ibis guidelines for europeaid applications (october...

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IBIS_guideline_EU_applic_2014

Colour codes (it is recommended to print this guideline in colour to get the full benefit of it):

o All text in black Times New Roman is the original text. It shows the original format, i.e. how it

will look when you open a new proposal format. o All text in blue Arial has been added by the IBIS institutional fundraiser o All text marked with yellow or grey belongs to the original text. The highlights indicate that

information shall be added/adjusted/deleted by the EC staff before the proposal format is published and shared with potential applicants. You don’t have to take particular notice of this text, but look at the format for the call you plan to apply for.

General do’s and don’t’s for development of applications:

Read the guidelines;

Understand the donor’s priorities;

Refer to the evaluation grid (see below);

Follow the format (NEVER EVER delete sections or pages!);

Clarify partners’ role and capacity. Involve partners in project design;

Work with the logframe from the outset even though it’s not a requirement to submit it;

Be explicit about deadlines and responsibilities. Be realistic in your planning;

Read the guidelines again… The evaluation grid is found in section 2.3 of the CfP. The evaluation criteria are divided into headings and subheadings. Each subheading will be given a score between 1 and 5 in accordance with the following assessment categories: 1 = very poor; 2 = poor; 3 = adequate; 4 = good; 5 = very good. NOTE: in some cases the evaluation grid has been changed. Therefore ALWAYS refer to the grid in the relevant CfP. For concept notes, only those with a minimum score of 30 points will be considered for pre-selection. Evaluation grid for concept notes:

Scores

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**

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 and avoidance

of duplication)

5x2*

IBIS guidelines for EuropeAid applications (October 2014) These guidelines aim to assist IBIS staff in their efforts to develop high quality applications to EuropeAid. It can be seen as a step-by-step guide with hints, explanations and suggestions to how to fill in the grant application form. NOTE: for some Calls for Proposals (CfP) the grant application form has been changed. Therefore, ALWAYS use the original format for the CfP in question. You can find this by following this link and enter the reference number of the CfP (to be found on the front page of the guidelines): https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?ADSSChck=1320657092932&do=publi.welcome&userlanguage=en

https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?ADSSChck=1320657092932&do=publi.welcome&userlanguage=en

https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?ADSSChck=1320657092932&do=publi.welcome&userlanguage=en

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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?

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 [and the other additional elements indicated under 1.2. of these

guidelines]?

5

2. Design of the action Sub-score 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**

2.2 Is the action feasible and consistent in relation to the objectives and expected results? 5x2**

TOTAL SCORE 50

** the scores are multiplied by 2 because of their importance.

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Contracting Authority: <enter name>

<Title of programme>

Grant Application Form

Budget line(s): <number(s) or

…th

European Development Fund1>

Reference: <call for proposals number>

Deadline for submission of

[open procedures <concept notes and applications>]

[restricted procedures first step< concept notes>][restricted procedures

second step: <applications>]<date>

To reduce expense and waste, we strongly recommend that you use only paper for your file (no plastic

folders or dividers). Please also use double-sided printing if possible

Title of the action:

[Number and title of

lot]

Location(s) of the

action:

<specify country(ies), region(s), area(s) or town(s) that will

benefit from the Action>

Name of the applicant IBIS

Nationality of the

applicant2

Danish

Dossier No

1 Any reference to European Union financing also refers to European Development Fund grants where applicable.

2 An organisation’s statutes must show that it was established under the national law of the country concerned and

that the head office is located in an eligible country. Any organisation established in a different country cannot

be considered an eligible local organisation. See the footnotes to the Guidelines for the call.

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(for official use only)

EuropeAid ID3 DK-2007-DSB-2711378147

Ongoing contract/Legal Entity

File Number (if available)4

6000111029

Legal status5 Non-profit, non-governmental organisation

Co-applicant 6

Name; EuropeAid ID; Nationality and date of establishment;

Legal status; Relation with the applicant or co-applicant

Affiliated entity7

Name; EuropeAid ID; Nationality and date of establishment;

Legal status; Relation with the applicant or co-applicant Definition of roles and responsibility within an EU-funded project (changed in 2013): Applicant: the entity submitting the application who is directly responsible for the preparation and management of the action.

Co-Applicant (previously ‘partners’): Participate in the design and implementation of the action. The costs they incur are eligible in the same way as those incurred by the applicant. Co-applicants are not required to have EuropeAid ID at the time of submitted the concept note. But it is mandatory when submitting a full proposal. Affiliated entity: Entities having a structural link to the applicant or co-applicant, in particular legal or capital link. They participate in the design and implementation of the project and costs they incur are accepted as eligible costs. [This option is not generally used and as such not recommended to use] 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. Contractors: awarded a contract. Contractors are subject to the procurement rules (Annex IV of the grant contract)

Applicant’s contact details for the purpose of this action

Postal address:

Telephone number: (fixed and mobile) Country

code + city code + number

Fax number: Country code + city code + number

Contact person for this action:

Contact person’s email:

Address:

3 To be inserted if the organisation is registered in PADOR (Potential Applicant Data On-Line Registration). For

more information and to register, please visit http://ec.europa.eu/europeaid/onlineservices/pador. 4 If an applicant has already signed a contract with the European Commission and/or has been informed of the

Legal Entity File number. If not, write ‘N/A’. 5 E.g. non-profit, governmental body, international organisation.

6 Use one row for each co-applicant.

7 Use one row for each affiliated entity.

http://ec.europa.eu/europeaid/onlineservices/pador

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Website of the Organisation:

Any change in the addresses, phone numbers, fax numbers or e-mail, must be notified in writing to

the Contracting Authority. The Contracting Authority will not be held responsible in the event that

it cannot contact an applicant.

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NOTICE

[How to adapt this standard grant application form:

Where you see < ... >, enter the information relevant to the call for proposal in question.

The phrases within [ ] should only be included if appropriate, while the paragraphs shaded in grey should

only need to be amended in exceptional cases, dictated by the requirements of a particular call for

proposal procedure.

In no circumstances may you alter any other part of these standard instructions. Please remember to

delete this paragraph, any other text with yellow highlighting and all such brackets in the final version]

[To be included only where the Contracting Authority is the European Commission:

When processing your application, any personal data (e.g. names, addresses and CVs), will be recorded

and processed if necessary in accordance with Regulation (EC) No 45/2001 on the protection of

individuals with regard to the processing of personal data by the Community institutions and bodies and on

the free movement of such data. Unless otherwise specified, your replies to the questions and any personal

data are required only to evaluate your proposal in accordance with the Guidelines for the call for proposal

and will be processed solely for that purpose by the data controller. Details concerning processing of your

personal data are available in the privacy statement at

http://aideprgp.cc.cec.eu.int:1261/europeaid/prag/annexes.do?group=A&locale=en

For EuropeAid: The Data Controller of this call for proposals is the Head of Europeaid legal affairs unit.

For any other DG: The Data Controller of this call for proposals is <please add the name of your

Controller>

http://aideprgp.cc.cec.eu.int:1261/europeaid/prag/annexes.do?group=A&locale=en

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Contents

PART A. CONCEPT NOTE ............................................................................................. 8

1 Instructions for drafting the concept note ............................................................................ 8 1.1. Summary of the action ...................................................................................................................8 1.2. Description of the action (max 1 page) ........................................................................................10 1.3. Relevance of the action (max 3 pages).........................................................................................10

2 Checklist for the concept note .............................................................................................. 15

3 Declaration by the applicant for THE concept note .......................................................... 17

4 Assessment grid for the concept note .................................................................................. 18

PART B. FULL APPLICATION FORM ........................................................................ 19

1 General information .............................................................................................................. 20

2 The action ............................................................................................................................... 21 2.1. Description of the Action .............................................................................................................21 2.3. Affiliated entity(ies) experience (if applicable) ..........................................................................33

3 The applicant ......................................................................................................................... 35 3.1. Identity .........................................................................................................................................35 3.2. Profile ...........................................................................................................................................36 3.3. Capacity to manage and implement actions .................................................................................43 3.4. List of the management board/committee of your organisation ...................................................46

4 The Co-applicant(s) ............................................................................................................... 47 4.1. Capacity to manage and implement actions .................................................................................48 4.2. Experience by sector ....................................................................................................................48

5 AFFILIATED ENTITY(ies) participating in the action ................................................... 52 5.1. Description of the affiliated entity(ies) ........................................................................................52 5.2. Capacity to manage and implement actions .................................................................................53 5.3. Experience by sector ....................................................................................................................53 5.4. Affiliated entity(ies)'s Statement ..................................................................................................55

6 Associates of the applicant participating in the action ...................................................... 56

7 Checklist for the full application form ................................................................................ 57

8 Declaration by the applicant ................................................................................................ 59

9 Assessment grid FOR the full application form ................................................................. 61

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PART A. CONCEPT NOTE

1 INSTRUCTIONS FOR DRAFTING THE CONCEPT NOTE

Please note that if this is a restricted call, only the concept note should be submitted in the first stage (no

full application). If this is an open call, both the concept note and the full application shall be submitted at

the same time.

There is no specific template for the Concept Note but the applicant must ensure that the text:

does not exceed 5 full pages (A4 size) of Arial 10 characters with 2 cm margins, single line

spacing;

Follow these instructions – no room for creativity here.

provides the information requested under the headings below, in the order in which it is requested,

and in proportion to its relative importance (see the relevant scores set out in the evaluation grid

and in the Guidelines);

The headings can be shortened, but keep the order of the headings and provide the information asked for. No more, no less.

provides full information (as the evaluation grid will be applied solely on the information in the

concept note);

Be as precise as possible. Put yourself in the external reader’s place: what information is necessary in order to understand and envision the project?

is drafted as clearly as possible to enable it to be evaluated.

You may consider bullet points, underlining, italics or broad text to make the text reader friendly, but it shouldn’t be too confusing or messy to look at. Remember that the reviewers spend very little time reading and evaluating your concept note.

1.1. Summary of the action8

Please complete the table below, which should not exceed 1 page.

Title of the action: Make it simple and precise.

[Lot:

- Please tick the box corresponding to

the specific lot for which you are

applying:

Lot X

Lot Y]

If the CfP does not mention lots, just write N/A

Location(s) of the action: — specify

country(ies), region(s) that will benefit

from the action

Total duration of the action (months):

EU financing requested (amount) <EUR / currency of the Contracting Authority >

This amount can be adjusted +/- 20 % in the full application.

8 Cover page as per template in page 1 should be attached as well

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EU financing requested as a percentage

of total budget of the Action

(indicative)

%

This percentage can be changed in the full application as

long as it stays within the minimum and maximum outlined

in the CfP (see section 2.2.5 in the CfP)

Objectives of the action

The EU gives room for two different ‘logframe schools’:

2 or more Overall Objectives + 1 Specific Objective Or

1 Overall Objective + 2/3 Specific Objectives

The recommendation from the Institutional Fundraiser is the first option. Having just one Specific Objective gives the project a clear focus.

Find more instructions regarding this in the IBIS EU logframe guideline (under development)

<Overall objective(s)>

What are the overall broader objectives to which the action

will contribute to (but not achieve within the duration of the

project)? Often formulated: “To contribute to….”

<Specific objective(s)>

What specific objective is the action intended to achieve to

contribute to the overall objective (to be achieved by the end

of the project)? How will the situation/conditions have

changed by the end of the project? Usually formulated:

“Increased…/Improved…/Strengthened…”

Remember to cross check that they are the same as in the text

below.

NOTE: objectives cannot be changed from the concept note

to the full application, so make sure to get it right. One

recommendation is to avoid stating the number of target

groups (e.g. 1,000 young people) at objective level.

Target group(s)9 Cross check that they are the same as in the text below.

Final beneficiaries10

Cross check that they are the same as in the text below.

Estimated results Cross check that they are the same as in the text below.

The results are the outputs envisaged to achieve the specific

objectives and describe the outputs + the quality of the

outputs (results can also cover outcomes, but in EU terms

outcomes are mainly covered by the indicators for specific

objectives). Estimated results are usually formulated:

“…delivered/… produced/… conducted.”

Main activities Group activities in work packages. Use bullet points if it

facilitates easy reading. [Ex IBIS South Sudan]:

1. Preparation for the action (including baseline survey) 2. Payam-Based Stakeholder’s Meetings and Education

Stakeholder’s Conferences 3. Capacity-building of PTAs 4. Capacity-building of local government officials 5. Training of teachers in functional literacy, numeracy and

life skills 6. Provision of functional literacy, numeracy and life skills

education 7. Phase out Or group activities according to specific objectives Del resultado 1: Procesamiento de información, desarrollo de capacidades para la incidencia; promoción de espacios de discusión – negociación sobre la contribución fiscal para la reinversión social de los fondos generados por las

9 “Target groups” are the groups/entities who will directly benefit from the action at the action purpose level.

10 “Final beneficiaries” are those who will benefit from the action in the long term at the level of the society or

sector at large.

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industrias extractivas. Intercambios de experiencias. Del resultado 2: Diseño e implementación gradual del Observatorio Natural Resource Watch sobre 3 casos de industrias extractivas. [Ex IBIS Guatemala]

1.2. Description of the action (max 1 page)

This section accounts for 40 % of the points but only makes up 25 % of the available space. It is tantamount to be precise and yet descriptive enough to give the reader a clear understanding of your project. See evaluation grid above for exact distribution of points, but key words are: coherency, feasibility and consistency.

Coherence in project design is extremely important. On this page you have to demonstrate how activities, results and objectives are interlinked. It is strongly recommended that you make the problem tree analysis and logframe matrix at this stage to ensure this coherence.

Technical reviewers who evaluate proposals constantly ask, “How?” Do not just state what you will do; explain how you will do it. Example: Do not just write “The project will empower women.” Be more specific: “The project will give women the skills to make their voices heard and participate in decision making at district level.”

Describe how your approach is different and/or how it has been successful in the past. Explain how you will do it and how you will monitor the outcomes. Before you submit a proposal, re-read the entire document and constantly ask “how” questions: How will you do it? How will you measure it? How will that work? How will you get that result?

Please provide all the following information:

Give the background to the preparation of the action.

Describe the process leading to the formulation of the concept note (series of consultations or workshop with implementing partners). The project might also be elaborated on the basis of identified needs during a previous project or thematic programme. If so, mention it.

Explain the objectives of the action given in the table in Section 1.1.

You don’t have to repeat the objectives, but you should elaborate on them and explain the link between the overall and specific objectives. Remember that there should be a clear one-to-one link between the problems listed in section 1.3.2 and the specific objective(s) of the project.

Consult the objectives and priorities of the guidelines and make sure your objectives are in line with these.

Describe the key stakeholder groups, their attitudes towards the action and any consultations held with

them.

IBIS often scores low on this section, so we have to improve this. Based on your stakeholder analysis, list each key stakeholder and their attitudes towards the project. Remember to include the attitude of relevant authorities.

Briefly state the type of activities proposed and specify related outputs and results, including a description

of linkages/relationships between activity clusters.

Make it short and precise. Use bullet points and present the activities per result or per objective.

State the broad timeframe for the action and describe any specific factor that has been taken into account.

Briefly outline the sequence of activities/activity blocks. Are there any external factors (national elections, Universal Periodic Review, etc.) that should be taken into account?

1.3. Relevance of the action (max 3 pages)

This section accounts for 60 % of the points with 75 % of space available. See evaluation grid above for exact distribution of points.

1.3.1. Relevance to the objectives/sectors/themes/specific priorities of the call for proposals


Describe the relevance of the action to the objective(s) and priority (ies) of the call for proposals.

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Evaluators want to see how your project can contribute to the objectives and priorities of the EU strategy. Why should they choose your project? Therefore explain in a pedagogical and clear way how the project aligns with the objectives and priorities of the CfP.

Do not make lengthy quotes from the CfP, but use the same wording. For example, if the CfP mentions “empowerment of Civil Society Organisations” do not write “mobilisation of CBOs”, etc.

Describe the relevance of the action to any specific subthemes/sectors/areas and any other specific

requirements stated in the Guidelines for the call, e.g. local ownership etc.

Describe how your action will address the subthemes/sectors listed in the CfP.

If local partnership and capacity building of local co-applicants are mentioned in the CfP, this offers an opportunity to introduce the local co-applicants – max 1-2 lines for each co-applicant.

Describe which particular expected results referred to in the Guidelines for the call will be addressed.

[NB: In exceptional cases where it is impossible to involve national organisations11

from the target

country because of the particular situation in that country, the applicant must provide explanations, which

will be examined when applying criterion 1.1 of the evaluation grid to the Concept Note.]

Refer to each expected result from CfP and explain briefly how you will address it. You do not have to include all expected results, but you should address some of them (not all CfP list expected results).

1.3.2. Relevance to the particular needs and constraints of the target country/countries,

region(s) and/or relevant sectors (including synergy with other EU initiatives and

avoidance of duplication)

Suggestion: rephrase the heading to match your project, for example: “Relevance to the particular needs and constraints of marginalised children in Zambezia Province, Mozambique, in the education sector.”


If it makes more sense, you can incorporate the sections into each other, but remember to provide all the requested information.

State clearly the specific pre-project situation in the target country/countries, region(s) and/or sectors

(include quantified data analysis where possible).

Demonstrate your knowledge of the area of intervention and target group. If the project is at provincial level, use data for that province, not national level data. Be specific and precise, use quantified data. Make reference to sources.

Generally, evaluators have a good level of knowledge about the situation at national level, but not necessarily at local level.

Provide a detailed analysis of the problems to be addressed by the action and how they are interrelated at

all levels. Many IBIS proposals lack a clear problem analysis. This negatively influences the project design and subsequently the evaluation of the proposal.

Use the problem tree methodology to analyse the problems and their interrelation. You must narrow down from general to specific problems. After a general problem analysis, list the specific problems to be addressed by the project. Remember that there should be a clear one-to-one link between the listed problems and the specific objective(s) of the project. Ex:

11 See footnote 1.

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Refer to any significant plans undertaken at national, regional and/or local level relevant to the action and

describe how the action will relate to such plans.

It is very important to demonstrate that you are aware of relevant plans/programs/interventions in the same sector. This could be the government plans or other agencies’ plans or similar.

Where the action is the continuation of a previous action, clearly indicate how it is intended to build on

the activities/results of this previous action; refer to the main conclusions and recommendations of any

evaluations carried out.

Show that your project is not a ‘one-off’, isolated intervention, but builds on accumulated experience or recommendations from IBIS or from other actors. Make reference to evaluations, reports, etc. if possible.

Where the action is part of a larger programme, clearly explain how it fits or is coordinated with that

programme or any other planned project. Specify the potential synergies with other initiatives, in

particular by the European Commission.

Firstly, describe how the project fits within the IBIS country strategy and thematic programme.

Secondly, investigate if other projects are implementing/have been implemented in the same field, particularly other projects funded by the EC. EC Delegations usually have a list of projects in the country on their website. Also, if the Delegation organises an information meeting this provides a good opportunity to identify other potential applicants and possibly what sector and area they plan to apply for.

1.3.3. Describe and define the target groups and final beneficiaries, their needs and

constraints, and state how the action will address these needs

Too often, this section is not well developed in IBIS proposals. If completed adequately, we can score 5 points here. Make your stakeholder analysis – even if you think you know the target group already!


Give a description of each of the target groups and final beneficiaries (quantified where possible),

including selection criteria.

Use bullet points and remember to describe all target groups (incl. authorities if relevant). Information to be included: (gender disaggregated) numbers, age, socio-economic situation, position in society (marginalisation, exclusion). Selection criteria is important to outline (why did we decide to work with exactly this group?).

Identify the needs and constraints of each of the target groups and final beneficiaries.

You can merge this paragraph with the above or below, if it makes the text more reader friendly and coherent.

Demonstrate the relevance of the proposal to the needs and constraints of the target groups and final

beneficiaries.

The problems to be addressed by the project are:

Lack of awareness of the potential benefits, advantages and disadvantages of extractive industries, measures of environmental mitigation related to non-renewable resources and the costs associated with the closure of extractive industry projects.

Lack of space and opportunities for discussion between civil society and State - Local Government and Departments and for advocacy to promote the development of public policy proposals, transparency, audits and social reinvestment.

Lack of methodologies to ensure the collection, analysis and dissemination of information related to the revenues, which this sector generates to the state.

Polarization, division and increased levels of social tension as extractive industries have generated confrontations between communities and families, which in turn result in social unrest threatening the country's governance. [Ex. IBIS Guatemala]

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See above.

Explain any participatory process ensuring participation by the target groups and final beneficiaries.

This aspect is very important to the EC. Explain how the target groups and local partner have been involved in needs assessment, project design or similar. And explain how the project will ensure their participation (mechanisms for feedback, community mobilisation, inclusion of target group in project steering committee, etc.).

1.3.4. Particular added-value elements

Indicate any specific added-value elements, e.g. the promotion or consolidation of public-private

partnerships, innovation and best practice, or other cross-cutting issues such as environmental issues,

promotion of gender equality and equal opportunities, the needs of disabled people, the rights of

minorities and the rights of indigenous peoples.

Each CfP usually contains a paragraph on ‘added-value elements’ such as promotion of gender equality or equal opportunities, rights of minorities and indigenous people, rights of children, etc. The concept note will score up to 5 points if these are taken into consideration (ref. evaluation criteria 1.4). IBIS usually scores 3-3,5, and to develop more competitive concept notes we will have to improve our score.

Based on the concept notes, which scored 4 points for this section, here are some useful tips:

Read the added-value elements listed in the CfP and describe how your project relates to them

Be specific in terms of your project instead of being very general. Avoid formulations like: “IBIS works with a human-rights based and partnership approach. Gender issues have been taken into account.”

Out-of-school children: Out-of-school children have particular and special needs due to the fact that they are more mature (e.g. over-aged) and have life needs and ambitions that can be greatly assisted through functional literacy, numeracy and life skills education. Each learning centre will provide functional literacy and numeracy training for youth (targeting approximately 60 learners in two classes of 30 people each) for a total of 1440 beneficiaries (40% female). Similar classes for lower primary school students will be provided each afternoon after the standard academic day. Teachers: Most of the teaching force in South Sudan is untrained and unable to deliver quality academic instruction. This action will address these knowledge and ability gaps through targeted holiday trainings of teachers in functional literacy, numeracy and life skills to ensure they are able to effectively deliver relevant education to youth and produce desired learning outcomes for students.

Local education officials: Officials include school inspectors and payam education officers (10 per county) who lack the capacity to support teachers to establish interactive learning environments and improve their instructional delivery. They require support to effectively monitor teachers and deliver relevant trainings to improve the teaching and learning process. Activities will focus on improving the abilities of officials to fulfil their mandate and deliver quality education services. [Ex IBIS South Sudan]

Specific added-value elements The proposal has three specific values: (i) allow the relevant authorities to have a proposed method to implement steps of the restructuring, formulated with ideas, vision and considerations by leaders of 6 territories and 25 communities. (ii) the action will contribute to the possibility that the country has a law that strengthens the free, prior and informed consent in all decision-making processes regarding consent of indigenous peoples; the project will contribute to proposed procedures on the right to consultation, which will be submitted to the Ethnic Affairs Commission, a body that could present it to the meetings of the National Parliament for its possible adoption. In Latin America, only Bolivia, Mexico, Ecuador and Peru have legislation that supports this procedure. (iii) Participation of indigenous children and youth and women will be important as it will counter the prevailing culture of sexism and ageism that has historically excluded these populations. [Ex IBIS Nicaragua]

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Delete Sections 2, 3 and 4 for open procedures

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2 CHECKLIST FOR THE CONCEPT NOTE <PUBLICATION REFERENCE + TITLE OF THE CALL + BUDGET LINE>

ADMINISTRATIVE DATA To be filled in by the applicant

Name of the Applicant IBIS

EuropeAid ID number DK-2007-DSB-2711378147

Nationality12

/Country and date of registration

13

Danish, July 1, 1973

Legal Entity File number14

6000111029

Legal status15

Non-profit, non-governmental organisation

Co-applicant16

Name of the co-applicant

EuropeAid ID number

Nationality/Country and date of registration

Legal Entity File number

Legal status

Affiliated Entity17

Name of the Affiliated-Entity

EuropeAid ID number


Legal status:

Specify to which entity you are affiliated (applicant and/or the co-applicant).

Specify the kind of affiliation you have with that entity.

12

For individuals.

13 For organisations.

14 If the applicant has already signed a contract with the European Commission.

15 E.g. non-profit, governmental body, or international organisation.

16 Add as many rows as co-applicant(s)

17 Add as many rows as affiliated entities

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BEFORE SENDING YOUR CONCEPT NOTE, PLEASE CHECK THAT

EACH OF THE CRITERIA BELOW HAVE BEEN MET IN FULL AND TICK

THEM OFF

Tick the items off

below All questions

should be

answered

with a “Yes” Title of the Proposal: Remember to fill in the title! Yes No

PART 1 (ADMINISTRATIVE) 1. The Instructions for the Concept Note have been followed.

2. The Declaration by the Applicant has been filled in and signed.

3. The proposal is typed and is in <English, French, Portuguese or Spanish>. Where more than one language is allowed, the proposal is drafted in the language most commonly used by the target population in the country in which the action takes place.

4. One original and <X copy(ies)> are included. In accordance with CfP

5. An electronic version of the concept note (CD-Rom) is enclosed.

PART 2 (ELIGIBILITY) 6. The action will be implemented in an eligible country(ies) or in the

minimum required number of eligible countries.

7. The duration of the action is between <X months> and <X months> (the minimum and maximum allowed). In accordance with CfP

8. The requested contribution is between the minimum and maximum

allowed.

9. This Checklist and the Declaration by the Applicant have been filled in and sent with the Concept Note.

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3 DECLARATION BY THE APPLICANT FOR THE

CONCEPT NOTE

The applicant, represented by the undersigned, being the authorised signatory of the applicant, and in

the context of the present application, representing any co-applicant(s), affiliated entity(ies) in the

proposed action, hereby declares that:

the applicant has the sources of financing and professional competence and qualifications

specified in Section 2 of the Guidelines for Applicants;

the applicant undertakes to comply with the obligations foreseen in the affiliated entities'

statement of the grant application form and with the principles of good partnership practice;

the applicant is directly responsible for the preparation, management and implementation of

the action with the co-applicant(s) and affiliated entity(ies), if any, and is not acting as an

intermediary;

if the requested amount is above EUR 60.000:[the applicant, the co-applicant(s) and the

affiliated entity(ies) are not in any of the situations excluding them from participating in

contracts which are listed in Section 2.3.3 of the Practical Guide (available from the following

Internet address: http://ec.europa.eu/europeaid/work/procedures/implementation/index_en.htm.

Furthermore, it is recognised and accepted that if the applicant, co-applicant(s) and affiliated

entity(ies) (if any) participate in spite of being in any of these situations, they may be

excluded from other procedures in accordance with Section 2.3.4 of the Practical Guide;]

the applicant and each co-applicant(s) and affiliated entity(ies) are in a position to deliver

immediately, upon request, the supporting documents stipulated under Section 2.4 of the

Guidelines for Applicants.;

the applicant and each co-applicant(s) and affiliated entity(ies) (if any) are eligible in

accordance with the criteria set out under Sections 2.1.1 and 2.1.2 of the Guidelines for

Applicants;

if recommended to be awarded a grant, the applicant, the co-applicant(s) and the affiliated

entity(ies) accept the contractual conditions as laid down in the Standard Contract annexed to

the Guidelines for Applicants (annex G);

the applicant, the co-applicant(s) and the affiliated entity(ies) are aware that, for the purposes

of safeguarding the financial interests of the European Union, their personal data may be

transferred to internal audit services, to the European Court of Auditors, to the Financial

Irregularities Panel or to the European Anti-Fraud Office.

The applicant acknowledges that according to Article 131 (5) of the Financial Regulation of 25

October 2012 on the financial rules applicable to the general budget of the Union (Official

Journal L 298 of 26.10.2012, p. 1) and Article 145 of its Rules of Application (Official Journal L

362, 31.12.2012, p.1) applicants found guilty of misrepresentation may be subject to

administrative and financial penalties.

Signed on behalf of the applicant

Name

Signature

Position

Date

http://ec.europa.eu/europeaid/work/procedures/implementation/index_en.htm

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4 ASSESSMENT GRID FOR THE CONCEPT NOTE

(FOR THE USE OF THE CONTRACTING AUTHORITY ONLY)

YES NO

1. The submission deadline has been met.

2. The Checklist has been duly completed.

Administrative compliance has been checked by:

Date:

DECISION 1: The Committee has decided to evaluate the Concept Note, which

has passed the administrative check.

The Concept Note has been evaluated by:

Date:

DECISION 2: The Committee has decided to recommend evaluation of the full

application form.

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PART B. FULL APPLICATION FORM

[open procedures: <To be submitted by all applicants>

restricted procedures: <only to be completed by applicants who receive an invitation to

submit a full proposal (at the time of the invitation)>]

To reduce expense and waste, we strongly recommend that you use only paper for your file (no plastic

folders or dividers). Please also use double-sided printing if possible

The evaluation grid is found in section 2.3 of the CfP. Some CfP will have different scoring, so be sure to check the actual evaluation grid. (The evaluation grid is not part of the format for proposals, therefore it is in blue here)

The evaluation grid is an important guidance as it shows what the EU prioritises. Also note that 30 points (2. Relevance of the action) will be transferred from the evaluation of the concept note.

Scoring:

The evaluation criteria are divided into sections and subsections. Each subsection will be given a score

between 1 and 5 in accordance with the following guidelines: 1 = very poor; 2 = poor; 3 = adequate; 4

= good; 5 = very good.

Evaluation Grid

Section Maximum

score

1. Financial and operational capacity 20

1.1 Do the applicant and, if applicable, their affiliated entity(ies) have sufficient

experience of project management?

5

1.2 Do the applicant and, if applicable their affiliated entity(ies) have sufficient

technical expertise? (notably knowledge of the issues to be addressed.)

5

1.3 Do the applicant and, if applicable their affiliated entity(ies) 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

Score transferred from the Concept Note evaluation

30

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

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

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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

5. Budget and cost-effectiveness of the action 15

5.1 Are the activities appropriately reflected in the budget? 5

5.2 Is the ratio between the estimated costs and the expected results satisfactory? 10

Maximum total score 100

Note on Section 1. Financial and operational capacity:

If the total score for section 1 is less than 12 points, the application will be rejected. If the

score for at least one of the subsections under section 1 is 1, the application will also be

rejected.

1 GENERAL INFORMATION

Reference of the Call for

Proposals

Enter EuropeAid reference for the Call for Proposals

Title of the Call for Proposals Enter the title of the Call for Proposals

Name of the applicant IBIS

Number of the proposal18

Number/not applicable (open procedures)

Title of the action Same as concept note

Location of the action

-specify country(ies) region(s)

that will benefit from the action

Same as concept note

[Number of the Lot] Same as concept note (if applicable)

18 For restricted procedures only; when the Contracting Authority has evaluated the Concept Note it informs the

applicant of the outcome and allocates a proposal number.

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2 THE ACTION 19

2.1. Description of the Action

2.1.1. Description (max 13 pages)

Provide a description of the proposed action, including all the information requested below, referring

to the overall objective(s) and specific objective(s), outputs and results described in the concept note:

Explain the specific results expected, stating how the action will improve the situation of the target

groups and final beneficiaries and the technical and management capacities of target groups and/or

any local co-applicants and affiliated entity(ies). You can shorten the headline above to something like: “Description of the overall objective, specific objectives and expected results”. The following is a suggestion for how to structure this section: Write up to ½ pages with description/elaboration of the overall and specific objective, not just a repetition of them. More specifically, you can explain each element of the objectives and define them (what do you mean by ‘quality education’ or ‘access to information’ or similar). 4-5 pages with focus on expected results following a structure like this:

19 The evaluation committee will refer to information provided in the Concept Note as regards objectives and the

relevance of the action.

Expected Result 1: Popular civic education campaigns result in raised awareness among school goers and teachers about non-discrimination of marginalised children, gender equality and the importance of education. Awareness of the positive changes which can come about through access to inclusive quality education is low among citizens. Therefore ANCEFA in collaboration with the target NECs will develop and print IEC materials to promote this (act. 1.5). The IEC materials will be disseminated as part of the national advocacy campaigns (act. 2.2) through channels available to ANCEFA and the NECs: members CSOs, stakeholder workshops and mailing addresses, schools in the catchment areas of NECs member CSOs, Teacher Training Colleges, Parents’ and Teachers Associations, etc. (act.1.2). Synergy will be sought through timing and prioritisation of recipients. The wide dissemination will ensure outreach and entry points to children, teachers and communities for emphasizing the importance and relevance of education to all children, including the marginalised. Deliverables: 42,000 copies of IEC materials in the official languages of the target countries (6*8,000 copies, English, French and Portuguese) How it will improve the situation of the target groups and final beneficiaries: ANCEFA and the 6 target NECs will:

strengthen capacities in civic education campaigning;

have opportunity to explain the importance and relevance of education to all children, including the marginalised among at least 42,000 recipients of the IEC materials including children, teachers and community members;

have opportunity for feedback from children, teachers and community members on their views on education and barriers to access education;

Final beneficiaries will:

raise their awareness of non-discrimination of marginalised children, gender equality and the importance of education;

get an opportunity to share their views on education and barriers to access education.

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Or even shorter (IBIS Nicaragua)

Foreseen publications Remembers to list all foreseen publications. The information should correspond to the budget. Be careful to be clear on cross references. Make the relations visible and explicit. Use the activity numbers. The following sentence is mandatory in the end of the section: “IBIS and local partners will ensure that all publications will adhere to the “Communication and Visibility Manual for European Union External Actions” (2010).”

Identify and describe in detail each activity (or work package) to be undertaken to produce results,

justifying the choice of activities and specifying the role of each co-applicant(s) and affiliated

entity(ies) (and associates or contractors or sub-grantees where applicable) in the activities. Do not

repeat the action plan to be provided in Section 2.1.3, but demonstrate coherence and consistency

of project design. In particular, list any publications proposed.

If financial support is allowed by the Guidelines for Applicants, applicants wishing to give

financial support to third parties must define, in line with the conditions set by the Guidelines for

Applicants the objectives and results to be obtained with financial support, the different types of

activities eligible for financial support, on the basis of a fixed list, the types of entity eligible or

categories of persons which may receive financial support, the criteria for selecting these entities

and giving the financial support, the criteria for determining the exact amount of financial support

for each third entity, and the maximum amount which may be given.

Many CfP allows for ‘financial support to third parties (or ‘sub-granting’). The rules are specified in the CfP.

Sub-granting can be used to support activities/initiatives of other groups than co-applicants. For example, an initiative of a Parent-Teacher Association or Community Based Organisations, more loosely organised than a formal NGO.

For restricted procedures only:

Resultado 3: Posicionada en la opinión pública y medios de comunicación locales, regionales y territoriales una nueva visión sobre la masculinidad y la equidad de género. Grupos destinatarios: 40 comunicadores/as locales, alrededor de 1,500 participantes en el Concurso nacional “Forjando relaciones Justas”, con el tema “Nuevas masculinidades son necesarias para la equidad de género”. Beneficiarios finales: 20,000 hombres y mujeres adolescentes, jóvenes y adultas/os de las comunidades. ¿En qué forma la acción mejorará su situación y capacidades? Las acciones de este componente del proyecto traerán como un beneficio importante el fortalecimiento de las capacidades técnicas y temáticas de las/os comunicadoras/es locales para el abordaje de las relaciones de género y las nuevas masculinidades que se desean promover. Este es un beneficio que permanecerá incluso después de finalizado el proyecto. Además, mientras el proyecto esté en ejecución, se apoyarán acciones comunicacionales de distintas índoles en alianza con las instancias beneficiaras de subvenciones en cascada. Esto aportará como beneficio un mayor nivel de debate público y una mayor presencia de mensajes favorables a las nuevas masculinidades y la equidad de género en los medios de comunicación locales, regionales y territoriales, lo que generará una opinión pública favorable a los cambios en las concepciones, actitudes, comportamientos y relaciones que se quieren lograr a través de los otros dos componentes del proyecto. Este carácter sinérgico entre los tres componentes de esta propuesta le da una mayor potencia a las acciones para la generación de cambios.

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Describe/highlight eventual changes of the information provided in the concept note. You can replace the headline above with this shorter version: “Description of activities”. 8-9 pages with detailed description of activities, which should follow this structure: Expected result 1: […]

Activity no. 1.1

Description of the activity:

Justification of the activity:

Role of the co-applicants:

IBIS proposals should include a group of activities called 0.0 containing all project management activities, such as: 0.1 Overall project responsibility, coordination and Management (incl. Setting up Project steering committee) 0.2 Kick-off workshop with all co-applicants; 0.3 Recruitment of project staff necessary for project implementation 0.4 Procurement 0.5 Monitoring and reporting 0.6 Evaluation 0.7 Participation in meetings/events organised by the EU 0.8 Visibility 0.9 Press launch and final press briefing

Description of these activities should all follow the table shown above.

2.1.2. Methodology (max 5 pages)

In this section we should describe the implementation strategy of the project. That is, we should argue why we have decided to design the project the way we have. Which methodologies have been chosen and why? How does it relate to lessons learned and recommendations from previous interventions, the positions of stakeholders and the resources available?

Describe in detail:

An example of activity description [Ex IBIS Mozambique]: Result 21: 1,000 young people have received vocational training in carpentry, sewing, cooking and food preservation, IT, horticulture, and other identified areas.

Activity no. 2.1 Baseline study

Description of the activity:

A baseline study will be conducted (Q1) to analyze the vocational training needs among young people in Alto Molocue, and to map employment opportunities in Alto Molocue and adjacent towns.

Justification of the activity:

The ultimate aim of the vocational training programme is employment, and the baseline assessment will ensure that the training programme is both relevant to and responds to the needs of the trainee, the community and local labour market (that it is demand-driven as opposed to supply-driven). The findings of the assessment will inform the development of the training programme (which vocational areas are selected, training content and duration, needs of the students), as well as the procurement of materials and instructor training. It will also provide relevant baseline indicators for subsequent evaluation and assessment of project outcomes and impact.

Role of the co-applicants:

IBIS Program Director and Project Manager will conduct the baseline study together with the Youth Centre Project Manager.

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the methods of implementation and rationale for such methodology;

Examples of methods include: teacher training, mother-tongue education, partnership based approach, rights based approach, budget tracking, financing mechanisms with partners.

Describe why the chosen methodology is considered the most appropriate and successful.

where the action continues a previous action, describe how the action is intended to build on

the results of the previous action (give the main conclusions and recommendations of any

evaluations carried out);

Make reference to previous phases of the project or similar interventions. Explain how the lessons learned and recommendations coming out of evaluations have been taken into account in the development of the new project.

A convincing argument is if IBIS and co-applicants have identified gaps during implementation of a previous phase – did you realise that something was not covered/addressed and therefore decided to develop this project?

where the action is part of a larger programme, explain how it fits or is coordinated with this

programme or any other possibly planned project (please specify potential synergies with

other initiatives, in particular by the European Union);

This was also described in the concept note. Take the relevant text from there and elaborate here.

In the first place refer to the thematic programme of which the project is part (if relevant). Then mention other projects or programmes implemented by IBIS or other agencies in the relevant area/sector. Especially other projects or programmes supported by the European Union are important to mention, so read their Country Strategy Paper and study their website (http://ec.europa.eu/europeaid/index_en.htm).

When relevant, make reference to Alliance2015.

the procedures for follow up and internal/external evaluation;

Outline the monitoring and evaluation system of the project. Remember to mention that you will adhere to the reporting system and format of the EU, and not only that of IBIS. You will receive the exact instructions on reporting formats and deadlines once the contract is signed (ex IBIS Liberia).

http://ec.europa.eu/europeaid/index_en.htm

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It is a good idea to set up a reporting system where co-applicants complete the EU reporting formats quarterly or biannually: they practice working with EU formats and IBIS gets regular information.

the role and participation in the action of the various actors and stakeholders (co-applicant(s),

affiliated entity(ies), target groups, local authorities, etc.), and the reasons why these roles

have been assigned to them;

This should be based on your stakeholder analysis. Remember to include more than IBIS, co-applicants and target groups, for example local authorities, private sector actors, religious/indigenous leaders, etc.

Procedures for internal and external evaluation

As a Results Based management organisation, IBIS will evaluate progress in line with a Managing for Development Results (MfDR) approach. Results will be measured by considering the outcome and impact levels indicating whether the expected behavioural and societal changes are initiated. Focusing on quality and addressing target group needs through participatory project design, implementation and monitoring the following activities will take place:

Baseline Survey conducted by IBIS, FCI and selected stakeholders (activity 0.4)

Joint Monitoring throughout the project by IBIS and implementing CSOs will conduct joint field visits, project and follow-up meetings to promote shared ownership and transparency and provide opportunities to discuss and evaluate progress.

Capacity Assessments & Partner Development Plans (PDPs) developed following capacity and needs assessments of CSOs (activity 3.2.1).

Performance Measurement Framework (PMF) developed in coordination with CSOs to monitor and assess performance and impact, cost effectiveness and roles and responsibilities of IBIS and partners in monitoring. The PMF is the plan that links the log frame, PDPs, joint monitoring with CSOs, financial, and narrative reporting together to promote shared responsibility and outline agreed steps for monitoring progress toward objectives.

Formative Monitoring Mission (FMM), conducted at the action’s start (1st Quarter of 2014) by a team of IBIS HO and regional staff and external consultant. The FMM provides constructive and formative suggestions for improvement based on an overall assessment of outcomes while the programme is being implemented in order to adjust strategy and practice. The FMM monitoring all of IBIS’ DRIGL programme of which this action is included.

External mid-term evaluation will be carried out in correspondence to EU requirements

Final Evaluation, at project end by a team of external consultants and donor representatives

Reporting will adhere to the requirements from EU. FCI and other implementing CSOs will on a monthly basis provide project updates to IBIS and will be expected to submit quarterly reports on the implementation progress.

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Describe the relevant stakeholders and their role in the project. Explain why they have been given this role (such as particular responsibilities or capacity, strategic importance, sustainability, multi-stakeholder participation).

the organisational structure and the team proposed for the implementation of the action (by

function: there is no need to include the names of individuals);

Explain the staff setup for the project with reference to the budget (mention the specific budget lines). This should be done both at partner and IBIS level.

Describe the organisational structure of the project, such as the setup of a steering group and working groups.

[Example from IBIS South Sudan] Name Roles and Responsibilities Reason for Assignment

Communities Participate in advocacy and discussion forums; support education; participate in school development; school M&E

Communities must develop, implement and monitor education activities to ensure empowerment, ownership and sustainability

PTAs & LCs Lead school development; participate in advocacy and discussion forums; school and community M&E

PTAs need support to guide school development and management; they must design, implement, monitor activities for ownership

Learners Participate in functional literacy and numeracy classes; life skills for youth and M&E of behaviour change; form groups and implement IGAs; M&E of progress and actions

Learners must be empowered to guide own process and learning; require income generation support from IGAs; youth lack life skills to reduce poverty and access opportunities; adults/youth need functional literacy/numeracy skills for work

Teachers Receive trainings, teach literacy, numeracy, life skills classes; monitor learner’s progress and development

Teachers must be more effective; they are responsible for quality, learning outcome-focused education and must monitor student’s progress

PEOs & CEOs

Receive capacity-building trainings; train teachers and PTAs; school and education system M&E

PEOs critical to school and community support; CEOs critical to education system functioning, quality and ensuring routine M&E for success

TTI/CEC tutors

Receive capacity-building trainings; train and monitor teachers

Tutors responsible for all pre- and in-service teacher training/CPD, must build capacities

SMoE, HARD Receive and conduct capacity-building trainings; monitor LAs and LPs

Main coordinating partner responsible for education system effectiveness and administration and civil society engagement

Counterparts Receive capacity-building trainings; train and mentor LAs, LPs and teachers; M&E

Responsible for ensuring uptake of skills and methods; main liaison between IBIS and LAs/LPs

ADI, GRDP, MGN

Receive capacity-building from IBIS; train LAs, teachers, PTAs; M&E; reporting

Responsible for civil society coordination, education service delivery, LA/school monitoring, community advocacy for education

Alliance 2015 Project synergies with partners, joint field work, M&E and advocacy

Collaborating members in NBG have mandate to coordinate logistics and actions for greater impact

[Example from regional ANCEFA proposal] The overall management of the project will take place in the project steering group consisting of IBIS Ghana programme officer and finance officer, ANCEFA project coordinator and finance manager and the 6 National Campaign Coordinators. The Steering Group will assess project progress and achievement as well as agree on adjustments during annual physical meetings and quarterly Skype/teleconference meetings. IBIS will manage the action at two levels to accommodate both efficiency and cost-effectiveness: from Head Office in Copenhagen and from the sub-office in Ghana. A programme coordinator (7%) and a finance officer (7%) from Ghana will oversee the day-to-day management of the engagement with ANCEFA including quarterly monitoring visits. Some support from IBIS staff in the country offices of Mozambique and Sierra Leone, two of the six target countries, is expected for liaison with the NECs (outside the budget). To ensure proper strategic advice and adherence to EuropeAid requirements, a certain level of involvement from IBIS Head Office is foreseen from a programme advisor (2.4 %) and a financial controller (2.4 %) with annual monitoring visits to ANCEFA. An IBIS policy officer (4.8%) will act as resource person for development of advocacy plans and will be responsible for facilitation of influence on policy debates over the post-2015 framework within the EU and other international forums. In ANCEFA a project coordinator (100%) will ensure implementation and management according to plans. A finance manager (26%) will oversee all financial management and reporting to IBIS. A monitoring & evaluation officer (31%) is responsible for the M&E system for advocacy.

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the main means proposed for the implementation of the action (equipment, materials, and

supplies to be acquired or rented);

With reference to the budget, list all equipment necessary for the project. Refer to the activity “Procurement” in the 0.0-part of the activity list, because all purchases and hiring of services will be subject to the procurement rules of the EU.

Example of how events can be described (from Alliance2015 advocacy proposal): “Each Roundtable will be organised in an appropriate location with the equipment which will facilitate inclusive communication, using cost-effective web technology as a means of engaging audiences beyond the event itself.”

the attitudes of all stakeholders towards the action in general and the activities in particular;

This also comes out of your stakeholder analysis. Remember to describe external stakeholders, such as government officials, local communities, the general public, private sector, as well.

If some stakeholders are critical towards the action or simply unaware of the problems, explain how you plan to address that (through constructive dialogue, awareness raising, or other means).

the planned activities in order to ensure the visibility of the action and the EU funding.

The EU is very keen on visibility to make known that they have supported the project. The requirements, including guidelines and ready-to-print logos, are available here:

http://ec.europa.eu/europeaid/work/visibility/index_en.htm

All projects should adhere to this guideline. Visibility actions include:

Display of logo on project site and during project events (conferences, round tables, etc.)

Visibility materials such as caps, t-shirts, bags, notebooks, pens, etc.

Article about the project on IBIS websites and newsletters including the logo

A brochure about the project for broad distribution (of course including the logo)

2.1.3. Duration and indicative action plan for implementing the action (max 4 pages)

The duration of the action will be <X> months.

Applicants should not give a specific start-up date for the implementation of the action but simply

refer to ‘month 1’, ‘month 2’, etc.

Applicants are recommended to base the estimated duration of each activity and the total period on the

most probable duration and not on the shortest possible duration, by taking into consideration all

relevant factors that may affect the implementation timetable.

The activities stated in the action plan should match those described in detail in Section 2.1.1. The

implementing body must be either the applicants or any of the affiliated entity(ies), associates or

subcontractors. Any months or interim periods without activities must be included in the action plan

and count toward the calculation of the total estimated duration of the action.

The action plan for the first 12 months of implementation should be sufficiently detailed to give an

overview of the preparation and implementation of each activity. The action plan for each of the

subsequent years may be more general and should only list the main activities proposed for those

years. To this end, it must be divided into six-month periods (NB: A more detailed action plan for each

subsequent year must be submitted before any new pre-financing payments are received under

Article 4.1 of the Special Conditions of the grant contract).

The action plan will be drawn up using the following format:

Make sure that activity numbers and titles correspond to the ones in the list of activities above (double check when the proposal is finalised as activities might have been changed, merged or deleted in the process).

Note that you’re asked to indicate time for preparation of an activity in one row and the actual execution in a different row. Don’t merge the two, but follow the format!

http://ec.europa.eu/europeaid/work/visibility/index_en.htm

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For the first year, indicate the action plan on a monthly basis. For the subsequent years you only have to indicate the action plan on a half year basis (semester).

This exercise forces you to be concrete and consider ‘the critical path’ of the project: some activities might be dependent on the completion of others (e.g. a conference cannot be held until a research has been conducted and printed– for the research you need a consultant, identified through a tender based on a Terms of Reference, etc.). Therefore be as realistic as possible.

Leave the first three rows as they are (don’t change “Year 1”, “Semester 1”, “Month 1”).

Delete row 4 “Example”

Instead of “Preparation Activity 1” write “Preparation”, the title (short version) and activity number of your first activity. Remember to include the group of activities under 0.0. Next row write: “Execution”, the title (short version) and activity number of your first activity, and so forth.

In the column “Implementing body” write the main responsible for the activity (IBIS or name of local partner).

Year 1

Half-year 1 Half-year 2

Activity Month 1 2 3 4 5 6 7 8 9 10 11 12 Implementing body

Example example Example

Preparation

Activity 1

(title)

co-applicant and/or

affiliated entity

Execution

Activity 1

(title)

co-applicant and/or

affiliated entity

Preparation

Activity 2

(title)

co-applicant and/or

affiliated entity

Etc.

For the following years:

Activity Half-year

3

4 5 6 7 8 9 10 Implementing body

Example Example Example

Execution

Activity 1

(title)

co-applicant and/or

affiliated entity

Execution

Activity 2

(title)

co-applicant and/or

affiliated entity

Preparation

Activity 3

(title)

co-applicant and/or

affiliated entity

Etc.

2.1.4. Sustainability of the action (max 3 pages)

Provide all the information requested below:

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Describe the expected impact of the action with quantified data where possible, at technical,

economic, social, and policy levels (will it lead to improved legislation, codes of conduct,

methods, etc.?).

Be as concrete as possible and address the various levels as instructed.

Describe a dissemination plan and the possibilities for replication and extension of the action

outcomes (multiplier effects), clearly indicating any intended dissemination channel.

Explain how you plan to communicate about the project, including communication channels and target groups.

In particular, if the project contains innovative and piloting elements, explain how you plan to disseminate the lessons learned, not just within IBIS (locally and globally through e.g. the Global Learning System or Global Groups), but also to a wider audience in your country or abroad.

Provide a detailed risk analysis and contingency plan. This should include a list of risks associated

with each proposed action, accompanied by relevant mitigation measures. A good risk analysis

will include a range of risk types including physical, environmental, political, economic and social

risks.

Risks are assumptions that could have a negative effect on the project, both internal and external

You can structure the risk analysis in different ways, but whichever way you decide, be sure you cover all possible risks (physical, environmental, political, economic and social risks) and their mitigation.

o Structure by type of risk (physical, environmental, political, economic and social risks) o Structure by specific objective, expected result or activity o Structure by target group

Use a table to make it readable. An example:

Expected result Risk (including type of risk) Mitigation

Describe the main preconditions and assumptions during and after the implementation phase.

These must correspond to the ones mentioned in the logframe.

Preconditions are conditions that have to be met before the project activities can start.

Example (from Alliance2015 advocacy proposal, minimized to font 8 to fit in here): As a result of this action, Alliance2015 will at a technical level have:

o Produced reports on Hunger and Education with Executive Summaries in 7 languages and disseminated these widely at national, EU and international levels

o Increased the capacity of all members of the Advocacy Group to engage at EU level in structured dialogue on policy debate in the areas of Hunger and Education.

o Increased the engagement of at least 3-4 partner networks in the South with EU institutions o Increased the audience for and reach of the Global Hunger Index amongst the relevant institutions of the EU and

across the 7 member states of Alliance2015 o Hosted 3 Roundtables impacting on policy dialogues with partners but also on greater exchange and harmonisation of

thematic approaches (on MDG 1 and 2) within member agencies. As a result of this action, Alliance2015 will at an economic and social level have:

o Made a specific contribution to securing strong clear political and financial commitments by the EU to the issues of Hunger and Education in particular.

o Engaged partners and beneficiaries in the 3-4 chosen countries, whose economic and social environment is impacted by EU policies and practices, enabling their voices to be heard in the consultations on post-2015 development model.

As a result of this action, Alliance2015 will at a policy level have:

o Engaged with 200 EC and member state officials and MEPs on issues relating to MDG1/Hunger, MDG2/Education and the post-2015 development model bringing new analyses to those debates.

o Engaged in 15 thematic debates on Hunger and Education with officials from the EU institutions o Enabled 10 post-2015 consultations involving Alliance2015 members, partners and beneficiaries in a coordinated and

effective way, feeding into the formal consultation processes o Built sustainable relationships with key EU actors in the fields of Hunger and Education o Improved understanding within Alliance2015 and among those decision makers of the scale, scope and impact of –

and gaps in - EU commitments to Education and Hunger

2014 of 62


Assumptions are ‘external factors which could affect the success of the project, but over which we

have no direct control (EC PCM Manual). If formulated as a negative statement, assumptions become risks.

Explain how the action will be made sustainable after completion. This may include necessary

follow-up activities, built-in strategies, ownership, communication plan, etc. Distinguish between

four types of sustainability:

IBIS often scores low on ‘sustainability’. Do not just copy+paste from other projects, but consider critically how you think the project can be sustainable.

a. Financial sustainability: e.g. financing of follow-up activities, sources of revenue for

covering all future operating and maintenance costs.

In addition to what is mentioned above, aspects of financial sustainability may include: IBIS long term presence in the country, DANIDA frame funding and continuous fundraising from other sources for continued funding of activities and partners, capacity building of partners to raise and manage funds on their own, inclusion of activities in government budgets and policies, capacity building and empowerment which will maintain impact without further financing.

b. Institutional sustainability: e.g. structures that would allow the results of the action to

continue to be in place after the end of the action, capacity building, agreements and local

‘ownership’ of action outcomes.

In addition to what is mentioned above, aspects of institutional sustainability may include: capacity building of stakeholders and partners, setting up structures or mechanisms for coordination and dialogue.

c. Policy level sustainability: e.g., where applicable, structural impact (improved legislation,

consistency with existing frameworks, codes of conduct, or methods).

In addition to what is mentioned above, aspects of policy level sustainability may include: raised awareness among officials, monitoring such as budget tracking, introduced regulations and other official initiatives.

d. Environmental sustainability: what impact will the action have on the environment — have

conditions been put in place to avoid negative effects on the natural resources on which the

action depends and on the broader natural environment?

This is mostly relevant to projects directly addressing environmental issues, such as agriculture. You can however highlight if the project is considering climate such as reduction of travel, not printing publications, but distributing them electronically, etc.

2.1.5. Logical Framework

Please fill in Annex C20

to the Guidelines for Applicants.

Filling in the logframe can be a challenge. Please follow the IBIS guidelines on how to make a logical framework matrix.

The recommendation is to make the logframe when you develop the concept note, and then develop it further when writing the full proposal.

20 Explanations can be found at the following address: http://ec.europa.eu/europeaid/reports//index_en.pdf.

http://ec.europa.eu/europeaid/reports/index_en.pdf

2014 of 62


2.1.6. Budget, amount requested from the Contracting Authority and other expected

sources of funding

Fill in Annex B to the Guidelines for Applicants to provide information on:

the budget of the action (worksheet 1), for the total duration of the action and for its first

<12/if more specify> months;

justification of the budget (worksheet 2), for the total duration of the action, and

amount requested from the Contracting Authority and other expected sources of funding for

the action for the total duration (worksheet 3).

For further information, see the Guidelines for Applicants (Sections 1.3, 2.1.4 and 2.2.5).

[Where the Guidelines for Applicants allow the Contracting Authority to finance the action in full, you

must justify any request for full financing by showing that it is essential to carry out the action.]

[Please list below the contributions in kind to be provided (please specify), if any (maximum 1 page).]

Please note that the cost of the action and the contribution requested from the Contracting Authority

must be stated in <EURO (where the Contracting Authority is the European Commission)/currency of

the contracting authority (for indirect management)>.

The budget shall be filled out in a separate document, an excel-file (Annex B). See “Tool 9 EU budgets” for further instructions on how will develop a budget for EU proposals.

The budget scores up to 15 points. Emphasis is given to the “ratio between the estimated costs and the expected results”, i.e. cost effectiveness and efficiency (10 points). The other criterion is whether the activities are appropriately reflected in the budget (5 points).

It is important to emphasize the need for close coordination between programme and finance staff in the development of a realistic and comprehensive budget.

At concept note stage a joint assessment of the scope of the project objectives and results versus the amount available under the call for proposals should be undertaken to reach a conclusion on how much should be requested from the EU in the concept note. A preliminary calculation of the budget will guide this process.

For the full proposal programme and finance staff should sit together with the logframe and description of activities as early as possible to discuss the details of each activity: materials, methodology, human resources, monitoring, etc. This will enable finance staff to complete the budget. In addition, it will help programme staff to describe the activities clearly in the proposal.

2.1.7. Applicant’s experience

This information will be used to assess whether you have sufficient and stable experience of managing

actions in the same sector and of a comparable scale to the one for which a grant is being requested.

IBSI and the co-applicants are expected to present examples, which are relevant to document IBIS’ experience and capability to manage the project (both in terms of grant size and area of work). Include at least one per category and preferably more. But choose relevant examples – rather quality than quantity.

If in doubt about which examples to include, please ask at Head Office.

i) For similar actions.

Please provide a detailed description of actions in the same sector and of a comparable scale to the one

for which a grant is being requested managed by your organisation in the past three years.

Maximum 1 page per action.

2014 of 62


Name of the applicant:

Project title: Sector (see Section 3.2.2 of Section 3):

Location

of the

action

Cost of the

action

(EUR)

Role in the action:

Coordinator, co-

applicant,

affiliated entity

Donors to the

action (name)21

Amount

contribute

d (by

donor)

Dates (from

dd/mm/yyyy

to

dd/mm/yyyy)

… … … … … …

Objectives and results of

the action

ii) Other actions

Please provide a detailed description of other actions managed by your organisation in the past three years.

Maximum 1 page per action and maximum 10 actions.

Name of the applicant:


Location of

the action

Cost of

the

action

(EUR)

Role in the

action:

Coordinator,

co-applicant,

affiliated

entity

Donors to

the action

(name)22

Amount

contributed

(by donor)

Dates (from

dd/mm/yyyy to

dd/mm/yyyy)

… … … … … …

Objectives and results

of the action

2.1.8. Co-applicant(s)'s experience (if applicable)







21 If the donor is the European Union or an EU Member State, please specify the EU budget line, EDF or EU

Member State. 22

If the donor is the European Union or an EU Member State, please specify the EU budget line, EDF or EU

Member State.

2014 of 62


Name of the co-applicant:


Location

of the

action

Cost of the

action

(EUR)

Role in the

action:

Coordinator,

co-applicant,

affiliated

entity

Donors to the

action

(name)23

Amount

contributed (by

donor)

Dates (from

dd/mm/yyyy to

dd/mm/yyyy)

… … … … … …

Objectives and results

of the action

ii) Other actions


Maximum 1 page per action and maximum 10 actions.

Name of the co-applicant:


Location of

the action

Cost of

the action

(EUR)

Role in the

action:

Coordinator, co-

applicant,

affiliated entity

Donors to the

action

(name)24

Amount

contributed

(by donor)

Dates (from

dd/mm/yyyy to

dd/mm/yyyy)

… … … … … …


the action

2.3. Affiliated entity(ies) experience (if applicable)



23

If the donor is the European Union or an EU Member State, please specify the EU budget line, EDF or EU

Member State.


Member State.

2014 of 62






Name of the affiliated entity:


Location of

the action

Cost of

the action

(EUR)

Role in the action:

Coordinator, co-

applicant, affiliated

entity

Donors to the

action (name)25

Amount

contribute

d (by

donor)

Dates (from

dd/mm/yyyy

to

dd/mm/yyyy

)

… … … … … …


the action

ii) Other actions


Maximum 1 page per action and maximum 10 actions

Name of the affiliated entity:


Location of

the action

Cost of

the action

(EUR)

Role in the

action:

Coordinator,

co-applicant,

affiliated entity

Donors to

the action

(name)26

Amount

contributed (by

donor)

Dates (from

dd/mm/yyyy to

dd/mm/yyyy)

… … … … … …


the action


Member State.


Member State.

2014 of 62


3 THE APPLICANT

EuropeAid ID number27

DK-2007-DSB-271137847

Name of the organisation

IBIS

3.1. Identity

The applicant’s contact details for

the purpose of this action

Name, address, mail and telephone number of the responsible

person.


6000111029

Abbreviation

IBIS

Registration number (or

equivalent) Central Business Register number 88136411

Date of registration

01-07-1973

Place of registration Copenhagen, Denmark

Official address of registration

Vesterbrogade 2B, 1, DK-1620 Kobenhavn V

Country of registration29

/

Nationality 30

Denmark

Website and E-mail address of the

organisation [email protected]

Telephone number: Country code

+ city code + number +45 3535 8788

Fax number: Country code + city

code + number +45 3535 0696

www.ibis.dk [You can add the local website]

27

This number is available to an organisation which registers its data in PADOR. For more information and to

register, please visit http://ec.europa.eu/europeaid/work/onlineservices/pador/index_en.htm. This information

does not need to be provided in case of calls where the European Commission is not the Contracting

Authority. 28

If the applicant has already signed a contract with the European Commission.

29 For organisations. [If not in one of the countries listed in Section 2.1.1 of the Guidelines, please give reasons

for its location]. 30

For individuals. [If not in one of the countries listed in Section 2.1.1 of the Guidelines, please give reasons

for its location].

mailto:[email protected]

http://www.ibis.dk/

2014 of 62


The Contracting Authority must be notified of any change in addresses, phone numbers, fax

numbers and e-mail, in particular. The Contracting Authority will not be held responsible in the

event that it cannot contact an applicant.

Where the European Commission is the Contracting Authority: The applicant must enter the

information in points 3.2, 3.3 and 3.4 when registering in PADOR, so they need not complete these in

the paper application. See also Section 2.2 of the Guidelines for Applicants.

NB: IBIS is registered in PADOR and we do therefore not have to fill in the sections below. But don’t delete them. Keep them in the proposal and move to section 4.

3.2. Profile

Legal status

Profit-Making □ Yes

□ No

NGO □ Yes

□ No

Value based31

□ Political

□ Religious

□ Humanistic

□ Neutral

Is your organisation linked with

another entity?

□ Yes, parent entity:

(please specify its EuropeAid ID:…………………………)

□ Yes, controlled entity(ies)

□ Yes, family organisation / network entity32

□ No, independent

3.2.1. Category

Category33

Public □ Public Administration

□ Decentralised representatives of

Sovereign States

□ International Organisation

□ Judicial Institution

□ Local Authority

□ Implementation Agency

□ University/Education

□ Research Institute

□ Think Tank

□ Foundation

□ Association

□ Media

□ Network/Federation

□ Professional and/or Industrial

Organisation

□ Trade Union

□ Cultural Organisation

Private

Implementation Agency

University/Education

Research Institute

Think Tank

Foundation

Association

Media

Network/Federation

Professional and/or Industrial

Organisation

Trade Union

Cultural Organisation

Commercial Organisation

Other Non-State Actor

31

Please choose only one set of values.

32 E.g. confederation / federation / alliance.

33 Please specify (1) the sector to which your organisation belongs, as defined in its statutes (or equivalent

document): public (established and/or funded by a public body) OR private (established and/or funded by a

private entity); (2) in the appropriate column, the category to which your organisation belongs (one choice

only).

2014 of 62


□ Commercial Organisation

3.2.2. Sector(s)34

□ 11 Education

□ 111 Education, level unspecified

□ 11110 Education Policy & Admin. Management

□ 11120 Education Facilities And Training

□ 11130 Teacher Training

□ 11182 Educational Research

□ 112 Basic education

□ 11220 Primary Education

□ 11230 Basic life skills for youth and adults

□ 11240 Early childhood education

□ 113 Secondary education

□ 11320 Secondary education

□ 11330 Vocational Training

□ 114 Post-secondary education

□ 11420 Higher Education

□ 11430 Advanced Tech. & Managerial Training

□ 12 Health

□ 121 Health, general

□ 12110 Health Policy & Admin. Management

□ 12181 Medical education/training

□ 12182 Medical Research

□ 12191 Medical Services

□ 122 Basic health

□ 12220 Basic Health Care

□ 12230 Basic Health Infrastructure

□ 12240 Basic Nutrition

□ 12250 Infectious Disease Control

□ 12261 Health Education

□ 12281 Health Personnel Development

□ 13 Population programmes

□ 130 Population polices/programmes and reproductive health

□ 13010 Population Policy And Admin. Mgmt

□ 13020 Reproductive Health Care

□ 13030 Family planning

□ 13040 Std Control Including HIV/Aids

□ 13081 Personnel development for population & reproductive health

□ 14 Water Supply and Sanitation

□ 140 Water supply and sanitation

□ 14010 Water Resources Policy/Admin. Mgmt

□ 14015 Water Resources Protection

□ 14020 Water supply & sanitation — Large systems

□ 14030 Basic drinking water supply & basic sanitation

□ 14040 River Development

□ 14050 Waste Management/Disposal

□ 14081 Education & training in water supply and sanitation

34 Please tick the box for each sector your organisation has been active in the past 7 years. The sectors come

from the DAC list set up by the OECD.

2014 of 62


□ 15 Government and Civil Society

□ 151 Government and civil society, general

□ 15110 Economic and development policy/planning

□ 15120 Public sector financial management

□ 15130 Legal and judicial development

□ 15140 Government administration

□ 15150 Strengthening civil society

□ 15161 Elections

□ 15162 Human Rights

□ 15163 Free Flow Of Information

□ 15164 Women’s equality organisations and institutions

□ 152 Conflict prevention an resolution, peace and security

□ 15210 Security system management and reform

□ 15220 Civilian peace-building, conflict prevention and resolution

□ 15230 Post-conflict peace-building (UN)

□ 15240 Reintegration and SALW control

□ 15250 Land mine clearance

□ 15261 Child soldiers (prevention and demobilisation)

□ 16 Other Social Infrastructure and Service

□ 16010 Social/welfare services

□ 16020 Employment policy and admin. mgmt.

□ 16030 Housing policy and admin. management

□ 16040 Low-cost housing

□ 16050 Multisector aid for basic social services

□ 16061 Culture and recreation

□ 16062 Statistical capacity building

□ 16063 Narcotics control

□ 16064 Social mitigation of HIV/AIDS

□ 21 Transport and Storage

□ 210 Transport and storage

□ 21010 Transport Policy & Admin. Management

□ 21020 Road Transport

□ 21030 Rail Transport

□ 21040 Water Transport

□ 21050 Air Transport

□ 21061 Storage

□ 21081 Education & Training In Transport & Storage

□ 22 Communications

□ 220 Communications

□ 22010 Communications Policy & Admin. Mgmt

□ 22020 Telecommunications

□ 22030 Radio/Television/Print Media

□ 22040 Information and communication technology (ICT)

□ 23 Energy

□ 230 Energy generation and supply

□ 23010 Energy Policy And Admin. Management

□ 23020 Power Generation/Non-Renewable Sources

□ 23030 Power Generation/Renewable Sources

□ 23040 Electrical Transmission/Distribution

□ 23050 Gas distribution

□ 23061 Oil-Fired Power Plants

□ 23062 Gas-Fired Power Plants

□ 23063 Coal-Fired Power Plants

2014 of 62


□ 23064 Nuclear Power Plants

□ 23065 Hydro-electric Power Plants

□ 23066 Geothermal energy

□ 23067 Solar energy

□ 23068 Wind power

□ 23069 Ocean power

□ 23070 Biomass

□ 23081 Energy education/training

□ 23082 Energy research

□ 24 Banking and Financial Services

□ 240 Banking and financial services

□ 24010 Financial Policy & Admin. Management

□ 24020 Monetary institutions

□ 24030 Formal Sector Financial Institutions

□ 24040 Informal/Semi-Formal Financial intermediaries

□ 24081 Education/training in banking & fin. services

□ 25 Business and Other Services

□ 250 Business and other services

□ 25010 Business support services and institutions

□ 25020 Privatisation

□ 31 Agriculture, Forestry and Fishing

□ 311 Agriculture

□ 31110 Agricultural Policy And Admin. Mgmt

□ 31120 Agricultural development

□ 31130 Agricultural Land Resources

□ 31140 Agricultural Water Resources

□ 31150 Agricultural inputs

□ 31161 Food Crop Production

□ 31162 Industrial Crops/Export Crops

□ 31163 Livestock

□ 31164 Agrarian reform

□ 31165 Agricultural alternative development

□ 31166 Agricultural extension

□ 31181 Agricultural Education/Training

□ 31182 Agricultural Research

□ 31191 Agricultural services

□ 31192 Plant and post-harvest protection and pest control

□ 31193 Agricultural financial services

□ 31194 Agricultural cooperatives

□ 31195 Livestock/Veterinary Services

□ 312 Forestry

□ 31210 Forestry Policy & Admin. Management

□ 31220 Forestry development

□ 31261 Fuel wood/charcoal

□ 31281 Forestry education/training

□ 31282 Forestry research

□ 31291 Forestry services

□ 313 Fishing

□ 31310 Fishing Policy And Admin. Management

□ 31320 Fishery development

□ 31381 Fishery education/training

□ 31382 Fishery research

□ 31391 Fishery services

2014 of 62


□ 32 Industry, Mining and Construction

□ 321 Industry

□ 32110 Industrial Policy And Admin. Mgmt

□ 32120 Industrial development

□ 32130 Small and medium-sized enterprises (SME) development

□ 32140 Cottage industries and handicraft

□ 32161 Agro-Industries

□ 32162 Forest industries

□ 32163 Textiles — leather & substitutes

□ 32164 Chemicals

□ 32165 Fertiliser plants

□ 32166 Cement/lime/plaster

□ 32167 Energy manufacturing

□ 32168 Pharmaceutical production

□ 32169 Basic metal industries

□ 32170 Non-ferrous metal industries

□ 32171 Engineering

□ 32172 Transport equipment industry

□ 32182 Technological research and development

□ 322 Mineral resources and mining

□ 32210 Mineral/Mining Policy & Admin. Mgmt

□ 32220 Mineral Prospection And Exploration

□ 32261 Coal

□ 32262 Oil and gas

□ 32263 Ferrous metals

□ 32264 Non-ferrous metals

□ 32265 Precious metals/materials

□ 32266 Industrial minerals

□ 32267 Fertiliser minerals

□ 32268 Offshore minerals

□ 323 Construction

□ 32310 Construction Policy And Admin. Mgmt

□ 33 Trade and Tourism

□ 331 Trade policy and regulation

□ 33110 Trade Policy And Admin. Management

□ 33120 Trade facilitation

□ 33130 Regional trade agreements (RTAs)

□ 33140 Multilateral trade negotiation

□ 33181 Trade education & training

□ 332 Tourism

□ 33210 Tourism Policy And Admin. Management

□ 41 General Environment Protection

□ 410 General environmental protection

□ 41010 Environmental Policy And Admin. Mgmt

□ 41020 Biosphere protection

□ 41030 Bio-diversity

□ 41040 Site Preservation

□ 41050 Flood Prevention/Control

□ 41081 Environmental education/training

□ 41082 Environmental research

□ 43 Other multisector

□ 430 Other multisector

□ 43010 Multisector Aid

2014 of 62


□ 43030 Urban Development And Management

□ 43040 Rural Development

□ 43050 Non-agricultural alternative development

□ 43081 Multisector education/training

□ 43082 Research/scientific institutions

□ 51 General budget support



□ 52 Development food aid/food security

□ 520 Development food aid/food security assistance

□ 52010 Food Aid / Food Security Programmes

□ 53 Other commodity assistance

□ 530 Other commodity assistance

□ 53030 Import support (capital goods)

□ 53040 Import support (commodities)

□ 60 Action relating to debt



□ 60020 Debt forgiveness

□ 60030 Relief of multilateral debt

□ 60040 Rescheduling and refinancing

□ 60061 Debt for development swap

□ 60062 Other debt swap

□ 60063 Debt buy-back

□ 72 Emergency and distress relief

□ 720 Emergency and distress relief

□ 72010 Material relief assistance and services

□ 72040 Emergency food aid

□ 72050 Relief coordination; protection and support services

□ 73 Reconstruction relief and rehabilitation



□ 74 Disaster prevention and preparedness



□ 91 Administrative costs of donors

□ 910 Administrative costs of donors

□ 91010 Administrative Costs

□ 92 Support to NGO

□ 920 Support to NGO

□ 92010 Support to national NGOs

□ 92020 Support to international NGOs

□ 92030 Support to local and regional NGOs

□ 93 Refugees

□ 930 Refugees (in donor countries)

□ 93010 Refugees (in donor countries)

□ 99 Unallocated/unspecified

□ 998 Unallocated/unspecified

□ 99810 Sectors Not Specified

□ 99820 Promotion of Development Awareness

2014 of 62


3.2.3. Target group(s)

□ All

□ Child soldiers

□ Children (less than 18 years old)

□ Community Based Organisation(s)

□ Consumers

□ Disabled

□ Drug consumers

□ Educational organisations (school, universities)

□ Elderly people

□ Illness affected people (Malaria, Tuberculosis, HIV/AIDS)

□ Indigenous peoples

□ Local authorities

□ Migrants

□ Non-Governmental Organisations

□ Prisoners

□ Professional category

□ Refugees and displaced

□ Research organisations/Researchers

□ SME/SMI

□ Students

□ Urban slum dwellers

□ Victims of conflicts/disasters

□ Women

□ Young people

□ Other (please specify): ……………………………..

2014 of 62


3.3. Capacity to manage and implement actions

3.3.1. Experience by sector

Sector Year(s) of

Experience

Experience in the

past 7 years

Number of

Projects in the

past 7 years

Estimated amount

(in thousand euros) in

the past 7 years

□ Less than 1

□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ Less than 1 year

□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown

□ Less than 1

□ 1 to 3 years

□ 4 to 7 years

□ 7 years +


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown

□ Less than 1

□ 1 to 3 years

□ 4 to 7 years

□ 7 years +


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown

3.3.2. Experience by geographical area

By

geographical

area (country

or region) Year(s) of

experience

Number of

projects in this

geographical

area in the past

7 years

Estimated

amount

(in thousand

euros) invested

in this

geographical

area in the past 7

years

Indicative list of regions

Europe EU

Europe non-EU

Eastern Europe

Central America

South America

South-East Asia

North-East Asia

South Asia

Central Asia

Mediterranean

Gulf Countries

Eastern Africa

Central Africa

Western Africa


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown

2014 of 62



□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown

Southern Africa

Indian Ocean

Caribbean

Pacific


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown

Cross-reference of experience by sector and by geographical area:

Sector(s)

(as selected in 3.2.2)

Geographical area(s) (country or region, as identified

previously)

3.3.3. Resources

Financial data

Please provide the following information, if applicable, on the basis of the profit and

loss account and balance sheet of your organisation, amounts in thousands euros

Year Turnover or

equivalent

Net earnings

or equivalent

Total

balance

sheet

Shareholders’

equity or

equivalent

Medium and

long-term

debt

Short-term

debt (<1

year)

N35

N-1

N-2

35 N = previous financial year.

2014 of 62


Financing Source(s)

Please tick the source(s) of the revenues of your organisation and specify the

additional information requested

Year Source Percentage (total for a

given year must be equal to

100 %)

Number of fee-

paying members

(only for source =

Member’s fees)

N □ EU N/A

N □ Member States’ Public Bodies N/A

N □ Third Countries’ Public Bodies N/A

N □ United Nations N/A

N □ Other International Organisation(s) N/A

N □ Private Sector N/A

N □ Membership fees

N □ Other (please specify): …………… N/A

N Total 100 % N/A

Year Source Percentage (total

for a given year

must be equal to

100 %)

Number of fee-paying

members (only for

source = Member’s

fees)

N — 1 □ EU N/A

N — 1 □ Member States’ Public Bodies N/A

N — 1 □ Third Countries’ Public Bodies N/A

N — 1 □ United Nations N/A

N — 1 □ Other International Organisation(s) N/A

N — 1 □ Private Sector N/A

N — 1 □ Membership fees

N — 1 □ Other (please specify): ………… N/A

N — 1 Total 100 % N/A

N — 2 □ EU N/A

N — 2 □ Member States’ Public Bodies N/A

N — 2 □ Third Countries’ Public Bodies N/A

N — 2 □ United Nations N/A

N — 2 □ Other International Organisation(s) N/A

N — 2 □ Private Sector N/A

N — 2 □ Membership fees

N — 2 □ Other (please specify): ………… N/A

N — 2 Total 100 % N/A

[Please provide the references of the external audit report produced by an approved auditor,

certifying: the Applicant's accounts for the last financial year available where the total amount of

the grant exceeds EUR 750 000 (EUR 100 000 for an operating grant). This obligation does not

apply to international organisations nor to public bodies. To be inserted if the authorising officer,

depending on his/her risk assessment, waives the requirement for the following categories: Nor

does it apply to secondary and higher education establishments.

]

2014 of 62


Year Name of approved auditor Period of validity

N From dd/mm/yyyy to dd/mm/yyyy

N — 1 From dd/mm/yyyy to dd/mm/yyyy

N — 2 From dd/mm/yyyy to dd/mm/yyyy

Number of staff (full-time equivalent)

please tick one option for each type of staff

Type of staff Paid Unpaid

HQ Staff: recruited and based in

Headquarters (located in Developed

Country)

□ < 10

□ > 10 and < 50

□ > 50 and < 100

□ > 100

□ N/A

□ < 10

□ > 10 and < 50

□ > 50 and < 100

□ > 100

□ N/A

Expat Staff: recruited in Headquarters

(located in Developed Country) and

based in Developing Country

□ < 10

□ > 10 and < 50

□ > 50 and < 100

□ > 100

□ N/A

□ < 10

□ > 10 and < 50

□ > 50 and < 100

□ > 100

□ N/A

Local staff: recruited and based in

Developing Country

□ < 10

□ > 10 and < 50

□ > 50 and < 100

□ > 100

□ N/A

□ < 10

□ > 10 and < 50

□ > 50 and < 100

□ > 100

□ N/A

3.4. List of the management board/committee of your organisation

Name Profession Function Country of

Nationality On the board since

Mr

Ms

2014 of 62


4 THE CO-APPLICANT(S)

This section must be completed for each co-applicant within the meaning of Section 2.1.1 of

the Guidelines for Applicants. You must make as many copies of this table as necessary to

create entries for each additional co-applicant.

Co-applicant no.1


Important: at the stage of full application all partners have

to be registered in PADOR. When the registration is

completed, they will get their EuropeAid ID number.

If you have any questions related to PADOR, please contact

the institutional fundraiser.

Name of the organisation

Where the European Commission is the Contracting Authority: All co-applicant(s) must encode the

information below under their PADOR registration. See also Section 2.2 of the Guidelines for

Applicants. Does it mean they have to/do not have to complete below? Not really clear…

The co-applicant’s contact details

for the purpose of this action


Abbreviation

Registration number (or

equivalent)

Date of registration

Place of registration

Official address of registration

Country of registration38

/

Nationality39

Website and E-mail address of the

organisation

36


register, please visit http://ec.europa.eu/work/europeaid/onlineservices/pador/index_en.htm . This

information does not need to be provided in case of calls where the European Commission is not the

Contracting Authority. 37

If the co-applicant has already signed a contract with the European Commission.

38 For organisations. [If not in one of the countries listed in Section 2.1.1 of the Guidelines, please justify its

location]. 39

For individuals. [If not in one of the countries listed in Section 2.1.1 of the Guidelines, please justify its

location].

http://ec.europa.eu/work/europeaid/onlineservices/pador/index_en.htm

2014 of 62


Telephone number: Country code

+ city code + number

Fax number: Country code + city

code + number

Legal status Profit-Making □ Yes □ No.

NGO □ Yes □ No. □ Yes □ No

Value based □ Political □ Religious □ Humanistic □ Neutral

Is your organisation linked with

another entity?

□ Yes, parent entity:

(please specify its EuropeAid ID:…………………………)

□ Yes, controlled entity(ies)

□ Yes, family organisation / network entity40

□ No, independent

History of cooperation with the

applicant

Category (Refer to Section 3.2.1)

Sector(s) (Refer to Section 3.2.2)

Target group(s) (Refer to Section

3.2.3)


4.2. Experience by sector

Sector Year(s) of

Experience

Experience in the

past 7 years

Number of

Projects in the

past 7 years

Estimated amount


the past 7 years

□ Less than 1

□ 1 to 3 years

□ 4 to 7 years

□ 7 years +


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown

□ Less than 1

□ 1 to 3 years

□ 4 to 7 years

□ 7 years +


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

41


register, please visit http://ec.europa.eu/work/europeaid/onlineservices/pador/index_en.htm. This information


Authority.


2014 of 62


□ 1000+

□ Unknown

□ Less than 1

□ 1 to 3 years

□ 4 to 7 years

□ 7 years +


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown

Experience by geographical area

By

geographical

area (country


experience

Number of

projects in this

geographical

area in the past

7 years

Estimated

amount

(in thousand

euros) invested

in this

geographical

area in the past 7

years


Europe EU

Europe non-EU

Eastern Europe

Central America

South America

South-East Asia

North-East Asia

South Asia

Central Asia

Mediterranean

Gulf Countries

Eastern Africa

Central Africa

Western Africa

Southern Africa

Indian Ocean

Caribbean

Pacific


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown


Sector(s)

(as mentioned in table above)


previously)

2014 of 62


Important: This application form must be accompanied by a signed and dated Mandate

from each co-applicant, in accordance with the template provided below.

2014 of 62


Mandate (for co-applicant(s))

The co-applicant(s) authorise the Applicant <indicate the name of the organisation> to submit on their

behalf the present application form for applicant and to sign the standard grant contract (Annex G of

the Guidelines for Applicants, "grant contract") with <indicate the name of the Contracting Authority>

("Contracting Authority"), as well as, to be represented by the Applicant in all matters concerning this

grant contract.

I have read and approved the contents of the proposal submitted to the Contracting Authority. I

undertake to comply with the principles of good partnership practice.

Name:

Organisation:

Position:

Signature:

Date and place:

NB: remember to get the co-applicant(s) signatures in due time before the deadline. It is possible to submit a print of a scanned partnership statement, if it is impossible to send the original.

2014 of 62


5 AFFILIATED ENTITY(IES) PARTICIPATING IN THE

ACTION

5.1. Description of the affiliated entity(ies)

This section must be completed for each affiliated entity within the meaning of Section 2.1.2 of the

Guidelines for Applicants. You must make as many copies of this table as necessary to create entries

for each affiliated entity.

Affiliated entity no.1


Full legal name

Where the European Commission is the Contracting Authority: All affiliated entity(ies) must

encode the information below under their PADOR registration. See also Section 2.2 of the

Guidelines for Applicants.

Date of Registration

Place of Registration

Legal status Profit-Making □ Yes □ No.

NGO □ Yes □ No

Value based □ Political □ Religious □ Humanistic □ Neutral

If fulfilling the criteria and

conditions to be considered

as affiliated entity(ies)42

specify to which entity you

are affiliated (applicant/co-

applicant) detailing the

specific nature of the

affiliation(i.e. parent entity, family organisation /

network entity, etc) and, if

any, its EuropeAid ID

Official address of Registration

43

Country of Registration44

/

Nationality 45

Contact person

Telephone number: country

41


register, please visit http://ec.europa.eu/work/europeaid/onlineservices/pador/index_en.htm. This information


Authority. 42

As described in point 2.1.2. of the Guidelines.

43 If not in one of the countries listed in Section 2.1.1 of the Guidelines, please justify its location.


45 For individuals.


2014 of 62


code + city code + number

Fax number: country code +

city code + number

E-mail address

Number of employees

History of cooperation with

the applicant/co-applicant

Category (refer to Section

3.2.1)

Sector(s) (refer to Section

3.2.2)

Target group(s) (refer to

Section 3.2.3 3)


5.3. Experience by sector

Sector Year(s) of

Experience

Experience in the

past 7 years

Number of

Projects in the

past 7 years

Estimated amount


the past 7 years

□ Less than 1

□ 1 to 3 years

□ 4 to 7 years

□ 7 years +


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown

□ Less than 1

□ 1 to 3 years

□ 4 to 7 years

□ 7 years +


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown

□ Less than 1

□ 1 to 3 years

□ 4 to 7 years

□ 7 years +


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown

2014 of 62


Experience by geographical area

By

geographical

area (country


experience

Number of

projects in this

geographical

area in the past

7 years

Estimated

amount

(in thousand

euros) invested

in this

geographical

area in the past 7

years


Europe EU

Europe non-EU

Eastern Europe

Central America

South America

South-East Asia

North-East Asia

South Asia

Central Asia

Mediterranean

Gulf Countries

Eastern Africa

Central Africa

Western Africa

Southern Africa

Indian Ocean

Caribbean

Pacific


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown


□ 1 to 3 years

□ 4 to 7 years

□ 7 years +

□ 1 to 5

□ 6 to 10

□ 11 to 20

□ 21 to 50

□ 51 to 200

□ 200 to 500

□ 500+

□ Less than 1

□ 1 to 5

□ 5 to 20

□ 20 to 50

□ 50 to 100

□ 100 to 300

□ 300 to 1.000

□ 1000+

□ Unknown


Sector(s)

(as mentioned in table above)


previously)

Important: This application form must be accompanied by a signed and dated affiliated

entities' statement from each affiliated entity, in accordance with the model

provided.

2014 of 62


5.4. Affiliated entity(ies)'s Statement

To ensure that the action runs smoothly, the <indicate the name of the Contracting Authority>

(Contracting Authority) requires all affiliated entity(ies) to acknowledge the principles of set out

below.

1. All affiliated entity(ies) must have read the guidelines for applicants and application form

and understood their role in the action before the application is submitted to the

Contracting Authority.

2. All affiliated entity(ies) must have read the standard grant contract and understood what

their respective obligations under the contract will be if the grant is awarded. They

authorise the entity to which they are affiliated to sign the contract on their behalf with the

Contracting Authority and represent them in all dealings with the Contracting Authority in

the context of the action’s implementation.

3. The affiliated entity(ies) must consult regularly with the entity to which they are affiliated

whom, in turn, should keep them fully informed of the progress of the action.

4. All affiliated entity(ies) must receive copies of the reports — narrative and financial —

made to the Contracting Authority.

5. Proposals for substantial changes to the action (e.g. activities, affiliated entity(ies), etc.)

should be agreed by the affiliated entity(ies) before being submitted to the Contracting

Authority.

I have read and approved the contents of the proposal submitted to the Contracting Authority. I

undertake to comply with the principles of good partnership practice.

Name:

Organisation:

Position:

Signature:

Date and place:

2014 of 62


6 ASSOCIATES OF THE APPLICANT PARTICIPATING IN

THE ACTION

This section must be completed for each associated organisation within the meaning of Section 2.1.3

of the Guidelines for Applicants. You must make as many copies of this table as necessary to create

entries for more associates.

Associate 1

Full legal name


Country of Registration

Legal status47

Official address

Contact person

Telephone number: country code + city code + number

Fax number: country code + city code + number

E-mail address

Number of employees

Experience of similar actions, in relation to role in

the implementation of the proposed action

History of cooperation with the applicants

Role and involvement in preparing the proposed

action

Role and involvement in implementing the proposed

action

46


register, please visit http://ec.europa.eu/europeaid/work/onlineservices/pador/index_en.htm . 47

E.g. non-profit, governmental body or international organisation.

http://ec.europa.eu/europeaid/work/onlineservices/pador/index_en.htm

2014 of 62


7 CHECKLIST FOR THE FULL APPLICATION FORM <PUBLICATION REFERENCE + TITLE OF THE CALL + BUDGET LINE>

ADMINISTRATIVE DATA To be filled in by the applicant

Name of the Applicant IBIS

EuropeAid ID number DK-2007-DSB-2711378147

Nationality48

/Country and date of registration

49

Danish, 01-07-1973


6000111029

Legal status51

Non-profit, non-governmental organisation

Co-applicant52

Name of the co-applicant

EuropeAid ID number


Legal Entity File number

Legal status

Affiliated Entity53

Name of the Affiliated-Entity

EuropeAid ID number


Legal status:

Specify to which entity you are affiliated (applicant and/or the co-applicant).

Specify the kind of affiliation you have with that entity.

48

For individuals.


50 If the applicant has already signed a contract with the European Commission.

51 E.g. non-profit, governmental body, or international organisation.

52 Add as many rows as co-applicant(s)

53 Add as many rows as affiliated entities

2014 of 62


BEFORE SENDING YOUR PROPOSAL, PLEASE CHECK THAT EACH OF THE FOLLOWING CRITERIA HAVE BEEN MET IN FULL AND TICK THEM OFF All must be answered with a ‘yes’

Tick the items off

below Title of the Proposal: <indicate the title> Remember to fill in the title of the proposal.

Yes No

PART 1 (ADMINISTRATIVE) 1. The correct grant application form has been used.

2. The Declaration by the Applicant has been filled in and signed.

3. The proposal is typed and is in < English, French, Portuguese or Spanish> Where more than one language is allowed, the proposal is drafted in the language most commonly used by the target population in the country in which the action takes place.

4. One original and <X copy(ies)> are included

5. An electronic version of the proposal (CD-Rom) is enclosed

6. Each co-applicant has completed and signed the mandate and the mandate is included. [if co-applicant(s) are not mandatory: <Please write ‘Not applicable’ (NA) if you have no co-applicant(s)>]

7. Each affiliated entity(ies) has completed and signed an affiliated entity(ies)'s statement and the statements are included. [if affiliated entity(ies) is not mandatory: <Please write ‘Not applicable’ (NA) if you have no affiliated entity(ies) >]

8. The budget is enclosed, in balance, presented in the format requested, and stated <in EUR/national currency>.

9. The logical framework has been completed and is enclosed.

PART 2 (ELIGIBILITY) 10. The duration of the action is between <X months> and <X months> (the

minimum and maximum allowed).

11. The requested contribution is between <X EURO/other currency> and <X EURO/other currency> (the minimum and maximum allowed).

12. The requested contribution is between <X %> and <X %> of the estimated total eligible costs (minimum and maximum percentage allowed).

13. The total amount of financing requested on the basis of simplified cost options does not exceed EUR <60 000 /threshold in 2.1.4 of Guidelines> per each applicant.

[For restricted procedures: 14. The requested contribution has not been changed by more than 20 % compared to the amount requested at the concept note stage.]

2014 of 62


8 DECLARATION BY THE APPLICANT

The applicant, represented by the undersigned, being the authorised signatory of the applicant, in the context of the present call for proposals, representing any co-applicant(s), affiliated entity(ies) in the proposed action, hereby declares that

the applicant has the sources of financing specified in Section 2 of the Guidelines for Applicants;

the applicant has sufficient financial capacity to carry out the proposed action or work programme;

the applicant certifies the legal statues of the applicant, of the co-applicant(s) and of the affiliated entity(ies) as reported in part 3, 4, and 5 of this application;

the applicant, the co-applicant(s) and the affiliated entity(ies) have the professional competences and qualifications specified in Section 2 of the Guidelines for Applicants;

the applicant undertakes to comply with the obligations foreseen in the affiliated entity(ies)'s statement of the grant application form and with the principles of good partnership practice;

the applicant is directly responsible for the preparation, management and implementation of the action with the co-applicant(s) and affiliated entity(ies), if any, and is not acting as an intermediary;

if the requested amount is above EUR 60.000 the applicant and the co-applicant(s) and the affiliated entity(ies) are not in any of the situations excluding them from participating in contracts which are listed in Section 2.3.3 of the Practical Guide (available from the following Internet address: http://ec.europa.eu/europeaid/work/procedures/implementation/index_en.htm. Furthermore, it is recognised and accepted that if the applicant, co-applicant(s) and affiliated entity(ies) (if any) participate in spite of being in any of these situations, they may be excluded from other procedures in accordance with Section 2.3.4 of the Practical Guide;

the applicant and each co-applicant and affiliated entity (if any) is in a position to deliver immediately, upon request, the supporting documents stipulated under Section 2.4 of the Guidelines for Applicants.

the applicant and each co-applicant and affiliated entity (if any) are eligible in accordance with the criteria set out under Sections 2.1.1 and 2.1.2 of the Guidelines for Applicants;

if recommended to be awarded a grant, the applicant, the co-applicant(s) and the affiliated entity(ies) accept the contractual conditions as laid down in the Standard Contract annexed to the Guidelines for Applicants (annex G);

the applicant, the co-applicant(s) and the affiliated entity(ies) are aware that, for the purposes of safeguarding the financial interests of the EU, their personal data may be transferred to internal audit services, to the European Court of Auditors, to the Financial Irregularities Panel or to the European Anti-Fraud Office.

These are the sources and amounts of Union funding received or applied for the action or part of the action or for its functioning during the same financial year as well as any other funding received or applied for the same action

<list source and amount and indicate status (i.e. applied for or awarded)>

NB: In order for the EU to ensure that the project is not double-funded, you are asked to list the

grant applications in the same field as this proposal submitted during the last 12 months. Ask

you institutional fundraiser in case of doubts.

The applicant is fully aware of the obligation to inform without delay the Contracting Authority to which this application is submitted if the same application for funding made to other European Commission departments or European Union institutions has been approved by them after the submission of this grant application.

The applicant acknowledges that according to Article 131 (5) of the Financial Regulation of 25 October 2012 on the financial rules applicable to the general budget of the Union (Official

http://ec.europa.eu/europeaid/work/procedures/implementation/index_en.htm

2014 of 62


Journal L 298 of 26.10.2012, p. 1) and Article 145 of its Rules of Application (Official Journal L 362, 31.12.2012, p.1) applicants found guilty of misrepresentation may be subject to administrative and financial penalties under certain conditions.

Signed on behalf of the applicant

Name

Signature

Position

Date

2014 of 62


9 ASSESSMENT GRID FOR THE FULL APPLICATION

FORM

(TO BE USED BY THE CONTRACTING AUTHORITY)

YES NO

For open procedures: [OPENING &ADMINISTRATIVE CHECK AND CONCEPT NOTE

EVALUATION


2. The checklist for the application form has been duly completed.


Date:

DECISION:

A. The Committee has decided to evaluate the Concept Note, which passed the

administrative checks.

B. The Committee has decided to recommend evaluation of the full application form.

The Concept Note has been evaluated by:

Date:

For restricted procedures: [OPENING &ADMINISTRATIVE CHECK



DECISION:

The Committee has decided to evaluate the full application form, which passed the

administrative checks.


Date:

EVALUATION OF THE FULL APPLICATION FORM

DECISION:

A. The proposal has been provisionally selected as one of the top ranked proposals within

the available financial envelope and the Committee has recommended eligibility checking.

B. The proposal has been put on the reserve list as one of the top ranked proposals and the

Committee has recommended eligibility checking

The proposal has been evaluated by:

Date:

ELIGIBILITY VERIFICATION


4. The applicant satisfies the eligibility criteria in section 2.1.1

5. The co-applicant(s), if any, satisfy the eligibility criteria in section 2.1.1.

6. The affiliated entity(ies), if any, satisfy the eligibility criteria in section 2.1.3.

7. The supporting documents listed below were submitted in accordance with the

Guidelines (Section 2.4)

a. The applicant's statutes

b. The statutes or articles of association of the co-applicants and the affiliated entity(ies)

2014 of 62


c. The applicant’s external audit report (if applicable)

To be inserted if the Contracting Authority is the European Commission

d. The Legal Entity File (see Annex D to the Guidelines for Applicants) has been

duly completed and signed by the applicants and the supporting documents

requested have been enclosed.

To be inserted if the Contracting Authority is the European Commission

e. A Financial Identification Form (see Annex E of the Guidelines for Applicants).

f. Copy of the applicant’s latest accounts.

Eligibility has been assessed by:

Date:

DECISION:

The Committee has checked the proposal’s eligibility under the criteria laid down in

the Guidelines for Applicants and has selected the proposal for funding.

ibis guidelines for europeaid applications (october...

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