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How can an NGO benefit from EC grants?. Annica Floren EuropeAid Cooperation, Unit G7 Resources Financial and contractual matters and legal affairs. Summary. Who manages? Who does what? What is a grant? Basic rules Award procedures Publication requirements Evaluation & Contract award.

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How can an ngo benefit from ec grants

How can an NGO benefit from EC grants?

Annica Floren

EuropeAid Cooperation, Unit G7

Resources

Financial and contractual matters and legal affairs


Summary
Summary

  • Who manages? Who does what?

  • What is a grant?

  • Basic rules

  • Award procedures

  • Publication requirements

  • Evaluation & Contract award


Who manages?

shared

decentralised

joint

centralised

(Member

(Third

(International

organisations)

States)

Countries)

direct

indirect

bodies set up by

bodies with a public

Headquarters

Delegations

executive

Communities

service mission

agencies

"(tradit. agencies)"


Who does what

Multi-annualProgramming

Evaluation

Identification

Implementation

Formulation

Financing

Who does what?

DG Development DG External Relations

EuropeAid

Joint responsibility

EuropeAid

EuropeAid

EuropeAid


Management tools
Management Tools

  • Practical Guide to contract procedures in the context of EC external actions

    http://ec.europa.eu/europeaid/work/procedures/implementation/practical_guide/index_en.htm

  • PADOR

http://ec.europa.eu/europeaid/work/onlineservices/pador/index_en.htm


What is a grant

Payment of non-commercial nature

Achievement of an objective forming part of a European Union policy (or of the EU-ACP Agreement)

Implementation of an action or functioning of a body

PRAG 6.1.1

What is a grant?


What is a grant comparison with a tender
What is a grant?-comparison with a tender


Basic rules

Programming annual work programme

Transparency publicity of calls for proposals

Equal treatment impartial evaluation on the basis of published criteria

No cumulative grants only one grant per action

No retroactivity except in crisis situations

Co-financing unless exception for external actions

No profit balance between income and expenditure

PRAG 6.2

PRAG 6.2

Basic rules


How to award a grant

Call for Proposals:

Open or restricted

International

Exceptions where direct award may be allowed:

urgency or crisis situation

de jure or de facto monopoly

mention in basic act

joint management with an international organisation

grants of low amount (less than 10 000€) in decentralised management

PRAG 6.3

PRAG 6.3

How to award a grant?


Open call for proposals steps
Open call for proposals: steps

1. Publicity

2. Receipt and registration

3. Opening and administrative check

4. Assessment of the quality of the concept notes

5. Assessment of the technical and financial quality of the proposal

6. Eligibility

7. Committee’s recommendations

8. Approval of the Evaluation Report with list

9. Contract preparation

10. Publicity

PRAG 6.4


Publicity
Publicity

  • Annual Work Programme

  • Call for proposals notice & Guidelines for applicants (1)

  • Award notice

    PRAG 6.4.1


Guidelines for applicants

include application form and other annexes (standard contract, budget etc)

Inform on

the objectives of the programme,

the priority and themes to be funded

Number of concept notes that will be selected

Eligibility rules

the procedures to be followed by applicants,

the selection and award criteria

PRAG 6.4.2-3

Guidelines for applicants


Submission of proposals
Submission of proposals contract, budget etc)

  • Submission period

    • Open call: minimum 90 days (60 if grants below €100.000)

    • Restricted call: minimum 45 days + 45 days

  • Questions by applicants 21 daysbefore deadline, answer from Contracting Authority 11 daysbefore (on the EuropeAid website)

    The proposals must reach the Contracting Authority by the deadline

    PRAG 6.4.4-6


Evaluation committee
Evaluation Committee contract, budget etc)

  • Odd number of voting members + chairperson & secretary

  • Use of assessors

  • Impartiality and confidentiality

    PRAG 6.4.7


Open call for proposals
Open call for proposals contract, budget etc)

(1) Opening + administrative check

  • a) Evaluation of the concept note

    -selection of concept notes

    b) Evaluation of the full proposals of selected concept notes

    - provisional selection of proposals & reserve list

    c)Supporting documents* to be submitted within 10

    days by the provisionally selected applicants

    (3) a) Eligibility verification of the supporting documents of the provisionally selected applicants

    b) Final selection of the proposals recommended for funding

    *not applicable for grants below €25.000. Supporting documents may exceptionally be asked for earlier in the procedure


Back contract, budget etc)


Evaluation full proposal
Evaluation full proposal contract, budget etc)

  • Financial & Operational Capacity (20 points – pass threshold 12)

  • Relevance (25 points – pass threshold 20)

  • Methodology (25 points)

  • Sustainability (15 points)

  • Budget & cost-effectiveness (15 points)


Eligibility
Eligibility contract, budget etc)

  • Eligibility of applicant (+ partners)

  • nationality

  • grounds for exclusion

  • category of accepted applicant

  • Check – based on applicant’s declaration – part IV of the Application form

  • Supporting documents*

    * Do not apply for grants below 25,000

    Points 6.4.3.1 et 6.4.8.5


Contract preparation
Contract preparation contract, budget etc)

Special Conditions

  • Options for payments

  • One payment per year, one report per payment

    Annexes

  • Description of the Action

  • General Conditions

  • Budget

  • Contract award procedures

  • Standard request for payment and financial identification form

  • Templates for narrative and financial reports

  • Expenditure verification report

  • Financial guarantee form


Further information
Further information… contract, budget etc)

General

http://ec.europa.eu/development/index_en.cfm

http://ec.europa.eu/external_relations/index.htm

http://ec.europa.eu/europeaid/index_en.htm

Specific

The Contracting Authority

The Delegation in the beneficiary country

Procedures

http://ec.europa.eu/europeaid/work/index_en.htm


ELIGIBILITY – GENERAL PRINCIPLES contract, budget etc)

1) 27 Member States + European Economic Area (Island, Norway, Lichtenstein) + officially recognized candidate countries (Turkey, Croatia, FYROM) + reciprocity cases + Developing countries (Annex 1 DCI Regulation) + international organisations 2) 27 Member States + European Economic Area (Island, Norway, Lichtenstein) + officially recognized candidate countries (Turkey, Croatia, FYROM) + reciprocity cases + Countries mentioned in the basic act or covered by the Instruments + international organisations ----

1) Thematic programmes (+ ACP)

2)Geographical programmes

a)Expert: any nationality b) Rules of origin: follow the eligibility rules – possible derogationsc) Reciprocity : case by case (Australia; automatic reciprocity LDCs)


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