Download - SMILING CfP Opening Session Update Feb 22
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EuropeAid/126417 - SMILINGCall for Proposals
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The SMILING Programme
Capacity building by PRIP Trust
( 2.4 million)
3 Calls for Proposals Cluster-wise
( 2 million + 2 million + 3 million)
Duration 5 years January 2007 toDecember 2011
Implemented in 3 Clusters along Jamuna,
Ganges rivers basins
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Key Documents
Guidelines for Applicants- Containing Rules on the Call and list of Annexes i.e.
documents to fill + documents for info
Grant application form (Annex A of
Guidelines)
Please read carefully and follow instructions
Please follow strictly the format
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EuropeAid/126417-SMILING
GUIDELINES FOR GRANTAPPLICANTS
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Guidelines for Applicants1.2 Objectives
Improve quality of life of mostdisadvantaged through:
1) Institutional Capacity Building of NGOs;
2) Supporting small scale initiatives
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Guidelines for Applicants1.3 Financial allocations
Lot 1 Priority A(Reduce vulnerability related tonatural disaster) 650 000
Lot 2 Priority B(Enhance access ofdisadvantaged communities to Local services) 700 000
Lot 3 Priority C(Improve health and hygieneconditions of disadvantaged communities)
650 000
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Guidelines for Applicants1.3 Size of the grants
Amount
- Minimum: 80 000
- Maximum: 150 000
Percentage of total
- Minimum 50%
- Maximum 95%
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Guidelines for Applicants2.1.1 Who can apply
Non-profit-making legal entity (1 year registration with NGOABand directly responsible of the action
Local organization (HQs in Cluster 1 or 2) with:
- at least 25 villages and 4000 beneficiaries
- at least 20 full time staff
- at least 50 000 yearly operating budget
Not in situation described in Practical Guide Section 2.3.3Can apply individually or in consortia with partners
(same eligibility criteria as Applicants exceptNGOAB reg.)
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Guidelines for Applicants
2.1.3Eligible/Ineligible actions
ELIGIBLE INELIGIBLE Duration between 12-36 months
In 1 OF 3 priorities
Location in 1st OR 2nd or bothClusters
Attention to rights of children,women, disabled, indigenouspeople as cross cutting issues
One single action (seminar,scholarship, training, studies,academic research etc.)
support to political parties
purchase of buildings, offices,vehicles
equipment not related to project
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Guidelines for Applicants;
2.1.4Eligible/Ineligible costs
ELIGIBLE INELIGIBLE Salaries, travel and subsistence
allowances not exceeding those normallyborne by the Beneficiaries or its Partners
Purchase/rental of equipment/supplies,consumables at market rate
Contingency of maximum 5% of direct cost(used only after prior authorization)
Indirect cost (overheads) maximum 7% ofdirect cost
Debts, interest owed, currency exchangelosses, credits to third parties
Items already financed by other actions
Purchases of land, building (except wherenecessary BUT to be transferred to finalbeneficiaries)
Taxes, including VAT
Any cost outside the implementationperiod
ONLY REAL COSTS based on supporting documents (except
overheads cost) as in General Conditions of ANNEX F
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Guidelines for Applicants2.2.1 How to apply and following procedures
A complete application in ENGLISH
- Annex A: Application Form
- Annex B: Budget Hard + Electronic
- Annex C: Logical Framework
Submission in 1 original and 2 copies
Incomplete, hand-written, containing errors regarding points inChecklistWILL BE REJECTED
Only documents mentioned in the Guidelines will beASSESSED
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Guidelines for Applicants;2.2.2 Where and how to send
Address
Head of Contract and Finance Section
Delegation of the European Commission to Bangladesh
Plot # 7, Road # 84
1212 Gulshan 2 Dhaka
SEALED ENVELOPE, Registered/courrier/hand-deliverymail
A) Checklist (Section V part B of application form) and b) Declaration
(Section VI part B of application form) enclosed BUT separate
The envelope must contain:
- Ref. number, title of call, title + number of lot- name + address of applicant
- Written: NOT TO BE OPENED BEFORE THE OPENINGSESSION and
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Guidelines for Applicants2.2.3 Deadline for submission
4 May 2008
at 16:00 local timeas evidenced by signed and dated receipt/postal
registrationAPPLICATIONS SUBMITTED AFTER THEDEADLINE WILL BE AUTOMATICALLY
REJECTED
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Guidelines for Applicants;2.3 Evaluation and selection
Step 1: Opening Session and administrativecheck
Step 2: Evaluation of Concept Notes
Step 3: Evaluation of Full Application
Step 4: Verification of Eligibility
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Guidelines for Applicants2.3 Evaluation and selection STEP 1
ADMINISTRATIVE CHECK
Deadline respected Application Form according to Checklist
EC will communicate the result of theadministrative check to applicants
If requested information missing or incorrectthe proposal may be rejected
ON THAT SOLE BASIS
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Guidelines for Applicants2.3 Evaluation and selection STEP 2Evaluation of Concept Notes
Evaluation criteria:
Relevance
Effectiveness
Sustainability
Overall score: 50
Minimum requested: Overall 30 and 12 in Relevance
List of Proposals will be reduced to anamount corresponding to three times the
available budget
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Guidelines for Applicants2.3 Evaluation and selection STEP 3Evaluation of Full Application
Selection criteria
- Applicants has sufficient source of finance andmanagement capacity
Award criteria
- Quality of proposal:
1) Financial/operational capacity
2) Relevance
3) Methodology
4) Sustainability
5) Budget and cost-effectiveness
G f
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Guidelines for Applicants2.3 Evaluation and selection STEP 4VERIFICATION OF ELIGIBILITY
Cross-check with Section VI of part Band 2.11, 2.1.2 and 2.1.3
ONLY PERFORMED IF PROVISIONALLY
SELECTED ACCORDING TO SCORE
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Guidelines for Applicants2.4 Supporting documents
Provisional selected applicants requested tosubmit a list of documents i.e.:
- Statutes, articles of association, proofs of registration- Latest accounts- Information about Executive Board
- Legal Entity/Financial Identification Forms
IN ENGLISH OR OFFICIALLY
TRANSLATED+
Submission by 15 calendar days
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Guidelines for Applicants2.5.2 Indicative timetable
DATE TIME
Information meeting 24-25 February2008
Deadline for request for clarifications by EC 13 April 2008 4:00 PM
Last date on which clarifications are issued bythe EC23 April 2008
Deadlines for submission of Application Form 4 May 2008 4:00 PM
Information to applicants on opening andadministrative check
16 May 2008
Information to applicants on evaluation ofConcept Notes
25 May 2008
Information to applicants on evaluation of FullApplication Form
11 June 2008
Notification of award 6 July 2008
Contract signature 16 August 2008
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EuropeAid/126417-SMILING
GRANT APPLICATION FORM
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Grant Application Form
Part A: Concept Note
Part B: Full Application Form
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Grant Application FormPart A. Concept Note
There is no specific template for ConceptNote
ONLY GUIDANCE NOTES
Make it clearin order to be assessed
according to:RELEVANCE, EFFECTIVENESS,
SUSTAINABILITY
G t A li ti F
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Grant Application FormPart B: Full Application Form
I. THE ACTION Description of the action + LOGFRAME
Budget for the actionANNEX B Expected sources of funding
Experience of similar actionFOLLOW ATTENTIVELY THE INDICATIONS
Grant Application Form
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Grant Application FormPart B: Full Application FormII. THE APPLICANT
1. IDENTITYFor legal identification
2. PROFILEType of organization/sector of action
3. CAPACITY TO MANAGE ACTIONSYears of experience / # of projects / financial infos
4. MANAGEMENT COMMITTEE
Also as supporting documents + statement
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Grant Application FormPart B: Full Application Form
III (IV). PARTNERS/associate of APPLICANT
1. DESCRIPTION OF PARTNERSLegal information/experience/partnership etc.
2. PARTNERSHIP STATEMENT
TO BE SIGNED BY THE PARTNERORGANIZATION
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Grant Application FormPart B: Full Application Form
V. Checklist Fill + final check beforesubmitting
VI. Declaration To be signed by theapplicant
VII. Assessment grid Tool for the EC butuseful to go through
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Annex B: Budget (Sheet 1)
1. Human resources1.1 Salaries
1.2 Salaries expat staff
1.3 Per diem
2. Travel
3. Equipment, supplies
4. Local office
5. Other costs, services
6. Other
7. Subtotal direct costs (1-6)8. Contingency (max 5% of 7)
9. Total direct costs (7+8)
10. Administrative costs (max 7% of 9.)
TOTAL eligible cost (9+10)
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Annex B: Budget (Sheet 2)
EXPECTED SOURCES OF FUNDING
Amount (EUR) Percentage oftotal %
Applicants financial contribution
(to be inserted if allowed by the guidelines: in kindcontribution)
Commission contribution sought in this application
Contribution's) from other European Institutions orEU Member States (Name/Conditions)
Contribution from other organisations
(Name/Conditions)
TOTAL CONTRIBUTIONS
Direct revenue from the Action
OVERALL TOTAL
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ANNEX C: Logical Framework
Intervention logic Objectively verifiable
indicators ofachievement
Source and means of
verification
Assumptions
Overall objectives What are the overall broaderobjectives to which theaction will contribute?
What are the key indicatorsrelated to the overallobjectives?
What are the sources ofinformation for these indicators?
Specific objectives What specific objective is theaction intended to achieve to
contribute to the overallobjectives?
Which indicators clearly showthat the objective of the action
has been achieved?
What are the sources ofinformation that exist of an be
collected? What are the methodsrequired to get this information?
Which factors and conditionsoutside the Beneficiarys
responsibility are necessary toachieve that objective? (externalconditions) Which risks shouldbe taken into consideration?
Expected results The results are the outputsenvisaged to achieve thespecific objective. What arethe expected results?(enumerate them
What are the indicators tomeasure whether and to whatextend the action achievesthe expected results?
What are the sources ofinformation for these indicators?
What external conditions mustbe met to obtain the expectedresults on schedule?
Activities What are the key activities tobe carried out and in whatsequence in order toproduce the expectedresults? (group the activitiesby result)
MEANS:
What are the means requiredto implement these activities,e.g. personnel, equipment,training, studies, supplies,operational facilities, etc.
What are the sources ofinformation about actionprogress?
COSTS
What are the action costs? Howare they classified? (breakdownin the Budget for the Action)
What pre-conditions arerequired before the actionstarts? What conditions outsidethe Beneficiary's direct controlhave to be met for theimplementation of the plannedactivities?
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Thank you, Good Work and
Luck!