EuropeAid/126417 - SMILING Call for Proposals

The SMILING Programme

• Capacity building by PRIP Trust (€ 2.4 million)

• 3 Calls for Proposals Cluster-wise (€ 2 million + € 2 million + € 3 million)

• Duration 5 years – January 2007 to December 2011

• Implemented in 3 Clusters along Jamuna, Ganges rivers’ basins

Key Documents• Guidelines for Applicants

- Containing Rules on the Call and list of Annexes i.e. documents to fill + documents for info

• Grant application form (Annex A of Guidelines)

Please read carefully and follow instructions

Please follow strictly the format

EuropeAid/126417-SMILING

GUIDELINES FOR GRANT APPLICANTS

Guidelines for Applicants1.2 Objectives

Improve quality of life of most disadvantaged through:

1) Institutional Capacity Building of NGOs;

2) Supporting small scale initiatives

Guidelines for Applicants1.3 Financial allocations

• Lot 1 – Priority A (Reduce vulnerability related to natural disaster) € 650 000

• Lot 2 – Priority B (Enhance access of disadvantaged communities to Local services) € 700 000

• Lot 3 – Priority C (Improve health and hygiene conditions of disadvantaged communities) € 650 000

Guidelines for Applicants1.3 Size of the grants

• Amount

- Minimum: € 80 000

- Maximum: € 150 000

• Percentage of total

- Minimum 50%

- Maximum 95%

Guidelines for Applicants2.1.1 Who can apply

• Non-profit-making legal entity (1 year registration with NGOAB and directly responsible of the action

• Local organization (HQs in Cluster 1 or 2) with:

- at least 25 villages and 4000 beneficiaries

- at least 20 full time staff

- at least € 50 000 yearly operating budget

• Not in situation described in Practical Guide Section 2.3.3

Can apply individually or in consortia with partners (same eligibility criteria as Applicants except

NGOAB reg.)

Guidelines for Applicants

2.1.3 Eligible/Ineligible actions

ELIGIBLE INELIGIBLE• Duration between 12-36

months

• In 1 OF 3 priorities

• Location in 1st OR 2nd or both Clusters

• Attention to rights of children, women, disabled, indigenous people as cross cutting issues

• One single action (seminar, scholarship, training, studies, academic research etc.)

• support to political parties

• purchase of buildings, offices, vehicles

• equipment not related to project

Guidelines for Applicants;

2.1.4 Eligible/Ineligible costs

ELIGIBLE INELIGIBLE• Salaries, travel and subsistence

allowances not exceeding those normally borne by the Beneficiaries or its Partners

• Purchase/rental of equipment/supplies, consumables at market rate

• Contingency of maximum 5% of direct cost (used only after prior authorization)

• Indirect cost (overheads) maximum 7% of direct cost

• Debts, interest owed, currency exchange losses, credits to third parties

• Items already financed by other actions

• Purchases of land, building (except where necessary BUT to be transferred to final beneficiaries)

• Taxes, including VAT• Any cost outside the implementation

period

ONLY REAL COSTS based on supporting documents (except overheads cost) as in General Conditions of ANNEX F

Guidelines for Applicants2.2.1 How to apply and following procedures

• A complete application in ENGLISH

- Annex A: Application Form

- Annex B: Budget Hard + Electronic- Annex C: Logical Framework

• Submission in 1 original and 2 copies

Incomplete, hand-written, containing errors regarding points in

Checklist WILL BE REJECTEDOnly documents mentioned in the Guidelines will be

ASSESSED

Guidelines for Applicants;2.2.2 Where and how to send• Address

Head of Contract and Finance Section

Delegation of the European Commission to BangladeshPlot # 7, Road # 841212 Gulshan 2 – Dhaka

• SEALED ENVELOPE, Registered/courrier/hand-delivery mail

• A) Checklist (Section V part B of application form) and b) Declaration (Section VI part B of application form) enclosed BUT separate

• The envelope must contain:

- Ref. number, title of call, title + number of lot- name + address of applicant- Written: “NOT TO BE OPENED BEFORE THE OPENING SESSION” and

Guidelines for Applicants2.2.3 Deadline for submission

4 May 2008at 16:00 local time

as evidenced by signed and dated receipt/postal registration

APPLICATIONS SUBMITTED AFTER THE APPLICATIONS SUBMITTED AFTER THE DEADLINE WILL BE AUTOMATICALLY DEADLINE WILL BE AUTOMATICALLY

REJECTEDREJECTED

Guidelines for Applicants;2.3 Evaluation and selection

• Step 1: Opening Session and administrative check

• Step 2: Evaluation of Concept Notes

• Step 3: Evaluation of Full Application

• Step 4: Verification of Eligibility

Guidelines for Applicants2.3 Evaluation and selection STEP 1ADMINISTRATIVE CHECK

• Deadline respected• Application Form according to Checklist

EC will communicate the result of the administrative check to applicants

If requested information missing or incorrect the proposal may be rejected

ON THAT SOLE BASIS

Guidelines for Applicants2.3 Evaluation and selection STEP 2Evaluation of Concept Notes

• Evaluation criteria:Relevance

Effectiveness

Sustainability

• Overall score: 50

• Minimum requested: Overall 30 and 12 in Relevance

List of Proposals will be reduced to an amount corresponding to three times the

available budget

Guidelines for Applicants2.3 Evaluation and selection STEP 3Evaluation of Full Application

• Selection criteria- Applicants has sufficient source of finance and

management capacity

• Award criteria- Quality of proposal:

1) Financial/operational capacity

2) Relevance

3) Methodology

4) Sustainability

5) Budget and cost-effectiveness

Guidelines for Applicants2.3 Evaluation and selection STEP 4VERIFICATION OF ELIGIBILITY

Cross-check with Section VI of part B and 2.11, 2.1.2 and 2.1.3

ONLY PERFORMED IF PROVISIONALLY SELECTED ACCORDING TO SCORE

Guidelines for Applicants2.4 Supporting documents

Provisional selected applicants requested to submit a list of documents i.e.:

- Statutes, articles of association, proofs of registration- Latest accounts- Information about Executive Board- Legal Entity/Financial Identification Forms

IN ENGLISH OR OFFICIALLY TRANSLATED

+Submission by 15 calendar days

Guidelines for Applicants2.5.2 Indicative timetable

DATE TIME

Information meeting 24-25 February 2008

Deadline for request for clarifications by EC 13 April 2008 4:00 PM

Last date on which clarifications are issued by the EC

23 April 2008

Deadlines for submission of Application Form 4 May 2008 4:00 PM

Information to applicants on opening and administrative check

16 May 2008

Information to applicants on evaluation of Concept Notes

25 May 2008

Information to applicants on evaluation of Full Application Form

11 June 2008

Notification of award 6 July 2008

Contract signature 16 August 2008

EuropeAid/126417-SMILING

GRANT APPLICATION FORM

Grant Application Form

Part A: Concept Note

Part B: Full Application Form

Grant Application FormPart A. Concept Note

There is no specific template for Concept Note

ONLY GUIDANCE NOTES

Make it clear in order to be assessed according to:

RELEVANCE, EFFECTIVENESS, SUSTAINABILITY

Grant Application FormPart B: Full Application Form I. THE ACTION

• Description of the action + LOGFRAME

• Budget for the action ANNEX B

• Expected sources of funding

• Experience of similar action

FOLLOW ATTENTIVELY THE INDICATIONS

Grant Application FormPart B: Full Application Form II. THE APPLICANT

1. IDENTITYFor legal identification

2. PROFILEType of organization/sector of action

3. CAPACITY TO MANAGE ACTIONSYears of experience / # of projects / financial infos

4. MANAGEMENT COMMITTEEAlso as supporting documents + statement

Grant Application FormPart B: Full Application Form III (IV). PARTNERS/associate of APPLICANT

1. DESCRIPTION OF PARTNERSLegal information/experience/partnership etc.

2. PARTNERSHIP STATEMENT

TO BE SIGNED BY THE PARTNER ORGANIZATION

Grant Application FormPart B: Full Application Form

V. Checklist Fill + final check before submitting

VI. Declaration To be signed by the applicant

VII. Assessment grid Tool for the EC but useful to go through

Annex B: Budget (Sheet 1)

1. Human resources

1.1 Salaries

1.2 Salaries expat staff

1.3 Per diem

2. Travel

3. Equipment, supplies

4. Local office

5. Other costs, services

6. Other

7. Subtotal direct costs (1-6)

8. Contingency (max 5% of 7)

9. Total direct costs (7+8)

10. Administrative costs (max 7% of 9.)

TOTAL eligible cost (9+10)

Annex B: Budget (Sheet 2)

EXPECTED SOURCES OF FUNDING

Amount (EUR)

Percentage of total %

Applicant’s financial contribution

(to be inserted if allowed by the guidelines: in kind contribution)

Commission contribution sought in this application

Contribution's) from other European Institutions or EU Member States (Name/Conditions)

Contribution from other organisations (Name/Conditions)

TOTAL CONTRIBUTIONS

Direct revenue from the Action

OVERALL TOTAL

ANNEX C: Logical Framework

Intervention logic Objectively verifiable indicators of achievement

Source and means of verification

Assumptions

Overall objectives

What are the overall broader objectives to which the action will contribute?

What are the key indicators related to the overall objectives?

What are the sources of information for these indicators?

Specific objectives

What specific objective is the action intended to achieve to contribute to the overall objectives?

Which indicators clearly show that the objective of the action has been achieved?

What are the sources of information that exist of an be collected? What are the methods required to get this information?

Which factors and conditions outside the Beneficiary’s responsibility are necessary to achieve that objective? (external conditions) Which risks should be taken into consideration?

Expected results The results are the outputs envisaged to achieve the specific objective. What are the expected results? (enumerate them

What are the indicators to measure whether and to what extend 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?

Activities What are the key activities to be carried out and in what sequence in order to produce the expected results? (group the activities by result)

MEANS:

What are the means required to implement these activities, e.g. personnel, equipment, training, studies, supplies, operational facilities, etc.

What are the sources of information about action progress?

COSTS

What are the action costs? How are they classified? (breakdown in the Budget for the Action)

What pre-conditions are required before the action starts? What conditions outside the Beneficiary's direct control have to be met for the implementation of the planned activities?

Thank you, Good Work and Luck!