Strengthening the Civil Society in promoting Human Rights and Development in Fiji Reference: EuropeAid/136-491/DD/ACT/FJ Lot 1 Civil Society Organizations and Local Authorities - € 1,900,000 Strengthening human rights and development in Fiji €2,440,000 Global objective: Improve governance and accountability by empowering citizens to express collectively their demands Lot 2 European Instrument for Democracy and Human Rights (EIDHR) - € 540,000 Global objective: Support to democracy by contributing to the development and consolidation of democracy, rule of law and respect of all human rights and fundamental freedoms Objectives and priorities Improve governance and accountability, inclusive policy-making, engagement with public authorities Promote democracy, enhanced oversight in support of national processes Inclusive and sustainable growth. Focus on marginalized and vulnerable groups and communities Financial support to third parties is compulsory under Lot 1 PRIORITIES – LOT 1 Sector-based networking and coordination: Build and sustain national and grassroots levels networks, share lessons learnt and good practices. Monitor and report on democratization and development issues; engage with the public authorities on relevant policies. Capacity building initiatives to promote sustainable growth through private sector development, advocate policy reforms for job creation, entrepreneurship and decent work. Assist Fiji in meeting its international commitments Gender equality, strengthen women's participation in decision-making processes, politics and economic empowerment. Objectives and priorities PRIORITIES – LOT Development and consolidation of democracy and rule of law Respect of all human rights and fundamental freedoms Enhance participatory and representative democracy, transparency and accountability 2 Improved access to justice with a focus on marginalized and vulnerable groups and communities. Engage in national initiatives to strengthen and reform the justice system (e.g. policy debates, promotion of inclusive processes, enhancing of research and study-undertaking capacities). Assist national policies and programmes for an independent and well-trained media. Human Rights research and advocacy in relation to Fiji’s UPR commitments, justice sector reform and/or media independence, including freedom of expression. Objectives and priorities Special provisions Lot 1 – CSO/LA € 1,900,000 Minimum amount: € 400,000 Maximum amount: € 650,000 Partnerships are obligatory. Financial support to third parties is The EU will fund a maximum of 90% compulsory only for (Fiji-based CSOs) or 75% for EU CSOs Lot 1. Lot 2 - EIDHR Team-up with € 540,000 community-based organizations and Minimum amount: € 240,000 Maximum amount: € 300,000 from rural and marginalised areas The EU will fund a maximum of 95% is encouraged. - The remaining balance must be financed from sources other than the EU budget or the European Development Fund. Financial allocations Eligibility criteria – The Actor Civil society organization Non-profit Legal person Applicant or coordinator The Coordinator is the main interlocutor of the EU and represents and acts on behalf of any other co-beneficiary (if any) and affiliate(s). Established in Fiji or the EU Directly responsible for the preparation and management of the action (coapplicants/affiliates) Eligibility criteria – Co-applicants Established in Fiji or the EU Civil society organization Directly responsible for the preparation and management of the action (coapplicants/affiliates) Non-profit Coapplicants Legal person Participate in designing and implementing the action. Incurred costs eligibility same as applicant’s Sign Mandate in application form NUMBER OF APPLICATIONS AND GRANTS Up to 1 application per lot Number of applicatio ns and grants per applicant Up to 1 grant per lot An applicant can be a co-applicant or affiliate under another application Multiple applications per lot Number of applications and grants per coapplicant Multiple grants per lot May be the applicant or affiliate under another application The potential applicant may not participate in the Call or be awarded grants if its in any of the following situations: Bankrupt or being wound up; has suspended business activities, Persons in-charge convicted of an offense concerning their professional conduct Guilty of grave professional misconduct Failure to pay their social security contributions Subject to fraud, corruption, criminal organisations, money laundering or any other illegal activities Administrative penalty The applicant must declare that himself, the coapplicant(s) and affiliated entity(ies) are not in any of these situations (Part A, section 3 of the grant application form). Eligibility criteria Affiliated entities Structural link with applicant (legal or capital link) which existed before and its independent of the call Financial control Daughter/parent/ sister companies Membership, i.e. network, federation, association etc Exception: An association or group of entities which were specifically established for the sole purpose of this action and which together comply with the criteria. Eligibility criteria What's not an affiliated entity Into a (procurement) contract or subcontract with a beneficiary, act as concessionaires or delegates for public services from the beneficiary Receiving financial support from beneficiary Cooperate on regular basis (MoU) or share assets Signed consortium agreement under the grant contract Eligibility criteria ASSOCIATES AND CONTRACTORS THE FOLLOWING ENTITIES ARE NOT APPLICANT(S) NOR AFFILIATED ENTITY(IES) AND DO NOT HAVE TO SIGN THE "MANDATE" OR "AFFILIATED ENTITIES' STATEMENT 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 as the applicant but must be mentioned in the Application form The grant beneficiaries and their affiliated entities are permitted to award contracts. Associates Contractors Associates or affiliated entity(ies) can NOT be also contractors in the project. Contractors are subject to the procurement rules set out in Annex IV to the standard grant contract. in Fiji Duration: 24-36 months Sectors and themes: See Objectives of programme. Actions can address more than one specified objective A PARTICULAR ACTIVITY: F I N AN CIAL S U PPORT TO T H IRD PA R TIES in order to help achieve the objectives but may not be the main purpose of the action Maximum amount per third party is € 60,000 (about FJ$ 144,800) Applicants should define mandatorily in the grant application form: 1. The foreseen objectives and results, 2. The different types of activities, 3. Types/categories of persons which may receive financial support, 4. Their selection criteria, 5. The criteria determining the exact amount of financial support for each third party, 6. The maximum amount(s). Financial support is compulsory under Lot 1 and recommended under Lot 2. Third parties cannot be affiliates, nor associates, nor contractors I N E L I G I B L E AC T I O N S Actions concerned only or mainly with individual sponsorships for participation in workshops, seminars, conferences; Actions concerned only or mainly with individual scholarships for studies or training courses; Proselytism; Microfinancing; One-off conferences that are not part of wider activities; Actions which discriminate against individuals or groups of people on grounds of their gender, sexual orientation, religious beliefs or lack of them, or their ethnic origin; Actions supporting political parties; Actions consisting exclusively or primarily in capital expenditure, (land, buildings, equipment and vehicles etc). VISIBILIT Y OF THE ACTION Contractual obligation Must publicise and raise awareness of EU funding Communication and visibility manual (page 14 of Guidelines) Press Officer of EU Delegation Important: The European Union and the EU Delegation for the Pacific place great importance on the visibility of EU-funded projects. The Costs – Eligibility of costs Direct eligible costs Admin costs (overhead): Max 7% of total eligible costs Eligible costs Contingency reserve: Max 5% of total eligible costs Tax (with proof that it cannot be reclaimed) INELIGIBLE COSTS Debts and debt service charges (interest) Provisions for losses or potential future liabilities Costs declared by Beneficiary(ies) and financed by another action or work programme receiving an EU grant Currency exchange losses Credit to third parties Purchases of land or buildings except where necessary for the direct implementation of the action. If so, the ownership must be transferred to the final beneficiaries, at the latest at the end of the action How to Apply Register in PADOR Prepare your concept note Send your application (What, How, Where and When) Register in PADOR PADOR is an online database in which organisations register and update their profile regularly. For Phase 1 - Concept notes registration is compulsory for applicants For Phase 2 - Full proposals, registration is obligatory for all entities. Step 1: Before starting to register your organisation in PADOR, please read the ‘Quick guide’ on the website. It explains the registration process. http://ec.europa.eu/europeaid/pador-guide-applicants_en Also, have a scanned copyStep of your organisation’s statute of registration as NGO and the 2: Create an ECAS account. latest financial report (audited or internal) https://webgate.ec.europa.eu/cas/eim/external/register.cgi Step 3: Go back to PADOR website and create your PADOR profile: http://ec.europa.eu/europeaid/pador_en Step 1 Read the Guide Step 2 PADOR & ECAS Step 3 PADOR profile ProcedureProcedure to followto–follow Concept note 2. Relevance of the action (3 pages) 1. Summary of the action (1 page) 3. Description of the action (1 page) 4. Checklist Concept note (Part A of Grant Application Form) Concept notes in English only and not handwritten. Budget: Provide only an estimate and the percentage requested from the EU. Detailed budget is only required in the Full Proposals. 5. Declaration For reasons of administrative efficiency, the EU may reject any Concept Note sent in due time but received after the effective date of approval of the Concept Note evaluation Delegation of the European Union for the Pacific Postal address: Private Mail Bag, G.P.O., Suva, FIJI If hand delivered: Level 6, Tappoo corner of Scott & Usher streets. When By registered mail and in a sealed envelope with: - Reference number and title of the call - Lot number - Full name and address of applicant - ‘Not to be opened before the opening session’ Where - Concept note - Checklist - Declaration - One original, one copy and one electronic version (must be exactly the same as the paper version) How What Send your Each Concept Note together with the Checklist and the Declaration application must be submitted in one original and 2 copies in A4 size, each (What, How, Where bound. and When) Deadline for submission of Concept Notes: 13 February 2015, 4pm Suva time - Date of dispatch, the postmark or the date of the deposit slip. Questions and clarifications Send us your questions by 4pm 23 January 2015 to [email protected] The EU Delegation will respond by publishing a Frequently Asked Questions (FAQs) will be published on the EuropeAid website https://webgate.ec.europa.eu/europeaid/onlineservices/index.cfm?do=publi.welcome and on the EU Delegation for the Pacific website http://eeas.europa.eu/delegations/fiji/index_en.htm There won’t be any individual replies All questions related to PADOR registration should be addressed to the PADOR help desk: [email protected] What comes after Evaluation of Concept Notes and selection of applications All applicants are informed Evaluation of full applications (only successful applicants) Notification of grant award and contract signing EVALUATION AND SELECTION OF CONCEPT NOTES Examined and evaluated by the EU (possible assistance of external assessors) 1. Administrative check Compliance with the submission deadline. 2. Concept Notes that pass the administrative check will be evaluated on the basis of: Relevance to the Points 1. Objectives and priorities 5*2 2. Needs and constraints in Fiji 5*2 3. Clarity of the identified beneficiaries and target groups as well as of their needs 4. The added value elements of your proposal 5 5 Only concept notes with a score of at least 30 points will be considered for preselection. Design Points 1. How coherent the overall design of the action is 5*2 2. Feasibility of the action and consistency in relation to objectives and expected results 5*2 INDICATIVE TIMETABLE (MIGHT CHANGE!) Information meeting Deadline for requesting any clarifications from the EU Last date on which clarifications are issued by the EU Deadline for submission of Concept Notes Information to applicants on opening, administrative checks and concept note evaluation (Step 1) Invitations to submit Full Application Form Deadline for submission of Full Application Form Information to applicants on the evaluation of the Full Application Form (Step 2) Notification of award (after the eligibility check) (Step 3) Contract signature DATE 15 January 2015 TIME* 10am (Suva time) 23 January 2015 4pm (Suva Time) 30 January 2015 - 13 February 2015 4pm (Suva Time) 23 February 2015 - 9 March 2015 - 20 April 2015 - May 2015 - May 2015 - May 2015 - LIST OF ANNEXES DOCUMENTS TO BE COMPLETED Annex A: Grant Application Form (Word format) PART A ONLY – Concept Note + Checklist + Declarations Don’t forget to complete registration in PADOR! DISCLAIMER The contents of this presentation do not replace the guidelines and application forms which are the only binding documents for the Call. Vinaka and Dhannewaad! Any questions?