Contracting Authority:
Delegation of the European Union to Ghana
Support to initiatives to contribute to a violent free transparent and credible
general elections in 2016.
Guidelines for grant applicants
European Instrument for Democracy and Human
Rights
Budget line: 02.01.04.11
Reference:
EIDHR/2014/136452
Deadline for submission of concept notes 13th February 2015
Restricted Procedure
2014
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EIDHR 136-452 election Guidelines
NOTICE
This is a restricted Call for Proposals. In the first instance, only Concept Notes must be submitted for
evaluation. Thereafter, applicants who have been pre-selected will be invited to submit a Full Application
Form. After the evaluation of the Full Applications, an eligibility check will be performed for those which
have been provisionally selected. Eligibility will be checked on the basis of the supporting documents
requested by the Contracting Authority and the signed ‘Declaration by the Applicant’ sent together with the
application.
EIDHR 136-452 Elections Guidelines
Table of contents
1. SUPPORT TO INITIATIVES TO CONTRIBUTE TO A VIOLENT FREE, TRANSPARENT AND
CREDIBLE GENERAL ELECTIONS IN 2016
4
1.1. Background ........................................................................................................................................... 4
1.2. Objectives of the programme and priority issues ................................................................................. 5
1.3. Financial allocation provided by the contracting authority .................................................................. 5
2. RULES FOR THIS CALL FOR PROPOSALS
5
2.1. Eligibility criteria .................................................................................................................................. 5
2.1.1. Eligibility of applicants (i.e. applicant and co-applicant(s)) ......................................................................... 6
2.1.2. Affiliated entities .......................................................................................................................................... 7
2.1.3. Associates and Contractors .......................................................................................................................... 8
2.1.4. Eligible actions: actions for which an application may be made .................................................................. 8
2.1.5. Eligibility of costs: costs that can be included ........................................................................................... 11
2.2. How to apply and the procedures to follow ........................................................................................ 13
2.2.1. Application forms ....................................................................................................................................... 14
2.2.2. Where and how to send Concept Notes ...................................................................................................... 14
2.2.3. Deadline for submission of Applications ................................................................................................... 15
2.2.4. Further information about Concept Notes .................................................................................................. 15
2.2.5. Full Application forms ............................................................................................................................... 15
2.2.6. Where and how to send Full Application forms ......................................................................................... 16
2.2.7. Deadline for submission of Full Application forms ................................................................................... 16
2.2.8. Further information about Full Application forms ..................................................................................... 17
2.3. Evaluation and selection of applications ............................................................................................ 17
2.4. Submission of supporting documents for provisionally selected applications ................................... 23
2.5. Notification of the Contracting Authority’s decision ......................................................................... 24
2.5.1. Content of the decision ............................................................................................................................... 24
2.5.2. Indicative timetable .................................................................................................................................... 24
2.6. Conditions for implementation after the Contracting Authority’s decision to award a grant ............. 25
2.7. Early warning system and central exclusion database ........................................................................ 25
3. LIST OF ANNEXES
27
EIDHR 136-452 Elections Guidelines
1.
SUPPORT TO INITIATIVES TO CONTRIBUTE TO A VIOLENT FREE, TRANSPARENT
AND CREDIBLE GENERAL ELECTIONS IN 2016
1.1. BACKGROUND
The European Union (EU) is founded on the principles of liberty, democracy, respect for human rights and
the rule of law. Human Rights and democracy are important areas of EU co-operation and support, and
activities in this sector are provided through a number of EC instruments.
The European Instrument for Democracy and Human Rights (EIDHR) is one of these instruments,
established with a Regulation No 1889/2006 adopted by the European Parliament and the Council in
December 2006, and now replaced by a new Regulation of 11 March 20141. It aims at contributing to the
development and consolidation of democracy, the Rule of Law, and respect for all human rights and
fundamental freedoms within the framework of the Community’s policy on development cooperation with
third countries, consistent with the European Union’s foreign policy as a whole2.
Over the last decade, Ghana has enjoyed increasingly stable and deepening democratic governance. Three
successful elections in 2000, 2004 and 2008 have consolidated inclusive governance and strengthened the
effectiveness of key national institutions such as the Electoral Commission, the National Peace Council, the
National Media Commission and the National Commission for Civic Education. The peaceful outcome of the
verdict of the Supreme Court on the presidential election petition, following the disputed 2012 general
election further strengthened Ghana’s democratic credentials.
However, Ghana faces some challenges in dealing with pockets of communal based violent conflicts and
sporadic outbreak of violence which tend to characterise the country's general elections. The 2016 Elections
are also expected to take place under the leadership of a new Chairperson of the Electoral Commission and
in a very polarized context full of potential mistrust between the two dominant Political Parties. These
factors, if appropriate interventions are not fashioned and implemented, have the potential to trigger major
disruptions that could easily reverse much of the country’s human development gains made in the last two
decades
This Call for Proposals is a sequel to an earlier call for proposals launched in 2009 entitled ' Support to
initiatives promoting peaceful, transparent and credible elections in Ghana and increasing the participation of
women in politics' . This particular call for proposals was launched against the background of the closely
contested elections in 2008 with the final outcome determined after three rounds of voting. There were
reported incidents of violence in some parts of the country. The conduct of some media houses to a large
extent contributed to heightening tension over the elections.
Even though the verdict of the Electoral Commission on the 2012 general elections was contested in the
Supreme Court, the elections were generally adjudged to be very peaceful with very minimal incidents of
violence. The intervention of the EU contributed immensely in bringing about this situation.
The fact that the verdict of the Electoral Commission on the 2012 general elections was contested in the
Supreme Court, despite the peaceful nature of the elections is testimony of the highly competitive nature of
Ghana's multi-party democracy. Furthermore the peaceful outcome of the Supreme Court's verdict is
1 Regulation (EC) No 235/2014 of the European Parliament and of the Council, OJ L 77, 11.03.2014, http://eur-
lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2014:077:FULL:EN:PDF
2 The Joint Communication of the European Commission and the EU High Representative for Foreign Affairs and
Security Policy “Human Rights and Democracy at the Heart of EU External Action – towards a more effective
approach” spells out the need for coherence in mainstreaming human rights into external policies. The Joint
Communication lead to the adoption in June 2012 of the EU Strategic Framework and Action Plan on Human
Rights and Democracy, according to which “the EU will promote human rights in all areas of its external action
without exception”.
2014
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EIDHR 136-452 election Guidelines
attributable to the sustained advocacy efforts of civil society organizations, faith-based organizations and
other relevant stakeholders for peace.
This call therefore aims to support initiatives conducive to a peaceful pre electoral and post electoral
environment.
1.2. OBJECTIVES OF THE PROGRAMME AND PRIORITY ISSUES
The
global objective is: to support initiatives that contribute to a violent free, transparent and credible
general elections in 2016.
The
specific objectives of this Call for Proposals are as follows:
I. Build the knowledge and skills of citizens at large and particularly women and youth networks in
conflict mediation, negotiations and dialogue to increase their level of participation in resolving
electoral disputes and peace building efforts;
II. Better understanding and participation by Ghanaian citizens of democratic processes and especially
their roles and responsibilities in the election process.
1.3. FINANCIAL ALLOCATION PROVIDED BY THE CONTRACTING AUTHORITY
The overall indicative amount made available under this Call for Proposals is EUR 1,000,000. The
Contracting Authority reserves the right not to award all available funds.
Size of grants
Any grant requested under this Call for Proposals must fall between the following minimum and maximum
amounts:
• minimum amount: EUR 250,000
• maximum amount: EUR 350,000
Any grant requested under this Call for Proposals must fall between the following minimum and maximum
percentages of total eligible costs of the action:
• Minimum percentage: 50 % of the total eligible costs of the action.
• Maximum percentage: 90% of the total eligible costs of the action (see also Section 2.1.5).
The balance (i.e. the difference between the total cost of the action and the amount requested from the
Contracting Authority) must be financed from sources other than the European Union Budget or the
European Development Fund3.
2.
RULES FOR THIS CALL FOR PROPOSALS
These guidelines set out the rules for the submission, selection and implementation of the actions financed
under this Call, in conformity with the Practical Guide, which is applicable to the present call (available on
the Internet at this address: http://ec.europa.eu/europeaid/funding/about-calls-proposals/procedures-and-
practical-guide-prag/practical-guide-grants_en).
2.1. ELIGIBILITY CRITERIA
3 Where a grant is financed by the European Development Fund, any mention of European Union financing must be
understood as referring to European Development Fund financing.
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There are three sets of eligibility criteria, relating to:
(1) the actors:
• The
applicant, i.e. the entity submitting the application form (2.1.1),
• if any, its
co-applicant(s) (
where it is not specified otherwise the applicant and its co-
applicant(s) are hereinafter jointly referred as the "applicants") (2.1.1),
• and, if any,
affiliated entity(ies) to the applicant and/or to a co-applicant(s). (2.1.2);
(2) the actions:
Actions for which a grant may be awarded (2.1.4);
(3) the costs:
• types of cost that may be taken into account in setting the amount of the grant (2.1.5).
2.1.1. Eligibility of applicants (i.e. applicant and co-applicant(s))
Applicant
(1) In order to be eligible for a grant, the applicant must:
• be a legal person and,
• be non-profit-making and,
• be a civil society organisations, community based organisations and,
• be established in Ghana 4 or in a Member State of the European Union or be a Member State of
the European Economic Area (EEA) or of an accession or official candidate country as
recognised by the EU or of a developing country as specified by the Development Assistance
Committee
of
the
Organisation
for
Economic
Cooperation
and
Development
(OECD/DAC)5,and
• be directly responsible for the preparation and management of the action with the co-
applicant(s) and affiliated entity(ies), not acting as an intermediary
and
• be able to demonstrate to have carried out activities in the field of development of the kind
covered by this programme.
(2) The potential applicant may not participate in calls for proposals or be awarded grants if it is in any of
the situations listed in Section 2.3.3 of the Practical Guide ;
Part A, section 3of the grant application form (‘Declaration by the applicant’), the applicant must
declare that the applicant himself, the co-applicant(s) and affiliated entity(ies) are not in any of these
situations.
4 To be determined on the basis of the organisation’s statutes, which should demonstrate that it has been established
by an instrument governed by the national law of the country concerned and that its head office is located in an
eligible country. In this respect, any legal entity whose statutes have been established in another country cannot be
considered an eligible local organisation, even if the statutes are registered locally or a ‘Memorandum of
Understanding’ has been concluded.
5 See the link at: http://www.oecd.org
EIDHR 136-452 Elections Guidelines
The applicant may act individually or with co-applicant(s).
If awarded the Grant contract, the applicant will become the Beneficiary identified as the Coordinator in
annex E3h1 (Special Conditions). The Coordinator is the main interlocutor of the Contracting Authority.
It represents and acts on behalf of any other co-beneficiary (if any) and coordinate the design and
implementation of the Action.
Co-applicant(s)
A Ghanaian co-applicant is mandatory in all cases when the applicants is non-Ghanaian applicants.
Co-applicant(s) participate in designing and implementing the action, and the costs they incur are
eligible in the same way as those incurred by the applicant.
Co-applicant(s) must satisfy the eligibility criteria as applicable to the applicant himself.
Co-applicant(s) must sign the Mandate in Part B section 4 of the grant application form.
If awarded the Grant contract, the co-applicant(s)(if any) will become beneficiaries in the Action
(together with the Coordinator).
2.1.2. Affiliated entities
The applicant and its co-applicant(s) may act with affiliated entity(ies)
Only the following entities may be considered as affiliated entities to the applicant and/or to co-
applicant(s):
Only entities having a structural link with the applicants, in particular a legal or capital link.
This structural link encompasses mainly two notions:
(i)
Control, as defined in Directive 2013/34/EU on the annual financial statements, consolidated
financial statements and related reports of certain types of undertakings:
Entities affiliated to a beneficiary may hence be:
- Entities directly or indirectly controlled by the beneficiary (daughter companies or first-tier
subsidiaries). They may also be entities controlled by an entity controlled by the beneficiary
(granddaughter companies or second-tier subsidiaries) and the same applies to further tiers of
control;
- Entities directly or indirectly controlling the beneficiary (parent companies). Likewise, they
may be entities controlling an entity controlling the beneficiary;
- Entities under the same direct or indirect control as the beneficiary (sister companies).
(ii)
Membership, i.e. the beneficiary is legally defined as a e.g. network, federation, association in which
the proposed affiliated entities also participate or the beneficiary participates in the same entity (e.g.
network, federation, association) as the proposed affiliated entities.
The structural link shall as a general rule be neither limited to the action nor established for the sole purpose
of its implementation. This means that the link would exist independently of the award of the grant; it should
exist before the call for proposals and remain valid after the end of the action.
By way of exception, an entity may be considered as affiliated to a beneficiary even if it has a structural link
specifically established for the sole purpose of the implementation of the action in the case of so-called “sole
applicants” or “sole beneficiaries”. A sole applicant or a sole beneficiary is an entity formed by several
entities (a group of entities) which together comply with the criteria for being awarded the grant. For
example, an association is formed by its members.
EIDHR 136-452 Elections Guidelines
What is not an affiliated entity?
The following are not considered entities affiliated to a beneficiary:
-
Entities that have entered into a (procurement) contract or subcontract with a beneficiary, act as
concessionaires or delegatees for public services for a beneficiary,
-
Entities that receive financial support from the beneficiary,
-
Entities that cooperate on a regular basis with the beneficiary on the basis of a memorandum of
understanding or share some assets,
-
Entities that have signed a consortium agreement under the grant contract.
How to verify the existence of the required link with the beneficiary?
The affiliation resulting from control may in particular be proved on the basis of the consolidated accounts of
the group of entities the beneficiary and its proposed affiliates belong to.
The affiliation resulting from membership may in particular be proved on the basis of the statutes or
equivalent act establishing the entity (network, federation, association) which the beneficiary constitutes or
in which the beneficiary participates.
If the applicants are awarded a contract, their affiliated entity(ies) will not be become Beneficiary(ies) of the
Action and signatory(ies) of the Contract. However, they will participate in the design and in the
implementation of the Action and the costs they incur (including those incurred for Implementation
Contracts and Financial Support to third parties) may be accepted as eligible costs, provided they comply
with all the relevant rules already applicable to the Beneficiary(ies) under the Grant Contract.
Affiliated entity(ies) must satisfy the same eligibility criteria as the applicant and the co-applicant(s). They
must sign the affiliated entity(ies) statement in Part B section 5 of the grant application form.
2.1.3. Associates and Contractors
The following entities are not applicant(s) nor affiliated entity(ies) and do not have to sign the "mandate" or
"affiliated entities' statement":
• Associates
Other organisations may be involved in the action. Such associates play a real role in the action but may not
receive funding from the grant, with the exception of per diem or travel costs. Associates do not have to meet
the eligibility criteria referred to in section 2.1.1. Associates must be mentioned in Part B section 6 —
‘Associates of the Applicant participating in the Action’ — of the Grant Application Form.
• Contractors
The grant beneficiaries and their affiliated entities are permitted to award contracts. Associates or affiliated
entity(ies) cannot be also contractors in the project. Contractors are subject to the procurement rules set out
in Annex IV to the standard grant contract.
2.1.4. Eligible actions: actions for which an application may be made
Definition:
An action is composed of a set of activities.
Duration
The initial planned duration of an action may not be lower than
24 months nor exceed
36 months.
EIDHR 136-452 Elections Guidelines
Sectors or themes
Actions must fall under the themes and priorities described in section 1.2 of these guidelines (objectives of
the programme and priority issues).
Location
Actions must take place in Ghana
Types of action
Priority will be given to actions that will contribute to the achievement of the following results:
Increased the
capacity of citizens at large and particularly women and youth networks in conflict
mediation, negotiations and dialogue in
creating a peaceful environment ahead of the 2016
elections and in resolving electoral and post electoral disputes.
Promoting Dialogue involving civil society organisation, Media, relevant Independent Constitutional
Bodies (National Media Commission, Electoral Commission National Commission National
Commission for Civic Education) National Peace Council and traditional and religious leaders to
initiate and sustain mediation and conflict resolution processes and for more constructive and
responsible media coverage of political party activities and electoral events.
The promotion of issue-based (development agenda of political parties) politics in the political
discourse involving political parties/candidates and the electorate.
In line with Paris Declaration for aid effectiveness and the Accra Agenda for Action, subsidiarity and
complementarity with other interventions (supported by the European Union, other organisations,
Development Partners or by Government of Ghana) should be ensured. Overlaps and duplications of efforts
or lack of coordination and harmonisation with other ongoing projects or initiatives targeting the 2016
Elections will be negatively considered in the evaluation process outlined in the section 2.3 of the present
guidelines.
The following types of action are ineligible:
• actions concerned only or mainly with individual sponsorships for participation or organisation in
workshops, seminars, conferences and congresses and twinning activities;
• actions concerned only or mainly with individual scholarships for studies or training courses;
• actions concerned only or mainly with sponsorship for pure research:
• actions which consist of capital expenditure, e.g. land, buildings, equipment and vehicles;
• actions which discriminate against individuals or groups of people on grounds of their gender, sexual
orientation, religious beliefs or lack of them, or their ethnic origin;
• actions supporting individual political parties.
• actions involving proselytism.
Types of activity
The types of activity which are eligible and may be financed are those directly contributing to the
achievement of the objectives, priorities and main principles as per section 1.2 above.
Activities can include (non exhaustive list of examples):
Provide support for the coordination and harmonization of peace initiatives in Ghana through the
creation of mechanisms for joint action, such as planning, peace interventions and monitoring;
EIDHR 136-452 Elections Guidelines
Engaging political parties to promote a more peaceful and constructive attitude especially of youth
groups during elections;
Development and implementation of civic and voter education programs in Ghana;
Other similar activities that will help to achieve the above-mentioned objectives
Cooperation between constitutionally mandated institutions such as the National Peace Council, media and
civil society organisation is encouraged.
Financial support to third parties6
Applicants may propose financial support to third parties.
Applicants may propose financial support to third parties in order to help achieving the objectives of the
action.
The maximum amount of financial support per third party is € 10.000.
Under this Call, financial support to third parties may not be the main purpose of the action.
In compliance with the present guidelines and notably of any conditions or restrictions in this section,
applicants should define mandatorily in section 2.1.1 of the grant application form:
(i) the objectives and results to be obtained with the financial support
(ii) the different types of activities eligible for financial support, on the basis of a fixed list
(iii) the types of persons or categories of persons which may receive financial support
(iv) the criteria for selecting these entities and giving the financial support
(v) the criteria for determining the exact amount of financial support for each third entity, and
(vi) the maximum amount which may be given.
In all events, the mandatory conditions set above for giving financial support (points (i) to (vi)) have to be
strictly defined in the contract as to avoid any exercise of discretion.
Visibility
The Applicants must take all necessary steps to publicise the fact that the European Union has financed or
co-financed the Action. As far as possible, actions that are wholly or partially funded by the European Union
must incorporate information and communication activities designed to raise the awareness of specific or
general audiences of the reasons for the action and the EU support for the action in the country or region
concerned, as well as the results and the impact of this support.
Applicants must comply with the objectives and priorities and guarantee the visibility of the EU financing
(see the Communication and Visibility Manual for EU external actions specified and published by the
European Commission at http://ec.europa.eu/europeaid/work/visibility/index_en.htm).
Number of applications and grants per applicants
The applicant
may not submit more than one application(s) under this Call for Proposals.
The applicant may not be awarded more than one grant(s) under this Call for Proposals.
The applicant may be a co-applicant or an affiliated entity in another application at the same time.
6 These third parties are neither affiliated entity(ies) nor associates nor contractors.
EIDHR 136-452 Elections Guidelines
A co-applicant/affiliated entity may not submit more than one application(s) under this Call for Proposals.
A co-applicant/affiliated entity may not be awarded more than one grant(s) under this Call for Proposals.
A co-applicant/affiliated entity may be the applicant or an affiliated entity in another application at the same
time.
2.1.5. Eligibility of costs: costs that can be included
Only ‘eligible costs’ can be covered by a grant. The categories of costs that are eligible and non-eligible are
indicated below. The budget is both a cost estimate and an overall ceiling for ‘eligible costs’.
The reimbursement of eligible costs may be based on any or a combination of the following forms:
− actual costs incurred by the Beneficiary(ies) and affiliated entity(ies)
− one or more simplified cost options.
Simplified cost options may take the form of:
−
unit costs: covering all or certain specific categories of eligible costs which are clearly identified in
advance by reference to an amount per unit.
−
lump sums: covering in global terms all or certain specific categories of eligible costs which are
clearly identified in advance.
−
flat-rate financing: covering specific categories of eligible costs which are clearly identified in
advance by applying a percentage fixed ex ante.
The amounts or rates have to be based on estimates using objective data such as statistical data or any other
objective means or with reference to certified or auditable historical data of the applicants or the affiliated
entity(ies). The methods used to determine the amounts or rates of unit costs, lump sums or flat-rates must
comply with the criteria established in Annex K, and especially ensure that the costs correspond fairly to the
actual costs incurred by the Grant Beneficiary(ies) and affiliated entity(ies), are in line with their accounting
practices, no profit is made and the costs are not already covered by other sources of funding (no double
funding). Refer to Annex K for directions and a checklist of controls to assess the minimum necessary
conditions that provide reasonable assurance for the acceptance of the proposed amounts.
The applicant proposing this form of reimbursement, must clearly indicate in worksheet no.1 of Annex B,
each heading/item of eligible costs concerned by this type of financing, i.e. add the reference in capital
letters to "UNIT COST" (per month/flight etc), "LUMPSUM" or "FLAT RATE" in the Unit column. (see
example in Annex K)
Additionally in Annex B, in the second column of worksheet no.2, "Justification of the estimated costs" per
each of the corresponding budget item or heading the applicant must:
− describe the information and methods used to establish the amounts of unit costs, lump sums and/or
flat-rates, to which costs they refer, etc.
− clearly explain the formulas for calculation of the final eligible amount7
7 Examples:for staff costs: number of hours or days of work * hourly or daily rate pre-set according to the category of
personnel concerned;- for travel expenses: distance in km * pre-set cost of transport per km; number of days * daily
allowance pre-set according to the country;- for specific costs arising from the organization of an event: number of
participants at the event * pre-set total cost per participant etc.
EIDHR 136-452 Elections Guidelines
− identify the beneficiary who will use the simplified cost option (in case of affiliated entity, specify
first the beneficiary), in order to verify the maximum amount per each beneficiary (which includes if
applicable simplified cost options of its affiliated entity(ies))
At contracting phase, the Contracting Authority decides whether to accept the proposed amounts or rates on
the basis of the provisional budget submitted by the applicant, by analysing factual data of grants carried out
by the applicant or of similar actions and by performing checks established by Annex K.
The total amount of financing on the basis of simplified cost options that can be authorised by the
Contracting Authority for any of the applicants individually (including simplified cost options proposed by
their own affiliated entities) cannot exceed EUR 60 000 (the indirect costs are not taken into account).
Recommendations to award a grant are always subject to the condition that the checks preceding the signing
of the contract do not reveal problems requiring changes to the budget (such as arithmetical errors,
inaccuracies, unrealistic costs and ineligible costs). The checks may give rise to requests for clarification and
may lead the Contracting Authority to impose modifications or reductions to address such mistakes or
inaccuracies. It is not possible to increase the grant or the percentage of EU co-financing as a result of these
corrections.
It is therefore in the applicant’s interest to provide a
realistic and cost-effective budget.
Eligible direct costs
To be eligible under the Call for Proposals, costs must comply with the provisions of Article 14 of the
General Conditions to the Standard Grant Contract (see Annex G of the Guidelines).
Contingency reserve
The budget may include a contingency reserve not exceeding 5 % of the estimated direct eligible costs. It can
only be used with the
prior written authorisation of the Contracting Authority.
Eligible indirect costs
The indirect costs incurred in carrying out the action may be eligible for flat-rate funding, but the total must
not exceed 7 % of the estimated total eligible direct costs. Indirect costs are eligible provided that they do not
include costs assigned to another budget heading in the standard grant contract. The applicant may be asked
to justify the percentage requested before the contract is signed. However, once the flat rate has been fixed in
the special conditions of the standard grant contract, no supporting documents need to be provided.
If any of the applicants or affiliated entity(ies) is in receipt of an operating grant financed by the EU, it may
not claim indirect costs on its incurred costs within the proposed budget for the action.
Contributions in kind
Contributions in kind mean the provision of goods or services to a Beneficiary(ies) or affiliated entity(ies)
free of charge by a third party. As contributions in kind do not involve any expenditure for a Beneficiary(ies)
or affiliated entity(ies), they are not eligible costs.
Contributions in kind may not be treated as co-financing
However, if the description of the action as proposed includes contributions in kind, the contributions have to
be made.
Ineligible costs
The following costs are not eligible:
− debts and debt service charges (interest);
− provisions for losses or potential future liabilities;
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− costs declared by the Beneficiary(ies) and financed by another action or work programme receiving
a Union (including through EDF) grant;
− purchases of land or buildings, except where necessary for the direct implementation of the action, in
which case ownership must be transferred to the final beneficiaries and/or local Beneficiary(ies), at
the latest at the end of the action;
− currency exchange losses;
− credit to third parties.
− salary costs of the personnel of national administrations
2.2. HOW TO APPLY AND THE PROCEDURES TO FOLLOW
−
Phase 1, concept note: Registration in PADOR is obligatory for an applicant applying for grants
above EUR 60 000.
Registration is optional though strongly recommended for:
− An applicant applying for grants of EUR 60 000 or less;
− co-applicant(s) and affiliated entity(ies).
−
Phase 2, full proposal: Registration in PADOR is obligatory for all pre-selected applicants, co-
applicant(s) and all their affiliated entity(ies).]
PADOR is an on-line database in which organisations register and update their data regularly, through the
EuropeAid website: http://ec.europa.eu/europeaid/work/onlineservices/pador/index_en.htm
Before starting to register your organisation in PADOR, please read the ‘Quick guide’ on the website. It
explains the registration process.
It is strongly recommended to register in PADOR when you start drafting your proposal and not to wait until
just before the deadline of submission.
On the paper version of the proposal you must give your EuropeAid ID (EID). To get this ID, your
organisation must enter PADOR to register, save and ‘sign’ certain obligatory data (the fields shown in
orange on each screen) and the related documents (see section 2.4).
However, if it is impossible for the organisation to register in PADOR, it must submit a justification proving
that this impossibility is general and beyond the control of the applicant and/or its affiliated entity(ies). In
such cases, the applicants and/or affiliated entity(ies) concerned must complete the ‘PADOR off-line form8
attached to these Guidelines and send it by the submission deadline, together with the application, to the
address indicated in sections 2.2.2 and 2.2.6. The registration in PADOR will then be carried out by the
European Commission service in charge of the Call for Proposals. If, at a later stage, the organisation wishes
to update its data itself, it will have to send an access request to the PADOR helpdesk.
All questions related to registration in PADOR should be addressed to the PADOR helpdesk at: Europeaid-
xxxxx@xx.xxxxxx.xx.
8 Which corresponds to Sections 3 and 4 of Part B of the application form.
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2.2.1. Application forms
Applications must be submitted in accordance with the Concept Note instructions in the Grant Application
Form annexed to these Guidelines (Annex A).
Applicants must apply in English. In the Concept Note, applicants must only provide an estimate of the
amount of contribution requested from the Contracting Authority and an indicative percentage of that
contribution in relation to the total amount of the Action. Only the applicants invited to submit a full
application in the second phase will be required to present a detailed budget. The elements outlined in the
Concept Note may not be modified by the applicant in the full application form. The EU contribution may
not vary from the initial estimate by more than 20 %. Applicants are free to adapt the percentage of co-
financing required within the minimum and maximum amount and percentages of co-financing, as laid down
in these Guidelines in section 1.3. Own contributions by the applicants can be replaced by other donors'
contributions at any time.
Any error or major discrepancy related to the points listed in the Concept Note instructions may lead to the
rejection of the Concept Note.
Clarifications will only be requested when information provided is not sufficient to conduct an objective
assessment.
Hand-written Concept Notes will not be accepted.
Please note that only the Concept Note form will be evaluated. It is therefore of utmost importance that this
document contains ALL relevant information concerning the action. No additional annexes should be sent.
2.2.2. Where and how to send Concept Notes
The Concept Note together with its relating Checklist and Declaration by the applicant (to be found in
Part
A sections 2 and 3 of the grant application form) must be submitted in one original and two copies in A4
size, each bound.
An electronic version of the Concept Note must also be submitted. A CD-Rom with the Concept Note in
electronic format will be included, along with the paper version, in a sealed envelope as described below.
The electronic file must contain
exactly the same application as the paper version enclosed.
Where applicants send several different Concept Notes (if allowed to do so by the Guidelines of the Call),
each one must be sent separately.
The outer envelope must bear the
reference number and the title of the call for proposals, together with
the full name and address of the applicant, and the words ‘Not to be opened before the opening session.
Concept Notes must be submitted in a sealed envelope by registered mail, private courier service or by hand-
delivery (a signed and dated certificate of receipt will be given to the deliverer) to the address below:
Postal address
Delegation of the European Union to Ghana
The Round House, 81 Cantonments Road, P.O. Box 9505 KIA, Accra
Address for hand delivery or by private courier service
Delegation of the European Union to Ghana,
The Round House, 81 Cantonments Road
Accra.
Concept Notes sent by any other means (e.g. by fax or by e-mail) or delivered to other addresses will be
rejected.
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Applicants must verify that their Concept Note is complete using the Checklist for Concept Note (Part
A section 2 of the grant application form). Incomplete concept notes may be rejected.
2.2.3. Deadline for submission of Applications
The deadline for the submission of Concept Notes is 13th of February 2015 as evidenced by the date of
dispatch, the postmark or the date of the deposit slip. In the case of hand-deliveries, the deadline for receipt
is at
15:00 hours local time (Ghana) as evidenced by the signed and dated receipt. Any Concept Note
submitted after the deadline will be rejected.
However, for reasons of administrative efficiency, the Contracting Authority may reject any Concept Note
sent in due time but received after the effective date of approval of the Concept Note evaluation (see
indicative calendar under section 2.5.2)
2.2.4. Further information about Concept Notes
An information session on this Call for Proposals will be held on 14th January at 10:00.
Questions may be sent by e-mail [or by fax] no later than 21 days before the deadline for the submission of
Concept Notes to the address(es) below, indicating clearly the reference of the Call for Proposals:
E-mail address:
xxxxxxxxx.xxxxxxx@xxxx.xxxxxx.xx
xxxxxxxxxxxxxx.xxxxxx@xxxx.xxxxxx.xx
The Contracting Authority has no obligation to provide clarifications to questions received after this date.
Replies will be given no later than 11 days before the deadline for submission of Concept Notes.
To ensure equal treatment of applicants, the Contracting Authority cannot give a prior opinion on the
eligibility of applicants, affiliated entity(ies), an action or specific activities.
Questions that may be relevant to other applicants, together with answers and other important notices in the
course of the evaluation procedure, will be published on the EuropeAid website
https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome , as the need arises. It
is therefore advisable to consult the abovementioned website regularly in order to be informed of the
questions and answers published.
All questions related to PADOR registration should be addressed to the PADOR help desk:
xxxxxxxxxxxxxxx@xx.xxxxxx.xx
2.2.5.
Full Application forms
An applicant invited to submit a full application form following pre-selection of their Concept Note must do
so using Part B of the application form annexed to these Guidelines (Annex A). Applicants should then keep
strictly to the format of the application form and fill in the paragraphs and pages in order.
The elements outlined in the Concept Note cannot be modified by the applicant in the full application form.
The EU contribution may not vary from the initial estimate by more than 20 %, although applicants are free
to adapt the percentage of co-financing required within the minimum and maximum amount and percentages
of co-financing, as laid down in these Guidelines under section 1.3.
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Applicants must submit their full applications in the same language as their Concept Notes.
Please complete the full application form carefully and as clearly as possible so that it can be assessed
properly.
Any error related to the points listed in the Checklist (Part B, Section 7 of the Grant Application form) or any
major inconsistency in the full application form (e.g. if the amounts in the budget worksheets are
inconsistent) may lead to the rejection of the application.
Clarifications will only be requested when information provided is unclear and thus prevents the Contracting
Authority from conducting an objective assessment.
Hand-written applications will not be accepted.
Please note that only the full application form and the published annexes which have to be filled in (budget,
logical framework) will be transmitted to the evaluators (and assessors, if used). It is therefore of utmost
importance that these documents contain ALL the relevant information concerning the action.
No
supplementary annexes should be sent.
2.2.6.
Where and how to send Full Application forms
Applications must be submitted in a sealed envelope by registered mail, private courier service or by hand-
delivery (a signed and dated certificate of receipt will be given to the deliverer) to the address below:
Postal address
Delegation of the European Union to Ghana
The Round House, 81 Cantonments Road, P.O. Box 9505 KIA, Accra
Address for hand delivery or by private courier service
Delegation of the European Union to Ghana,
The Round House, 81 Cantonments Road
Accra.
Applications sent by any other means (e.g. by fax or by e-mail) or delivered to other addresses will be
rejected.
Applications must be submitted in one original and two copies in A4 size, each bound. The full application
form, budget and logical framework must also be supplied in electronic format (CD-Rom) in a separate and
single file (i.e. the full application form must not be split into several different files). The electronic file must
contain
exactly the same application as the paper version.
The Checklist (Section 7 of Part B of the grant application form) and the Declaration by the applicant
(Section 8 of Part B of the grant application form) must be stapled separately and enclosed in the envelope
Where applicants send several different applications (if allowed to do so by the Guidelines of the Call), each
one must be sent separately.
The outer envelope must bear the
reference number and the title of the Call for Proposals, together with
the number and title of the lot, the full name and address of the applicant, and the words ‘Not to be opened
before the opening session.
Applicants must verify that their application is complete using the checklist (Section 7 of Part B of the
grant application form). Incomplete applications may be rejected.
2.2.7.
Deadline for submission of Full Application forms
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The deadline for the submission of applications will be indicated in the letter sent to the applicants whose
application has been pre-selected.
However, for reasons of administrative efficiency, the Contracting Authority may reject any application sent
in due time but received after the date of approval of the evaluation report for full applications (see indicative
calendar under Section 2.5.2
2.2.8.
Further information about Full Application forms
Questions may be sent by e-mail no later than 21 days before the deadline for the submission of applications
to the addresses listed below, indicating clearly the reference of the Call for Proposals:
xxxxxxxxx.xxxxxxx@xxxx.xxxxxx.xx
xxxxxxxxxxxxxx.xxxxxx@xxxx.xxxxxx.xx,
The Contracting Authority has no obligation to provide clarifications to questions received after this date.
Replies will be given no later than 11 days before the deadline for the submission of applications.
To ensure equal treatment of applicants, the Contracting Authority cannot give a prior opinion on the
eligibility of applicants, affiliated entity(ies), or an action.
No individual replies will be given to questions. All questions and answers as well as other important
notices to applicants during the course of the evaluation procedure, will be published on the website
https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome [<other websites>]. It
is therefore advisable to consult the abovementioned website regularly in order to be informed of the
questions and answers published.
2.3. EVALUATION AND SELECTION OF APPLICATIONS
Applications will be examined and evaluated by the Contracting Authority with the possible assistance of
external assessors. All actions submitted by applicants will be assessed according to the following steps and
criteria.
If the examination of the application reveals that the proposed action does not meet the eligibility criteria
stated in paragraph 2.1, the application will be rejected on this sole basis.
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(1) STEP 1: OPENING & ADMINISTRATIVE CHECKS AND CONCEPT NOTE
EVALUATION
The following will be assessed:
• Compliance with the submission deadline. If the deadline has not been met, the application will
automatically be rejected.
• The Concept Note satisfies all the criteria specified in points 1-5 of the Checklist : Section 2 of Part
A of the grant application form). If any of the requested information is missing or is incorrect, the
application may be rejected on that
sole basis and the application will not be evaluated further.
The Concept Notes that pass the first administrative check will be evaluated on the relevance and design of
the proposed action.
The Concept Note will receive an overall score out of 50 using the breakdown in the evaluation grid below.
The evaluation will also check on compliance with the instructions on the Concept Note, which can be found
in Part A of the Application Form.
The evaluation criteria are divided into headings and subheadings. Each subheading will be given a score
between 1 and 5 as follows: 1 = very poor; 2 = poor; 3 = adequate; 4 = good; 5 = very good.
Scores
1. Relevance of the action
Sub-score
30
1.1 How relevant is the proposal to the objectives and priorities of the Call for Proposals?*
5x2**
1.2 How relevant to the particular needs and constraints
of the target country(ies) or
5x2*
region(s) is the proposal (including synergy with other EU initiatives and avoidance of
duplication)?
1.3 How clearly defined and strategically chosen are those involved (final beneficiaries,
5
target groups)? Have their needs been clearly defined and does the proposal address
them appropriately?
1.4 Does the proposal contain specific added-value elements, such as environmental
5
issues, promotion of gender equality and equal opportunities, needs of disabled
people, rights of minorities and rights of indigenous peoples, or innovation and best
practices
Additional elements to be considered
• implement piloting and innovative initiatives with the potential of replication
on a greater scale;
• Encourage different types of partnership between more and less experienced
NGOs and CBOs to facilitate capacity spin-offs;
• Where possible, strengthen CSOs' intervention in the dialogue process with
Independent Constitutional Bodies , media, traditional and religious leader,
National Peace Council and local authorities.
2. Design of the action
Sub-score
20
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2.1 How coherent is the overall design of the action?
5x2**
In particular, does it reflect the analysis of the problems involved, take into account
external factors and relevant stakeholders?
2.2 Is the action feasible and consistent in relation to the objectives and expected results?
5x2**
TOTAL SCORE
50
* Note: A score of 5 (very good) will only be allocated if the proposal specifically addresses more than the
required minimum number of priorities as indicated in Section 1.2 (Objectives of the programme) of these
guidelines.
**these scores are multiplied by 2 because of their importance
Once all Concept Notes have been assessed, a list will be drawn up with the proposed actions ranked
according to their total score.
Firstly, only the Concept Notes with a score of at least 30 will be considered for pre-selection.
Secondly, the number of Concept Notes will be reduced, taking account of the ranking, to the number of
Concept Notes whose total aggregate amount of requested contributions is equal to 200% of the available
budget for this Call for Proposals. The amount of requested contributions of each concept note will be based
on the indicative financial envelopes for each lot.
After the evaluation of Concept Notes, the Contracting Authority will send letters to all applicants, indicating
whether their application was submitted by the deadline, informing them of the reference number they have
been allocated, whether the Concept Note was evaluated and the results of that evaluation. The pre-selected
applicants will subsequently be invited to submit full applications.
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STEP 2: EVALUATION OF THE FULL APPLICATION
Firstly, the following will be assessed:
• Compliance with the submission deadline. If the deadline has not been met, the application will
automatically be rejected.
• The full application form satisfies all the criteria specified in points 1-9 of the Checklist (Section 7 of
Part B of the grant application form). If any of the requested information is missing or is incorrect,
the application may be rejected on that
sole basis and the application will not be evaluated further.
The quality of the applications, including the proposed budget and capacity of the applicants and affiliated
entity(ies), will be evaluated using the evaluation criteria in the evaluation grid below. There are two types of
evaluation criteria: selection and award criteria.
The selection criteria help to evaluate the applicant(s)'s and affiliated entity(ies)'s operational capacity and
the applicant's financial capacity and to ensure that they:
• have stable and sufficient sources of finance to maintain their activity throughout the proposed
action and, where appropriate, to participate in its funding;
• have the management capacity, professional competencies and qualifications required to successfully
complete the proposed action. This also applies to any affiliated entity(ies) of the applicants.
The award criteria help to evaluate the quality of the applications in relation to the objectives and priorities,
and to award grants to projects which maximise the overall effectiveness of the Call for Proposals. They help
to select applications which the Contracting Authority can be confident will comply with its objectives and
priorities. They cover the relevance of the action, its consistency with the objectives of the Call for
Proposals, quality, expected impact, sustainability and cost-effectiveness.
Scoring:
The evaluation grid is divided into sections and subsections. Each subsection will be given a score between 1
and 5 as follows: 1 = very poor; 2 = poor; 3 = adequate; 4 = good; 5 = very good.
Evaluation Grid
Maximum
Section
Score
1. Financial and operational capacity
20
1.1 Do the applicants and, if applicable, their affiliated entity(ies) have sufficient experience
5
of project
management?
1.2 Do the applicants and, if applicable, their affiliated entity(ies) have sufficient technical
5
expertise? (especially knowledge of the issues to be addressed)
1.3 Do the applicants and, if applicable, their affiliated entity(ies) have sufficient
5
management capacity?
(Including staff, equipment and ability to handle the budget for the action)?
1.4 Does the lead applicant have stable and sufficient sources of finance?
5
2. Relevance of the action
30
Score transferred from the Concept Note evaluation
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3. Effectiveness and feasibility of the action
20
3.1 Are the activities proposed appropriate, practical, and consistent with the objectives and
5
expected results?
3.2 Is the action plan clear and feasible?
5
3.3 Does the proposal contain objectively verifiable indicators for the outcome of the action?
5
Is any evaluation planned?
3.4 Is the co-applicant(s)'s and affiliated entity(ies)'s level of involvement and participation in
5
the action satisfactory?
4. Sustainability of the action
15
4.1 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,
5
extension and information sharing.)
4.3 Are the expected results of the proposed action sustainable?:
5
- 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?)
- environmentally (if applicable)
(will the action have a negative/positive environmental
impact?)
5. Budget and cost-effectiveness of the action
15
5.1 Are the activities appropriately reflected in the budget?
/ 5
5.2 Is the ratio between the estimated costs and the expected results satisfactory?
/ 10
Maximum total score
100
Note on section 1. Financial and operational capacity
If the total score for section 1 is less than 12 points, the application will be rejected. If the score for at least
one of the subsections under section 1 is 1, the application will also be rejected.
Provisional selection
After the evaluation, a table will be drawn up listing the applications ranked according to their score and
within the limits of the funds available. In addition, a reserve list will be drawn up following the same
criteria to be used if more funds should become available during the validity period of the reserve list.
EIDHR 136-452 Elections Guidelines
(2) STEP 3: VERIFICATION OF ELIGIBILITY OF THE APPLICANTS AND
AFFILIATED ENTITY(IES)
The eligibility verification, based on the supporting documents requested by the Contracting Authority (see
Section 2.4) will only be performed for the applications that have been provisionally selected according to
their score and within the available financial envelope.
• The Declaration by the applicant (Section 8 of Part B the grant application form) will be cross-
checked with the supporting documents provided by the applicant. Any missing supporting
document or any incoherence between the Declaration by the applicant and the supporting
documents may lead to the rejection of the application on that sole basis.
• The eligibility of applicants, the affiliated entity(ies), and the action will be verified according to the
criteria set out in Sections 2.1.1, 2.1.2 and 2.1.3.
Any rejected application will be replaced by the next best placed application on the reserve list that falls
within the available financial envelope.
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2.4. SUBMISSION OF SUPPORTING DOCUMENTS FOR PROVISIONALLY SELECTED APPLICATIONS
An applicant that has been provisionally selected or placed on the reserve list will be informed in writing by
the Contracting Authority. It will be requested to supply the following documents in order to allow the
Contracting Authority to verify the eligibility of the applicant, (if any) of the co-applicant(s) and (if any) of
their affiliated entity(ies)9:
Supporting documents may/must be provided through PADOR, see Section 2.2
1. The statutes or articles of association of the applicant, (if any) of each co-applicant(s) and (if any) of
each affiliated entity(ies)10. Where the Contracting Authority has recognised the applicant’s, or the co-
applicant(s)’s, or their affiliated entity(ies)’s eligibility for another call for proposals under the same
budget line within 2 years before the deadline for receipt of applications, it should be submitted,
instead of the statutes or articles of association, a copy of the document proving their eligibility in a
former Call (e.g. a copy of the special conditions of a grant contract received during the reference
period), unless a change in legal status has occurred in the meantime11. This obligation does not apply
to international organisations which have signed a framework agreement with the European
Commission.
2. An external audit report produced by an approved auditor, certifying the applicant's accounts for the
last financial year available where the total amount of the grant exceeds EUR 750 000 (EUR 100 000
for an operating grant). The external audit report is not required from (if any) the co-applicant(s)).
3. A copy of the applicant’s latest accounts (the profit and loss account and the balance sheet for the last
financial year for which the accounts have been closed)12. A copy of the latest account is neither
required from (if any) the co-applicant(s) nor from (if any) affiliated entity(ies)).
4. Legal entity sheet (see annex D of these Guidelines) duly completed and signed by each of the
applicants (i,e by the applicant and (if any) by each co-applicant(s), accompanied by the justifying
documents requested there. If the applicants have already signed a contract with the Contracting
Authority, instead of the legal entity sheet and supporting documents, the legal entity number may be
provided, unless a change in legal status occurred in the meantime.
5. A financial identification form of the applicant (not from co-applicant(s)) conforming to the model
attached at Annex E of these Guidelines, certified by the bank to which the payments will be made.
This bank should be located in the country where the applicant is established. If the applicant has
already submitted a financial identification form in the past for a contract where the European
Commission was in charge of the payments and intends to use the same bank account, a copy of the
previous financial identification form may be provided instead.
Where the requested supporting documents are not uploaded in PADOR they must be supplied in the form of
originals, photocopies or scanned versions (i.e. showing legible stamps, signatures and dates) of the said
originals. However, the Legal entity sheet and the financial identification form must always be submitted in
original.
9 No supporting document will be requested for applications for a grant not exceeding EUR 60000.
10 Where the applicant and/or a co-applicant(s) and or an affiliated entity(ies) is a public body created by a law, a copy
of the said law must be provided.
11 To be inserted only where the eligibility conditions have not changed from one call for proposals to the other.
12 This obligation does not apply to natural persons who have received a scholarship or that are in most need in receipt
of direct support, nor to public bodies and to international organisations. It does not apply either when the accounts
are in practice the same documents as the external audit report already provided pursuant to Section 2.4.2.
EIDHR 136-452 Elections Guidelines
Where such documents are not in one of the official languages of the European Union or
in the language of
the country where the action is implemented, a translation into of the relevant parts of these documents
proving the applicant(s)'s eligibility, must be attached for the purpose of analysing the application.
Where these documents are in an official language of the European Union other than the language of the call
for proposals it is
strongly recommended, in order to facilitate the evaluation, to provide a translation of the
relevant parts of the documents, proving the applicants' eligibility, into the language of the call for
proposals.
If the abovementioned supporting documents are not provided before the deadline indicated in the request for
supporting documents sent to the applicant by the Contracting Authority, the application may be rejected.
After verifying the supporting documents, the Evaluation Committee will make a final recommendation to
the Contracting Authority, which will decide on the award of grants.
NB : In the eventuality that the Contracting Authority is not satisfied with the strength, solidity, and
guarantee offered by the structural link between one of the applicants and its affiliated entity, it can
require the submission of the missing documents allowing for its conversion into co-applicant. If all
the missing documents for co-applicants are submitted, and provided all necessary eligibility criteria
are fulfilled, the above mentioned entity becomes a co-applicant for all purposes. The applicant has to
submit the application form revised accordingly.
2.5. NOTIFICATION OF THE CONTRACTING AUTHORITY’S DECISION
2.5.1. Content of the decision
The applicants will be informed in writing of the Contracting Authority’s decision concerning their
application and, if rejected, the reasons for the negative decision.
An applicant believing that it has been harmed by an error or irregularity during the award process may
lodge a complaint. See further Section 2.4.15 of the Practical Guide.
2.5.2. Indicative timetable
DATE
TIME*
Information meeting (if any)
14th January 2014
10:00 AM
Deadline for requesting any clarifications from
22nd January 2015
the Contracting Authority
Last date on which clarifications are issued by
2nd February 2015
the Contracting Authority
Deadline for submission of: Concept Notes
13th February 2015
15:00
Information to applicants on opening,
5th March 2015*
-
administrative checks and concept note
evaluation (Step 1)
Invitations to submit Full Application Form
20th March 2015*
-
EIDHR 136-452 Elections Guidelines
Deadline for submission of Full Application
7th May 2015*
Form
Information to applicants on the evaluation of
3rd June 2015*
the Full Application Form (Step 2)13
Notification of award (after the eligibility
25th June 2015 *
-
check) (Step 3)
Contract signature14
25 July 2015*
-
*
Provisional date. All times are in the time zone of the country of the Contracting Authority.
This indicative timetable may be updated by the Contracting Authority during the procedure. In such cases,
the updated timetable will be published on the EuropeAid web site
https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome
Delegation website:
http://eeas.europa.eu/delegations/ghana/index_en.htm
2.6. CONDITIONS FOR IMPLEMENTATION AFTER THE CONTRACTING AUTHORITY’S DECISION TO
AWARD A GRANT
Following the decision to award a grant, the Beneficiary(ies) will be offered a contract based on the
Contracting Authority’s grant contract (see Annex G of these Guidelines15). By signing the application form
(Annex A of these Guidelines), the applicants agree, if awarded a grant, to accept the contractual conditions
of the standard grant contract.
Implementation contracts
Where implementation of the action requires the Beneficiary(ies) and its affiliated entity(ies) (if any) to
award procurement contracts, those contracts must be awarded in accordance with Annex IV to the standard
grant contract.
2.7. EARLY WARNING SYSTEM AND CENTRAL EXCLUSION DATABASE
The applicants and, if they are legal entities, the persons who have powers of representation, decision-
making or control over them, are informed that, should they be in one of the situations mentioned in:
13 Note that according to the financial regulation, in direct management, applicants must be notified the outcome of the
evaluation of their applications within 6 months following the submission deadline of the full application. This time-
limit may be exceeded in exceptional cases, in particular for complex actions (including Multi-beneficiary calls),
large number of proposals or in case of delays attributable to the applicants.
14 Note that according to the financial regulation, in direct management the grant contract must be signed within 3
months following the notification of the award decision. This time-limit may be exceeded in exceptional cases, in
particular for complex actions (including Multi-beneficiary calls), large number of proposals or in case of delays
attributable to the applicants
15 Complemented by the provisions in Annex e3h11 where at least one of the beneficiaries is an international
organisation.
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-
Commission Decision of 16.12.2008 on the Early Warning System (EWS) for the use of authorising
officers of the Commission and the executive agencies (OJ, L 344, 20.12.2008, p.125) or
-
Commission Regulation of 17.12.2008 on the Central Exclusion Database (CED) (OJ L344,
20.12.2008, p.12),
their personal details (name, given name (if natural person), address, legal form and name and given name of
the persons with powers of representation, decision-making or control (if legal person)) may be registered in
the EWS only or both in the EWS and CED, and communicated to the persons and entities listed in the
above-mentioned Decision and Regulation, in relation to the award or the execution of a grant agreement or
decision.]
EIDHR 136-452 Elections Guidelines
3.
LIST OF ANNEXES
DOCUMENTS TO BE COMPLETED
Annex A:
Grant Application Form (Word format)
Annex B:
Budget (Excel format)
Annex C:
Logical Framework (Excel format)
Annex D:
Legal Entity Sheet16
Annex E:
Financial identification form
Annex F:
PADOR off Line Form17
DOCUMENTS FOR INFORMATION
Annex G:
Standard Grant Contract
- Annex II:
General conditions
- Annex IV: contract award procedures
- Annex V:
standard request for payment
- Annex VI: model narrative and financial report
-Annex VII: model report of factual findings and terms of reference for an expenditure verification of
an EU financed grant contract for external action
-Annex VIII: model financial guarantee
-Annex IX:
standard template for transfer of ownership of assets
Annex H:
Daily allowance rates (Per diem), available at the following address:
http://ec.europa.eu/europeaid/funding/about-calls-tender/procedures-and-practical-guide-
prag/diems_en
Annex K:
Guidelines and Checklist for assessing Budget and Simplified cost options.
ANNEX J: Information on the tax regime applicable to grant contracts signed under the call.
Useful links:
Project Cycle Management Guidelines http://ec.europa.eu/europeaid/aid-delivery-methods-project-cycle-
management-guidelines-vol-1_en
The implementation of grant contracts - A Users' Guide:
http://ec.europa.eu/europeaid/companion/welcome.do?locale=en
Financial Toolkit
http://ec.europa.eu/europeaid/financial-management-toolkit-recipients-eu-funds-external-actions_en
16 Only applicable where the European Commission is the Contracting Authority or will make the payments under the
contracts to be signed.
17 http://ec.europa.eu/europeaid/pador-line-form_en. Only applicable in calls under direct management where
PADOR is used.
EIDHR 136-452 Elections Guidelines