Within the framework of the project “Coordinated Civil Society Action to Promote Rule of Law for All”, implemented by the Legal Policy Research Center (LPRC) and International Partnership for Human Rights (IPHR) with the financial support of the European Union, a call for proposals is announced for financial support of a project to monitor the penitentiary system of the Republic of Kazakhstan.

Lot №1: Monitoring of the penitentiary system of the Republic of Kazakhstan using the developed Methodology for Monitoring the Criminal Justice System (Sphere 8) and preparation of a final analytical report.

1. Context

The assignment is implemented within the framework of the project “Coordinated Civil Society Action to Promote Rule of Law for All”, carried out by LPRC and IPHR with the financial support of the European Union. In accordance with the project’s work plan, monitoring of compliance with international standards in Kazakhstan’s penitentiary system is envisaged, based on the developed Methodology for Monitoring the Criminal Justice System (Sphere 8).

2. Objective of the Assignment

To conduct a comprehensive monitoring of the penitentiary system of the Republic of Kazakhstan in accordance with the Methodology for Sphere 8: “Penitentiary System” (Methodology link: https://admin.rolforall.kz/wp-content/uploads/2025/08/sfera-8.-uis.pdf), and prepare a report analyzing the compliance of legislation and practice with international standards, using the template developed by the client (sample report: https://iphronline.org/wp-content/uploads/2025/03/rus-analytical-report-on-the-prison-system-in-the-kyrgyz-republic.pdf).

3. Expected Results

4. Methodology and Approach

Monitoring should be carried out strictly in line with Methodology for Sphere 8, including:

• Legislative analysis (Constitution, Penal Code, probation law, internal rules of the penitentiary system, etc.);
• Surveys and interviews:
  • with prisoners (including vulnerable groups – women, juveniles, elderly, LGBTI, persons with disabilities, etc.),
  • with penitentiary staff (administration),
  • with medical staff;
• Observation of detention conditions (exercise yards, medical points, cells);
• Review of open sources (media, Ombudsman reports, NPM and other NGOs);
• Collection and analysis of statistics (upon request or from open data);
• Triangulation of data for verification.

Monitoring tools (questionnaires, checklists) may be adapted but must cover all indicators of the Methodology.

5. Geography of Monitoring

At least 10 penitentiary institutions, including:

• Pre-trial detention facilities;
• Correctional colonies;
• Facilities for vulnerable groups (women, juveniles).

Priority: geographical diversity (at least 4 regions) and representative coverage of the system.

6. Timeframe

Start: 1 November 2025

Completion: no later than 6 months afterwards Interim reports and approvals – according to the agreed schedule.

7. Language of the Assignment

All documents and reports must be submitted in Russian.

8. Budget and Financing

The total cost of services for this assignment must not exceed EUR 60,000 (including all taxes and charges, if applicable).

Financing is provided under the current grant contract with the European Union and includes:

• 95% (up to EUR 57,000) – funded by the EU project;
• 5% (up to EUR 3,000) – own contribution of the implementer, to be ensured in monetary form (e.g. staff time, office rent, logistics, etc.).

The budget proposal must be in euros and include a transparent breakdown (fees, transport, accommodation, fieldwork, report preparation, etc.). Costs must be necessary, justified, realistic, and ensure value for money.

Payment will be made in installments, according to the delivery and approval of results:

• 40% – upon submission of monitoring plan;
• 40% – upon submission of interim report and evidence of monitoring;
• 20% – upon approval of final report.

9. Eligibility Criteria

Applicants (civil society organizations/legal entities or consortia) must:

• Be a non-profit legal entity registered in Kazakhstan;
• Have proven experience in human rights monitoring, especially in places of detention;
• Have expertise in legal analysis of the penitentiary system and/or criminal justice;
• Have experience in data collection, analysis, and interpretation using quantitative and qualitative methods (surveys, interviews, observations);
• Desirable: experience preparing reports for international donors (EU, UN, OSCE, etc.);
• Have a qualified team, including:
  • lawyer/human rights defender with experience in penitentiary system;
  • sociologist/analyst in qualitative and quantitative methods;
  • specialists on vulnerable groups;
• Be able to ensure proper coordination of fieldwork and cooperation with state and non-state bodies;
• Ensure confidentiality, gender sensitivity, inclusiveness;
• Properly administer the contract (accounting, reporting, cost verification);
• Provide own contribution of at least 5% of total cost;
• Work with confidential data and adhere to ethical standards;
• Confirm absence of conflict of interest with state bodies or penitentiary institutions;
• Act according to principles of independence, impartiality, professional ethics, non-violence;
• Be ready to attend training on the methodology.

10. Application Procedure and Deadlines

Applications accepted: 5 – 26 September 2025 (Astana time).

Application package must include:

• Completed Application Form in Russian (Appendix 1, max 15–20 pages, based on Sphere 8 Methodology: https://admin.rolforall.kz/wp-content/uploads/2025/08/sfera-8.-uis.pdf);
• Completed Budget Form in English (Appendix 2, in euros);
• Registration certificate of the organization in Kazakhstan;
• List of projects implemented/ongoing (2023–2025), with donor and budget;
• CVs of key project team members.

Forms can be downloaded here: https://drive.google.com/drive/folders/1VTqYwRlCFqoYueqzUKacNhEHTmAfuUiZ?usp=sharing

All documents must be sent to: apply@iphronline.org

Subject line: “Lot №1 – Penitentiary Monitoring – [organization name]”.

📅 Info-session for potential applicants: 15 September 2025, 15:00 (Astana time)

📍 Format: online (link upon request)

📩 To receive the link, send email with subject “Info-session – Lot №1” to omiroshnichenko@hotmail.com by 12 September 2025, 18:00.

11. Evaluation Criteria

12. Special Conditions

• One organization/consortium may submit only one application for Lot 1 and win only one competition among 5 lots.
• Other lots to be announced:
  • Lot 2: Monitoring of trial stage (Sphere 7);
  • Lot 3: Monitoring of the Bar/legal aid (Spheres 4, 5);
  • Lot 4: Monitoring of criminal policy, judiciary, prosecution (Spheres 1–3);
  • Lot 5: Monitoring of pre-trial stage (Sphere 7).

This publication was funded by the European Union. Its contents are the sole responsibility of Legal Policy Research Centre and do not necessarily reflect the views of the European Union. This publication has been prepared within the project “Coordinated Civil Society Action to Promote the Rule of Law for All”, which is implemented by the Legal Policy Research Centre (LPRC) and the International Partnership for Human Rights (IPHR), with the financial support of the European Union.