Delegation of the European Union to India Peace-building Partnership Regional Call for Proposals – South Asia Information Session New Delhi, 19 February 2013 Peace-Building Partnership Call for Proposals South Asia 2013

Delegation of the European Union to India WHAT IS THE OBJECTIVE OF THIS CALL? WHO CAN APPLY? WHAT KIND OF ACTIVITIES? HOW TO APPLY? –CONCEPT NOTE –FULL APPLICATION –LOGFRAME –BUDGET

Delegation of the European Union to India GUIDELINES FOR APPLICANTS peaid/online- services/index.cfm?ADSSChck= &do=publi.welcome /india/funding_opportunities/call_f or_tender/ _en.htm

Delegation of the European Union to India WHAT IS THE OBJECTIVE OF THIS CALL FOR PROPOSALS? Ref. Guidelines 1.1 and 1.2

Delegation of the European Union to India INSTRUMENT FOR STABILITY: PEACE-BUILDING PARTNERSHIP To create, restore or consolidate appropriate ways, tools and mechanisms at local and regional level to prevent conflicts and contribute to durable peace. -Capacity building of civil society -Improve civil society networking and advocacy -Promote dialogue between civil society, local and international institutions

Delegation of the European Union to India OVERALL OBJECTIVE OF THIS CALL FOR PROPOSALS To support local actors’ initiatives for the prevention of conflicts and the consolidation of peace in South Asia, while contributing to the global objectives: -Capacity building -Networking and advocacy -Dialogue

Delegation of the European Union to India SPECIFIC OBJECTIVES OF THIS CALL FOR PROPOSALS Three thematic priorities: 1.Women, peace and security 2.Children and youth, peace and conflict 3.Natural resources and conflict

Delegation of the European Union to India EXPECTED RESULTS OF THE CALL Enhanced capacity of civil society organisations working on conflict and peace-building Awareness of problems and solutions related to conflict and peace-building in relation to women, children, and natural resources New or stronger links between different organisations and groups

Delegation of the European Union to India DESIRABLE CHARACTERISTICS Gender Coordination and cooperation Build on what already works Based on clear theory of change Monitoring and evaluation

Delegation of the European Union to India RULES OF THIS CALL

Delegation of the European Union to India WHO CAN APPLY? Eligibility of Applicants Ref. Guidelines , 2.1.2, Main applicant (Beneficiary) Legal person Non profit CSO in large sense Registered in any country Constituted according to law of the country (e.g. FCRA) Registered min. 3 years Min. 2 years experience in relevant sectors Directly responsible for preparation and management of action Co-applicant (partner) Same as applicant Associates Do not have to meet eligibility criteria, but do not receive funding Contractors Procurement rules Sub-grantees In India, must have FCRA Affiliated entities Same as applicant

Delegation of the European Union to India WHAT KIND OF ACTIVITIES? Eligible actions Ref Guidelines TYPE OF ACTION: PROJECT –Self-contained –Coherent set of activities –Clearly defined objectives, outcomes, target group –Limited timeframe DURATION: MONTHS SECTOR/THEME: See Guidelines 1.2 SUB-GRANTING: Max €60,000/grant, types of activities and selection criteria to be specified

Delegation of the European Union to India INELIGIBLE ACTIVITIES Eligible actions Ref Guidelines Individual sponsorship for participation in conferences Individual scholarships for studies Construction of new buildings Pure humanitarian assistance Discriminatory actions

Delegation of the European Union to India LOCATION OF ACTIVITIES Eligible actions Ref Guidelines Lot 1: India Lot 2: Nepal Lot 3: Bangladesh Lot 4: Regional/Multiple countries - Two or more countries - Must include India, Nepal and/or Bangladesh - May also include Bhutan, Sri Lanka, Maldives, Myanmar

Delegation of the European Union to India INDICATIVE ALLOCATION OF FUNDS Ref Guidelines 1.3 Total available: € 2 million Lot 1, 2, 3: € 400,000 per lot Lot 4: € 800,000 Size of grants: Lot 1, 2, 3: € 200,000 - € 400,000 Lot 4: € 300,000 - € 800,000 EU co-funding: 50-80% of total eligible costs

Delegation of the European Union to India For 80 % EU contribution Lot 1, 2, 3: 250,000. EUR< Total budget<500,000. EUR Lot 4: 375,000. EUR < Total budget <1,000,000. EUR 20 % financed by your own sources of funds

Delegation of the European Union to India Budget information in the concept note: cost estimation Summary of the action (p. 5 of the application form): EU financing request in EURO and as a percentage of total budget of the Action ►► Amount of the Contribution requested from the EU.

Delegation of the European Union to India ELIGIBILITY OF COSTS Ref. Guidelines Actual costs incurred Simplified cost options (Annex K) –Unit costs –Lump sums –Flat-rate Contingency reserve (max 5 %) Indirect costs / overheads (Max 7%) Taxes are eligible if the beneficiary can show it cannot reclaim them. Contribution in-kind: not allowed.

Delegation of the European Union to India Also Refer to Annex G published with the Call for proposal, General Conditions of the grant Contract (e3h2_gencond_en[1]) Article 14. How to estimate the cost of a Project? - Necessary, - reasonable, justified, - principle of sound management - value for money, cost-effectiveness. - Costs normally borne by the applicant or co-applicants. List of ineligible costs. Amongst them: purchases of land or buildings; currency exchange losses; In narrative part, point paragraphs on team proposed & main means for implementation of the action should be coherent with the budget.

Delegation of the European Union to India Budget of the Action Annex B - full application

Delegation of the European Union to India Budget of the Action: General recommendations Respect of the format is essential: Annex B – Budget template.xls Action as a whole (total costs of the Action), not only the requested EU contribution 1 st excel sheet : All years and Year 1 2 nd excel sheet: Justification of the budget 3 rd excel sheet: Sources of funding In EURO Total of the 1 st sheet = total of the 3 rd sheet Flexibility (ceiling – possible reallocation) Budget is a budget per nature of costs and not a budget per activities

Delegation of the European Union to India HOW TO APPLY

Delegation of the European Union to India HOW MANY APPLICATIONS? Ref Guidelines Applicant - One application per lot only - May be co-applicant in another application Co-applicant –More than one application per lot allowed –May be affiliated entity in another application Affiliated entity –More than one application per lot allowed

Delegation of the European Union to India Potential Applicant Data Online Registration (PADOR) Ref Guidelines 2.2 Compulsory for all applicants and co-applicants Online database, available at: neservices/pador/index_en.htm Read “quick guide” on website For any questions, contact HelpDesk:

Delegation of the European Union to India

RESTRICTED PROCEDURE Ref. Guidelines Concept note 2. Full application

Delegation of the European Union to India CONCEPT NOTE CONTENT Ref. Guidelines Submit Part A of Grant Application Form –1. Concept note (including EU financing requested in EURO & in %) –2. Checklist for Concept Note –3. Declaration by the Applicant for Concept Note Max. 5 full pages (A4 size) of Arial 10 characters with 2 cm margins, single line spacing Responds, in the same sequence to the headings: –Description of the action –Relevance of the Action and its effectiveness

Delegation of the European Union to India CONCEPT NOTE SUBMISSION Ref. Guidelines Deadline 18 March 2013 at One original and one copy One CD-ROM with exact same version Reference number and title of Call “Not to be opened before the opening session” Send to EU Delegation India

Delegation of the European Union to India Opening and administrative check of Concept Note Ref. Guidelines 2.3 Deadline respected The instructions for the Concept Note have been followed Declaration of applicant signed Concept Note typed and in English One original plus one copy Electronic version on CD Complies with eligibility criteria

Delegation of the European Union to India Evaluation Concept Note Scores 1. Relevance of the actionSub- score Design of the actionSub- score 20 TOTAL SCORE50

Delegation of the European Union to India Evaluation Concept Note 1. Relevance of the actionSub Score How relevant is the proposal to the objectives and priorities of the Call for Proposals? 5x2** How relevant to the particular needs and constraints of the target country(ies) or region(s) is the proposal? (including synergy with other EU initiatives, avoidance of duplication, building on what works) 5x2* 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? Does the action aim to enhance coordination and operational cooperation between separate entities and organisations? 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? 55

Delegation of the European Union to India Evaluation Concept Note 2. Design of the actionSub- score How coherent is the overall design of the action? In particular, does it reflect the analysis of the problems involved, take into account external factors and relevant stakeholders? 5x2** Is the action feasible and consistent in relation to the objectives and expected results? 5x2**10

Delegation of the European Union to India SHORTLISTING After the evaluation of Concept Notes, all applicants will be informed of the result of the evaluation Applicants who submitted the Concept Notes with the highest scores will be invited to submit a Full Proposal

Delegation of the European Union to India FULL APPLICATION Ref Guidelines Submit Part B of Grant Application Form General information table (1) Description of the action (2) Logical Framework (separate annex C) Budget for the action including justification of costs & sources of funding (separate annex B) Experience of similar actions (2.1.7, 2.1.8, 2.2) Description of the Applicant (3), co-applicant (4) & affiliated (5) ALL should be registered in PADOR Signed Mandate for co-applicants & affiliated entities statement Description of the Associates should be filled-in Checklist to be filled in by applicant Signed Declaration by the Applicant

Delegation of the European Union to India LOGFRAME FULL APPLICATION

Delegation of the European Union to India Results-oriented Logframe Intervention logic Objectively verifiable indicators of achievement Sources and means of verification Assumptions Overall objective What is the overall broader objective to which the action will contribute? What are the key indicators related to the overall objective? What are the sources of information for these indicators? Specific objective What specific objective is the action intended to achieve to contribute to the overall objective? Which indicators clearly show that the specific objective of the action has been achieved? What data sources exist or can be collected? What methods are required to get this data? Which factors and conditions outside the Beneficiary's responsibility are necessary to achieve that objective? Expected results What are the results or outputs envisaged to achieve the specific objective. What are the indicators to measure whether and to what extent the action achieves the expected results? What are the sources of information for these indicators? What external conditions must be met to obtain the expected results on schedule?

Delegation of the European Union to India Levels of results / impact Overall Objective The project’s contribution to policy or programme objectives (impact) The broad peace-building impact to which the project contributes Specific Objective Direct benefits to the target group(s) The peace-building outcome at the end of the project – more specifically the expected benefits to the target group(s) Expected Results Tangible products or services delivered by the project The direct/tangible results (goods and services) that the project delivers, and which are largely under project management’s control

Delegation of the European Union to India

Always refer to the Guidelines ! Keep the evaluation grids in mind ! Respect the formats ! Do not change them ! Do not forget the also fill in check lists !

Delegation of the European Union to India FULL APPLICATION EVALUATION

Delegation of the European Union to India Evaluation Full Application Section Max Score 1. Financial and operational capacity Do the applicant and, if applicable, co-applicants have sufficient experience of project management? Do the applicant and, if applicable co-applicants have sufficient technical expertise? (notably knowledge of the issues to be addressed.) Do the applicant and, if applicable, co-applicants have sufficient management capacity? (including staff, equipment and ability to handle the budget for the action)? Does the applicant have stable and sufficient sources of finance?5 2. Relevance of the action 30 Score transferred from the Concept Note evaluation

Delegation of the European Union to India Evaluation Full Application Section Max Score 3. Effectiveness and feasibility of the action Are the activities proposed appropriate, practical, and consistent with the objectives and expected results? 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? Is the co-applicant(s)‘s and affiliated entity(ies)’s level of involvement and participation in the action satisfactory? 5

Delegation of the European Union to India Evaluation Full Application Section Max Score 4. Sustainability of the action 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, extension and information sharing.) 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?) - environmentally (if applicable) (will the action have a negative/positive environmental impact?) 5

Delegation of the European Union to India Evaluation Full Application Section Max Score 5. Budget and cost-effectiveness of the action 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 score100

Delegation of the European Union to India SUPPORTING DOCUMENTS Ref Guidelines 2.4 Applicants that have been provisionally selected for funding will be asked to provide: Statues or articles of association External audit report if grant >€750,000 Copy of latest accounts Legal Entity Sheet Financial Identification Form Most recent activity report Copy of relevant registration document (e.g. FCRA in India)

Delegation of the European Union to India Time schedule – deadlines Ref. Guidelines /02Launch of call 19/02Information session 25/02Deadline request clarification 07/03Reply FAQs 18/03Submission Concept Note 29/04* Information on CN evaluation 29/04*Invitation for full application 13/06*Submission of full application 25/07*Information on FA evaluation 08/08*Notification of award 31/12*Contract signature * indicative dates

Delegation of the European Union to India FAQ Questions to be submitted by by 25 Feb to Replies will be given by 7 March. To ensure equal treatment of applicants, we cannot give a prior opinion on the eligibility of an applicant, a co-applicant, an action or specific activities. Questions together with the answers will be published on web site services/index.cfm?ADSSChck= &do=publi.welcome services/index.cfm?ADSSChck= &do=publi.welcome nder/ _en.htm No individual replies will be given Highly recommended to regularly consult this website

Delegation of the European Union to India THANK YOU