Issuance Date: November 24, 2025

Closing Date: January 4, 2026

Closing Time: 23:59 Kyiv time

Subject: Request for Applications (RFA) Number FY26-URRF-Emergency Preparedness 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 the development and submission of 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 the preparedness of communities (territorial hromadas) with their Local and/or Voluntary Fire Departments (LFDs and VFDs) as well as other types of existing emergency response mechanisms to effectively plan, coordinate, and respond to potential disasters caused by the Russian invasion of Ukraine or other hazards, thereby strengthening local resilience.

Projects may include strengthening the capacity of:

• Local governments.
• Local and/or voluntary fire departments (LFDs/VFDs).
• Relevant municipal institutions.
• Civil society organizations, community volunteers, and residents 

To work jointly, follow established procedures and protocols, share resources, and use the skills and competencies needed to fulfill their roles and responsibilities in keeping communities safe and ready to respond to emergencies. 

Ideally, the selected territorial hromadas will represent a diverse cross-section of municipalities (e.g., urban, rural, frontline-adjacent, remote, central, and those located in relatively safer areas but facing strategic industrial or natural risks), so that disaster-readiness models developed and piloted through this project can be adapted and replicated in other hromadas with similar operating environments.

All proposed projects must be directly linked to conditions created by the ongoing war and contribute to URRF’s overarching goal of advancing Ukraine's resilience or addressing an immediate war-related need. 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 following objectives:

1. Strengthen local disaster preparedness and planning capacity in five pilot communities.
2. Enhance the operational capacity of LFDs/VFDs and/or other types of existing emergency response mechanisms to respond effectively to emergencies.
3. Ensure sustainability of emergency response mechanisms operations.

D. Illustrative Activities

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

• Propose an approach and basic criteria for selecting the five pilot hromadas.
• Conduct localized risk assessments in the selected communities, identifying key vulnerabilities, hazardous sites, and potential impacts of large-scale disasters (including war-related and natural hazards).
• Support the development or revision of five community risk passports, ensuring alignment with SESU’s methodological requirements, the Interdepartmental Commission on Zoning of Territories, and best international practices, including relevant EU standards.
• Develop five local disaster response plans through participatory processes that engage key institutions and resident groups and facilitate multi-stakeholder community-based coordination involving local administrations, SESU representatives, community responders, and non-governmental actors.
• Deliver training sessions in risk mapping, disaster planning, and other relevant topics for at least 100 local officials, first responders, interested CSOs, volunteers, and other relevant actors.
• Identify equipment and training gaps of LFDs/VFDs or other agencies responsible for emergency response in the five target communities, based on the community risk passports and disaster response plans. Assess the capacity of local authorities to address these needs, and support them in identifying potential resources, including local budgets and other funding mechanisms. Where strongly justified, IREX may consider supplementing hromada resources with in-kind support (e.g., targeted equipment and/or protective gear for responders).
• Deliver practical skill-building training on emergency response, fire suppression, search and rescue, and use of modern response technologies (including robotic and remote-controlled systems) for at least 250 members of LFDs/VFDs, first responders, interested CSOs, volunteers, and other relevant actors tasked with roles in hromada disaster-readiness plans.
• Complete a comprehensive legislative and policy gap assessment and develop at least two legal documents (laws and/or by-laws) to enable effective operations of response mechanisms either on the local, national or sub-national levels. Facilitate knowledge exchange and sharing of best practices in disaster modeling and preparedness from the five pilot communities to at least twenty additional communities.
• Propose mechanisms to sustain the emergency readiness model and institutionalize training and expertise developed under the project with relevant organizations.

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

SECTION II: AWARD INFORMATION

Subject to the availability of funds, IREX expects to award one subaward, ranging from $200,000.00 to $ 250,000.00.

The anticipated period of performance is February 2026 – January 2027. 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. 

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 executive bodies, local authorities, local SESU departments, local fire departments, and/or voluntary fire departments 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).
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 Emergency Preparedness-Question.”

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
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 (including local authorities, SESU, LFD/VFD, etc.). No more than 2020 pages 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 Application 

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):

1.  Technical Merit - 50 points
   1. Relevance to URRF program goals
   2. Sustainability of project results beyond project period
   3. Anticipated impact on the beneficiaries and expected reach of the target audience.
2. Past Performance / Organizational Capacity - 20 points
   1. Demonstrated past performance in similar projects
   2. Relevant staff skills and experience aligned with the proposed activities
   3. Experience working in the proposed geographical region(s)
   4. Capacity to adhere to US Department of State financial and compliance guidelines
3. Feasibility and Cost Effectiveness - 30 points
   1. Reasonableness, allowability, and allocability of proposed costs.
   2. 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.

Following the Award Letter, final negotiations will take place prior to 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 Reports
  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.
• 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.

ANNEX

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 from $200,000.00 to $ 250,000.00.

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

Through this competition, selected subawardee will implement projects to enhance the preparedness of Local and Voluntary Fire Departments (LFDs/VFDs) in five Ukrainian communities so they can effectively plan, coordinate, and respond to disasters caused by the Russian invasion or other hazards.

II. Purpose

Projects must contribute to the following URRF activities:

• Supporting national and sub-national government actors such as the State Emergency Service of Ukraine (SESU) and its regional branches who are directly tasked with crisis and emergency response.
• Facilitating the roll-out of best practices for disaster modeling and preparedness from the national level to hromada level.

Illustrative objectives include:

1. Strengthen local disaster preparedness and planning capacity in five pilot communities.
2. Enhance the operational capacity of LFDs/VFDs and/or other types of existing emergency response mechanisms to respond effectively to emergencies.
3. Ensure sustainability of emergency response mechanisms operations.

Illustrative activities include risk assessments, development of community risk passports and response plans, training for officials and first responders, legislative and policy improvements, and knowledge sharing across communities.

All proposed projects must:

• Be directly linked to conditions caused by the ongoing war; and
• Contribute to advancing Ukraine’s resilience or addressing an immediate war-related need.

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, local authorities, SES, and/or LFDs/VFDs (documented through letters of support, MoUs, or similar).
• 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: February-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 Emergency Preparedness – Request for Application.”

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

Mandatory email subject line: URRF Grant_RFA Emergency Preparedness

Applications must be received no later than January 4, 2026, 23:59 Kyiv time.
 Late or incomplete applications may not be considered.