Frequently asked questions – Call for proposals: Support for Child and Youth Protection Initiatives in the Democratic Republic of Congo (DRC)

This page serves to answer the questions that Foreign Affairs, Trade and Development Canada (DFATD) is most frequently asked that apply to the call for proposals for the Democratic Republic of Congo (DRC) program: Support for Child and Youth Protection Initiatives in the DRC. The Department will not answer detailed questions about individual proposals or situations.

Questions related to the call "Support for Child and Youth Protection Initiatives in the DRC" must be emailed to the following address: mailto:protection.rdc-drc@international.gc.ca. Answers to the questions will be posted on this page.

Please note that DFATD will respond to questions received from potential applicants until 3:00 p.m., Eastern Daylight Time (UTC-4), on October 8, 2015 (UTC-4), that is, two weeks before the process closing date. DFATD will not answer any questions received after that date.

Text cannot be entered in some tables on the form. Should that information be put in the annex?

It is not necessary to enter answers in the Eligibility requirements section of the application form: it is the responsibility of the applicant to ensure that answers elsewhere in the form demonstrate how these requirements are met (e.g. in budget tables, in the management plan, in the examples of experience). Activities can only be entered in the Logic Model and are automatically populated to other tables in the form. Totals are calculated automatically based on data entered. All other fields must be completed in the form.

According to the guidelines on funding applications submitted by NGOs, the NGO must first submit the template of its institutional profile to DFATD’s International Humanitarian Assistance Directorate for evaluation purposes. Is this valid for this call for proposals? Can we submit the proposal before the DFATD IHAD reviews the institutional profile of our foundation?

To submit a proposal to this call for proposals, please complete the application form and the mandatory organization and proposal documents listed in the "Eligibility Requirements" section of the application form. DFATD does not require additional documents at this stage of the process. For additional information, please refer to guidance notes under "Eligibility Requirements" in the application form and the Support for Child and Youth Protection Initiatives in the Democratic Republic of Congo (DRC) call page.

We are considering exchange of practices activities in Canada. We would like to know if these activities are eligible given that our main project activities will take place in DRC.

Direct and reasonable costs associated with the implementation of a proposal that directly contribute to the achievement of the intended results are eligible in accordance with Annex 2: information on eligible costs.

How can an application limit itself to 32 pages with a dynamic form?

Clarification: Please refer to the page counter on the front of the form. It calculates the page count of the content you enter in tables and text answers. The page counter must not read as more than 32 pages for an application in French or 27 pages for an application in English

Our organization and a Canada-based NGO are considering partnering in preparing and submitting a joint proposal. Before investing time in project preparation, we would like to know what type of agreement would be signed if we are successful in the application process and would it be the same as others we have signed with Canada in the past.

The financial instrument used will be determined by the results of a fiduciary risk assessment process conducted by DFATD. The assessment is based on both the organization(s) applying for funding and the specific initiative to be funded.

I’m working for a non-profit organization in the DRC; the organization is legally registered in the DRC. However, it has no legal status in Canada. Is it still eligible for this call for proposals? Or must it have an NGO status in Canada?

The call for proposals is open to Canadian, international and local organizations, including private-sector organizations. Organizations that submit a proposal must be registered or have proof of their legal status. It does not need to have a legal status in Canada.

Can we submit a proposal based on co-financing while we are still waiting for confirmation of that financing? Or must we have already signed an agreement for that financial contribution?

Funds from sources other than the applicant or consortium members should be listed under the column «other organization» in the budget. These funds do not count as the applicant’s or the organization’s contribution. Funds from other organizations should only be included in the application form if they have been confirmed.

If our proposal is successful, will we negotiate a contract? Will we be entitled to a profit margin in the budget?

No, the call for proposals is not a tendering process. In the case of this call, which may result in a contribution or grant agreement, the applicant is not entitled to any profit.

Can we choose the project start date? Is there a conditionality on the project start date?

It is not up to the applicant to choose the project start date. DFATD is targeting projects start dates in fiscal year 2016-2017; however it is not possible to specify an exact start date at this time.

For a consortium, can we submit evaluation reports of our partner in the event our team’s work experience cannot be considered?

Yes. As long as they are relevant, independent evaluation reports can be either from the lead organization or from members of the consortium

For a fledgling organization, can we submit project evaluations that have been carried out by our experts?

No. Although not mandatory, evaluations submitted for consideration must be independent.

What type of financial statements should we provide for an international organisation or a foundation, if we, as a fledgling organisation, do not have them?

The lead member of a consortium must demonstrate that it meets all the eligibility requirements, including providing all the documents listed in the eligibility requirements section of the application form. This applies to international organizations and foundations. The other consortium members have to demonstrate their legal personality, thus a document of incorporation.

Can a ministry (or the technical department of a ministry), or an international organisation or an office of the Francophonie thus a government entity, be our partner?

Local government ministries and their technical departments are not eligible to submit a proposal to this call for proposals either as an applicant or as a member of a consortium. They may, however, be a local implementing partner or beneficiary of proposed project activities. Government officials may not receive remuneration from proposed projects.

International organisations may submit a proposal to this call for proposals either as an applicant or a member of a consortium. Please consult the “Eligibility Requirements” section of the form.

We are a fledgling organization that works with a network of international experts who each have just over 20 years of experience in the area of development particularly in fragile states.
Can the work experience of our team be linked to that of the organization and therefore the applicant (the organization’s team) can meet this requirement?

No. The professional experience of the organization’s personnel cannot be used to demonstrate that the organization meets the eligibility requirements for the call for proposals.

Is there an opportunity in this call for proposals for an initiative that integrates the implementation of economic activities favoring youth or the production of teaching materials or the acquisition of technology?

DFATD does not comment on specific proposal ideas. It is the responsibility of each applicant to demonstrate that they meet the eligibility and assessment criteria outlined in the call page and the application form, including how their proposal will contribute to the achievement of all three intermediate outcomes defined for the call.

Does the call for proposals include the option to build or rehabilitate infrastructure for working with target populations?

Where deemed essential to the project’s outcomes, minor construction and renovation of infrastructure can be considered eligible project expenses.

We will apply as a consortium. Where can we put the information for all consortium members (partners)? Looking at 9.1–9.3 it seems to relate to the lead applicant only. Can you please indicate where we can include this information on the other partners within the application form? What documents and information should we provide as a member of the consortium? Are our eligible costs the same as the lead organization eligible costs?

For Section 9.0, "Organization’s Ability Relevant to the Initiative", the word "Organization" also refers to a consortium in its entirety. The consortium applicants determine how they wish to present their experience within the application form. However, the application must clearly demonstrate that the lead organization meets all of the eligibility criteria. The lead member of a consortium must demonstrate that it meets all the eligibility requirements, including providing all the documents listed in the eligibility requirements section of the application form. The other consortium members have to demonstrate their legal personality, thus a document of incorporation. The eligible costs are the same for all members of a consortium.

Text cannot be entered in some budget tables on the form. Should that information be put in the annex?

Yes. It is possible to add text, such as a short description of each eligible cost explaining how it was calculated, within each eligible cost categories in Table 5 (1st column).

For the "Letter of incorporation or proof of organization’s legal status" and "Two (2) financial statements within the past 30 months, if possible signed by a member of the Board of Directors or delegate." should these be for the organization at the DRC country level or at the international level?

It is the applicant that must demonstrate that it meets all the eligibility requirements for this call for proposals including providing a “Letter of incorporation or proof of organization’s legal status” and “Two (2) financial statements within the last 30 months”.

My question is related to the section 7.2: Is having sub-offices already installed by other projects (and therefore by other financial partners) considered as a source of indirect donation?

The in-kind contribution is related to material, goods, services or time to which a dollar value can be attributed that would otherwise be acquired and paid for by the organization. To be eligible, the in-kind contribution must be provided for eligible direct costs and contributed at no cost or other compensation. The in-kind contribution must be based on a fair value. Fair value is an amount agreed upon by informed parties dealing at arm's length in an open market. Its valuation must be accepted by DFATD. The in-kind contribution must be identifiable, verifiable and auditable throughout the initiative’s life cycle.

We have varying interpretations for the third intermediate result: is the expected result the direct participation of children in the project, or a result linked to protection and prevention, or the integration of gender?

Intermediate outcome 3 aims to increase both participation in and access by children and youth to protection and prevention activities/services that are equitable and take into consideration their gender-specific needs.

How can an application limit itself to 32 pages with a dynamic form?

Please refer to the page counter on the front of the form. It calculates the page count of the content you enter in tables and text answers. The page counter must not read as more than 32 pages.

Must the applicant project in the area of children protection reach a $2 million minimum through support from one funder? For example, if an organization has a $2 million project in the area of child protection that has been supported by two separate funders over a number of years, and the sum total of the funds administered from the two funders reaches $2 million but neither of the funders has provided $2 million individually, would the applicant organization qualify?

For the eligibility requirement that states that the applicant must have experience in managing and implementing at least one international development project in the area of child and youth protection valued at at least two million Canadian dollars (CAD $2,000,000), the two million Canadian dollars (CAD $2,000,000) represents the minimum total contribution from all donors to the project implemented by the proponent in the area of child and youth protection or the total value of a child and youth protection component of a project implemented by the proponent.

I’m wondering if there is an opportunity in this call for proposals for an initiative that integrates programming from other relevant sectors?

DFATD does not comment on specific proposal ideas. It is the responsibility of each applicant to demonstrate that they meet the eligibility and assessment criteria outlined in the call page and the application form, including how their proposal will contribute to the achievement of all three intermediate outcomes defined for the call.

Is the consortium eligible?

If an applicant:

  • has at least three (3) years of experience in managing and implementing international development projects in the area of child and youth protection that have produced positive results, and at least one of the projects has a value of at least CAD $2 million
  • has managed a project in a French-speaking country, but for less than CAD $2 million
  • partners with an organization that has implemented a project in a French-speaking country for less than CAN $2 million.

For a consortium, the lead organization must meet all the eligibility requirements outlined in the call page and the application form. The call eligibility requirement with respect to ability to work in a French-language setting states that “the applicant must have implemented a project in the area of child and youth protection in a French-language setting”. There is no minimum value specified for that requirement.

Based on the presentation of the eligibility requirements in the application form we have been developing our proposal on the assumption that the lead organization of a consortium must meet all the eligibility requirements for Child and Youth Protection Experience but that another member of the consortium could meet the eligibility requirements for Ability to work in a French-Language Setting. However a recent Q&A states that for a consortium, the lead Organization must meet all eligibility requirements. Please clarify.

The applicant must have at least three years of experience in managing and implementing international development projects in the area of child and youth protection that have produced positive results, with at least one project valued at at least two million Canadian dollars (CAD $2,000,000) and at least one project implemented in a French-language setting.

Only organizations that meet all of the eligibility requirements listed on the application form will be considered under this call for proposals. Organizations that do not meet the eligibility requirements may form a consortium with another organization that does meet all of the eligibility requirements. The organisation that meets all of the eligibility requirements must be the lead organisation of the consortium. It is not necessary for a consortium to form a separate legal entity for the purpose of applying in response to this call.

Modifications have been made to the application form to present the eligibility requirements with more clarity and consistency.

Does the lead applicant have to be registered in DRC?

No, it is not mandatory for the lead applicant to be registered in DRC. However, it must be eligible to work in the DRC. For more information, please consult the following document: Guide pratique pour la constitution des ONG en RDC (PDF in French, 255 KB).

Is there a public country strategy for Canada in the DRC? It is not listed on the website and we cannot find one online.

No. For information about Canada’s priorities in DRC, please visit the DFATD website

Is there a requirement for overhead for non-Canadian organizations? Canadian organizations are allowed 12%.

For non-Canadian organizations, the overhead rate will be negotiated on a case-by-case basis.

Could you please confirm that for this call for proposals all subcontracts must total no more than 20% of the value of the award?

The total budget for subcontracting shall not exceed 20 percent of the total value of DFATD’s contribution.

Is there a requirement to provide descriptions of the most senior long-term staff being proposed on this project? If so, where should that information be provided?

No. In the context of this call that may result in a contribution agreement, this information is not required. Please consult the Contribution Agreement – General terms and conditions under the Annex 1 of the application form.

Does the total budget figure in Table 6 under section 8.1.2 need to be equal to the total contribution to initiative figure in Table 5 under section 8.1.1?

Budget tables 5 and 6 serve different functions in presenting the financial information relating to an initiative. Table 5 (Budget by Eligible Cost) offers details by type of expenditure, whereas Table 6 (Budget by Activity) is used to demonstrate the allocation of the budget to the proposed activities of the initiative. The total budget of the activities in Table 6 must equal the total cost of the initiative (Table 5), excluding indirect costs.

In Table 5 under section 8.1.1, the Remuneration headings all reference Canadian personnel. For organizations located outside of Canada, should these categories include headquarters personnel? If not, which category should be used? If a separate category, are there instructions to follow to list these costs?

As this call for proposals is open to both Canadian and non-Canadian applicants, please ignore the terms “Canadian” and “Canada” in Section 8.1.1, Table 5, if the applicant organization is not Canadian. The applicant should show clearly in the budget the remuneration costs of all staff and subcontractors, whether local or based outside of DRC. In Section 9.1 of the application, the applicant should make it clear that it is not Canadian and would not have project staff based in Canada.

Which budget category is to be used for non-technical staff costs?

Please refer to the guidance note under "Annex 2: Information on eligible costs" in the application form.

Please clarify what information should be included in the budget category “Project Administration Costs Directly Related to the Project” in Table 5 under section 8.1.1.

Please refer to the guidance note under Annex 2: Information on eligible costs, section 1.6.7 in the application form.

What is the expected start date for this activity?

It is not possible to specify an expected start date. However, we are targeting projects start dates in fiscal year 2016-2017.

In the section 8.0 (p. 12) of the application form, it is specified that « DFATD's contribution agreements require that the total subcontracting by the recipient not exceed 20 percent (20%) of the total value of DFATD's contribution ». According to DFATD’s definition, what is meant by subcontracting and what are the types of subcontracting? For example, if we subcontract a local NGO to undertake some project activities, would this be considered within the limit of 20 % of subcontracting??

The amounts subject to the 20-percent ceiling are those covered by a contractual relationship between the applicant and the person or organization providing the service.

A previous Question & answer (Q&A) stated that the lead Organization of consortium must meet all the eligibility requirements for the call. However the application form says “at least one” of the organisations in a consortium must meet all the eligibility requirements. Can you please clarify?

For a consortium, the lead Organization must meet all eligibility requirements, including providing the signed Anti-Corruption Declaration and the signed Declaration regarding outstanding debts due Her Majesty, along with financial statements. Other consortium members have to demonstrate their legal status through a document of incorporation.

Should the proposal be focused on youth as well as on children or could the applicant choose to focus only on youth as a target group?

The proposal can target either children or youth or both children and youth. Please refer to the « Definitions » section of the call page for additional information.

Should the proposal be country wide or can the applicant select province(s), and/or zone(s)?

The call for proposals is open to projects that are national in scope or of any geographical scope within DRC that contribute to the achievement of the three intermediate outcomes defined in the Support for Child and Youth Protection Initiatives in the Democratic Republic of Congo (DRC) call page.

Regarding the following eligibility requirement: « the applicant must have at least three years of experience in managing and implementing international development projects in the area of child and youth protection that have produced positive results, with at least one project valued at at least two million Canadian dollars (CAD $2,000,000) and one project implemented in a French-language setting».

Aside from the section 9.3. where the organization must declare the previous projects, what additional evidence should we provide in other to prove that the budget is at least $2M? Should we send the overall budget of the project in annex? Will DFATD request this information later in the assessment process?

The applicant must use section 9.3 to demonstrate that it meets the eligibility requirements. It is not necessary to provide additional evidence at this stage. For proposals that are retained, DFATD will ask for supporting documentation to enable a fiduciary risk assessment, normally conducted on both the organization and the project.

Regarding the following eligibility requirement : « The applicant must have at least three years of experience in managing and implementing international development projects in the area of child and youth protection that have produced positive results, with at least one project valued at at least two million Canadian dollars (CAD $2,000,000) and one project implemented in a French-language setting. Do these eligible projects have to be in the area of child AND youth protection, or can they be in the area of child protection OR youth protection?

Eligible projects can be either in the area of child protection, or in youth protection or in the area of both child and youth protection.

My question is related to the following eligibility requirement:
«the applicant must have at least three years of experience in managing and implementing international development projects in the area of child and youth protection that have produced positive results, with at least one project valued at at least two million Canadian dollars (CAD $2,000,000) and one project implemented in a French-language setting».

What do you mean here by «project»? Does the amount of $2,000,000 refer to the total project budget or the annual budget? Is there a time limitation to consider?

For the eligibility requirement that states that the applicant must have experience in managing and implementing at least one international development project in the area of child and youth protection valued at at least two million Canadian dollars (CAD $2,000,000), the two million Canadian dollars (CAD $2,000,000) represents the minimum total value of the project implemented by the proponent in the area of child and youth protection or the total value of a child and youth protection component of a project implemented by the proponent. The duration of the project or component of a project in child and youth protection valued at at least two million Canadian dollars (CAD $2,000,000) is not relevant for this particular requirement.

Where can I get more information about the eligibility requirements and policies?

To obtain information on eligibility criteria and the terms of the call, please refer to guidance notes under "Eligibility Requirements" in the application form and the Support for Child and Youth Protection Initiatives in the Democratic Republic of Congo (DRC) call page.

We are looking for an international organization, preferably Canadian, in order to form a consortium. Could you post an announcement in the Frequently Asked Questions (FAQ) section of the call?

No, the FAQ section of the call cannot be used to find partners for a consortium.

In the event that there is a consortium of more than one Canadian organization, will DFATD sign the Contribution Agreement with just the Lead Organization or with both Canadian partners?

The contribution agreement can be signed by the lead or by the lead and consortium member(s). If the contribution agreement is signed by the lead and consortium member(s), the lead will be designated as spokesperson under the contribution agreement and this person shall be solely authorized to take any action necessary for the management of the contribution agreement.

My organization has a debt payable to the Alberta Capital Financing Authority, a body established within and governed by the province of Alberta. Would this be considered a debt due to Her Majesty?

No. Her Majesty referenced here is the Queen in right of Canada or any agent of her Majesty in right of Canada and includes a Crown corporation and a departmental corporation. The Alberta Capital Finance Authority (ACFA) is a provincial authority and acts only as an agent of the Alberta crown representing the Queen in right of the province.

Does the form require the disclosure of balances that are negligible – for example, the balance in our GST Payable account, if it happens to be greater than the balance in our GST Receivable account on a given day?

If an amount is due to her Majesty on the application date, then it should be entered. No minimal threshold has been established. This would be considered as an amount due from taxation.

My question is related to the following eligibility requirement: the applicant must have at least three years of experience in managing and implementing international development projects in the area of child and youth protection that have produced positive results, with at least one project valued at at least two million Canadian dollars (CAD $2,000,000) and one project implemented in a French-language setting.

The project that we want to consider in order to meet this requirement is estimated in euros (1,356,720 euros) for a total of CAD $1,954,473.69 at the current exchange rate. What exchange rate should we use and on what site? Is it an average of the exchange rates of the last three months?

The exchange rate to be used would be that of the Bank of Canada website. An average of the rate between the launch of the call for proposals and today should be used in order to be fair to all applicants.

Can DFATD assist in finding a local partner in a developing country?

Organizations submitting applications are responsible for any consultation with local partners.

Our banks don’t allow us to convert Canadian dollar into US dollar or into Congolese franc. Could we submit the budget in U.S. dollars?

In the context of this call, the budget of the proposed initiative must be provided in Canadian dollars.

Could you send us the following documents: Anti-Corruption Declaration and Declaration regarding outstanding debts due to Her Majesty?

To access these documents, please click on the hyperlinks Anti-Corruption Declaration (PDF, 181 KB) and Declaration regarding outstanding debts due to Her Majesty (PDF, 191 KB) in the Eligibility requirements section of the application form. They are also accessible via the following links: http://www.international.gc.ca/department-ministere/assets/pdfs/forms-formulaires/2521e.pdf (PDF, 181 KB) and http://www.international.gc.ca/department-ministere/assets/pdfs/forms-formulaires/2555e.pdf (PDF, 191 KB).

According to the guidelines, the applicant must have at least three years of experience in managing and implementing international development projects in the area of child and youth protection that have produced positive results, with at least one project valued at at least two million Canadian dollars (CAD $2,000,000) and one project implemented in a French-language setting. Do we have to consider only projects implemented in DRC or can we also include other programs implemented by our organization in other countries?

Projects implemented in a country other than the Democratic Republic of Congo may be considered. It is the responsibility of the applicant to demonstrate how it meets the eligibility requirements. Please refer to guidance notes under « Eligibility Requirements » in the application form.

The percentage of cost-sharing is not indicated for this call. However, will an organization that contributes to 5% of the costs be disadvantaged compared to another organization that would contribute to 10% or 15% of the costs?

Although the applicant organization is not required to provide a contribution, it is strongly encouraged to do so. From the proposals that meet all of the assessment criteria, DFATD will determine which proposals or group of proposals best align with its priorities. The organization’s contribution could be considered at this stage.

If we intend to get this project co-financed by an European donor, does this amount correspond to « in kind» or «other organization» in the budget?

The funds from other sources of funding for the project should be listed under the column "other organization" in the budget.

If a proposal from a consortium is successful, is it required that the lead of the consortium be the sole holder of the contribution agreement with DFATD? If so, does this mean that DFATD will only communicate with the lead agency about any/all issues related to the project?

The contribution agreement can be signed by the lead or by the lead and consortium member(s). If the contribution agreement is signed by the lead and consortium member(s), the lead will be designated as spokesperson under the contribution agreement and this person shall be solely authorized to take any action necessary for the management of the contribution agreement.

Do applicants have to send all documents in one email?

No. Due to size limitations (20 MB per email message), applicants can send required documents in separate emails to Protection.RDC-DRC@international.gc.ca. Applicants should indicate the call for proposals title, lead organization's name, and number of the email in the subject line (for example, Support for Child and Youth Protection Initiatives in the Democratic Republic of Congo, organization name, email 1 of 2). Please note, all documents must be submitted before the closing deadline of October 22, 2015, 3 p.m. Eastern Time (UTC-4).

In the Eligibility requirements section, I can’t enter text. Must we put the information in attached documents?

The Eligibility requirements section lists the eligibility requirements to which an organization, applying individually or as a lead organization of a consortium, must comply. No information is required for this section. The organization must demonstrate that it meets all the criteria of eligibility throughout the whole proposal.

Have you considered alternatives other than the formation of a consortium for the local institutions which are credible, relevant partners and field’s experts but have never managed this scale of funding to date?

Organizations that do not meet the eligibility criteria, or do not alone have the capacity to implement this scale of funding, may form a consortium or a partnership arrangement with other larger organizations.  Only the lead organization in the application of a consortium must meet all of the eligibility requirements.  For general information on how to apply for funding from DFATD, please consult the Funding for International Development Projects web page.

Regarding eligibility requirements - The FAQs state that the lead organization in a joint application or consortium application must meet all the eligibility requirements. However, the Eligibility Requirements section of the application form (pg. 3) states "Should a proposal come from a group (consortium) of organizations, at least one of these organizations must provide evidence of having at least three (3) years of experience in managing and implementing projects involving child protection that have produced positive results.” Could you please clarify how partnerships or consortiums should proceed?

For a consortium, the lead Organization must meet all eligibility requirements, including the declarations of non-corruption and of debts to Her Majesty, along with financial statements. Other consortium members have to demonstrate their legal personality, thus a document of incorporation.

Is it possible to get a copy of the application form in a format other than PDF?

No. In order to apply in response to the call for proposals, the application form posted on the call page must be used. Please see the help page on this subject.

Do all the organizations in a consortium have to be Canadian?

International organizations and non-Canadian entities may apply as part of a consortium or as the lead organization. The lead organization of the consortium must meet all the eligibility requirements. Please see the “Eligibility Requirements” section of the application form.

Would you send us a Word version of the application form?

No. In order to apply in response to the call for proposals, the application form posted on the call page must be used. Please see the help page on this subject.

We are a national DRC civil society organization working in the DRC. Are we eligible for the call for proposals?

The call for proposals is open to Canadian, international and local organizations, including private-sector organizations. Organizations that submit a proposal must be registered or have proof of their legal status. For additional information, please refer to guidance notes under "Eligibility Requirements" in the application form and the Support for Child and Youth Protection Initiatives in the Democratic Republic of Congo (DRC) call page.

Can we submit an application in French?

Proponents can submit their proposals and annexes in either English or French, or a combination of the two.

Our organization has a focus on education, mental health care, and disability care.
We have several projects running in the DRC. Do you think we are eligible for the call for proposals Support for Child and Youth Protection Initiatives in the Democratic Republic of Congo?

DFATD does not give guidance to individual proponents on their specific proposals. It is the responsibility of each applicant to demonstrate that they meet the eligibility criteria outlined in the Support for Child and Youth Protection Initiatives in the Democratic Republic of Congo (DRC) call page and the application form. For additional information on eligibility criteria on initiatives, please refer to guidance notes under « Eligibility Requirements » in the application form.

I am the head of a small local organization in the DRC, and I see that local organizations are eligible to apply to the call for proposals. I would like to submit a proposal for a small project since my organization does not have the capacity to implement a project between CAD $3,000,000 and $7,000,000, (the amount DFATD has specified for the proposals it will review). What are my options?

All organizations, whether local or international, who apply alone or as the lead organization to a consortium must meet the minimum eligibility requirements which are listed in the application form. In addition, the call specifies that DFATD will review proposals requesting between three million dollars (CAD $3,000,000) and seven million dollars (CAD $7,000,000). Organizations that do not meet the eligibility criteria, or do not alone have the capacity to implement this scale of funding, may form a consortium or a partnership arrangement with other larger organizations.  Only the lead organization in the application of a consortium must meet all of the eligibility requirements.  For general information on how to apply for funding from DFATD, please consult the Funding for International Development Projects web page. 

Will notifications be sent if there are changes to the call documents or application form?

Notifications of changes to call documents or to the application form will not be sent. Please consult the call web pages regularly.

I am unable to download the application form found on the Web page, even though I have the most recent version of Adobe. What do I do?

Please see the help page on this subject.

How do you define "international organizations" in your eligibility criteria?

For the purposes of this call, "international organizations" are those that are neither Canadian nor Congolese: they may be multilateral or third-country organizations. All eligibility requirements apply to all applicants.

Are organizations allowed to submit a proposal if they already have active project(s) or project(s) under review with other branches or divisions of DFATD?

Yes, DFATD is allowing organizations to submit a proposal, even if the organizations have a current project or a project under review with other branches or divisions of DFATD.

Are organizations allowed to submit a proposal if they already have active project(s) or project(s) under review with the sub-Saharan Africa Branch?

Yes, DFATD is allowing organizations to submit a proposal, even if the organizations have a current project or a project under review with the branch or divisions responsible for the call.

Will there be other calls for proposals?

Any further calls for proposals will be posted on DFATD’s calls for proposals page. This page should be checked frequently.

If I submit a proposal in response to this call for proposals, will this prevent me from submitting proposals in future?

No. Submitting a proposal in response to this call for proposals will not prevent you from submitting proposals in response to future calls or to another process (for example, an unsolicited proposal).

How many times can an organization apply in response to the call for proposals concerning Support for Child and Youth Protection Initiatives in the DRC?

Organizations may apply only once in their name or as the lead of a consortium.

Is there a limit to the number of applications an organization may be part of as a non-lead member of a consortium?

There is no limit to the number of applications that an organization can be part of as a non lead member of a consortium. However, the organization must be capable of carrying out the work in all of the proposals in which it is named, and of doing so simultaneously in the event that all of the proposals are accepted.

Are international organizations and non-Canadian entities eligible to apply, either as single applicants or as members of a consortium?

Yes, international organizations and non-Canadian entities that meet the eligibility requirements may apply as part of a consortium or as the lead organization.

Are private-sector organizations and organizations whose primary mandate is volunteer-sending eligible?

Any organization, entity or institution (academic, non-governmental or private-sector) that meets the eligibility requirements set out in the application form may apply. Please consult the "Eligibility Requirements" section of the form.

Can universities and colleges apply?

Any organization, entity or institution (academic, non-governmental or private-sector) that meets the eligibility requirements set out in the application form may apply. Please consult the “Eligibility Requirements” section of the form.

Are United Nations organizations eligible to apply as part of a consortium or as lead organization?

Yes, international organizations and non-Canadian entities that meet the eligibility requirements may apply as part of a consortium or as the lead organization.

Is it possible to submit a joint application or an application as a member of a consortium?

Yes, as long as the lead organization of the consortium meets all of the eligibility requirements. Please see the "Eligibility Requirements" section of the application form.

Must organizations submit their legal documents with the application or can they provide them after they have been selected?

All documents related to the eligibility criteria must be submitted with the application to ensure that the application file will be complete. Failure to provide all of the requested information could result in the rejection of the application.

Are the Anti-corruption Declaration, the Declaration Regarding Outstanding Debts Due to Her Majesty and the two financial statements produced over the 30 previous months required only from the lead applicant of the consortium?

For a consortium, the lead partner must meet all of the eligibility criteria, including the Anti-corruption Declaration, the Declaration Regarding Outstanding Debts Due to Her Majesty and the two financial statements. The remaining members of the consortium need only prove their legal status.

What additional documentation/information could DFATD require for a fiduciary risk assessment of organizations selected under the initiative?

The information/documentation that could be required for a fiduciary risk assessment of an organization includes, but is not limited to, the following: mission and mandate statements (vision and goals/objectives and other relevant information); roles and responsibilities of Executive Committee members; organizational chart; annual or activity reports; merit assessment; independent evaluation reports; regulations; strategic/business plan; oversight structure/framework; anticorruption policy/statement; code of ethics; contracting policies, practices and procedures (headquarters and field); and compensation and benefits policies.

Does the deadline for submission require a full proposal or can a concept paper be submitted by this date and a full proposal submitted later?

Concept papers will not be accepted. The duly completed application form and all of the requested information must be submitted with the application form. Otherwise, the proposal could be rejected.

Is the call for proposals a tender in which all applications will be opened at the end of the tender and assessed on merit, or will the applications be assessed on a first come, first served basis?

The call for proposals is not a tendering process. After the deadline for submissions, however, we will assess, on a comparative basis, all of the proposals that meet the eligibility requirements.

How will the two additional assessment criteria be incorporated into the assessment tool? How many points will be awarded for each criterion?

Only proposals from organizations that meet all of the eligibility requirements indicated on the application form will be assessed. Each criterion will be evaluated in accordance with the following scale:

  • Very strong – Very good response to the development challenge of the initiative, demonstrating innovative and/or compelling approaches. Management approach and capacity, and ability to achieve results are extremely well demonstrated.
  • Strong – Very good response to the development challenge of the initiative. Management approach and capacity, and ability to achieve results are very well demonstrated.
  • Acceptable – Good response to the development challenge of the initiative. Management approach and capacity, and ability to achieve results are well demonstrated.
  • Improvements required – Average response to the development challenge of the initiative, with some gaps. However, management approach and capacity, and ability to achieve results are adequately demonstrated.
  • Poor – Poor response to the development challenge of the initiative, with notable gaps. Management approach and capacity, and ability to achieve results are poorly demonstrated.
  • Unacceptable – Inadequate response to the development challenge of the initiative. Management approach and capacity, and ability to achieve results are not adequately demonstrated.

What is meant by "fiscal year" in Canada?

In Canada, a fiscal year runs from April 1 to March 31.

Is the applicant organization required to provide a contribution?

Although the applicant organization is not required to provide a contribution, it is strongly encouraged to do so. From the proposals that meet all of the assessment criteria, DFATD will determine which proposals or group of proposals best align with its priorities. The organization’s contribution could be considered at this stage.

What do you mean by "in-kind" contribution?

The in-kind contribution is related to material, goods, services or time to which a dollar value can be attributed that would otherwise be acquired and paid for by the organization. To be eligible, the in-kind contribution must be provided for eligible direct costs and contributed at no cost or other compensation. The in-kind contribution must be based on a fair value. Fair value is an amount agreed upon by informed parties dealing at arm's length in an open market. Its valuation must be accepted by DFATD. The in-kind contribution must be identifiable, verifiable and auditable throughout the initiative’s life cycle.

Is unpaid overtime worked by salaried employees of an organization considered an "in-kind" contribution?

DFATD does not recognize unpaid overtime worked by salaried employees of the organization or any other person working on the project as an in-kind contribution.

What details are required to justify the eligibility of "in-kind" contributions?

The "Cost-sharing" section of the application form provides the details required for justifying an "in-kind" contribution.

Is time worked by volunteers or interns considered an "in-kind" contribution?

Time worked by volunteers or interns may be considered an in-kind contribution, provided that sufficient details are provided to justify its eligibility, that is, the type of volunteer or intern, the number of days, the value per day and the methodology used to calculate the value assigned per day.

What are the eligible costs for volunteers?

The eligible costs for volunteers are transportation, accommodation, meals, incidentals, emergency health insurance for travel abroad, vaccinations and visa(s).

Is there a minimum budget requirement for total project cost?

DFATD plans to contribute at least three million Canadian dollars (CAN $3,000,000) and up to seven million Canadian dollars (CAN $7,000,000) in funding, excluding cost-sharing contributions from applicant organizations.

Is there a preferred data source that should be used in the proposals?

There is no directive on preferred data sources. Applicant organizations should use reliable, current and appropriate data in their proposal, and should cite their sources.

Can an applicant submit a proposal with some parts (including annexes) in English and others in French?

Yes. Applicants can submit their proposals and annexes in either English or French, or a combination of the two. However, since the working language in the DRC is French, the applicant must demonstrate its ability to implement development projects in French.

Where can I get information on current activities led by DFATD and Canadian partners in the DRC?

The Project Browser on DFATD’s website contains general information on activities funded by the department in various countries.

Can organizations suggest changes to the logic model?

The ultimate outcome and intermediate outcomes for this program are set and cannot be changed. The projects must align with the ultimate outcome and help achieve all of the intermediate outcomes. Organizations are responsible for proposing components of the immediate outcomes, outputs and logic model activities in order to help achieve the intermediate outcomes and the ultimate outcome.

Section 2.3 of the application form says that we must indicate our targets with respect to the performance measurement framework. However, if we have not yet collected the basic data, how can we be expected to set realistic targets?

The performance measurement framework (PMF) provided when the application is submitted will be considered a draft. If the applicant’s proposal is selected, the PMF will be refined during the negotiation of agreements with DFATD.

When will DFATD announce its decision to the successful applicants?

Once the process for assessing the proposals received has been completed, DFATD will inform the organizations by email of a decision concerning their proposals, and will subsequently mail an official decision letter.

In the section in which the applicant must provide examples of experience, can ongoing or current programs be listed? Does a program have to be completed in order to be considered experience?

In Section 9.3 of the application form, including Table 8, the examples may be from relevant current or past experience. However, the applicant must demonstrate how it has actually dealt with requirements similar to those in the proposed initiative.