting your community.
Tell us in your own words how disasters affect your community. We would like to know:
 What type of disaster or climate hazard is affecting your community?
 How often is your community affected?
 Who are the people in your community that are affected? Does the same disaster or climate
hazard affect different groups in your community in different way? (e.g. men, women, the
elderly, children, girls, boys, the disabled)
 What types of damage, loss, injury, or dislocation have the members of the community
experienced in the past?
8) Describe your project and tell us how it will reduce the damage caused by natural hazards
and/or extreme weather.
9) What is the overall goal of your project:
10) What is the most important change that your project will bring to your community when it is
completed?
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11) PROJECT PREPARATION: What will you do to gather the necessary information to design and
manage this project? What will you do to involve the members of your community in the design and
planning of the project?
12) PROJECT IMPLEMENTATION: List the main activities that your project will complete in the
order that they will be started.
13) What types of help or training will your organisation need to design your project or prepare the
project proposal?
14) Will members of the community need training or new skills to manage or participate in the
proposed project?
15) Comments: Is there anything that you would like us to know that hasn’t been covered in your
answers above?
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Appendix 2
CDRRF PROJECT ELIGIBILITY CRITERIA
PROJECT ELIGIBILITY CRITERIA: The proposed project …
1. Will not include costs that have been incurred prior to the signing of a contractual (partnership)
agreement.
2. Has been developed with the full participation of the men, women, and youths of the target
community/communities.
3. Provides for the participation of men and women in the community in the planning, implementation,
monitoring and evaluation of the project.
4. Addresses the priority natural hazard risk reduction need(s) identified by the men, women, and youths of
the target community/communities.
5. Targets resiliency building for low-income and/or rural and/or marginalised communities in high natural
hazard risk areas or areas vulnerable to climate change.
6. Clearly indicates how the levels of disaster and/or climate change risk in the target community/
communities will be reduced.
7. Reduces livelihood vulnerabilities and enhances livelihoods resilience.
8. Includes skills development components for community members.
9. Includes awareness development components for community members.
10. Has the potential to improve local practices for natural disaster mitigation and/or climate risk reduction.
11. Has a high potential to contribute to new and needed regional skills and capacities for enhancing
community resilience to climate change and natural hazard risk.
12. Has a high potential to contribute new and needed/demanded knowledge for enhancing community
resilience to climate change and natural hazard risks.
13. Has a high potential to generate new and needed knowledge in a format that can be readily and
strategically disseminated to key regional target audiences.
14. Is based on a detailed budget with costs in proportion to benefits.
15. Includes in-kind and/or financial contributions to the project budget by the proponent organisation and
members of the beneficiary community.
16. Contains a detailed work plan.
17. Contains a procurement plan
18. Identifies all of the major potential risks to the successful completion of the project and proposes measures
to minimise or eliminate the risks.
19. Specifies the roles, responsibilities, qualifications, and quantified time commitments for each member of
the project team with a supporting assignment schedule.
20. Provides a clear justification for overhead costs included in the budget, which will not exceeding 12% of
the amount being requested.
21. Require Project Development Assistance to complete the appraisal process.
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Appendix 3
EXAMPLES OF DISASTER RISK REDUCTION AND CLIMATE CHANGE
ADAPTATION PROJECT INTERVENTIONS
1.
Examples of Disaster Risk Reduction interventions that can reduce a community’s
vulnerability to natural hazards include but are not limited to:
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Flood early warning systems.
Retaining-walls and check dams.
Foot-bridges across gullies and rivers.
Retrofitting public shelters to serve the special needs of girls, women, the elderly and the
disabled.
Ecosystem restoration.
Shelters and haul out facilities for fishing boats.
Storm resilient greenhouses.
Rainwater harvesting and storage.
Shelter in place for the elderly and differently abled.
Public shelter retrofits to enhance safety and security for women, girls, the sick, the elderly
and differently abled.
Examples of Climate Change Adaptation interventions that can reduce a community’s
vulnerability to projected future climate conditions include but are not limited to:
Sea-level Rise:
 Coastal protection e.g. seawall and breakwater construction.
 Enhance preservation of natural sea-defences (mangroves) through ecosystem restoration and
protection.
 Reduce human stresses on reef systems e.g. sewage and drainage pollution.
 Prohibit activities that destroy natural coast protection systems e.g. sand mining, mangrove
cutting or filling.
 Adjust and enforce setbacks.
Water Resources:
 Watershed restoration and management.
 Water conservation.
 Recycling of grey water.
 Water harvesting and storage.
 Aquifer recharge.
 Rainwater harvesting and storage with drip irrigation in agriculture.
Agriculture:
 Drought or heat resistant crops.
 Employ “dry-land farming” techniques.
 Hazard (storm, flood, drought) resilient seedling production and stockpiling facilities for replanting.
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