Guidelines for grant applicants

Transcription

1 Contracting Authority: European Commission Neighbourhood Civil Society Facility (European Neighbourhood and Partnership Instrument) Regional actions Guidelines for grant applicants Budget lines and Reference: EuropeAid/135811/DH/ACT/Multi Deadline for submission of Concept note: 04/06/ e3a_guidelines_en.doc EuropeAid/135811/DH/ACT/Multi

2 NOTICE This is a restricted Call for Proposals. In the first instance, only Concept Notes must be submitted for evaluation. Thereafter, applicants who have been pre-selected will be invited to submit a Full Application Form. After the evaluation of the Full Applications, an eligibility check will be performed for those which have been provisionally selected. Eligibility will be checked on the basis of the supporting documents requested by the Contracting Authority and the signed Declaration by the Applicant sent together with the application. 2

3 Table of contents 1. NEIGHBOURHOOD CIVIL SOCIETY FACILITY REGIONAL ACTIONS Background Objectives of the programme and priority issues Financial allocation provided by the contracting authority RULES FOR THIS CALL FOR PROPOSALS Eligibility criteria Eligibility of applicants (i.e. applicant and co-applicant(s)) Affiliated entities Associates and Contractors Eligible actions: actions for which an application may be made Eligibility of costs: costs that can be included How to apply and the procedures to follow Concept Note content Where and how to send Concept Notes Deadline for submission of Concept Notes Further information about Concept Notes Full Application forms Where and how to send Full Application forms Deadline for submission of Full Application forms Further information about Full Application forms Evaluation and selection of applications Submission of supporting documents for provisionally selected applications Notification of the Contracting Authority s decision Content of the decision Indicative timetable Conditions for implementation after the Contracting Authority s decision to award a grant Early warning system and central exclusion database LIST OF ANNEXES 29 DOCUMENTS TO BE COMPLETED e3a_guidelines_en.doc EuropeAid/135811/DH/ACT/Multi

4 1. NEIGHBOURHOOD CIVIL SOCIETY FACILITY REGIONAL ACTIONS 1.1. BACKGROUND Civil society actors play an important role in the development, implementation and monitoring of national reforms in general and in the success of development cooperation policies and programmes supporting them. The Joint Communication on A new response to a changing Neighbourhood 1 of May 2011, the culmination of a comprehensive review of the European Neighbourhood Policy launched in 2010, outlined a new approach towards EU s neighbours to the East and South, based on mutual accountability and a shared commitment to respecting universal values, international human rights standards, democracy and the rule of law. Acknowledging civil society s role to contribute to policy-making and hold governments to account, the Communication committed to supporting a greater role for civil society actors through a partnership with societies, helping civil society actors develop their advocacy capacity, the ability to monitor reform and their role in implementing, monitoring and evaluating EU programmes. The Communication 2 also proposed the establishment of a Civil Society Facility to provide funding for civil society actors. The overall objective of the Neighbourhood Civil Society Facility is to strengthen and promote civil society's role in reforms and democratic changes taking place in Neighbourhood countries, through increased participation in the fulfilment of Neighbourhood Policy objectives. The Facility pursues the following specific objectives: To strengthen CSOs capacities to promote reform and increase public accountability, including to increase the understanding and knowledge by CSOs of EU (ENP) policy instruments and programmes, new aid modalities, EU procedures and improving CSO s technical skills to respond to calls for proposals; To strengthen CSOs involvement in the policy-making process and in policy dialogue; to strengthen CSOs' role as watchdog players; to increase interaction between CSOs and authorities at the regional, national and local levels; To increase CSOs involvement in programming, implementation and monitoring of EU assistance and policies in the region, in particular to facilitate civil society actor s participation in (selected) sector policy dialogues between the EU and the partner countries. To support CSOs' role in local development. Changes encountered in the Neighbourhood region as well as events elsewhere in the world highlighted the greater need for an enabling environment for civil society. This has prompted the European Commission to propose an enhanced and more strategic approach in its engagement with civil society. This approach is set out in the Communication "The roots of democracy and sustainable development: Europe's engagement with civil society in external relations" (12 September 2012), which sets the overall framework for this Call, together with the Neighbourhood Civil Society Facility. The objective of the Communication is to facilitate constructive relations between states and civil society organisations. The Communication identifies priority areas for engagement with local civil society organisations in partner countries relating to: i) promotion of an enabling environment, ii) participation of civil society in domestic policies, in the EU programming cycle and in international processes and iii) capacity development for CSOs to perform their roles more effectively. 1 COM(2011)303 2 Idem e3a_guidelines_en.doc EuropeAid/135811/DH/ACT/Multi

5 1.2. OBJECTIVES OF THE PROGRAMME AND PRIORITY ISSUES The global objective of this Call for Proposals is to support active and inclusive civil society organisations which contribute to the social and economic development of partner countries. The specific objective of this Call for Proposals is to strengthen the capacity of civil society organisations from the European Neighbourhood partner countries allowing them to improve their engagement in policymaking processes and policy dialogue, their role as watchdog and monitoring players, and their representativeness and links with their constituencies. This Call for Proposals is split in three lots: Lot 1 covering the Eastern Neighbourhood countries (Armenia, Azerbaijan, Belarus, Georgia, the Republic of Moldova and Ukraine). Lot 2 covering the Southern Neighbourhood countries (Algeria, Egypt, Israel 3, Jordan, Lebanon, Libya, Morocco, Palestine, Syria 4, Tunisia). Lot 3 covering the countries of the Neighbourhood region involved in the Maghreb integration process (Algeria, Morocco, Tunisia and Libya). Lot 1 Eastern Neighbourhood Region The priority to be pursued under Lot 1 covering the countries of the Eastern Neighbourhood Region 5 is the capacity development of civil society organisations. The Lot aims to contribute to capacity development at the individual, organisational and sector/network level, with a particular focus on the organisational level. Capacity development can address several facets of an organisation: Institutional arrangements 6 through institutional reform and incentive mechanisms (organisational restructuring, human resource management, monitoring and evaluation systems, coordination mechanisms, new partnerships and coalitions) Leadership 7 through leadership development programmes Knowledge 8 through additional education, new training and learning Regarding Israel, in accordance with EU policy, this agreement shall not apply to the geographic areas that came under the administration of the State of Israel after 5th June This position should not be construed as prejudicing Israel's principled position on this matter. Accordingly, this position is without prejudice to the status of those areas. Regarding Syria, at the moment of writing, EU cooperation with Syrian authorities (Government entities) is suspended. In the light of future decisions, the Commission shall assess the opportunity to involve Syrian authorities in the Civil Society Facility (CSF) action implementation. Additionally, the political instability and/or deteriorating security situation in Syria will be assessed prior to the implementation of the CSF in order to confirm the feasibility/opportunity to engage the stakeholders and to implement the activities. Armenia, Azerbaijan, Belarus, Georgia, the Republic of Moldova and Ukraine. UNDP, Measuring Capacity, July 2010: 7 Ibidem. 8 Ibidem. 2

6 Accountability 9 through improved accountability and voice mechanisms For the purpose of this Call capacity development should be understood and addressed in this holistic manner. The Lot is meant to offer CSOs the financial means to set-up real, demand-driven partnerships between CSOs sharing common values and facing similar challenges, but with different experience and capacities. This will allow less experienced organisations to enhance their capacities through peer-learning, exchanges, information sharing, mentoring, coaching, twinning etc. All capacity development interventions supported through the Lot should take into account existing civil society mappings. Additionally, Organisational Capacity Assessments (OCA) of the beneficiary CSOs 10 could be carried out during the inception of the projects, if relevant. The more experienced CSOs should only act as intermediary 11 /facilitators in this context. All proposed capacity development activities should respond to gaps and needs identified by the beneficiary CSOs themselves and potentially linked to organisational change plans (i.e. strategies detailing the change processes that need to take place in certain CSOs and which would lead to increased capacities and better overall performance of the organisation). Standalone capacity development activities (standalone trainings, conferences, etc.) are not encouraged. Beneficiary CSOs should be allowed to use their enhanced capacities in order to implement small-scale activities relevant to their mandate through learning by doing low-value grants, under EUR60,000. For this lot, re-granting is mandatory. Taking into account the role which CSO support organisations can play in replicating successful practices, activities reinforcing the capacities of CSO Support Organisations (such as CSO Federations, Federations of trade unions, Associations of local self-government, etc.) and making them stronger actors in the civil society landscape will also be supported. This lot will address as lead applicants those CSOs that can act as intermediaries/facilitators supporting the capacity development of other smaller and/or less experienced organisations from their region. For this Lot, the intermediaries or more experienced CSOs acting as facilitators may be from the Eastern Neighbourhood 12 partner countries provided they have the capacity and willingness to support the capacity development process of other (weaker) organisations. Preferably, intermediaries and beneficiary CSOs should work in the same or similar sectors allowing for more customized and specific exchanges, including on technical issues. For example, a CSO with extensive experience in the health sector should seek to address weaker CSOs already working or interested in engaging in health issues. This sectoral approach should also contribute to increasing CSOs capacities to engage in multi-stakeholder dialogues (i.e. discussions/consultations bringing together government and civil society on reforms and policy issues in general). To sum up, activities supported under this lot should be based on the following principles: (Sectoral) 13 partnerships between CSOs sharing common values and facing similar challenges 9 Ibidem 10 Beneficiary CSOs are those CSOs benefiting from capacity development. 11 Intermediary CSOs are those CSOs facilitating and supporting the capacity development of other organisations. The intermediaries should be more experienced organisations with the ability of sharing their knowledge and skills with others. 12 Armenia, Azerbaijan, Belarus, Georgia, the Republic of Moldova and Ukraine 3

7 Experienced CSOs acting as intermediary/facilitators of change processes in less experienced CSOs Capacity development activities based on a clear understanding and assessment of beneficiaries needs (to be carried out during the inception phase) Holistic understanding of capacity development (going beyond institutional/formal arrangements) Learning by doing grants, allowing beneficiary CSOs to use their enhanced capacities in order to implement small-scale activities relevant to their mandate Regional 14 nature. The expected results are as follows: CSOs capacities to promote reform and increase public accountability are increased. CSOs' role as watchdog players is strengthened. CSOs have increased capacity to contribute to sector/country analyses and to meaningfully participate in the definition of performance criteria and related monitoring systems. CSOs have increased capacity and resources to support the production of local evidence on key issues of public service delivery at local and national level and are able to draft recommendations based on findings. CSOs have the ability to get involved in a meaningful manner in budgetary processes (from the definition of priorities to expenditure tracking and monitoring). CSOs networks that may facilitate co-ordination and lobbying are strengthened. Lot 2 Southern Neighbourhood Region 15 Specific objectives for Lot 2 are: To reinforce CSOs capacity to contribute to the building of an enabling environment by ensuring their independence, internal governance, transparency and accountability. This could be done by working on the development of sets of standards, like a charter of accountability, code of conduct etc. for the different stakeholders to adhere to; To reinforce CSOs capacities to promote reform and increase public accountability; To strengthen CSOs' role as watchdog players; To reinforce CSOs capacity to be operational and efficient and take full advantage when involved in the policy-making process and in policy dialogue, and generally speaking in the framework of interactions with authorities at the regional, national and local levels; 13 Sectoral partnerships are understood as partnerships between organisations working in the same sector (i.e. economic development, health, transport, environment, energy, education, employment, culture, budgetary analysis, etc.) In this Call for Proposals, regional is meant as involving at least two countries from the Eastern Neighbourhood area. Algeria, Egypt, Israel, Jordan, Lebanon, Libya, Morocco, Palestine, Syria, Tunisia 4

8 To reinforce and strengthen networks and coalitions of CSOs (preferably existing or thematic ones); To strengthen the work of umbrella second tier organisations to build capacities of CSOs, especially in lobbying and participating in consultations; In view of the implementation of the European Commission and HRVP Joint Communication on Supporting closer cooperation and regional integration in the Maghreb: Algeria, Libya, Mauritania, Morocco and Tunisia of December , to support CSOs initiatives and actions fostering regional integration at Maghreb level. This can cover the support to CSOs' networking initiatives at sub-regional level as well as CSOs actions to advocate and lobby for a (sub)-regional integration. The expected results are as follows: The role of CSOs, including local CSOs, in policy dialogue is strengthened and their relationship with authorities is improved, as a consequence of their improved abilities to negotiate and deal with technical issues. A more structured dialogue between the authorities, the EU and the CSOs is set up; Operational capacity of CSOs in monitoring progress towards democratisation and reforms, public policies and actions are raised; operational capacity of CSOs in advocacy and lobbying are raised; Technical and organisational skills as well as political skills are targeted. CSOs are skilled enough to be efficiently involved in designing and monitoring relevant sector support programmes, in new aid modalities and in the oversight and monitoring of budget support programmes; Strengthened networks of CSOs that may facilitate co-ordination and lobbying. Preference will be given to supporting existing networks and to thematic networks. The structures for social dialogue are strengthened. CSOs, and in particular the social partners (trade unions and representatives of employers), contribute to the achievement of inclusive growth; they undertake a structured, open and effective social dialogue; Networks of CSOs facilitating co-ordination and lobbying are strengthened; Available funding opportunities for CSOs actions contributing to regional integration within the countries of the Maghreb region are increased. Lot 3 Maghreb countries within the Neighbourhood South Region In view of the implementation of the European Commission and HRVP Joint Communication on Supporting closer cooperation and regional integration in the Maghreb: Algeria, Libya, Mauritania, Morocco and Tunisia of December 2012, specific objectives of this lot are: To reinforce CSOs capacities to promote regional integration at Maghreb level; To strengthen CSOs capacities to interact with the Arab Maghreb Union; To support CSOs initiatives and actions fostering regional integration at Maghreb level. This can cover the support to CSOs' networking initiatives at sub-regional level as well as CSOs actions to advocate and lobby for a (sub)-regional integration. 16 JOIN(2012) 36 final,

9 The expected results are as follows: Strengthened role of CSOs in the Maghreb regional integration; Reinforced capacities for CSOs working for a sub-regional integration; Strengthened networks of CSOs at Maghreb level; Available funding opportunities for CSOs actions contributing to Maghreb regional integration are increased FINANCIAL ALLOCATION PROVIDED BY THE CONTRACTING AUTHORITY The overall indicative amount made available under this Call for Proposals is EUR 9,900,000. The Contracting Authority reserves the right not to award all available funds. Similarly, this amount can be increased should more funds become available. Indicative allocation of funds by lot/geographical distribution: Lot 1 (for the Eastern Neighbourhood countries) will indicatively benefit from an amount of EUR 4,900,000. Lot 2 (for the Southern Neighbourhood countries) will indicatively benefit from an amount of EUR 3,500,000. Lot 3 (for the Maghreb countries) will indicatively benefit from an amount of EUR 1,500,000. Size of grants Any grant requested under this Call for Proposals must fall between the following minimum and maximum amounts: minimum amount: EUR 500,000 maximum amount: EUR 1,000,000 Any grant requested under this Call for Proposals must respect the following maximum percentage of total eligible costs of the action: Maximum percentage: 90 % of the total eligible costs of the action (see also Section 2.1.5). The balance (i.e. the difference between the total cost of the action and the amount requested from the Contracting Authority) must be financed from sources other than the European Union Budget or the European Development Fund Where a grant is financed by the European Development Fund, any mention of European Union financing must be understood as referring to European Development Fund financing. 6

10 2. RULES FOR THIS CALL FOR PROPOSALS These guidelines set out the rules for the submission, selection and implementation of the actions financed under this Call, in conformity with the Practical Guide, which is applicable to the present call (available on the Internet at this address: ELIGIBILITY CRITERIA There are three sets of eligibility criteria, relating to: (1) the actors: The applicant, i.e. the entity submitting the application form (2.1.1), if any, its co-applicant(s) (where it is not specified otherwise the applicant and its coapplicant(s) are hereinafter jointly referred as the "applicants") (2.1.1), and, if any, affiliated entity(ies) to the applicant and/or to a co-applicant(s). (2.1.2); (2) the actions: Actions for which a grant may be awarded (2.1.4); (3) the costs: types of cost that may be taken into account in setting the amount of the grant (2.1.5) Eligibility of applicants (i.e. applicant and co-applicant(s)) Applicant (1) In order to be eligible for a grant, the applicant must: be a legal person and be non-profit-making and be civil society organisations, such as non-governmental non-profit organisations and independent foundations, community-based organisations and private-sector non-profit agencies, institutions and organisations and networks thereof at local, national, regional and international level, and be established in 18 a Member State of the European Union or o for Lot 1, a country from the Eastern Neighbourhood 19 o for Lot 2, a country from the Southern Neighbourhood To be determined on the basis of the organisation s statutes, which should demonstrate that it has been established by an instrument governed by the national law of the country concerned and that its head office is located in an eligible country. In this respect, any legal entity whose statutes have been established in another country cannot be considered an eligible local organisation, even if the statutes are registered locally or a Memorandum of Understanding has been concluded. Armenia, Azerbaijan, Belarus, Georgia, the Republic of Moldova, Ukraine (Neighbourhood East) Algeria, Egypt, Israel, Jordan, Lebanon, Libya, Morocco, Palestine, Syria, Tunisia (Neighbourhood South) 7

11 o for Lot 3, a country from Maghreb region covered by the European Neighbourhood Instrument Policy 21 be directly responsible for the preparation and management of the action with the co-applicant(s) and affiliated entity(ies), not acting as an intermediary and (2) The potential applicant may not participate in calls for proposals or be awarded grants if it is in any of the situations listed in Section of the Practical Guide; In Part A, section 3 of the grant application form ( Declaration by the applicant ), the applicant must declare that the applicant himself, the co-applicant(s) and affiliated entity(ies) are not in any of these situations. The applicant must act with co-applicant(s) as specified hereafter. If awarded the Grant contract, the applicant will become the Beneficiary identified as the Coordinator in annex E3h1 (Special conditions). The Coordinator is the main interlocutor of the Contracting Authority. It represents and acts on behalf of any other co-beneficiary (if any) and coordinate the design and implementation of the Action. Co-applicant(s) The partnership (applicant and co-applicants) must include organisations from at least three eligible countries (as defined under 2.1.1), out of which at least two must be from two different Neighbourhood countries. If the applicant is from the Eastern Neighbourhood countries (for Lot1), from the Southern Neighbourhood countries (for Lot 2) or from the Maghreb countries (for Lot 3), it must act in partnership with at least one co-applicant from one other Neighbourhood country covered by the lot (for Lot 1: Armenia, Azerbaijan, Belarus, Georgia, the Republic of Moldova and Ukraine; for Lot 2: Algeria, Egypt, Israel, Jordan, Lebanon, Libya, Morocco, Palestine, Syria, Tunisia; and for Lot 3: Algeria, Libya, Morocco, Tunisia). The other coapplicant may be either from the EU Member States or from the partner countries covered by the lot. If the applicant is not from the Eastern Neighbourhood countries (for Lot1), from the Southern Neighbourhood countries (for Lot 2) or from the Maghreb countries (for Lot 3) it must act in partnership with at least two co-applicants from two different eligible countries of the respective lot (for Lot 1: Armenia, Azerbaijan, Belarus, Georgia, the Republic of Moldova and Ukraine; for Lot 2: Algeria, Egypt, Israel, Jordan, Lebanon, Libya, Morocco, Palestine, Syria, Tunisia; and for Lot 3: Algeria, Libya, Morocco, Tunisia). In the proposal, the budgetary allocation per co-applicant should be clearly identifiable in order to ensure that all partners have financial allocations in adequacy with their respective roles in the activities of the project. Co-applicant(s) participate in designing and implementing the action, and the costs they incur are eligible in the same way as those incurred by the applicant. Co-applicant(s) must satisfy the eligibility criteria as applicable to the applicant himself. Co-applicant(s) must sign the Mandate in Part B section 4 of the grant application form. If awarded the Grant contract, the co-applicant(s)(if any) will become beneficiaries in the Action (together with the Coordinator). 21 Algeria, Libya, Morocco, Tunisia 8

12 Affiliated entities Affiliated entity(ies) The applicant and its co-applicant(s) may act with affiliated entity(ies) Only the following entities may be considered as affiliated entities to the applicant and/or to coapplicant(s): Only entities having a structural link with the applicants, in particular a legal or capital link. This structural link encompasses mainly two notions: (i) Control, as defined in Directive 2013/34/EU on the annual financial statements, consolidated financial statements and related reports of certain types of undertakings: Entities affiliated to a beneficiary may hence be: Entities directly or indirectly controlled by the beneficiary (daughter companies or first-tier subsidiaries). They may also be entities controlled by an entity controlled by the beneficiary (granddaughter companies or second-tier subsidiaries) and the same applies to further tiers of control; Entities directly or indirectly controlling the beneficiary (parent companies). Likewise, they may be entities controlling an entity controlling the beneficiary; Entities under the same direct or indirect control as the beneficiary (sister companies). (ii) Membership, i.e. the beneficiary is legally defined as a e.g. network, federation, association in which the proposed affiliated entities also participate or the beneficiary participates in the same entity (e.g. network, federation, association) as the proposed affiliated entities. The structural link shall as a general rule be neither limited to the action nor established for the sole purpose of its implementation. This means that the link would exist independently of the award of the grant; it should exist before the call for proposals and remain valid after the end of the action. By way of exception, an entity may be considered as affiliated to a beneficiary even if it has a structural link specifically established for the sole purpose of the implementation of the action in the case of so-called sole applicants or sole beneficiaries. A sole applicant or a sole beneficiary is an entity formed by several entities (a group of entities) which together comply with the criteria for being awarded the grant. For example, an association is formed by its members. What is not an affiliated entity? The following are not considered entities affiliated to a beneficiary: Entities that have entered into a (procurement) contract or subcontract with a beneficiary, act as concessionaires or delegatees for public services for a beneficiary, Entities that receive financial support from the beneficiary, Entities that cooperate on a regular basis with the beneficiary on the basis of a memorandum of understanding or share some assets, Entities that have signed a consortium agreement under the grant contract. 9

13 How to verify the existence of the required link with the beneficiary? The affiliation resulting from control may in particular be proved on the basis of the consolidated accounts of the group of entities the beneficiary and its proposed affiliates belong to. The affiliation resulting from membership may in particular be proved on the basis of the statutes or equivalent act establishing the entity (network, federation, association) which the beneficiary constitutes or in which the beneficiary participates. If the applicants are awarded a contract, their affiliated entity(ies) will not be become Beneficiary(ies) of the Action and signatory(ies) of the Contract. However, they will participate in the design and in the implementation of the Action and the costs they incur (including those incurred for Implementation Contracts and Financial Support to third parties) may be accepted as eligible costs, provided they comply with all the relevant rules already applicable to the Beneficiary(ies) under the Grant Contract. Affiliated entity(ies) must satisfy the same eligibility criteria as the applicant and the co-applicant(s). They must sign the affiliated entity(ies) statement in Part B section 5 of the grant application form Associates and Contractors The following entities are not applicant(s) nor affiliated entity(ies) and do not have to sign the "mandate" or "affiliated entities' statement": Associates Other organisations may be involved in the action. Such associates play a real role in the action but may not receive funding from the grant, with the exception of per diem or travel costs. Associates do not have to meet the eligibility criteria referred to in section Associates must be mentioned in Part B section 6 Associates of the Applicant participating in the Action of the Grant Application Form. Contractors The grant beneficiaries and their affiliated entities are permitted to award contracts. Associates or affiliated entity(ies) cannot be also contractors in the project. Contractors are subject to the procurement rules set out in Annex IV to the standard grant contract Eligible actions: actions for which an application may be made Definition: An action is composed of a set of activities. Duration The initial planned duration of an action may not be lower than 24 nor exceed 48 months. Sectors or themes Please refer to section 1.2 of the Guidelines. 10

14 Location For Lot 1, actions must take place in at least two countries from the Eastern Neighbourhood 22 region. For Lot 2, actions must take place in at least two countries from the Southern Neighbourhood 23 region. For Lot 3, actions must take place in at least two countries from the Maghreb region. Types of action The following types of action are ineligible: actions concerned only or mainly with individual sponsorships for participation in workshops, seminars, conferences and congresses; actions concerned only or mainly with individual scholarships for studies or training courses; actions concerned only with one-off conferences. Conferences can only be funded if they form part of a wider range of activities to be implemented in the life-time of the project. For these purposes, preparatory activities for a conference and the publication of the proceedings of the conference do not, in themselves, constitute such wider activities ; actions supporting individual political parties; actions including proselytism. Types of activity Under Lot 1: Potential activities to be carried out by support/intermediary organisations: facilitating participatory organisational capacity assessments and change plans designing and delivering training activities: o o Bilateral or trilateral twinning projects between civil society organisations (preferably dealing with similar thematic issues). CSOs Leadership Development Programmes offering dedicated management training for CSO staff from partner countries in order to strengthen their ability to manage professional and independent civil society organisations. 22 Armenia, Azerbaijan, Belarus, Georgia, the Republic of Moldova, Ukraine 23 Algeria, Egypt, Israel, Jordan, Lebanon, Libya, Morocco, Palestine, Syria, Tunisia. Regarding Syria, at the moment of writing, EU cooperation with Syrian authorities (Government entities) is suspended. In the light of future decisions, the Commission shall assess the opportunity to involve Syrian authorities in the Civil Society Facility (CSF) Action implementation. Additionally, the political instability and/or deteriorating security situation in Syria will be assessed prior to the implementation of the CSF in order to confirm the feasibility/opportunity to engage the stakeholders and to implement the activities. Regarding Israel, in accordance with EU policy, this agreement shall not apply to the geographic areas that came under the administration of the State of Israel after 5th June This position should not be construed as prejudicing Israel's principled position on this matter. Accordingly, this position is without prejudice to the status of those areas. 11

15 o o o o o o Traineeships (or job shadowing) for CSO staff from partner country CSOs, offering them an opportunity to experience on site how more experienced CSOs operate. Traineeships should be demand driven, and ideally based on one specific objective per traineeship. Mentoring and/or coaching Study tours (only as secondary/complementary activity) Web-based learning (only as secondary/complementary activity) Peer-learning seminars (only as secondary/complementary activity) Joint trainings for CSOs including social actors to strengthen their abilities to undertake dialogue and foster co-operation and collaboration among them. designing and managing re-granting schemes (low value grants, under 60,000 EUR per sub-grant, for learning by doing, meaning allowing beneficiary CSOs to implement small-scale activities relevant to their mandate) ad-hoc support, e.g. helpdesks for CSOs, support to CSOs umbrellas, etc. facilitation services for brokering partnerships and coalitions. Communication campaigns (only as secondary/complementary activity) Potential activities to be supported through learning by doing grants: data collection and analysis drafting analyses and developing recommendations organisation of campaigns support to CSOs' involvement in local/national/regional policy dialogue expenditure tracking and budgetary monitoring improvement of organisational processes, procedures coalition building and networking activities identification and dissemination of results of policy dialogue and of social dialogue processes any other activities required for the implementation of organisational change plans Under Lot 2: Support to CSOs' involvement in local/national/regional policy dialogue, capacity-building and networking North-South long- and medium term exchanges as good opportunity of peer-learning and of networking among CSOs from the North and from the South (twinning-like actions) North-South exchanges between CSOs regarding the manner in which to most effectively engage in policy dialogue with the authorities Designing and delivering training activities Organisation of seminars, meetings 12

16 Ad-hoc support (e.g. helpdesks for CSOs, support to CSOs umbrellas, etc.) Identification and dissemination of good/bad practices regarding CSOs-oriented ENPI programmes and the participation of CSOs in new aid modalities such as budget support programme Activities targeting the facilitation of information to CSOs, such as internet platforms With a view to strengthening CSOs involvement in policy dialogue and to reinforcing social dialogue: organisation of preparatory activities such as preparatory surveys, preparatory workshops and conferences; organisation of joint trainings for CSOs including social actors to strengthen their abilities to undertake dialogue and foster co-operation and collaboration among them; identification and dissemination of results of policy dialogue and of social dialogue processes; exchange of best/bad practices, etc. Under Lot 3: Support to CSOs' involvement in (sub)regional policy dialogue, Capacity-building activities Networking activities North-South exchanges as good opportunity of peer-learning on regional integration (twinning-like actions) North-South exchanges between CSOs regarding the manner in which to most effectively engage in policy dialogue with the authorities at (sub)regional level Designing and delivering training activities Organisation of seminars, meetings Ad-hoc support (e.g. helpdesks for CSOs, support to CSOs umbrellas, etc.) Activities targeting the facilitation of information to CSOs, such as internet platforms With a view to strengthening CSOs involvement in policy dialogue: organisation of preparatory activities such as preparatory surveys, preparatory workshops and conferences; organisation of joint trainings for CSOs to strengthen their abilities to undertake dialogue and foster co-operation and collaboration among them; identification and dissemination of results of policy dialogue processes; exchange of best/bad practices, etc. Financial support to third parties 24 Applicants may propose financial support to third parties in order to help achieving the objectives of the action. The maximum amount of financial support per third party is EUR 60,000, except where financial support to third parties is the main purpose of the action in which case no thresholds apply. 24 These third parties are neither affiliated entity(ies) nor associates nor contractors. 13

17 For Lot 1, financial support to third parties may be the main purpose of the action. For the same Lot, the regranting of at least 50% of the budget is mandatory in order to extend support to smaller, geographically remote CSOs from outside the capitals of partner countries. For Lot 2 and Lot 3, financial support to third parties may not be the main purpose of the action. Category of organisations eligible for financial support: civil society organisations from the ENP partner countries, preferably from regions outside the capitals/big urban areas. The types of activity eligible for financial support through re-granting: data collection and analysis country/sector analyses developing recommendations organisation of campaigns support to CSOs' involvement in local/national/regional policy dialogue expenditure tracking and budgetary monitoring improvement of organisational processes, procedures coalition building and networking activities identification and dissemination of results of policy dialogue and of social dialogue processes any other activities required for the implementation of organisational change plans In compliance with the present guidelines and notably of any conditions or restrictions in this section, applicants should define mandatorily in section of the grant application form: (i) the objectives and results to be obtained with the financial support (ii) the different types of activities eligible for financial support, on the basis of a fixed list (iii) the types of persons or categories of persons which may receive financial support (iv) the criteria for selecting these entities and giving the financial support (v) the criteria for determining the exact amount of financial support for each third entity, and (vi) the maximum amount which may be given. In all events, the mandatory conditions set above for giving financial support (points (i) to (vi)) have to be strictly defined in the contract as to avoid any exercise of discretion. Visibility The Applicants must take all necessary steps to publicise the fact that the European Union has financed or co-financed the Action. As far as possible, actions that are wholly or partially funded by the European Union must incorporate information and communication activities designed to raise the awareness of specific or general audiences of the reasons for the action and the EU support for the action in the country or region concerned, as well as the results and the impact of this support. Applicants must comply with the objectives and priorities and guarantee the visibility of the EU financing (see the Communication and Visibility Manual for EU external actions specified and published by the European Commission at 14

18 Number of applications and grants per applicants The applicant may not submit more than 1 application per lot under this Call for Proposals. The applicant may not be awarded more than 1 grant per lot under this Call for Proposals. The applicant may be a co-applicant or an affiliated entity in another application at the same time. A co-applicant/ affiliated entity may not submit more than two application(s) per lot under this Call for Proposals. A co-applicant/affiliated entity may not be awarded more than two grant(s) per lot under this Call for Proposals. A co-applicant/ affiliated entity may be the applicant or an affiliated entity in another application at the same time Eligibility of costs: costs that can be included Only eligible costs can be covered by a grant. The categories of costs that are eligible and non-eligible are indicated below. The budget is both a cost estimate and an overall ceiling for eligible costs. The reimbursement of eligible costs may be based on any or a combination of the following forms: actual costs incurred by the Beneficiary(ies) and affiliated entity(ies) one or more simplified cost options. Simplified cost options may take the form of: unit costs: covering all or certain specific categories of eligible costs which are clearly identified in advance by reference to an amount per unit. lump sums: covering in global terms all or certain specific categories of eligible costs which are clearly identified in advance. flat-rate financing: covering specific categories of eligible costs which are clearly identified in advance by applying a percentage fixed ex ante. The amounts or rates have to be based on estimates using objective data such as statistical data or any other objective means or with reference to certified or auditable historical data of the applicants or the affiliated entity(ies). The methods used to determine the amounts or rates of unit costs, lump sums or flat-rates must comply with the criteria established in Annex K, and especially ensure that the costs correspond fairly to the actual costs incurred by the Grant Beneficiary(ies) and affiliated entity(ies), are in line with their accounting practices, no profit is made and the costs are not already covered by other sources of funding (no double funding). Refer to Annex K for directions and a checklist of controls to assess the minimum necessary conditions that provide reasonable assurance for the acceptance of the proposed amounts. The applicant proposing this form of reimbursement, must clearly indicate in worksheet no.1 of Annex B, each heading/item of eligible costs concerned by this type of financing, i.e. add the reference in capital letters to "UNIT COST" (per month/flight etc), "LUMPSUM" or "FLAT RATE" in the Unit column. (see example in Annex K) Additionally in Annex B, in the second column of worksheet no.2, "Justification of the estimated costs" per each of the corresponding budget item or heading the applicant must: 15

19 describe the information and methods used to establish the amounts of unit costs, lump sums and/or flat-rates, to which costs they refer, etc. clearly explain the formulas for calculation of the final eligible amount 25 identify the beneficiary who will use the simplified cost option (in case of affiliated entity, specify first the beneficiary), in order to verify the maximum amount per each beneficiary (which includes if applicable simplified cost options of its affiliated entity(ies)) At contracting phase, the Contracting Authority decides whether to accept the proposed amounts or rates on the basis of the provisional budget submitted by the applicant, by analysing factual data of grants carried out by the applicant or of similar actions and by performing checks established by Annex K. The total amount of financing on the basis of simplified cost options that can be authorised by the Contracting Authority for any of the applicants individually (including simplified cost options proposed by their own affiliated entities) cannot exceed EUR 60,000 (the indirect costs are not taken into account). Recommendations to award a grant are always subject to the condition that the checks preceding the signing of the contract do not reveal problems requiring changes to the budget (such as arithmetical errors, inaccuracies, unrealistic costs and ineligible costs). The checks may give rise to requests for clarification and may lead the Contracting Authority to impose modifications or reductions to address such mistakes or inaccuracies. It is not possible to increase the grant or the percentage of EU co-financing as a result of these corrections. It is therefore in the applicant s interest to provide a realistic and cost-effective budget. Eligible direct costs To be eligible under the Call for Proposals, costs must comply with the provisions of Article 14 of the General Conditions to the Standard Grant Contract (see Annex G of the Guidelines). Contingency reserve The budget may include a contingency reserve not exceeding 5 % of the estimated direct eligible costs. It can only be used with the prior written authorisation of the Contracting Authority. Eligible indirect costs The indirect costs incurred in carrying out the action may be eligible for flat-rate funding, but the total must not exceed 7 % of the estimated total eligible direct costs. Indirect costs are eligible provided that they do not include costs assigned to another budget heading in the standard grant contract. The applicant may be asked to justify the percentage requested before the contract is signed. However, once the flat rate has been fixed in the special conditions of the standard grant contract, no supporting documents need to be provided. If any of the applicants or affiliated entity(ies) is in receipt of an operating grant financed by the EU, it may not claim indirect costs on its incurred costs within the proposed budget for the action. Contributions in kind Contributions in kind mean the provision of goods or services to a Beneficiary(ies) or affiliated entity(ies) free of charge by a third party. As contributions in kind do not involve any expenditure for a Beneficiary(ies) or affiliated entity(ies), they are not eligible costs. 25 Examples: for staff costs: number of hours or days of work * hourly or daily rate pre-set according to the category of personnel concerned;- for travel expenses: distance in km * pre-set cost of transport per km; number of days * daily allowance pre-set according to the country;- for specific costs arising from the organization of an event: number of participants at the event * pre-set total cost per participant etc. 16

20 Contributions in kind may not be treated as co-financing. However, if the description of the action as proposed includes contributions in kind, the contributions have to be made. Ineligible costs The following costs are not eligible: debts and debt service charges (interest); provisions for losses or potential future liabilities; costs declared by the Beneficiary(ies) and financed by another action or work programme receiving a Union (including through EDF) grant; purchases of land or buildings, except where necessary for the direct implementation of the action, in which case ownership must be transferred to the final beneficiaries and/or local Beneficiary(ies),, at the latest at the end of the action; currency exchange losses; credit to third parties; salary costs of the personnel of national administrations HOW TO APPLY AND THE PROCEDURES TO FOLLOW Prior registration in PADOR for this Call for Proposals is obligatory. Phase 1, concept note: Registration in PADOR is obligatory for an applicant applying for grants above EUR 60,000. Registration is optional though strongly recommended for: An applicant applying for grants of EUR 60,000 or less; co-applicant(s) and affiliated entity(ies). Phase 2, full proposal: Registration in PADOR is obligatory for all pre-selected applicant, coapplicant(s) and all their affiliated entity(ies). PADOR is an on-line database in which organisations register and update their data regularly, through the EuropeAid website: Before starting to register your organisation in PADOR, please read the Quick guide on the website. It explains the registration process. It is strongly recommended to register in PADOR when you start drafting your proposal and not to wait until just before the deadline of submission. On the paper version of the proposal you must give your EuropeAid ID (EID). To get this ID, your organisation must enter PADOR to register, save and sign certain obligatory data (the fields shown in orange on each screen) and the related documents (see section 2.4). However, if it is impossible for the organisation to register in PADOR, it must submit a justification proving that this impossibility is general and beyond the control of the applicants and/or its affiliated entity(ies). In 17

21 such cases, the applicants and/or affiliated entity(ies).concerned must complete the PADOR off-line form 26 attached to these Guidelines and send it by the submission deadline, together with the application, to the address indicated in sections and The registration in PADOR will then be carried out by the European Commission service in charge of the Call for Proposals. If, at a later stage, the organisation wishes to update its data itself, it will have to send an access request to the PADOR helpdesk. All questions related to registration in PADOR should be addressed to the PADOR helpdesk at: Europeaidpador@ec.europa.eu. Restricted Call for Proposals Concept Note content Applications must be submitted in accordance with the Concept Note instructions in the Grant Application Form annexed to these Guidelines (Annex A). Applicants must apply in English or French; applicants must apply in the language (EN or FR) most commonly used by the target population in the country in which the action takes place. In the Concept Note, applicants must only provide an estimate of the amount of contribution requested from the Contracting Authority and an indicative percentage of that contribution in relation to the total amount of the Action. Only the applicants invited to submit a full application in the second phase will be required to present a detailed budget. The elements outlined in the Concept Note may not be modified by the applicant in the full application form. The EU contribution may not vary from the initial estimate by more than 20 %. Applicants are free to adapt the percentage of co-financing required within the minimum and maximum amount and percentages of co-financing, as laid down in these Guidelines in section 1.3. Own contributions by the applicants can be replaced by other donors' contributions at any time. Any error or major discrepancy related to the points listed in the Concept Note instructions may lead to the rejection of the Concept Note. Clarifications will only be requested when information provided is not sufficient to conduct an objective assessment. Hand-written Concept Notes will not be accepted. Please note that only the Concept Note form will be evaluated. It is therefore of utmost importance that this document contain ALL relevant information concerning the action. No additional annexes should be sent Where and how to send Concept Notes The Concept Note together with its relating Checklist and Declaration by the applicant (to be found in Part A sections 2 and 3 of the grant application form) must be submitted in one original and one copy in A4 size, each bound. An electronic version of the Concept Note must also be submitted. A CD-Rom with the Concept Note in electronic format will be included, along with the paper version, in a sealed envelope as described below. The electronic file must contain exactly the same application as the paper version enclosed. Where applicants send several different Concept Notes, each one must be sent separately. 26 Which corresponds to Sections 3 and 4 of Part B of the application form. 18