RAPID RESPONSE FACILITY
The Rapid Response Facility (or RRF) is designed to respond to quick onset emergencies, typically extreme climatic events such as floods, cyclones or displacement due to spikes in conflict.
The RRF is aimed at local, national and international organisations and potential response partners are pre-qualified to allow for rapid disbursement of funds and initiation of response activities should an emergency occur. When a disaster strikes, pre-qualified partners are able to do a rapid assessment and apply for funding in a standard proposal format. This funding should be available within 72 hours of signature of the awarded RRF contract. There will be periodic proactive recruitment of partners to the RRF and capacity enhancement for both technical and project management will be provided (following assessment) to national partners.
To find out more, see our Frequently Asked Questions below.
FAQS FOR THE RAPID RESPONSE FUND (RRF)
A. HARP FACILITY
WHAT IS THE HARP FACILITY?
The Humanitarian Assistance and Resilience Programme (HARP) is a UK Government initiative intended to respond to humanitarian needs in Myanmar and on the border with Thailand. It provides support for humanitarian and resilience work in both conflict-related crises and natural disasters. It is designed to save lives, reduce suffering and maintain the human dignity of people affected by crisis.
The HARP Facility (HARP-F) is part of this programme and aims to increase effectiveness, quality and coverage of humanitarian assistance and service delivery. One of the approaches the HARP-F will adopt is to support national organisations and providing them with grants, technical assistance and capacity building support.
WHERE DOES THE HARP-F RECEIVE ITS FUNDING FROM?
The HARP-F is funded entirely by the UK Department for International Development (DFID)
B. RAPID RESPONSE FUND (RRF) OVERALL
WHAT IS THE PURPOSE OF THE RRF?
The RRF is a fast, short-term funding mechanism intended to support pre-approved international/national/local NGOs and CBOs to provide rapid humanitarian service delivery in response to sudden need. The humanitarian response may be either to conflict-affected communities and/or communities affected by natural disaster. The fast-track proposal and funding mechanisms of the RRF are intended to complement the OCHA Myanmar Humanitarian Fund (MHF) and can be applied for in addition to MHF applications as well as other HARP-F grants (such as Delivery Grants and Enabling Grants). Both international NGOs and national/local partners are eligible to become RRF partners.
HOW DO THE RRF GRANTS DIFFER FROM NORMAL INSTITUTIONAL GRANTS?
Should a disaster situation or other type of emergency occur, the HARP-F will decide whether to make a call for RRF proposals to its pre- qualified partners. All pre-qualified partners will have already completed a due diligence process with the HARP-F and have signed a Funding Agreement. Should the HARP-F decide to make an RRF Call for Proposals (CfP), a quick process will be followed to request, review and approve proposals, with funding being provided very rapidly to successful organisations. (see Section E – Proposal Process). In some specific situations, it may be possible for single RRF grants to be awarded without a full call for proposals being issued by HARP-F. Therefore, RRF partners are encouraged to maintain a close working relationship with HARP-F, and to request an RRF ”trigger meeting” if there are humanitarian concerns.
All documents and reporting requirements are kept to a minimum, recognising that this distracts organisations’ staff from delivering project activities.
DOES HARP-F HAVE PREFERRED GEOGRAPHICAL FOCUS FOR RRF PARTNERS?
RRF partners can become pre-qualified if they cover any area of Myanmar where hazards and vulnerability exist, but initial priorities areas for rolling out RRF membership and pre-qualification of organisations includes Kachin, Northern Shan, Rakhine, the South East, the Delta region and Yangon.
DOES THE HARP FACILITY HAVE PREFERRED APPROACHES FOR THE RRF GRANTS (SUCH AS A CONSORTIUM)?
Yes. Only pre-qualified RRF members can apply for RRF funding on an individual basis when a call for RRF proposals is announced. RRF partners are strongly encouraged to work together and coordinate to meet needs accountably. It is not possible to apply for RRF pre-qualification as a consortium, but it is it acceptable for pre-qualified RRF members to work with downstream partners in the event of a response.
DOES THE HARP-F HAVE PREFERRED SECTORS (I.E. WASH, CASH, PROTECTION/ NFI/ SHELTER/CCCM) FOR THE RRF GRANTS?
The preferred sectors will differ depending upon the affected area in Myanmar and the needs of the affected population. These will be communicated in the CfP documents at the time.
HARP-F prefers cash driven programming and would expect analysis explaining why this modality was not suitable if applicants did not intend to use this modality.
HOW MANY GRANTS WILL BE FUNDED BY THE RRF INSTRUMENT?
The number of grants awarded will be dependent upon the number of rapid response situations which arise in Myanmar and the quality of proposed projects that address the priority needs and locations in the CfP documents. In some smaller scale situations, a single grant may be agreed with an RRF partner without needing to launch a full call for proposals. Therefore, it is important to maintain close working relationships with HARP-F so that even smaller scale humanitarian situations can be monitored and responded to if appropriate.
WHAT QUALITY STANDARDS DOES HARP-F PRIORITISE?
HARP-F priorities include Protection of the Vulnerable (PoV), Gender, and Accountability to Affected Populations (AAP).
It is expected that these elements are considered by partners and, where possible, mainstreamed through projects. However, it is recognised that the ability of organisations to do this will vary and support will be provided from HARP-F. Minimum requirements for each of these are as follows:
C. PROGRAMME DETAILS
HOW LONG ARE RRF GRANTS INTENDED TO BE FOR?
RRF Grants are usually expected to last up to 3 months but may have an implementation period of up to 6 months.
IS THERE ANYTHING PROJECTS MUST INCLUDE?
All projects must demonstrate that they are:
responsive to a demand or demonstrated need from affected stakeholders.;
aware of, and complementary to, existing initiatives;
achievable in the proposed timeframe;
financially sound and adequately and accurately resourced and budgeted; and
inclusive, which means the proposal must:
address inclusivity by considering how different groups might be affected differently depending on their gender, ethnicity, location, religion, age, disability, language and indicating how the proposal will respond to those differences to be inclusive; and
address gender by articulating how the proposal understands and responds to the differing experiences and needs of women and men.
D. ORGANISATIONS APPLYING
WHAT TYPE OF ORGANISATION IS ELIGIBLE FOR RRF PRE-QUALIFICATION?
All International, national, local, and ethnic organisations that have experience in implementing humanitarian projects, or are building their capacity to implement humanitarian projects, are encouraged to apply.
However, the HARP-F cannot accept applications from organisations:
actively involved in proselytising;
encouraging activities which may lead to civil unrest;
linked to any terrorist organisation; and/or
discriminating against any groups based on gender, disability, race, colour, ethnicity, religion, or any other group.
DOES AN ORGANISATION NEED TO HAVE REGISTRATION FROM THE GOVERNMENT OF MYANMAR TO APPLY FOR RRF PRE-QUALIFICATION AND AN RRF GRANT?
No this is not necessary to apply for RRF grants.
IF THE ORGANISATION HAS ALREADY COMPLETED THE DUE DILIGENCE PROCESS FOR OTHER HARP-F GRANTS, SUCH AS ENABLING GRANTS OR DELIVERY GRANTS, IS IT AUTOMATICALLY DUE DILIGENCE CLEARED FOR RRF GRANTS?
Yes. Once due diligence is cleared for any of the HARP-F funding mechanisms, an organisation is due diligence cleared for all HARP-F’s funding mechanisms. It should be noted organisations will still need to apply and be selected for the specific funding mechanism – in this case RRF.
CAN AN ORGANISATION APPLY FOR 2 FUNDING MECHANISMS FROM THE HARP-F? FOR EXAMPLE, IF AN ORGANISATION RECEIVES AN ENABLING GRANT, CAN THEY STILL APPLY FOR AN RRF GRANT?
Yes. Organisations can apply for different funding mechanisms within the HARP-F.
IS IT MANDATORY FOR ORGANISATIONS TO HAVE THEIR OWN BANK ACCOUNT TO APPLY FOR RRF?
No. However, depending on the financial management strength of the organisation, the HARP-F may request an organisation to open an account specifically for HARP-F funding.
E. PRE-QUALIFICATION PROCESS
WHAT IS THE PROCESS FOR APPLYING FOR RRF PRE-QUALIFICATION?
The process for applying for RRF pre-qualification is as follows:
Meetings held in appropriate geographical areas to explain the process of applying to join the RRF and answer questions from potential partners.
HARP-F undertakes a process of due diligence and helps the organisation complete a ‘Capacity Self-Assessment’ review for pre-qualification.
Pre-qualified organisations will be invited to attend a workshop on writing RRF Proposals, project implementation and reporting requirements. Specific training will be provided on Cash Based Transfers (CBT) programming to enable each RRF member to have a functional CBT capacity in place within one year of pre-qualification.
Should a rapid response or emergency arise, HARP-F will notify all pre-qualified RRF partners in the affected area when making a call for RRF Proposals. Interested organisations will submit a short proposal on a standard template within 36 hours. (This can be completed in either Myanmar or English).
The HARP-F will then rapidly appraise all submitted proposals against selected criteria and will notify both successful and unsuccessful organisations within 72 hours. A contract will be awarded.
Funds transfer will be initiated within 48 hours of the contract being signed.
WHAT LANGUAGE WILL DOCUMENTS BE IN?
All key RRF documents will be available in English and Myanmar language.
WHAT LANGUAGE WILL PROPOSALS NEED TO BE SUBMITTED IN?
These can be submitted in either English or Myanmar language.
WILL HARP-F HELP WITH WRITING PROPOSALS?
The HARP-F will not help with the writing of RRF proposals (but will already have provided training workshops on the standard templates and how to use them – see above).
F. PROGRAMME PROCESSES
HOW WOULD THE HARP-F TRANSFER CASH TO SUCCESSFUL GRANTEES?
Successful organisations will receive an Induction Pack outlining all financial processes and procedures related to RRF grants. However, as an overview, it is expected that organisations (with the support of the HARP-F if necessary) will calculate their spending on a quarterly basis and transfers will be made in advance for each quarter.
All transfers from HARP-F to organisations will be conducted through the banking system.
HOW OFTEN WILL FINANCIAL REPORTING BE REQUIRED?
Quarterly, and a final financial report 3 month after the project ends.
WHAT WILL THE ACTIVITY REPORTING REQUIREMENTS BE?
To ensure that organisations can focus on programme delivery and operational management, reporting requirements will be kept to a minimum and use indicators chosen from a standard list and agreed with HARP-F at the proposal stage.
Basic quantitative data on programme activities will be reported, using standard indicators as agreed with the HARP-F on the standard proposal template. However, all data will require disaggregation into the follow categories:
Age (under 18, over 65)
Because emergency contexts can be very dynamic with rapidly changing needs, HARP-F may additionally request short interim reports, using a standard template provided. (In conjunction with frequent monitoring visits, these interim reports will provide the evidence for realigning project priorities if necessary).
At the end of the project, or after three months, a short, qualitative report will be submitted on a standard template provided, using the standard indicators agreed.
WHAT LANGUAGE WILL ACTIVITY REPORTS HAVE TO BE SUBMITTED IN?
Reports can be submitted in either English or Myanmar language. This will be agreed between HARP-F and the organisation during the contracting discussions.
G. SOME COMMON QUESTIONS
HOW DO I KNOW IF THE HARP-F IS MAKING AN RRF CALL FOR PROPOSALS?
All pre-qualified RRF partners with a presence in the affected area will be notified immediately when an RRF CfP is launched (see Section E).
DO APPLICANTS HAVE TO BE PRE-QUALIFIED WITH THE HARP-F?
Yes. Only pre-qualified organisations can apply for RRF funding in an emergency. (see Section E).
CAN THE APPLICANT ALSO BE A MEMBER OF THE OCHA MHF AS WELL?
Yes. Pre-qualified RRF partners can also be members of the MHF and other pooled donor funds – in fact this is encouraged.
IF THE APPLICANT ALREADY HAS AN ENABLING GRANT OR CAPACITY BUILDING GRANT WITH THE HARP FACILITY CAN IT STILL APPLY TO THE RRF?
Yes. (See Section D).
DOES THE APPLICANT HAVE TO BE REGISTERED WITH THE GOVERNMENT OF MYANMAR?
No. This is not a specific requirement. All international, national, local and ethnic organisations are encouraged to apply for pre-qualification. (see Section D1 and D2).
DOES THE APPLICANT HAVE TO HAVE A BANK ACCOUNT IN ITS OWN NAME?
No. However, depending on the financial management strength of the organisation, it may be necessary to open an account specifically for RRF funding. (see Section C).
IS THERE A STANDARD FORM FOR PROPOSALS?
Yes. Standards forms and documents for proposals and reporting will be provided to each RRF member when they become pre-qualified. Workshops and training will be provided on all necessary forms and procedures. (See Section E).
CAN PROPOSALS BE ACCEPTED IN MYANMAR LANGUAGE?
Yes. (See Section A).
HOW MUCH MONEY CAN AN APPLICANT REQUEST?
RRF Grants would typically start in the region of £50,000. In very dynamic and changeable situations, HARP-F may be able to agree an overall funding envelope of “up to” an agreed sum if this is appropriate. Then the partner can start work with an initial smaller budget to address immediate needs, and when the situation become clearer, simply resubmit an amended proposal and budget to have the further funding released up to the agreed maximum amount. If, finally, the full amount of the agreed overall funding envelope is not needed by the partner, then just the initial part of the project needs to be implemented and reported against.
HOW FAST CAN FUNDS BE TRANSFERRED TO SUCCESSFUL APPLICANTS?
All RRF proposals will be rapidly appraised and both successful and unsuccessful organisations will be notified within 72 hours of the submission deadline. A contract will be awarded, and the transfer of funds will be initiated within 48 hours of a contract being signed. (See Section E).
HOW LONG IS THE IMPLEMENTATION PERIOD OF RRF FUNDED PROJECTS?
Implementation periods for RRF projects are usually no longer than six months. However, exceptions to this can be considered at proposal stage.
CAN CASH TRANSFER PROJECTS BE CONSIDERED FOR RRF FUNDING?
The HARP-F encourages CTP wherever feasible and appropriate. (See Section B). All RRF member organisations will receive CTP training within one year of pre-qualification. (see Section E).
CAN APPLICANTS RECEIVE TRAINING AND CAPACITY BUILDING FROM THE HARP-F?
Yes. Training and capacity building will be offered for all RRF pre-qualified member organisations (see Section E).
WILL RRF FUNDED MEMBER ORGANISATIONS BE AUDITED BY HARP-F AFTER IMPLEMENTATION?
No. Standard RRF narrative and financial reporting is required (see Section F). An audit is not required as part of RRF reporting.
CAN PARTNERS CONTACT HARP-F TO REQUEST AN RRF CALL FOR PROPOSALS?
Yes. Any pre-qualified RRF member can contact the HARP-F at any time to make it aware of an emergency. This will help inform decision making on whether a call for proposals will be launched or not. In some very specific situations, an RRF grant can be considered without a full call for proposals being necessary. So, for this reason, pre-qualified RRF partners may contact HARP-F at any time if they have humanitarian concerns.
HOW LONG DOES IT TAKE TO BECOME AN RRF MEMBER?
The RRF pre-qualification process can be quite rapid if all required documents are available and submitted. The process could be completed within one month. Then an initial workshop will need to be attended by the newly pre-qualified organisation. (see Section E). Depending on the frequency of workshops the full RRF membership process can be completed swiftly.
CAN RRF MEMBERS WORK WITH AN IMPLEMENTING PARTNER/S, EVEN IF THEY ARE NOT AN RRF MEMBER/S?
In principle yes. The details will need to be provided at the proposal stage.
IF AN RRF MEMBER USED THEIR OWN CONTINGENCY ITEMS DURING AN EMERGENCY, WILL THE RRF COVER THEIR REPLENISHMENT?
In principle this is possible. Details will need to be provided at the proposal stage.
CAN THE RRF BE USED TO PREPARE FOR A RESPONSE (SUCH AS TO PROCURE AND STOCKPILING EMERGENCY ITEMS)?
No. The RRF is for rapid response only. However, other HARP-F grants may be appropriate for preparedness measures. An organisation may apply for more than one type of HARP-F funding. (see Section D).