Request for Applications (English)

Request for Applications (Ukrainian)

Project Proposal Template

Budget Template

Issuance Date: February 26, 2026

Closing Date:  March 31, 2026

Closing Time: 23:59 Kyiv time

Subject: Request for Applications (RFA) Number FY26-URRF-Project Management for Medical Institutions: Ukraine Rapid Response Fund (URRF), IREX

Reference: Issued under International Research and Exchange Board (IREX) /URRF project funded by US Department of State.

This Request for Applications describes the information required from applicants to develop and submit a proposal for consideration. Applicants are expected to carefully review, understand, and comply with all instructions, requirements, and conditions contained in this RFA. Failure to do so will be at the applicant’s own risk and may result in rejection of the application. 

All reasonable, allocable, and allowable costs, both direct and indirect, that are necessary for the implementation of the subaward program and are in accordance with applicable cost standards may be charged under the subaward.

For non-US organizations the Department of State Standard Terms and Conditions and 2 CFR 200 Subpart A through E apply.

This RFA consists of this cover letter, Schedule A, and Annexes.

Issuance of this RFA does not constitute an award commitment on the part of IREX or the URRF program nor does it commit IREX/URRF to pay costs incurred in the preparation and submission of an application. Applications are submitted at the applicant’s own risk. All preparation and submission costs are borne solely by the applicant.

Thank you for your interest in the URRF Program and IREX’s activities.

SCHEDULE A

SECTION I: FUNDING OPPORTUNITY DESCRIPTION:

A. Program Background

The Ukraine Rapid Response Fund (URRF) is a five-year program funded by the United States Department of State (DOS) and implemented by IREX. The overall goal of URRF is to address immediate needs and enhance the resilience of Ukraine’s government, civil society, and civilian population amidst Russia’s invasion in support of Ukraine’s national system of resilience.

B. Program Objectives:

• Rapid and flexible response: Provide rapid, flexible means to help civilians and key civil society groups avoid the worst impacts of combat operations.
• Strengthened coordination: Strengthen planning and coordination across government, between government and civil society, and between government, civil society, and external supporters to enable a more effective response.

C. Activity Focus of This RFA

Through this competition, IREX intends to support one project that enhances capacity of medical institutions to absorb new knowledge, facilitate cross-regional exchange of practices and solutions, improve project management and fundraising to effectively secure and manage international and other funding.

Many medical institutions across Ukraine—particularly at the oblast and community levels—continue to face gaps in access to modern rehabilitation equipment and specialized training, while advanced technologies and expertise are often concentrated in larger, established centers such as Lviv and Kyiv. As veterans and other patients return to their home communities, they frequently encounter limited service availability or capacity that does not yet meet the growing demand for quality rehabilitation care.

These disparities are partly driven by limited institutional capacity at the local level to engage donors, manage grants, and mobilize the resources and training needed to expand services. Through support under this RFA, IREX will help strengthen local health institutions’ ability to adopt best practices from more experienced centers and to secure and effectively manage funding, contributing to more equitable access to medical and rehabilitation services across Ukraine.

Projects may include efforts that aim to strengthen the capacity of state and municipal medical institutions to effectively secure and manage international and private sector funds to further improve the quality of their medical services.

To strengthen the project management capacity of the medical institutions, as well as improve the efficiency of healthcare projects at the regional level and nationwide, applicants should implement standardized project management frameworks, ensure efficient resource coordination, and enhance specialized skills in project planning, monitoring, and evaluation. This approach should include developing competencies of medical institutions’ administrators in needs identification, risk management, budgeting, accountability and reporting, stakeholder engagement (both international donors and private sector), development of fundraising strategies, the use of digital tools for project tracking, etc. Ensuring continuity and accountability across all stages, from project initiation and procurement to execution, reporting, and impact assessment, will enable transparent, timely, and results-oriented delivery of healthcare projects at both hospital and community levels.

To ensure that hospital-based projects effectively respond to challenges caused by the ongoing war, all initiatives must align with URRF’s overarching recovery and resilience goals. In particular, the outcomes of the proposed project management initiatives should include improving operational capacity of participating medical institutions, which leads to strengthened continuity of care and access to essential medical services for patients. Within their proposals, stakeholders should apply standardized project management practices, strengthen coordination, and build competencies of hospital administrators in project planning, risk management, and resource optimization. The initiatives should also ensure that the future medical institutions’ projects contribute to restoring functionality, resilience, and patient-centered services at all levels from national systems to community hospitals while reinforcing Ukraine’s health sector stability and adaptability.

The outcomes of the proposed activities must be meaningful and measurable.

IREX anticipates that a selected NGO or consortium of NGOs will lead implementation of targeted activities under the objective: Enhance the capacity of medical institutions to absorb new knowledge, facilitate cross-regional exchange of practices and solutions, improve project management and fundraising to effectively secure and manage international funding.

D. Illustrative Activities

Project proposals and budgets are expected to include, but not be limited to, activities such as:

• Develop a clear and transparent methodology for selecting medical institutions that will participate in the project. Only medical institutions that have limited prior experience in attracting donor funding, have the identified training gap, and provide rehabilitation services may be selected within the applicants’ initiatives.

Expected results: By Month one of the project, a transparent, documented, and publicly accessible methodology for selecting medical institutions is developed.

• Develop a comprehensive training program on project management for medical institutions incorporating both online and in-person components. The program should cover the basis of project management, donors and sponsors mapping, fundraising strategy development, policy and protocol development, proposal development, budgeting, monitoring and evaluation, reporting, cooperation with NGO sector and business, existing funding opportunities and staff training programs for medical institutions, and other relevant topics. Considering the hospitals’ status as municipal/state institutions, the training content should account for their eligibility for certain funding opportunities and focus on funding accession mechanisms that are realistic for such entities. The training program should include practical, successful cases of investment attraction by U.S. medical institutions, innovative ideas for cooperation with the business sector that help attract external funding, and approaches to improving the quality of hospital operations.
• Conduct training in project management for medical institutions and relevant schemes for at least 50 representatives from a minimum of 10 medical institutions across Ukraine (not less than 5 oblasts).
• Mentorship for at least 8 medical institutions, working with their teams to identify hospital needs and culminating in the development of project proposals, budgets and long-term fundraising plans/strategies by trained professionals. 

Expected results: By Month two of the project, a comprehensive blended training program (online and offline parts) on project management for medical institutions is developed, including modules on basis of project management, eligibility for funding & accession of funding mechanisms, donor mapping, long-term fundraising strategy development, policy and protocol development, proposal development, budgeting, monitoring and evaluation, reporting, cooperation with NGO sector and business, and other relevant topics. 

Expected results: at least 50 representatives from a minimum of 10 medical institutions across Ukraine completed training in project management.

At least 70% of participants in training activities rate the knowledge and skills acquired as useful.

Expected results: At least 70% of mentored specialists rate the knowledge and skills acquired as useful. At least 6 medical institutions completed needs assessments and developed at least one project proposal, budget and long-term fundraising plans/strategies.

Applicants are expected to be able to implement all listed illustrative activities. To achieve this, applicants may partner with co-implementers to enhance their technical expertise or improve the quality of delivery, if needed, to meet the objectives. Such partnerships must be documented and include a clear division of roles, responsibilities, and budget.  

Applicants may propose additional activities that contribute to the purpose and objectives of this RFA.

Exit Benchmark. All proposed interventions must include a defined exit strategy and transition plan that specifies how activities, service delivery, and associated costs will be assumed or continued to be carried out by local actors or alternative funding sources following the conclusion of RFA support. Exit benchmarks may include, as applicable: 

• Formal commitments (financial and/or in-kind) from local authorities and/or partners;
• Clear timelines for transfer of responsibilities for service delivery;
• Evidence that interventions are non-recurring and time-limited, with no ongoing U.S. funding required post-RFA.

SECTION II: AWARD INFORMATION

Subject to the availability of funds, IREX expects to award one subaward up to $ 60,000.00.

The anticipated period of performance is April–December 2026. IREX reserves the right to: 

• Fund any or none of the applications submitted.
• Adjust the number of awards, award amounts, and period of performance.
• Make no awards as a result of this RFA.

One organization or a consortium of organizations may submit one proposal for consideration. IREX will be involved in all stages of grant implementation, as outlined in the subaward agreement.

Pre-award costs are not allowable and will not be reimbursed.

Applicable regulations:

Department of State Standard Terms and Conditions and 

2 CFR 200 Unified Administrative Requirements Subpart A through E apply. 

2CFR 600

SECTION III: ELIGIBILITY INFORMATION

Applicants must meet all the following eligibility criteria:

1. Registration and Legal Status
   1. Be officially registered as a legal entity under Ukrainian law and operating in compliance with all applicable civil, fiscal, and other regulations.
   2. Must not be a U.S. or other third-country organization or individual (only Ukrainian legal entities are eligible).
2. Operating Context
   1. Must be operating in Ukraine.
   2. Must have non-profit status.
3. Alignment with Program Objectives
   1. Proposed projects must meet URRF objectives and principles.
   2. The application must present expected outcomes and results that are consistent with and clearly linked to the project objectives.
4. Partnership and Cooperation
   1. Must officially cooperate with relevant state and/or local medical institutions, within the scope of the project.
   2. Such cooperation must be documented through letters of support, Memorandum of Understanding (MoUs), Agreements of Cooperation, or similar documents.
5. Political and Geographic Restrictions
   1. Must not represent or be affiliated with any political party or with appointed or elected officials.
6. Debarment and Compliance
   1. Must not be a debarred, suspended, or otherwise ineligible organization.
   2. Must comply with relevant U.S. Government regulations, including cost principles and procurement standards.
   3. Must have, or be willing to obtain, a Unique Entity ID (UEI) (statement of willingness to obtain a UEI written in free format).
7. Language and Timeline
   1. Applications must be submitted in Ukrainian or English.
   2. Proposed project timelines must not extend beyond the end date specified in this RFA.

Types of Eligible Subawardees

• Civil Society Organizations (CSOs), including:
  • Non-governmental organizations
  • Charitable organizations
  • Charitable funds
• Consortium of CSOs with clearly defined roles, responsibilities, and budget shares.

SECTION IV: APPLICATION AND SUBMISSION INFORMATION

Any questions concerning this RFA must be submitted in writing no later than ten days prior to the closing date to tender-ua@irex.org with subject line: “URRF RFA Project Management for Medical Institutions.”

The complete application package must be received no later than the closing date indicated on the cover page of this RFA. Late or incomplete applications may not be reviewed.

Application Package

A complete application must include the following components:

1. UEI Number (or statement of willingness to obtain a UEI prior to award).
2. Project Proposal (in IREX-provided template)  including:
   1. Organizational background (max. 3,000 characters with spaces)
   2. Program description (max. 1,000 characters with spaces)
   3. Beneficiaries, outcomes, and expected impact
   4. Work plan (narrative and/or tabular)
   5. Communication Plan
   6. Monitoring Plan
   7. Risk Response Plan
3. CVs or Short Bios of Key Project Staff.
4. Budget (in IREX-provided templates).
5. Other Supporting Materials, such as:
   1. Letters of support, MoUs, or Agreements of Cooperation with partners. No more than 20 pages in total.

Applicants should retain one copy of all submitted documents for their records. 

A selected finalist will be asked to submit a Due Diligence Questionnaire using IREX template prior to final decision to award the subgrant.

 Restrictions on Use of Funds

• Subaward funds provided under this RFA may not be used for:
• Procurement of goods or services from suppliers listed on the U.S. Government’s consolidated list of debarred, suspended, or ineligible contractors (see: http://www.sam.gov/).
• Purchases or activities not necessary for successful completion of the activity, including subawardee headquarters’ costs not directly linked to project implementation.
• Previous obligations and/or bad debts.
• Fines and /or penalties.
• Gambling.
• International travel costs.
• Expenditures that are directed, either directly or indirectly, towards assisting the Armed Forces of Ukraine, Territorial Defense Units of the Armed Forces of Ukraine, and other Defense Forces.
• Medicines.
• Food products, humanitarian aid, and disposable goods.
• Charity or support for political parties.
• Lobbying support for religious activities.
• Loans.
• Alcoholic beverages.
• Costs incurred by applicants before or after the approved project implementation period.
• Large items of durable equipment.
• Construction or renovation expenses.
• Organizations with affiliation to elected officials, political parties, or religious groups. Political or partisan activities.
• Activities that take place outside of Ukraine.
• Scientific research for special experiments or science-focused purposes.
• Purchase or lease of land and/or entire buildings.
• Venture capital, for-profit endeavors, or charging a fee for participation in the project.
• Individual scholarships.
• Gifts or prizes.
• Any costs unallowable as referenced 2 CFR 200 Subpart E Cost Principles and FAR 31.2 Cost Principles for Commercial Organizations

Late Applications

Applications received after the deadline will be marked as “late” and are normally ineligible for review or award. IREX, at its sole discretion, reserves the right to accept and include late applications in the review and award process if:

• It is in IREX’s best interest; and
• On-time applications have not yet been opened or reviewed.

Late or incomplete applications run a significant risk of not being considered.

SECTION V: APPLICATION REVIEW INFORMATION

Evaluation Criteria:

Applications will be evaluated according to the criteria below (total 100 points):

a. Technical Merit - 40 points

• Relevance to URRF program goals
• Sustainability of project results beyond project period
• Anticipated impact on the beneficiaries and expected reach of the target audience.
• Clear exit strategy and measures that work towards sustainability of results and/or institutionalization of practices and models.

b. Past Performance / Organizational Capacity - 30 points

• Demonstrated past performance in similar projects preferably with the health care institutions
• Relevant staff skills and experience aligned with the proposed activities
• Capacity to adhere to US Department of State financial and compliance guidelines

c. Feasibility and Cost Effectiveness - 30 points

• Reasonableness, allowability, and allocability of proposed costs.
• Cost effectiveness of the proposed approach.

To the extent necessary (if an award is not made based on initial submissions), IREX may conduct clarifications and/or negotiations with applicants whose applications are considered to have a reasonable chance of being selected for award.

SECTION VI: AWARD AND ADMINISTRATION INFORMATION

The recommendation or selection of an application in accordance with established procedures does not guarantee an award. All applicants must demonstrate that they possess, or can obtain, sufficient management capacity and systems to ensure appropriate accountability for funds and other assets provided.

 A. Award Notifications

• Successful applicants can expect to receive an Award Letter signed by IREX with a request to submit the Due Diligence Questionnaire along with the required supporting documents. The Award Letter will be addressed to the organization’s designated point of contact identified in the application.
• Applicants that are not selected can expect a written notification of non-selection. IREX does not commit to providing detailed feedback on individual applications or organizations, nor does it guarantee explaining all reasons for decisions made.

Interview panel and final negotiations will take place prior to the Award Letter and signing the subaward agreement.

 B. Reporting Requirements

Reporting requirements will be detailed in the subaward agreement. Reporting forms will be provided to subawardees. Requirements may include, but are not limited to:

• Periodic Program Updates
  Submitted during project implementation according to the schedule in the subaward agreement. These reports will describe progress, challenges encountered, actions taken to address them, and activities planned for the next period.
• Final Program Report
  Describing how project goals and objectives were achieved, key results, and lessons learned, including problems and solutions during implementation, overview of project sustainability, and success stories.
• Financial Reports
  Submitted according to the schedule specified in the subaward agreement. Types and frequency of financial reporting will depend on the type of subaward, project duration, and funding amount. A detailed Final Financial Report is required.

Issuance of the final installment of subaward funds is contingent upon IREX/URRF’s receipt and acceptance of the final program and financial reports

PUBLIC NOTICE
REQUEST FOR APPLICATIONS (RFA)
Ukraine Rapid Response Fund (URRF)

Issuance Date: February 26, 2026
Closing Date: March 31, 2026
Closing Time: 23:59 Kyiv time

I. Summary

The Ukraine Rapid Response Fund (URRF) is a five-year program funded by the U.S. Department of State (DOS) and implemented by International Research and Exchange Board (IREX). URRF aims to address immediate needs and strengthen the resilience of Ukraine’s government, civil society, and civilian population amidst Russia’s invasion and potential occupation, in support of Ukraine’s national system of resilience.

Subject to the availability of funds, IREX expects to award one subaward, ranging up to $60,000.00.

The anticipated period of performance is April 2026 – December 2026.

Through this competition, the selected subawardee will implement projects aimed at strengthening the capacity of medical institutions to absorb new knowledge, facilitate cross-regional exchange of practices and solutions, and improve project management and fundraising. These efforts will help effectively secure and manage international funding, ultimately enhancing the resilience of Ukraine’s healthcare system at the community level.

II. Purpose

Projects must contribute to the following URRF activities:

• Enhance the capacity of medical institutions to absorb new knowledge, facilitate cross-regional exchange of practices and solutions, and strengthen project management and fundraising skills to effectively secure and manage international funding.

Illustrative objectives include:

1. To ensure transparent access to the project for medical institutions with no prior donor-funding experience.
2. To build project management capacity for medical institutions and attract funding from donor organizations and businesses through a comprehensive blended training program.
3. To enable medical institutions to develop fundable project proposals through targeted mentorship for at least 8 institutions.
4. Increase awareness among medical institutions about existing funding opportunities and staff training opportunities.

Illustrative activities include strengthening capacity of medical institutions in attracting funding from donor organizations and businesses, and training for medical professionals.

All proposed projects must:

• Be directly linked to conditions caused by the ongoing war; and
• Contribute to advancing Ukraine’s healthcare system resilience.

III. Location of Activities

• Ukraine.

IV. Applicant Eligibility

Applicants must:

• Be registered non-profit organizations under Ukrainian law, operating in Ukraine and in compliance with Ukrainian legislation.
• Not be U.S. or other third-country organizations or individuals.
• Not represent or be affiliated with any political party or appointed/elected officials.
• Officially cooperate with relevant state executive bodies, medical institutions, education medical institutions, etc.
• Not be debarred, suspended, or otherwise ineligible.
• Submit applications in Ukrainian or English.
• Ensure project timelines do not exceed the end date noted in the RFA.
• Have or be willing to obtain a Unique Entity ID (UEI).

Eligible subawardees:
Civil Society Organizations (CSOs), including non-governmental organizations, charitable organizations, and charitable funds.

V. Funding and Cost Share

• Expected period of performance: April 2026  - December 2026.
• Cost share is not required.

VI. How to Apply

The full RFA and application package can be requested by emailing:
tender-ua@irex.org with the subject line: “URRF Grant_RFA Project Management for Medical Institutions – Request for Application.”

Completed applications must be submitted electronically to:
 tender-ua@irex.org

Mandatory email subject line: URRF Grant_RFA Project Management for Medical Institutions

Applications must be received no later than March 31, 2026, 23:59 Kyiv time.
Late or incomplete applications may not be considered.

СПИСОК НЕОБХІДНИХ ДОКУМЕНТІВ У РАЗІ ПОЗИТИВНОГО РІШЕННЯ ЩОДО НАДАННЯ ГРАНТУ / LIST OF REQUIRED DOCUMENTS IN CASE OF A POSITIVE DECISION OF FUNDING:

У разі позитивного рішення про надання гранту з боку IREX,  для отримання гранту необхідно буде надати  IREX пакет наступних документів/ In case of a positive decision of funding, to receiving a subaward it is necessary to provide IREX with the following package of documents:

• Свідоцтво про державну реєстрацію ГО/БФ/Certificate of state registration of the NGO/CF;
• Рішення про внесення ГО/БФ до Реєстру неприбуткових організацій та установ/Certificate of non-profit status;
• Протокол ГО/БФ або Наказ про призначення директора або особи, яка уповноважена на підписання грантової угоди/ Protocol of the NGO/CF or Order on the appointment of a director or a person authorized to sign the subaward agreement;
• Довідка про банківські реквізити ГО/БФ/ Certificate of bank account information;
• Копії розрозблених політик організації (наприклад: положення про облікову політику організації, положення про здійснення закупівель товарів, робіт, послуг, тощо/ Copies of developed policies of the organization (for example: organization's accounting policy, policy of procurement of goods, works, services, etc.;
• Статут ГО (cканована версія)/ Charter of the NGO/CF (scanned version).