The Ambassador, Head of Delegation

44 Pages·2014·1.54 MB·English

EUROPEAN UNION - Delegation to the State of Israel

לארשי תנידמל תחלשמה - יפוריאה דוחיאה

ليئارسإ ةلود ىلإ ةثعبلا – يبورولأا داحتلأا

CALL FOR PROPOSALS EuropeAid/136-404/DD/ACT/IL

SUMMARY OF CLARIFICATIONS PROVIDED
DURING THE INFORMATION SESSION HELD ON 3 DECEMBER 2014

This document summarizes key information of the Information Session organised by the EU
Delegation in Ramat Gan on 3 December 2014.

It includes:

I. The questions raised by the participants and the answers provided by the Delegation;

II. The powerpoint presentations used by the Delegation during the information
session;

III. For networking purposes, and as requested by participants, the list of participants.

We remind that all requirements related to the CfP (Call for Proposals) are detailed in the
Guidelines and annexed documents.

Questions may only be sent by e-mail or fax, no later than 18 December 2014, indicating
clearly the reference of the Call for Proposals:
E-mail address: [email protected]
Fax: [phone] mentioning "For the attention of the chairman of the evaluation
committee".

Replies will be given no later than 28 December 2014 before the deadline for the submission
of applications by a publication of all questions and answers on the EU Delegation’s website
http://eeas.europa.eu/delegations/israel/grants_tenders/grants/index_en.htm
I. Summary of questions and Answers

1. What is sub-granting? Should it follow the procurement rules?

Sub-granting is operational way to refer to "Financial support to third parties".

The sub-granting is not only a budgetary mechanism; it is a possibility that is an integral part
of the operational structure (set of activities) of the project. It is not mandatory but can be
very useful for certain types of projects. The applicant needs to provide as many details as
possible in the narrative section of the proposal on why the sub-granting is an interesting tool
to promote the objectives of the action (including at the Concept Note stage). The names of
sub-grantees do not necessarily have to be indicated, but the applicant must specify (at Full
Proposal stage) the criteria to be used to select the beneficiary third parties and to determine
the exact amount to be awarded and include a fixed list of the different types of activity that
may receive such financial support. The afore-mentioned elements will be included in the
grant contract and, for each activity assigned in this manner, a specific narrative and financial
report annexed to the grant contract activity reports will be required.

At the level of the Concept note, you should include information related to sub-grantees on
the "free text" of the description. Sub-grantees are not affiliated entities and are not co-
applicants.

For official and further details, please refer to the Guidelines, section 2.1.4:

"Financial support to third parties

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 EUR 20.000 per third party while
the total amount which can be awarded as sub-grants to third parties is limited to 25% of the
total project.

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
(v) the maximum amount which may be given.
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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.

The eligibility criteria formulated in Commission Notice Nr. 2013/C-205/05 (OJEU C-205 of
19.07.2013) shall apply to third parties receiving financial support."

2. Can we submit a proposal which refers to two of the specific objectives of this call for
proposals? We may want to submit a plan which can fit to specific objective no. 1 and
no. 2, or we must choose one of these two specific objectives?

Yes, you may apply for more than one specific objective.
Applicants need to make clear under Section 1.3.1 of the template of the Concept Note: which
Specific Objective(s) of the Call their proposal addresses; and what are the Human
Rights/Democracy principles targeted by the proposal.

3. Can an organisation apply for funding for an existing project that is not yet funded by
the EU? Can an ending project be continued with new EU funding?

The project has to be new, with specific activities unique to this project. If a project includes
the same activities of a past project, the applicant has to demonstrate that they are
indispensable within the framework of the new project.

4. Do we need to specify how much funding will be allocated to the co-applicant(s)?

No. The contribution for the co-applicant should not appear as a budget line: the budget is
indeed a budget per activity / type of expenditure.

The applicant must be directly responsible for the preparation and management of the action
and the budget.

5. Can local authorities apply?

Local Authorities can be co-applicants, but not the applicant. See section 2.1.1 of the
Guidelines.

6. How many proposals did you receive under previous similar calls and how many were
selected?

The Delegation receives between 50 to 100 proposals for its EIDHR/CSF Call for Proposals.
The figure varies depending on the procedure for applications (whether the call is "open" or
"restricted" procedure).

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For the 2011 Call for Proposals, 24.1% of the proposals were eventually selected. For 2012,
this figure was 21.6% and in 2013, 19.7%.

In order to lower down competition under the Calls and ensure synergies, partnerships are
encouraged.

7. What is the eligibility of an Israeli entities established in the occupied Palestinian
territory? Can a project implemented by an Israeli organisation with activities both in
Israel and East-Jerusalem, the West Bank, Gaza or the Golan Heights be eligible?

The eligibility criteria for the entities and their activities of the project are defined in section
2.1. of the Call's Guidelines.

Eligibility of entities and activities are based on the EU's "Guidelines on the eligibility of
Israeli entities and their activities in the territories occupied by Israel since June 1967 for
grants, prizes and financial instruments funded by the EU from 2014 onwards", that were
published in July 2013. They indicate to which extent Israeli entities or their activities in the
territories occupied by Israel since June 1967 (Golan Heights, the Gaza Strip and the West
Bank, including East Jerusalem) ("occupied territories") can be awarded EU support. These
Guidelines do not cover EU support to Palestinian entities or their activities in the occupied
territories.

Which entities are not eligible?

Israeli regional or local authorities and other public bodies, public or private companies or
corporations and other private legal persons, including non-governmental non-profit
organisations established (place of registration) in occupied territories, cannot participate as
applicants, co-applicants, beneficiaries (coordinator or co-beneficiary), and affiliated entities.
They may also be declared ineligible as third parties receiving financial support (i.e sub-
grantees). Natural persons are not concerned.

The place of registration is determined based on the entity registration at the relevant Ministry
of Justice's registry (eg Non-For-Profit Registry). Potential (co-)applicants should ensure that
the same address appears in PADOR and that information contained in PADOR is updated.

What activities are eligible?

Activities in the occupied territories that aim at benefiting exclusively and entirely protected
persons under the terms of international humanitarian law (Article 4 paragraphs 1 and 2 of the
Fourth Geneva Convention 1949): Palestinian/Druze population must be the exclusive and
entire beneficiaries of the action; and/or activities in the occupied territories supporting the
EU's policy on the Middle East peace process, are eligible.

As a consequence, and as indicated in the Guidelines of the Call for Proposals, "Proposals
from organisations addressing human rights issues in the occupied Palestinian territory may
include activities in this territory".

What happens if an entity taking part of the proposal is ineligible?
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If one of the entities participating in the project is not eligible, the whole proposal will be
declared ineligible by the Evaluation Committee. The proposal will be rejected and not
evaluated. As regards the activities, the ineligibility of certain actions will only be assessed
upon the evaluation of the proposal, since it involves reading it.

8. What does "gender perspective" mean? Does it mean that the staff or the target
groups of the action must be women, or a balance between men and women?

Gender mainstreaming means that gender equality is taken into consideration at all levels of
planning and implementation. In a human rights call for proposals, women's rights can be the
purpose of the project or the specific target group. But even if the project deals with other
human rights issues, it should take into consideration the impact on gender equality, and this
information should be included in the application.

Gender mainstreaming is not about the number of women in the project staff or even in the
direct beneficiaries.

9. What is the difference between "project funding" and "core-funding"?

EU's calls aim at supporting projects, and not the structure of specific organisations. Core
funding of the (co-)applicant is therefore not allowed.

The organisation must demonstrate that the project best corresponds both to the priorities set
by the Call, but also that the structure proposed (in general an applicant with one or several
co-applicants/sub-grantees) is the most appropriate for the proposed set of activities.

The costs that would be eligible for the project therefore strictly correspond to the activities of
the project.

It also means that ongoing grantee can reapply on a different project that their ongoing
projects.

10. What is the duration of a project and when can it start?

The initial planned duration of an action may not be lower than 12 months nor exceed 36
months.

As per Section 2.5.2 of the Guidelines, expected months for the signature of the contracts for
selected proposals are September/October 2015.

No grant contract will cover expenses retroactively (before the date of signature of the
contract). The starting date of the project will be defined upon signature of the contract by
both parties, and cannot be prior the date of signature of the contract (the later signature of
both parties).

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11. According the Guidelines of the Call, Specific Objective 2 is on "Advancing the rights
of vulnerable groups or minorities within Israel, notably the Arab minority and
refugees/asylum seekers". Does the "important notice" of section 1.2 apply for groups
already identified as vulnerable in this Specific Objective?

Yes, any proposals pertaining to Specific Objective 2 must justify:

- why the group targeted by the project is vulnerable,

- underlining the nature of the vulnerability,

- which structural barriers prevent the attainment of human rights (such as lack of
State support).

This is also valid for the Arab minority or refugees/asylum seekers, or sub-groups within
them that would be targeted by the proposal.

12. What resource can potential applicants use to understand the different concepts in the
Call's template and how to fill in the Logical Framework?

All key concepts ("outputs", "expected results", "overall objectives", etc.) used in this Call for
Proposals are defined, and the principles of the Logical Framework explained in, EuropeAid's
Project Cycle Management Guidelines. This manual is available at:
http://ec.europa.eu/europeaid/sites/devco/files/methodology-aid-delivery-methods-project-
cycle-management-200403_en_2.pdf.

13. Can an Israeli applicant be eligible for the EIDHR Call for Proposals to be launched
by the Office of the European Union Representative to West Bank and Gaza Strip,
UNRWA?

Each Call for Proposals has its own eligibility rules. The eligibility criteria for a Call are
specified in its Guidelines for Applicants. Please check the Guidelines of that Call when it
will be launched (in the first quarter of 2015, tentatively). The Call will be published at:
http://eeas.europa.eu/delegations/westbank/grants_tenders/grants/index_en.htm

14. How can Palestinian organisations be involved in the projects?

Palestinian organisations are not eligible as applicant, co-applicant or affiliated entity.
However they may be eligible for sub-granting ("Financial support to third parties", see
question 1).

15. Can an applicant receive a grant as an applicant and as a co-applicant?

Yes, under the conditions foreseen under section 2.1.4 of the Guidelines of the Call for
Proposals, namely:

"Number of applications and grants per applicants
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The applicant may not submit more than one application under this Call for Proposals.

The applicant may not be awarded more than one grant under this Call for Proposals.

The applicant may be a co-applicant or an affiliated entity in another application at the same
time.

A co-applicant may not submit more than three applications (as co-applicant) under this Call
for Proposals.

A co-applicant may not be awarded more than two grants (as co-applicant) under this Call for
Proposals.

A co-applicant may be an affiliated entity in another application at the same time."

16. What can be the total eligible cost of a proposal? Is the maximum co-financing rate of
the EU 95% or 100%?

Please refer to section 1.3 of the Guidelines as well as the Template for the Budget (Annex B
of the Call for Proposals).

It follows that:

For the minimum grant 150.000 EUR, total eligible cost of the action must be between
150.000 EUR (100% funding) and 300.000 EUR (50% funding).

For the maximum grant of 275.000 EUR, the total eligible cost of the action must be between
275.000 EUR (100% funding) and 550.000 EUR (50% funding).

If total eligible cost is equal to total accepted cost, the 95% funding apply. Please check
the structure of the budget template, according to which: Total accepted costs = total eligible
costs + in kind contributions + taxes that you cannot reclaim. In-kind contributions are not
eligible under this Call for Proposals for co-financing purposes.

17. Can you please explain the difference between an applicant and a co-applicant?

The applicant in the main interlocutor for the Contracting Authority. It may act individually
or with co-applicant(s). The applicant represents and acts on behalf of any other co-applicant
(if any) and coordinate the design and implementation of the action. The applicant is
financially responsible for the implementation of the entire action. In case of recovery,
Contracting Authority will only recover from the main applicant
(applicant=coordinator=beneficiary).

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=co-beneficiary).
Co-applicant(s) do not have financial responsibility. They can contract and give financial
support to the third parties the same way as applicant.

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Both applicant and co-applicant(s) must meet the eligibility criteria indicated in the
Guidelines. Co-applicant needs to sign the mandate in Part B section 4 of the grant application
form.

18. If a potential (co-)applicant is already registered in PADOR, does it need to re-upload
documents?

If all documents are already in PADOR, there is no need to re-upload them again. It is good to
check that all information in the documents uploaded is up-to-date.

19. Please explain justification of the budget for the action, in particular part on Taxes.

The budget for the action should be realistic and cost effective. It is always liked to an action
and there must be coherence between these two. It is an estimate for the action and it can
never be increased during the negotiation and/or implementation.

The budget template shows 6 different main budget headings which estimation is called
"direct eligible cost of the action". The indirect cost (or so called overheads) of maximum 7%
is then calculated of the estimated total eligible direct costs. These two budget-headings forms
the "Total eligible costs of the Action".

If any contingency reserve (max 5% of the direct eligible costs of the action) is estimated it
must be remember that it can be used only with the prior written authorisation of the
Contracting Authority. Contingences can only be used for when unforeseeable changes of
circumstances occur.

The contributions in kind are not eligible under this call.

The budget heading 12 is reserved for an estimate for indirect taxes (such as value added taxes,
customs and import duties, other fiscal charges and duties in beneficiary countries) and it can only be
filled in where the Call for Proposal does not exclude the coverage of taxes and the
beneficiary can show it cannot reclaim them. Taxes that can be reclaimed are not considered
as eligible nor accepted costs.

The evidence to show that the beneficiary has undertaken the necessary steps to obtain an
exemption or the recovery of paid taxes may take the following forms:
- An official document from the competent tax authority such as a specific declaration
or a refused claim for reimbursement by the competent tax authority;
- The absence of a reply by the competent tax authority within the legal deadline set
by the applicable national law to a request submitted in due time;
- The entity's annual account complemented for example by an extract of the national
VAT tax law showing that the entity does not have to account for VAT, a declaration
of honour from the entity concerned accompanied by an expert statement (e.g. by a
lawyer, auditor etc.).

Please note that direct taxes are not included (such as taxes on salary of staff working for the
action which are part of the gross salary) under the Tax budget heading.

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Please have a look at the Guidelines point 2.1.5. and PRAG annex "General Conditions",
article 14, where you can find more information which type of costs are eligible and not
eligible.
http://ec.europa.eu/europeaid/prag/annexes.do?group=E
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II. The powerpoint presentations used by the Delegation during the information session

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