FREQUENTLY ASKED QUESTIONS FOR SPECIAL CALL FOR PROPOSAL FOOD SAFETY

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Karen Elliott
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1 FREQUENTLY ASKED QUESTIONS FOR SPECIAL CALL FOR PROPOSAL FOOD SAFETY Q1: How does one apply for funds under the Special call for Proposal Food Safety? A1: Applications are available from Caribbean Export s website at There is only one type of grant funding: Maximum amount, 10,000 - duration for projects is four (4) months. Project cost must not exceed 14, in order to be reimbursed the maximum amount of 10,000 (=70%) Q2: What is the deadline for the Special call for Proposal Food Safety applications? A2: The deadline for the Special call for Proposal Food Safety is July 9, 2014 at 4:30 p.m. (Barbados Time). The deadline is stated on the Guidelines and Application Forms. The deadline is final. Q3: How long is the evaluation process? A3: The duration of the evaluation process for both the Special call for Proposal Food Safety is thirty (30) working days commencing the next working day after the deadline of the Special call for Proposal Food Safety. All applications submitted under this Special Call will be evaluated by Members of the Evaluation Committee. The Evaluation Committee comprises of one representative of each of the following organisations: Caribbean Export, Caribbean Regional Office for Standard and Quality (CROSQ) and Inter-American Institute for Cooperation on Agriculture (IICA). Refer to Section 4 of the Guidelines for further details. Q4: Can goods (e.g. equipment, tools etc.) and services (e.g. consultant, etc.) be purchased from Non-African Caribbean and Pacific (ACP) and European Union (EU) member countries, such as USA and Canada? A4: No, all goods and services must be purchased from suppliers and service providers operating in African Caribbean and Pacific States and European Union Member countries. Q5: Does the grant under this Special call for Proposal Food Safety advance funds for projects? A5: No funds are advanced to beneficiaries of a grant. Funds are only reimbursed to Beneficiaries of a grant on completion of their project activities and submission of the requisite support documentation such as Payment Request Letter, Final Narrative Report, Final Financial Report, Grant Assessment Report, Original Invoices, Proof of Payment, etc. Kindly review the guidelines for this special call carefully on this matter. Q6: When are applicants notified of Caribbean Export s decision? A6: On completion of the Evaluation Process, Caribbean Export will inform all applicants of the status of their applications: rejected or approved. Caribbean Export s decision to reject an application or not to award a grant is final. Rejected applicants may request in writing from Caribbean Export their score and the reasons for the application being rejected. June10, 2014 Page 1 of 8

2 Q7: Do applicants have to incur the cost of their projects directly? A7: Yes, applicants have to incur the full cost of their project activities and then seek reimbursement from Caribbean Export. Funds are only reimbursed to Beneficiaries of a grant on completion of their project activities and submission of the requisite support documentation such as Payment Request Letter, Final Narrative Report, Final Financial Report, Grant Assessment Report, Original Invoices, Proof of Payment, etc. Kindly review the guidelines for this special call carefully on this matter Q8: Does the grant cover activities that have already been undertaken? A8: No, there is no retroactivity; activities undertaken or costs incurred before the applicant is awarded a grant are not eligible for reimbursement. Q9: Are the last two (2) years financial statements required to be submitted with an application? A9: Yes, eligibility requirements state that all applicants are required to provide two (2) years financial statements to demonstrate their financial capacity to finance their proposed project activities. Therefore, any applicant that does not provide the required financial statements will be rejected. Q10: Are Start-ups eligible to apply? A10: No, Start-ups are not eligible to apply. Start-ups are defined as firms that have been in operation less than two (2) years. Q11: The business is fairly new therefore financial statements are only available for one year. A11: All applicants must submit their last two (2) years financial statements and must be in operation for two years. Start-ups are not eligible as they would not meet the financial eligibility criteria mentioned herein. Q12: Our Company is registered in a particular legal form which does not require keeping accounting books; therefore we would not be able to provide financial statements as required for two years. A12: All applicants must submit their last two (2) years financial statements and must be in operation for two years. Start-ups are not eligible as they would not meet the financial eligibility criteria mentioned herein. Q13: Does the 4 month implementation period occur at any time during the year following funding, or must it come immediately upon receiving a grant? A13: The implementation period takes effect on the day following the date of the last signature on the contract. The 4 month implementation period is the time the Beneficiary has to undertake the proposed project or action for a Grant issued under the Special call for Proposal Food Safety. Q14: I started this professional service 3 years ago but was focusing on the developmental aspects and was only legally registered as a firm 6 months ago. How will my application be handled? June10, 2014 Page 2 of 8

3 A14: The Special call for Proposal Food Safety requires your business to be legally registered, which it is, so you satisfy the legally registered criteria. Additionally, all applicants must submit 2 years financial statements. Therefore, your company must be operating for at least 2 years, which can be confirmed by the requisite financial statements. Q15: How are funds disbursed after an applicant has been awarded a grant? A15: Funds are only reimbursed to a beneficiary for activities undertaken and completed during the implementation period of the signed grant contract. Additionally, costs can only be incurred or be eligible for reimbursement when Caribbean Export has officially approved an application and signed a grant contract with the applicant (the beneficiary) for this Special call for Proposal Food Safety. Q16: How many reimbursements are there? A16: The Special call for Proposal Food Safety only allows one reimbursement payment. Q17: Does an applicant have to use the per diem rates published by European Commission? A17: Yes, all applicants are required to use the per diem rates for travel and subsistence as published by the European Commission (EC). Refer to the EC website for per diem rates: Note: Per Diem is calculated for each night spent outside your place of residence. Q18: What exchange rates should be used to calculate or budget? A18: The Exchange Rates published by the European Commission should be used to prepare your budget and facilitate the conversion from your jurisdictions currency to Euros. The website address is: Q19: What is contribution in kind? A19: Contributions in kind (Payment made in the form of goods and services, rather than cash) made by the beneficiary do not represent actual expenditure and are NOT eligible costs. Q20: Are taxes (e.g. VAT, GCT, etc.) paid by the Special call for Proposal Food Safety? A20: No. Taxes are not eligible for reimbursement. Q21: Are non-registered firms, individuals, entities, organizations eligible to apply for assistance under the Special call for Proposal Food Safety? A21: No, only legally registered individual, entities, organisations, firms in a CARIOFRUM Country are eligible to apply. CARIFORUM Countries are Antigua & Barbuda, The Bahamas, Barbados, Belize, Dominica, Dominican Republic, Grenada, Guyana, Haiti, Jamaica, St. Kitts & Nevis, St. Lucia, St. Vincent and the Grenadines, Suriname and Trinidad and Tobago. Q22: What happens to the proposals that are not successful? A22: Proposals that are not successful are kept and file for seven (7) years. June10, 2014 Page 3 of 8

4 Q23: Can applicants request their scores if they are not successful? A23: Applicants may request their scores from Caribbean Export if they are not successful. Q24: If my application is not successful, can I apply to the next the Special call for Proposal Food Safety? A24: Yes, you can submit a revised or new application whenever the next the Special call for Proposal Food Safety is published. Q25: Can a group of companies or a parent company submit financial statements for a subsidiary? A25: No, the subsidiary must submit their own financial statements. Q26: Can a Business Support Organisation (BSO) apply to the Special call for Proposal Food Safety? A26: No, the BSO may not apply to the Special call for Proposal Food Safety. Refer to Section 2.1 of the Guidelines for further details. Q27: How many applications can an applicant submit? A27: Applicants can submit one (1) completed and signed application form for the Special call for Proposal Food Safety. Q28: Are the grants processed and approved on a first-come, first-serve basis or are all the applications held to be processed after deadline? A28: No, all applications submitted for the Special call for Proposal Food Safety will be evaluated after the deadline at the same time by Members of the Evaluation Committee. The Evaluation Committee comprises of one representative of each of the following organisations: Caribbean Export, Caribbean Regional Office for Standard and Quality (CROSQ) and Inter-American Institute for Cooperation on Agriculture (IICA). Q29: Is funding only available for projects with a lifespan of 4 months? A29: No, but the maximum duration for both the Special call for Proposal Food Safety is 4 months. Q30: Can equipment and software used for an engineering practice be included? A30: Yes Q31: Is in-house training by an external expert also eligible? A31: Yes Q32: Is there any way of charging staff costs for sole proprietor or partner not drawing formal salary? A32: No Q33: Does being in business for over two years but only recently registered still qualify to apply? June10, 2014 Page 4 of 8

5 A33: Yes. Applicants must submit their last two (2) years financial statements and must be in operation for two years. Start-ups are not eligible as they would not meet the financial eligibility criteria mentioned herein Q34: Which travel and subsistence rates are applicable for project activities under travel? A34: Only per diem rates provided by the European Union are acceptable. These per diem rates can be accessed at Q35: If interim financing for Grant portion of Project is this acceptable? A35: Applicants must able to finance and sustain their projects fully at the beginning; that is 100% financing is available prior to project initiation. Q36: Is the Justice of the Peace Stamp and signature on copy of registration OK? A36: No, a copy must be notarized by a Notary Public. Q37: Should Applicant Declaration be certified by Justice of Peace? A37: No. Q38: Will there be an opportunity to submit interim claims? A38: No, the Special call for Proposal Food Safety beneficiaries will only have one (1) opportunity to submit a reimbursement claim. Q39: Does it matter whether the good or service originates from the USA or Canada or any other non ACP or EU member country? A39: No, the Rules of Origin do not apply. Q40: What is meant by,. suppliers and service providers operating in African Caribbean and Pacific States? In other words define, operating. A40: Operating means the suppliers and service providers who have business operations in these countries. Q41: A family member has agreed to loan the funds once the application has been approved, do I send their bank account as proof of available funds? A41: No, you should present the funds in your bank account statement which accompanies your application. Q42: Business name was changed in 2011 from Everdale Farm Products to Everdale Of St. Vincent. Would it be ok to send certificate of change of name or do you need original and the change of name certificate? A42: You will only be required to submit the current certificate of registration or incorporation. Q43: Would the purchase of a new building and retrofitting it qualify for the grant? June10, 2014 Page 5 of 8

6 A43: The purchase of a new building would not be eligible. However, retrofitting a building or structure would be an eligible activity. Refer to Section 2.2 Eligible Projects/Costs of the Special call for Proposal Food Safety Guidelines & Procedures. Q44: Is training for individual staff in the US eligible under the program? A44: No, individual sponsorships for participation in workshops, seminars, conferences, congresses are not eligible. Refer to Section 2.3 Ineligible Projects/Costs of the Special call for Proposal Food Safety Guidelines & Procedures. Q45: Can you please provide some urgent feedback as it relates to whether the financial statements which should be provided in the application process for the Special call for Proposal Food Safety should be audited statements? A45: Financial Statements for do not need to be audited. We accept audited financial statements, as well as unaudited financial statements and financial statements prepared by an accountant or accounting software. Q46: Could you clarify, if I had a project that was 50,000 and I applied for the Special call for Proposal Food Safety grant of 10,000. This would represent 20% of the project cost. Is this OK? A46: Yes, this amount would be accepted as the maximum amount to be awarded under the the Special call for Proposal Food Safety facility is 10,000. Q47: We are being financed by an investment company from the UK, I am correct that all we need is a letter from them with their approval of the financing for the project? i.e. the money does not have to be in our bank statements? A47: An official letter from the UK investment company confirming the actual dollar amount to be funded would be acceptable. Q48: Should pro forma invoices for any equipment to be purchased be scanned and attached? A48: No Q49: Should funds available for project financing be in the company's account or can it be in the account of one of the directors/senior Management? A49: Yes the funds should be in the company s account. The Director/Senior Management may submit their account information on behalf of the company, but their position within the company would need to be confirmed in writing. Q50: Is there a specified font size and paper type? Say A4 versus letter? A50: No Q51: Would software with hardware solutions supplied by a local service provider but who in turn sourced on line from a supplier in the United States qualify as project activity for funding? A51: Yes, as long as the financial transaction is directly with the local supplier who is operating in African, Caribbean and Pacific Member States or European Union Member countries. June10, 2014 Page 6 of 8

7 Q52: We do not have Notary Public in Jamaica. We Have Justices of the Peace (JP) FAQ response says this not acceptable. Don't know what to do. A52: As stated in section 4 of the application form, copies of the Certificate of Registration or Incorporation are required. Q53: If the entity has not been trading directly, but has been operating and accompanies productive groups can apply? A53: The eligibility criteria states the company/firm must be legally registered and have two (2) years financial statements. Q54: You may apply to two or more components within a project proposal? A54: Yes, a project may have multiple activities. Please note that each applicant may submit only one application for the Special call for Proposal Food Safety facility. Q55: Can we apply for more than one project? A55: Yes multiple projects are eligible in one application for the Special call for Proposal Food Safety. Q56: Is the procurement of packaging materials such as bottles and labels eligible? A56: The procurement of packaging materials (e.g. bottles and labels) may be classified as recurring operational costs. If the project being proposed entails a pilot project and requires packaging materials to facilitate trials, the packaging materials would be eligible. Q57: Is the claimed monthly salary expense prorated based on the quantity of time spent on the project per month? A57: No the salary is not prorated. Once the expense is eligible, reimbursement will be based on 100% of the monthly salary for the duration of the project. Q58: Do employee contracts, salary & NIS deduction documentation have to be submitted with the application or only after preliminary approval? A58: No, only the documentation specified in the application form checklist. Q59: My project calls for two people to travel to another country. Are claims for two plane tickets eligible? A59: Yes, air travel and per diem are eligible once they are linked to the proposed project activities within the contract period. Please note that air travel must be via the most direct route and economy fare. Q60: What per diem rates should one use for air travel? A60: Per Diem is calculated for each night spent outside of your country of residence. Per Diem rates for each country may be found at June10, 2014 Page 7 of 8

8 Q61: Is there a recommended or maximum number of eligible days to be spent? A61: No, per diem is calculated for each night spent outside of your country of residence. Per Diem rates for each country may be found at Q62: We are a group of 10 to 12 small producers; one complies with the requirements of the call and exportation experience. Can we present for certification as a group? A62: The maximum grant facility of 10,000 applies to one company when approved. When submitting a group application the lead firm will be awarded a grant contract up to the total amount of 10,000 whether there are other firms involve or not. Q63: There is an institution and a company that support us in the process of development, can we mention them as a partner? They will not be our partners but support us with technical assistance and consultancy A63: Yes Q64 We recently submitted an application for assistance under the Direct Assistance Scheme with your agency. We observed that your organization has recently put out a special call for Food Safety proposals; therefore we would like to know whether: 1. We can resubmit our Direct Assistance Grant Scheme application under the special proposal for Food Safety category? 2. Will the Direct Assistance Grant Scheme application be automatically transferred to the Food Safety category? A64: No, you should not resubmit the same application under the Special Call for Proposal Food Safety as this call is separate and distinct from the call under the Direct Assistance Grant Scheme. The Direct Assistance Grant Scheme application will not be transferred to the Food Safety facility. An applicant may submit one (1) proposal /application form for this special call, which must be materially different from any pending application to the Direct Assistance Grant Scheme (DAGS Q65: Regarding the call for proposals on food safety, I do note that agro-processing was identified as a niche priority sector. Is there a limit on the types of food manufacturers that can apply? Is it that only agro-processors can apply for the grant? A65: Kindly note that there is no limit on the types of food manufacturers that can apply. Also note that this special call for proposal food safety is only for agro processors who are focusing on the EU Market specifically. Q66: May I inquire if the current call for proposals for agro-processors can include water purification companies? A66: Yes, it can include water purification companies once the focus is on providing a product targeting the EU market. Note the eligible criteria in the Guidelines for the Special Call for Proposal Food Safety. June10, 2014 Page 8 of 8

FREQUENTLY ASKED QUESTIONS FOR THE DIRECT ASSISTANCE GRANT SCHEME

FREQUENTLY ASKED QUESTIONS FOR THE DIRECT ASSISTANCE GRANT SCHEME Q1: How does one apply for funds under the Direct Assistance Scheme? A1: Applications are available from Caribbean Export s website at