INFO DAYS Eastern Partnership Territorial Cooperation Programme Moldova-Ukraine
Application Package
Application Package IMPORTANT www.eaptc-ma.eu Guidelines for Applicants Documents to be filled in Documents for information
Annex A: Grant Application Form (Word format) Annex B: Budget (Excel format) Annex C: Logical Framework (Word format) Annex D: Legal Entity Sheet Annex E: Financial identification form (To be submitted during the contracting phase) Proposal Package Documents to be completed
Annex G: Standard Grant Contract + Annex II General Conditions + Annex III Special Conditions + Annex IV Contract Award Procedures + Annex V Standard Request for Payment + Annex VI Model Narrative and Financial Report + Annex VII Model Report of Factual Findings and ToR for an Expenditure Verification + Annex VIII Model Financial Guarantee + Annex IX Standard Template for Transfer of Ownership of assets Annex H: EU Daily Allowance Rates (per diems) Annex K: Guidelines and Checklist for Assessing Budget Annex L: Partnership Agreement Proposal Package Documents for information
Annex A. Application Form
Annex B Budget There will be a separate session in the afternoon on how to fill in the Budget
Annex C Logical Framework There will be a separate session in the afternoon on how to fill in the Logical Framework
Annex D Legal Entity Sheet SHOULD BE COMPLETED, SIGNED, STAMPED AND RETURNED TOGETHER WITH: a copy of the resolution, law, decree or decision establishing the entity in question or, failing that, any other official document attesting to the establishment of the entity by the national authorities.
Supporting documents: To be submitted upon request by the Contracting Authority: The statutes or articles of association of the applicant, co-applicant and affiliated entity; A copy of the applicant s (only applicant s) latest accounts or an audit report for previous year; Legal entity sheet duly completed and signed by each of the applicants (as original); A recent copy of company registration certificate or any equivalent document obtained from the respective authorities;
Building permit or the proof that such permit is not necessary by law (if applicable); Proof that land or premise is owned by applicant, co-applicant(s) or affiliated entities or it is leased at least for 10 years (if applicable); For affliated entities: the document demonstrating the clear Capital or the Legal link of the affiliated entity with the respective applicant or coapplicant; For second and farther co-applicant(s) not from eligible regions, document proving their previous experience in conducting activities in the eligible regions.
Number of applications The lead applicant may submit more than 1 application within this call An applicant may be awarded more than one grant under this call but not more then one per objective. The lead 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 1 application under this Call for Proposals. A co-applicant/affiliated entity may be awarded more than 1 grant under this Call for Proposals. A co-applicant/affiliated entity may be the applicant or an affiliated entity in other applications at the same time.
How to send the application Package Application Form (Annex A) Budget (Annex B) Logical Framework (Annex C) Checklist (section 7, part B, Annex A) Declaration by the Applicant (section 8, part B, Annex A) Mandate for co-applicants (section 4.2,part B, Annex A) Affiliated entities statement (section 5.4, part B, Annex A) must be submitted in one original and 2 copies in A4 size, each bound, also in electronic format (CD- ROM) in separate and single file containing the same info as the paper version. must be submitted in a sealed envelope bearing the title of the programme, the priority and the measure, the full name and address of the applicant
Where to send the Application Package Via: registered mail, private courier service or by hand-delivery Eastern Partnership Territorial Cooperation - Managing Authority Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH 44, Velyka Vasylkivska Street, 01004 Kiev Ukraine Deadline: 14 June 2015 16:00 local time
How to fill in the Application Form
Annex A. Application Form COVER PAGE Part A. CONCEPT NOTE Part B. FULL APPLICATION FORM
Instructions for drafting Application Form Application Form must be submitted in accordance with the instructions for drafting the Application Form! To be typed and written in English, using the correct template Respect the template and respond in the same sequence, to the headings of the Concept Note/Full Application; Is drafted as clearly as possible to facilitate its assessment. Avoid technical jargons Indicate correct contact details
PART A. Concept Note Please have in mind that in the first step assessors will only read and evaluate the concept note; Firstly, only the Concept Notes with a score of at least 30 (out of 50) will be considered for preselection. maximum 5 full pages (A4 size) of Arial 10 characters with 2 cm margins, single line spacing
Part A. 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)
Developing a project: Key components 1. Overall objective 2. Specific objective(s) 3. Expected results of the activities (outputs, outcomes and impact) 5. Activities to be done 6. Target group / beneficiaries 7. Partners 8. Cross border effect 9. Timeline 10. Means & Budget
Title of the action 1.1 Summary of the Action (1 page maximum) Location of the action -specify country(ies) region(s) that will benefit from the action Total duration of the action: EU financing requested (amount) EU financing requested as a percentage of total budget of the Action (indicative) Objectives of the action Target group(s) Final beneficiaries Estimated results Main activities < months> <EUR / currency of the Contracting Authority > % <Overall objective(s)> <Specific objective(s)>
1.2 Description of the action (max 1 page) Please describe your project idea, comprising: Background to the preparation of the action(why is it crucial to address the problem, what has already been done, etc.) Explaination of the objectives; Description of the key stakeholder groups; Description of activities and related outputs and results; Description of the timeframe.
IMPORTANT Your project must demonstrate real contribution to the general objective of the programme and of the Call for proposals!!!
1.3 Relevance of the action (max 3 pages) The objectives and priorities of the call for proposals; Any specific subthemes/sectors/ areas as listed in the GfA; The particular needs and constraints of the target region and / or relevant sectors (specific pre-project situation in the target country, region including quantified data, detailed analysis of problem) Provide information where the action is the continuation of a previous action or part of a larger programme Target groups and final beneficiaries Cross boarder impact of the project
Part B. Full Application Form Ensure comliance and clear reference to the information provided in the concept note and in Annex C Use the same names of activities and their order as in the Action Plan and Concept Note
FULL APPLICATION FORM 1. GENERAL INFORMATION 2. THE ACTION 3. THE APPLICANT 4. THE CO-APPLICANTS 5. THE AFFILIATED ENTITIES 6. ASSOCIATES OF THE APPLICANT PARTICIPATING IN THE ACTION 7. CHECKLIST FOR THE FULL APPLICATION FORM 8. DECLARATION BY THE APPLICANT 9. ASSESSMENT GRID FOR THE FULL APPLICATION FORM
2. The Action 2.1.1 Description (max 13 pages) Describe and explain in detail: the overall and specific objectives, outputs and results; each activity (or work package); the role of each co-applicant in the activities; how the action will improve the situation of the target groups.
Description of the Action Overall Objective Specific Objectives Result 1 Result 2 Activity 1.1 Activity 1.2 Activity 1.3 Activity 2.1 Activity 2.2 Activity 2.3
2.1.2 Methodology (max 5 pages) Describe in detail: The methods of implementation and rationale for it; Synergies with previous or other ongoing projects; Follow up and internal/external evaluation; Role of the various actors and stakeholders; The organisational structure and the team proposed; Means proposed (equipment, material, supplies); Attitudes of all stakeholders towards the action and activities; Activities ensuring visibility.
2.1.3 Duration and Action Plan Year 1 Half-year 1 Half-year 2 Activity / Month 1 2 3 4 5 6 7 8 9 10 11 12 Implementing body Preparation lead-applicant Activity 1 (title) and coapplicant Execution Activity lead-applicant 1 (title) and coapplicant Preparation co-applicant Activity 2 (title) and affiliated entity Etc.
2.1.3 Action Plan Please list the activities in the same order as in point 1.2.1. Description of the action; Allocate appropriate time for the tender procedures (when needed); Do not leave any month(s) empty ; Do not introduce a name of the specific month. Please keep only the numbering, e.g. 1 for the first month of the project implementation, 2 for the second month; Indicate who is responsible for the action (applicant, co-applicant, affiliated entity, etc.).
2.1.4 Sustainability of the action (max 5 pages) Provide a description of: the expected impact of the action (with quantified data where possible); a dissemination plan and the possibilities for replication and extension of the action outcomes (multiplier effects); Furthermore: Provide a detailed risk analysis and contingency plan, including a list of risks associated with each action and mitigation measures (could be done in a table);
2.1.4 Sustainability of the action (2) Provide a description and explanation of: the main preconditions and assumptions during and after the implementation phase; how the action will be made sustainable after completion. Distinguish between four types of sustainability - financial sustainability, - institutional sustainability, - policy level sustainability, - environmental sustainability
2.1.5 Logical Framework Please fill in Annex C All information provided in Annex C has to be consistent with the text provided in the Application Form; Overall objective, specific objective(s) and results have to be consistent with the Concept Note.
Thank you for your attention!