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FAQ

Canada Caribbean Disaster Risk Management (CCDRM) Fund.

Frequently Asked Questions (FAQs)

1. How do I apply for project funding under the Canada Caribbean Disaster Risk Management Fund?

Proposals are only accepted during the Call for Proposals so look out for the next Call! It will be posted on the websites of numerous entities working in the disaster risk management/environmental management/climate change adaptation arena. You should also follow us on Facebook (http://www.facebook.com/CCDRMFundCanadaCaribbeanDisasterRiskManagementFund?ref=hl), where the launch of the Call and other useful information is posted. Finally, don’t hesitate to email us and request to be added to our mailing list.

2. For how long will the CCDRM Fund be able to provide project funding?

The CCDRM Fund will run for 10 years (2008-2018) or until such time as available funding is exhausted.

3. How often does the CCDRM Fund launch a Call for Proposals?

The CCDRM Fund issues public requests for proposals biannually.

4. What, if any, supporting documents should be attached to the Application Forms?

Once an organization has received confirmation that its application is eligible, it can begin to submit its supporting documents. These will include proof of the organization’s legal status and financial viability.

To qualify for funding an organization must be able to enter into a DFATD contribution agreement and be able to hold or open an interest bearing/chequing account (if possible) into which project funds will be deposited.

The Contribution Agreement is a contract that sets out the terms and conditions under which grant funds will be given to the applicant for the purpose of implementing a disaster risk reduction project.

Documents that can be used to verify the status of an organization include:

  • the certificate of incorporation,
  • a testimonial letter from a government agency or an established national or regional NGO establishing the bona fides of the applying organization,
  • an audited financial statement,

5. Should the total cost of the project be stated in Canadian Dollars or in national currency?

The total cost of the project should be stated in the currency of the country in which the project will be implemented. The CCDRM Fund Administrators will convert the total requested value into Canadian dollars based on the then current rate of exchange.

6. Is it important to state the name of a representative of the applicant organization?

It is very important that the applying organization identify at least one individual whose responsibility it will be to work with the CCDRM Fund for the duration of the application appraisal process.

The process of reviewing and selecting projects will require the CCDRM Fund Lead and Deputy Coordinator to communicate with a representative of the organization to confirm receipt of the project proposal; advise if the application is incomplete or requires additional information; and advise whether the application for support has been successful. If the Fund Coordinator cannot contact a representative of the organization, the appraisal process will stall.

Include in your application, the name of the person representing the organization along with their office address, contact telephone numbers (fax, phone, mobile) and an e-mail address. It is also helpful to include the name and contact information of an alternate in case the primary contact is unavailable.

7. Can the completed application form be submitted by e-mail?

Yes. The application form must be submitted with a cover letter to the CCDRM Fund via This email address is being protected from spambots. You need JavaScript enabled to view it.. Applications not submitted by email will not be accepted.

8. What is the difference between “Activity” and “Outcome”

The activities are the practical steps or actions taken to achieve a projects objective (e.g. constructing and install gabion baskets along a river bank in front of community centre). The “outcome” is the disaster risk reduction goal of the project (e.g. protect community centre from flood waters and erosion of the river bank). The project outcome is achieved by completing the project activities.

9. What does the term “community-driven” mean when used in the CCDRM Fund Guide for Project Submission?

Community-driven means that the community must be at the heart of the design of the proposed project. The CCDRM Fund will only provide grant support for local disaster risk reduction projects that are designed to address a disaster risk reduction need that the beneficiary community considers to be a priority. The community must be engaged in the project’s design and, if approved, implementation.

10. What is meant by “Project Sustainability”?

The term is used to describe projects that are able to provide disaster risk reduction benefits long after funding has ended. To ensure that the community continues to benefit from the disaster risk reduction measures provided by the project, the project proposal must show how the disaster risk reduction measures implemented under the project will continue to protect the community after the project has been completed. For example, who will be responsible for maintaining and repairing the flood drainage system constructed under the project? Is this commitment supported by a letter of agreement or a Memorandum of Understanding from the group or agency that will be responsible for maintaining the system after the project ends? How will the cost of repairs and maintenance be met after the project has been completed?

11. May I submit attachments with my request?

Yes. However, when submitting the Project Concept Form, you are advised to send only those attachments that are required to show that the CCDRM Fund’s application criteria have been met. As the appraisal process continues, your organization will be asked to submit additional supporting information based on the type of disaster risk reduction project that you plan to implement.

12. When does the Project Steering Committee meet?

The Project Steering Committee (PSC) meets after the Call for Proposals has ended to review the submitted applications and recommend proposals for support to DFATD.

13. Who sits on the Project Steering Committee?

The Project Steering Committee is made up of representatives from the following organizations:

  • Department of Foreign Affairs, Trade and Development (DFATD)
  • Caribbean Disaster and Emergency Management Agency (CDEMA)
  • Global Environmental Facility (GEF) Small Grants Programme (SGP)
  • The Barbados Youth Business Trust
  • Pan-American Health Organisation (PAHO) Emergency Preparedness and Disaster Relief Office
  • The Caribbean Development Bank’s Basic Needs Trust Fund (BNTF)
  • Caribbean Centre of Excellence for Sustainable Livelihoods

Projects submitted by organizations in countries with a DFATD office (Post) will be screened by both the Fund Coordinator and the appropriate DFATD country office representative. In addition, assistance and advice will be sought from experts and institutions for the review of disaster risk reduction projects in specialised areas (for example, agriculture, tourism, fisheries, communications, solid waste management, or engineering).

14. How long does it take to review a proposal?

The actual length of time required to process applications and release funds will be dependent on a number of factors including the number of applications received during the Call for Proposals. There are nine main steps between the receipt of the Project Concept Form and the launching of approved projects:

  1. Review of the submitted Project Concept Form to ensure that projects meet the eligibility criteria set out in the Guide for Project Submissions.
  2. Preparation of a Project Application Document for each eligible proposal. At this stage, the proponent may be asked to provide additional information or to revise the proposal to address information gaps or to provide clarity. The responsiveness of the applicant will determine how quickly this step is completed.
  3. Submission of the Project Application Documents to the Project Steering Committee (PSC) for review. The members of the PSC will review and evaluate each project in preparation for the PSC Review Meeting.
  4. Convening the Project Steering Committee to allow member to discuss each project proposal and identify the projects that will be recommended for funding. The PSC will sometimes determine whether a recommended application will require additional supporting information before it can be recommended for final funding approval.
  5. Communication with project proponents to secure the additional information requested by the PSC. The additional information needed may include technical assessments, technical drawings, an official endorsement, letters of agreement or memoranda of understanding. The response time of the proponent will be an important factor in determining how quickly this step is completed.
  6. Completion of an environmental assessment. Under the Canadian Environmental Assessment Act, all projects receiving funding support from Canada must undergo an assessment to ensure that project adequately considers its impact on the environment and identifies measures to mitigate any potential adverse environmental effects.
  7. Submission of Project documents to DFATD for final approval.
  8. Contracting: grants funds are released on the basis of the terms and conditions of a Contribution Agreement between DFATD and the applying organization.
  9. Funds disbursal: Once the Contribution Agreement has been signed, a portion of the total DFATD contribution is sent to the applicant (partner organization) in the form of a bank draft or wire transfer. Depending on the size and duration of the project, grant funds will be released in two or more tranches over the lifetime of the project.

The time between the close of the Call for Proposals and the disbursement of funds will depend on the accumulated time taken to complete each of the steps described above.

15. Could I set up an appointment to discuss my project idea?

Yes. Interested parties are encouraged to contact the Fund Coordinator for more information on deadlines, and to ensure that your proposal is presented in an acceptable format and includes all of the necessary information. Options include a meeting with the Coordinator at the CCDRM Fund office in Barbados, telephone call, or voice-over-internet-service (VOIP) such as Skype.

16. How do I check on the status of my application?

You may check on the status of your application at any time after it has been submitted by sending an e-message to the CCDRM Fund Administrators at This email address is being protected from spambots. You need JavaScript enabled to view it. or call the CCDRM Fund office at 246-425-0386 (Ext. 291/297).

17. Are there projects that CCDRM Fund will not support?

Yes. The CCDRM Fund will not support:

  • emergency humanitarian response,
  • on-going administrative expenses such as salaries, rent, phones, etc.,
  • contributions to charitable appeals,
  • proposals submitted by commercial firms or enterprises,
  • research or feasibility studies,
  • participation in conferences or workshops,
  • funding for conferences or workshops,
  • educational scholarships and training awards,
  • public education, public awareness, or outreach initiatives,
  • project activities that would appear in government estimates and/or normally be funded by the National or Local Governments.

18. Which countries are eligible to participate in the CCDRM Fund?

The CARICOM countries that are eligible to participate in the CCDRM Fund are:

  • Antigua and Barbuda,
  • Bahamas
  • Barbados,
  • Belize,
  • Dominica,
  • Grenada,
  • Guyana,
  • Jamaica,
  • Montserrat,
  • St. Kitts and Nevis,
  • Saint Lucia,
  • St. Vincent and the Grenadines,
  • Suriname, and
  • Trinidad and Tobago.

19. What is the maximum/minimum grant amount that you Fund?

Priority will be given to projects in the CAD$25,000 to CAD$75,000 range. Projects outside this range may be considered on an exceptional basis. However, requests for project funding cannot exceed CAD$100,000.

20. Does the CCDRM Fund cover costs associated with proposal preparation, project feasibility assessment or budget development?

No. The CCDRM Fund supports only those costs that will be incurred after a Contribution Agreement has been signed between DFATD and the recipient organization. These project costs will be specified in the Contribution Agreement.

21. If an organization has submitted a project proposal that has been declined, can the proposal be resubmitted?

If your project proposal has been declined, the organization will be so advised and the reason(s) for the decline outlined. The applicant can submit a revised application that addresses and corrects the issues communicated if the Call for Proposals is on-going or in a future Call.

22. Are there restrictions on the handling and use of the CCDRM Funds?

The terms and conditions of the CCDRM Fund grant will be set out in a legally binding Contribution Agreement between the submitting organization and DFATD. The recipient will be required to deposit and hold grant funds in an auditable bank account. Bank statements must be available to DFATD upon request.

An organization that receives a CCDRM Fund grant will be required to provide narrative and financial progress reports, along with an end-of-project financial statement and narrative report.

The recipient organization should also maintain all necessary records and accounts as required by generally accepted accounting principles for three years after the end of the project. DFATD reserves the right to carry out independent evaluations or audits on any project supported by the Canada Caribbean Disaster Risk Management Fund up to three years after the end of the project.

23. Does the applicant need to provide matching funds?

All applications are expected to include some form of in-kind contribution from the applying organization and the beneficiary community. Contributions to the project may take the form of cash or in-kind inputs (such as materials, equipment, labour, technical assistance, administrative support, etc).

All projects must be based on the disaster risk reduction needs and priorities identified by the beneficiary community. Members of the beneficiary community are expected to be involved in the implementation of the project. There should be every opportunity for members of the beneficiary community to demonstrate support for, commitment to, and ownership of the project through in-kind contributions.

The extent of in-kind contributions highlighted in the application will be assessed in terms of the apparent means of the applicant organization and/or the beneficiary community.

24. Can technical services and project management expenses and costs be included in the project budget?

The CCDRM Fund provides support for disaster risk reduction results. Any overhead cost that the Fund is asked to meet must be shown to be essential, and to contribute directly to the delivery of the project’s disaster risk reduction objective. Overhead costs should not exceed 12% of the requested grant. The project’s disaster risk reduction objective/result must be measurable. Only the portion of the overhead cost that contributes to the achievement of the disaster risk reduction objective will be considered.

The nature and size of the in-kind or matching contribution that the organization intends to make to the project will also be taken into consideration in the decision to support any requested overhead costs.

25. Can the proposal include the cost of a vehicle?

The purchase of a vehicle (like public education, workshops, and training) does not guarantee the delivery of a disaster risk reduction result and would not be supported by the CCDRM Fund.

26. Can monies from the CCDRM Fund grant be mixed with funds from another donor?

For the purposes of accountability, the grant from the CCDRM Fund should be used to deliver specific, agreed upon, disaster risk reduction results. These disaster risk reduction results may form a part of a larger initiative as long as the impact of the CCDRM Funds can be clearly and unambiguously identified. Support will not be provided if it appears that delays, problems, or the non-performance of any other part of the larger initiative will affect the successful outcome of the project supported by the CCDRM Fund.

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