Ref.

Ares(2022)3171072 - 22/04/2022

Information sessions: 04 and 07 April 2022

Call for Proposals

Civil Society Organisations as actors of good

governance and development in Somalia

Reference:

EuropeAid/174017/DD/ACT/SO

1
What to EXPECT from this information
session

 An explanation of the guidelines

 A description of the lot areas

 Guidance how to apply for this call

 Questions and answers session

2
 Objective of the Programme

 Global Objective:

To strengthen local CSOs as independent

actors of good governance and development in
their own right. .

3
 Specific Objectives

1. To strengthen local CSOs’ capacities to engage in policy

dialogue, implementation and monitoring of national
development plans and programmes.

2. To enhance local governance through participation of

CSOs in public decision-making processes and in social
accountability.
3. To increase local CSO capacities to engage in gender
equality.

Proposals should respond to a minimum of one of the

three specific objectives above.

4
 Specific Objectives
Actions should respect principles of non-discrimination, human rights, the rule of law, good
governance, gender equality and women's empowerment as well as take into account
cross-cutting issues such as rights of children and older people, rights of persons with
disabilities, conflict management and social cohesion, environment and climate change
and fight against SGBV. All actions should be gender sensitive as outlined in the EU
Gender Action Plan III , country implementation plans (CLIPs) and implemented according
to the methodology of the rights-based approach. To this end, projects funded under this
action will include data that are systematically disaggregated by sex as well as gender-
sensitive indicators.

Additional Elements:
• Applicants are encouraged to pay keen attention to the requirements of Section 1.4 of
the Evaluation Grid relating to 'added-value elements'. Proposals that promote
environmental issues, promotion of gender equality and equal opportunities, needs of
disabled people, rights of minorities, etc., may receive a higher score in this section.
• All results to be provided must be disaggregated by sex and age.

5
 Financial Allocation

 Overall indicative amount = EUR 4,000,000 .

Indicative allocations of funds:

 Lot 1: Support to Somali CSOs = EUR 1,500,000

Only proposals submitted by CSOs established in

Somalia are eligible

6
 Financial Allocation

 Indicative allocations of funds:

 Lot 2: Support to Somali and/or International

CSOs = EUR 2,500,000

Proposals submitted by Somali and/or International

CSOs are eligible.

7
 Size of Grants
 Lot 1

 Minimum amount: EUR 300 000

 Maximum amount: EUR 500 000

Any grant requested under this lot must fall between the following min.
and max. percentage of total eligible costs of the action:
 Minimum percentage: 50% of the total eligible costs of the action.
 95% of the total eligible costs of the action (see also Section
2.1.5).

8
 Size of Grants
 Lot 2
 Minimum amount: EUR 800,000
 Maximum amount: EUR 1,100,000

Any grant requested under this lot must fall between the following min.
and max. percentage of total eligible costs of the action:
 Minimum percentage: 50% of the total eligible costs of the action.
 80% of the total eligible costs of the action (for eligibility of costs
see also Section 2.1.5) for proposals submitted by international
CSOs as lead applicant.
 95% of the total eligible costs of the action (see also Section
2.1.5) for proposals submitted by Somali CSOs as lead applicant.

9
 Size of Grants

For all LOTs:

 In case of different maximum co-financing rates for local and non-

local organisations, international NGOs are not entitled to claim
the maximum co-financing rate as they may never be considered
as a local organisation even though they have local offices or
headquarters established in the country.

 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 general budget of
the Union or the European Development Fund.

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 Eligibility

1. ACTORS

2. ACTION

3. COSTS

11
 Eligible Applicants

1.The ACTORS

Lead applicant - the entity submitting the

proposal

If any, its co-applicant(s)

If any, affiliated entity (ies)

12
 Eligibility Criteria

LOT 1
1.Lead Applicant must:

 be a legal person and

 be non-profit-making and
 be a civil society organization or an association of civil
society organizations; and
 be established in: Somalia.

13
 Eligibility Criteria

LOT 2
1.Lead Applicant must:

 be a legal person and

 be non-profit-making and
 be a civil society organization or an association of civil
society organizations; and
 be established in:
 Somalia or
 in a Member State of the European Union or
 beneficiaries listed in the relevant Annex to the IPA III Regulation, or

14
 Eligibility Criteria

LOT 2
 be established in:
 contracting parties to the Agreement on the European Economic
Area, or
 developing countries and territories (included in the OECD-DAC list
of ODA recipients ), which are not members of the G20 group, or
 Overseas Countries and Territories (OCTs), or
 OECD Member States, or
 developing countries, as included in the list of ODA recipients, which
are members of the G-20 group, and any other countries and
territories when the relevant procedure takes place in the context of
an action financed by the Union under this Instrument in which they
participate.

15
 Eligibility Criteria

Lead Applicant - Cont'd

And for both LOTs

 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.

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 Eligibility Criteria

Lead Applicant - Cont'd

2. Potential applicants may not participate in calls for proposals or be

awarded grants if they are in any of the situations listed in Section
2.6.10.1 of the practical guide.
In Annex A.1 Section 2 and Annex A.2 Section 5 (‘declaration(s) by the
lead applicant’), the lead applicant must declare that the lead
applicant himself, the co-applicant(s) and affiliated entity(ies) are not
in any of these situations.
The lead applicant may act individually or with co-applicant(s).
If awarded the grant contract, the lead applicant will become the
beneficiary identified as the coordinator in Annex G (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.

17
 Eligibility Criteria
Role of the Coordinator:

= sign the grant contract

= main interlocutor of the Contracting Authority
= represents and acts on behalf of any other co-beneficiary
(if any) based on mandate signed by co-beneficiary
= coordinate the design and implementation of the action
= full financial responsibility for the action
=draw up the reports, financial statements + any documents
= make payment requests and receives payments from EU

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 Eligibility Criteria

Co-Applicants:
LOT 1 - The lead applicant may act individually or with co-
applicant(s). . Only Somali CSOs are eligible as co-applicants.
LOT 2 - The lead applicant may act individually or with co-
applicant(s). If the lead applicant has the nationality of a country other
than Somalia, having a minimum of one (1) Somali CSO co-applicant in
the action is mandatory.

Both LOTS
Co-applicant(s)’ strong involvement in the design and implementation
of the action is essential and will have to be duly demonstrated in the
concept note and the full proposal.
Co-applicants participate in designing and implementing the action,
and the costs they incur are eligible in the same way as those incurred
by the lead applicant.

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 Eligibility Criteria
Co-Applicants:
Co-applicants must satisfy the eligibility criteria as
applicable to the lead applicant himself.
Co-applicants must sign the mandate in Annex A.2
Section 5.
If awarded the grant contract, the co-applicant(s) (if any)
will become beneficiary(ies) in the action (together with the
coordinator).
In addition, please note that contracts cannot be awarded
to or signed with applicants included in the lists of EU
restrictive measures (see Section 2.4. of the PRAG).

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 Eligibility Criteria
Affiliated Entity(ies)
 The lead applicant and it co-applicant(s) may act with affiliated entity(ies).
 Affiliated entity(ies) must satisfy the same eligibility criteria as the lead applicant and the
co-applicant(s).
 Only entities having a structural link with the applicants (i.e. the lead applicant or a co-
applicant), in particular a legal or capital link
 Notions of structural link:
 Entities directly or indirectly controlled by the applicant (daughter companies or first-
tier subsidiaries). They may also be entities controlled by an entity controlled by the
applicant (granddaughter companies or second-tier subsidiaries) and the same
applies to further tiers of control;
 Entities directly or indirectly controlling the applicant (parent companies). Likewise,
they may be entities controlling an entity controlling the applicant;
 Entities under the same direct or indirect control as the applicant (sister companies)
 Membership, i.e. the applicant is legally defined as a e.g. network, federation,
association in which the proposed affiliated entities also participate or the applicant
participates in the same entity (e.g. network, federation, association,…) as the proposed
affiliated entities.

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 Eligibility Criteria
Affiliated Entity(ies)

 If the applicants are awarded a grant contract, their affiliated entity(ies)

will not become beneficiary(ies) of the action nor signatory(ies) of the
grant 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 and subcontractors) 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 lead
applicant and the co-applicant(s). They must sign the affiliated
entity(ies) statement in Annex A.2 Section 5.

22
 Eligibility: Other Actors
 Associates:
• Are not applicants nor affiliated entities - Do not have to sign the
‘mandate for co-applicant(s)’ or ‘affiliated entities' statement
• Play a real role in the action
• Do not receive funding from the grant (with the exception of per
diem or travel costs)
• Must be mentioned in Annex A.2 Section 4 — ‘Associates
participating in the action’

 Contractors:
• The 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.

23
 Eligible Actions
Duration:

LOT 1 - Not less than 36 months nor exceed 48 months.

LOT 2 - Not less than 36 months nor exceed 48 months.

Location - Somalia

Financial support to third parties:

 Applicants may propose financial support to third parties in order to help

achieving the objectives of the action.
 Maximum amount: EUR 60 000 per third party except where achieving the
objectives of the actions would otherwise be impossible or overly difficult, in
which case this threshold can be exceeded. The applicable threshold(s)
should be defined in the proposal.

24
 Eligible Actions
Financial support to third parties:

The lead applicant should define mandatorily in Section 2.1.1 of Annex A.2 (Grant
application form – Full application):

1) the overall objectives, the specific objective(s) and the outputs (i.e. the results) to be
achieved with the financial support
2) the different types of activities eligible for financial support, on the basis of a fixed list
3) the types of persons or categories of persons which may receive financial support
4) the criteria for selecting these entities and giving the financial support
5) the criteria for determining the exact amount of financial support for each third entity,
and
6) the maximum amount which may be given.

In all events, the mandatory conditions set above for giving financial support (points (1) to
(6)) have to be strictly defined in the grant contract as to avoid any exercise of discretion.

Eligibility conditions of FSTP include how FSTP is allocated and used for its intended
purpose.

25
 Number of applications and grants per
applicants/affiliated entity(ies)

Under this call for proposals

The lead applicant may not submit more than one (1) application
per lot.
The lead applicant may not be awarded more than one (1) grant per
lot.
The lead applicant may be a co-applicant or an affiliated entity in
another application of the same lot at the same time.
A co-applicant/affiliated entity may not be the co-applicant or
affiliated entity in more than one (1) application per lot under this call
for proposals.
A co-applicant/affiliated entity may not be awarded more than one
(1) grant per lot.

26
Concept note content regarding the budget

Lead applicants must only provide an estimate of the requested EU

contribution as an indicative percentage of that contribution in relation
to the eligible costs of the action.
In the phase 2: submission of full application:
The EU contribution may not vary from the initial estimate by more than
20%.
Lead applicants are free to adapt the percentage of co-financing
required within the minimum ad maximum amount and percentages of
co-financing; as laid done in the guidelines in Section 1.3.

27
 Eligibility of Costs

Forms of Reimbursement:
1. Real costs incurred
2. Simplified costs
Flat-rates Lump
sums

costs

Unit costs

28
 Eligible costs – Incurred cost (GGA 2.1.4
and GC article 14)
– Actual costs incurred by the applicant(s)
– Incurred during the implementation period of the action (Art.2 of
SC)
– Indicated in the estimated overall budget for the action
– Necessary for the implementation of the action
– Identifiable and verifiable costs: recorded in the accounting of
beneficiary(ies), and backed-up by original supporting documents
– They comply with the requirement of applicable tax and social
legislation
– Reasonable, justified and comply with the requirements of sound
financial management, in particular regarding economy and
efficiency

29
 Eligible costs - Simplified cost divided into 2
categories:

1. Output or result based SCOs

2. Other/recurrent SCOs

 Distinguish between 'output or result based SCOs' (i.e. linked to the

achievement of a concrete result) and 'other/recurrent SCOs'

 'other/recurrent SCOs’ that are not result based shall not be

authorized unless they have been ex ante-assessed and approved
in accordance with Annex K to the Guidelines for grant applicants

30
 Categories of direct eligible costs

– Incurred by the beneficiary (ies)

– Incurred during the implementation period: services, goods and
work delivered
– Indicated in the budget
– Necessary for the implementation, identifiable and verifiable costs:
recorded in the accounting of beneficiary(ies), and backed-up by
original supporting documents
– Reasonable and justified: comply with the requirements of sound
financial management, in particular regarding economy and
efficiency

31
 Annex III Budget: Footnotes
1. The description of items must be sufficiently detailed and all items broken down into their main components. The number of units and the unit value must be specified for each item depending on the indications provided. The budget has to include costs related to the Action as a whole, regardless
the part financed by the Contracting Authority.
2. This section must be completed if the Action is to be implemented over more than one reporting period (usually 12 months).

3. The budget may be established in euro or in the currency of the country of the Contracting Authority. Costs and unit values are rounded to the nearest euro.

4. If staff are not working full time on the Action, the percentage should be indicated alongside the description of the item and reflected in the number of units (not the unit value).

5. Indicate the country where the per diems are incurred.

Per diems are not considered a simplified cost option for the purposes of Union financing when the Grant Beneficiary reimburses a fixed amount to its staff according to its staff rules and asks for the reimbursement of that same amount in the action budget. That is an actual cost.
Otherwise, if the Beneficiary proposes a reimbursement on the basis of simplified costs option (for instance a "unit cost"), it must specify "UNIT COST per diem" in the "unit value" column and the applicable rates (in any case the final eligible cost may not exceed the rates published by the E.C. at the
time of contract signature).

6. Costs for C02 offsetting of air travel may be included. C02 offsetting shall in that case be achieved by supporting CDM/Gold Standard projects (evidence must be included as part of the supporting documents) or through airplane company programmes when available. Indicate the place of
departure and the destination. If information is not available, enter a global amount.
7. Please separate cost for purchase or rental.
8. Specify the typology of costs or services. Global amounts will not be accepted.
9. Only indicate here when fully subcontracted.

10. Communication and visibility activities should be properly planned and budgeted at each stage of the project implementation.

11. Only to be filled in when provided for in the Call for Proposal (i.e. taxes are not eligible and the beneficiary(ies) can show they cannot reclaim them). Please see glossary of terms (Annex A 1) of the Practical Guide to contract procedures for EU external actions for the definition of taxes. 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). Note: Where the Call for Proposal does not exclude the coverage of taxes and the beneficiary can show it cannot reclaim, taxes may be eligible and should be included in
each relevant heading. Taxes that can be reclaimed are not considered as eligible nor accepted costs.

12. Only to be filled in when contributions in kind as may be accepted as co-financing. The amount indicated must be identical to the one indicated in worksheet 3 "expected sources of funding". This line doesn't include contributions in kind in the form of volunteers' work.

13. Use "UNIT COST per flight/month/kit etc…" or "LUMPSUM" or "FLAT RATE" or "APPORTIONMENT" in case of simplified cost options. Use different lines for each type of simplified cost options and per beneficiary. In worksheet 2, the methods used to determine and calculate them must be
clearly described and substantiated and the Beneficiary proposing and using them must be univocally identified. (for more guidance see Annex K - Guidelines-Checklist for simplified cost options).

14.If accepted and subsequently provided for in Art. 7.1 of the Special Conditions, costs actually incurred in relation to a project office used for the action or a portion of these costs can be declared as direct eligible costs by applying a cost apportionment approach.
Examples of possible cost distribution keys are:
- the number of staff assigned to the action as a percentage of the maximum total number of staff that could work in the project office;
- the office space occupied for the purpose of the action as a percentage of the total available office space. A description of the project office, the services or resources it makes available, its overall capacity (where applicable), the costs
to be apportioned and the proposed distribution key have to be included in the proposal.
The proposed cost apportionment approach has to be presented as an annex to the Budget. The budgeted amount of the costs for which apportionment is proposed has to be indicated in the column "TOTAL COSTS" and "APPORTIONMENT" has to be indicated in the column "units". The proposed
cost apportionment approach will be assessed by the evaluation committee and the contracting authority. If the proposed cost apportionment approach is not accepted, there are two options: 1) adjust the distribution key in line with the conclusions of the evaluation committee; 2) exclude the costs
from the budget.

15.Include here the costs of the volunteers' work if this type of contribution in kind is allowed. Volunteers’ work shall be declared as eligible cost, but set aside of the direct costs as the calculation of indirect costs does not apply. Volunteers' work may comprise up to 50 % of the co-financing and shall
be declared as unit cost (fixed by the contracting authority).
NB: The Beneficiary(ies) alone are responsible for the correctness of the financial information provided in these tables.
32
 33

Indirect costs - heading 8

 Maximum 7% of accepted eligible direct costs
 Exact percentage fixed in the SC and in the budget
 Do not need to be supported by accounting documents
 However, they should not include expenditure claimed under other
headings AND will be calculated on the total costs incurred
 Cover:
• costs connected with infrastructures and the general operation of
the organisation, such as: renting or depreciation of buildings and
plants, water/gas/electricity, maintenance, insurance, supplies
and petty office equipment, communication and connection costs,
postage, etc.
• costs connected with horizontal services, such as: administrative
and financial management, human resources, training, legal
advice, documentation, IT support and maintenance, etc.

33
 Contingency reserve - heading 10

 Maximum 5% of the direct costs

 Can only be used in case of unforeseeable circumstances

AND with prior approval by the Contracting Authority

 Must get prior approval of contracting authority. If not (e.g. sudden

unforeseeable events), it is at beneficiary’s own financial risk

34
 Volunteers' work - heading 10

• The work performed by volunteers is an in kind contribution that can

exceptionally be considered as eligible co-financing up to 50%.

• It shall be presented separately as eligible costs in the estimated

budget.

35
 Ethics clauses and Code of Conduct
Self-evaluation questionnaire Annex
L - SEA-H

a. Absence of conflict of interest

b. Respect for human rights as well as environmental legislation and

core labour standards (Zero tolerance for sexual exploitation,
abuse and harassment)

c. Anti-corruption and anti-bribery

d. Unusual commercial expenses

e. Breach of obligations, irregularities or fraud

36
 How to apply?
 CfP will be managed through 2 on-line tools:

 PROSPECT e- system for submission of applications for CfP

 PADOR –Potential Applicant Data On-Line Registration

 PADOR Registration – online database in which organisations

register and update information concerning their entity.
Organisations registered in PADOR get a unique ID (EuropeAid ID),
which they must mention in their application.

 PADOR is obligatory for all lead applicants, co-applicant(s) and

affiliated entity(ies).

37
 How to apply?
 PADOR –Potential Applicant Data On-Line Registration

 Use of PADOR
 Evaluating the operational and financial capacity
 Checking the eligibility of the organizations that participate in the Call
 PADOR ID MUST be mentioned in the PROSPECT application

 In case of problems with PADOR: do not contact Delegation BUT check the
manual or use the online IT support of PADOR

 PADOR website: https://ec.europa.eu/international-partnerships/funding/looking-for-

funding_en

 For ALL technical questions: email INTPA-SUPPORT-SERVICES@ec.europa.eu

38
 Submission Concept Note/Full Application via
PROSPECT

 PADOR

1)Register your organisation in PADOR (if not yet

registered) - https://webgate.ec.europa.eu/europeaid/pador

2) Update regularly! It is strongly recommended to register in

PADOR well in advance and not to wait until the last minute
before the deadline to submit your application in PROSPECT.

Registration in PADOR is OBLIGATORY

39
 Submission Concept Note/Full
Application via PROSPECT

 PROSPECT
3) Go to the Europeaid website
https://webgate.ec.europa.eu/europeaid/online-
services/index.cfm?ADSSChck=1646298856576&do=publi.welco
me&userlanguage=en

4) Search the Call for proposal (reference 174017)

5) Connect to PROSPECT by clicking on "Apply" (right top button)

6) Log in with your username and password

40
 Submission Concept Note/Full
Application via PROSPECT
• Fill in mandatory information in PROSPECT and attach the necessary
documents.

• Incomplete Concept Notes may be rejected. Please verify it before

submission by using the checklist for concept note, Annex A.1,
Instructions.

• Your application in PROSPECT must be submitted by 05 May 2022, at

14:00 (Brussels date and time)–do not apply last minute!
• Questions regarding the call may be sent by e-mail no later than
15/04/22.

e-mail: Delegation-somalia-tenders-and-cfp@eeas.europa.eu

Clarifications will be available in PROSPECT at the latest on 25/04/22.

41
 Q&A
For further information

•Email address: DELEGATION-SOMALIA-TENDERS-AND-

CFP@eeas.europa.eu

•Questions no later than 21 days before deadline for submission of

CN (Deadline is Friday, 15 April 2022)

•Replies to be given 11 days before deadline (Last date for giving

clarifications Monday, 25 April 2022)

Questions together with the answers are published on the website as

indicated in 2.2.4 of the guidelines
http://webgate.ec.europa.eu/europeaid/online-
services/index.cfm?do=publi.welcome

42
 Supporting documents

Applicant/ Co- Affiliated

Coordinator applicants entities
Reminder: Eligibility Criteria

Supporting docs

Statutes or articles of association (PADOR)

Audit report (certified final statements)

Grants > 750 000 Euros.

Declaration on honour (PRAG) Annex A14)

Profit/loss account and balance sheet

Legal entity file

Financial identification form

43
 Advice

Before taking a decision on your participation, you

should look closely at:

 Eligibility criteria: which role may you play in?

and

 Evaluation grid of the Full Proposal: do you have

the financial and operational capacity needed for
your chosen role?

44
Most Common Problems in Proposals

 Signatures missing
 Requested amount from EU is more than the
allowed %
 Last minute submissions
 Proposals arriving after the deadline.
 Counterpart contribution not secured.
 Non-realistic budget
 Proposed project duration not compliant with
requirements
 Not following instructions on completion of forms

45
 Indicative Timetable
DATE TIME*

1. Information meeting (if any) Monday, 04 April 2022 - Online 10:00

information session via Webex

Thursday 07 April 2022 - Mogadishu 10:00

(EU Diplomatic Compound), Aden
Abdulle International Airport

2. Deadline for requesting any clarifications from the Friday, 15 April 2022 18:00
contracting authority
3. Last date on which clarifications are issued by the Monday, 25 April 2022 18:00
contracting authority
4. Deadline for submission of concept notes Thursday 05 May 2022 16:00
(Brussels time)

5. Information to lead applicants on opening, Thursday 26 May 2022 -

administrative checks and concept note evaluation
(Step 1)
6. Invitations to submit full applications Thursday 26 May 2022 -
7. Deadline for submission of full applications Thursday 14 July 2022 16:00
(Brussels time)

8. Information to lead applicants on the evaluation of the Mid-August 2022 -

full applications (Step 2)
9. Notification of award (after the eligibility check) (Step 3) September 2022 -

10. Contract signature October 2022 -

*All times are in the time zone of the country of the contracting authority i.e. Nairobi time
This indicative timetable refers to provisional dates (except for dates 2, 3, and 4) and may be updated by the
contracting authority during the procedure. In such cases, the updated timetable will be published on the web site
of DG International Cooperation and Development: https://webgate.ec.europa.eu/europeaid/online-
services/index.cfm?do=publi.welcome. 46
 Summary of Contact Points
 Questions on the CfP: DELEGATION-SOMALIA-TENDERS-AND-CFP@eeas.europa.eu

 PADOR website: http://ec.europa.eu/europeaid/pador_en

 For ALL technical questions: EuropeAid-IT-support@ec.europa.eu

 Where to send Applications: https://webgate.ec.europa.eu/europeaid/prospect

 e-learning: https://webgate.ec.europa.eu/europeaid/prospect/external/

 User manual for PROSPECT: https://webgate.ec.europa.eu/europeaid/prospect/external/

 A Users' Guide - Companion and Practical Guide:

http://ec.europa.eu/europeaid/companion/document.do?nodeNumber=19&locale=en

47
Thank you !
Mahadsanid!

48