European Commission
Investing in People
Access to local culture, protection and promotion of cultural diversity
Restricted Call for Proposals 2008
Guidelines for grant applicants
Budget line 21.05.01.03
Reference: EuropeAid/127875/C/ACT/Multi
Deadline for submission of Concept Notes:
9 April 2009
Notice
Evaluation grids and applications forms have been modified under this call so as to give more weight to relevance in the Concept Note evaluation. Relevance will therefore constitute the major criterion in pre-selection. Relevance will not be evaluated again when assessing the Full Application. It is therefore of utmost importance that applicants use the correct application form for this call.
Prior registration by applicants and partners in EuropeAid's on-line database, PADOR, is obligatory under the present call for proposals (see section 2.2 below for details).
This is a restricted Call for Proposals. In the first instance, only Concept Notes must be submitted for evaluation. Thereafter, applicants whose Concept Notes have been pre-selected will be invited to submit a Full Application Form. Further to the evaluation of the Full Applications, an eligibility check will be performed for those which are provisionally selected. This check will be undertaken on the basis of the supporting documents requested by the European Commission, the signed "Declaration by the Applicant" sent together with the Concept Note and the second Declaration sent together with the Full Application.
All Internet links in the present document are valid at the time of publication of this Call for Proposals. Nevertheless, they may be subject to changes at a later stage.
Table of contents
1. Investing in people – culture 2
1.1 Background 2
1.2 Objectives of the programme and priority issues 3
1.2.1 Objectives and priorities of this Call for Proposals 4
1.3 Financial allocation provided by the European Commission 6
2. Rules for this call for proposals 7
2.1 Eligibility criteria 7
2.1.1. Eligibility of applicants: who may apply 7
2.1.2. Partnerships and eligibility of partners 10
2.1.3. Eligible actions: actions for which an application may be made 10
2.1.4. Eligibility of costs: costs which may be taken into consideration for the grant 11
2.2 How to apply and the procedures to follow 13
2.2.1 Concept Note content 13
2.2.2 Where and how to send Concept Notes 14
2.2.3 Deadline for submission of the Concept Notes 15
2.2.4 Further information for Concept Note 15
2.2.5 Full Application Form 16
2.2.6 Where and how to send the Full Application Form 17
2.2.7 Deadline for submission of the Full Application form 17
2.2.8 Further information for the Full Application Form 18
2.3 Evaluation and selection of applications 19
2.4 Submission of supporting documents 24
2.5 Notification of the European Commission’s decision 26
2.5.1 Content of the decision 26
2.5.2 Indicative time table 27
2.6 Conditions applicable to implementation of the action following the European Commission's decision to award a grant 28
3. LIST OF annexes 29
Investing in people – culture
1.1 Background
The present call for proposals is in keeping with the new commitments of development policy in the field of culture. Implementing programmes are increasingly reflecting this development. Henceforth the cultural dimension has to be taken into account in all development processes and cultural diversity and intercultural dialogue have to be promoted at local, national and regional levels.
At European level, this new commitment of development policy to culture, enshrined in the European Consensus on Development, is covered by the new thematic programme Investing in People for 2007-2013, established by Article 12 of the Development Cooperation Instrument (DCI). Its theme “Access to local culture, protection and promotion of cultural diversity” puts into operation the political choices and recent reference documents of the Commission, in particular the Communication on a European agenda for culture in a globalising world, which sets out the terms of reference for cultural action in the field of external relations.
The Communication on Culture, adopted on 10 May 2007, defines the place and role of culture, recognises access to culture as a priority of development cooperation and calls for taking culture into account in the European project and in an overall political vision. The same Communication sets three main goals: promote cultural diversity and inter-cultural dialogue in Europe; promote culture as a source of innovation and creativity within the framework of the Lisbon Strategy for employment and growth; and promote culture as an essential component of the EC’s external relations in order to build bridges with other regions of the world.
This Communication emphasises the economic importance of culture in terms of employment (3% of employment worldwide) and wealth creation (2.6% of world GDP) and the key role played by culture in local development. At the same time, culture is a lever for creativity to produce new goods and services and a powerful social integration tool for individuals or communities in difficulty, thereby contributing to making development sustainable.
At international level, the Commission played an active part in the negotiations on the UNESCO Convention on the Protection and Promotion of the Diversity of Cultural Expressions, which was approved on 20 October 2005 by the UNESCO General Conference and entered into force in March 2007.
Concerning bilateral cooperation between the European Union and third countries in the field of culture, ACP countries benefit from the most elaborate framework. The Commission has a clear and ambitious mandate based on Article 27 of the revised Cotonou Agreement (“Cultural development”), which stipulates that cooperation in the area of culture must aim at: integrating the cultural dimension at all levels of development cooperation; recognising, preserving and promoting cultural values and identities to enable inter-cultural dialogue; recognising, preserving and promoting the value of cultural heritage; supporting the development of capacity in this sector; and developing cultural industries and enhancing market access opportunities for cultural goods and services.
Concerning cooperation with the African Union, the Joint Africa-EU Strategy stipulates that the EU will contribute to stimulating and protecting cultural diversity and the linguistic heritage of Africa, in particular by supporting cultural production, access to culture and cultural industries, including protection of royalties. The Strategy also deals with the important topic of illegally exported cultural objects of African origin.
The Mediterranean region is very advanced on cultural cooperation with the European Union. Chapter III of the 1995 Barcelona Declaration establishing the Euro-Mediterranean Partnership covers social, cultural and human affairs and aims, in particular, to promote mutual understanding and cultural exchanges between the two shores of the Mediterranean. The Declaration notes that dialogue and respect between cultures and religions are a necessary precondition for bringing peoples closer. In January 2003, a High-Level Group on dialogue between peoples and cultures was established. The work of this group led to the establishment of the Anna Lindh Foundation (Alexandria, Egypt), with the objective of bringing people from the two shores of the Mediterranean closer.
Although culture is not currently integrated into the regional cooperation frameworks with the Asian and Latin American countries, several projects financed by the Commission have a cultural dimension. In addition, the cultural dimension is incorporated into bilateral cooperation. More recently, the cultural dimension was also incorporated into the political dialogue with these regions, in particular via the Asia-Europe meetings (ASEM) and the EU-Latin America and Caribbean (LAC) meetings.
The Paris Declaration on local ownership, alignment with national development strategies, harmonisation of institutional donors' procedures with beneficiary countries', management for results and mutual accountability is also of great importance for the EC cooperation in the field of culture.
1.2 Objectives of the programme and priority issues
Driven by the ambition to help partner countries to achieve the Millennium Development Goals (MDGs), the Investing in People programme aims at improving people's living standards and well-being, in particular in the poorest and least developed countries and the most disadvantaged sections of the population.
It pursues a broad approach to development, poverty reduction and social cohesion, through the following four pillars: 1) good health for all; 2) education, knowledge and skills; 3 )gender equality; and 4) other aspects of human and social development, including culture; employment and social cohesion; youth and children.
Under the pillar "Other aspects of social and human development", the Culture component covers the following aspects:
promotion of inter-cultural dialogue, cultural diversity and respect for the equal dignity of all cultures;
promotion of international cooperation to stimulate the contribution of cultural industries to economic growth in developing countries;
promotion of respect for social, cultural and spiritual values of indigenous peoples and minorities to enhance equality and justice in multi-ethnic societies;
supporting culture as a promising economic sector for development and growth.
As reflected in the priorities identified in the Investing in People Multi-annual Indicative Programme for 2007-2010, the programme promotes access to local culture along with protection and promotion of cultural diversity, in order to contribute to mutual understanding and dialogue between peoples and cultures, to encourage cultural diversity, to serve as a reminder that all cultures deserve the same dignity and to strengthen cooperation and experience-sharing in the various fields of culture, education and research. This holding true in general, special attention needs to be paid to the protection of the social, cultural and spiritual values of indigenous peoples and minorities to fight social inequalities and injustices in multi-ethnic societies.
1.2.1 Objectives and priorities of this Call for Proposals
In line with the objectives of the Investing in People programme, initiatives under the theme 'Access to local culture, protection and promotion of cultural diversity' are expected to contribute to social cohesion and economic growth in developing countries, as well as to fight against discrimination.
In this light, this call for proposals aims at:
strengthening local culture, access to culture and dissemination of culture and, in exceptional cases, supporting protection of cultural heritage in imminent danger;
promoting all forms of cultural expression which contribute to the fight against discrimination, be it gender-based, ethnic, religious, as well as discrimination recognised in traditional and customary practices.
The proposals should contribute to one or several of the following specific objectives:
to contribute to the development and production of cultural events promoting local culture in developing countries;
to improve access of people in developing countries to local and foreign culture;
to promote dissemination of cultural production from developing countries towards the EU and other developing countries and regions;
to promote intercultural dialogue and all forms of cultural expression in respect of cultural diversity and gender equality, as well as religious and ethnic diversity;
to raise awareness on the role of culture in social cohesion and in fighting all forms of discrimination, including those accepted by customary law;
to promote the exchange of expertise and best practices between cultural actors and promoters;
to support capacity-building in the cultural sector at local and regional level;
to preserve cultural heritage at risk in a short term.
Expected results
Improved access to culture for people in developing countries, both local and foreign culture;
Improved ownership of populations in developing countries of their own culture, whilst fighting discrimination;
Increased flows of cultural production from developing countries towards EU and into other developing countries;
Improved capacity for training and professionalization in the cultural sector;
Improved capacity of private and public culture promoters to preserve, make accessible and use cultural heritage and creation;
Channels for cultural exchanges developed, especially for remote and isolated countries and regions;
Reinforced networking and partnerships, good practices exchanged;
Improved conditions of creation and production;
Improved conditions for preservation and ownership of cultural heritage;
Cultural heritage at risk safeguarded.
Scope of activities
The activities shall be based upon the definition of culture as contained in the Communication on a European agenda for culture in a globalising world which is the main reference for the programming and the implementation of cultural actions in the field of external relations. Culture is considered to be the set of values, behaviours, traditions and products from a society and its exchanges with other cultures.
Considering the wide geographical and thematic coverage of this programme, the following examples are only indicative types of eligible activities:
production and promotion of multi-regional cultural festivals and other cultural events,
promotion and dissemination activities,
information campaigns,
international, regional and national forums,
academic and artistic exchanges,
awareness-raising activities,
networking, training and exchange of experiences,
cross-border cultural cooperation,
support to capacity-building (training, exchange of expertise),
identification and planning activities,
monitoring of cultural diversity,
rehabilitation of cultural heritage in danger.
Actions will be selected, inter alia, on the basis of their expected results and potential effectiveness. Each proposal must therefore have its own performance and success indicators, which must be objective and verifiable.
Priority will be given to actions promoting regional and inter-regional cooperation (see section 2 below for the definition of "regional" and "inter-regional") and applicants must act in partnership with at least one other organisation.
Moreover, applicants having the nationality of an EEA Member State or of a country eligible under the reciprocal access rules must act in partnership with one or more local organisations having the nationality of the beneficiary country or countries of the action.
Adherence to these minimum requirements regarding partnership and the quality of the proposed partnership will be assessed both at Concept Note and Full Application stage (see section 2.3 below – Concept Note evaluation grid, point 1.1 and Full application evaluation grid, point 3.4).
1.3 Financial allocation provided by the European Commission
The indicative financial envelope foreseen for this call for proposals is EUR 7 300 000 from the 2008 budget. Subject to the decision of the Budgetary Authority and subsequent Commission Decision, an additional amount in the order of EUR 5 000 000 may be allocated to this Call for Proposals from the 2009 budget.
The European Commission reserves the right not to award all available funds. Equally, these amounts could be increased should more funds become available.
Size of grants
Any grant requested for an action under this call for proposals must fall between the following minimum and maximum amounts:
Minimum amount: EUR 250 000
Maximum amount: EUR 1 000 000
A grant may not exceed 90% of the total eligible costs of the action (see also section 2.1.4). The balance must be financed from the applicant's or partners' own resources, or from sources other than the European Community budget or the European Development Fund.
In exceptional cases, full financing of the total eligible costs may be applied where such full financing is deemed essential to carry out the action in question. The Applicant must justify any such request in Part B, Section II.2 of the Grant Application Form and the validity of the justification provided will be examined during the evaluation procedure.
Rules for this call for proposals
These guidelines set out the rules for the submission, selection and implementation of actions financed under this call, in conformity with the provisions of the Practical Guide to contract procedures for EC external actions (PRAG).
The majority of terms used in the present guidelines are explained in the Glossary to the Practical Guide to contract procedures for EC external actions.
The afore-mentioned Practical Guide and the Glossary can be consulted at the following Internet address:
http://ec.europa.eu/europeaid/work/procedures/implementation/practical_guide/index_en.htm.
In addition, the following definitions apply:
Partnership the grouping of organisations, i.e. the applicant and its partners, for the purpose of implementing the proposed action
Applicant the organisation responsible for submitting the application
Partner member organisation of the partnership other than the applicant
Associate organisation that plays an active role in the action but which cannot benefit from funding under the grant
Subcontractor organisation contracted by the beneficiary in accordance with the appropriate procedures in order to execute specific tasks in implementing the action
Regional action action implemented in or targeting two or more countries within the same geographically coherent area
or
action implemented in or targeting a geographical area in which the cultural values, behaviours and traditions differ from other areas within the same country
Inter-regional action action implemented in or targeting two or more geographical areas as defined under "regional action" above
2.1 Eligibility criteria
There are three sets of eligibility criteria, relating to:
organisations which may request a grant (2.1.1), and their partners (2.1.2),
actions for which a grant may be awarded (2.1.3),
types of cost which may be taken into account in setting the amount of the grant (2.1.4).
Eligibility of applicants: who may apply
(1) In order to be eligible for a grant, applicants must:
be legal persons and
be non-profit making and
belong to one of the following categories:
non-State actors (NSAs);
public or parastatal bodies, local authorities and consortia thereof or associations representing them;
international (intergovernmental) organisations, as defined by Article 43 of the Implementing Rules of the Financial Regulation of the European Community; and
be nationals of :
an eligible partner country as listed in Annex K as well as other developing countries specified in the OECD/Development Assistance Committee (OECD/DAC) list (see footnote 18 below);
or
an EEA Member State or an official EU candidate country (Croatia, Turkey, The Former Yugoslav Republic of Macedonia).
Furthermore, for proposed actions taking place exclusively in the least developed countries as defined by the OECD/DAC reciprocal access shall be granted to OECD/DAC members; and
be directly responsible for the preparation and management of the action with their partners, not acting as an intermediary.
(2) Potential applicants may not participate in Calls for Proposals or be awarded grants if they are in any of the situations which are listed in Section 2.3.3 of the Practical Guide to contract procedures for EC external actions (available from the Internet address indicated at the beginning of the section 2).
In Part A, Section IV and, if applicable, in Part B, Section VII of the Grant Application Form (“Declaration by the applicant”), applicants must declare that they do not fall into any of these situations.
Partnerships and eligibility of partners
Applicants must act with partner organisations, as specified under section 1.2.1 above.
Applicants’ partners participate in designing and implementing the action, and the costs they incur are eligible in the same way as those incurred by the grant beneficiary. They must therefore satisfy the same eligibility criteria as applicants.
However, with a view to promoting public/private partnerships, in addition to the categories referred to in section 2.1.1, the following are also eligible as partners in the proposed action:
profit-making entities (private organisations and economic operators) provided they make no profit from the grant.
The following are not partners and do not have to sign the “partnership statement”.
Associates
Other organisations may be involved in the action. Such 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. Associates do not have to meet the eligibility criteria referred to in Section 2.1.1. The associates have to be mentioned in Part B section V - “Associates of the applicant participating in the action” of the Grant Application Form.
Subcontractors
The grant beneficiaries have the possibility to award contracts to subcontractors. Subcontractors are neither partners nor associates, and are subject to the procurement rules set out in Annex IV to the standard grant contract (see Annex F indicated in Section 3 of the present Guidelines).
The applicant will act as the lead organisation and, if selected, as the contracting party (the "Beneficiary").
Eligible actions: actions for which an application may be made
An action (i.e. project) is composed of a set of activities.
Duration
The planned total duration of an action may not be lower than 12 months nor exceed 36 months.
Types of action
The types of action eligible under the present call for proposals are indicated under section 1.2.1.
Location
Actions must take place in or target one or more of the eligible countries or territories indicated in Annex K to the present Guidelines.
Visibility
Applications should include a communication and visibility strategic plan both in the Full Application and the budget in line with the EC visibility guidelines:
http://ec.europa.eu/europeaid/work/visibility/index_en.htm
Monitoring and Evaluation
Actions should foresee planning, human resources, budget and any other appropriate measures for the monitoring and evaluation of the proposed action, together with objectively verifiable indicators.
The following types of action are ineligible:
actions concerned only or mainly with individual sponsorships for participation in workshops, seminars, conferences, congresses;
actions concerned only or mainly with individual scholarships for studies or training courses;
one-off conferences: conferences can only be founded if they form part of a wider range of activities to be implemented in the life-time of the action. For these purposes, preparatory activities for a conference and the publication of the proceedings of the conference do not, in themselves, constitute such "wider activities";
actions supporting political parties;
actions including proselytism.
Number of proposals and grants per applicant
An applicant may submit more than one (1) proposal under this Call for Proposals.
An applicant may not be awarded more than one (1) grant under this Call for Proposals.
An applicant may at the same time be partner in other applications.
Partners may take part in more than one application.
Eligibility of costs: costs which may be taken into consideration for the grant
Only "eligible costs" can be taken into account for a grant. The categories of costs considered as eligible and non-eligible are indicated below. The budget is both a cost estimate and a ceiling for "eligible costs". The eligible costs must be based on real costs based on supporting documents (except for subsistence costs and indirect costs where flat-rate funding applies).
Recommendations to award a grant are always subject to the condition that the checking process which precedes the signing of the contract does not reveal problems requiring changes to the budget (for instance arithmetical errors, inaccuracies or unrealistic costs and other ineligible costs). The checks may give rise to requests for clarification and may lead the European Commission to impose modifications or reductions to address such mistakes or inaccuracies. The amount of the grant and the percentage of co-financing as a result of these corrections may not be increased in any case.
It is therefore in the applicant's interest to provide a realistic and cost-effective budget.
Eligible direct costs
To be eligible under the Call for Proposals, costs must comply with the provisions of Article 14 of the General Conditions to the Standard Grant Contract (see Annex F to the present guidelines – follow link on the last page).
Contingency reserve
A contingency reserve not exceeding 5% of the direct eligible costs of the action may be included in the Budget of the action. It can only be used with the prior written authorisation of the European Commission.
Eligible indirect costs (overheads)
The indirect costs incurred in carrying out the action may be eligible for flat-rate funding fixed at not more than 7% of the total eligible costs.
If the applicant is in receipt of an operating grant financed from the Community budget no indirect costs may be claimed within the proposed budget for the action.
Contributions in kind
Contributions in kind are not considered as expenditure and are not eligible costs. Contributions in kind may not be treated as co-financing by the beneficiary.
The cost of staff assigned to the action is not a contribution in kind and may be considered as co-financing in the Budget of the action when paid by the beneficiary or partners.
Notwithstanding the above, if the description of the action as proposed by the beneficiary foresees contributions in kind these must be provided during implementation.
Ineligible costs
The following costs are not eligible:
debts and provisions for losses or debts;
interest owed;
items already financed in another framework;
purchases of land or buildings, except where necessary for the direct implementation of the action, in which case ownership must be transferred to the final beneficiaries and/or local partners, at the latest by the end of the action;
currency exchange losses;
taxes, including VAT.
2.2 How to apply and the procedures to follow
This is a restricted Call for Proposals. In the first instance, only Concept Notes must be submitted for evaluation. Thereafter, applicants whose Concept Notes have been pre-selected will be invited to submit a Full Application Form.
Prior registration in the PADOR system (Potential Applicant Data On-Line Registration) is obligatory both for applicants and partners : http://ec.europa.eu/europeaid/work/onlineservices/pador/index_en.htm
PADOR is an on-line database in which organisations register themselves and update regularly their data.
Data provided by organisations in PADOR is used by the European Commission for checking the eligibility of the organisations that participate in calls for proposals. This data concerns the organisation itself, it is not linked to a particular project proposal.
Applicants must complete all the sections presented in PADOR with the exception of the section ''Strategy and Methodology''. The partners must complete all PADOR sections with the exception of the sections ''Board of Directors'' and ''Strategy and Methodology''. All the required supporting documents for both applicants and partners (see section 2.4 below) should be uploaded in PADOR by the Concept Note submission deadline. The EuropeAid ID number (assigned upon completion of the registration process in PADOR) of the applicant organisation as well as that of any partner organisation must be indicated in the Concept Note.
Before starting the registration of your organisation in PADOR, the following should be consulted:
- the quick guide (that explains, on one page, the process of registration in PADOR)
- the Frequently Asked Questions
- the PADOR user's guide.
These 3 documents are available on the website indicated above.
Notwithstanding the above, where PADOR registration is objectively impossible, the applicant can submit a request for derogation concerning its registration in PADOR and/or that of any partner(s). In this case, it is compulsory for the applicant and/or the partner(s) concerned to complete the PADOR Derogation Pack (Annexes Ma and Mb to these Guidelines) and to send it together with the Concept Note to the address indicated in section 2.2.2. of the Guidelines. The justification for derogation must be based on the objective impossibility of the applicant and/or its partner(s) to register in PADOR. This objective impossibility should go beyond the control of the applicant and/or its partner(s) and, in principle, be of a general nature (i.e. not attributable to the specific circumstances of the applicant and/or its partner(s) themselves). The applicant should provide, where possible, supporting documents substantiating its request. Any derogation granted will apply only to the specific call for proposals in the context of which it was requested. If derogation is granted, registration in PADOR shall be initiated by the European Commission. If, at a later stage, the organisation wishes to update its data itself, an access request will have to be sent to the PADOR help desk at the address indicated hereafter.
All questions related to the registration in PADOR should be addressed to the PADOR help desk:
europeaid-on-line-registration-hd@ec.europa.eu
2.2.1 Concept Note content
Applications must be submitted using Part A – Concept Note of the Grant Application Form (Annex A), taking care to use the correct application documents for this Call (to be downloaded from the EuropeAid website at:
https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome ).
Any Concept Note using the form relating to any other Call may be rejected.
Concept Notes must be submitted in one of the following Community languages: English, French, Spanish or Portuguese, whichever is the one most commonly used in the countries in which the action takes place.
In the Concept Note, applicants are only required to provide an estimate of the requested amount of the European Commission contribution. Only the applicants invited to submit a full proposal in the second phase will be required to present a detailed budget.
Any error or major discrepancy in the Concept Note may lead to the rejection of the said Concept Note.
Clarifications may only be requested when information provided is unclear, thus preventing the European Commission from conducting an objective assessment.
Hand-written Concept Notes will not be accepted.
The Concept Note together with the Checklist for the Concept Note (Part A, Section III of the Grant Application Form) and the Declaration by the applicant for the Concept Note (Part A, Section IV of the Grant Application Form) must be submitted in one (1) paper original.
Concept notes must be submitted as well in electronic format (CD-Rom or USB). The electronic version must be identical to the submitted paper version.
Only the Concept Note will be evaluated. It is therefore of utmost importance that this document contains all requested relevant information concerning the action. No additional annexes to those indicated under section 3 should be submitted.
2.2.2 Where and how to send Concept Notes
Concept Notes must be submitted in a sealed envelope by registered mail with delivery confirmation, courier service or by hand-delivery at the address below (a signed and dated acknowledgement of receipt will be given by the European Commission). For the convenience of the applicants an address form has been attached in Annex I and J to the present guidelines. Applicants are encouraged to complete it and use it as a label for the outer envelope.
Postal address
European Commission EuropeAid Co-operation Office
Unit F4 – Finances, Contracts and Audit for thematic budget lines
Call for Proposals Sector
Office: L-41 03/154
B - 1049 Brussels
BELGIUM
Address for hand-delivery or courier service
European Commission EuropeAid Cooperation Office
Unit F4 – Finances, Contracts and Audit for thematic budget lines
Call for Proposals Sector
Office: L-41 03/154
Central Mail Service Avenue du Bourget 1 B-1140 Brussels (Evere)
BELGIUM
Concept Notes sent by fax or by e-mail or delivered to other addresses will be rejected.
The outer envelope must bear the reference and the title of the Call for Proposals, the full name and address of the applicant, and the words "Not to be opened before the opening session".
Applicants must verify that their Concept Note is complete using the Checklist for Concept Note (Part A, Section III of the Grant Application Form). Incomplete Concept Notes may be rejected.
2.2.3 Deadline for submission of the Concept Notes
The deadline for the submission of Concept Notes is 9 April 2009 (date at place of dispatch) as evidenced by the postmark or the date of the deposit slip. In the case of hand-deliveries, the deadline for receipt is 9 April 2009 at 16:00 hrs (Brussels date and time) as evidenced by the European Commission's signed and dated acknowledgement of receipt given to the bearer.
Any Concept Note sent after the deadline or, in case of hand-deliveries, received after the stipulated time will be rejected.
Any Concept Note received by the European Commission on or after the effective date of completion of the evaluation of the Concept Notes will be treated as having been submitted after the deadline and, therefore, rejected.
The applicant is solely responsible for the choice of means of expedition amongst those indicated in section 2.2.2 and for following-up the delivery.
2.2.4 Further information for Concept Note
Questions (except those related to registration in PADOR) may be sent by e-mail no later than 21 days before the deadline for the submission of Concept Notes to the address below, indicating clearly the reference of the Call for Proposals:
E-mail address: EuropeAid-GlobalCalls@ec.europa.eu
Replies will be given no later than 11 days before the deadline for the submission of Concept Notes. The European Commission has no obligation to provide further clarifications after this date.
After the deadline for submission of Concept Notes, the above-mentioned e-mail address can only be used by the European Commission to initiate correspondence regarding any requests for clarification that may be required.
No individual replies to queries with regard to the status of the selection procedure can be given via this mailbox.
In the interest of equal treatment of applicants, the European Commission cannot give a prior opinion on the eligibility of an applicant, a partner, an action or specific activities.
In addition, during the course of the evaluation procedure important notices to applicants may be published on EuropeAid website https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome together with the other documents related to this call, as the need arises. The applicants are therefore strongly encouraged to regularly consult this webpage.
All questions related to PADOR registration should be addressed to the PADOR help desk:
Europeaid-on-line-registration-hd@ec.europa.eu
2.2.5 Full Application Form
Applicants invited to submit a Full Application Form following the pre-selection of the Concept Note must do so by using the application documents annexed to the present Guidelines: Annex A, Part B – Full Application Form, Annex B – Budget and Annex C – Logical Framework. These can be downloaded from the EuropeAid website at the address indicated in section 2.2.1. Applicants should keep strictly to the format of the application form and fill in the paragraphs and pages in order taking care to use the correct application documents for this Call. Applications submitted on application documents relating to any other call may be rejected.
Budgetary information concerning the action should be provided using round figures and be presented only in the Budget (Annex B).
Applicants should note that there are two worksheets in Annex B that have to be completed:
Worksheet 1 – "Budget for the action" (worksheet 1 must include all eligible costs that are foreseen to be incurred by the action), and
Worksheet 2 – "Expected sources of funding" (worksheet 2 must indicate the amount and percentage of financing per source, i.e. requested EC contribution, applicant's contribution, any other donors' contributions, etc). NB. See section 1.3 for rules on maximum percentage of EC contribution.
The amount of the requested EC contribution may vary in this detailed budget from the initial Concept Note estimate by not more than 20% but must still respect the limits indicated in section 1.3. Any variation higher than 20% should be duly justified in the Grant Application Form (Annex A, Part B, Section II.2).
Applicants must submit their applications in the same language as their Concept Note.
The Full Application Form should be completed carefully and as clearly as possible to facilitate the evaluation. The reference number allocated to the Concept Note by the European Commission should appear on the cover page of the Full Application Form.
The elements contained in the Concept Note cannot be modified in the Full Application Form.
Any error related to the points listed in the Checklist (Part B, Section VI of the Grant Application Form) or any major inconsistency in the Full Application Form may lead to the rejection of the application.
Clarifications will only be requested when information provided is unclear, thus preventing the European Commission from conducting an objective assessment.
Hand-written applications will not be accepted.
The Full Application Form, the Budget and the Logical Framework must be submitted in one (1) paper original, as well as in electronic version (CD-Rom or USB).
The electronic version must be identical to the submitted paper version. Each component of the application (Full Application Form, Budget and Logical Framework) must be submitted in a single, separate electronic file (for example, the application form must not be split into several different electronic files) and should not contain coloured or high resolution graphs, images or diagrams.
Only the Full Application Form and the published annexes which must be filled in (budget, logical framework) will be evaluated. It is therefore of utmost importance that these documents contain all requested relevant information concerning the action. No supplementary annexes should be sent.
2.2.6 Where and how to send the Full Application Form
The Full Application Form must be submitted in a sealed envelope by registered mail with delivery confirmation, courier service or by hand-delivery at the address below (a signed and dated acknowledgement of receipt will be given by the European Commission to the bearer). For the convenience of the applicants an address form has been attached in Annex I and J to the present guidelines. Applicants are encouraged to complete it and use it as a label for the outer envelope.
Postal address
European Commission EuropeAid Co-operation Office
Unit F4 – Finances, Contracts and Audit for thematic budget lines
Call for Proposals Sector Office: L-41 03/154
B - 1049 Brussels
BELGIUM
Address for hand-delivery or courier service
European Commission EuropeAid Cooperation Office
Unit F4 – Finances, Contracts and Audit for thematic budget lines
Call for Proposals Sector
Office: L-41 03/154
Central Mail Service Avenue du Bourget 1 B-1140 Brussels (Evère)
BELGIUM
Full Application Forms sent by fax or by e-mail or delivered to other addresses will be rejected.
The Checklist (Part B, Section VI of the Gant Application Form) and the Declaration by the applicant (Part B, Section VII of the Grant Application Form) must be stapled separately and enclosed in the envelope.
The outer envelope must bear the reference and the title of the Call for Proposals, the reference number allocated to the Concept Note, the full name and address of the applicant, and the words "Not to be opened before the opening session".
Applicants must verify that their application is complete using the Checklist (Part B, Section VI of the Grant Application Form). Incomplete applications may be rejected.
2.2.7 Deadline for submission of the Full Application form
The deadline for the submission of the Full Application Forms will be indicated in the letter sent to the pre-selected applicants. Submission within the deadline will be evidenced by the postmark or the date of the deposit slip. For hand deliveries, the deadline for submission of Full Application Forms will be on the same date as indicated in the above-mentioned letter at 16:00 Brussels time. In this case, reception within the deadline will be evidenced by the signed and dated acknowledgement of receipt given to the bearer by the European Commission.
Any Full Application Form sent after the deadline or, in the case of hand-deliveries, received after the stipulated time will be rejected.
Any Full Application Form received by the European Commission on or after the effective date of completion of the evaluation of the Full Application Forms will be treated as having been submitted after the deadline and, therefore, rejected.
The applicant is solely responsible for the choice of means of expedition amongst those indicated in Section 2.2.6 and for following-up the delivery.
2.2.8 Further information for the Full Application Form
Questions concerning Full Application Forms (except those related to registration in PADOR) may be sent by e-mail no later than 21 days before the deadline for the submission of applications to the below address, indicating clearly the reference of the Call for Proposals:
E-mail address: EuropeAid-GlobalCalls@ec.europa.eu
Replies will be given no later than 11 days before the deadline for the submission of the Full Application Forms. The European Commission has no obligation to provide further clarifications after this date.
After the deadline for submission of Full Application Forms, the above-mentioned e-mail address can only be used by the European Commission to initiate correspondence regarding any requests for clarification that may be required.
No individual replies to queries with regard to the status of the selection procedure can be given via this mailbox.
In the interest of equal treatment of applicants, the European Commission cannot give a prior opinion on the eligibility of an applicant, a partner, an action or specific activities.
In addition, during the course of the evaluation procedure important notices to applicants may be published on EuropeAid website https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome together with the other documents related to this call, as the need arises. The applicants are therefore strongly encouraged to regularly consult this webpage.
All questions related to PADOR registration should be addressed to the PADOR help desk:
Europeaid-on-line-registration-hd@ec.europa.eu
2.3 Evaluation and selection of applications
Applications will be examined and evaluated by the European Commission according to the following steps and criteria.
If at any stage in the evaluation process any component of the application (the applicant, a partner or the action) is identified as not fulfilling the eligibility criteria specified in Section 2.1.1, 2.1.2 and 2.1.3 of the present guidelines, the application may be rejected on that sole basis.
STEP 1: OPENING SESSION AND ADMINISTRATIVE CHECK OF THE CONCEPT NOTE
The following will be assessed:
The deadline has been respected. If the deadline has not been respected, the proposal will be rejected.
The Concept Note satisfies all the criteria mentioned in the Checklist (Part A, Section III of the Grant Application Form). If any of the requested information is missing or is incorrect, the proposal may be rejected on that sole basis and the proposal will not be evaluated further.
Following the opening session and the administrative check of the Concept Notes, the European Commission will send a letter to all applicants, indicating whether their Concept Note was submitted prior to the deadline, informing them of the reference number allocated to it and whether their Concept Note has been recommended for evaluation.
The European Commission reserves the right to proceed directly to the evaluation of the Concept Notes (step 2) submitted within the deadline and in one of the languages specified in section 2.2.1 of the guidelines.
STEP 2: EVALUATION OF THE CONCEPT NOTE
The evaluation of the Concept Notes will cover the relevance of the action and its design.
The Concept Note will be given an overall score out of 50 points in accordance with the breakdown provided in the Evaluation Grid below. The evaluation shall also verify the compliance with instructions provided in the Part A – Concept Note of the Grant Application Form.
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.
Scores 1. Relevance of the action Sub-score 40 1.1 How relevant is the proposal to the objectives and priorities of the Call for Proposals?
Note: The maximum score will only be allocated if the proposal addresses the specific priorities indicated under section 1.2.1, including the involvement of partners
5x3* 1.2 How relevant to the particular needs and constraints of the target country/countries or region(s) is the proposal? (including synergy with other EC 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? 5x2* 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?
5 2. Design of the action Sub-score 10 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? 5 2.2 Is the action feasible and consistent in relation to the objectives, and expected results?
5 TOTAL SCORE 50
*the scores are multiplied by 2 or 3 because of their importance
Once all Concept Notes have been assessed, a list will be established with the proposed actions ranked according to their total score.
Firstly, only the Concept Notes which have been given a score of a minimum of 30 points in the category "Relevance" as well as a minimum total score of 35 points will be considered for pre-selection.
Secondly, the list of Concept Notes will be reduced in accordance to the ranking to those whose sum of requested contributions amounts to at least twice the available budget for this Call for Proposals. The pre-selected applicants will subsequently be invited to submit Full Application Forms.
The relevance of proposals will only be assessed at the Concept Note stage. Scores awarded to that criterion in the Concept Note evaluation will be taken into account in the Full Application evaluations.
STEP 3: OPENING SESSION AND ADMINISTRATIVE CHECK OF THE FULL APPLICATION FORM
The following will be assessed:
The deadline has been respected. If the deadline has not been respected the proposal will be rejected.
The Full Application Form satisfies all the criteria mentioned in the Checklist (Part B, Section VI of the Grant Application Form). If any of the requested information is missing or is incorrect, the proposal may be rejected on that sole basis and the proposal will not be evaluated further.
Following the opening session and the administrative check of the Full Application Form, the European Commission will send a letter to all applicants, indicating whether their application was submitted prior to the deadline, whether their application has satisfied all the criteria mentioned in the checklist and whether their application has been recommended for evaluation.
(4) STEP 4: EVALUATION OF THE FULL APPLICATION FORM
An evaluation of the quality of the proposals, including the proposed budget, and of the capacity of the applicant and the partners, will be carried out in accordance with the evaluation criteria set out in the Evaluation Grid included below. There are two types of evaluation criteria: selection and award criteria.
The selection criteria are intended to help evaluate the applicants' financial and operational capacity to ensure that they:
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;
have the management capacity, professional competencies and qualifications required to successfully complete the proposed action. This also applies to any partners of the applicant.
The award criteria allow the quality of the proposals submitted to be evaluated in relation to the set objectives and priorities, and grants to be awarded to actions which maximise the overall effectiveness of the Call for Proposals. They enable the selection of proposals which the European Commission can be confident will comply with its objectives and priorities and guarantee the visibility of the Community financing. They cover such aspects as the quality of the action, its consistency with the objectives of the Call for Proposals, expected impact, sustainability and cost-effectiveness.
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 of the applicant 20 1.1 Do the applicant and partners have sufficient experience of project management? 5 1.2 Do the applicant and partners have sufficient technical expertise? (notably knowledge of the issues to be addressed) 5 1.3 Do the applicant and partners 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 30 Score proportionally transferred from CN evaluation 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 partners' level of involvement and participation in the action satisfactory?
NB: If there are no partners the score will be 1. 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 and extension of the outcome of the action and dissemination of information.) 5 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?) 5 5. Budget and cost-effectiveness of the action 15 5.1 Are the activities appropriately reflected in the budget? 5x2 5.2 Is the ratio between the estimated costs and the expected results satisfactory? 5 Maximum total score 100
Note on Section 1. Financial and operational capacity
If the total average score is less than 12 points for section 1, the proposal will be rejected.
Provisional selection
Following the evaluation, the proposals will be ranked according to their score and a list of provisionally selected proposals will be established on the basis of the available financial envelope and a reserve list drawn up.
(5) STEP 5: VERIFICATION OF ELIGIBILITY OF THE APPLICANT AND PARTNERS
The eligibility verification, based on the supporting documents requested by the European Commission (see section 2.4) will only be performed for the proposals that have been provisionally selected according to their score and within the available financial envelope.
The Declaration by the applicant (Part B, Section VII of the Grant Application Form) will be cross-checked with the supporting documents provided by the applicant. Any missing supporting document or any incoherence between the Declaration by the applicant and the supporting documents may lead to the rejection of the proposal on that sole basis.
The eligibility of the applicant and the partners will be verified according to the criteria set out in Sections 2.1.1 and 2.1.2.
Following the above analysis and if necessary, any rejected proposal will be replaced by the next best placed proposal in the reserve list that falls within the available financial envelope, which will then be examined for the eligibility of its applicant and the partners.
Based on the verification of the supporting documents, the European Commission will prepare the final list of the grants to be awarded under this Call for Proposals.
2.4 Submission of supporting documents
The supporting documents listed below are required in order to allow the European Commission to verify the eligibility of the applicants and their partners.
All required supporting documents for both applicants and partners for this Call for Proposals must be uploaded in the PADOR system. The deadline for uploading them in the system is the same as the deadline for submission of the Concept Note (see section 2.2.3).
If derogation from the obligation to register in PADOR is being requested (see section 2.2), the applicant or partner requesting derogation from the obligation to register in PADOR must, in any case, send all required supporting documents for this Call for Proposals to the address indicated in Section 2.2.2 together with the Concept Note and the PADOR derogation Pack..
If the supporting documents are not provided within the deadline above the application may be rejected.
Required supporting documents for APPLICANTS:
1. The statutes or articles of association of the organisation. Such documents must prove that the organisation in question meets all the required eligibility criteria indicated in section 2.1.1. above (i.e. legal existence, non profit-making status, category of organisation and objectives, nationality, etc.). They must bear the stamp of the appropriate authorising body (ministry, lawyer, etc.) or be accompanied by relevant registration documents or other appropriate documentation. Any such accompanying documentation must be uploaded into PADOR in the same electronic file as the statutes or articles of association or, when derogation from registration in PADOR is being requested, must be sent together with the supporting documents.
This obligation does not apply to international organisations which have signed a framework agreement with the European Commission. A list of the relevant framework agreements is available at the following address:
http://ec.europa.eu/europeaid/work/procedures/implementation/international_organisations/index_en.htm
2. Where the grant requested exceeds EUR 500.000, an external audit report of the applicant organisation produced by an approved auditor, certifying the accounts for the last financial year available.
This obligation does not apply to public bodies or to international organisations as defined under footnote 15.
3. Copy of the applicant’s latest accounts (the profit and loss account and the balance sheet) for the previous financial year for which the accounts have been closed. This obligation does not apply to public bodies or to international organisations as defined under footnote 15. It does not apply either when the accounts are in practice the same documents as the external audit report already provided pursuant to point 2 above.
4. Legal entity sheet (see annex D of these Guidelines) duly completed and signed by the applicant, accompanied by the justifying documents which are requested therein. If the applicant has already signed a contract with the Contracting Authority, instead of the legal entity sheet and its supporting documents the legal entity number may be provided, unless a change in its legal status occurred in the meantime.
Required supporting documents for PARTNER ORGANISATIONS:
The statutes or articles of association of the organisation. Such documents must prove that the organisation in question meets all the required eligibility criteria indicated in section 2.1.2. above (i.e. legal existence, non-profit making status, category of organisation and objectives, nationality, etc.). They must bear the stamp of the appropriate authorising body (ministry, lawyer, etc.) or be accompanied by relevant registration documents or other appropriate documentation. Any such accompanying documentation must be uploaded into PADOR in the same electronic file as the statutes or articles of association or, when derogation from registration in PADOR is being requested, must be sent together with the supporting documents.
This obligation does not apply to international organisations which have signed a framework agreement with the European Commission. A list of the relevant framework agreements is available at the following address:
http://ec.europa.eu/europeaid/work/procedures/implementation/international_organisations/index_en.htm
Requirements for all supporting documents:
Where the required supporting documents requested are not uploaded in PADOR, they must be supplied in the form of originals, photocopies or scanned versions of the said originals.
Where such documents are not in one of the official languages of the European Union, a translation into one of the languages of the Call for Proposals (see Section 2.2.1) of the relevant parts, proving the applicant’s and partner's(s') eligibility, must be uploaded into PADOR in the same electronic file as the original language version (or, where derogation from PADOR registration is being requested, be sent with the supporting documents) and will prevail for the purpose of analysing the proposal.
Where these documents are in an official language of the European Union other than the languages of the Call for Proposals, it is strongly recommended, in order to facilitate the evaluation, to provide a translation of the relevant parts, proving the applicant’s and partner's (s') eligibility, into one of the languages of the Call for Proposals. Where such translation is provided, it must be uploaded into PADOR in the same electronic file as the original language version (or, where derogation from PADOR registration is being requested, be sent with the supporting documents).
2.5 Notification of the European Commission’s decision
2.5.1 Content of the decision
Applicants will be informed in writing of the European Commission’s decision concerning their application and where applicable, the principal reason(s) for a negative decision.
Applicants who were unsuccessful at the Opening and Administrative Check stages of the procedure (Step 1 and Step 3) or at the Eligibility check stage (Step 5) wishing to obtain further information should send their request by letter, indicating the reference of the Call for Proposals and the reference allocated to the proposal, to:
European Commission EuropeAid Co-operation Office
Unit F4 Finance, Contracts and Audit for Thematic Budget Lines Attn. Head of the Calls for Proposals Sector Office L-41 03/136 B-1049 Brussels
Belgium
Applicants who were unsuccessful at the technical evaluation stages of the procedure (Step 2 or Step 4) wishing to obtain further information should send their request, indicating the reference of the Call for Proposals and the reference allocated to the proposal, to:
European Commission EuropeAid Co-operation Office
Unit F3 Central Management of Thematic Budget Lines PA DEV
Attn. Head of Unit
Office L-41 02/072
B-1049 Brussels Belgium
The request for further information should be sent to the European Commission no later than 90 days from the date of receipt of the letter informing the applicants about the negative decision concerning their application.
The European Commission must reply within 90 days of receipt of the request for information.
Thereafter, applicants believing that there has been an error or irregularity during the award process may send a petition no later than 90 days from the date of receipt of the above-mentioned reply from the European Commission, to the following address:
European Commission EuropeAid Co-operation Office
Directorate F – Thematic Operations
Attn. The Director Office L-41 06/169 B-1049 Brussels, Belgium
The European Commission must reply within 90 days of receipt of the said petition.
2.5.2 Indicative time table
The indicative calendar will be published on EuropeAid website https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome together with the other documents related to this call and will be updated in the course of the evaluation procedure.
2.6 Conditions applicable to implementation of the action following the European Commission's decision to award a grant
Following the decision to award a grant, the beneficiary will be offered a contract based on the European Commission's standard contract (see Annex F of the present guidelines). By signing the Grant Application Form (Annex A), the applicant declares accepting, in case where it is awarded a grant, the Contractual conditions as laid down in the Standard Contract.
If the successful applicant is an international organisation, the model Contribution Agreement with an international organisation or any other contract template agreed between the international organisation concerned and the European Commission will be used instead of the standard grant contract provided that the international organisation in question offers the guarantees provided for in article 53d (1) of the Financial Regulation, as described in Chapter 7 of the Practical Guide to contract procedures for EC external actions.
Implementation contracts
Where implementation of the action requires the beneficiary to award procurement contracts, it must award the contract to the tenderer offering the best value for money, that is to say, the best price-quality ratio, in compliance with the principles of transparency and equal treatment for potential contractors, care being taken to avoid any conflict of interests. To this end, the Beneficiary must follow the procedures set out in Annex IV to the contract.
3. LIST OF annexes
DOCUMENTS TO FILL IN
Annex A: Grant Application Form (Word format)
Annex B: Budget (Excel format)
Annex C: Logical Framework (Excel format)
Annex D: Legal Entity Sheet (Pfd format)
See document E3e at
http://ec.europa.eu/europeaid/work/procedures/implementation/grants/index_en.htm
ANNEX TO FILL IN CASE OF REQUEST FOR DEROGATION FROM PADOR REGISTRATION
ANNEX Ma : pador applicant derogation pack (Word format)
ANNEX Mb : pador partner derogation pack (Word format)
DOCUMENTS FOR INFORMATION
Annex E: Financial identification form
See document E3f at
http://ec.europa.eu/europeaid/work/procedures/implementation/grants/index_en.htm
Annex F: Standard Contract (Word format) See documents from E3h_1 to E3h_9 at
http://ec.europa.eu/europeaid/work/procedures/implementation/grants/index_en.htm
E3h_1 Special Conditions
E3h_2 - Annex II: General conditions applicable to european community-financed grant contracts for external actions E3h_3 - Annex IV: contract award procedures E3h_4 - ANNEX V: standard request for payment and financial identification form E3h_5 - annex VI: interim narrative report
E3h_6 - annex VI: final narrative report
E3h_7- annex VI: financial report
E3h_8 - annex vii: model report of factual findings and terms of reference for an expenditure verification of an ec financed grant contract for external actions E3h_9- ANNEX VIII: MODEL FINANCIAL GUARANTEE
Annex G: Daily allowance rates (Per diem)
http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/index_en.htm
Annex h: Standard Contribution agreement, applicable in case where the beneficiary is an International organisation http://ec.europa.eu/europeaid/work/procedures/implementation/international_organisations/index_en.htm
annex i: address form (postal address – applications to be sent by post)
annex j: address form (address for hand-delivery or courier service)
annex k: list of eligible beneficiary countries
annex l: project cycle management guidelines
http://ec.europa.eu/europeaid/multimedia/publications/publications/manuals-tools/t101_en.htm
ANNEX I – ADDRESS FORM (postal address – applications to be sent by registered post)
Call reference: EuropeAid/127875/C/ACT/Multi – Investing in People - Access to culture, protection and promotion of cultural diversity
Please fill in:
Name of the applicant Address City Zip Code Country
NOT TO BE OPENED BEFORE THE OPENING SESSION
European Commission EuropeAid Co-operation Office
Unit F4 Finance, Contracts and Audit for Thematic Budget Lines
Call for Proposals Sector
Office L-41 03/154
B-1049 Brussels
BELGIUM
ANNEX J ADDRESS FORM (Address for hand-delivery or courier service)
Call reference: EuropeAid/127875/C/ACT/Multi – Investing in People - Access to culture, protection and promotion of cultural diversity
Please fill in:
Name of the applicant Address City Zip Code Country
NOT TO BE OPENED BEFORE THE OPENING SESSION
European Commission EuropeAid Co-operation Office
Unit F4 Finance, Contracts and Audit for Thematic Budget Lines Call for Proposals sector
Office L-41 03/154
Central Mail Service
Avenue du Bourget 1
B-1140 Brussels (Evère)
BELGIUM
Joint Statement by The Council and the representatives of the Government of the Member States within the Council, the European Parliament and the Commission on European Union Development Policy: " The European Consensus", adopted by the General Affairs and External Relations Council in 22 November 2005 (OJ C 46, 24.2.2006, p. 1). Document available at: http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:C:2006:046:0001:0019:EN:PDF.
http://ec.europa.eu/development/policies/9interventionareas/humandev/humandevhealth7_en.cfm
Regulation (EC) No 1905/2006 of the European Parliament and of the Council of 18 December 2006 establishing a financing instrument for development cooperation (OJ L 378, 27.12.2006, p. 41) Available at: http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2006:378:0041:0071:EN:PDF
Communication from the Commission to the European Parliament, the Council, the European Economic and Social Committee and the Committee of the Regions on a European agenda for culture in a globalizing world (COM(2007) 242 final). Document available at: http://eurlex.europa.eu/smartapi/cgi/sga_doc?smartapi!celexapi!prod!DocNumber&lg=en&type_doc=COMfinal&an_doc=2007&nu_doc=0242&model=guicheti
http://portal.unesco.org/culture/en/ev.php-URL_ID=11281&URL_DO=DO_TOPIC&URL_SECTION=201.html
http://ec.europa.eu/development/icenter/repository/EAS2007_joint_strategy_en.pdf
http://ec.europa.eu/external_relations/euromed/index_en.htm
See footnote 2.
See footnote 4.
See footnote 16.
See footnote 17.
See footnotes 18 and 19.
The Non-state, non-profit making actors eligible for financial support under the present call for proposals operating on an independent and accountable basis include non-governmental organisations, organisations representing indigenous populations, organisations representing national and/or ethnic minorities, local traders' associations and citizens groups, cooperatives, trade unions, organisations representing economic and social interests, organisations fighting corruption and fraud and promoting good governance, civil rights organisations and organisations combating discrimination, local organisations (including networks) involved in decentralised regional cooperation and integration, consumer organisations, women’s and youth organisations, teaching,, cultural, research and scientific organisations, universities, churches and religious associations and communities, the media and any non-governmental associations and independent foundations, including independent political foundations.
A formal consortium or association of local authorities may submit an application under the name of the legally constituted consortium or association. If the consortium is an informal grouping for the purposes of this call, the application must be submitted under the name of a lead local authority with the others acting as partners. See section 2.4 for the supporting documents to be provided in each case.
International public-sector organisations set up by intergovernmental agreements, and specialised agencies set up by such organisations; the International Committee of the Red Cross, the International Federation of National Red Cross and Red Crescent Societies are also recognised as international organisations (http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:2002R2342:20080101:EN:PDF).
Such nationality being determined on the basis of the organisation's statutes which should demonstrate that it has been established by an instrument governed by the internal law of the country concerned. In this respect, any legal entity whose statutes have been established in another country cannot be considered an eligible local organisation, even if they are registered locally or have signed a “Memorandum of Understanding”. International intergovernmental organisations do not by definition have a nationality and therefore the nationality criterion does not apply to them.
The 27 EU Member States plus Iceland, Liechtenstein and Norway.
Annex II of the Regulation (EC) No 1905/2006 of the European Parliament and of the Council of 18 December 2006 establishing a financing instrument for development cooperation (see footnote 3 for link).
Australia, Austria, Belgium, Canada, Denmark, Finland, France, Germany, Greece, Ireland, Italy, Japan, Luxemburg, Netherlands, New Zealand, Norway, Portugal, Spain, Sweden, Switzerland, United Kingdom, United States.
Where the organisation is a public (including local authorities) or parastatal body created by a law, a copy of the said law or other official document recognizing the body's public or parastatal status in accordance with the relevant national law must be provided. Where the organisation is a legally constituted consortium or association of Local Authorities, the statutes or articles of association of the said consortium or association must be provided.
See footnote 20.
Call for Proposals 2008 - EuropeAid/127875/C/ACT/Multi ( Guidelines for Applicants
Deadline for submission of Concept Notes: 9 April 2009
2
4
2
Reference: EuropeAid/xxx/C/ACT/Multi Deadline for submission of the Concept Notes