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Civil Society Organisations and Local Authorities

(CSO-LA)
- Republic of Moldova Information Session

Summit event, 25 March 2015


Funded by
European Union

Agenda
14:30 -14:40 Opening
Fabien Schaeffer, project manager Education, Culture, youth,
employment and research (EU-Delegation to Moldova)

14:40 -15:30 Presentation of guidelines and objectives of Call for Proposal


EuropeAid/: Civil Society Organisations and Local Authorities
(CSO-LA)
Natasa Gospodjinacki, Project and Guidance Manager, EU funded
project "Strengthening non-State actors' Capacities to Promote
Reform and increase Public Accountability

15:30 -16:30 Q&A session


Funded by
European Union

Objectives of the Programme and


priority issues (1.2 GfA )
Civil Society Organisations and Local
Authorities (CSO-LA)

Funded by
European Union

Global objective
To promote participation of civil society and free
competent media to contribute to the country's
democratic reform and sustainable development on
national and local level in enhanced cooperation with
local authorities.
Ref: 1.2. of the GfA
Funded by
European Union

Specific Objectives: (GfA art. 1.2)


1) To promote freedom of expression and free and
competent media, in particular reform of public
broadcasters, to positively contribute to improved
governance, social accountability and media literacy
among the public over the long term.

Funded by
European Union

Specific Objectives: (GfA art. 1.2)


2) To strengthen the involvement of civil society
actors in supporting, developing and monitoring
activities promoting media freedom, in particular of
national regulatory bodies.
3) To promote increased access of the population to
basic social services, in particular targeting women
and children from vulnerable groups, by supporting
initiatives and cooperation between civil society and
local authorities.
Funded by
European Union

Indicative financial allocations


(GfA art. 1.3)

The overall indicative amount made


available under this Call for Proposals is

1.250
1.
250.000
.000

The Contracting Authority reserves the right not to award all available funds.

Funded by
European Union

Size of Available Grant


(GfA art. 1.3)
Amounts
available
Minimum

550 000

Maximum

625 000

In exceptional and duly justified cases, grants of less than EUR 550,000.00 may be accepted.
Funded by
European Union

Financial structure of the grant (CSO applicants


established in Republic of Moldova (see also Section 2.1.5)
(GfA art. 1.3)
Co-financing
Grant

Min 50%
Max 90%

Funded by
European Union

Min 10%
Max 50%

Financial structure of the grant (CSOs established in a Member State


of the European Union or states and contracting parties to the
Agreement on the European Economic Area (see also Section 2.1.5)
(GfA art. 1.3)
Co-financing
Grant

Min 50%
Max 75%

Funded by
European Union

Min 25%
Max 50%

Financial structure of the grant (see also Section 2.1.5)


(GfA art. 1.3)

The balance (i.e. the difference between the total cost of


the action and the amount requested from the Contracting
Authority) must be financed from sources other than the
European Union Budget or the European Development
Fund.

Funded by
European Union

Attention!
(GfA art. 2)

RULES FOR THIS CALL FOR PROPOSALS

Funded by
European Union

Eligibility criteria (GfA art. 2.1)


The
Actors

The
Actions

The Costs

Funded by
European Union

The Actors
Affiliated
Entities

CoApplicant

Applicant

Funded by
European Union

Eligibility criteria (GfA art. 2.1.1)


There are three sets of eligibility criteria, relating to:
(1) the actors:
The applicant, i.e. the entity submitting the application form (2.1.1),
if any, its co-applicant(s) (where it is not specified otherwise the applicant and
its co-applicant(s) are hereinafter jointly referred as the "applicants") (2.1.1),
and, if any, affiliated entity(ies) to the applicant and/or to a co-applicant(s).
(2.1.2);
2) the actions:
Actions for which a grant may be awarded (2.1.4);
3) the costs:
Types of cost that may be taken into account in setting the amount of the grant
(2.1.5).
Funded by
European Union

Applicant must (i.e. applicant and coapplicant(s)) (GfA art. 2.1.1)


be legal persons;
be non profit making;
be specific types of civil society organisations such as
non-governmental non-profit organisations and
independent political foundations, community based
organisations and private sector non-profit agencies,
institutions and organisations and networks thereof at
local, national and regional level;
Funded by
European Union

Applicant must (i.e. applicant and coapplicant(s)) (GfA art. 2.1.1)


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

Funded by
European Union

The eligibility of applicants is restricted to CSOs and their


associations originating from:
(GfA art. 2.1.1)
the EU partner country where the action takes place; the Republic of
Moldova;
the EU Member States and contracting parties to the Agreement on the
European Economic Area.
Priority will be given to local organizations from the Republic of Moldova.
International organizations are not eligible for this call.
The project proposals from applicants from other eligible countries than Moldova
should be based on local initiatives and genuine involvement of partner countries/
CSOs.
Funded by
European Union

Eligibility of applicants (i.e. applicant and


co-applicant(s))(GfA art. 2.1.1)
In addition to the categories referred to in section
2.1.1, the following are however also eligible as coapplicants: Local Authorities (LA) or associations of
Local Authorities constituted in accordance with the
legislation in force of the country concerned.

The term "association of Local Authorities" includes networks of associations of Local Authorities: a group of
associations with a permanent representative body established as an autonomous organisation in accordance with the
laws in force in the country concerned. It must comply with all the eligibility criteria laid down, and must be able to
assume full contractual responsibility for the actions undertaken, based on a mandate from the members of the
network. The network must have the capacity to manage an action of the scale of that which is being proposed.

Funded by
European Union

Eligibility of applicants (i.e. applicant and


co-applicant(s)) (GfA art. 2.1.1)
The potential applicant may not participate in calls
for proposals or be awarded grants if it is in any of
the situations listed in Section 2.3.3 of the Practical
Guide;
In Part A, section 3 of the grant application form (Declaration by the
applicant), the applicant must declare that the applicant himself, the coapplicant(s) and affiliated entity(ies) are not in any of these situations.
Funded by
European Union

Applicant(i.e. applicant and coapplicant(s)) (GfA art. 2.1.1)


The applicant must act with at least 2 coapplicant(s).
If awarded the Grant contract, the applicant will
become the Beneficiary identified as the Coordinator
in annex E3h1 (Special Conditions).

Funded by
European Union

Co-Applicant
Design and implement action and incure
costs that are eligible;
Must satisfy the same eligibility criteria (see
GfA for more details);
Must sign Mandate in Part B of AF;
Will become beneficiary too.
Funded by
European Union

Affiliated Entities (GfA 2.1.2.)


Applicant and Co-Applicant may have
affiliated entities;
May be linked in a legal or capital way, such
as network;
Same eligibility criteria applies to them too,
their costs are eligible;
They may not become beneficiaries;
Must sign Affiliated Entities Statement.
Funded by
European Union

The following are not considered entities affiliated to


a beneficiary:

Entities that have entered into a (procurement) contract or


subcontract with a beneficiary, act as concessionaires or
delegatees for public services for a beneficiary;

Entities that receive financial support from the beneficiary;


Entities that cooperate on a regular basis with the beneficiary
on the basis of a memorandum of understanding or share some
assets;
Entities that have signed a consortium agreement under the
grant contract.
Funded by
European Union

Associates (GfA 2.1.3.)


Do not sign any statements;
Do not become beneficiaries;
May not receive funds or claim costs, except
for per-diem and travel costs;
They are just mentioned in the AF;
Typically those not being able to comply with
eligibility criteria, but are useful in the action.
Funded by
European Union

Contractors (GfA 2.1.3.)


GBs and their affiliates may award contracts;
Affiliates and associates cannot be
contractors;
They may not receive financial support, such
as grants;
Contractors are subject to the procurement
rules set out in Annex IV to the standard
grant contract.
Funded by
European Union

Actions (GfA art. 2.1.4)


Composed of set of activities (project);
They may be between 24 and 48 months;
Must take place in Republic of Moldova,
including the region of Transnistria.
Selected based on relevance, expected results
and potential effectiveness (multiplication
and sustainability are considered too).
Funded by
European Union

Actions - Priority (GfA art. 2.1.4)


will be given to supporting CSOs from partner
countries in order to strengthen their capacity, in
line with the overall objectives of the Programme;
will be also given to joint activities with public
broadcasters and local public authorities and actions
including sub-granting;
All actions supported have to include an element of
capacity building for local CSO and/or LA.
Funded by
European Union

Types of activity (GfA art. 2.1.4)


Indicatively, those may be:

Capacity building (networks, trainings)


Dialogues
Awareness raising
Advocacy
Etc.

For full list see pages 10 & 11 of GfA


Funded by
European Union

Types of activity (GfA art. 2.1.4)


Activities supporting reform of public broadcasters and monitoring
work and activities of, in particular, national regulatory bodies.
Activities for improving dialogue, joint activities and networking
between different actors like: civil society, media, decision-makers and
public authorities, on the issues and priorities of this call for
proposals;
Activities enhancing enabling environment and building capacity of
civil society organisations to actively contribute to democratic reform
on the issues and priorities of this call for proposals, among others
through consortium-building with NGOs at a local level and
sustainable partnerships with the private sector and public authorities;
Funded by
European Union

Types of activity (GfA art. 2.1.4)


Activities promoting transparency and accountability in public matters;
Innovative awareness raising activities to increase public media literacy
and stimulate publics' demand of quality journalism;
Activities increasing cooperation between journalists, their groups and
civil society organisations for benefiting investigative journalism on
public matters;
Activities promoting free pluralist media and professional and ethical
journalism;
Evidence based advocacy on the issues and priorities of this call for
proposals;
Funded by
European Union

Types of activity (GfA art. 2.1.4)


Development of joint innovative activities with local authorities to support
health and/or social sector related initiatives to respond to population needs,
reaching especially women and children from vulnerable groups of the
society.
To avoid to create parallel structures and overlapping with public authorities service
providers, CSO activity has to be carried out in a multi-actor partnership approach
(including outsourcing schemes where public authorities share selected functions and
tasks with CSOs and the private sector) and design activities in an institution-building
logic of state institutions.
Participation in policy dialogue in the social sector and the stimulation of populations
demand of quality service delivery of public authorities is supported.
Funded by
European Union

Types of activity (GfA art. 2.1.4)


Further to these sectors, themes and activities, priority will be given to:
Actions involving sub-granting;
Actions that demonstrate a national impact;
Actions that involve grass-roots, community-based and umbrella
organisations ;
Actions that reach rural and/or remote areas;
Actions that involve vulnerable groups (elderly people, women, people
with disabilities, migrant communities, minorities);
Actions with pilot interventions and development of best practices.
Funded by
European Union

Actions (GfA art. 2.1.4)


Sub-granting through the selection modality of a call for proposals is
encouraged in the context of this call to allow small actors to contribute to
community-based development and to better respond to their needs.
For each activity assigned by sub-granting a specific narrative and
financial report annexed to the grant contract activity reports is
required.
The sub-grant awarded by the Beneficiary is subject to prior approval
of the Contracting Authority.
The eligibility requirements for the sub-grantees remain the same as
for the applicants (see 2.1.1.)
Funded by
European Union

Financial support to third parties (GfA


art. 2.1.4)
May be made with aim of achieving
objectives of the action;
Up to 60,000 euro;
Eligibility criteria fully applies.
Under this Call, financial support to third parties
may not be the main purpose of the action.
Funded by
European Union

Financial support to third parties (GfA art. 2.1.4)


Applicants should define mandatorily in section 2.1.1 of the grant application
form:
i.
ii.
iii.
iv.

the objectives and results to be obtained with the financial support


the different types of activities eligible for financial support, on the basis of a fixed list
the types of persons or categories of persons which may receive financial support
the criteria for selecting these entities and giving the financial support has to be
through a call for proposals
v. the criteria for determining the exact amount of financial support for each third entity,
and
vi. the maximum amount which may be given.
In all events, the mandatory conditions set above for giving financial support
(points (i) to (vi)) have to be strictly defined in the contract as to avoid any
exercise of discretion.
Funded by
European Union

Visibility (GfA art. 2.1.4)


Communication and Visibility Manual for
EU external actions must be followed;
Can be found at
http://ec.europa.eu/europeaid/fun
ding/communication-and-visibilitymanual-eu-external-actions_en).
Contains all important templates
(brochures, plaques, flags, etc.).
Funded by
European Union

Number of applications and grants per


applicants (GfA art. 2.1.4)
The applicant may not submit more than one application(s) under this Call for
Proposals.

The applicant may not be awarded more than one grant(s) under this Call for
Proposals.

The applicant may be a co-applicant or an affiliated entity in another


application at the same time.

A co-applicant/affiliated entity may not submit more than one application(s)


under this Call for Proposals.

A co-applicant/affiliated entity may not be awarded more than one grant(s)


under this Call for Proposals.

A co-applicant/affiliated entity may be the applicant or an affiliated entity in


another application at the same time.
Funded by
European Union

Eligibility of costs (GfA art. 2.1.5)


Only eligible costs may be financed;
Budget indicates types and ceiling of those
costs and is both a cost estimate and an
overall ceiling for eligible costs.
Same rule applies to both funds, those of EU
and those of Applicant;
They may be actual costs or simplified costs.
Funded by
European Union

Simplified Costs (GfA art. 2.1.5)


unit costs: covering all or certain specific categories of eligible
costs which are clearly identified in advance by reference to an
amount per unit.
lump sums: covering in global terms all or certain specific
categories of eligible costs which are clearly identified in
advance.
flat-rate financing: covering specific categories of eligible costs
which are clearly identified in advance by applying a percentage
fixed ex ante.
Funded by
European Union

Simplified Costs (GfA art. 2.1.5)


The methods used to determine the amounts or rates of unit costs,
lump sums or flat-rates must comply with the criteria established
in Annex K;
ensure that the costs correspond fairly to the actual costs incurred
by the Grant Beneficiary(ies) and affiliated entity(ies), are in line
with their accounting practices, no profit is made and the costs are
not already covered by other sources of funding (no double
funding).
Refer to Annex K for directions and a checklist of controls to
assess the minimum necessary conditions that provide reasonable
assurance for the acceptance of the proposed amounts.
Funded by
European Union

Simplified Costs (GfA art. 2.1.5)


The applicant proposing this form of reimbursement, must clearly
indicate in worksheet no.1 of Annex B:
each heading/item of eligible costs concerned by this type of
financing, i.e. add the reference in capital letters to:
"UNIT COST" (per month/flight etc), "LUMPSUM" or
"FLAT RATE" in the Unit column. (see example in Annex
K)

Funded by
European Union

Budget for the Action

All Years
Unit

# of units

Unit
value
(in
EUR)

Costs
(in
EUR)

per month
UNIT COST per month

12
12

4.000
3.500

48.000
42.000

per diem
UNIT COST per diem

60
200

100
20

6.000
4.000
100.00
0

Per flight
UNIT COST Per month

5
12

1.000
200

5.000
2.400
7.400
2.700

Costs
1. Human Resources
1.1 Salaries (gross salaries including social
security charges and other related costs, local
staff)4
1.1.1 Technical
1.1.2 Administrative/ support staff
1.3 Per diems for missions/travel5
1.3.1 Abroad (staff assigned to the Action)
1.3.2 Local (staff assigned to the Action)
Subtotal Human Resources
2. Travel6
2.1. International travel
2.2 Local transportation
Subtotal Travel
4. Local office
4.1 Vehicle costs
4.2 Office rent
4.3 Consumables - office supplies
4.4 Other services (tel/fax, electricity/heating,
maintenance)
Subtotal Local office
5. Other costs, services8
5.1 Publications9
5.2 Studies, research9
Subtotal Other costs, services

Funded by
European Union

FLAT RATE
Per month
Per month
Per month
Per month

LUMP SUM

3%

2.700
8.000
8.000

Simplified Costs (GfA art. 2.1.5

In the above example:

The costs for 1.1.1. Technical staff will be reimbursed on the basis of actual costs
incurred.
The costs for 1.1.2 Administrative/ support staff will be reimbursed on the basis of the
UNIT COST per month. When actual payroll data are available, the amount of 42.000
EUR will be reimbursed (the auditor verifies the quantitative data (i.e. number of months
and staff concerned) and checks whether the unit cost is the one which was approved as
simplified costs option).
The cost for the local office (heading 4) will be reimbursed by calculating the 3% on the
final cost of salaries (1.1.Salaries) Additional information is provided in the Justification
Sheet. (see annex K)
If the study is carried out in accordance with the conditions agreed, a lump sum of EUR
8.000 will be reimbursed.
Funded by
European Union

Simplified Costs (GfA art. 2.1.5)


Additionally in Annex B, in the second column of worksheet no.2,
"Justification of the estimated costs" per each of the corresponding budget
item or heading the applicant must:
describe the information and methods used to establish the
amounts of unit costs, lump sums and/or flat-rates, to which costs
they refer, etc.;
clearly explain the formulas for calculation of the final eligible
amount* ;
identify the beneficiary who will use the simplified cost option .
Funded by
European Union

Eligibility of costs (GfA art. 2.1.5)


The CA will decide to accept or not
proposed modalities of simplified costs;
Total amount of simplified costs cannot
exceed 60,000 euro;
Provide realistic and cost-effective budget.
Funded by
European Union

Contingency reserve (GfA art. 2.1.5)


May be budgeted for a maximum amount
of 5% of estimated direct costs;
It cannot be used without prior written
authorisation of the CA.

Funded by
European Union

SF(1

Eligible Indirect Costs (GfA art. 2.1.5)


May be indicated as a flat rate funding, but may not exceed 7% of
direct costs;
Indirect costs are eligible if not covered by a heading of a direct
costs;
Once the flat rate has been fixed in the special conditions of the
standard grant contract, no supporting documents need to be
provided.;
If any of the applicants or affiliated entity(ies) is in receipt of an
operating grant financed by the EU, it may not claim indirect
costs on its incurred costs within the proposed budget for the
action.
Funded by
European Union

Diapozitiv 48
SF(1

SCHAEFFER Fabien (EEAS-CHISINAU); 24.03.15

Contribution in kind (GfA art. 2.1.5)


Provision of goods or services to a Beneficiary(ies)
or affiliated entity(ies) free of charge by a third
party;
Not expenditure, therefore not eligible cost;
May not be treated as co-financing;
If proposed action includes contributions in kind, it
has to be made.
Funded by
European Union

Ineligible costs (GfA art. 2.1.4)


The following types of action are ineligible:
actions concerned only or mainly with individual
sponsorships for participation in workshops,
seminars, conferences and congresses;
actions concerned only or mainly with individual
scholarships for studies or training courses;
Funded by
European Union

Ineligible costs (GfA art. 2.1.5)


Debts and interests;
Losses or potential future liabilities;
Costs financed by another Action;
Purchase of land and buildings, with some exceptions;
Currency exchange loses;
Credit to third parties;
Salary costs of the personnel of national
administrations.
Funded by
European Union

HOW TO APPLY AND PROCEDURE


TO FOLLOW ?

Funded by
European Union

1st phase of application (GfA art. 2.2)


Phase 1 Concept Note
Registration in PADOR obligatory for grants
exceeding 60,000 euro

Optional, but strongly recommended:


Co-Applicants and Affiliated Entities
Funded by
European Union

Concept Note (GfA art. 2.2.1)

Closely follow the template;


Must be in English;
Do not exceed 5 full pages;
Do not forget to sign the Declaration by the applicant for the
Concept Note (Section 3 in Part A of the grant application
form);
Estimate of co-financing rate may not later vary by more than
20%;
Own contribution may be replaced by other donors
contribution;
Hand written CNs rejected;
CNs with annexes may be rejected;
Funded by
European Union

Submission of CN (GfA art. 2.2.2-3)


One original and three copies, each bound;
Electronic version must be included;
Mark envelopes clearly according to GfA;
Make sure of correct address from GfA;
Only hand-delivered or posted CNs accepted;
Incomplete ones will be rejected;

Submission deadline is 4th May 2015!!!


16:00 for hand-delivery and date for posted!!!
Funded by
European Union

Submission of CN (GfA art. 2.2.2-3)


Postal address:

EU Delegation to the Republic of Moldova


Finance, Contracts and Audit Section
12 Kogalniceanu str 2001 Chisinau, Moldova
Applicants must verify that their Concept Note is complete using the
Checklist for Concept Note (Part A section 2 of the grant application form).
Funded by
European Union

Other on CN (GfA art. 2.2.4)


Questions may be sent to CA 21 days before deadline (i.e.
13th
April)
to
delegation-moldovaprocurement@eeas.europa.eu
Replies to all latest 11 days before deadline (i.e. 23rd
April); https://webgate.ec.europa.eu/europeaid/onlineservices/index.cfm?do=publi.welcome
the Contracting Authority cannot give a prior opinion on
the eligibility of applicants, or affiliated entity(ies), an
action or specific activities.
Funded by
European Union

2nd phase of application (GfA art. 2.2)


Phase 2 full proposal
Registration in PADOR is obligatory for all
pre-selected applicant, co- applicant(s) and all
their affiliated entity(ies)

PADOR accessible at

http://ec.europa.eu/europeaid/work/onlineser
vices/pador/index_en.htm
Funded by
European Union

Full Application (GfA art. 2.2.5)

Strictly follow provided format;


Same language as the CN i.e. English;
Use the checklist from Part B, Section 7;
Hand written AFs will be rejected;
No supplementary annexes are to be sent;
Only hand delivered or posted AFs accepted;
1 original, 3 copies + electronic version;
Mark envelopes properly as per GfA.
Funded by
European Union

Evaluation of CNs (GfA art. 2.3)


The following is checked for admin compliance:

Whether CN is submitted within deadline;


Instructions for CN have been followed;
Declaration by Applicant filled in and
signed;
English language is used;
1 original and 3 copies provided;
Electronic copy is enclosed.
Funded by
European Union

Evaluation of CNs (GfA art. 2.3)


The following is checked for relevance of action:
Relevance to the objectives of the CfP;
Relevance to needs and constraints of country;
How well chosen are final beneficiaries and
target groups and their problems addressed;
Added-value elements, such as environment,
gender, disabled people, minorities, etc.
Funded by
European Union

Evaluation of CNs (GfA art. 2.3)


The following is checked for design of action:
Coherence of the action, analysis of the
problems, external factors and relevant
stakeholders;
Feasibility of the action in relation to
objectives and expected results.
Funded by
European Union

Evaluation of CNs (GfA art. 2.3)


1. Relevance of the action
1.1 How relevant is the proposal to the objectives and priorities of the Call for Proposals?*

Scores
Sub-score
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?

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, including capacity- and consortiumbuilding among the third sector and integration of and\or support to local NGOs
2. Design of the action
2.1 How coherent is the overall design of the action?

Sub-score
5x2**

In particular, does it reflect the analysis of the problems involved, take into account external factors
and relevant stakeholders?
2.2 Is the action feasible and consistent in relation to the objectives and expected results?

5x2**

TOTAL SCORE

Funded by
European Union

30

20

50

Important hints
Go through all PCM analysis before drafting CN
and make sure you have well established Logic
of Intervention;
Identify all resources before costing;
To be able to not deviate more than 20% in the
budget of CN and FA, develop FA budget at this
stage already;
Preface is written after the book is finished
Funded by
European Union

Evaluation of CNs (GfA art. 2.3)


Maximum score for above points is 50;
Only those reaching score of 30 points pass;
List may be reduced to amount to 200%+ of
total allocation;
All applicants will be informed of findings and
their rankings;
The pre-selected applicants are invited to
submit Full Application.
Funded by
European Union

Thank you
and good luck!

Funded by
European Union