Third CALL for PROPOSALS Ref: EUROPEAID/ 135-001/M/ACT/MU under the DECENTRALISED COOPERATION PROGRAMME II Programme Coordination Unit for DCP Ministry

Third CALL for PROPOSALS Third CALL for PROPOSALS Ref: EUROPEAID/ 135-001/M/ACT/MURef: EUROPEAID/ 135-001/M/ACT/MU

under theunder the

DECENTRALISED COOPERATION DECENTRALISED COOPERATION PROGRAMME IIPROGRAMME II

Programme Coordination Unit for DCPMinistry of Finance & Economic Development

November 2013

Outline of presentationOutline of presentation Important notificationImportant notification

1. Open approach (Concept Note and Full 1. Open approach (Concept Note and Full Application submitted at one go, Application submitted at one go, USE ONLY THE USE ONLY THE FORMS IN THIS GUIDELINESFORMS IN THIS GUIDELINES ) )

2. Two lots : (a) Mauritius (b) Rodrigues & 2. Two lots : (a) Mauritius (b) Rodrigues & OthersOthers

Call for Proposals no.3Call for Proposals no.3 Application (Parts A and B submitted together)Application (Parts A and B submitted together) Part A : concept note Part A : concept note Part B : full applicationPart B : full application Evaluation (done by EC in two steps)Evaluation (done by EC in two steps) Step 1 : evaluation of concept note onlyStep 1 : evaluation of concept note only Step 2 : evaluation of full applicationStep 2 : evaluation of full application Award of grantAward of grant

Award / ImplementationAward / Implementation

Grants - Call for ProposalsGrants - Call for Proposals

Direct support (up to MUR 800,000) for Direct support (up to MUR 800,000) for poverty alleviation using microprojects poverty alleviation using microprojects (CfP)(CfP)

Launch date : Launch date : November 2013November 2013

Budget : Budget : MUR 25.6 M (19.2 M + 6.4 MUR 25.6 M (19.2 M + 6.4 M)M)

Deadline for application : Deadline for application :

2121stst January 2014 @ 14.00 January 2014 @ 14.00 p.m.p.m.

Expected award : Expected award : April 2014April 2014

What is DCP II’s Third Call about?What is DCP II’s Third Call about?

General Objective and focus of this General Objective and focus of this first first Call for ProposalsCall for Proposals (CfP) is: (CfP) is:

“ “ direct support to micro direct support to micro projects projects

for poverty alleviation for poverty alleviation

through improved delivery of through improved delivery of social services and through the social services and through the provision of complementary provision of complementary resources resources ””

What is DCP II’s third Call about?What is DCP II’s third Call about?

Specific objectives Specific objectives ::

education, health and social welfare education, health and social welfare of the poor, vulnerable and of the poor, vulnerable and marginalised.marginalised.

creation of opportunities for social creation of opportunities for social inclusion of the disabled and the inclusion of the disabled and the stigmatised;stigmatised;

women’s empowerment and gender women’s empowerment and gender issues.issues.

Who will be the final Who will be the final beneficiaries?beneficiaries?

Priority will be given to proposals that Priority will be given to proposals that maximise direct impact on targeted, maximise direct impact on targeted, vulnerable groups. vulnerable groups.

CfP3 targets women, children and men CfP3 targets women, children and men identified as poor and / or vulnerableidentified as poor and / or vulnerable

The target group is the entities who will The target group is the entities who will be directly positively affected by the be directly positively affected by the action at the action purpose level.action at the action purpose level.

The final beneficiaries are defined as The final beneficiaries are defined as those who will benefit from the project those who will benefit from the project in the long term at the level of society at in the long term at the level of society at large.large.

Possible final beneficiaries…Possible final beneficiaries…

Individuals living in precarious or Individuals living in precarious or dangerous conditions (in particular dangerous conditions (in particular women and children)women and children)

School drop outs and other youth School drop outs and other youth marginalized through lack of skills marginalized through lack of skills and illiteracy, lack of care ....and illiteracy, lack of care ....

The unskilled or semi-skilled, The unskilled or semi-skilled, unemployed, under-employed and unemployed, under-employed and those in the informal sector living those in the informal sector living below the poverty line below the poverty line

Final beneficiaries (continued)…Final beneficiaries (continued)…

Those in stigmatised groupsThose in stigmatised groups Those with Special NeedsThose with Special Needs The elderlyThe elderly Asset poor groups living in urban, Asset poor groups living in urban,

peri-urban and rural areas unable to peri-urban and rural areas unable to sustain an adequate livelihood.sustain an adequate livelihood.

What types of actions can be What types of actions can be funded?funded?

Any activity that will –Any activity that will – Directly alleviate poverty on Directly alleviate poverty on sustainablesustainable basis basis Effectively integrate marginalised groups into Effectively integrate marginalised groups into

the economic mainstreamthe economic mainstream

Actions may involve, for exampleActions may involve, for example:: remedial education; adult literacy; remedial education; adult literacy; responsible parenthood; sensitisation on responsible parenthood; sensitisation on

social issues; social issues; prevention of substance abuse and social ills; prevention of substance abuse and social ills; training for employability, creation of training for employability, creation of

opportunities for improved livelihood and opportunities for improved livelihood and social inclusion.social inclusion.

Other action requirements…Other action requirements… Activities may involve infrastructure (but Activities may involve infrastructure (but

less than 30% of Total eligible costless than 30% of Total eligible cost) or ) or process interventions such as training or process interventions such as training or other capacity building other capacity building

Applicants must be able to demonstrate Applicants must be able to demonstrate that their proposals are that their proposals are demand-drivedemand-driven, n, and and meet a clearly defined prioritymeet a clearly defined priority need, need, as as articulated by the target grouparticulated by the target group /ultimate beneficiaries/ultimate beneficiaries

Themes Themes excludedexcluded : (addressed elsewhere) : (addressed elsewhere) internal capacity building of NGOs;internal capacity building of NGOs; networking of civil society organisations;networking of civil society organisations; advocacy and policy dialogue.advocacy and policy dialogue.

What actions cannot be financed?What actions cannot be financed? Actions concerned only or mainly withActions concerned only or mainly with sponsorships for workshops/conferences/ training courses; sponsorships for workshops/conferences/ training courses; support to political parties /religionsupport to political parties /religion involving capital expenditure exceeding 30% of Total involving capital expenditure exceeding 30% of Total

Eligible Cost (e.g land, buildings, equipment...)Eligible Cost (e.g land, buildings, equipment...) involving discrimination against minoritiesinvolving discrimination against minorities

Micro-finance, sub-granting, housingMicro-finance, sub-granting, housing General operations of an organisationGeneral operations of an organisation Actions involving land Actions involving land unless lease or unless lease or

letter of intent already grantedletter of intent already granted by by authoritiesauthorities

Actions formal education or health sector Actions formal education or health sector unless prior approval of authorities unless prior approval of authorities obtainedobtained

Who may apply?Who may apply?

To be eligible for a grant under this To be eligible for a grant under this CfP, applicants must:CfP, applicants must:

Be legal, non-profit organisations Be legal, non-profit organisations Be registered in the Republic of Be registered in the Republic of

Mauritius for Mauritius for more than 2 yearsmore than 2 years Operate in the public interestOperate in the public interest Adhere to democratic structures and Adhere to democratic structures and

exhibit high levels of participation, exhibit high levels of participation, transparency and accountabilitytransparency and accountability

Emphasise empowerment of their Emphasise empowerment of their beneficiariesbeneficiaries

Applicant eligibility (continued)…Applicant eligibility (continued)…

Be directly responsible for the preparation Be directly responsible for the preparation and management of the actionand management of the action

Have demonstrable competences and a Have demonstrable competences and a strong track record of success in working strong track record of success in working at grass roots level with vulnerable groupsat grass roots level with vulnerable groups

Fall within the meaning of the term of Fall within the meaning of the term of Non Non State Actor State Actor (NSA)(NSA)

What is an NSA?What is an NSA?

According to Article 6 of the Cotonou According to Article 6 of the Cotonou agreement, NSAs are deemed to agreement, NSAs are deemed to include:include:

““the private sector, economic and the private sector, economic and social partners, including trade union social partners, including trade union organisations; and civil society in all organisations; and civil society in all its forms according to national its forms according to national characteristics.”characteristics.”

Eligible organisationsEligible organisations……

In Mauritius, the types of organisations In Mauritius, the types of organisations that will be considered eligible for grant that will be considered eligible for grant assistance will include the following:assistance will include the following:

local associations and organisations local associations and organisations (such as community-based organisations (such as community-based organisations [CBOs], associations representing [CBOs], associations representing women, youth, and vulnerable groups);women, youth, and vulnerable groups);

development-promotion entities (such development-promotion entities (such as associations, non-governmental as associations, non-governmental organisations [NGOs], research organisations [NGOs], research institutions);institutions);

Eligible organisations (cont.)Eligible organisations (cont.)

federative entities and networks (such as federative entities and networks (such as labour unions, trade unions, federations, labour unions, trade unions, federations, institutions protecting human rights);institutions protecting human rights);

private sector groupings, business private sector groupings, business support organisations, as well as support organisations, as well as representative organisations and representative organisations and networks.networks.

Other requirements for eligibilityOther requirements for eligibility

Applicants Applicants may notmay not participate or be participate or be awarded a grant if:awarded a grant if:

they are bankrupt; guilty of professional they are bankrupt; guilty of professional misconduct, fraud, corruption, or have misconduct, fraud, corruption, or have been in breach of contract, etc.been in breach of contract, etc.

they are subject to a conflict of they are subject to a conflict of interests; are found guilty of interests; are found guilty of misrepresentation in supplying misrepresentation in supplying information; or have attempted to information; or have attempted to obtain confidential information or to obtain confidential information or to influence the evaluation process influence the evaluation process

Can applicants have Can applicants have Co-Co-ApplicantsApplicants??

Applicants can implement projects Applicants can implement projects singly or with one or more singly or with one or more Co-Applicant Co-Applicant (New) (New) [[partnerships are encouragedpartnerships are encouraged]]

Co-ApplicantCo-Applicant must satisfy the same must satisfy the same eligibility criteria as applicants.eligibility criteria as applicants.

Co-ApplicantCo-Applicant can benefit from the grant can benefit from the grant in return for their role in the in return for their role in the formulation and implementation of the formulation and implementation of the action action same as the Applicantsame as the Applicant..

Co-ApplicantCo-Applicant must sign the Mandate must sign the Mandate (Part B-Section 4) in the Application (Part B-Section 4) in the Application Form Form

What other orgn’s can be What other orgn’s can be involved? (1)involved? (1)

Other entities may be involved as ‘Other entities may be involved as ‘affiliated affiliated entitiesentities’’

What can considered as an What can considered as an affiliated entity(ies)affiliated entity(ies) 1. must be a legal entity specially established 1. must be a legal entity specially established

for the purpose of implementing the action; in for the purpose of implementing the action; in this case the entity may apply as an applicant this case the entity may apply as an applicant or co-applicant whereas the other entity as its or co-applicant whereas the other entity as its affiliated entiy(ies).affiliated entiy(ies).

2. legal entities having a link with the 2. legal entities having a link with the applicants, notably a legal or capital link, applicants, notably a legal or capital link, which is neither limited to the action nor which is neither limited to the action nor established for the sole purpose of established for the sole purpose of implementation on the condition that they implementation on the condition that they satisfy the eligibilty and non-exclusion criteria satisfy the eligibilty and non-exclusion criteria of the applicant. of the applicant.


affiliated entities affiliated entities cannot benefit from the cannot benefit from the grant in return for their role in the grant in return for their role in the formulation and implementation of the action, formulation and implementation of the action, but the cost they incur in the design can be but the cost they incur in the design can be accepted as eligibleaccepted as eligible

affiliated entitiesaffiliated entities must satisfy the same must satisfy the same eligibility criteria as applicants and co-eligibility criteria as applicants and co-applicantsapplicants

affiliated entitiesaffiliated entities must sign the affiliated must sign the affiliated entity(ies) statement (Part B-Section 5) in the entity(ies) statement (Part B-Section 5) in the Application Form Application Form


Other entities may be involved as Other entities may be involved as ‘‘AssociateAssociate’’

Associates can play a useful role in projects, Associates can play a useful role in projects, eg. sponsorship, technical support, etc. but eg. sponsorship, technical support, etc. but they cannot benefit directly from the grant they cannot benefit directly from the grant except per diem or travel costsexcept per diem or travel costs

Associates do not have to meet the same Associates do not have to meet the same eligibility criteria as grant applicants or eligibility criteria as grant applicants or their partners, but must be mentioned in their partners, but must be mentioned in Part B, section 6 of the Application FormPart B, section 6 of the Application Form

Grant beneficiaries may also use Grant beneficiaries may also use ContractorsContractors to implement the action to implement the action (subject to EDF rules on procurement– (subject to EDF rules on procurement– Annex IV of grant contract)Annex IV of grant contract)

Where should projects take place?Actions must take place in :Lot 1 : Island of MauritiusLot 2 : Islands of Rodrigues, Agalega or St Brandon.

What size of grants can be obtained?Total available for CfP3 is Rs 25.6 million Grant between Rs 400,000 and Rs 800,000

What is the duration of projects? •Projects must last between 6 (min)

and 12 months (max)

How many applications can be How many applications can be submitted by an applicant?submitted by an applicant?

Not limited, but no more than Not limited, but no more than oneone grant may grant may be awarded per applicantbe awarded per applicant

An applicant may also be a co-applicant or an An applicant may also be a co-applicant or an affiliated entity in another application affiliated entity in another application

Co-applicantCo-applicant may not take part in more than 1 may not take part in more than 1 application, but will not be awarded more application, but will not be awarded more than two grants under this CfP than two grants under this CfP

Applicants are encouraged to concentrate on Applicants are encouraged to concentrate on one or a few good proposalsone or a few good proposals

What types of costs are eligible?What types of costs are eligible?Those that: Those that:

are necessary for carrying out the are necessary for carrying out the action, are provided for in the contract action, are provided for in the contract and comply with the principles of sound and comply with the principles of sound financial managementfinancial management

have actually been incurred during the have actually been incurred during the agreed implementation periodagreed implementation period

are recorded in the beneficiaries are recorded in the beneficiaries accounts and are identifiable and accounts and are identifiable and verifiable, backed by original supporting verifiable, backed by original supporting documentationdocumentation

have been incurred whilst respecting EU have been incurred whilst respecting EU procurement proceduresprocurement procedures

Examples of Eligible Costs…Examples of Eligible Costs… costs of staff assigned to the action costs of staff assigned to the action

(including travel)(including travel) purchase of equipment and suppliespurchase of equipment and supplies services and sub-contractingservices and sub-contracting costs arising from the requirements of the costs arising from the requirements of the

contract (eg. visibility, financial services, contract (eg. visibility, financial services, printing, etc)printing, etc)

a contingency reserve (up to 5%) of direct a contingency reserve (up to 5%) of direct cash costs – used only after DCP approvalcash costs – used only after DCP approval

administrative overheads (up to 7% of administrative overheads (up to 7% of overall eligible cash costs) – to be justified overall eligible cash costs) – to be justified upfrontupfront

Note: Only Eligible costs can be covered by a grant

Eligible costs can be reimbursed on any Eligible costs can be reimbursed on any or a combination of the following forms:or a combination of the following forms:

1. actual costs incurred1. actual costs incurred 2. simplified cost options as shown:2. simplified cost options as shown:

– Unit costsUnit costs– Lump sumsLump sums– Flat-rate financingFlat-rate financing

(see pg 6 of 15 in the Guidelines) and (see pg 6 of 15 in the Guidelines) and examples are explained in Annex Kexamples are explained in Annex K

What are ineligible costs?What are ineligible costs? Debts and lossesDebts and losses Interest owedInterest owed Items already financed from other Items already financed from other

sources or other retroactive expensessources or other retroactive expenses Currency exchange lossesCurrency exchange losses TaxesTaxes Purchases of land or buildingsPurchases of land or buildings Credits /loans to third partiesCredits /loans to third parties

Contributions required from applicants?Contributions required from applicants?

NoNo DCP grant may be DCP grant may be below 65% below 65% nor nor exceed 75% exceed 75% of the total costsof the total costs

Applicants must contribute at least 25% Applicants must contribute at least 25% of the total costs from own resources or of the total costs from own resources or those of their partners or sponsorsthose of their partners or sponsors

Contributions in kind are allowed within Contributions in kind are allowed within these 25%, but these 25%, but cash contribution cash contribution must must be at least 10% of total costs.be at least 10% of total costs.

Cash contribution must be deposited in Cash contribution must be deposited in a bank account specifically set up for a bank account specifically set up for the action before DCP releases any pre-the action before DCP releases any pre-financingfinancing

New formula for financingNew formula for financing Any request from this CfP must

represent a maximum of 90% of the total eligible costs, the balance, i.e 10% will be a cash contribution by the beneficiary.( Note that previously, the EDF contribution was a maximum of 75% of the eligible costs, but now, it is 90% of the eligible costs.

Example: Accepted or project cost= Rs 125 inclusive InKind. Eligible cost=Rs 100. Funding by EU=Rs 90.

Contributions (continued)…Contributions (continued)…

Contributions in kind means the Contributions in kind means the provision of goods and services free provision of goods and services free of charge by a third party.of charge by a third party.

It is allowed for co-financing, but do It is allowed for co-financing, but do not represent actual expenditure .not represent actual expenditure .

Costs of staff assigned to the project Costs of staff assigned to the project can be considered as co-financing can be considered as co-financing when they are paid by the grant when they are paid by the grant beneficiary or partners.beneficiary or partners.

Beneficiary must also manage project Beneficiary must also manage project and set up a PIC to oversee the and set up a PIC to oversee the smooth implementation of the action.smooth implementation of the action.

How to apply ? Procedures to How to apply ? Procedures to follow?follow?

Applications must be made Applications must be made using the new using the new standard application formstandard application form ( (No form for No form for CN. Use the headings provided as a guideCN. Use the headings provided as a guide))

Forms can be downloaded from the DCP Forms can be downloaded from the DCP website at website at http://dcp.gov.mu

• CDs with all the necessary files will also CDs with all the necessary files will also be available at DCP offices for those with be available at DCP offices for those with no or poor access to internet.no or poor access to internet.

• Hard copies may also be obtained at the Hard copies may also be obtained at the DCP offices, but only for viewing. DCP offices, but only for viewing. They They should not be used to submit applications.should not be used to submit applications.

Concept note- a concise overviewConcept note- a concise overview1.11.1 SUMMARY OF THE ACTIONSUMMARY OF THE ACTION (MAX 1 (MAX 1

PAGE)PAGE) Title of the action:Title of the action: Location(s) of the action: -Location(s) of the action: - Total duration of the action (Total duration of the action (monthsmonths):): Requested EU contribution (MUR) Requested EU contribution (MUR) Objectives of the actionObjectives of the action Overall objective(s)Overall objective(s) Specific objective(s)Specific objective(s) Target group(s)Target group(s) Final Final beneficiariesbeneficiaries Estimated resultsEstimated results Main Main activitiesactivities

APPLICATION FORMAPPLICATION FORM

Part A. CONCEPT NOTEPart A. CONCEPT NOTE

11 Instructions for the drafting of the Instructions for the drafting of the concept noteconcept note

1.1. Summary of the action1.1. Summary of the action

1.2. 1.2. Description of the action (max 1 Description of the action (max 1 page)page)

1.3. 1.3. Relevance of the action (max 3 Relevance of the action (max 3 pages) pages)

Concept NoteConcept Note1.11.1 SUMMARY OF THE ACTIONSUMMARY OF THE ACTION (MAX 1 (MAX 1

PAGE)PAGE) Title of the action:Title of the action: Location(s) of the action: -Location(s) of the action: - Total duration of the action (Total duration of the action (monthsmonths):): Requested EU contribution (MUR) Requested EU contribution (MUR) Objectives of the actionObjectives of the action Overall objective(s)Overall objective(s) Specific objective(s)Specific objective(s) Target group(s)Target group(s) Final Final beneficiariesbeneficiaries Estimated resultsEstimated results Main Main activitiesactivities

Part B. FULL APPLICATION Part B. FULL APPLICATION FORMFORM

11 GENERAL INFORMATIONGENERAL INFORMATION

22 THE ACTIONTHE ACTION

33 THE APPLICANTTHE APPLICANT

44 CO-APPLICANT(S)CO-APPLICANT(S)

55 AFFILIATED ENTITY(IES)AFFILIATED ENTITY(IES)

66 ASSOCIATESASSOCIATES

77 CHECKLIST FOR FULL APPLICATION FORMCHECKLIST FOR FULL APPLICATION FORM

88 DECLARATION BY THE APPLICANTDECLARATION BY THE APPLICANT

ANNEXES to applicationANNEXES to application

11 Budget for the Action (guidelines Annex B)Budget for the Action (guidelines Annex B)

22 Logical Framework (guidelines Annex C)Logical Framework (guidelines Annex C)

Concept note- RelevanceConcept note- Relevance

1.21.2 RELEVANCE OF THE ACTIONRELEVANCE OF THE ACTION (MAX 3 PP) (MAX 3 PP) (30/50)(30/50)

1.2.11.2.1 Relevance to the Relevance to the objectives/specific objectives/specific priorities of the calpriorities of the call for proposalsl for proposals

1.2.21.2.2 Relevance to the Relevance to the particular needs and particular needs and constraintsconstraints of the country, region(s) of the country, region(s) and/or sectorand/or sector

1.2.31.2.3 Target groups and final beneficiariesTarget groups and final beneficiaries, , their needs and constraints and how the their needs and constraints and how the action will address these needsaction will address these needs

1.2.4.1.2.4. Particular Particular added-valueadded-value elements elements (environment, rights, gender, disability, (environment, rights, gender, disability, innovation, best practice)innovation, best practice)

Concept note- DesignConcept note- Design

1.31.3 DESCRIPTION OF THE ACTION DESCRIPTION OF THE ACTION (MAX 1 PP)(MAX 1 PP) (20/50)(20/50) Background to overall design of the Background to overall design of the

actionaction ObjectivesObjectives Key stakeholder groups, their attitudes Key stakeholder groups, their attitudes

towards the action, and any consultation towards the action, and any consultation undertaken with themundertaken with them

Type of activities foreseen and related Type of activities foreseen and related outputs and resultsoutputs and results

Broad timeframe for the actionBroad timeframe for the action

Concept note (2)Concept note (2)

To respond in the same sequence as To respond in the same sequence as the headings in concept note structurethe headings in concept note structure

Not to exceed 5 A4 pages of Arial 10 Not to exceed 5 A4 pages of Arial 10 characters with 2 cm margins with characters with 2 cm margins with single line spacingsingle line spacing

Evaluation grid shows importance of Evaluation grid shows importance of relevance (30) and description of relevance (30) and description of action (20)action (20)

Evaluation based solely on the Evaluation based solely on the information provided in concept note. information provided in concept note. Be clear and complete.Be clear and complete.

Concept note (3)Concept note (3)

Not to be under-estimatedNot to be under-estimated

Competitive: only the best go throughCompetitive: only the best go through

Objectives cannot changeObjectives cannot change

Score for relevance carries forward Score for relevance carries forward into full evaluationinto full evaluation

Evaluation based solely on its Evaluation based solely on its content. content.

Full Application (1)Full Application (1)

11 GENERAL INFORMATIONGENERAL INFORMATION22 THE ACTIONTHE ACTION2.1 2.1 Description of the action (max 13 Description of the action (max 13

pages)pages)2.2 2.2 Methodology (max 5 pages)Methodology (max 5 pages)2.3 2.3 Duration and Action Plan (max 4 Duration and Action Plan (max 4

pages)pages)2.4 2.4 Sustainability of the Action (max 3 Sustainability of the Action (max 3

pages)pages)2.5 2.5 Logical Framework (Annex C)Logical Framework (Annex C)

Full Application (1) continue..Full Application (1) continue..

2.6 2.6 Budget (Annex B) Budget (Annex B)--Budget for the ActionBudget for the Action--Justification (for items and cost )Justification (for items and cost )--Amount requested & sources Amount requested & sources

fundingfunding2.7 2.7 Applicant's experience of similar Applicant's experience of similar

actionsactions2.8 2.8 Co-Applicant(s)’s Experience (if Co-Applicant(s)’s Experience (if

applicable)applicable)2.92.9 Affiliated entity(ies) experience Affiliated entity(ies) experience

(if (if applicable)applicable)


33 THE APPLICANTTHE APPLICANT3.1.3.1. IdentityIdentity3.2.3.2. ProfileProfile3.3.3.3. Capacity to manage and Capacity to manage and

implement actionsimplement actionsList of the management board/ List of the management board/

committee of organisationcommittee of organisation

44 CO-APPLICANT (S) CO-APPLICANT (S) of the applicant of the applicant participating in the actionparticipating in the action

4.1.4.1. Description of the co-applicant(s)Description of the co-applicant(s)4.2.4.2. Mandate (for co-applicant(s)) Mandate (for co-applicant(s))


55 AFFILIATED ENTITY (IES) AFFILIATED ENTITY (IES) PARTICIPATING IN THE ACTION PARTICIPATING IN THE ACTION

5.1 Description of the Affiliated Entity 5.1 Description of the Affiliated Entity (ies)(ies)

5.2 Affiliated Entity(ies)’s statement5.2 Affiliated Entity(ies)’s statement

6 6 ASSOCIATES OF THE APPLICANT ASSOCIATES OF THE APPLICANT PARTICIPATING IN THE ACTIONPARTICIPATING IN THE ACTION

77 CHECKLIST FOR THE FULL CHECKLIST FOR THE FULL APPLICATION FORMAPPLICATION FORM

8 8 DECLARATION BY THE APPLICANTDECLARATION BY THE APPLICANT

9 Assessment Grid for the Full 9 Assessment Grid for the Full Application Form (To be used by the Application Form (To be used by the DCP only)DCP only)


ANNEX : ANNEX : Budget for the Action (3 Budget for the Action (3 worksheets)worksheets)

1 : Budget items, # units, unit rate, cost 1 : Budget items, # units, unit rate, cost

2 : Justification of items and cost 2 : Justification of items and cost estimateestimate

3 : Expected sources of funds and 3 : Expected sources of funds and Summary of costsSummary of costs

ANNEX : ANNEX : Logical Framework Logical Framework

Intervention Logic

OVI’s achievement

Means of verification

Assumpt’ns

Overall Objective

Broad objective Key indicators of OO

Sources of info

Specific Objective

Specific objective contributing to OO

Key indicators that SO achieved

Sources and methods used to get info

External conditions needed and Risks

Expected Results

List the Results to achieve the Specific Objective

Key indicators that results achieved

Sources and methods used to get info

For each result, one Activities table as below.

Result :

Activities

List and sequence of activities

Means: supplies, personnel, equipment, etc.

Progress: how measured?Costs: by category and full details in budget

Pre-conditions,Assumptions

The procedures (continued)…The procedures (continued)… Applications must be completed in Applications must be completed in

English using a computerEnglish using a computer Hand-written / fax /email applications Hand-written / fax /email applications

notnot acceptableacceptable Original + 4 copies Original + 4 copies and an and an electronic electronic

copy copy should be sent by the DCP in a should be sent by the DCP in a sealed envelope to sealed envelope to DCP 9DCP 9thth floor EAB floor EAB or or Citronelle.Citronelle.

Either by hand before Either by hand before 14.00 pm on 2114.00 pm on 21stst January 2014January 2014 . Will be rejected if . Will be rejected if received later.received later.

Or by courier, registered mail as long Or by courier, registered mail as long as it is posted on as it is posted on 2121stst January 2014 January 2014 or or earlier.earlier.

How to submit applications?How to submit applications? The sealed envelope should be The sealed envelope should be

addressed to :addressed to :Programme Coordinator DCPProgramme Coordinator DCP

99thth Floor E. Anquetil Building Floor E. Anquetil BuildingCnr SSR and Pope Henessy StreetsCnr SSR and Pope Henessy Streets

Port Louis.Port Louis.

Should be marked with:Should be marked with:<<Name and address of applicant organisationName and address of applicant organisation>><<title of proposaltitle of proposal>>

and the following:and the following:

““Direct Support for Micro-projects for Poverty Direct Support for Micro-projects for Poverty AlleviationAlleviation””

““Not to be opened before the opening sessionNot to be opened before the opening session””

How will the DCP evaluate applications?How will the DCP evaluate applications?

After deadline date:After deadline date:

1.1.DCP team will :DCP team will : open and register all applicationsopen and register all applications carry out an administrative check for carry out an administrative check for

those received on timethose received on time

2.2.Assessors will assess the compliant Assessors will assess the compliant Concept Notes (Concept Notes (Part APart A)), , using a using a standard evaluation grid standard evaluation grid [See next [See next slide]slide]

3.3.Evaluation Committee will consider Evaluation Committee will consider and finalise list that pass the Concept and finalise list that pass the Concept Note stageNote stage

The Evaluation Grid for Concept NoteThe Evaluation Grid for Concept Note

CriteriaCriteria Max Max ScoreScore

1.1. RELEVANCE OF THE ACTIONRELEVANCE OF THE ACTION 3030

1.11.1 Relevance to objectives/priorities of Relevance to objectives/priorities of CallCall

1010

1.21.2 Relevance to needs /constraints of Relevance to needs /constraints of countrycountry

1010

1.31.3 Relevance wrt target groups and their Relevance wrt target groups and their needsneeds

55

1.41.4 Specific added-value elements?Specific added-value elements? 55

2.2. DESIGN OF THE ACTIONDESIGN OF THE ACTION 2020

2.12.1 Coherence of overall design of the Coherence of overall design of the actionaction

1010

2.22.2 Feasibility, and consistency with Feasibility, and consistency with objectives and resultsobjectives and results

1010

The evaluation process (cont..)The evaluation process (cont..)

4.4. Applications with minimum score of 30 Applications with minimum score of 30 are ranked. are ranked.

5.5. Only the best kept with total requested Only the best kept with total requested funds equivalent to 3 x available funds equivalent to 3 x available budget (42m or 14m) for further budget (42m or 14m) for further evaluation. Others are rejected. evaluation. Others are rejected.

6.6. For those accepted, the Full Application For those accepted, the Full Application ((Part BPart B) will now be assessed using a ) will now be assessed using a more detailed grid.more detailed grid. [See next slide] [See next slide]

The Evaluation Grid (full applications)The Evaluation Grid (full applications)

CriteriaCriteria Max Max ScoreScore

Financial & operational capacity Financial & operational capacity (eg. technical (eg. technical expertise, management experience and capacity, etc)expertise, management experience and capacity, etc)

2020

Relevance Relevance (to the objectives of the CfP & needs of (to the objectives of the CfP & needs of beneficiaries, etc) beneficiaries, etc) – transferred from CN – transferred from CN evaluationevaluation

3030

Effectiveness and feasibility Effectiveness and feasibility ((appropriateness , appropriateness , ovi’s, consistency with objectives and results,, ovi’s, consistency with objectives and results,, partnership, etc)partnership, etc)

2020

Sustainability Sustainability (eg. likely impact on target groups, (eg. likely impact on target groups, multiplier effects, financial/institutional sustainability, multiplier effects, financial/institutional sustainability, local ownership, etc)local ownership, etc)

1515

Budget & cost-effectiveness Budget & cost-effectiveness (ratio between (ratio between estimated costs and expected results, etc)estimated costs and expected results, etc)

1515

Step 2: Full Applications (cont.)Step 2: Full Applications (cont.)

DCP Evaluation Committee considers DCP Evaluation Committee considers the work and scores of assessors and the work and scores of assessors and decides on the final scores.decides on the final scores.

Proposals Proposals rejected if score less than 12 rejected if score less than 12 for “Financial & Operational Capacity”for “Financial & Operational Capacity”

Drafting of a Drafting of a provisional list for awards provisional list for awards and a and a reserve listreserve list

Verification of Eligibility Verification of Eligibility of provisionally of provisionally selected applicantsselected applicants

Final list Final list of proposals ranked by score of proposals ranked by score and selected within the limits of the and selected within the limits of the budget.budget.

Step 2: Full Applications (cont.)Step 2: Full Applications (cont.)

Budget is corrected to remove errors Budget is corrected to remove errors or ineligible costs or corrections or ineligible costs or corrections identified by the Evaluation Committeeidentified by the Evaluation Committee

Final list passed on to the Contracting Final list passed on to the Contracting Authority and then the EU Delegation Authority and then the EU Delegation for approval.for approval.

Successful applicants are notified and Successful applicants are notified and invited to sign their invited to sign their grant contracts grant contracts with the PCU within 30 days of the with the PCU within 30 days of the offer, and to start offer, and to start implementationimplementation within 2 months.within 2 months.

What is a grant contract?What is a grant contract? A Grant contract is a legally binding A Grant contract is a legally binding

agreement setting out the obligations agreement setting out the obligations and required contributions of all and required contributions of all parties, ie. the DCP, the applicant and parties, ie. the DCP, the applicant and any co-applicant or affiliated entity or any co-applicant or affiliated entity or associatesassociates

The contract commits the applicant to The contract commits the applicant to carry out the project as described in carry out the project as described in the approved application in the approved application in accordance with the approved budgetaccordance with the approved budget

The contract is subject to standard EC The contract is subject to standard EC conditions, relating to issues such as conditions, relating to issues such as financial management, reporting and financial management, reporting and procurement rulesprocurement rules

How will the project be financed?How will the project be financed?

Each grant beneficiary must open an Each grant beneficiary must open an account to be used solely for the account to be used solely for the financing of the approved project.financing of the approved project.

Once the grant beneficiary deposits Once the grant beneficiary deposits his/her contribution, DCP will effect his/her contribution, DCP will effect an advance payment (covering a pre-an advance payment (covering a pre-agreed time frame and amount as set agreed time frame and amount as set out in the contract).out in the contract).

DCP will deposit the funds in the DCP will deposit the funds in the dedicated project bank account.dedicated project bank account.

Provisional TimetableProvisional Timetable Clarifications: Clarifications: 3030thth December December

20132013 Submission of ApplicationsSubmission of Applications 2121stst January January 20142014 Information on opening & admin checks and concept Information on opening & admin checks and concept

note evaluation (step 1)note evaluation (step 1) 2121stst February February 2014*2014*

Information on evaluation of Information on evaluation of

Full Application Full Application (step 2) (step 2) 2121stst March March

2014* 2014* Notification of award Notification of award

(eligibility check) (eligibility check) (step 3)(step 3) 3131stst March March

2014* 2014*

Contract signatureContract signature 1414thth April 2014April 2014**

Timetable continuedTimetable continued Step 1 : concept notes assessedStep 1 : concept notes assessed Step 2 : full applications assessed for Step 2 : full applications assessed for

those that pass CN stagethose that pass CN stage

DCP will request the following support DCP will request the following support documents from applicants:documents from applicants:– Certificate of registration of applicant and Certificate of registration of applicant and

partnerspartners– Statutes or Articles of association of Statutes or Articles of association of

applicant and partnersapplicant and partners– Copy of latest accountsCopy of latest accounts– Name and address of 3 refereesName and address of 3 referees– Documents helping to explain the Documents helping to explain the

philosophy and raison d’etre of applicantphilosophy and raison d’etre of applicant

Timetable continuedTimetable continued At end of Step 2, a provisional list and a At end of Step 2, a provisional list and a

reserve list are prepared by the Committee.reserve list are prepared by the Committee.

Eligibility is then checked on basis of Eligibility is then checked on basis of documents submitted by applicantsdocuments submitted by applicants

Provisional list and a Reserve list finalised and Provisional list and a Reserve list finalised and approved by NAO and EU Del.approved by NAO and EU Del.

Budget cleaned of errors and ineligible costsBudget cleaned of errors and ineligible costs

Successful applicants will be invited to sign a Successful applicants will be invited to sign a Grant Contract Grant Contract ((within 30 days of offerwithin 30 days of offer))

Thereafter, implementation should commence Thereafter, implementation should commence as soon as possible as soon as possible (deadline of 2 months)(deadline of 2 months)

Timetable continuedTimetable continued The DCP will do a Start-up Check on siteThe DCP will do a Start-up Check on site Successful grant beneficiary must set up non-Successful grant beneficiary must set up non-

interest-bearing project-specific bank interest-bearing project-specific bank account and present original Financial account and present original Financial Identification Form (FIF) / confirm their cash Identification Form (FIF) / confirm their cash contribution & clearances from authorities / contribution & clearances from authorities / establish a PIC / request prefinancing.establish a PIC / request prefinancing.

DCP will have 45 days to effect first payment DCP will have 45 days to effect first payment amounting to 80% of grant for year 1 amounting to 80% of grant for year 1 budget . Remainder (estimated at 20%) of budget . Remainder (estimated at 20%) of grant will be worked out and remitted at grant will be worked out and remitted at closure of project.closure of project.

Reporting progress and financial status by Reporting progress and financial status by Beneficiary every 6 months (standard Beneficiary every 6 months (standard formats)formats)

Regular monitoring by DCP staff.Regular monitoring by DCP staff.

How many applications ?How many applications ?

NOTENOTE • In assessing multiple applications, the In assessing multiple applications, the

Evaluation Committee will take into Evaluation Committee will take into consideration the organisation’s consideration the organisation’s capacity to manage more than one capacity to manage more than one grant simultaneously, and the need to grant simultaneously, and the need to spread DCP resources equitably. spread DCP resources equitably.

• Applicants are encouraged to Applicants are encouraged to concentrate on one or a few good concentrate on one or a few good proposalsproposals

Stage 2: Full ApplicationsStage 2: Full Applications

After deadline date After deadline date (21(21stst January 2014): January 2014):

1.1.DCP team will :DCP team will : open and register all full applicationsopen and register all full applications carry out an administrative check for carry out an administrative check for

those received on timethose received on time

2.2.Assessors will assess the compliant Assessors will assess the compliant applicationsapplications, , using a standard using a standard evaluation grid evaluation grid [See next slide][See next slide]

Financing (continued)…Financing (continued)… Subsequent requests for pre-financing Subsequent requests for pre-financing

must be sent with interim financial and must be sent with interim financial and narrative progress reports and narrative progress reports and supporting documentationsupporting documentation

Once the project is completed, Once the project is completed, applicant will request the final balance applicant will request the final balance for the outstanding amount of grant,for the outstanding amount of grant,** along with the final financial and along with the final financial and narrative progress reportsnarrative progress reports

Through out the implementation Through out the implementation phase, DCP staff will undertake phase, DCP staff will undertake periodic monitoring visitsperiodic monitoring visits

** Note : approved budget is only a cost Note : approved budget is only a cost estimate. Actual amount of funds provided estimate. Actual amount of funds provided will be based on actual expenditure on will be based on actual expenditure on eligible costseligible costs

Where can additional info be Where can additional info be obtained?obtained?

Dedicated Guidelines and the Dedicated Guidelines and the application form available from :application form available from :

DCP OfficeDCP Office

(9(9thth Floor, E.Anquetil Building in Port Floor, E.Anquetil Building in Port Louis)Louis)

DCP Antenna OfficeDCP Antenna Office

(Citronelle, Rodrigues)(Citronelle, Rodrigues)

Guidelines and application forms can Guidelines and application forms can be downloaded from DCP’s website:be downloaded from DCP’s website:

http://dcp.gov.mu

For general queries, please call us on :For general queries, please call us on :

Tel 201 2145 /201 2148/ 201 Tel 201 2145 /201 2148/ 201 3252/ 3252/ 201 3353/ 201 3367 in Port 201 3353/ 201 3367 in Port LouisLouis

Tel 832 5910 in RodriguesTel 832 5910 in Rodrigues

OR e-mail to OR e-mail to [email protected]..

Where can assistance be Where can assistance be obtained?obtained?

The PCU offices are open to callers The PCU offices are open to callers seeking clarifications with the application seeking clarifications with the application forms, the mode of application and forms, the mode of application and administrative aspects of the applicationadministrative aspects of the application

Important : Important : DCP staff cannot write projects DCP staff cannot write projects for applicants nor can they give an for applicants nor can they give an opinion on the merits of an application.opinion on the merits of an application.

Additional info on the Logical Framework Additional info on the Logical Framework as a planning tool for project formulation as a planning tool for project formulation can be consulted on DCP’s webpage.can be consulted on DCP’s webpage.

Thank you for listeningThank you for listening

The Decentralised Cooperation Programme is funded by the European The Decentralised Cooperation Programme is funded by the European UnionUnion