1

SUPPORT TO CIVIL SOCIETY

Call for Proposals Deadline 10th March 2011

3

Content

INTRODUCTIONAPPLICATION PROCEDURES

ANNEXES TO THE GfA

4

INTRODUCTIONThe context and the Project

5

Support to Civil Society project - 1

Overall project objectiveTo support active civil society participation in Serbia’s EU-integration.

Specific objectives of the project1. Building social cohesion and overcoming

discrimination in Serbian society by promoting tolerance and cultural diversity.

2. Active civil society participation in socioeconomic development.

INTR

OD

UC

TIO

N

6

Support to Civil Society project - 2

Thematic prioritiesSpecific objective 1• Anti-discrimination and tolerance;• Cultural diversity and pluralism.

Specific objective 2• Local socio-economic development;• Public polices and EU standards at local

level

INTR

OD

UC

TIO

N

7

Support to Civil Society project - 3THE PROJECT IS:

Funded by Managed by Implemented byEuropean Union from IPA 2009 & 2010 Programmes

Delegation of the European Union to the Republic of Serbia

GOPA Consultants (Germany)

Rules of co-financing:

FINANCIAL CONTRIBUTION

EU (GRANT) APPLICANT / PARTNERS

min. max. min. max.

Amount € 50 000 € 150 000 € 5 000 € 75 000% of total eligible costs

50% 90% 10% 50%

Grant amount allocated:Specific objective 1 Specific objective 2 Total2 MEUR 2 MEUR 4 MEUR

INTR

OD

UC

TIO

N

8

ELIGIBILITY CRITERIAApplicants, partners, actions, activities, costs

9

The eligible Applicant - 1• A legal person, and• non profit making, and• civil society organisation such as:– NGO or grassroots organisation, or– professional organisation, or– cultural, artistic club or association, or– media associations, or– organisation representing social and economic

players at large, or– labour-market actor,and

ELIG

IBIL

ITY

CR

ITER

IA

10

The eligible Applicant - 2• national of a Member State of EU, or a

beneficiary country, or a country covered by the Regulations on access to Community external assistance, and

• directly responsible for the preparation and management of the action with their partners, not acting as an intermediary, and

• not being in any of the situations listed in Section 2.3.3 of the PRAG.

ELIG

IBIL

ITY

CR

ITER

IA

11

The eligible Partnership/Partners

Specific objective 1:• educational

institution, or• cultural institution

Specific objective 2 :• local self-government

In addition to the categories eligible for the applicants, the following are also eligible for project partners:

Applicants must act in partnerships:• consisting of at least two members, and• with at least one Serbian CSO among them.EL

IGIB

ILIT

Y C

RIT

ERIA

12

The eligible action• with a duration between 6 and 12 months;• must take place in the Republic of Serbia;• fitting within the thematic priorities of the

Project:Specific objective 1:• Anti-discrimination and tolerance,• Cultural diversity and pluralism;

Specific objective 2:• Local socio-economic development,• Public polices and EU standards at local level.

ELIG

IBIL

ITY

CR

ITER

IA

13

Eligible actions (thematic examples) – 1

• Specific objective 1:– Increasing knowledge on inequality,– Combating all discriminative practices in public life,– Cooperation with the relevant public bodies,– Contributing to social cohesion through development of non-discriminative policies,– Mainstreaming of non-discrimination policies,– Identification and dissemination of good EU practices in combating discrimination,– Enhancing expertise of civil society organizations in the field of anti-discrimination

through partnerships with EU CSOs– Increasing public understanding about cultural pluralism,– Fostering intercultural respect by mainstreaming cultural diversity in public policies

and practice,– Enhancing public knowledge for cultural diversity through cultural production,

events and education,– Increasing the inter-cultural dialogue among different communities,– Contributing to regional cooperation by exploring common values and issues of

concern,– Promoting European cultural diversity in partnership with EU CSOs;

ELIG

IBIL

ITY

CR

ITER

IA

14

Eligible actions (thematic examples) – 2

• Specific objective 2:– Minimising the long term unemployment ,– Increasing youth employment and employability of socially disadvantaged ,– Mediate for an efficient social dialogue at local level ,– Enhance local socio-economic development through promotion of innovation and

alternative economy,– Enhancing expertise of civil society organizations in the field of socio-economic

development,– Ensuring citizens, and in particular small scale producers, consumers and

specific professionals are aware of the EU Aquis in socio-economic sphere and also relevant EU standards,

– Supporting implementation of local development strategies and action plans,– Enhancing the effectiveness of local development strategies and action plans,– Ensuring public participation in decision-making processes on measures,

programs and investments with potentially significant environmental and/or socio-economic impacts,

– Ensuring greater transparency, openness and accountability of public administration at local level.

ELIG

IBIL

ITY

CR

ITER

IA

15

Eligible activities• awareness raising and campaigning,• carrying out research and analysis,• convening and debating,• creating and promoting products of arts and culture,• drafting strategic policy documents,• educating and capacity building,• exchanging know-how and applying best practices,• information gathering, processing and dissemination,• introducing innovative models and approaches,• monitoring public policies implementation,• networking and partnership building,• organisation of public events, performances and competitions,• promoting citizens participation and exercising public control,• other activities in the context of the general purpose of the

Programme.

ELIG

IBIL

ITY

CR

ITER

IA

16

Visibility activitiesObligatory minimum of visibility activities per action:

a) production and distribution of promo materials (e.g.: leaflets, stickers, etc.);

b) media coverage of at least one key project event (conference, round table or another public event);

c) a press conference to promote the results achieved by implementing the action supported by EU.

ELIG

IBIL

ITY

CR

ITER

IA

17

Ineligible actions• Concerned only or mainly with:

– individual sponsorships for participation in workshops,– individual scholarships for studies or training courses,– study visits or participation in international fora;

• Actions essentially focused on:– construction activities,– purchase of equipment,– purchase and/or renovation of buildings or offices;

• Actions aiming predominantly at:– charitable donations,– profit making activities;

• Activities which are:– already funded by other Community programmes,– undertaken before the date of contract signature.

ELIG

IBIL

ITY

CR

ITER

IA

18

Eligible number of applications

• An applicant may not submit more than one application under this Call for Proposals;

• An applicant may not at the same time be a partner in another application;

• Partners may take part in maximum two applications;

• The number of partners per applicant is not limited

ELIG

IBIL

ITY

CR

ITER

IA

19

Eligible project costs• Direct costs: must comply with the provisions of Article 14 of

the General Conditions to the Standard Grant Contract (see Annex F of the Guidelines).– 4. Local office: only costs necessary for the operation of a local office

established especially for the implementation of the Action and different than the offices of the applicant, project partner(s) and associates,

– 5.8 Visibility actions: the communication and visibility costs must be as a minimum EUR 1,000 and may not exceed 10% of the direct eligible costs of the action;

• Contingency reserve: not exceeding 5% of the estimated direct eligible costs of the action (excluding taxes);

• Indirect costs (overheads): may be eligible for flat-rate funding fixed at not more than 7% of the estimated total eligible direct costs (excluding taxes);

• Contributions in kind: are not considered actual expenditure and are not eligible costs.

ELIG

IBIL

ITY

CR

ITER

IA

20

Ineligible costs• debts and debt service charges;• provisions for losses or potential future liabilities;• fines, financial penalties and expenses of litigation;• any leasing costs;• depreciation costs;• interest owed;• costs declared by the beneficiary and covered by another

action…;• remunerations paid to public employees and/or officials…;• purchases of land or buildings, except where necessary…;• purchase of second hand equipment;• currency exchange losses;• taxes, including VAT;• credit to third parties.

ELIG

IBIL

ITY

CR

ITER

IA

21

APPLICATION PROCEDUREPreparation and submission of the proposal

22

Registration in PADOR - 1Potential Applicant Data On-line Registration (PADOR) is an on-line database in which grant’s applicants and their project partners register themselves. The registration process consists of encoding, saving and submitting consistent information on all the PADOR screens.In PADOR, organisations introduce the same data that is requested in the chapters II (for the applicant) and III (for the partners) of the Application form. This data concern the organisation itself.Data provided by organisations in PADOR is used by the European Commission for checking their eligibility.After having completed the registration process organisations obtain their Europe Aid ID.

APPL

ICAT

ION

PR

OC

ED

UR

E

23

Registration in PADOR - 2• Applicants and partner(s) (of any) have to indicate on the

paper version of the proposal their EuropeAid IDs (EID).• To get this identification they must register, save and

"sign" (committing their responsibility) in PADOR obligatory data (on each screen the fields written in orange) and the related documents (see section 2.4 of the GfA).

• Prior registration in PADOR for this Call for Proposals is obligatory.

• PADOR registration is obligatory for both applicants and partners.

• PADOR registration has to be done before the deadline for submission of proposals.

• The requested supporting documents (statuses, financial reports, audit reports) must be uploaded in PADOR before the deadline fixed in the notification letter for the final eligibility check.

Before starting the registration of your organisation in PADOR, please read the "Quick guide" available on the website. It explains in details the registration process.

APPL

ICAT

ION

PR

OC

ED

UR

E

24

The PADOR web siteAP

PLIC

ATIO

N P

RO

CE

DU

RE

25

Application formPart A: CONCEPT NOTE

1.Instructions for drafting of the Concept Note

Part B: FULL APPLICATION FORM2.General information3.The Action (1. Description; 2. Budget; 3. Sources of funding; 4. Experience)

4.The Applicant (1. Identity; 2. Profile; 3. Capacity; 4. Management board)

5.Partners of the Applicant (1. Description; 2. Partnership statement)

6.Associates of the Applicant7.Checklist for the Full Application Form8.Declaration by the Applicant9.Assessment grid for the Full Application Form

APPL

ICAT

ION

PR

OC

ED

UR

E

26

Attach to the Application form!

1. Annexes to the Guidelines for applicants:– annex B: Budget for the action– annex C: Logical framework

2. The consent of an associate to contribute to the action as described in Part B section V of the Grant Application Form shall be confirmed by a Letter of commitment duly signed by an authorised representative of the respective associate.

APPL

ICAT

ION

PR

OC

ED

UR

E

27

Submitting the applicationWHEN?By 10 MARCH 2011, 15:00 HOURS (LOCAL TIME)WHERE?To the Delegation of the European Union to SerbiaWHAT?• 1 original and 2 copies (in A4 size, each bound) of the:

– complete application form,– budget, and– logical framework;

• exact electronic copy (on a CD and in a separate and unique file) of the:– complete application form,– budget, and– logical framework;

• separately stapled and enclosed in the envelope with the application:– the Checklist (Section 6 of part B the grant application form), and– the Declaration by the applicant (Section 7 of part B of the grant application

form).

APPL

ICAT

ION

PR

OC

ED

UR

E

28

Questions and answersINFO SESSIONS

DEADLINE FOR QUESTIONS – 17 February 2011

Send your questions in English to: darko.popovic@ec.europa.eu

DEADLINE FOR ANSWERS – 27 February 2011https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome,www.europa.rs and www.civilnodrustvo.rs

DATE TIME VENUE, ADDRESS, PLACE21.01.2011 11:00 Hotel Continental, Adriatic Hall; 10 Vladimira Popovića St, Belgrade

24.01.2011 12:00 Hotel Rubin, Restaurant Hall (ground floor); 2 Nemanjina St, Kruševac

25.01.2011 11:00 Hotel Simpo-Pržar, Restaurant Hall (ground floor); Pržarska bb, Vranje

26.01.2011 11:00 City Hall of Novi Sad – Big Hal; 2 Žarka Zrenjanina St, Novi Sad

28.01.2011 11:30 Library of City Užice, Library Hall; 12 Trg partizana St, Užice

APPL

ICAT

ION

PR

OC

ED

UR

E

29

EVALUATION OF PROPOSALS

Selecting the best applications

30

Step 1: AC & CN-evaluation

Opening & Administrative checks• If the submission deadline has been respected. In

case the deadline has not been respected the application will automatically be rejected.

• If the Application Form satisfies all the criteria specified in points 1-6 of the Checklist (section 6 of part B of the grant application form).

Concept Note evaluationThe Concept Notes of the applications that have passed the first administrative check will be evaluated for relevance and design of the action.

EVAL

UAT

ION

OF

PRO

POSA

LS

31

Concept Note evaluation - 11. RELEVANCE OF THE ACTION Sub-

score30

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*  

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

EVAL

UAT

ION

OF

PRO

POSA

LS

32

Concept Note evaluation - 21. Only the Concept Notes which have been given a

score of a minimum of 30 points will be considered for pre-selection.

2. The list of Concept Notes will be reduced in accordance to the ranking to those whose sum of requested contributions amounts to twice the available budget for this Call for Proposals, taking into account the indicative financial envelopes foreseen by lot.

By 29.04.2011, the Contracting Authority will send a letter to all applicants, indicating whether their application was submitted prior to the deadline, informing them of the reference number they have been allocated and whether the Concept Note were evaluated and what are the results of that evaluation.

EVAL

UAT

ION

OF

PRO

POSA

LS

33

Step 2: FAF-evaluation• Selection criteria:

– Applicants have stable and sufficient sources of finance to maintain their activity throughout the period during which the action is being carried out and, where appropriate, to participate in its funding;

– Applicants and their partners have the management capacity, professional competencies and qualifications required to successfully complete the proposed action;

• Award criteria:– relevance of the action and its consistency with the objectives of the

Call for Proposals (the score of the CN-evaluation!),– Effectiveness and feasibility of the action,– Impact on target groups, multiplier effect, sustainability– Cost-effectiveness.

By 24.05.2011, a table listing the applications ranked according to their score and within the available financial envelope will be established as well as a reserve list following the same criteria.

EVAL

UAT

ION

OF

PRO

POSA

LS

34

Step 3: Verification of eligibility

Will only be performed for the applications that have been provisionally selected according to their score and within the available financial envelope.Applicants who have been provisionally selected or listed under the reserve list will be informed in writing to supply the necessary documents in order to allow the Contracting Authority to verify the eligibility of the applicants and their partners.Supporting documents must be provided through PADOR.Based on the verification of the supporting documents by the Evaluation Committee it will make a final recommendation to the Contracting Authority which will decide on the award of grants.By 18.06.2011 the selected applicants will receive from the Contracting Authority award letters.The contract signature is planned for 23.06.2011.

EVAL

UAT

ION

OF

PRO

POSA

LS

35

ANNEXES TO THE GUIDELINES

Basic documents and additional information

36

Annexes to be completedANNEX A (SUBMIT BY 10.03.2011)GRANT APPLICATION FORM

ANNEX B (ATTACH TO ANNEX A)BUDGET

ANNEX C (ATTACH TO ANNEX A)LOGICAL FRAMEWORK

ANNEX D (SUBMIT THE ORIGINAL WHEN REQUESTED BY THE CONTRACTING AUTHORITY)LEGAL ENTITY SHEET

ANNEX E (SUBMIT THE ORIGINAL WHEN REQUESTED BY THE CONTRACTING AUTHORITY)FINANCIAL IDENTIFICATION FORM

ANNEX F (ATTACH TO ANNEX A, ONLY IF OBJECTIVELY IMPOSSIBLE TO REGISTER IN PADOR)PADOR OFF-LINE FORM (CORRESPONDS TO SECTIONS 3 AND 4 OF PART B OF THE AF)

ANN

EXE

S TO

TH

E G

UID

ELI

NE

S

37

Annexes for informationANNEX GSTANDARD GRANT CONTRACT– ANNEX II

GENERAL CONDITIONS– ANNEX IV

CONTRACT AWARD PROCEDURES– ANNEX V

STANDARD REQUEST FOR PAYMENT– ANNEX VI

MODEL REPORTS: NARRATIVE AND FINANCIAL – ANNEX VIII

EXPENDITURE VERIFICATION TEMPLATEANNEX HDAILY ALLOWANCES RATES (PER DIEMS) - http://ec.europa.eu/europeaid/work/procedures/implementation/index_en.htm

ANN

EXE

S TO

TH

E G

UID

ELI

NE

S

38

The ChecklistBEFORE SENDING YOUR PROPOSAL, PLEASE CHECK THAT EACH OF THE FOLLOWING POINTS IS COMPLETE AND RESPECTS THE FOLLOWING CRITERIA:

To be filled in by the

applicantTitle of the Proposal: <indicate the title> Yes No

PART 1 (ADMINISTRATIVE)1. The correct grant application form, published for this call for proposals, has been used

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

3. The proposal is typed and is in English

4. One original and 2 copies are included

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

6. Each partner has completed and signed a partnership statement and the statements are included.

7. The budget is presented in the format requested, is expressed in € and is enclosed

8. The logical framework has been completed and is enclosed

9. The Applicant and each one of the partners are registered in PADOR

PART 2 (ELIGIBILITY)10. The duration of the action is between 6 months and 12 months (the minimum and maximum allowed)

11. The requested contribution is between 50,000 EURO and 150,000 EURO (the minimum and the maximum allowed)

12. The requested contribution is between 50.00 % and 90.00% of the estimated total eligible costs (minimum and maximum percentage allowed)

ANN

EXE

S TO

TH

E G

UID

ELI

NE

S

39

Thank you for your attention!

SUPPORT TO CIVIL SOCIETY Project

GOPA Consultants

20a/3 Palmotićeva St.11 000 Belgrade, Serbia

tel./fax: +381 11 324 42 01http://www.civilnodrustvo.rs e-mail: office@civilnodrustvo.rs