NonState Actors

1
Non-State Actors Local Authorities in
Development(Actions in Pakistan)

• Call for Proposals
• Reference EuropeAid/126693/L/ACT/PK
• Information Session

2
Non-State Actors Local Authorities in
Development

• Presentation Outline
• Chapter I Background and Objectives
• Chapter II NSAs/LAs Actions in Pakistan
• Chapter III Rules for the Call for Proposals
• Chapter IV Eligibility criteria
• Chapter V How to apply and procedures to follow
• Chapter VI Further information for the
  applicants
• Chapter VII Eligibility Verification of
  applicants and partners, supporting documents
  and notifications
• Chapter VIII CfP indicative timetable

3
BackgroundEuropean Commission, NGOs and Local
Authorities

• The Commissions long-standing relationship and
  cooperation with NGOs and local and decentralised
  authorities in the field of development.
• European Union's (EU) commitment to fighting
  poverty and promoting the rule of law and
  adherence to fundamental freedoms set out in the
  European Community Treaty.
• Non-State Actors and Local Authorities in
  Development, introduced in 2007, is the
  successor of the previously known Co-financing
  with NGOs and De-centralised Cooperation
  budget-lines.

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Overall Objectives (2007 Annual Action
Plan) Non-State Actors Local Authorities in
Development
Poverty reduction in the context of sustainable
development Actor-oriented programme Strengthening
capacity of NSA LAs

• Development actions aiming at promoting inclusive
  and empowered society in partner countries
  regions
• Awareness raising and development education in
  Europe
• Coordination and networking in Europe

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Pakistan Specific ObjectiveNon-State Actors
Local Authorities in Development

• To support the development of a modern and stable
  Pakistan by promoting citizen-led reforms in
  democratic governance and institutional change.
  To be achieved through
• Collaborating with a broad range of non-state
  actors and local authorities
• Provision of financial and technical support for
  policy and institutional reform advocacy
• Implementation of innovative models for better
  social service delivery and
• Research and dialogue to improve public
  understanding of Pakistan's development needs,
  placing high priority on advancing the role of
  women.

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Pakistan Specific Objective (cont)Non-State
Actors Local Authorities in Development

• The programme particularly focuses on capacity
  building of the Pakistani NSAs and LAs enabling
  them
• To effectively contribute to the formulation,
  implementation, monitoring and evaluation of
  development policies and processes at all
  levels and
• To impart better skills to engage with government
  to ensure Pakistani citizens wider
  participation in the national development
  processes
• Applicants are required to clearly demonstrate in
  their proposals how the capacity building aspect
  will be part of the action.

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Priorities for the Call for ProposalsNon-State
Actors Local Authorities in Development

• Under this call for proposals priority will be
  given to Actions focusing on Sexual
  Reproductive Health

8
Financial AllocationsNon-State Actors Local
Authorities in Development

• Global Allocation 2007 AAP 207,852,900
• Actions in 68 Priority Countries 109,950,000
• Allocation for Pakistan 2,000,000
• Non-State Actors 1,700,000 (Budget Line
  21.03.01)
• Local Authorities 300,000 (Budget Line
  21.03.02)
• Size of Grants
• Non-State Actors
• minimum 250,000
• maximum 1,000,000
• Local Authorities
• minimum 100,000
• maximum 291,000

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Financial Allocations (cont..)Non-State Actors
Local Authorities in Development
Co-financing Requirements

• For Pakistani NSAs LAs
• 90 EC Grant 50
• EC Grant must not exceed 90 of the total
  eligible cost of the action and must not be less
  that 50 of the total eligible cost of the
  action. The balance 10 must be financed from the
  applicants or partners own resources or from
  sources other than the European Community Budget
  or the European Development Fund.

For European NSAs LAs 75 EC Grant 50 EC
Grant must not exceed 75 of the total eligible
cost of the action and must not be less that 50
of the total eligible cost of the action. The
balance 25 must be financed from the applicants
or partners own resources or from sources other
than the European Community Budget or the
European Development Fund.
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Rules for the Call for Proposals CfP
CycleNon-State Actors Local Authorities in
Development

• The call for proposal is a competitive mechanism
  to award grants to eligible applicants for
  projects. Under the 2007 Annual Action Programme,
  for projects taking place in Pakistan, a
  Restricted Call for Proposals has been launched
  by the EC Delegation on 5th March 2008 (Deadline
  for submission of Concept Notes is 18 April
  2008).
• Restricted Call for Proposals Two step process
• Step 1 Concept Notes Invited ? Evaluation of the
  Concept Notes ? Pre-selection of Applicants (or
  establishment of a short-list) ?
• Step 2 Full Application invited from
  Pre-selected Applicants (or short-listed
  Applicants)

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Rules for the Call for Proposals CfP
CycleNon-State Actors Local Authorities in
Development
Submission of CONCEPT NOTES
Opening and Administrative Check
Evaluation of Concept Notes
Not Accepted
Accepted
Invitation and submission of FULL PROPOSALS
Not Accepted
Accepted
Opening and Administrative Check
Not Accepted
Accepted
Evaluation of Full Proposals
Accepted
Not Accepted
Eligibility Check
Not Accepted
Accepted
Negotiation of Grant Contract
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Rules for the Call for ProposalsNon-State Actors
Local Authorities in Development

• Negotiation of Grant Contract
• - Adjustments (if needed) of Description of the
  Action, LFM and Budget
• - Submission of FIF
• Signature of Grant Contract
• - Special Conditions
• - Annex I. Description of the Action LFM
• - Annex II General Conditions (Annex F of AF)
• - Annex III Budget and ESF
• - Annex IV Contract Award procedures
• - Annex V Standard Request for Payment and FIF
• - Annex VI Model Audit Certificate
• - Annex VII Model Financial Guarantee

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Rules for the Call for Proposals Eligibility
CriteriaNon-State Actors Local Authorities in
Development

• Eligibility of applicants who may apply?
• be legal entity
• be non profit making
• be Non-State Actors (NSA) or Local Authorities
  (LA)
• be nationals of EU or of Pakistan
• be directly responsible for the preparation and
  management of the action with their partners, not
  acting as an intermediary
• be able to demonstrate to have regularly carried
  out activities in the proposed field of
  development covered by this programme. NSA and LA
  from a EU Member State must have carried out such
  development activities at least during the last 3
  years, for NSA and LA from Pakistan this
  requirement is limited to the last 2 years.
• NSA from a EU Member State must have been
  registered for at least 3 years, while NSA from
  Pakistan must have been registered for at least 2
  years.

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Rules for the Call for Proposals Eligibility
Criteria Non-State Actors Local Authorities in
Development

• Partnership Eligibility of partners
• For actions proposed by European actors (NSA or
  LA), a partnership with one or more local
  actor(s) is obligatory. Projects shall respond to
  an initiative emanating from the local actor(s).
  This should be clearly demonstrated in the
  application.
• Local actors (NSA or LA) may act individually or
  with partner organisations.
• Partners They participate in designing and
  implementing the action, and the costs they incur
  are eligible in the same way as those incurred by
  the grant beneficiary. They must therefore
  satisfy the same eligibility criteria as
  applicants.
• Associates They are involved in the action but
  who may not receive grant funding with the
  exception of per diem or travel costs. Associates
  do not have to meet the eligibility criteria and
  do not have to sign the Partnership Statement.
• Subcontractors They are neither partners nor
  associates, and are subject to the procurement
  rules set out in Annex IV to the standard grant
  contract.
• The Applicant will act as the lead organisation
  and, if selected, as the contracting party (the
  "Beneficiary").

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Rules for the Call for Proposals Eligibility
Criteria Non-State Actors Local Authorities in
Development

• Eligibility of the Action
• Definition
• An Action (or project) is composed of a set of
  activities.
• Duration
• Not be lower than 30 months nor exceed 48 months.
• Location
• Actions may only take place in Pakistan.
• Types of action
• Falling under the objective and priorities of
  the Call for Proposals
• Self-contained operations
• Coherent set of activities
• Clearly defined operational objectives, target
  groups and planned, tangible outcomes, within a
  limited timeframe.
• Designed to meet the specific needs of the
  target groups.

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Rules for the Call for Proposals Eligibility
Criteria Non-State Actors Local Authorities in
Development

• Ineligible Actions
• actions concerned only or mainly with individual
  sponsorships for participation in workshops,
  seminars, conferences, congresses
• one-off conferences conferences can only be
  funded if they form part of a wider range of
  activities to be implemented in the life-time of
  the action. For these purposes, preparatory
  activities for a conference and the publication
  of the proceedings of the conference do not, in
  themselves, constitute such "wider activities"
• actions concerned only or mainly with individual
  scholarships for studies or training courses
• actions in the formal education sector (apart
  from primary and vocational education), except
  in special circumstances
• actions which consist exclusively or primarily in
  capital expenditure, e.g. land, buildings,
  equipment and vehicles, except in special
  circumstances
• 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 including proselytism.

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Rules for the Call for Proposals Eligibility
Criteria Non-State Actors Local Authorities in
Development

• Monitoring and Evaluation Applications should
  include appropriate measures for monitoring the
  proposed Action and to carry out (an)
  evaluation(s).
• Visibility Applicants are requested to include
  in their Full Applications and Budget their
  planned measures to guarantee the visibility of
  the activities implemented.
• Re-granting Allowed only in justified cases.
  Limits on the amount apply.
• Microfinance/Revolving Funds for micro credit
  initiatives Allowed. Additional assessment
  criteria apply (annex H). End-of-project strategy
  required in proposal.
• Number of proposals and grants per applicant
• Applicants can only submit one proposal under
  this Call. If more, all will be rejected.

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Rules for the Call for Proposals Eligibility
Criteria Non-State Actors Local Authorities in
Development

• Costs
• All costs must be expressed in EURO ()
• Eligible Costs
• Eligible direct costs
• Contingency reserve
• Eligible indirect costs (overheads)
• Ineligible costs
• Contributions in kind
• Debts and provisions for losses or debts
• Interest owed
• Items already financed in another framework
• Purchases of land or buildings, except where
  necessary for the direct implementation of the
  action
• Currency exchange losses
• Taxes, including VAT, unless the Beneficiary (or
  the Beneficiarys partners) cannot reclaim them
  and the applicable regulations do not forbid
  coverage of taxes
• Credits to third parties.

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How to Apply Procedures Concept Note
ContentNon-State Actors Local Authorities in
Development

• Maximum 4 full pages (A4 size) of Arial 10
  characters with 2 cm margins
• There is no specific template for the Concept
  Note but it must respond to the following
  headings
• Relevance of the Action
• General presentation and analysis of the problems
  and their interrelation at all levels.
• Specific problems to be addressed by the action.
• Brief description of the target groups and final
  beneficiaries.
• Relevance of the proposal to the needs and
  constraints country, region(s), target groups
  and final beneficiaries groups).
• Relevance of the proposal to the priorities of
  the Call for Proposals.

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How to Apply Procedures Concept Note
ContentNon-State Actors Local Authorities in
Development

• Description of the action and its effectiveness
• Description of the overall objective of the
  action, outputs and expected results
• Description of the proposed activities and their
  effectiveness
• Involvement of implementing partners, their role
  and relationship to the applicant
• Other possible stakeholders and their anticipated
  role and/or potential attitudes towards the
  project.
• Sustainability of the action
• Initial risk analysis and eventual contingency
  plans.
• Main preconditions and assumptions during and
  after the implementation phase.
• Sustainability after completion of the action.

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How to Apply Procedures Information for
Applicants Non-State Actors Local Authorities
in Development
Further information for Applicants Questions
By e-mail AND no later than 21 days before the
deadline for the submission of proposals to
Delegation-Pakistan-NSALA_at_ec.europa.eu
Replies No later than 11 days before the
deadline for the submission of proposals.
Questions that may be relevant to other
applicants, together with the answers, will be
published on the EC Delegations website
http//www.delpak.ec.europa.eu and updated
regularly. In the interest of equal treatment of
applicants, the Contracting Authority cannot give
a prior opinion on the eligibility of an
applicant, a partner or an action.
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How to Apply Procedures Submission of Concept
Note Non-State Actors Local Authorities in
Development

• Within the deadline 18 April 2008, 1600 h.
• By post, courier or hand-delivery (not email or
  fax)
• Using Annex A - Application Form
• In English
• Typed (not hand-written)
• One original and two copies A4 CD-Rom with
  electronic version
• Costs expressed in EURO
• Including reference number and title of the Call
  for Proposals
• Incomplete Concept Notes may be rejected
  Checklist

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How to Apply Procedures Submission
Address Non-State Actors Local Authorities in
Development
Postal address and address for hand delivery or
by private courier service

• Non-State Actors Local Authorities in
  Development Pakistan 2007
• Call for Proposals EuropeAid/126693/L/ACT/PK
• NOT TO BE OPENED BEFORE THE OPENING SESSION
• Delegation of the European Commission to Pakistan
• House No 9, Street 88, Sector G-6/3
• ISLAMABAD, PAKISTAN

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Procedures After Submission of Concept
Notes Non-State Actors Local Authorities in
Development

• STEP 1 OPENING SESSION AND ADMINISTRATIVE CHECK
• - The deadline has been respected.
• - The Concept Note satisfies all the criteria
  mentioned in the Checklist
• Followed the instructions
• Typed and in English
• One original and two copies electronic version
  (CD-Rom)
• Action in Pakistan
• Duration of the action 30-48 months
• Requested EC contribution is equal to or higher
  than the minimum allowed and equal to or lower
  than the maximum allowed (for NSAs
  250,000-1,000,000 and for LAs 100,000-291,000)
• Requested contribution For EU NSAs/LAs 50 - 75
  and for Pak NSAs/LAs 50 - 90 of the total
  eligible costs
• Declaration by the applicant filled in and
  signed
• Checklist filled in and sent with the Concept
  Note

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Procedures After Submission of Concept
Notes Non-State Actors Local Authorities in
Development

• STEP 2 EVALUATION OF THE CONCEPT NOTES
• Covering the relevance of the action, its merits
  and effectiveness, its viability and
  sustainability.
• Scores awarded to the Concept Note are completely
  separate from those given to the Full
  Application.
• The Concept Note will be given an overall score
  out of 50 points.
• The evaluation criteria are divided into headings
  and subheadings. Each subheading will be given a
  score between 1 and 5 1 very poor 2 poor
  3 adequate 4 good 5 very good.

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Procedures After Submission of Concept
Notes Non-State Actors Local Authorities in
Development
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Procedures After Submission of Concept
Notes Non-State Actors Local Authorities in
Development

• Results of the Evaluation of Concept Notes
• 1) Pre-selected applicants Minimum score of 12
  points in "Relevance" AND minimum total score of
  30 points.
• 2) Reduction of short-listed applicants in
  accordance (sum of requested contributions is at
  least two times the available budget of the CfP).
  
• 3) Invitation of pre-selected applicants to
  submit full proposals (45 days period).

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Procedures After Submission of Full
Application Non-State Actors Local Authorities
in Development

• STEP 1 OPENING SESSION AND ADMINISTRATIVE CHECK
• - The deadline has been respected.
• - The Full Application satisfies all the criteria
  mentioned in the Checklist
• Followed the instructions/Use of Correct
  documents
• Typed and in English
• One original and two copies electronic version
  (CD-Rom)
• Partnership Statements (if partners proposed)
• Budget respect of the format and in Euros. Not
  to vary by 20 from the initial estimate
  indicated in the Concept Note
• Logical Framework
• Duration of the action 30-48 months
• Requested EC contribution is equal to or higher
  than the minimum allowed and equal to or lower
  than the maximum allowed (for NSAs
  250,000-1,000,000 and for LAs 100,000-291,000)
• Requested contribution For EU NSAs/LAs 50 - 75
  and for Pak NSAs/LAs 50 - 90 of the total
  eligible costs
• Declaration by the applicant filled in and
  signed
• Checklist filled in and sent
• with the Full Application

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Procedures After Submission of Full
Application Non-State Actors Local Authorities
in Development

• STEP 2 EVALUATION OF THE FULL PROPOSAL
• Two types of evaluation criteria
• i) Selection criteria to evaluate the
  applicants' financial and operational capacity
  stable and sufficient sources of finance,
  management capacity, professional competencies
  and qualifications.
• ii) Award criteria to evaluate the quality of the
  proposals in relation to the set objectives and
  priorities, covering aspects as relevance of the
  action, its consistency with the objectives of
  the Call for Proposals, quality, expected impact,
  sustainability and cost-effectiveness.
• The Full Proposal will be given an overall score
  out of 100 points.
• The evaluation criteria are divided into headings
  and subheadings. Each subheading will be given a
  score between 1 and 5 1 very poor 2 poor 3
  adequate 4 good 5 very good.

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Procedures After Submission of Full
Application Non-State Actors Local Authorities
in Development

• Evaluation Grid (I)

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Procedures After Submission of Full
Application Non-State Actors Local Authorities
in Development
Evaluation Grid (II)
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Procedures After Submission of Full
Application Non-State Actors Local Authorities
in Development
Evaluation Grid (III)
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Procedures After Submission of Full
Application Non-State Actors Local Authorities
in Development

• STEP 3 VERIFICATION OF ELIGIBILITY OF THE
  APPLICANT AND PARTNERS
• Only for proposals provisionally selected
  according to their score and within the
  available financial envelope.
• Cross-checking of Declaration by the applicant
  with the supporting documents.
• Verification of eligibility of applicant,
  partners, and the action.
• If necessary, rejected proposals will be
  replaced by the next best placed proposal in the
  reserve list.

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Procedures After Submission of Full
Application Non-State Actors Local Authorities
in Development

• STEP 4 SUBMISSION OF SUPPORTING DOCUMENT FOR
  PROVISIONALLY SELECTED PROPOSALS
• For NSAs
• Statutes or articles of association of the
  applicant organisation and of each partner
  organisation.
• External Audit Report by an approved auditor when
  the grant requested exceeds 500,000.
• Copy of the applicants latest accounts (the
  profit and loss account and the balance sheet for
  the previous financial year for which the
  accounts have been closed).
• Annual Activity Reports (3 years for EU
  applicants and 2 years for Pak Applicants)
• Legal entity sheet (Annex D) duly completed and
  signed by the applicant.
• Financial identification form conforming to the
  model attached at Annex E, certified by the bank
  to which the payments will be made.

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Procedures After Submission of Full
Application Non-State Actors Local Authorities
in Development

• For LAs
• Copy of the national law recognizing the
  organisation as local authority (acting as
  applicant or as partner organisation) or any
  other official document providing evidence about
  the local authoritys legal status.
• European Local Authorities, acting as applicant,
  must provide annual reports or other evidence
  that they have regularly carried out activities
  in the field of development of the kind covered
  by this programme at least during the last three
  years at the time of the submission of an
  application (e.g. implementation reports on
  projects carried out by the authority concerned).
• - Pakistani Local Authorities, acting as
  applicant, must provide annual reports or other
  evidence that they have regularly carried out
  activities in the field of development of the
  kind covered by this programme at least during
  the last two years at the time of the submission
  of an application (e.g. implementation reports on
  projects carried out by the authority concerned).
• - Legal entity sheet (see annex D) duly completed
  and signed by the applicant, accompanied by the
  justifying documents which are requested therein.
  If the applicant has already signed a contract
  with the European Commission, instead of the
  legal entity sheet and its supporting documents
  the legal entity number may be provided, unless a
  change in its legal status occurred in the
  meantime.
• Financial identification form conforming to the
  model attached at Annex E, certified by the bank
  to which the payments will be made.

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Procedures After Submission of Full
Application Non-State Actors Local Authorities
in Development

• STEP 5 NOTIFICATION OF THE CONTRACTING
  AUTHORITYS DECISION
• Decision
• Applicants will be informed in writing of the
  Contracting Authoritys decision concerning their
  application and the reasons for the decision.
• Petition
• Applicants believing that they have been harmed
  by an error or irregularity during the award
  process may petition to the Contracting Authority
  directly. The Contracting Authority must reply
  within 90 days of receipt of the complaint.
• Recourse to procedures
• The applicant may have recourse to procedures
  established under Community legislation. European
  citizens or residents, including legal entities
  with a registered office in the European Union,
  also have the right to complain to the European
  Ombudsman, who investigates complaints of
  maladministration by the European Community
  Institutions.

37
CfP Indicative Timetable Non-State Actors Local
Authorities in Development

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• Thank you for your patient listening