1 Annex A SOCIAL SAFETY NETS IN WEST AFRICA PROJECT BRIEF TEMPLATE (PB) Funding by ECOWAS and the Spanish Cooperation Deadline for receipt of applications: March 20, 2015 Applicant s name: Dossier N (For internal use only) Call for proposals in the framework of the Financial support : Technical support : Regional Social Safety Net Support Programme in West Africa 1
2 WARNING Please carefully fill this form in accordance with the Guidelines for Applicants. Your application will be reviewed only if your Project Brief is shortlisted. The dossier of the Project brief should include the following documentation: Single Project Brief document carefully written following the template below (See Annex A) The cover page (template in Annex E) of the Project Brief signed by the person authorized to apply for co-financing on behalf of the organization; Fact sheet for the applicant filled (template of the sheet in Annex F) and signed by the person authorized to request for financing on behalf of the organization. Fact sheet for the project partner(s) filled (template in Annex G) Declaration of Partnership (Annex H) Checklist of documents to send (Annex I)
3 FORMAT AND CONTENT OF THE PROJECT BRIEF The Project Brief (PB) should address four (4) categories of questions spread on a maximum of 4 pages. Each category of question should be answered on 1 page maximum and the size of the font should not be smaller than Arial 10. A Project Brief that does not meet these requirements will be rejected without being assessed. Please provide the following information using the questions below as a guideline: 1. Summary of the action 1.1. Brief description of the proposed action. 2. Relevance: 2.1. What is the relevance of your proposal to the needs and constraints of the target country/countries or region(s)? 2.2. What are the problems to be addressed and needs to be met? 2.3. Who are the stakeholders involved (end beneficiaries, target groups)? 2.4. What are the objectives and expected results? 2.5. What is the added value of the action (what does the action add as compared to the government s action (central or local) and the actions implemented by nongovernmental actors? 3. Methodology and Sustainability: 3.1 What are the main activities of the project? 3.2. Who will be your main partners for the implementation, how old is your relationship with them and how will they be involved in the project? 3.3. How will the project reach its sustainability objective? 3.4. Will the project have multiplier effects? 4. Operational capacity and expertise: 4.1. What experience does your organization have in project management? 4.2. What experience do your organization and partner(s) have regarding the issues to be addressed?
4 ANNEX B SOCIAL SAFETY NETS IN WEST AFRICA DETAILED PROPOSAL TEMPLATE Funding by ECOWAS and the Spanish Cooperation Deadline for receipt of applications: March 20, 2015 Applicant s name: Dossier N (For internal use only) Call for proposals in the context of the Financial support: Technical support : Regional Social Safety Net Support Programme in West Africa 1
5 WARNING Please fill this form carefully in accordance with the Guidelines for Applicants. Verification of the eligibility of the detailed proposal will be done only for complete proposals which will be selected provisionally in line with the score obtained after the evaluation. This verification will be done based on supporting documentation required by RAAF and the Fact sheets pertaining to the applicants and partners, filled and sent. It is proposed that the detailed proposal answer the following questions by complying with the number of pages indicated for each section (the size of the font shall not be smaller than Arial 10). Any detailed proposal that does not conform to these requirements will be rejected without an assessment. The dossier of the detailed proposal should include: One detailed proposal document, the content of which should follow the outline presented in this template (Annex B); Budget of the proposal (template in Annex C); Logical framework of the proposal drafted following the template (Annex D); Cover page of the detailed proposal signed by the person authorized to request for financing on behalf of the organization (Annex E); Fact sheet for the applicant filled and signed by the person authorized to request financing on behalf of the organization (template in Annex F); Fact sheet(s) for the partner(s) of the project filled (template in Annex G); Partnership Declaration (Annex H); Checklist of documents to send (Annex I).
6 I. The action 1. DESCRIPTION 1.1 Title 1.2 Location(s) Country/countries, region(s), city/cities 1.3 Cost of the action (of the project) and amount of the grant requested Total eligible costs of the action (A) Amount of grant requested (B) % of the grant requested as compared to the total eligible costs of the action (project) (C) = (B/A) x 100 USD USD % Please note that the cost of the action and contribution requested should be expressed in USD 1.4 Brief description of the project proposed (Maximum 2 pages 1 ) Duration of the project Objectives of the project months Overall Objective(s) Specific Objectives Partner(s) Target group(s) 2 End beneficiaries 3 Expected outcomes Main activities The number of pages indicated is a maximum. It could be lower when the grants requested have a lower amount. NB: Some footnotes are purely explanatory and should not be reproduced on the application forms. «Target Groups» are groups that will benefit directly from the positive effects of the project. The «end beneficiaries» are those who will benefit in the long term of the effect of the project at society or sector level in general.
7 1.5 Objectives (Maximum 1/2 page) Please describe the overall objective(s) the action contributes to achieving as well as the specific objective it aims at. 1.6 Rationale (Maximum 3.5 pages) Please provide information using the questions below: Relevance of the action to the objectives and priorities of the Call for Proposals Nature of the problem to address. Identification of the safety nets-related needs and constraints perceived in the area of intervention Description of the target groups and end beneficiaries and estimation of their number Reasons behind the choice of the target group(s) and identification of their needs and constraints. How does the action contribute to meeting the needs of the target group(s) and end beneficiaries? Taking into account the gender dimension in the proposal. How do the activities proposed contribute to meeting the special needs related to women s vulnerability? 1.7 Detailed description of the activities (Maximum 8 pages) Please include the title and a detailed description of each activity carried out to produce results by motivating the selection of such activities and by specifying, as necessary, the role of each partner in these activities. As such, the detailed description of activities should not repeat the action plan (see Section 1.9). 1.8 Methodology (Maximum 4 pages) Detailed description of the following elements: Implementation approach and reasons behind the selection of the methodology proposed If the action extends an existing action, please explain how it is based on the results of that action If the action fits into a larger programme, please describe how so, please explain how it is based on the results of that action and how it will be coordinated Please present the potential synergies with social protection/safety nets policies and strategies. To what extent will the project contribute to feeding into the decisions and discussions on the design and implementation of national social safety nets programmes? What organizational, institutional, methodological or technical innovation is proposed by the project in relation with the design and/or implementation of social safety nets? Monitoring-Evaluation procedure (internal and/or external) Description of the participation and role of the various actors (local partner(s), target group(s), local government, etc.) in the action and the rationale for the role of each actor.
8 1.8.8 Human resources proposed for the implementation of the action (by function there is no need to specify the names of individuals) Main tools proposed for the implementation of the action (equipment, material, etc.) 1.9 Duration and action plan The duration of the action will be months. Note: The indicative action plan should not mention actual dates but simply indicate month 1, month 2, etc. It is recommended that applicants make provision for a safety margin in the action plan. It should not include detailed descriptions of activities but only their title. Potential activity-less months should be included in the action plan and in the duration of the action. The action plan should be drafted following the template below: Year 1 Semester 1 Semester 2 Activity Month Agency responsible for the implementation Example Example Example Preparation Local Partner 1 Activity 1 (title) Implementation Local Partner 1 Activity 1(title) Preparation Local Partner 2 Activity 2 (title) Etc. For all the subsequent years : Activity Semester Agency responsible for the implementation Example example Example Implementation Local Partner 1 Activity 1(title) Implementation Local Partner 2 Activity 2(title) Preparation Activity 3 (title) Local Partner 1 Etc.
9 2. EXPECTED OUTCOMES 2.1 Expected impact on the target groups/beneficiaries (Maximum 2 pages) Please indicate how the project will improve: The situation of target groups/beneficiaries The technical and management capacity of the target groups and partner(s). 2.2 Concrete results (Maximum 1 page) Please be specific and quantify the expected results as much as possible. Indicate in particular the publications planned. 2.3 Multiplier effects (Maximum 1 page) Please describe the potential for replication and scaling up of the project results. 2.4 Sustainability (Maximum 3 pages) Please identify the three aspects: Financial and economic aspect (how will the activities and/or management structure be financed when the grant ends?) Institutional aspect (will there be structures to carry on with activities after the grant ends? Would the results of the action be appropriated locally? Possible policy aspect (what structural impact will the action have, for example, will it lead to an improvement of the legislation, codes of conduct, methods, etc.?) 2.5 Logical Framework Please complete Annex D 3. BUDGET OF THE ACTION Please fill Annex C. For more detailed information, please consult the Guidelines for Applicants. 4. EXPECTED SOURCES OF FINANCING Please specify the sources of financing (equity of the applicant or other donor) by indicating those that have already been secured and those that are planned.
10 Budget (Currency)(1) Costs Year 1 Unit Quantity Unit Cost Total 1. Human resources 1.1 Salaries (gross amounts including social security charges and other corresponding costs, local staff) Technical Per month Administrative/Support Staff Per month 1.2 Salaries (gross amounts including social security charges and other corresponding costs, staff, expatriate/international staff) Per month 1.3 Per diems for missions/travel (3) Abroad (staff assigned to the project) Per diem On site (Staff assigned to the project) Per diem Participants to seminars/conferences Per diem Sub-total Human Resources 2. Travel 2.1. International travel Per flight 2.2. Local trips Per month Sub-total Travel 3. Equipment and Supplies (4) 3.1 Car rental Per vehicle 3.2 Furrniture, IT equipment 3.3 Machines, tools, etc. 3.4 Spare parts/equipment for machines, tools 3.5 Other (specify) Sub-total Equipment and supplies 4.Local Office 4.1 Office space rental Per month 4.2 Expendables - Office supplies Per month 4.3 Other operating charges (telephone/fax, electricity, maintenance) Per month Sub-total Local Office 5. Other costs, services (5) 5.1 Publications 5.2 Studies, research 5.3 Audit costs 5.4 Evaluation Costs 5.5 Translation, interpretation 5.6 Conference/seminar costs 5.7 Communication and visbility actions (6) Sub-total Other costs, services November 2010 (mise à jour Mars 2011)3_Annexe C Model_BUDGET_EN.xlsx Page 1 /2
11 Budget (Currency)(1) Year 1 Costs Unit Quantity Unit Cost Total 6. Others Sub-total Others 7. Sub-total Eligible direct costs of the action (1 to 6) 8. Provision for contingencies (5% maximum) 9. Total eligible direct costs of the action (7+8) 10. Administrative costs (7) 11. Total Eiligible costs (9+10) (1) The description of the articles should be detailed enough and should show each of their main components. The number of units and the unit cost should be specified for each component based on the indicators provided. The unit costs can, if relevant, be based on average costs. The costs are all tax inclusive. (2) This is the total of all the project years. This total includes the grant and the co-financing share (3) Indicate the countries where perdiems are incurred and the applicable rates. The perdiem cover accomodation, meals, transportation within the duty station and out-of-pocket expenses. (4) Purchase or rental costs (5) Provide details. Flat rates are not accepted (6) Communication and visibility activities should be planned and budgeted at each step of project implemenation (7) This is a lump sum covering the indirect costs of the action and for which the beneficiary of the grant need not provide supporting documentation. For example additional indirect staff costs. NB: The applicant is solely responsible for the accuracy of the financial information provided in these tables. November 2010 (mise à jour Mars 2011)3_Annexe C Model_BUDGET_EN.xlsx Page 2 /2
12 General Objectives Intervention logic What are the general objectives the action will contribute to? LOGICAL FRAMEWORK OF T Objectively Verifiable Indicators What are the key indicators related to these general objectives? Specific Objectives What specific objective the action must reach to contribute to the global objectives? What indicators show in detail that the objective of the action has been reached? Expected results The results are accomplishments that will help achieve the specific objective. What are the expected results? (Number these results) What indicators allow to verify and measure that the action has reached the expected results? Activities to develop What are the key activities to implement, and in which order to produce the expected results? (Group the activities by results) Means: What are the means required to implement these activities, for example staff, equipment, training, studies, supplies, operational installations, etc.?
13 THE ACTION Sources and Means of verification What are the sources of information for these indicators? Hypotheses What sources of information exist and can be gathered? What are the methods for collecting that information? What factors and conditions apart from the responsibility of the Beneficiary are necessary to reach that objective? (External conditions) What are the risks to consider? What are the sources of information for these indicators? What external conditions should be achieved to obtain the expected results in a timely manner? What are the sources of information on the proceedings of the action? Costs What are the costs of the action? their nature? (Detail in the budget of the action) What prior conditions are required before starting the action? What conditions outside the direct control of the Beneficiary should be in place for the implementation of the planned activities?
14 Annex E- Data on the Applicant and the Project (Cover Page for the Project Brief and the Detailed Proposal) Title of the Call for proposals Applicant Acronym Nationality Legal status Address Telephone # Fax # of the Organization Website of the Organization Focal point project of the project Focal point Project Title Local Partners Location (country/countries, region(s), city/cities) Total cost of the project Contribution requested from RAAF Contribution of other possible partners Rate of Co-financing (%) Project duration
15 Annex F - Fact Sheet for the Applicant The applicant confirms that all the partners involved in this proposal have been consulted and have agreed to participate. Specify the total number of partners involved in the project: Full name of the Organization : Acronym : Postal Address : (where all correspondence concerning this project should be sent) Location of the headquarters: (if different from the postal address) Telephone : Fax : Website : Purpose of the Organization : Area(s) of intervention : Sector(s) of intervention : Affiliation to associations, networks, platforms: Main publications of the Organization Focal point(s) for this project: Technical Reference: (Name, telephone and ) Financial Referent: Name, telephone and ) Administrative Referent: Name, telephone and ) Name, Surname and function of the person in charge of the request for co-financing dossier 1 Name and Surname of the Executive Director: (or equivalent) Date of creation: 1 Attach to the administrative dossier the list of persons authorized to sign Conventions and any other official document on behalf of the association.
16 Legal status : The references of the statement to the Prefecture: N Date Department Date of publication in the Official Gazette: If necessary, the date of recognition as public utility: If necessary, the date of approval and by which Ministry: Name and surname of the President : Name and surname of the Secretary General : Name and surname of the Treasurer: Number of members on the Board 2 : Date of the General Assembly during which the members of the current Board and Bureau were elected: End date of its members' terms: Provisional date of the next general assembly : Number of members: Number of contributors: Amount of contributions : Staff strength at the Headquarters of Total (ETP) 3 Full Time Part time the Organization Salaried Volunteer(s) Total Staff abroad: Total (ETP) Full Time Part time Salaried expatriate(s) Local salaried workers Volunteer(s) Total 2 Attach the detailed list to the administrative dossier 3 Full Time Equivalent.
17 Budget item by expense cluster Operation of the Organization Personnel costs (salaried workers at HQ and in the field [expatriates and local staff] Rent charges Total amounts of funds allocated during the last three years 201 % 201 % 201 % Financial charges, taxes and fees Communication and fundraising charges Sub-total Interventions (maximum 10 items) Sub-total TOTAL I, the undersigned, as a responsible person in the applicant organization for this action (project), hereby certify that the information provided in this fact sheet is correct: Place and date: Name: Function: Signature:
18 Annex G Fact Sheet for each partner of the project The applicant confirms that all the partners involved in this proposal have been consulted and have agreed to participate. Full name of the organization: Acronym : Postal address : Location of the Headquarters: (if different from the postal address) Telephone : Fax : Website : Focal point(s) for this project : Name and Surname of the Executive Director: (or equivalent) Date of creation : Legal status: (Attach to the technical dossier, the Registration Certificate or equivalent, if the organization is informal, specify it here) Name and Surname of the President: (or equivalent) Number of members on the Board: List of Board members: Purpose of the organization: Main areas of intervention: Human resources of the association: Total annual budget in Euros: Main donors: Membership in networks, federations, groups, etc.: History and nature of the cooperation with the partner(s): Institutional and contractual linkages Role and involvement in the preparation of the project proposed Role and involvement in the implementation of the project proposed Experience in similar actions based on its role in the implementation of the proposed action:
19 Annex H. DECLARATION OF PARTNERSHIP Important: This declaration should be provided by each partner Title of the action: Organization : Name : Function: A partnership is a substantial relationship between two or more organizations involving sharing responsibilities in the action financed by the contracting organization. In order to facilitate the smooth operation of the action, RAAF requires all the partners to acknowledge this by agreeing to the principles of good partnership defined below. 1. All the partners should have read the grant application form (Project Brief-PB- and Detailed Proposal-DP) before its submission to the Call for proposals, and understood their role in the action. 2. The applicant and its partners should consult regularly and keep each other informed of the progress of the action. 3. All the partners should receive copies of the narrative and financial reports submitted to RAAF. 4. Changes pertaining to the aspect of the action in which they are involved (for example the activities, partnerships, etc.) should be accepted by the relevant partners before being proposed to RAAF. If no agreement between partners has been reached, the applicant should report it when presenting modifications for approval. I, the undersigned, in my capacity as a responsible person in the partner organization, have read the content of this declaration and commit to apply the principles of good partnership. Date and place: Name: Function: Signature:
20 Annex I BEFORE SENDING YOUR APPLICATION, PLEASE CHECK THAT EACH OF THE FOLLOWING ELEMENTS OF YOUR DOSSIER IS COMPLETE AND MEETS THE CRITERIA BELOW: To be filled by the applicant To be filled by RAAF Yes No Yes No 1. The Project Brief template (PB) published for this call for proposals, has been used for drafting the project brief 2. The Detailed Proposal template (DP) published for this call for proposals, has been used to draft the detailed proposal 3. The proposal is typewritten in French or English 4. The electronic version of the PB and DP are sent by to the addresses provided. 5. A hard copy version identical to the electronic version of the complete proposal (PB and DP) is sent to RAAF with the electronic version (CD or pen drive) in separate envelopes (ensure that the PB dossier is put in a separate envelope and the DP in another envelope) 6. The action will be implemented in a country or countries within the ECOWAS region 7. The applicant and each of the local partners have filled and signed the fact sheets (Annexes F and G) as well as the Declaration of Partnership (Annex H) 8. The applicant has filled the cover page (Annex E) attached to the PB and DP 9. The budget is presented in the required format (Excel) and quoted in USD and then attached to the DP form 10. The Logical Framework is filled and attached to the DP form 11. The duration of the action is equal or under 24 months (maximum authorized duration) 12. The duration of the action is equal or under 12 months (minimum authorized duration) 13. The grant requested is equal or higher than USD 100,000 (minimum authorized) 14. The grant requested is equal or higher than USD 200,000 (national projects) or USD 300,000 (regional projects) 15. The financial contribution of the applicant and/or of its partners is equal or higher than 10% of the total eligible costs. 16. The signed Fact sheet for the applicant is attached to the PB and DP or a scanned copy thereof is sent by The fact sheets of the partners are attached to the PB and DP or a scanned copy thereof is sent by The signed Declaration of Partnership is attached to the PB and DP and sent by .
21 Annex J Bank Identification Form Account Name 1 Contact at the Bank Contact Function Address City Postal code Country Tel. Mobile FAX Bank Bank name Address City Postal Code Country Account Account number IBAN2 Observations : BANK STAMP + BANK REPRESENTATIVE SIGNATURE (Both required) (3) DATE + ACCOUNT HOLDER SIGNATURE: (Required) 1 The name or title under which the account was opened and not the name of the authorized agent. 2 If the IBAN code (International Bank Account Number) is used in the country where your bank is located. 3 It is advisable to attach a copy of a recent account statement in which the event, the bank stamp and the signature of the bank representative is not required. The signature of the account holder is required in all cases.
22 ANNEX K COMPLETE ADMINISTRATIVE DOSSIER For shortlisted projects, RAAF will require applicants to send a Complete Administrative Dossier to verify the applicant s eligibility. This dossier should be transmitted in hard copy at the following address Regional Agency for Agriculture and Food (RAAF), 128 Bd du 13 janvier, 01 BP 1816 Lomé-Togo. Attention: The Executive Director The dossier shall be provided in hard copy and will include: Certified copies of the bylaws A copy of the registration certificate at the Prefecture and a copy of the publication in the Official Gazette [or equivalent depending on the current legislation in the country where the organization is located] Dated list of members of the Governing body, bureau and main leaders and their contact details bearing the date of the last elections Dated Organizational chart signed by the leader Minutes of the last General Assembly or at least the agenda of the last General Assembly and the main resolutions, as well as any documentation supporting the activities initiated and completed and evidence of membership in an association. Balance Sheets and Operating accounts of the last three financial years (with the annexes and explanatory notes) validated by the General Assembly and highlighting the origin (public or private) of the financial resources. This information should subsequently be updated every year. Provisional budget for the current financial year showing the list of public financing approved by the body in charge of closing and approving the organization s accounts (by indicating, if possible, whether they are acquired, requested or to be requested). Documents that prove the sources of co-financing of the action already acquired. Other administrative documents deemed necessary could be requested by the contracting agency. NB: It is not necessary to send this administrative dossier with the Project Brief and the Detailed Proposal. Only the documentation indicated in Annexes A and B should be sent before the deadline for sending proposals.
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