"Support to water sector development in Rodrigues" Open Call for Proposals (CfP2) Reference: EuropeAid/ /DD/ACT/MU Information session 29 January 2015 at hrs Conference Room, Central Administration, Rodrigues Regional Assembly, Port Mathurin

General information Important notification Important notification 1. Open approach (Concept Note and Full Application submitted at one go, USE ONLY THE FORMS IN THIS GUIDELINES ) Call for Proposals no.2 (CfP2) in 2015 Call for Proposals no.2 (CfP2) in 2015  Application (Parts A and B submitted together)  Part A : concept note  Part B : full application  Evaluation (done by EU in two steps)  Step 1 : evaluation of concept note only  Step 2 : evaluation of full application  Award of grant Award / Implementation Award / Implementation

2 nd Call for Proposals - Direct support (up to EUR 800,000) Launch date : 22 January 2015 Budget : EUR 1,560,482 - Deadline for submission of application : 30 April hrs. - Expected award : June/July 2015

What is the 2 nd Call about? (1) General Objective and focus of this 2 nd Call for Proposals (CfP2) is: General Objective and focus of this 2 nd Call for Proposals (CfP2) is: “ to contribute to water sector development in the Island of Rodrigues by ensuring provision of safe drinking water to the local inhabitants in line with the Millennium Development Goals”

What is the 2 nd Call about? (2) Specific objectives : enhancing water production, water distribution, water treatment, storage capacity and propose appropriate water pricing mechanism in a bid to improve access to safe drinking water in Rodrigues; enhancing water production, water distribution, water treatment, storage capacity and propose appropriate water pricing mechanism in a bid to improve access to safe drinking water in Rodrigues; The interventions to be supported under this component of the programme shall comprise of small and large - scale local development activities. The interventions to be supported under this component of the programme shall comprise of small and large - scale local development activities.

What types of actions can be funded ?   Eligible actions will directly improve access to safe drinking water to the local inhabitants of Rodrigues;  hard soft  Both hard (for example, infrastructure projects that will enhance water production, water distribution, water treatment and storage capacity) and soft (for example, capacity- building, governance, sensitisation and water pricing mechanisms) interventions will be considered.

What actions cannot be financed? The following types of action are ineligible: actions concerned only or mainly with individual sponsorships for participation in workshops, seminars, conferences and congresses; actions concerned only or mainly with individual sponsorships for participation in workshops, seminars, conferences and congresses; actions concerned only or mainly with individual scholarships for studies or training courses actions concerned only or mainly with individual scholarships for studies or training courses

Who may apply? (1) To be eligible for a grant under this CfP, applicants must: Be legal, non-profit organisations; Be legal, non-profit organisations; be a Commission of the Rodrigues Regional Assembly and be a Commission of the Rodrigues Regional Assembly and be directly responsible for the preparation and management of the action with the co-applicant(s) and affiliated entity(ies), not acting as an intermediary be directly responsible for the preparation and management of the action with the co-applicant(s) and affiliated entity(ies), not acting as an intermediary

Who may apply? (2)  The applicant may act individually or with co-applicant(s);  Collaboration and joint actions between the different Commissions of the Rodrigues Regional Assembly is highly encouraged.

Can applicants have Co-Applicants ? Applicants can implement projects singly or with one or more Co-Applicant [partnerships are encouraged] Applicants can implement projects singly or with one or more Co-Applicant [partnerships are encouraged] Co-Applicant must satisfy the same eligibility criteria as applicants Co-Applicant must satisfy the same eligibility criteria as applicants Co-applicants can be local authorities established in a Member State of the European Union or an ACP country Co-applicants can be local authorities established in a Member State of the European Union or an ACP country Co-Applicant must sign the Mandate (Part B-Section 4) in the Application Form Co-Applicant must sign the Mandate (Part B-Section 4) in the Application Form

What other orgn’s can be involved? (1) Other entities may be involved as ‘affiliated entities’ Other entities may be involved as ‘affiliated entities’ What can be considered as an affiliated entity(ies) What can be considered as an affiliated entity(ies) 1. must be a legal entity specially established for the purpose of implementing the action; in this case the entity may apply as an applicant or co-applicant whereas the other entity as its affiliated entiy(ies). 2. legal entities having a link with the applicants, notably a legal or capital link, which is neither limited to the action nor established for the sole purpose of implementation on the condition that they satisfy the eligibilty and non-exclusion criteria of the applicant.

What other organisation can be involved? (2) affiliated entities cannot benefit from the grant in return for their role in the formulation and implementation of the action, but the cost they incur in the design can be accepted as eligible affiliated entities cannot benefit from the grant in return for their role in the formulation and implementation of the action, but the cost they incur in the design can be accepted as eligible affiliated entities must satisfy the same eligibility criteria as applicants and co-applicants affiliated entities must satisfy the same eligibility criteria as applicants and co-applicants affiliated entities must sign the affiliated entity(ies) statement (Part B-Section 5) in the Application Form affiliated entities must sign the affiliated entity(ies) statement (Part B-Section 5) in the Application Form

What other organisation can be involved? (3) Other entities may be involved as ‘Associate’ Other entities may be involved as ‘Associate’ Associates can play a useful role in projects, eg. sponsorship, technical support, etc. but they cannot benefit directly from the grant except per diem or travel costs Associates can play a useful role in projects, eg. sponsorship, technical support, etc. but they cannot benefit directly from the grant except per diem or travel costs Associates do not have to meet the same eligibility criteria as grant applicants or their partners, but must be mentioned in Part B, section 6 of the Application Form Associates do not have to meet the same eligibility criteria as grant applicants or their partners, but must be mentioned in Part B, section 6 of the Application Form Grant beneficiaries may also use Contractors to implement the action (subject to EDF rules on procurement– Annex IV of grant contract) Grant beneficiaries may also use Contractors to implement the action (subject to EDF rules on procurement– Annex IV of grant contract)

 Total available budget for CfP2 is EUR 1,560,482 (i.e €3.0 million minus €1,439,517 committed under CfP1)  Size of Grant between EUR 200,000 and EUR 800,000 What is the duration of projects? Projects must last between 12 (min) and 30 months (max) What size of grants can be obtained?

How many applications can be submitted by an applicant? The applicant may submit more than one (1) application(s) under this Call for Proposals. The applicant may not be awarded more than one (1) grant under this Call for Proposals. The applicant may be a co-applicant or an affiliated entity in another application at the same time. A co-applicant/affiliated entity may submit more than one (1) application(s) under this Call for Proposals. A co-applicant/affiliated entity may not be awarded more than two (2) grants under this Call for Proposals. A co-applicant/affiliated entity may be the applicant or an affiliated entity in another application at the same time.

What types of costs are eligible? Those that: are necessary for carrying out the action, are provided for in the contract and comply with the principles of sound financial management are necessary for carrying out the action, are provided for in the contract and comply with the principles of sound financial management have actually been incurred during the agreed implementation period have actually been incurred during the agreed implementation period are recorded in the beneficiaries accounts and are identifiable and verifiable, backed by original supporting documentation are recorded in the beneficiaries accounts and are identifiable and verifiable, backed by original supporting documentation have been incurred whilst respecting EU procurement procedures have been incurred whilst respecting EU procurement procedures

Examples of Eligible Costs… costs of staff assigned to the action (including travel) costs of staff assigned to the action (including travel) purchase of equipment and supplies purchase of equipment and supplies services and sub-contracting services and sub-contracting costs arising from the requirements of the contract (eg. visibility, financial services, printing, etc) costs arising from the requirements of the contract (eg. visibility, financial services, printing, etc) a contingency reserve (up to 5%) of direct cash costs – used only after EU approval a contingency reserve (up to 5%) of direct cash costs – used only after EU approval administrative overheads (up to 7% of overall eligible cash costs) – to be justified upfront administrative overheads (up to 7% of overall eligible cash costs) – to be justified upfront Expenditure verification by a recognised audit firm Expenditure verification by a recognised audit firm

Note: Only Eligible costs can be covered by a grant Eligible costs can be reimbursed on any or a combination of the following forms: Eligible costs can be reimbursed on any or a combination of the following forms: 1. actual costs incurred 1. actual costs incurred 2. simplified cost options (up to EUR ) as shown: 2. simplified cost options (up to EUR ) as shown: –Unit costs –Lump sums –Flat-rate financing (see pgs 9-10 of 22 in the Guidelines) and examples are explained in Annex K

What are ineligible costs? Debts and losses Debts and losses Interest owed Interest owed Items already financed from other sources or other retroactive expenses Items already financed from other sources or other retroactive expenses Currency exchange losses Currency exchange losses Taxes Taxes Purchases of land or buildings Purchases of land or buildings Credits /loans to third parties Credits /loans to third parties

New formula for financing (1) Any request from this CfP must represent a maximum of 90% of the total eligible costs, the balance, i.e 10% will be a cash contribution by the beneficiary.

New formula for financing (2) Total Accepted Cost (TAC) = Total Eligible Cost (TEC) * + In-kind contribution Total Accepted Cost (TAC) = Total Eligible Cost (TEC) * + In-kind contribution (100%) (max 75%) (min 25%) (100%) (max 75%) (min 25%) *Total Eligible Cost = EU contribution + Beneficiary cash contribution *Total Eligible Cost = EU contribution + Beneficiary cash contribution (100%) (max 90%) (min 10%) (100%) (max 90%) (min 10%) Example 1: - If EU contribution is max € (i.e 90% of TEC) - Total Eligible cost = (€ x100/90) = € (100%) - Beneficiary cash contribution = € – € = € (10%) - Total Accepted Cost (TAC)= € (75%) + In-kind contribution (25%) - TAC = (€ x100/75) = € In-kind contribution = € – € = €

New formula for financing (3) Example 2: - If EU contribution is min € (i.e 90% of TEC) - Total Eligible cost (TEC)= (€ x 100/90) = € (100%) - Beneficiary cash contribution = € – € = €22 222(10%) - Total Accepted Cost (TAC)= (TEC) € (75%) + In-kind contribution (25%) - TAC = (€ x100/75) = € In-kind contribution = € – € = €74 074

Contributions (continued)… Contributions in kind means the provision of goods and services free of charge by a third party. Contributions in kind means the provision of goods and services free of charge by a third party. It is allowed for co-financing, but do not represent actual expenditure of the action. It is allowed for co-financing, but do not represent actual expenditure of the action.

Contributions (continued)… In case TAC = TEC (i.e no in-kind contributions), then % applicable to the TAC applies to TEC to ensure required co- financing (see pg 5 para 1 of Guidelines); In case TAC = TEC (i.e no in-kind contributions), then % applicable to the TAC applies to TEC to ensure required co- financing (see pg 5 para 1 of Guidelines); => EU contribution = 75% of TEC => EU contribution = 75% of TEC

How to apply ? Procedures to follow? Applications must be made using the standard application form. Applications must be made using the standard application form. Forms can be downloaded from: Forms can be downloaded from: - Delegation website at - Delegation website at EuropeAid web site - EuropeAid web site services/index.cfm?do=publi.welcome services/index.cfm?do=publi.welcome

How to apply ? Procedures to follow?  Prior registration in PADOR for this Call for Proposals is obligatory;  Registration is obligatory for all applicants, co- applicant(s) and affiliated entity(ies);   PADOR is an on-line database in which organisations register and update their data regularly, through the EuropeAid website: r/index_en.htm r/index_en.htm   Two-stage process: apply for username first then EuropeAid ID  MU-2014-FPB  Typical EuropeAid ID format: MU-2014-FPB MU-2014-FPB  Applicants already having a EuropeAid ID do not need to register in PADOR again. They submit same ID no. Applicants already having a EuropeAid ID do not need to register in PADOR again. They submit same ID no. Applicants already having a EuropeAid ID do not need to register in PADOR again. They submit same ID no.

APPLICATION FORM Part A. CONCEPT NOTE 1Instructions for the drafting of the concept note 1.1. Summary of the action 1.2. Description of the action (max 1 page) 1.3. Relevance of the action (max 3 pages)

Concept Note 1.1SUMMARY OF THE ACTION (MAX 1 PAGE)  Title of the action:  Location(s) of the action: -  Total duration of the action (months):  Requested EU contribution (EUR)  Objectives of the action  Overall objective(s)  Specific objective(s)  Target group(s)  Final beneficiaries  Estimated results  Main activities

Concept note- Design 1.3DESCRIPTION OF THE ACTION (MAX 1 PP) (20/50)  Background to overall design of the action  Objectives  Key stakeholder groups, their attitudes towards the action, and any consultation undertaken with them  Type of activities foreseen and related outputs and results  Broad timeframe for the action

Concept note- Relevance 1.3RELEVANCE OF THE ACTION (MAX 3 PP) (30/50) 1.3.1Relevance to the objectives/specific priorities of the call for proposals 1.3.2Relevance to the particular needs and constraints of the country, region(s) and/or sector 1.3.3Target groups and final beneficiaries, their needs and constraints and how the action will address these needs Particular added-value elements (environment, rights, gender, disability, innovation, best practice)

Concept note (2) To respond in the same sequence as the headings in concept note structure To respond in the same sequence as the headings in concept note structure Not to exceed 5 A4 pages of Arial 10 font size characters with 2 cm margins with single line spacing Not to exceed 5 A4 pages of Arial 10 font size characters with 2 cm margins with single line spacing Evaluation grid shows importance of relevance (30) and description of action (20) Evaluation grid shows importance of relevance (30) and description of action (20) Evaluation based solely on the information provided in concept note. Be clear and complete. Evaluation based solely on the information provided in concept note. Be clear and complete.

Concept note (3) Not to be under-estimated Competitive: only the best go through Competitive: only the best go through Objectives cannot change Objectives cannot change Score for relevance carries forward into full evaluation Score for relevance carries forward into full evaluation Evaluation based solely on its content. Evaluation based solely on its content.

Full Application (1) 1GENERAL INFORMATION 2 THE ACTION 2.1 Description of the Action Description of the action (max 13 pages) Methodology (max 5 pages) Duration and Action Plan (max 4 pages) Sustainability of the Action (max 3 pages) Logical Framework (Annex C)

Full Application (1) continue Budget (Annex B) (3 worksheets) -Budget for the Action -Justification (for items and cost ) -Amount requested & sources of funding Applicant's experience of similar actions Co-Applicant(s)’s Experience (if applicable) 2.2Affiliated entity(ies) experience (if applicable)

Full Application (2) 3THE APPLICANT 3.1.Identity 3.2.Profile 3.3.Capacity to manage and implement actions 3.4List of the management board/ committee of organisation 4CO-APPLICANT (S) of the applicant participating in the action 4.1.Capacity to manage and implement actions 4.2.Mandate (for co-applicant(s))

Full Application (3) 5AFFILIATED ENTITY (IES) PARTICIPATING IN THE ACTION 5.1 Description of the Affiliated Entity (ies) 5.4 Affiliated Entity(ies)’s statement 6 ASSOCIATES OF THE APPLICANT PARTICIPATING IN THE ACTION 7 CHECKLIST FOR THE FULL APPLICATION FORM (to be completed) 8 DECLARATION BY THE APPLICANT (to be signed + stamp) 9 Assessment Grid for the Full Application Form (To be used by the EU only)

Full Application (4) ANNEX : Budget for the Action (3 worksheets) 1 : Budget items, # units, unit rate, cost 2 : Justification of items and cost estimate 3 : Expected sources of funds and Summary of costs ANNEX : Logical Framework ANNEX : Legal Entity Sheet (public entity)

Full Application (5) ANNEX : Budget for the Action (3 worksheets) Item 5.8: Visibility Actions (rule of thumb is 1% of TEC) - Communication & Visibility of the EU is a legal oblication for all external actions funded by the EU; - Communication and Visibility Plan of each project to be supported based on Communication and Visibility Manual for EU External Action

Intervention Logic OVI’s achievement Means of verification Assumpt’ns Overall Objective Broad objectiveKey indicators of OO Sources of info Specific Objective Specific objective contributing to OO Key indicators that SO achieved Sources and methods used to get info External conditions needed and Risks Expected Results List the Results to achieve the Specific Objective Key indicators that results achieved Sources and methods used to get info For each result, one Activities table as below. Result : ActivitiesList and sequence of activities Means: supplies, personnel, equipment, etc. Progress: how measured? Costs: by category and full details in budget Pre- conditions, Assumptions

The procedures (continued)… Applications must be completed in English and typed Applications must be completed in English and typed Hand-written / fax / applications not acceptable Hand-written / fax / applications not acceptable Original + 3 copies and an electronic copy should be sent to the EU Delegation in Mauritius in a sealed envelope. Original + 3 copies and an electronic copy should be sent to the EU Delegation in Mauritius in a sealed envelope.  Either by hand before hrs on 30 April 2015 (local time). Will be rejected if received later.  Or by courier, registered mail as long as it is posted on 30 April 2015 at latest or earlier.

How to submit applications?  The sealed envelope should be addressed to : Head of Delegation Head of Delegation Delegation of the European Union Delegation of the European Union 8 th Floor St James Court 8 th Floor St James Court St Denis Street St Denis Street Port Louis Port Louis MAURITIUS MAURITIUS  Should be marked with: EuropeAid/ /DD/ACT/MU - "Support to water sector development in Rodrigues" - EuropeAid/ /DD/ACT/MU - "Support to water sector development in Rodrigues" - Name and address of applicant organisation - Name and address of applicant organisation - Title of proposal - Title of proposal - “ Not to be opened before the opening session ” - “ Not to be opened before the opening session ”

How will the EU evaluate applications? After deadline date: 1. EU Technical Evaluation Committee will : open and register all applications open and register all applications carry out an administrative check for those received on time carry out an administrative check for those received on time 2. Evaluators will assess the compliant Concept Notes (Part A), using a standard evaluation grid [See next slide] 3. Evaluation Committee will consider and finalise list that pass the Concept Note stage

The Evaluation Grid for Concept Note Criteria Max Score 1.RELEVANCE OF THE ACTION Relevance to objectives/priorities of Call Relevance to needs /constraints of country Relevance wrt target groups and their needs 5 1.4Specific added-value elements? 5 2.DESIGN OF THE ACTION Coherence of overall design of the action Feasibility, and consistency with objectives and results 10

The evaluation process (cont..) 4. Applications with minimum score of 30 are ranked. 5. Only the best kept with total requested funds equivalent to 3 x available budget for further evaluation. Others are rejected. 6. For those accepted, the Full Application (Part B) will then be assessed using a more detailed grid. [See next slide]

The Evaluation Grid (full applications) Criteria Max Score Financial & operational capacity (eg. technical expertise, management experience and capacity, etc) 20 Relevance (to the objectives of the CfP & needs of beneficiaries, etc) – transferred from CN evaluation 30 Effectiveness and feasibility ( appropriateness, ovi’s, consistency with objectives and results,, partnership, etc) 20 Sustainability (eg. likely impact on target groups, multiplier effects, financial/institutional sustainability, local ownership, etc) 15 Budget & cost-effectiveness (ratio between estimated costs and expected results, etc) 15

Step 2: Full Applications (cont.) EU Evaluation Committee considers the work and scores of evaluators and decides on the final scores. EU Evaluation Committee considers the work and scores of evaluators and decides on the final scores. Proposals rejected if score less than 12 for “Financial & Operational Capacity” Proposals rejected if score less than 12 for “Financial & Operational Capacity” Drafting of a provisional list for awards and a reserve list Drafting of a provisional list for awards and a reserve list Verification of Eligibility of provisionally selected applicants Verification of Eligibility of provisionally selected applicants Final list of proposals ranked by score and selected within the limits of the budget. Final list of proposals ranked by score and selected within the limits of the budget.

Step 2: Full Applications (cont.) Budget is corrected to remove errors or ineligible costs or corrections identified by the Evaluation Committee Budget is corrected to remove errors or ineligible costs or corrections identified by the Evaluation Committee Successful applicants are notified and invited to sign their grant contracts with the EU within 30 days of the offer, and to start implementation after either second party signs contract or 1 st day of the month after first disbursement done. Successful applicants are notified and invited to sign their grant contracts with the EU within 30 days of the offer, and to start implementation after either second party signs contract or 1 st day of the month after first disbursement done.

How will the project be financed? Each grant beneficiary must open an account to be used solely for the financing of the approved project. Each grant beneficiary must open an account to be used solely for the financing of the approved project. Financial Identification Fiche duly filled in along with bank statement to be provided; Financial Identification Fiche duly filled in along with bank statement to be provided; EU will deposit the funds in the dedicated project bank account. EU will deposit the funds in the dedicated project bank account.

Provisional Timetable DATETIME* Information meeting (if any)28 January hrs Deadline for requesting any clarifications from the Contracting Authority 10 April :00hrs Last date on which clarifications are issued by the Contracting Authority 20 April Deadline for submission of Application Form]30 April :00hrs Information to applicants on opening, administrative checks and concept note evaluation (Step 1) 15 May 2015*- Information to applicants on the evaluation of the Full Application Form (Step 2) 29 May 2015*- Notification of award (after the eligibility check) (Step 3) 15 June Contract signature01 July 2015-

 For general queries, please send us your requests by to:  Deadline for requesting clarifications is 10 April 2015  All queries + clarifications will be posted on EuropeAid website & Delegation website

Thank you for listening Any further questions?