Better governance at local level

1. Better governance at local level Guidelines for responding to a call for proposals Content of this subject • 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

2. Better governance at local level Guidelines for responding to a call for proposals Background (reminder of previous briefing) • 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.

3. Better governance at local level Guidelines for responding to a call for proposals Objectives of the funding • Assuring sufficient know-how for the execution of the required tasks, and for increasing accountability • Rehabilitate and/or construct physical infrastructures and basis services to make the work and living conditions sufficient attractive • Improving of basic infrastructure, equipment and means for the administrative functioning • Assure communication with lower and higher level governments, administration and the Civil Society for appropriate decision making and budget implementation • 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.

4. Better governance at local level Guidelines for responding to a call for proposals Financial allocation First call for proposals: maximum total of EU funding: €500 000 (Kina 2 000 000 if rate 4 Kina = 1 €) Individual grants : minimum amount : € 25 000 (PGK100,000) maximum amount: € 100 000 PGK400,000 Minimum complementary funding (from own or other resources) 15% • Tip: foresee specific activities for the complementary funding

5. Better governance at local level Guidelines for responding to a call for proposals Rules for this call for proposals General Grant eligibility criteria The Applicant must • 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)

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

7. 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.

8. 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

9. Better governance at local level Guidelines for responding to a call for proposals The following costs are not eligible : • 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

10. 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

11. Better governance at local level Guidelines for responding to a call for proposals Evaluation of the 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 thatsole basis and the proposal will not be evaluated further.

12. 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 The evaluation criteria

13. Better governance at local level Guidelines for responding to a call for proposals

14. Better governance at local level Guidelines for responding to a call for proposals

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

16. 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