Transcript Slide 1

Delegation of the European Union to India
Peace-building Partnership
Regional Call for Proposals – South Asia
Information Session
New Delhi, 19 February 2013
Peace-Building Partnership Call for Proposals South Asia 2013
Delegation of the European Union to India
• WHAT IS THE OBJECTIVE OF THIS
CALL?
• WHO CAN APPLY?
• WHAT KIND OF ACTIVITIES?
• HOW TO APPLY?
– CONCEPT NOTE
– FULL APPLICATION
– LOGFRAME
– BUDGET
Delegation of the European Union to India
GUIDELINES FOR APPLICANTS
https://webgate.ec.europa.eu/euro
peaid/onlineservices/index.cfm?ADSSChck=135
9717260712&do=publi.welcome
http://eeas.europa.eu/delegations
/india/funding_opportunities/call_f
or_tender/20130130_en.htm
Delegation of the European Union to India
WHAT IS THE OBJECTIVE
OF THIS CALL FOR PROPOSALS?
Ref. Guidelines 1.1 and 1.2
Delegation of the European Union to India
INSTRUMENT FOR STABILITY:
PEACE-BUILDING PARTNERSHIP
To create, restore or consolidate
appropriate ways, tools and mechanisms
at local and regional level to prevent
conflicts and contribute to durable peace.
- Capacity building of civil society
- Improve civil society networking and
advocacy
- Promote dialogue between civil society,
local and international institutions
Delegation of the European Union to India
OVERALL OBJECTIVE OF THIS
CALL FOR PROPOSALS
To support local actors’ initiatives
for the prevention of conflicts and
the consolidation of peace in South
Asia, while contributing to the
global objectives:
- Capacity building
- Networking and advocacy
- Dialogue
Delegation of the European Union to India
SPECIFIC OBJECTIVES OF THIS
CALL FOR PROPOSALS
Three thematic priorities:
1. Women, peace and security
2. Children and youth, peace
and conflict
3. Natural resources and
conflict
Delegation of the European Union to India
EXPECTED RESULTS OF THE CALL
• Enhanced capacity of civil society
organisations working on conflict
and peace-building
• Awareness of problems and
solutions related to conflict and
peace-building in relation to women,
children, and natural resources
• New or stronger links between
different organisations and groups
Delegation of the European Union to India
DESIRABLE CHARACTERISTICS
•
•
•
•
•
Gender
Coordination and cooperation
Build on what already works
Based on clear theory of change
Monitoring and evaluation
Delegation of the European Union to India
RULES OF THIS CALL
Delegation of the European Union to India
WHO CAN APPLY?
Eligibility of Applicants Ref. Guidelines 2.1.1., 2.1.2, 2.1.3
Main applicant (Beneficiary)
•
•
•
•
•
Legal person
Non profit
CSO in large sense
Registered in any country
Constituted according to
law of the country (e.g.
FCRA)
• Registered min. 3 years
• Min. 2 years experience in
relevant sectors
• Directly responsible for
preparation and
management of action
Co-applicant (partner)
• Same as applicant
Associates
• Do not have to meet
eligibility criteria, but
do not receive funding
Contractors
• Procurement rules
Sub-grantees
• In India, must have
FCRA
Affiliated entities
• Same as applicant
Delegation of the European Union to India
WHAT KIND OF ACTIVITIES?
Eligible actions Ref Guidelines 2.1.4
• TYPE OF ACTION: PROJECT
– Self-contained
– Coherent set of activities
– Clearly defined objectives, outcomes, target
group
– Limited timeframe
• DURATION: 12-36 MONTHS
• SECTOR/THEME: See Guidelines 1.2
• SUB-GRANTING: Max €60,000/grant, types
of activities and selection criteria to be
specified
Delegation of the European Union to India
INELIGIBLE ACTIVITIES
Eligible actions Ref Guidelines 2.1.4
• Individual sponsorship for
participation in conferences
• Individual scholarships for studies
• Construction of new buildings
• Pure humanitarian assistance
• Discriminatory actions
Delegation of the European Union to India
LOCATION OF ACTIVITIES
Eligible actions Ref Guidelines 2.1.4
Lot 1: India
Lot 2: Nepal
Lot 3: Bangladesh
Lot 4: Regional/Multiple countries
- Two or more countries
- Must include India, Nepal and/or
Bangladesh
- May also include Bhutan, Sri
Lanka, Maldives, Myanmar
Delegation of the European Union to India
INDICATIVE ALLOCATION OF FUNDS
Ref Guidelines 1.3
Total available: € 2 million
• Lot 1, 2, 3: € 400,000 per lot
• Lot 4:
€ 800,000
Size of grants:
• Lot 1, 2, 3: € 200,000 - € 400,000
• Lot 4:
€ 300,000 - € 800,000
EU co-funding:
50-80% of total eligible costs
Delegation of the European Union to India
For 80 % EU contribution
• Lot 1, 2, 3:
250,000. EUR< Total budget<500,000. EUR
• Lot 4:
375,000. EUR < Total budget <1,000,000. EUR
• 20 % financed by your own sources of funds
Delegation of the European Union to India
Budget information
in the concept note: cost estimation
• Summary of the action
(p. 5 of the
application form):
EU financing request in EURO and as
a percentage of total budget of the
Action ►► Amount of the Contribution
requested from the EU.
Delegation of the European Union to India
ELIGIBILITY OF COSTS
Ref. Guidelines 2.1.5
• Actual costs incurred
• Simplified cost options (Annex K)
– Unit costs
– Lump sums
– Flat-rate
• Contingency reserve (max 5 %)
• Indirect costs / overheads (Max 7%)
• Taxes are eligible if the beneficiary
can show it cannot reclaim them.
• Contribution in-kind: not allowed.
Delegation of the European Union to India
• Also Refer to Annex G published with the Call for
proposal, General Conditions of the grant Contract
(e3h2_gencond_en[1]) Article 14.
• How to estimate the cost of a Project?
- Necessary,
- reasonable, justified,
- principle of sound management
- value for money, cost-effectiveness.
- Costs normally borne by the applicant or co-applicants.
• List of ineligible costs. Amongst them: purchases of
land or buildings; currency exchange losses;
• In narrative part, point 2.1.2. paragraphs on team
proposed & main means for implementation of the action
should be coherent with the budget.
Delegation of the European Union to India
Budget of the Action
Annex B - full application
Delegation of the European Union to India
Budget of the Action:
General
recommendations
• Respect of the format is
essential: Annex B – Budget template.xls
• Action as a whole (total costs of the Action), not only
the requested EU contribution
• 1st excel sheet : All years and Year 1
• 2nd excel sheet: Justification of the budget
• 3rd excel sheet: Sources of funding
• In EURO
• Total of the 1st sheet = total of the 3rd sheet
• Flexibility (ceiling – possible reallocation)
• Budget is a budget per nature of costs and not a
budget per activities
Delegation of the European Union to India
HOW TO APPLY
Delegation of the European Union to India
HOW MANY APPLICATIONS?
Ref Guidelines 2.1.4
• Applicant
- One application per lot only
- May be co-applicant in another application
• Co-applicant
– More than one application per lot allowed
– May be affiliated entity in another
application
• Affiliated entity
– More than one application per lot allowed
Delegation of the European Union to India
Potential Applicant Data Online
Registration (PADOR)
Ref Guidelines 2.2
• Compulsory for all applicants and
co-applicants
• Online database, available at:
http://ec.europa.eu/europeaid/work/onli
neservices/pador/index_en.htm
• Read “quick guide” on website
• For any questions, contact
HelpDesk:
[email protected]
Delegation of the European Union to India
Delegation of the European Union to India
Delegation of the European Union to India
Delegation of the European Union to India
Delegation of the European Union to India
RESTRICTED PROCEDURE
Ref. Guidelines 2.2
1. Concept note
2. Full application
Delegation of the European Union to India
CONCEPT NOTE CONTENT
Ref. Guidelines 2.2.1
• Submit Part A of Grant Application Form
– 1. Concept note (including EU financing
requested in EURO & in %)
– 2. Checklist for Concept Note
– 3. Declaration by the Applicant for Concept Note
• Max. 5 full pages (A4 size) of Arial 10
characters with 2 cm margins, single line
spacing
• Responds, in the same sequence to the
headings:
– Description of the action
– Relevance of the Action and its effectiveness
Delegation of the European Union to India
CONCEPT NOTE SUBMISSION
Ref. Guidelines 2.2.2
• Deadline 18 March 2013 at 17.00
• One original and one copy
• One CD-ROM with exact same
version
• Reference number and title of Call
• “Not to be opened before the
opening session”
• Send to EU Delegation India
Delegation of the European Union to India
Opening and administrative check
of Concept Note
Ref. Guidelines 2.3
• Deadline respected
• The instructions for the Concept
Note have been followed
• Declaration of applicant signed
• Concept Note typed and in English
• One original plus one copy
• Electronic version on CD
• Complies with eligibility criteria
Delegation of the European Union to India
Evaluation Concept Note
Scores
1. Relevance of the action
Subscore
30
2. Design of the action
Subscore
20
TOTAL SCORE
50
Delegation of the European Union to India
Evaluation Concept Note
1. Relevance of the action
Sub
Score
30
1.1 How relevant is the proposal to the objectives and priorities of the Call for
Proposals?
5x2**
10
1.2 How relevant to the particular needs and constraints of the target
country(ies) or region(s) is the proposal? (including synergy with other EU
initiatives, avoidance of duplication, building on what works)
5x2*
10
1.3 How clearly defined and strategically chosen are those involved (final
beneficiaries, target groups)? Have their needs been clearly defined and
does the proposal address them appropriately? Does the action aim to
enhance coordination and operational cooperation between separate
entities and organisations?
5
5
1.4 Does the proposal contain specific added-value elements, such as
environmental issues, promotion of gender equality and equal
opportunities, needs of disabled people, rights of minorities and rights of
indigenous peoples, or innovation and best practices?
5
5
Delegation of the European Union to India
Evaluation Concept Note
2. Design of the action
Subscore
20
2.1 How coherent is the overall design of the action?
In particular, does it reflect the analysis of the problems involved,
take into account external factors and relevant stakeholders?
5x2** 10
2.2 Is the action feasible and consistent in relation to the objectives 5x2** 10
and expected results?
Delegation of the European Union to India
SHORTLISTING
• After the evaluation of Concept
Notes, all applicants will be
informed of the result of the
evaluation
• Applicants who submitted the
Concept Notes with the highest
scores will be invited to submit a
Full Proposal
Delegation of the European Union to India
FULL APPLICATION
Ref Guidelines 2.2.5
Submit Part B of Grant Application Form
•
General information table (1)
•
Description of the action (2)
•
Logical Framework (separate annex C)
•
Budget for the action including justification of
costs & sources of funding (separate annex B)
•
Experience of similar actions (2.1.7, 2.1.8, 2.2)
•
Description of the Applicant (3), co-applicant (4)
& affiliated (5)
•
ALL should be registered in PADOR
•
Signed Mandate for co-applicants & affiliated
entities statement
•
Description of the Associates should be filled-in
•
Checklist to be filled in by applicant
•
Signed Declaration by the Applicant
Delegation of the European Union to India
FULL APPLICATION
LOGFRAME
Delegation of the European Union to India
Results-oriented Logframe
Intervention logic
Objectively verifiable
indicators of
achievement
Sources and means
of verification
Overall
objective
What is the overall
broader objective to
which the action will
contribute?
What are the key
indicators related to the
overall objective?
What are the sources
of information for
these indicators?
Specific
objective
What specific
objective is the
action intended to
achieve to contribute
to the overall
objective?
Which indicators clearly
show that the specific
objective of the action
has been achieved?
What data sources
exist or can be
collected? What
methods are required
to get this data?
Which factors and
conditions outside the
Beneficiary's
responsibility are
necessary to achieve
that objective?
Expected
results
What are the results
or outputs envisaged
to achieve the
specific objective.
What are the indicators
to measure whether
and to what extent the
action achieves the
expected results?
What are the sources
of information for
these indicators?
What external conditions
must be met to obtain
the expected results on
schedule?
Assumptions
Delegation of the European Union to India
Levels of results / impact
Overall
Objective
The project’s
The broad peace-building
impact to which the project
contribution to
contributes
policy or
programme
objectives (impact)
Specific
Objective
Direct benefits to
the
target group(s)
The peace-building outcome at
the end of the project – more
specifically the expected
benefits to the target group(s)
Expected
Results
Tangible products
or
services delivered
by the project
The direct/tangible results
(goods and services) that the
project delivers, and which are
largely under project
management’s control
Delegation of the European Union to India
Delegation of the European Union to India
Always refer to the Guidelines !
Keep the evaluation grids in mind !
Respect the formats !
Do not change them !
Do not forget the also fill in check lists !
Delegation of the European Union to India
FULL APPLICATION
EVALUATION
Delegation of the European Union to India
Evaluation Full Application
Section
Max
Score
1. Financial and operational capacity
20
1.1 Do the applicant and, if applicable, co-applicants have sufficient
experience of project management?
5
1.2 Do the applicant and, if applicable co-applicants have sufficient
technical expertise? (notably knowledge of the issues to be addressed.)
5
1.3 Do the applicant and, if applicable, co-applicants have sufficient
management capacity?
(including staff, equipment and ability to handle the budget for the
action)?
5
1.4 Does the applicant have stable and sufficient sources of finance?
5
2. Relevance of the action
30
Score transferred from the Concept Note evaluation
Delegation of the European Union to India
Evaluation Full Application
Section
Max
Score
3. Effectiveness and feasibility of the action
20
3.1 Are the activities proposed appropriate, practical, and consistent with
the objectives and expected results?
5
3.2 Is the action plan clear and feasible?
5
3.3 Does the proposal contain objectively verifiable indicators for the
outcome of the action? Is evaluation foreseen?
5
3.4 Is the co-applicant(s)‘s and affiliated entity(ies)’s level of involvement
and participation in the action satisfactory?
5
Delegation of the European Union to India
Evaluation Full Application
Section
Max
Score
4. Sustainability of the action
15
4.1 Is the action likely to have a tangible impact on its target groups?
5
4.2 Is the proposal likely to have multiplier effects? (Including scope for
replication, extension and information sharing.)
5
4.3 Are the expected results of the proposed action sustainable:
- financially (how will the activities be financed after the funding ends?)
- institutionally (will structures allowing the activities to continue be in
place at the end of the action? Will there be local “ownership” of the
results of the action?)
- at policy level (where applicable) (what will be the structural impact of
the action — e.g. will it lead to improved legislation, codes of conduct,
methods, etc?)
- environmentally (if applicable) (will the action have a
negative/positive environmental impact?)
5
Delegation of the European Union to India
Evaluation Full Application
Section
5. Budget and cost-effectiveness of the action
5.1 Are the activities appropriately reflected in the budget?
5.2 Is the ratio between the estimated costs and the expected results
satisfactory?
Maximum total score
Max
Score
15
5x2*
5
100
Delegation of the European Union to India
SUPPORTING DOCUMENTS
Ref Guidelines 2.4
Applicants that have been
provisionally selected for funding
will be asked to provide:
•
•
•
•
•
•
•
Statues or articles of association
External audit report if grant >€750,000
Copy of latest accounts
Legal Entity Sheet
Financial Identification Form
Most recent activity report
Copy of relevant registration document
(e.g. FCRA in India)
Delegation of the European Union to India
Time schedule – deadlines
Ref. Guidelines 2.5.2
01/02
19/02
25/02
07/03
18/03
Launch of call
Information session
Deadline request clarification
Reply FAQs
Submission Concept Note
29/04*
29/04*
13/06*
25/07*
08/08*
31/12*
Information on CN evaluation
Invitation for full application
Submission of full application
Information on FA evaluation
Notification of award
Contract signature
* indicative dates
Delegation of the European Union to India
FAQ
• Questions to be submitted by e-mail by 25 Feb to
[email protected]
• Replies will be given by 7 March.
• To ensure equal treatment of applicants, we cannot
give a prior opinion on the eligibility of an
applicant, a co-applicant, an action or specific
activities.
• Questions together with the answers will be
published on web site
https://webgate.ec.europa.eu/europeaid/onlineservices/index.cfm?ADSSChck=1359717260712&do=publi.welcome
http://eeas.europa.eu/delegations/india/funding_opportunities/call_for_te
nder/20130130_en.htm
• No individual replies will be given
• Highly recommended to regularly consult this
website
Delegation of the European Union to India
THANK YOU