002 Call for Proposals: National Disaster Loss Databases implementation in Central Asia

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2020 Call for Proposals (Grants out)


UNDRR is the United Nations’ focal point for the coordination of disaster risk reduction, working with countries and a broad range of partners and stakeholders to support the implementation, monitoring and review of the Sendai Framework for Disaster Risk Reduction 2015-2030 in coherence with the 2030 Agenda and other instruments, for the multihazard management of disaster risk in development and the substantial reduction of disaster risk and losses.


UNDRR issues grants, in line with UN Financial Regulations and Rules, to apolitical and not profit-making organisations to facilitate, implement, or carry out activities related to UNDRR’s and the partner’s mandates and work programmes.


To this end, UNDRR invites not profit-making organisations to submit grant proposals that focus on the project described below.


Project title:   Central Asia Initiative:  Implementation of Structures and Systems for Sustainable Disaster Loss Databases


A.      Rationale


Central Asian countries are highly exposed and vulnerable to both natural and technological hazards. Levels of exposure and vulnerabilities have risen in the last few decades as a result of, among others, climate change, rapid urbanization, and lack of risk-information in investment processes. In this context, one key gap faced by these countries (Kazakhstan, Kyrgyzstan, Tajikistan, Turkmenistan, and Uzbekistan) is the access and use of disaster loss data, through robust accounting and recording, in contributing to risk-informed decision-making processes and investments.


Improving data collection is also fundamental for building long-term DRR vision of Central Asian countries, especially in the context of climate change impacts and adaptation. Systematic accountability is key for tracking an evolving risk landscape and new and emerging threats, in a context of evidence-based policy-making and in facing challenges linked to rapid urbanization, demographic change, rising inequalities, land-use planning driven by economic demand, use of inappropriate technological systems in the construction of houses and basic infrastructure.


Furthermore, a lack of systematic analysis of impact through a focus on large-scale events, of low likelihood and high impact, at the expense of a much larger number of small- and medium-scale events, each of lesser impact but occurring regularly, increases vulnerabilities of populations, the economy, key infrastructure and vital services.


Considering these elements, the UNDRR Central Asia Initiative aims to directly address the question of systematic disaster loss accounting by providing expertise and support to national and local authorities to build capacity for the collection of disaster loss data. The activity aims to create the conditions and gather the tools for allowing national authorities to develop processes and structures for data collection, and ensure sustainable implementation and ownership of disaster loss databases in each of the five countries covered by the initiative. In turn, this activity aims to provide the capacity for countries of the region to systematically monitor the impacts of disasters, contributing to the reporting of both Sendai Framework global targets and Sustainable Development Goals.


To support this objective, UNDRR will use the technology and methodology of DesInventar Sendai, which has already helped over 90 countries developing sustainable disaster information management system aligned with the monitoring process of the Sendai Framework . DesInventar Sendai supports the disaggregated recording of disaster loss data from both intensive and extensive events, in compliance with the global targets and indicators of the Sendai framework. The system allows to analyze disaster trends and impacts through a large range of spatial/sectoral/socioeconomical dimensions. As a main benefit, Desinventar Sendai supports dialogues for risk management and disaster risk reduction planning between all stakeholders from local to regional level.


The system also contributes to complete the Sendai Framework Monitor through its global targets, especially on human, economic and infrastructure impacts.


B.      Purpose


The purpose of the grant is to mobilize expertise and resources of relevant entities specialized in disaster loss data collection for strengthening capacity of Central Asian countries in evidence-based decision-making, monitoring and investment processes, through historical disaster loss data collection, systematic accounting data analysis and reporting.


C.      Outcome


The main outcome of the grant is to ensure systematic collection, availability and use of disaster loss data by national DRR authorities in the five Central Asian countries through the establishment of national disaster loss databases compliant with Sendai Framework targets and indicators.


D.      Output


The main outputs of the grant are:

-          Sustainable implementation of DesInventar Sendai in 5 countries of Central Asia

-          Development of national process and collection form for systematic accounting of losses

-          Reporting in Sendai Framework Monitor system

-          Training of all contributors and coordinators of DesInventar Sendai and Sendai Framework Monitor

-          Collection of the largest possible historical dataset, and production of disaster loss profile


E.       Suggested activities


1.       Context and gap assessment

The grantee(s) will ensure analysis of the current status and gap assessment on disaster loss data and information management system in each country. This will be done based on interview with stakeholders, analysis of existing documents, formulation of recommendation and development of data cards in line with current practices.

2.       Support to disaster loss data collection process, and collection form development

The grantee(s) will provide all support and expertise needed for ensuring development by national authorities of a sustainable process for disaster loss data collection (possibly from local to national level), and the related collection form that will be adapted to national specificities in terms of classification of events, critical infrastructures, agricultural production and economic sectors. (non-exhaustive), and compliant with the monitoring requirements of the Sendai Framework input targets (Targets A to D).


3.       Preparation of training core material for national DLD/SFM Workshops:

The grantee(s) will ensure adaptation of existing training materials and production of relevant supports for developing substance, organizing and chairing an initial national workshop on DLD and Sendai monitoring, and a training workshop on Desinventar Sendai and the Sendai Framework Monitor in each of the five countries.

4.       National DLD/SFM Workshops and Trainings on DesInventar Sendai and Sendai Framework Monitor

The grantee(s) will conduct and manage the events in each of the five countries in order to strengthen relevant capacities of main responsible DRR authority, line ministries, departments and representatives. (The initial workshop would last for one day and the training for 2 or 3 days).


5.       Availability of the national interface of DesInventar Sendai :

The grantee(s) will adapt DesInventar Sendai in each country in order to make the national interface available. This step includes inter alia: customization of the system, cartography, usernames, technical support for translation of interface, hosting of the DLD before migration to DesInventar Sendai UNDRR main server.

6.       Reporting of disaster loss data against all Sendai input indicators:

The grantee(s) will organise the quality check and transfer of collected disaster loss data aligned with the global requirements for the monitoring of Sendai Targets A, B, C and D. This step includes support to national authorities in reporting systematically against all global and, if necessary also customized indicators, throughout the duration of the agreement.

7.       Preparation of National Overview of Risks Based on DesInventar Sendai Data

The grantee(s) will support national authorities for collection (methodology, work plan), consolidation, quality control of historical data-set, and production of a risk profile based on disaster loss data (data analysis, drafting, layout). Human resources requested for collection of historical data-set are not included in the present proposal.

8.       Contribution to the development of a Central Asia Regional disaster loss database

The grantee(s) will support UNDRR and the CESDRR in Almaty in their efforts for establishing a regional disaster loss database. This support will include cooperation for data preparation and transfer, inclusion of regional dimension in meetings and trainings. (Non-exhaustive).


F.       Resources


To achieve the activities and reach the objectives, the grantee(S) will deploy relevant experts and trainers who will work both remotely and onsite depending on the activities. The presence of one or several Russian speakers among the experts deployed for this grant will be an asset.

The grantee(s) will need to build solid relations with national authorities of each of the five countries in order to establish a Technical Working Group, which will be under the coordination of the main national DRR authority and composed by all other relevant Ministries and entities.

The grantee(s) will work in close cooperation with the UNDRR National Technical Officer in each of the five countries (capital cities) and the project regional coordinator for the implementation of the overall Central Asia initiative.

G.      Elements covered by the grant


The proposal to be made by interested candidates should include substantively and financially the following elements:

Number of persons (titles, level, qualifications) and working time allocated to the initiative, disaggregated by expert, by country, and by activity (reference to section E – suggested activities)

Number of travels and all-related details (number of days, number of persons, cost)

Nature and cost of other operational services (i.e production of the risk profile)

All logistic costs related to workshops and trainings should not be included and considered in the proposal.

H.      Budget & administrative-related aspects


The estimate budget is USD30,000 for each of the five countries, covering all costs and salaries included in the above descriptions. The estimated total amount of the grant is USD150,000.

Considering the same budget, there should be possibility to divide the grant in two parts if expertise and assets for different activities are presented by two different entities.

The duration of the grant is supposed to be similar to the overall Central Asia Initiative.

The programmatic and substantive coordination of the grant will be ensured by UNDRR ROE staff engaged in the Central Asia Initiative.

The duration of the proposed project cannot exceed 30 months. The maximum amount requested from UNDRR for the implementation of this project cannot exceed 150,000  USD. The project proposal must not exceed 10 pages (attachments such as scanned copies of entity’s registration, CVs of staff etc. do not count). 

For this purpose, please fill in duly all the sections of the application form, include the required documents (scanned copy of NGO/IGO’s registration certificate, CVs of staff etc.) and budget excel sheets, and send the complete application package (application form, budget excel sheets, entity registration certificate, CVs of staff, etc) to the following email address: undrrgrantproposal@un.org

cc:  andrew.bower@un.org; penzini@un.org

Reference:   002 Central Asia Initiative:  Implementation of Structures and Systems for Sustainable Disaster Loss Databases

Deadline for applications: 2 March 2020 midnight New York, USA EST (Eastern Standard Time). Incomplete and/or late applications will not be considered.

Projects’ activities can include, amongst others, the following:

  • seminars, workshops, trainings;
  • capacity building activities;
  • institutional strengthening activities and
  • advocacy

The following types of activity will not be covered:

  • capital expenditure, e.g. land, buildings, equipment and vehicles;
  • individual scholarships for studies or training courses;
  • supporting political parties; and
  • sub-contracting

Due to the number of applications, only short-listed applicants will be notified.

Please note that the grant payment schedule will be determined with the selected grantee when finalizing the agreement.  UNDRR standard practice is:  not to exceed 40% of the requested amount upon signature of the grant agreement; remaining payments made based on a schedule of payments linked to production of project milestones and the final payment, 20%, will be paid after the end of the project, once final documents have been received, verified and approved by UNDRR.

Refund of grants: UNDRR may request organizations to refund, either in part or in whole any amounts paid in respect of a grant when:

  • the project was not implemented in full or in part;
  • the grant was spent for ineligible expenditures other than those mentioned in the budget proposal submitted to, and approved by UNDRR;
  • no narrative, financial or audit report was submitted within the deadline established by the grant agreement;
  • a narrative report and/or a financial report submitted was determined to be unsatisfactory;
  • a negative evaluation of the project by UNDRR;
  • any other valid reason provided by the UNDRR.
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