European Instrument for Democracy and Human Rights (EIDHR) Delegation of the European Commission to Sri Lanka and the Maldives European Instrument for Democracy and Human Rights (EIDHR) Country Based Support Scheme 2009-2010 CALL FOR PROPOSALS EuropeAid/129-174/L/ACT/LK http://www.dellka.ec.europa.eu https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome 18 November 2009 1

Objective of the Call for Proposals The overall objective is to assist civil society in developing greater cohesion in working on human rights, political pluralism and democratic political participation and representation. Project activities that contribute towards the achievement of this overall objective will be eligible under this Call for Proposals. 2

Projects should place special emphasis on: building of coalitions among civil society organisations to effectively mobilize for change contributing to peaceful conciliation of group interests elimination of discrimination on any ground developing equal participation of men and women in social, economic and political life 3

Priority Issues Proposals should aim to include: Partnerships, networking and coordination with civil society, government and non government organisations, CBOs, other relevant stakeholders. Partnership is not compulsory but strongly encouraged. Capacity building for local civil society organisations Beneficiary and target group participation at the project design stage and inter-community involvement Applicant’s and partners’ capacity in financial and organisational management 4

Priority Issues (Continued) Cross-cutting/mainstreaming issues to be included: Child’s rights Gender equality Conflict prevention All project proposals should demonstrably take those issues into account by explaining how these goals will be realised within the framework of the project. 5

Priority Issues (Continued) Priority will be given to projects placing importance on the rights of Minority groups and indigenous people Internally displaced people Persons with disabilities and the elderly Communities affected by armed conflict Victims of torture Media 6

Ineligible actions actions concerned only or mainly with individual sponsorships for participation in workshops, seminars, conferences, congresses; actions concerned only or mainly with individual scholarships for studies or training courses; actions concerned only with research actions concerned only with one-off conferences actions including proselytising

Number of applications and grants per applicant An applicant may submit more than one proposal under this call for proposals. An applicant may be awarded more than one grant under this call for proposals. An applicant may at the same time be partner in another application. Partners may take part in more than one application.

Size of Grants The overall indicative amount made available under this call for proposals is EUR 582,000. minimum amount: EUR 50 000 maximum amount: EUR 200 000 Size of the grant requested should be proportionate and be relatively similar to the size of grants previously managed by the applicant

PADOR Potential Applicant Data On-line Registration Database containing reliable information about potential applicants for EC grants On-line registration entered and updated by each organisation Contains administrative information, profile, experience, financial data, and supporting documentation required for Calls for Proposals. Prior registration in PADOR for applicants for this Call for proposal is compulsory. http://ec.europa.eu/europeaid/work/onlineservices/pador/index_en.htm

Submission of Application Grant Application Form (first 2 pages) Part A – Concept Note Concept note itself (4 pages maximum) Checklist (2 pages) Declaration by the applicants (1 page) Assessment Grid (1 page) No supplementary annexes should be sent. Deadline for submission 8 February 2010 (17:00 hrs) 11

Submission of Applications (Continued) Registered mail, private courier service or by hand-delivery Address: EIDHR Country Based Support Scheme Call for Proposals EuropeAid/129-174/L/ACT/LK Delegation of the European Commission to Sri Lanka and the Maldives 26, Sir Marcus Fernando Mawatha Colombo 7, Sri Lanka 1 original and 3 copies in A4 size, each bound. 12

Submission of Applications (Continued) Electronic format (CD-Rom). Must contain same version as paper. Each application must be sent separately. Envelope: Reference number + title of call for proposals + full name and address of applicant + "Not to be opened before the opening session". Hand delivered concept notes will be given a receipt which should be kept carefully. Concept notes sent by courier or registered post should be sent along with a dated invoice indicating date of dispatch. 13

The Concept Note MAXIMUM 4-page document. Provides summary and overview of the proposed project. Format = part A of Application Form, Annex A to the Guidelines for Applicants. Must be completed in English. Hand-written Concept Notes will not be accepted. 14

Contracting Authority: European Commission European Instrument for Democracy and Human Rights (EIDHR) COUNTRY BASED SUPPORT SCHEME (CBSS) SRI LANKA Strengthening the role of civil society in promoting human rights and democratic reform Grant Application Form   Reference: EuropeAid/129-174/L/ACT/LK Deadline for submission of Concept Notes: 8 February 2010* Name of applicant: Organisation X Title of the action: Protection of Human Rights Location(s) of the action: Colombo Total eligible cost of the action (A) Amount requested from the Contracting Authority (B) % of total eligible cost of action (B/Ax100)  EUR 65,000 EUR 52,000 80% Total duration of the action: 12 months   15

Concept Note – Section 1 Relevance of the Action General presentation and analysis of the problems and their interrelation at all levels. Identify clearly specific problems to be addressed by the action. Brief description of the target groups and final beneficiaries. Demonstrate the relevance of the proposal to the needs and constraints in general of the target country or region(s) and to the target groups/final beneficiary groups in particular. Demonstrate the relevance of the proposal to the priorities and requirements presented in the Guidelines. 16

Concept Note – Section 2 2. 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; Explain the involvement of implementing partners, their role and relationship to the applicant, if applicable, and the applicant's relationship with them; Other possible stakeholders (national, local government, private sector, etc.), their anticipated role and/or potential attitudes towards the project. 17

Concept Note – Section 3 3. Sustainability of the action Provide an initial risk analysis and eventual contingency plans. This should include at minimum a list of risks associated for each action proposed accompanied by a relevant mitigation measures. A good risk analysis would include a range of risk types including physical, environmental, political, economic and social risks. Give the main preconditions and assumptions during and after the implementation phase. Explain how sustainability will be secured after completion of the action. This can include aspects of necessary follow-up activities, built-in strategies, ownership etc., if any. 18

II. CHECKLIST FOR CONCEPT NOTE EIDHR Sri Lanka Country Based Support Scheme 2009-2010 Budget lines - BGUE-B2009-19.040100-C1-AIDCO  EuropeAid/129-174/L/ACT/LK ADMINISTRATIVE DATA To be filled in by the applicant Name of the Applicant EuropeAid ID number Nationality[1]/Country[2] and date of registration Legal Entity File number[3] Legal status[4] Partner 1 Name/EuropeAid ID number: Nationality/Country of registration: Legal status: Partner 2 NB: Add as many rows as partners [1] For individuals [2] For organisations [3] If the applicant has already signed a contract with the European Commission [4] E.g. non profit making, governmental body, international organisation… 19

To be filled in by the applicant BEFORE SENDING YOUR CONCEPT NOTE, PLEASE CHECK THAT EACH OF THE FOLLOWING COMPONENTS IS COMPLETE AND RESPECTS THE FOLLOWING CRITERIA : To be filled in by the applicant Title of the Proposal: Yes No 1. The instructions for concept note, published for this call for proposals, have been followed 2. The proposal is typed and is in English 3. One original and 3 copies are included 4. An electronic version of the concept note (CD-Rom) is enclosed 5. The action will be implemented in an eligible country(ies) 6. The duration of the action is equal to or lower than 36 months (the maximum allowed) 7. The duration of the action is equal to or higher than 12 months (the minimum allowed) 8. The requested contribution is equal to or higher than EUR 50,000 (the minimum allowed) 9. The requested contribution is equal to or lower than EUR 200,000 (the maximum allowed) 10. The requested contribution is equal to or higher than 55% of the total eligible costs (minimum percentage required) 11. The requested contribution is equal to or lower than 95% of the total eligible costs (maximum percentage allowed) 12. The Declaration by the applicant has been filled in and has been signed 13. The present Checklist and the Declaration by the applicant are filled in and sent with the Concept Note 13 February 2008 20

Assessment of Concept Notes Scores 1. Relevance of the action Sub-score 15 1.1 Relevance of the problems to needs and constraints of the country/region to be addressed in general, and to those of the target groups and final beneficiaries in particular 1.2 Relevance to the priorities and objectives mentioned in the Guidelines 5 5(x2)* 2. Effectiveness and Feasibility of the action 25 2.1 Assessment of the problem identification and analysis 2.2 Assessment of the proposed activities (practicality and consistency in relation to the objectives, purpose and expected results). 2.3 Assessment of the role and involvement of all stakeholders and proposed partners. 3. Sustainability of the action 10 3.1 Assessment of the identification of the main assumptions and risks, before the start up and throughout the implementation period. 3.2 Assessment of the identification of long-term sustainable impact on the target groups and final beneficiaries. TOTAL SCORE 50 21

Short listing of Concept Notes Assessment of Concept Notes (CN) Ranking of all Concept Notes by total score Exclusion of Concept Notes with less 30 points and/or Relevance less 12 points If necessary, reduction of list to Concept Notes amounting at least twice the available budget for this Call for Proposals Pre-selected applicants invited to submit full proposals 22

Indicative Timetable DATE TIME* Information meeting (if any) 18 November 2009 09.30 Delegation Office Deadline for request for any clarifications from the Contracting Authority 18 January 2010 17.00 Last date on which clarifications are issued by the Contracting Authority 27 January 2010 - Deadline for submission of Concept Notes 8 February 2010 Information to applicants on the opening & administrative check of Concept Notes April 2010* Information to applicants on the evaluation of the Concept Notes and invitations for submission of Full Application Form Deadline for submission of Full Application Form 15 July 2010* Information to applicants on the evaluation of the Full Application Form September 2010* Notification of award (after the eligibility check) October 2010* Contract signature Before December 31st 2010 23

Questions Questions by e-mail: Delegation-Sri-Lanka-Human-Rights@ec.europa.eu The EC cannot give a prior opinion on the eligibility of an applicant, a partner or an action. Questions together with the answers published on Delegation’s website http://www.dellka.ec.europa.eu. 24