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PROPOSAL PREPARATION WORKSHOP, NICOSIA NGO Fund, Cyprus 2009- 2014 EEA Grants Pantelis Dimitriou – Marilena Ioannidou, Programme Operator PWC 17/09/2013.

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Presentation on theme: "PROPOSAL PREPARATION WORKSHOP, NICOSIA NGO Fund, Cyprus 2009- 2014 EEA Grants Pantelis Dimitriou – Marilena Ioannidou, Programme Operator PWC 17/09/2013."— Presentation transcript:

1 PROPOSAL PREPARATION WORKSHOP, NICOSIA NGO Fund, Cyprus EEA Grants Pantelis Dimitriou – Marilena Ioannidou, Programme Operator PWC 17/09/2013

2 The EEA Grants NGO Fund for Cyprus The Calls for Proposals EEA/CY/NGO/C-1 EEA/CY/NGO/C-2 Eligibility and Costs Completing the Application Form Evaluation and Selection Process Structure

3 The EEA Grants NGO Fund in Cyprus The objective of the Fund for Non Governmental Organisations (NGO Fund) is to strengthen civil society development and enhance contribution to social justice, democracy and sustainable development in the Republic of Cyprus by providing financing to NGO projects in selected areas of support. A minimum 30% of the funding is made available for bi-communal projects that would benefit both communities within the priority areas, with a view to encouraging bi-communal contacts and a minimum of 10% of the funding is made available for children and youth driven organisations and/ or activities targeting children and youth.

4 Horizontal concerns and cooperation with Council of Europe Horizontal concerns Hate speech Extremism Racism Xenophobia Homophobia Anti-Semitism Tolerance/ multicultural societies Roma Sexual harassment Violence against women Trafficking

5 Eligible Applicants Non-profit, voluntary organisations established as a legal entity in the Republic of Cyprus, having a non-commercial purpose, independent of local, regional and central government, public entities, political parties and commercial organisations. Religious institutions, political parties and social partners (trade unions and employers organisations according to the EU definition) are not considered NGOs. Political parties, religious institutions as such, social partners or profit distributing cooperatives are not considered NGOs. Social enterprises, foundations, faith based organisations and the national Red Cross societies are considered eligible NGOs if they fulfil the above principles.

6 Project Partners Partners in projects are public or private entities, commercial or non commercial, NGOs, all of whose primary locations are in Cyprus, EEA (Norway, Liechtenstein, Iceland), other Beneficiary States (Spain, Slovakia, Slovenia, Romania, Portugal, Poland, Malta, Latvia, Lithuania, Hungary, Greece, Estonia, Czech Republic, Bulgaria) or any inter governmental organisation, actively involved in, and effectively contributing to, the implementation of a project. It shares with the Project Promoter a common economic or social goal which is to be realised through the implementation of that project. Cooperation is also possible with local informal, ad hoc and self help organisations that are not registered legal entities in the country. Such organisations must however meet the requirements that they are not for personal profit, act for public good, are voluntary and non discriminatory in nature, are membership based and entirely independent of local, regional and national government and other public authorities, and are independent of political parties and commercial organisations.

7 Submission of multiple proposals NGOs may submit more than one proposal as main Applicants. However, a second proposal (as judged by the relative positions of the two proposals in respect of marks attained during evaluation) by the same main Applicant that meets the eligibility and selection criteria may only be selected for funding only if all other proposals that attain the threshold mark of its class are funded. This rule also applies to proposals submitted by the same Applicant to both Calls for proposals. (i.e. if an Applicant submits a proposals to both Calls for proposals and both proposals could be funded given their final mark, then only the proposal will the higher mark will be funded and the second proposal – even if submitted under the other Call – will only be funded if all other proposals that attain the threshold mark of its class are funded. NGOs may participate in more than one proposal as partners with no ramifications on the selection process.

8 NGO Fund Outcomes & Regranting Allocations

9 Project sizes (Classes) Grants size class Class Nr. Minimum Funding per project Maximum Funding per project Regranting Allocation Projects Duration Class max 6 months Class 2 (& EEA/CY/NGO/C- 2) (+55,556 for EEA/CY/NGO/C-2) max 12 months (max 18 months for EEA/CY/NGO/C-2) Class max 18 months Totals (+55,556 for EEA/NGO/C-2)

10 Payment Schedules Disbursements financial scheme Class Nr. Nr. of payments Prefinancing amount % Prefinancing payment date Interim payment amount % Interim payment date Final payment amount % Final payment date Class 1265% 1 month from contract signature Balance (up to 35%) 1 month after final report approval Class 2340% 1 month from contract signature up to 40% (minus amounts not absorbed from prefinancing) 1 month after interim report approval Balance (up to 20%) 1 month after final report approval Class 3340% 1 month from contract signature up to 30% (minus amounts not absorbed from prefinancing) 1 month after interim report approval Balance (up to 30%) 1 month after final report approval

11 Core Areas of Support T he following areas are eligible for support and should be covered by at least 40% of the Programme allocation: Democracy and participatory democracy Human rights, including minority rights (ethnic, religious, linguistic and sexual orientation) Good governance and transparency Combat racism and xenophobia and promoting anti-discrimination Social inequalities, poverty and exclusion, including in rural areas Gender equality and combating gender-based violence

12 Additional Areas of Support Protection of the environment and climate change Awareness-raising and civic participation Develop umbrella organisations and/or new networks on biodiversity/climate change Mobilising local involvement to protect biodiversity Environmental educational activities and training for teachers

13 Additional Areas of Support Provision of welfare and basic services Provision of key services to vulnerable groups: children and youth at risk, people affected by HIV/AIDS, children with disabilities and/or mental disorders and their families, victims of trafficking and gender-based violence and/or domestic violence, where such services are not otherwise or not adequately provided by governmental institutions.

14 Eligible Activities Call EEA/CY/NGO/C-1 Fostering active citizenship and participatory democracy, including grassroots / local level Advocacy, watchdog and monitoring activities Awareness raising activities Multicultural dialogue activities Participation in policy and decision making processes Capacity building and organisational support to NGOs Strengthening governance in membership based NGOs Network and coalition building Mutual learning and dissemination Education and training activities Provision of innovative / new welfare and basic services to defined target groups

15 Eligible Activities Call EEA/CY/NGO/C-2 (minimum) A mapping of the capacity of the NGO sector in Cyprus: The Beneficiary should undertake a mapping exercise for the capacity level of the sector for at least 100 NGOs (including the NGOs that will be funded by the NGO Fund under the call for proposals EEA/CY/NGO/C-2). The mapping should cover the NGOs in both communities as much as possible. A minimum of 20% of the NGOs should be either bi-communal or Turkish- Cypriot focused NGOs. Network and coalition building: the beneficiary should identify potential synergies between NGOs in relevant sectors and propose solutions on how networks / coalitions between NGOs can be developed and fostered. This could include the organization of roundtables or periodic meetings, the set-up of specific platforms / umbrella networks etc. NGO Code of Ethics and Practices: The PO will, develop and offer to the sector a model NGO Code of Ethics and Practices, the successful applicant of the current call is expected to support this effort through organizing and implementing discussion / feedback and contact activities between NGOs, the PO, the NFP and other public bodies that might be involved in the process (e.g. Parliament, relevant Ministries etc.)

16 Eligibility of Costs Eligibility of costs is determined in the Regulation - EEA Grants Additionally costs must conform with: The rights of natural or legal persons including the rights to possessions and property shall be respected. In this context, the contracting parties shall act in accordance with the case law of the European Court of Human Rights. To this end, the written consent of the natural or legal person owning any property in the areas not under the effective control of the Government of the Republic of Cyprus potentially affected by project- related activities must be submitted together with the application for funding of bi-communal projects. For any actions financed under the NGO Fund involving travelling abroad, the legal points of entry and exit of the Republic of Cyprus shall be used. Payments to end-recipients shall only be made through legally operating banking institutions in the Republic of Cyprus.

17 In-kind Costs In kind costs that fall within Article of the Regulation - EEA Grants are eligible. In-kind contribution can constitute up to 50 percent (50%) of the end- recipients own contribution. Volunteer work will be considered as in-kind costs. In-kind contributions are eligible expenditure provided that: they consist of the provision of land or real estate, equipment or materials, research or professional activity, or unpaid voluntary work their value can be independently assessed and audited in the case of the provision of land or real estate, the value is certified by an independent qualified evaluator or duly authorised official body in the case of unpaid voluntary work, the value of that work is determined taking into account the amount of time spent and the normal hourly and daily rate for the work carried out. For the EEA Grants NGO Fund in Cyprus this cost is estimated at EUR100 per day

18 Staff Costs Staff costs involve personnel who fall within one of the following conditions: permanent employees of the Applicant or Partner organisation working on a full-time basis permanent employees of the Applicant or Partner organisation working on a part-time basis employees of the Applicant or Partner organization hired on a contract basis for the project Staff costs of personnel under the employment of the Applicant and / or Partner(s) are split into Professional Staff and Administrative Staff. Staff members will be considered professional if they meet the following criteria: University degree General experience of three years or more Their participation in the project refers to non-administrative activities All other types of paid staff will be considered as Administrative Staff.

19 Staff Costs 2 Professional and administrative staff will be eligible costs on the project with a maximum daily rate as of the table below. In the case that the real rates of either professional or administrative staff are higher, then the difference between the real rate and the maximum rate as of below will be ineligible. In the case that the real rates are lower than the maxima, then the real rates should be budgeted and reported. Real rates are the rates calculated on the basis of cost to the employer. Maximum Daily Rate Professional 140 Administrative 70 Required documentation for salaried staff costs is considered as: Timesheets of personnel that worked on the project with indication of person days spent in each month of the project, and the activities carried out within the month. Payslips of personnel that worked on the project where their total emoluments (including employer contributions) are indicated

20 Travel Costs Travel costs are eligible as long as they are attributed solely to project activities and not to any other purpose i.e. partners meetings, organization of activities as described in the project proposal etc. Travel costs include the air fare in economy ticket (or other means of transportation) to and from the destination, and daily subsistence and hotel accommodation. The daily subsistence and accommodation costs per person may not exceed the maximum rates provided in Annex 10.4 of the Application Form. No travelling costs are eligible for transportation within Cyprus. Required documentation for travel costs are invoices and payment receipts, boarding passes, meeting minutes and other documentation indicating the purpose of the trip.

21 Equipment Costs Purchase, rent or lease of equipment (new or second-hand), including the installation, maintenance and insurance costs, is considered only when specific and necessary for achieving the goals of the project/action. Proposed equipment costs must always be duly justified. Equipment costs are eligible on the principle of depreciation as long as they are spent solely for the purposes of project activities and not to any other purpose. Equipment for which costs are claimed within the project must depreciated in accordance with the provisions below. Only the portion of the depreciation corresponding to the duration of the project and the rate of actual use for the purposes of the project may be taken into account by the PO.

22 Equipment Costs 2 The following depreciation periods translated as LifeTime in the formula below apply for different equipment categories as follows: Information Technologies (IT) Equipment (i.e. PCs, printers, scanners, peripherals etc): 3 Years (36 Months) Vehicles and Mechanical Equipment: 5 Years (60 Months) Any other Equipment: 10 years (120 Months) Required documentation is invoices and payment receipts. The need of equipment for the implementation of the project must be justified in the project proposal and the interim and final reports.

23 Overheads (indirect costs) Overhead costs will be limited to 5 percent (5%) of the total project costs and will be considered as cash contribution provided that they are justifiable from the end-recipients previous year(s) financial reports / accounts.

24 Subcontracting Subcontract means an agreement to provide services in relation to tasks required for the project and which cannot be carried out by the Applicant or partnership itself, concluded between the Applicant or a partner and one or more subcontractors for the specific needs of the project. Any subcontract, the costs of which will be claimed under the project, must be offered to the best bid in compliance with best economic practices including accountability, allow a full and fair competition between potential providers and ensure the optimal use of resources from the EEA /Norwegian Financial Mechanism. Subcontracting may relate only to a limited part of the project. Subcontracting between partners is not possible.

25 Subcontracting (Works) The provisions of Law of 2006 (N.12 (I)/2006) which provides for the Coordination of Procedures for the Award of Public Works Contracts, Public Supply Contracts and Public Service Contracts and for Related Matters will not affect the eligibility of costs as its provisions do not apply to projects to be implemented through the NGO Fund, with the exception of the following cases covered by Article 20 of the Law for which public procurement procedures will have to be followed in order for costs to be eligible: (a)Works contracts which are directly subsidised by percentage of more than 50% by contracting authorities, when these contracts concern: i.civil engineering works according to the meaning of Annex I of the Law ii.building works for hospitals, sports facilities, recreation and leisure, school and university buildings and administrative use buildings b)Services contracts which are directly subsidised by a percentage of more than 50% by contracting authorities, when these contracts are connected with a works contract which concerns what is stated in subparagraphs (i) and (ii) of paragraph (a) above.

26 Subcontracting (Consulting) Expenditure relating to the following subcontracts is ineligible for co- financing by the EEA Financial Mechanism and the Norwegian Financial Mechanism and the Republic of Cyprus: – subcontracting which adds to the cost of execution of the project without adding proportionate value to it – subcontracts with third parties or consultants in which the payment is defined as a percentage of the total cost of the project. Third party consultants might be used by end-recipients if their costs/fee can be justified by the nature of the project. Their fee must be specific, justified by commercial practice and at an arms length basis. The fee cannot be a percentage of total project budget. This is as a precaution against «success fees» that might be charged for successful proposals. All consulting fees must be linked to a specific measurable action (e.g. studies, management reporting etc.) Required documentation for subcontracting is considered as: – Subcontracting agreement between the end-recipient and the subcontractor – Invoices and payment receipts.

27 Other Costs Other costs may include costs related to the dissemination of information on the project implementation and on the fact that the project is co- financed by the EEA Financial Mechanism and the Norwegian Financial Mechanism and the Republic of Cyprus, including, inter alia: – information and promotion materials, e.g. leaflets, brochures, posters – advertisements in newspapers/TV/radio – conferences – information boards, signs, logos Other costs may also include items that do not belong to any of the categories listed above but are directly related to project activities. Required documentation for other costs is invoices and payment receipts.

28 Ineligible Costs value added tax and other taxes and fees which may be recovered within the legal framework (VAT will be considered as eligible cost if the Applicant can prove that VAT related to the project is non-recoverable) fines, tickets, financial penalties and court proceeding costs; overdraft fees, currency exchange fees and losses due to the currency exchange rate differences; repayment of loans, interest, losses; costs of accounting for losses; expenses financed from other sources; expenses incurred for the preparation of the application; undocumented expenses; fines and penalty fees bonuses, motivational bonuses or other forms of monetary or material rewards for persons involved in the project implementation (unless their awarding results from the company payment regulations having been in force in the Applicant's or Partner's institution for at least 12 months prior to the date of the application submission). individual social grants, academic and training scholarships (money paid periodically or on a one-off basis to staff and associates for the costs of learning, research etc. outside of their place of residence); financial charges: debit interest charges of financial transactions, foreign exchange commissions and losses, or other purely financial expenses are not eligible for co- financing by the NGO Fund

29 Selection Criteria EEA/CY/NGO/C-1

30 5SUSTAINABILITY OF PROJECT RESULTS Potential for sustainability of project impact Impact of the project activities on rural areas Impact on the project on specific target groups such as minorities, children, immigrants Impact of the project activities on the cross cutting issues of good governance, sustainable development and gender equality322 6BUDGET The proposed budget realistically reflects the activities laid out in the proposal Grant rate requested 70-90% of overall budget Grant rate requested 50-70% of overall budget Gran rate requested less than 50% of overall budget Value for money 239 TOTAL SCORE (the total score is 103 as only one of sub criteria 6.2, 6.3, and 6.4 will apply to each proposal bringing the actual possible total to 100) 103

31 Assessment Thresholds – Class 1 EEA/CY/NGO/C-1 Class 1 Proposals Assessment Thresholds Class 1 Max Score Threshold 1. Relevance with NGO Fund Priorities Quality of Approach and Management Quality of Applicant/ Partnership Quality of Results Sustainability of Project Results Budget136 Total (points)10351

32 Assessment Thresholds – Class 2 EEA/CY/NGO/C-1 Class 2 Proposals Assessment Thresholds Class 2 Max Score Threshold 1. Relevance with NGO Fund Priorities Quality of Approach and Management Quality of Applicant/ Partnership Quality of Results Sustainability of Project Results Budget156 Total (points)10351

33 Assessment Thresholds – Class 3 EEA/CY/NGO/C-1 Class 3 Proposals Assessment Thresholds Class 3 Max Score Threshold 1. Relevance with NGO Fund Priorities Quality of Approach and Management Quality of Applicant/ Partnership Quality of Results Sustainability of Project Results Budget2012 Total (points)10361

34 Selection Criteria EEA/CY/NGO/C-2 SELECTION CRITERIAMax. Score 1RELEVANCE WITH NGO FUND PRIORITIES Clear description of the need of the target group to be addressed and its relevance to the objectives and priorities of the NGO Fund. Clear definition of the planned effects (outputs, results, impacts)1 1.2 Clear thematic focus which relates to Donor States horizontal concerns2 1.3 Contribution to the strengthening of bilateral relations between the EEA/EFTA states and the2 2QUALITY OF APPROACH AND MANAGEMENT Coherence between the planned project effects and proposed approach and methodology including objectives, activities and results Clear division of tasks and responsibilities, realistic and transparent work plan and timetable5 2.3 Degree of innovativeness in the project design, methodology, outputs, target groups5 2.4 Effectiveness of communication plan and extent to which the project results reach the target groups10 3QUALITY OF APPLICANT/ PARTNERSHIP Coherence between the project objectives and the Applicant/ Partnership Clear experience and capacity of Applicant/ Partnership to carry out the proposed project10 4QUALITY OF RESULTS Expected results are concrete, visible and measurable, have capacity building potential The results expected must contribute to the achievement of the goals described in the proposal12 5SUSTAINABILITY OF PROJECT RESULTS5 5.1 Potential for sustainability of project impact5 6BUDGET5 6.1 The proposed budget realistically reflects the activities laid out in the proposal Value for money 2 TOTAL SCORE100

35 Assessment Thresholds – EEA/CY/NGO/C-2 Proposals Assessment Thresholds Max Score Threshold 1. Relevance with NGO Fund Priorities Quality of Approach and Management Quality of Applicant/ Partnership Quality of Results Sustainability of Project Results53 6. Budget53 Total (points)10061

36 Selection Criteria 1.Relevance with the NGO Fund priorities 1.Relevance with the NGO Fund priorities 1.1.Clear description of the need of the target group to be addressed and its relevance to the objectives and priorities of the NGO Fund, and a clear definition of the planned effects (outputs, results, impacts). The overall presentation of the proposal, including the clarity and the importance of the need it addresses, the clear identification of the target group and its size. 1.2.Clear thematic focus which relates to the general objectives of the NGO Fund. The proposals focus or impact on horizontal concerns related to hate speech, extremism – hate crime, racism and xenophobia, homophobia, anti-Semitism, tolerance/multicultural understanding, sexual harassment, violence against women and trafficking should also be evaluated under this criterion. It is noted that projects are not expected to necessarily tackle all (or any) of these horizontal concerns but proposals that do address these issues effectively (and not merely mentioning them and paying lip service to score marks) should be evaluated more positively. 1.3.Contribution to the strengthening of bilateral relations between the EEA/EFTA states and the Republic of Cyprus. Singed letters of intent by partners and extent and quality of bilateral relation are evaluated positively. Higher marks should be given where the proposal presents a clear need for the bilateral partnership and a clear and substantial involvement of the donor country partners.

37 2.Quality of Approach and Management 2.1.Coherence between the planned project effects and proposed approach and methodology. Note that the minimum number of work-packages i.e. Project Management, Dissemination and at least one more WP must be included and described (otherwise no points will be allocated).The proposed work-packages should present a logical framework for the implementation of the project. 2.2.Clear division of tasks and responsibilities, realistic and transparent work plan and timetable. Note that the minimum number of work-packages i.e. Project Management, Dissemination and at least one more WP must be included and described (otherwise no points will be allocated). It is important to show who does what at what time in order to achieve the proposals results. The clarity of description and the connection with the actual expected results is evaluated positively.

38 2. Quality of Approach and Management contd 2.3. Effectiveness of dissemination activities and extent to which the project results reach the target groups. Accessibility of the consortium to the target group(s) and the general public and its ability to raise public awareness for the project and the NGO Fund in Cyprus. It is important for projects to be able to demonstrate how they will reach all necessary parties that need to be aware of the project in order for it to achieve its impact. It is also important to show how the dissemination strategy and actions will raise the publics awareness about the co-financing by the EEA Grants and the Republic of Cyprus. NOTE THAT THIS CRITERION IS MARKED 2.3 FOR CALL C2 NOTE THAT THIS IS AN ADDITIONAL CRITERION ONLY APPLICABLE TO CALL 2 AND DOES NOT APPLY TO CALL 1: Degree of innovativeness in the project design, methodology, outputs, target groups. As Call 2 is much more prescriptive than Call 1 with a minimum number of activities / work-packages pre-selected by the PO, Applicants will have to demonstrate their innovative approached on how to achieve the minimum requirements of the call as well as propose additional activities and strategies for building the capacity of the NGO Sector in Cyprus.

39 3.Quality of Applicant / Partnership 3.1.Coherence between the project objectives and the Applicant (single Applicant/ Partnership). The degree of relevance between the project and the mandate of the applicant. i.e. is this applicant best placed to implement this project based on its past and current activities and field of work? In case of a partnership the evaluator should look at the collective experience of all partners depending on their role and level of involvement in the project. 3.2.Clear capability of Applicant to carry out the proposed project. Ability to demonstrate capacity though completion of previous relevant projects. Here the focus is on the financial / administrative / scientific / operational capacity of the applicant to undertake the activities of the project. (e.g. is the project too ambitious for the size of the applicant?). In case of a partnership the evaluator should look at the collective experience of all partners depending on their role and level of involvement in the project.

40 4. Quality of Results 4.1.Expected results are concrete (visible and measurable). Does the proposal describe specific results that can be seen and measured by the PO and the target audience? 4.2.The results expected must contribute to the achievement of the goals described in the proposal. Do the proposed results cover the needs of the project and its target audience? Are they the best solution to the problem at hand?

41 5.Sustainability of Project Results 5.1.Potential for sustainability of project impact. Evidence of commitment for continuous use of the project results beyond the timeframe work of the project or in general evidence that the project and / or its results will be continuously on offer to the target group(s) after the NGO Fund financing ends. How will this be achieved? Is additional financing needed to sustain the project or can the partners continue offering the services / results / outputs of the project without additional (or with their existing) financing? 5.2.Impact of the project activities on rural areas. Does the project have positive impact in rural (non-urban areas)? Do local communities receive positive results from the project? NOTE THAT THIS CRITERION DOES NOT APPLY TO CALL 2

42 5. Sustainability of Project Results - contd 5.3.Impact of the project on specific target groups such as minorities, children, immigrants. Does the project specifically target these disadvantaged or vulnerable target groups? Or if these groups are not the target group of the project per se, does the project have a strategy for their inclusion in the benefits deriving from the project implementation? NOTE THAT THIS CRITERION DOES NOT APPLY TO CALL Impact of the project activities on the cross cutting issues of good governance, sustainable development and gender equality. These are issues that the EEA Grants and the NGO Fund aim to contribute to overall. Therefore, proposals should take note of them and integrate strategies / policies / actions for their promotion even if the specific projects proposed do not directly address these cross cutting issues. NOTE THAT THIS CRITERION DOES NOT APPLY TO CALL 2

43 6.Budget (10/100) 6.1.The proposed budget realistically reflects the activities laid out in the proposal. The proposed activities and outputs can be achieved with the proposed budget. (e.g. if a PC is proposed to be bought for 300 is that a true value for the item discussed? Budgets should be realistic and not inflated or deflated. i.e. if a PC costs 300 thats the amount that should be included in the budget not more or less) Grant rate requested: Organizations requesting lower grant percentages show more financial commitment to the implementation of their projects and are therefore awarded more marks depending on the project class as per the relevant class criteria. NOTE THAT THESE CRITERIA DO NOT APPLY TO CALL 2 6.5Value for money. Irrespective of whether the budget is realistic, are the expenses included in the project proportionate with the impact and benefits for the target group? i.e. PCs might realistically cost 300 each but is building a Youth IT training centre with 20 PCs good value for money for training a group of 10 children?

44 Thank you Information – Pantelis Dimitriou – NGO Programme Manager – –


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