Better governance at local level Guidelines for responding to a call for proposals 1.Grants to strengthen capacity and development initiatives at District and LLG level ( Background, Objectives, Financial figures, Size of grants) 2. Rules for this call for proposals 2.1 General Grant eligibility criteria (Who may apply, Associates and subcontractors, Eligible actions, Eligibility of costs ) 2.2 How to apply and the procedures to follow (Application form, Where and how to send the Applications, Deadline, etc) 2.3 Evaluation and selection of applications 2.4 Awarding of contracts 2.5 Implementation of contracts Content of this subject

Better governance at local level Guidelines for responding to a call for proposals Grant facility to support proposals of districts and LLG’s −to reinforce their functioning and −to improve governance. Main characteristics Six monthly calls for proposals Restricted number of grants will be allocated. The proposals will be ranked based on objective criteria Only the best proposals will be funded. The results of the selection and the awarded proposals will be communicated to all the districts. Not successful districts can enhance their copy represent in the next call for proposals. Background (reminder of previous briefing)

Better governance at local level Guidelines for responding to a call for proposals Objectives of the funding 1.Assuring sufficient know-how for the execution of the required tasks, and for increasing accountability 2.Rehabilitate and/or construct physical infrastructures and basis services to make the work and living conditions sufficient attractive 3.Improving of basic infrastructure, equipment and means for the administrative functioning 4.Assure communication with lower and higher level governments, administration and the Civil Society for appropriate decision making and budget implementation 5.Assure proper functioning of the Ward Development Committee, the Lower Level Government, the Joint District Planning and Budget Priorities Committee, the Joint Provincial District Planning and Budget Priorities Committee.

Better governance at local level Guidelines for responding to a call for proposals Financial allocation First call for proposals: maximum total of EU funding: € (Kina if rate 4 Kina = 1 €) Individual grants : minimum amount : € (PGK100,000) maximum amount: € PGK400,000 Minimum complementary funding (from own or other resources) 15%  Tip: foresee specific activities for the complementary funding

Better governance at local level Guidelines for responding to a call for proposals Rules for this call for proposals General Grant eligibility criteria  be one of the 83 Districts Administrations, represented by its District Administrator, as enumerated in the Local-Level Government Gazette, No Gl of the 15-January 2007 and  be directly responsible for the preparation and management of the action with their associates, not acting as an intermediary and  not be in a situation which could exclude from EC contracts (annex of EC procedures) The Applicant must

Better governance at local level Guidelines for responding to a call for proposals Associates No partners in EC-procedures terms are allowed in this call for proposals Subcontractors Responsible of “complementary funding” Higher levels of government (Province…) Technical departments Private entities Non state actors….. Associates of the Applicant participate in the action From EU Funding, associates can only get reimbursement for per diem or travel costs Subcontractors are neither partners nor associates, are subject to reruitment following the procurement rules

Better governance at local level Guidelines for responding to a call for proposals Eligible actions An action (or project) is composed of a set of activities. The Action has to relate to one or more of the objectives The following types of action are ineligible: 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 mainly with representation activities; the grant funding does not allow for payment of recurrent costs and overheads; actions requiring sub-granting.

Better governance at local level Guidelines for responding to a call for proposals Eligibility of costs The budget is- a cost estimate and - a ceiling for "eligible costs". Eligible costs must be based on - real costs - supporting documents The use of lump sums and flat-rate financings are not allowed For the complementary funding, contributions in kind are not accepted A contingency reserve not exceeding 5% needs approval before use or allocation

Better governance at local level Guidelines for responding to a call for proposals  Overhead costs  Operating costs of the district administration or LLGs  debts and provisions for losses or debts;  interest owed;  items already financed in another framework;  purchases of land or buildings,;  currency exchange losses;  taxes, including GST The following costs are not eligible :

Better governance at local level Guidelines for responding to a call for proposals How to apply Applications must be submitted using the last application form model Provide budget with round numbers please Applicants must apply in English. Hand-written applications will not be accepted Be clear and logic: errors and inconsistencies can lead to rejection Documents should contain ALL relevant information Only the requested complements should be attached The applications have to reach DPLGA before deadline Further information for the Application can be requested at the helpdesk of DPLGA

Better governance at local level Guidelines for responding to a call for proposals STEP 1: OPENING SESSION AND ADMINISTRATIVE CHECK The following will be assessed: The deadline has been respected. If the deadline has not been respected the sailed proposal will be returned. The Application Form satisfies all the criteria mentioned in the Checklist If any of the requested information is missing or is incorrect, the proposal may be rejected on that sole basis and the proposal will not be evaluated further. Evaluation of the proposals

Better governance at local level Guidelines for responding to a call for proposals Evaluation of the proposals STEP 2: EVALUATION OF THE FULL APPLICATION The eligibility criteria If foreseen, will on yes or no keep or reject the application, e.g. in reporting of budget spending Section Maximum Score 1. Financial and operational capacity Do the applicant and partners have sufficient experience of project management? Do the applicant and partners have sufficient technical expertise? (notably knowledge of the issues to be addressed.) Do the applicant and partners have sufficient management capacity? (including staff, equipment and ability to handle the budget for the action)? Does the applicant have stable and sufficient sources of finance? 5 The evaluation criteria

Better governance at local level Guidelines for responding to a call for proposals 2. Relevance How relevant is the proposal to the objectives and one or more of the priorities of the call for proposals? Note: A score of 5 (very good) will only be allocated if the proposal specifically addresses at least one priority. Note: A score of 5 (very good) will only be allocated if the proposal contains specific added-value elements, such as promotion of gender equality and equal opportunities… 5 x How relevant to the particular needs and constraints of the target country/countries or region(s) is the proposal? (including avoidance of duplication and synergy with other EC initiatives.) How clearly defined and strategically chosen are those involved (final beneficiaries, target groups)? Have their needs been clearly defined and does the proposal address them appropriately? 5 x 2 3. Methodology Are the activities proposed appropriate, practical, and consistent with the objectives and expected results? How coherent is the overall design of the action? (in particular, does it reflect the analysis of the problems involved, take into account external factors and anticipate an evaluation?) Is the partners' level of involvement and participation in the action satisfactory? Note: If there are no partners the score will be Is the action plan clear and feasible? Does the proposal contain objectively verifiable indicators for the outcome of the action? 5

Better governance at local level Guidelines for responding to a call for proposals 4. Sustainability Is the action likely to have a tangible impact on its target groups?5 4.2 Is the proposal likely to have multiplier effects? (including scope for replication and extension of the outcome of the action and dissemination of information.) Are the expected results of the proposed action sustainable: - financially (how will the activities be financed after the funding ends?) - institutionally (will structures allowing the activities to continue be in place at the end of the action? Will there be local “ownership” of the results of the action?) - at policy level (where applicable) (what will be the structural impact of the action — e.g. will it lead to improved legislation, codes of conduct, methods, etc?)? 5 5. Budget and cost-effectiveness is the ratio between the estimated costs and the expected results satisfactory?5 5.2 Is the proposed expenditure necessary for the implementation of the action?5 x 2 Maximum total score100

Better governance at local level Guidelines for responding to a call for proposals Example of detail criteria allowing objective evaluation

Better governance at local level Guidelines for responding to a call for proposals Notification of the Contracting Authority’s decision Applicants will be informed in writing decision concerning their application the reasons for the decision detailed results of the evaluation of their application the general ranked list of all applications Receive copy of the proposals which got awarded Awarded proposals: The Administrator and his Treasurer of the will be invited to Port Moresby sign the contract and receive a training on the procedural and accounting issues