Advancing Indonesia’s Civil Society in Trade & Investment (ACTIVE) Programme Ref. EuropeAid/130989/L/ACT/ID Info Session – Full Application Delegation of the European Union Jakarta Jakarta, 19 May 2011

European Union AGENDA 1)Introduction 2)ACTIVE Programme – What are the steps? 3)Important notes on full application submission - Administrative checks - Application forms, annexes and data sheets - Budget and financial matters - Full applications evaluation - Full applications evaluation results 4) Q & A 5) Closing

European Union What are the steps? Applicant sends only Concept Note Administrative Check & Evaluation of Concept Note Concept Notes Pre- selected Pre-selected applicants invited to send Full Application Form Evaluation of Full Application Calls for proposals launched Deadline: 20 June 2011 Full Applications Selected Selected applicants invited to send Supporting documents Eligibility Check Contract Award Projects start Sept/Oct Feb concept notes received 11 CNs

European Union Administrative check Important! Timeliness  deadline of 20 June 2011 PADOR Prior registration in PADOR is obligatory for pre-selected applicants and all their partner(s). PADOR registration is optional but recommended for associates. PADOR website: PADOR helpdesk:

1.Full Application Form (Part B Annex A) 2.Budget (Annex B) 3.Logical Framework (Annex C) 4.Signed Declaration by Applicant 5.Partnership statement (Signed) 6.Checklist To be sent in 1 original and 3 copies and in electronic format (CD-Rom) What to be sent? Templates are pages 12 – 36 of Grant Application Form Administrative check – Full Application forms European Union

Description of Partner & Partnership Statement European Union This section must be filled in by each Partner. Copy this section as many as number of Partner(s)

Description of Partner & Partnership Statement European Union Use the standard template. Do not change the template. Each partner must sign.

Declaration by the Applicant European Union Use the standard template. Do not change the template. Do not forget to sign.

European Union Checklist for the Full Application Form Use the Checklist, before sending your full proposal ! To ensure that your proposal is administrative compliant

Checklist for the Full Application Form European Union BEFORE SENDING YOUR PROPOSAL, PLEASE CHECK THAT EACH OF THE FOLLOWING POINTS IS COMPLETE AND RESPECTS THE FOLLOWING CRITERIA: To be filled in by the applicant Title of the Proposal: YesNo PART 1 (ADMINISTRATIVE) 1.The correct grant application form, published for this call for proposals, has been used 2.The Declaration by the applicant has been filled in and has been signed 3.The proposal is typed and is in English. 4.One original and 3 copies are included 5.An electronic version of the proposal (CD-Rom) is enclosed 6.Each partner has completed and signed a partnership statement and the statements are included. Please indicate “ Not applicable ” (NA) if you have no partner. 7.The budget is presented in the format requested, is expressed in EURO and is enclosed 8.The logical framework has been completed and is enclosed √ √ √ √ √ √ √ √

Checklist for the Full Application Form European Union PART 2 (ELIGIBILITY) 9. The duration of the action is between 12 months and 36 months (the minimum and maximum allowed) 10. The requested contribution is between €200,000 and €750,000 (the minimum and maximum allowed) 11. The requested contribution is equal or less than 100% of the estimated total eligible costs (minimum and maximum percentage allowed) 12. The requested contribution is equal or less than 80% of the estimated total accepted costs (minimum and maximum percentage allowed) √ √ √ √

European Union Outer Envelope Delegation of the European Union to Indonesia Intiland Tower, 16 th Floor Jl. Jend. Sudirman Kav 32 Jakarta Indonesia “Not to be opened before the opening session” “Jangan dibuka sebelum acara pembukaan penawaran diadakan” EuropeAid/130989/L/ACT/ID Name of Organisation with complete address

European Union Important Notes on Full Application Submission The elements assessed on the basis of the concept note cannot be modified by the applicant in the full application form. Elements include: - target groups, - final beneficiaries, - target regions, - locations of the action, - specific objectives, - key stakeholder groups, - partnership composition. The EU contribution may not vary from the initial estimate by more than 20%, while the applicant is free to adapt the percentage of co-financing required within the minimum and maximum amount and percentages of co-financing, as laid down in these Guidelines under section 1.3.

European Union Size of Grants and Co-financing Grant min amount: EUR 200, Grant max amount: EUR 750, Max 100% of the total eligible costs; and 2. Max 80% of the estimated total accepted costs. Full proposals that do not respect those basic requirements regarding the size of grants and co-financing will be automatically rejected.

European Union Full Application Form (Part B of Annex A) 1General information 2The Action 2.1.Cost of the action and amount requested from the contracting authority (including Logical Framework Annex C) 2.2.Budget for the action (Annex B) 2.3.Expected sources of funding (Annex B Sheet 3.) 2.4.Applicants experience of similar actions 3The applicant 3.1.Identity 3.2.Profile 3.3.Capacity to manage and implement actions 3.4.List of the management board/committee of your organisation 4Partners of the applicant participating in the action 4.1.Description of the partners 4.2.Partnership statement 5Associates of the applicant participating in the action 6Checklist for the full application form 7Declaration by the applicant Info available in PADOR

European Union Full Proposal – General Information 0. Cover pages should be filled in 1.General Information: Reference & title of the CfP, name of applicant, no. of proposal, title of action, location(s) of the action 2.The Action 2.1. Cost of the action and amount requested from the Contracting Authority !! INFORMATION SHOULD BE COMPLETE AND CONSISTENT!! Estimated total eligible cost of the action (A) Amount requested from the Contracting Authority (B) % of estimated total eligible cost of action (B/Ax100) EUR % Estimated taxes (C) Estimated total accepted cost of the action ( A+C) % of estimated total accepted cost of action (B/(A+C)x100) EUR %

European Union Full Proposal – Description of the action Description of the action and its effectiveness (max. 14 pages)  Elaboration on the objectives and specific expected results/outputs that will improve the situation of the target groups and final beneficiaries as well as capacities of target groups and/or any local partners. Clear indicators of results should be provided  Details on project activities proposed to produce results/outputs incl. locations of activities, specific role of each partner (and associate(s) or contractor(s) where applicable) etc. It should demonstrate coherence and consistency in the project design  Relevant, clear justifications (where necessary)  Clear elaboration on the involvement & participation of partners, associates and stakeholders

European Union Full Proposal – Methodology Methodology (max. 4 pages) Detailed description on the methods of implementation and the proposed methodology, including: - Where applicable, background information on previous action and its key recommendations related to the proposed action - potential synergies or coordination with other initiatives/programmes - Selection criteria/procedure for certain activities, if any - MONEV mechanism - Visibility plans incl. EU visibility - the attitudes of all stakeholders towards the action and the activities - information on the project team proposed (by function, no names) and the organisational structure - the means proposed for the implementation

European Union Full Proposal – Action Plan Action Plan (max. 4 pages)  Use format for the action plan provided in the Full Application  Reasonable period for each activity/activity component  Coherence with the activities described in section Description of the action  More specific details for activities in Year 1, more general elaboration on the main activities for the subsequent years  The implementing body shall be either the applicant/lead partner, any of the partners, associates or sub-contractors Maximum total score for the Effectiveness and Feasibility of the Action is 20 points

European Union Full Proposal – Sustainability of the action Sustainability of the action (max. 3 pages)  Description on the impacts of the action to the target groups, final beneficiaries, stakeholders etc. at various levels  Description on dissemination plan and multiplier effects incl. dissemination channels foreseen in the action  Relevant risk analysis and contingency plans  target group, activities-related, external conditions etc.  Pre-conditions and assumptions during and after the implementation  Details on efforts to ensure financial and institutional sustainability, as well as policy level and environmental sustainability (where applicable) Maximum total score for Sustainability is 15 points

European Union Annex B – Budget of the action 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 Union to impose modifications or reductions to address such mistakes or inaccuracies.

European Union Budget of the action In EUR; not in USD, not in Rupiah; When preparing your budget, you must ensure that it is readable and that it is in line with the proposed action; In sheet 2. Justification :  Provide a narrative clarification of each budget item demonstrating the necessity of the costs and how they relate to the action (e.g. through references to the activities in the Description of the Action).  Provide a justification of the calculation of the estimated costs. Note that the estimation should be based on real costs, as described in section of the Guidelines for Grants Applicants 

European Union What kind of costs can be included in the Budget?  Costs are necessary for the implementation of the action.  Must be reasonable, justified and comply with the requirements of sound financial management, in particular regarding economy and efficiency Maximum total score for Budget and Cost Effectiveness of the Action is 15 points Budget of the action

European Union Eligible Direct Costs the cost of staff assigned to the Action; travel and subsistence costs for staff and other persons taking part in the Action; purchase or rental costs for equipment and supplies (new or used) and costs of services, provided they correspond to market rates; costs of consumables; costs entailed by contracts awarded by the Beneficiary for the purposes of the Action; costs deriving directly from the requirements of the Contract (dissemination of information, evaluation specific to the Action, audits, translation, reproduction, insurance, etc.) including financial service costs.

European Union Show the standard template of Budget Budget (Annex B)

European Union Budget Item 1: Human Resources only staff recruited by the Beneficiary and its partners with an employment contract (and related payment of salaries) can be included in Item 1. Beneficiary/or its partner’s recruitment procedures apply; salaries are considered as eligible costs provided they are the normal rates paid by the Beneficiary and/or its partners; indicate full or part-time utilisation (and its percentage); staff recruited with a service contract (and related invoices) is to be considered as “sub-contractors”. Procurement rules set out in the Annex IV shall apply. They should be included in budget item 5 (Other costs); Per diem are considered as eligible costs provided they are the normal per diem rates paid by the Beneficiary and/or its partners, and not exceed EU scales on per diem.

European Union Budget Item 2: Travel Travel costs for staff and other persons taking part in the Action; Indicate the place of departure and the destination. If information is not available, enter a global amount; Define modalities for local transport.

European Union Budget Item 3: Equipment and Supplies Only if deemed necessary for the Action;Only if deemed necessary for the Action; No reinforcement of the capacities of the Beneficiary and/or its partners unless duly justified; Where the Beneficiary does not have its headquarters in Indonesia, the equipment, vehicles and supplies must be transferred to any local partners of the Beneficiary and/or the final beneficiaries of the Action, at the latest when submitting the final report. Copies of the proofs of transfers of equipments and vehicles, the purchase cost of which was more than EUR 5,000 per item, must be attached to the final report. Such proofs must be kept for control in all other cases.

European Union Budget Item 4: Local Office No need to set-up a specific office for a project, unless duly justified; Costs for using Beneficiary or partner(s) office(s) for project purposes are considered included in the 7% for overheads (section 10 of budget).

European Union Budget Item 5: Other Costs, Services Procurement of services must follow the rules set in Annex IV to the standard contract (contract award procedures) 5.1 Publications 5.2 Studies, research 5.3 Auditing costs In the case of a grant of more than EUR Evaluation costs 5.5 Translation, interpreters 5.6 Financial services, e.g. bank transfer costs NB: no bank guarantee will be required thus no bank guarantee charges shall be included in the budget 5.7 Costs of conferences/seminars Clarify links with section of the budget (per diem for seminar/conference participants) 5.8. Visibility actions lump sum is not acceptable: modalities shall be detailed.

European Union Budget Item 6: Others Please give details on these “other” costs If the amounts indicated in section 6 are related to other sections in the budget, then move these “other” costs to these other sections

European Union Budget Item 8: Contingency Reserve A contingency reserve not exceeding 5% of the direct eligible costs (excluding taxes) may be included in the Budget of the Action. It can be used only with the prior written authorisation of the Contracting Authority.

Budget Item 10: Administrative Costs (Overheads) European Union Overheads (running costs); Flat-rate funding fixed at not more than 7% of the total eligible direct costs (excluding taxes); Indirect costs are eligible provided that they do not include costs assigned to another heading of the budget of the standard grant contract; The applicant may be asked to justify the requested percentage before contracting; However, once the flat-rate has been fixed in the special conditions of the standard grant contract, no supporting documents need to be provided.

Budget Item 12: Taxes European Union If estimated taxes are foreseen in 2.1 Annex A, fill in with indirect taxes, provided that the Beneficiary (or where applicable, its partners) can show it cannot reclaim them; How the grant beneficiary can show it cannot reclaim? An official document (declaration or a refused claim for reimbursement) by the competent tax authority, extract of the relevant law and the grant beneficiary's annual accounts are some examples of documents that may be submitted as proof that the grant beneficiary cannot reclaim taxes.

Budget Item 12: Taxes European Union What is considered as "taxes" in this context? Taxes" include indirect taxes such as value added taxes, customs and import duties, other fiscal charges and duties in beneficiary countries; Taxes in this context do not include direct taxes, such as income tax of staff working on the action. Such tax form part of the gross salary. The gross salary is an eligible cost and should be entered in the budget heading 1 "human resources".

European Union Financial and operational capacity Relevant sub-chapters are: 2.4. Applicant’s experience of similar actions  Project management experiences in the past 3 years 3.1., 3.2., 3.3. and 3.4. The applicant’s data  Organisation’s data in PADOR should be updated No need to attach an audit report in the full proposal. If the total score is less than 12 points for the Financial and Operational capacity, the application will be rejected.

European Union Partners and Associates Partners (point 4.1 and 4.2 of the full application)  EuropeAid ID number  Full legal name  Partners must update their information in PADOR  Sign the partnership statement (following the format provided) Associates (point 5. of the full application form)  Complete the data sheet OR  Identify full legal name and EuropeAid ID number  One data sheet for each associate

Annex C – Logical Framework European Union

Logical Framework Matrix European Union  Intervention logic (“if-then causality”)  Relevant assumptions: external factors potentially influence the success of the project, but lie beyond direct control of the project  Good OVIs should be SMART Specific to the objective, Measurable Available at an acceptable cost, Relevant to the information needs of managers, Time-bound  SOV: How the OVIs should be collected, who should collect/ provide, When/how regularly they should be provided

Full Application Submission European Union Delegation of the European Union to Indonesia Intiland Tower 16th Floor Jl. Jend. Sudirman Kav. 32 Jakarta Indonesia Where to send? How? Full Application must be submitted in a sealed envelope by registered mail, private courier service or by hand- delivery. Full Application sent by any other means (e.g. by fax or by ) or delivered to other addresses will be rejected.

What are the next steps? European Union Applicant sends only Concept Note Administrative Check & Evaluation of Concept Note Concept Notes Pre- selected Pre-selected applicants invited to send Full Application Form Evaluation of Full Application Calls for proposals launched Deadline: 20 June 2011 Full Applications Selected Selected applicants invited to send Supporting documents Eligibility Check Contract Award Projects start Sep/Oct 2011

Full Application Evaluation European Union 1. Administrative Check 2. Quality Check

Full Application Evaluation European Union 1. Administrative Check The deadline has been respected; The full application form satisfies the criteria specified in the Checklist

Full Application Evaluation European Union 2. Quality Check An evaluation of the quality of the proposals, including the proposed budget, and of the capacity of the applicant and his partners, will be carried out in accordance with the evaluation criteria set out in the Evaluation Grid.

European Union Full Application Evaluation Grid I. Selection criteria 1. Financial and operational capacity 20 II. Award criteria 2. Relevance of the action 30 (transferred from the Concept note) 3. Effectiveness and feasibility of the action Sustainability of the action Budget and cost-effectiveness of the action 15 Maximum total score100 Score: 1 = very poor; 2 = poor; 3 = adequate; 4 = good; 5 = very good

European Union Full Application Evaluation Results Following the evaluation, a table listing the proposals ranked according to their score and within the available financial envelope will be established as well as a reserve list following the same criteria.

European Union Full Application Evaluation Results The notification of results of the evaluation of Full Application The notification of results of the evaluation of Full Application: + 1 month after the deadline

European Union  IMPORTANT MESSAGES  Read the guidelines carefully, follow the instruction and fulfil the requirements Equal treatment of applicants: Questions should be in written and sent to ACTIVE programme mailbox (not later than 30 May 2011): or fax no (Reference to ACTIVE programme when sending all enquiries) Written answers will be provided by the EU Delegation not later than 9 June 2011 Frequently Asked Questions (FAQ) can be viewed in the following website: index.cfm?do=publi.welcome DEADLINE for submission of Full Application: Monday, 20 JUNE 2011

European Union THANK YOU Disclaimer: Please note that this document has been prepared for information purposes only, official instructions are provided in the published Guidelines and their related official documentation.