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Contracting Authority: European Union Office in Kosovo

European Instrument for Democracy and Human Rights


CBSS for Kosovo
*
Guidelines
for grant applicants
BGUE-B2012-190!0100-C1-"#$CO $E%KOS
&eference: Europe"id'1(!-!!)'%'"C*'+K
$eadline for su,-ission of Concept note: ) .ul/ 201(
0
*1is designation is 2it1out pre3udice to positions on status4 and is in line 2it1 U5SC& 12!! and t1e #6.
Opinion on t1e Kosovo $eclaration of #ndependence
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EIDHR 2012 Guidelines for Applicants
otice
*1is is a restricted Call for 7roposals #n t1e first instance4 onl/ Concept 5otes -ust ,e su,-itted for
evaluation *1ereafter4 applicants 21o 1ave ,een pre-selected 2ill ,e invited to su,-it a 8ull "pplication
8or- "fter t1e evaluation of t1e 8ull "pplications4 an eligi,ilit/ c1ec9 2ill ,e perfor-ed for t1ose 21ic1
1ave ,een provisionall/ selected Eligi,ilit/ 2ill ,e c1ec9ed on t1e ,asis of t1e supporting docu-ents
re:uested ,/ t1e Contracting "ut1orit/ and t1e signed ;$eclaration ,/ t1e "pplicant< sent toget1er 2it1 t1e
application
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EIDHR 2012 Guidelines for Applicants
*a,le of contents
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EIDHR 2012 Guidelines for Applicants
1. E!R"#EA I$%R!&E% '"R DE&"CRAC( AD H!&A RI)H%$
1.1. *AC+)R"!D
*1e European #nstru-ent for $e-ocrac/ and =u-an &ig1ts > Countr/ Based Support Sc1e-e ?CBSS@ is a
long-esta,lis1ed ele-ent of t1e European UnionAs 1u-an rig1ts and de-ocrac/ polic/ under its eBternal
action and 1as ,een ,uilt on eBperience 2it1 CBSS under t1e previous E#$=& Strateg/ 7aper 2001-2010
and 2it1 -icro pro3ect facilities under t1e previous European #nitiative for $e-ocrac/ and =u-an &ig1ts
*1e E#$=& offers independence of action4 allo2ing for t1e deliver/ of assistance in principle 2it1out t1e
need for govern-ent consent4 21ic1 is a critical feature of cooperation 2it1 civil societ/ organisations at
national level4 especiall/ in t1e sensitive areas of de-ocrac/ and 1u-an rig1ts #t also offers -ore fleBi,ilit/
and capacit/ to respond to c1anging circu-stances or to support innovation4 contrasting 2it1 t1e long-ter-
progra--ing approac1 of t1e geograp1ical progra--es *1e E#$=& as an instru-ent also ,uilds on t1e
2or9 ,eing done 2it1 and t1roug1 civil societ/ organisations ai-ed at defending t1e funda-ental freedo-s
21ic1 for- t1e ,asis for all de-ocratic processes and 1elping civil societ/ to ,eco-e an effective force for
political refor- and defence of 1u-an rig1ts
*1e E#$=& response strateg/ for 2011-201( is designed to co-ple-ent geograp1ical and t1e-atic
progra--es4 providing support at national4 regional and international level *1is strateg/ is co-prised ,/ C
-ain o,3ectives: 1@ En1ancing respect for 1u-an rig1ts and funda-ental freedo-s in countries 21ere t1e/
are -ost at ris9D 2@ Strengt1ening t1e role of civil societ/ in pro-oting 1u-an rig1ts and de-ocratic refor-4
in supporting t1e peaceful conciliation of group interests and4 in consolidating political participation and
representationD (@ Supporting actions on 1u-an rig1ts and de-ocrac/ issues in areas covered ,/ EU
Guidelines4 including on 1u-an rig1ts dialogues4 on 1u-an rig1ts defenders4 on t1e deat1 penalt/4 on
torture4 on c1ildren and ar-ed conflict4 on t1e rig1ts of t1e c1ild4 on violence against 2o-en and girls and
co-,ating all for-s of discri-ination against t1e-4 on #nternational =u-anitarian %a2 and on possi,le
future guidelinesD !@ Supporting and strengt1ening t1e international and regional fra-e2or9 for t1e
protection and pro-otion of 1u-an rig1ts4 3ustice4 t1e rule of la2 and t1e pro-otion of de-ocrac/D and C@
Building confidence in and en1ancing t1e relia,ilit/ and transparenc/ of de-ocratic electoral processes4 in
particular t1roug1 election o,servation
*1e countr/-,ased support sc1e-es > for-er -icro-pro3ects sc1e-es > as t1e s-all-scale de-ocratisation
activities selected and -anaged ,/ t1e $elegations of t1e European Union4 1ave ,een i-ple-ented 2it1
considera,le success in countries of t1e Bal9ans since 199E *1e/ are designed to support s-all-scale and
innovative actions ,/ civil societ/ organisations in t1e field of 1u-an rig1ts and de-ocrac/
Kosovo 2as for t1e first ti-e eligi,le for t1e countr/-,ased support sc1e-e under t1e E#$=& 200F4 21ic1
2as launc1ed in t1e ,eginning of 200)4 follo2ed ,/ t1e second round under E#$=& 200) launc1ed in t1e
,eginning of 20094 t1ird round in 2010 21ic1 2as launc1ed ,/ 3oining E#$=& 2009 G 20104 and t1e fourt1
round under t1e E#$=& 2011 launc1ed at t1e end of 2011 Over (0 grants 2ere a2arded to selected pro3ects
under t1ese four calls for proposals
1.2. "*,EC%I-E$ "' %HE #R")RA&&E AD #RI"RI%( I$$!E$
*1e g.o/a. o/0ecti1e of t1is Call for 7roposals is to strengt1en t1e role of civil societ/ in pro-oting 1u-an
rig1ts and de-ocratic refor-4 in supporting t1e peaceful conciliation of group interests and in consolidating
political participation and representation
*1e specific o/0ecti1e of t1is Call for 7roposals is to support civil societ/ in 2or9ing on 1u-an rig1ts
?political4 civil4 econo-ic4 social and cultural@ and de-ocratisation4 so as to:
en1ance political representation and participation and
en1ance t1e inclusiveness and pluralis- of civil societ/
*1e priority issues of t1is o,3ective and t1us4 of t1is Call for 7roposals are as follo2s:
1. 7ro-ote inter-co--unit/ and inter-et1nic relations t1roug1 concrete cultural activitiesD
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2. Strengt1en advocac/ role of organisations pro-oting t1e rig1ts of c1ildrenD &o-a4 "s19ali and
Eg/ptiansD people 2it1 p1/sical and'or -ental disa,ilitiesD %es,ians4 Ga/s4 BiseBuals and *ransseBualsD
single -ot1ersD or elderl/ peopleD
3. Strengt1en capacities of organisations located in HveIan'HveJan4 Hu,inpoto9'Hu,in 7oto94
%eposavi:'%eposaviK and t1e part of LitrovicM'Litrovica -unicipalit/ nort1 of t1e river #,Mr'#,ar active
in t1e pro-otion of 1u-an rig1ts and de-ocratisation
1.3. 'IACIA2 A22"CA%I" #R"-IDED *( %HE C"%RAC%I) A!%H"RI%(
*1e overall indicative a-ount -ade availa,le under t1is Call for 7roposals is N )20000400 *1e Contracting
"ut1orit/ reserves t1e rig1t not to a2ard all availa,le funds
Indicati1e a..ocation of funds /y .ot3geographica. distri/ution4
*1e afore-entioned a-ount 2ill ,e ,ro9en do2n into t1ree financial lots in relation to t1e t1ree co-ponents
specified in section 21( ,elo2 in t1e follo2ing 2a/:
2ot I: N (00000400 ?-aBi-u-@
2ot II: N !00000400 ?-aBi-u-@
2ot III4 N 120000400 ?-aBi-u-@
"pplicants need to clearl/ indicate 21ic1 lot t1e/ are appl/ing for
#f t1e allocation indicated for a specific lot cannot ,e used due to insufficient :ualit/ or nu-,er of proposals
received4 t1e Contracting "ut1orit/ reserves t1e rig1t to reallocate t1e re-aining funds to anot1er lot
SiOe of grants
"n/ grant re:uested under t1is Call for 7roposals -ust fall ,et2een t1e follo2ing -ini-u- and -aBi-u-
a-ounts:
Grants under 2ot I ?see section 21( ,elo2@:
-ini-u- a-ount: EU& C0000400
-aBi-u- a-ount: EU& 1C0000400
Grants under 2ot II ?see section 21( ,elo2@:
-ini-u- a-ount: EU& C0000400
-aBi-u- a-ount: EU& 200000400
Grants under 2ot III ?see section 21( ,elo2@:
-ini-u- a-ount: EU& C0000400
-aBi-u- a-ount: EU& 120000400
"n/ grant re:uested under t1is Call for 7roposals -ust fall ,et2een t1e follo2ing P-ini-u- andQ -aBi-u-
percentages of total eligi,le costs of t1e action:
Lini-u- percentage: CC R of t1e total eligi,le costs of t1e action
LaBi-u- percentage: 9C R of t1e total eligi,le costs of t1e action ?see also Section 21!@
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*1e ,alance ?ie t1e difference ,et2een t1e total cost of t1e action and t1e a-ount re:uested fro- t1e
Contracting "ut1orit/@ -ust ,e financed fro- sources ot1er t1an t1e European Union Budget or t1e
European $evelop-ent 8und
1

2. R!2E$ '"R %HI$ CA22 '"R #R"#"$A2$


*1ese guidelines set out t1e rules for t1e su,-ission4 selection and i-ple-entation of t1e actions financed
under t1is Call4 in confor-it/ 2it1 t1e 7ractical Guide to contract procedures for EU eBternal actions4 21ic1
is applica,le to t1e present call ?availa,le on t1e #nternet at t1is address:
1ttp:''eceuropaeu'europeaid'2or9'procedures'i-ple-entation'indeBSen1t-@
2.1. E2I)I*I2I%( CRI%ERIA
*1ere are t1ree sets of eligi,ilit/ criteria4 relating to:
?1@ t1e actors:
*1e app.icant4 ie t1e entit/ su,-itting t1e application for- ?211@4
if an/4 its co5app.icant6s7 ?8here it is not specified other8ise the app.icant and its co5
app.icant6s7 are hereinafter 0oint.y referred as the 9 applicants T@ ?211@4
and4 if an/4 affi.iated entity6ies7 to t1e applicant and'or to a co-applicant?s@ ?212@D
?2@ t1e actions:
"ctions for 21ic1 a grant -a/ ,e a2arded ?21!@D
?(@ t1e costs:
t/pes of cost t1at -a/ ,e ta9en into account in setting t1e a-ount of t1e grant ?21C@
2.1.1. Eligibility of applicants (i.e. applicant and co-applicant(s))
App.icant
?1@ #n order to ,e eligi,le for a grant4 t1e applicant -ust:
,e legal persons and
,e non-profit--a9ing and
,e specific t/pes of organisations suc1 as: non-govern-ental organisations4 professional associations
international ?inter-govern-ental@ organisations as defined ,/ "rticle !( of t1e #-ple-enting &ules
to t1e EC 8inancial &egulation
2
and
1
U1ere a grant is financed ,/ t1e European $evelop-ent 8und4 an/ -ention of European Union financing -ust ,e
understood as referring to European $evelop-ent 8und financing
2
#nternational organisations are international pu,lic-sector organisations set up ,/ intergovern-ental agree-ents as
2ell as specialised agencies set up ,/ t1e-D t1e #nternational Co--ittee of t1e &ed Cross ?#C&C@ and t1e
#nternational 8ederation of 5ational &ed Cross and &ed Crescent Societies are also recognised as international
organisations
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EIDHR 2012 Guidelines for Applicants
,e esta,lis1ed in
(
a Le-,er State of t1e European Union or in a countries covered ,/ "rticle 19 of
#7" regulation
!
and
,e organisations registered in Kosovo and
if appl/ing under %ot ###4 ,e organisations 2it1 t1eir 1ead:uarters ,ased in eit1er HveIan'HveJan4
Hu,inpoto9'Hu,in 7oto94 %eposavi:'%eposaviK or t1e part of LitrovicM'Litrovica -unicipalit/ nort1
of t1e river #,Mr'#,ar and
1ave a proven ,ac9ground and a -ini-u- of ( /ears of eBperience 2it1in t1e last C /ears in:
o %ot #: pro-oting inter-co--unit/ and inter-et1nic relations4 cultural activitiesD
o %ot ##: pro-oting rig1ts of vulnera,le groups suc1 as c1ildren4 &o-a4 "s19ali and
Eg/ptians4 people 2it1 p1/sical and'or -ental disa,ilities4 %es,ians4 Ga/s4
BiseBuals and *ransseBuals4 single -ot1ers or elderl/ peopleD
o %ot ###: pro-oting 1u-an rig1ts and de-ocratisation
,e directl/ responsi,le for t1e preparation and -anage-ent of t1e action 2it1 t1e co-applicant?s@ and
affiliated entit/?ies@4 not acting as an inter-ediar/
?2@ *1e potential applicant -a/ not participate in calls for proposals or ,e a2arded grants if it is in an/ of
t1e situations listed in Section 2(( of t1e 7ractical Guide to contract procedures for EU eBternal
actions ?availa,le fro- t1e follo2ing #nternet address:
1ttp:''eceuropaeu'europeaid'2or9'procedures'i-ple-entation'indeBSen1t-@D
#n 7art "4 section ( of t1e grant application for- ?;$eclaration ,/ t1e applicant<@4 t1e applicant -ust declare
t1at t1e applicant 1i-self4 t1e co-applicant?s@ and affiliated entit/?ies@ are not in an/ of t1ese situations
*1e applicant -ust act 2it1 co-applicant?s@ as specified 1ereafter
Under all lots4 if no su,-granting if foreseen4 applicants -ust eit1er act 2it1 at least one co-applicant
organisation prefera,l/ originating fro- anot1er -unicipalit/ and'or anot1er co--unit/ 2it1in t1e ,orders
of Kosovo4 or 2it1 at least one affiliated entit/ organisation prefera,l/ originating fro- anot1er -unicipalit/
and'or anot1er co--unit/ 2it1in t1e ,orders of Kosovo "pplicants are encouraged to act 2it1 grass-root
and re-ote organisations 21ic1 1ave less eBperience in i-ple-enting EU funded actions
Co5app.icant6s7
Co-applicant?s@ participate in designing and i-ple-enting t1e action4 and t1e costs t1e/ incur are eligi,le in
t1e sa-e 2a/ as t1ose incurred ,/ t1e applicant
Co-applicant?s@ -ust satisf/ t1e eligi,ilit/ criteria as applica,le to t1e applicant 1i-self
*1e roles and responsi,ilities a-ongst t1e co-applicants s1all ,e dul/ descri,ed in a relevant Le-orandu-
of Understanding ?LoU@4 21ic1 -ust ,e attac1ed to t1e 8ull "pplication 8or- *1e LoU -ust a-ong ot1er
t1ings4 provide detailed description of t1e pro3ect -anage-ent set-up and co-ordination ,et2een t1e
consortiu- -e-,ers4 particularl/ in respect of t1e follo2ing:
- EBecutive and decision -a9ing responsi,ilities 2it1in t1e co-applicants consortiu-
- *ec1nical and operational co-ordination at 1ead:uarters and field level?s@4
including > in t1e for- of an anal/tical'descriptive narrative or an organigra--e4 t1e follo2ing:
(
*o ,e deter-ined on t1e ,asis of t1e organisation<s statutes4 21ic1 s1ould de-onstrate t1at it 1as ,een esta,lis1ed
,/ an instru-ent governed ,/ t1e national la2 of t1e countr/ concerned and t1at its 1ead office is located in an
eligi,le countr/ #n t1is respect4 an/ legal entit/ 21ose statutes 1ave ,een esta,lis1ed in anot1er countr/ cannot ,e
considered an eligi,le local organisation4 even if t1e statutes are registered locall/ or a ;Le-orandu- of
Understanding< 1as ,een concluded
!
Council &egulation ?EC@ 5o 10)C'200E as adopted on 1F .ul/ 200E esta,lis1ing an #nstru-ent of 7re-"ccession
"ssistance ?#7"@
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EIDHR 2012 Guidelines for Applicants
7lanning and i-ple-entation structuresD
*ransfer of eBperience and capacit/ ,uilding of local partnersD
Operational interface 2it1 ?international and local@ CSO partners4 ?central and local@ aut1orities
and t1e ulti-ate ,eneficiariesD
Lonitoring4 revie24 evaluation4 reporting'feed,ac9 -ec1anis-s and t1e tools usedD
8inancial and accounting control4 including procedures for internal'eBternal auditsD
7rovision of -ec1anis- to deal 2it1 ?partial@ ,ad-'non-perfor-ance of t1e contract ,/ one'-ore
consortiu- partners and dispute settle-ent -ec1anis- ,et2een partners
Co-applicant?s@ -ust sign t1e Landate in 7art B section ! of t1e grant application for-
#f a2arded t1e Grant contract4 t1e applicant and ?if an/@ t1e co-applicants 2ill ,eco-e t1e Beneficiaries in
t1e "ction #n particular4 t1e applicant 2ill ,eco-e t1e Beneficiar/ identified as t1e Coordinator in anneB
E(11 ?Special conditions@ *1e Coordinator is t1e -ain interlocutor of t1e Contracting "ut1orit/ #t
represents and acts on ,e1alf of an/ ot1er Beneficiar/ ?if an/@ and coordinate t1e design and i-ple-entation
of t1e "ction
2.1.2. Affiliated entities
"ffiliated entit/?ies@
*1e applicant and its co-applicant?s@ -a/ act 2it1 affiliated entit/?ies@
"n.y the fo..o8ing entities may /e considered as affi.iated entities to the app.icant and3or to co5
app.icant6s74
?i@ legal entities toget1er for-ing one entit/4 including 21ere it is specificall/ esta,lis1ed for t1e purpose
of i-ple-enting t1e action #n t1is case4 t1e resulting entit/ -a/ appl/ as a applicant or co-applicant
21ereas t1e ot1er entities as its affiliated entit/?ies@
?ii@legal entities 1aving a lin9 2it1 t1e applicants4 nota,l/ a legal or capital lin94 21ic1 is neit1er li-ited to
t1e action nor esta,lis1ed for t1e sole purpose of its i-ple-entation on t1e condition t1at t1e/ satisf/
t1e eligi,ilit/ and non-eBclusion criteria of an applicant
#f t1e applicants are a2arded a contract4 t1eir affiliated entit/?ies@ 2ill not ,eco-e Beneficiar/?ies@ of t1e
"ction and signator/?ies@ of t1e Contract =o2ever4 t1e/ 2ill participate in t1e design and in t1e
i-ple-entation of t1e "ction and t1e costs t1e/ incur ?including t1ose incurred for #-ple-entation
Contracts and 8inancial Support to t1ird parties@ -a/ ,e accepted as eligi,le costs4 provided t1e/ co-pl/
2it1 all t1e relevant rules alread/ applica,le to t1e Beneficiar/?ies@ under t1e Grant Contract
"ffiliated entit/?ies@ -ust satisf/ respectivel/ t1e eligi,ilit/ criteria as applica,le to t1e applicant and to t1e
co-applicant?s@4 2it1 t1e eBception under %ot ###4 21ere affiliated entities -a/ ,e organisations 2it1 t1eir
1ead:uarters ,ased in -unicipalities ot1er t1an HveIan'HveJan4 Hu,inpoto9'Hu,in 7oto94
%eposavi:'%eposaviK or t1e part of LitrovicM'Litrovica -unicipalit/ nort1 of t1e river #,Mr'#,ar
"ffiliated entit/?ies@ -ust sign t1e affiliated entit/?ies@ state-ent in 7art B section C of t1e grant application
for-
2.1.3. Associates and Contractors
*1e follo2ing entities are not applicant?s@ nor affiliated entit/?ies@ and do not 1ave to sign t1e T-andateT or
Taffiliated entitiesA state-entT:
"ssociates
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EIDHR 2012 Guidelines for Applicants
Ot1er organisations -a/ ,e involved in t1e action Suc1 associates pla/ a real role in t1e action ,ut -a/ not
receive funding fro- t1e grant4 2it1 t1e eBception of per die- or travel costs "ssociates do not 1ave to -eet
t1e eligi,ilit/ criteria referred to in section 211 "ssociates -ust ,e -entioned in 7art B section E V
;"ssociates of t1e "pplicant participating in t1e "ction< V of t1e Grant "pplication 8or-
Contractors
*1e grant ,eneficiaries and t1eir affiliated entities are per-itted to a2ard contracts "ssociates or affiliated
entit/?ies@ cannot ,e also contractors in t1e pro3ect Contractors are su,3ect to t1e procure-ent rules set out
in "nneB #W to t1e standard grant contract
Su,-grantees
*1e grant ,eneficiaries -a/ a2ard financial support to t1ird entities *1ese entities are neit1er affiliated
entit/?ies@ nor associates nor contractors =o2ever4 t1e/ are su,3ect to t1e nationalit/ and origin rules set out
in "nneB #W to t1e standard grant contract
2.1.4. Eligible actions: actions for which an application ay be ade
$efinition:
"n action is co-posed of a set of activities
$uration
*1e initial planned duration of an action -a/ not ,e lo2er t1an 1) nor eBceed 2! -ont1s
Sectors or t1e-es
2ot I4 7ro-otion of inter-co--unit/ and inter-et1nic relations t1roug1 concrete cultural activitiesD
2ot II4 Support to organisations in strengt1ening t1eir advocac/ role to pro-ote t1e rig1ts of c1ildrenD
&o-a4 "s19ali and Eg/ptiansD people 2it1 p1/sical and'or -ental disa,ilitiesD %es,ians4 Ga/s4
BiseBuals and *ransseBualsD single -ot1ersD or elderl/ peopleD
2ot III4 Support to strengt1en capacities of organisations located in HveIan'HveJan4 Hu,inpoto9'Hu,in
7oto94 %eposavi:'%eposaviK and t1e part of LitrovicM'Litrovica -unicipalit/ nort1 of t1e river
#,Mr'#,ar active in t1e pro-otion of 1u-an rig1ts and de-ocratisation
%ocation
*1e -a3orit/ of t1e actions -ust ta9e place in Kosovo4 so-e training4 stud/ tours or ot1er capacit/ ,uilding
activities -a/ ,e foreseen in t1e Bal9an region or t1e EU
*/pes of action
*1e follo2ing list of actions proposed for eac1 t1e-e is not eB1austive and ot1er relevant and innovative
proposals 2ill ,e considered:
2ot I4 actions concerned onl/ or -ainl/ 2it1 concrete cultural activities 21ic1 pro-ote inter-co--unit/
and inter-et1nic relations
2ot II4 actions concerned onl/ or -ainl/ 2it1 advocac/ and lo,,/ing for t1e rig1ts of specific vulnera,le
groups suc1 as: c1ildren4 &o-a4 "s19ali and Eg/ptians4 people 2it1 p1/sical and'or -ental disa,ilities4
%es,ians4 Ga/s4 BiseBuals and *ransseBuals4 single -ot1ers4 or elderl/ people
2ot III4 actions concerned onl/ or -ainl/ 2it1 pro-otion of 1u-an rig1ts and'or de-ocratisation
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EIDHR 2012 Guidelines for Applicants
*/pes of activit/
*1e follo2ing list of activities proposed for eac1 t1e-e is not eB1austive and ot1er relevant and innovative
proposals 2ill ,e considered:
2ot I4
7roduction of s1ort fil-s4 docu-entariesD
7roduction of -usic and -usic eventsD
"rt eB1i,itionsD
Co--unit/ cultural events 21ic1 ,ring people toget1er around t1eir cultural'traditional identit/
?-usic4 clot1s4 crafts4 cuisines4 etc@D
EBcursions to learn and understand cultures of co--unities living in KosovoD
%inguistic eBc1angesD
7erfor-ing arts festivals or co-petitions
2ot II4
"nal/sis of legislation t1at affects one or -ore of t1e vulnera,le groups: c1ildren4 &o-a4 "s19ali
and Eg/ptians4 people 2it1 p1/sical and'or -ental disa,ilities4 %es,ians4 Ga/s4 BiseBuals and
*ransseBuals4 single -ot1ers4 or elderl/ peopleD
Leetings'dialogues 2it1 polic/--a9ers to influence c1anges in eBisting la2s and regulations 21ic1
concern one or -ore afore -entioned groupsD
Co--unit/ education and a2areness-raising on t1e rig1ts of one or -ore afore -entioned groupsD
Briefings for -e-,ers of t1e -edia on issues of t1e afore -entioned vulnera,le groups to increase
,etter infor-ed reportingD
Uor9s1ops4 se-inars4 roundta,les and ot1er gat1erings to ,ring toget1er eBperts4 ,ot1 pu,lic and
non-govern-ental4 to reflect on issues related to one or -ore afore -entioned groups
2ot III4
Co--unit/ education and a2areness-raising on 1u-an rig1ts and de-ocratic refor-D
7ro-otion of rig1ts of vulnera,le groupsD
Lonitoring and pro-oting freedo- of eBpressionD
7ro-otion of fig1t against discri-inationD
Lonitoring of electoral processes 2it1in t1e conteBt of EU'international standardsD
E-po2ering of underrepresented groups and t1eir active participation in pu,lic lifeD
Lonitoring and follo2ing up on govern-ents< do-estic and international co--it-entsD
#nitiatives to de-and access to infor-ation4 transparenc/ and consultation in decision--a9ing
processesD
Lediation or resolution of conflicts
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EIDHR 2012 Guidelines for Applicants
"pplicant organisations are 1ig1l/ encouraged to ensure :ualit/ of t1e actions and -aBi-u- i-pact ,/
adopting ,road approac1es4 considering capacit/ ,uilding as a 9e/ -ec1anis- to assist organisations to
ac1ieve t1eir i--ediate needs as 2ell as longer-ter-4 strategic o,3ectives *1erefore4 applicant organisations
-a/ co--it up to 1CR of t1e grant ,udget activities ai-ed at ,uilding t1eir o2n or t1eir co-
applicants'affiliated entitiesA institutional capacities 8urt1er to t1is4 applicant organisations are eBpected to
de-onstrate t1roug1 t1eir proposed action t1e vie2s and approac1es t1e/ 1ave of capacit/ ,uilding *1e
follo2ing principles s1ould ,e ad1ered to:
Capacit/ ,uilding s1ould ,e adopted as a concept t1at goes ,e/ond t1e conventional perception of
training and suppl/ of e:uip-ent B/ adopting a ,roader definition of capacit/ ,uilding4 t1e
7rogra--e addresses t1e central concern of CSOs< a,ilit/ to -anage c1ange4 resolve conflict4
-anage institutional pluralis-4 en1ance coordination4 foster co--unication4 and ensure t1at data
and infor-ation are s1ared
Capacit/ ,uilding s1ould ,e carried out as a continuous eBercise #n t1is sense4 capacit/ ,uilding is
lin9ed to t1e concept of learning organisations *1e learning concept involves constant c1anges and
eBperi-ents ,/ using feed,ac9s of processes and results4 transfor-ing individual and organisational
practices and values and ad3ust-ent of structures to cope 2it1 c1anges *1erefore4 t1e capacit/
,uilding actions to ,e proposed s1ould s1o2 t1e added value or cu-ulative effect of t1e action to ,e
underta9en *1e/ s1ould ,e ,ased on 9no2ledge s1aring of partner organisations t1roug1 -entoring4
coac1ing and on-t1e-3o, training *1e capacit/ ,uilding actions need to ,e results oriented and
sustaina,le
#n order to i-prove accounta,ilit/ and transparenc/ 2it1in t1e CSO sector4 capacit/ ,uilding s1ould
,e adopted as an eBercise to strengt1en organisational a,ilit/ to -a9e -ore effective decisions4
,eco-e -ore active pla/ers and to ta9e full responsi,ilit/ for t1e conse:uences of ones o2n
decisions *1e actions to ,e underta9en s1ould 1elp to de-onstrate CSOAs preparedness to engage
2it1 different actors in a transparent and accounta,le -anner
&edistri,ution of t1e grant
*o he.p achie1e the o/0ecti1es of the action4 especiall/ 21ere the action proposed /y the app.icants
re:uires financia. support to /e gi1en to third parties4 t1e applicants may propose a2arding su,-grants
#n t1e case of applicants anticipating a redistri,ution of t1e grant4 t1e/ -ust specif/ in t1eir applications t1e
o,3ectives and results to ,e o,tained and t1e t/pes of entit/ t1at 2ill ,e eligi,le for a su,-grant " fiBed list
of t1e t/pes of activit/ eligi,le for su,-grants -ust ,e included in t1e application4 toget1er 2it1 t1e criteria
for selecting su,-grantees including t1e criteria for deter-ining t1e eBact a-ount of eac1 su,-grant *1e
-aBi-u- a-ount of a su,-grant is N E0 000 per t1ird part/4 eBcept 21ere a redistri,ution of t1e grant is t1e
-ain purpose of t1e action
"pplicants -ust co-pl/ 2it1 t1e o,3ectives and priorities and guarantee t1e visi,ilit/ of t1e EU financing
?see t1e Co--unication and Wisi,ilit/ Lanual for EU eBternal actions specified and pu,lis1ed ,/ t1e
European Co--ission at 1ttp:''eceuropaeu'europeaid'2or9'visi,ilit/'indeBSen1t-@
*1e follo2ing t/pes of action are ineligi,le:
actions concerned onl/ or -ainl/ 2it1 individual sponsors1ips for participation in 2or9s1ops4
se-inars4 conferences and congressesD
actions concerned onl/ or -ainl/ 2it1 individual sc1olars1ips for studies or training coursesD
purc1asing of ,uildings or officesD
purc1asing of ve1iclesD
purc1asing of e:uip-ent ?unless necessar/ for t1e successful eBecution of t1e pro3ect@D
actions supporting political parties4 groups and -ove-ents
2013.1 7age 8 of 28
EIDHR 2012 Guidelines for Applicants
Wisi,ilit/
"pplicants -ust co-pl/ 2it1 t1e o,3ectives and priorities and guarantee t1e visi,ilit/ of t1e EU financing
?see t1e Co--unication and Wisi,ilit/ Lanual for EU eBternal actions specified and pu,lis1ed ,/ t1e
European Co--ission at 1ttp:''eceuropaeu'europeaid'2or9'visi,ilit/'indeBSen1t-@
5u-,er of applications and grants per applicants
*1e applicant -a/ not su,-it -ore t1an 1 application per lot under t1is Call for 7roposals
*1e applicant -a/ not ,e a2arded -ore t1an 1 grant under t1is Call for 7roposals ?#n t1e eventualit/ t1at an
applicant applies for t2o or all t1ree lots4 and is t1e 2inning applicant for t2o or all t1ree lots4 t1en t1e
applicant 2ill ,e offered t1e c1oice of 21ic1 lot t1e/ 2is1 to ,e a2arded@
*1e applicant -a/ ,e an affiliated entit/ in anot1er application at t1e sa-e ti-e
" co-applicant -a/ not su,-it -ore t1an one application under t1is Call for 7roposals
" co-applicant -a/ not ,e a2arded -ore t1an 1 grant under t1is Call for 7roposals
" co-applicant -a/ ,e an affiliated entit/ in anot1er application at t1e sa-e ti-e
*1e affiliated entit/?ies@ -a/ ta9e part in -ore t1an one application
2.1.!. Eligibility of costs: costs that can be incl"ded
Onl/ ;eligi,le costs< can ,e covered ,/ a grant *1e categories of costs t1at are eligi,le and non-eligi,le are
indicated ,elo2 *1e ,udget is ,ot1 a cost esti-ate and a ceiling for ;eligi,le costs<
*1e rei-,urse-ent of eligi,le costs -a/ ,e ,ased on an/ or a co-,ination of t1e follo2ing for-s:
actual costs incurred ,/ t1e Beneficiar/?ies@ and affiliated entit/?ies@
one or -ore si-plified cost options
Si-plified cost options -a/ ta9e t1e for- of:
unit costs4 covering all or certain specific categories of eligi,le costs 21ic1 are clearl/ identified in
advance ,/ reference to an a-ount per unit
.ump sums4 covering in glo,al ter-s all or certain specific categories of eligi,le costs 21ic1 are
clearl/ identified in advance
f.at5rate financing4 covering specific categories of eligi,le costs 21ic1 are clearl/ identified in
advance ,/ appl/ing a percentage fiBed eB ante
*1e a-ounts or rates 1ave to ,e ,ased on esti-ates using o,3ective data suc1 as statistical data or an/ ot1er
o,3ective -eans or 2it1 reference to certified or audita,le 1istorical data of t1e applicants or t1e affiliated
entit/?ies@ *1e -et1ods used to deter-ine t1e a-ounts or rates of unit costs4 lu-p su-s or flat-rates -ust
co-pl/ 2it1 t1e criteria esta,lis1ed in "nneB K4 and especiall/ ensure t1at t1e costs correspond fairl/ to t1e
actual costs incurred ,/ t1e Grant Beneficiar/?ies@ and affiliated entit/?ies@4 are in line 2it1 t1eir accounting
practices4 no profit is -ade and t1e costs are not alread/ covered ,/ ot1er sources of funding ?no dou,le
funding@ &efer to "nneB K for directions and a c1ec9list of controls to assess t1e -ini-u- necessar/
conditions t1at provide reasona,le assurance for t1e acceptance of t1e proposed a-ounts
*1e applicant proposing t1is for- of rei-,urse-ent4 -ust clearl/ indicate in 2or9s1eet no1 of "nneB B4
eac1 1eading'ite- of eligi,le costs concerned ,/ t1is t/pe of financing4 ie add t1e reference in capital
letters to TU5#* COS*T ?per -ont1'flig1t etc@4 T%UL7SULT or T8%"* &"*ET in t1e Unit colu-n ?see
eBa-ple in "nneB K@
2013.1 7age of 28
EIDHR 2012 Guidelines for Applicants
"dditionall/ in "nneB B4 in t1e second colu-n of 2or9s1eet no24 T.ustification of t1e esti-ated costsT per
eac1 of t1e corresponding ,udget ite- or 1eading t1e applicant -ust:
descri,e t1e infor-ation and -et1ods used to esta,lis1 t1e a-ounts of unit costs4 lu-p su-s and'or
flat-rates4 to 21ic1 costs t1e/ refer4 etc
clearl/ eBplain t1e for-ulas for calculation of t1e final eligi,le a-ount
C
identif/ t1e ,eneficiar/ 21o 2ill use t1e si-plified cost option ?in case of affiliated entit/4 specif/
first t1e ,eneficiar/@4 in order to verif/ t1e -aBi-u- a-ount per eac1 ,eneficiar/ ?21ic1 includes if
applica,le si-plified cost options of its affiliated entit/?ies@@
"t contracting p1ase4 t1e Contracting "ut1orit/ decides 21et1er to accept t1e proposed a-ounts or rates on
t1e ,asis of t1e provisional ,udget su,-itted ,/ t1e applicant4 ,/ anal/sing factual data of grants carried out
,/ t1e applicant or of si-ilar actions and ,/ perfor-ing c1ec9s esta,lis1ed ,/ "nneB K
*1e total a-ount of financing on t1e ,asis of si-plified cost options t1at can ,e aut1orised ,/ t1e
Contracting "ut1orit/ for an/ of t1e applicants individuall/ ?including si-plified cost options proposed ,/
t1eir o2n affiliated entities@ cannot eBceed EU& E0 000 ?t1e indirect costs are not ta9en into account@
&eco--endations to a2ard a grant are al2a/s su,3ect to t1e condition t1at t1e c1ec9s preceding t1e signing
of t1e contract do not reveal pro,le-s re:uiring c1anges to t1e ,udget ?suc1 as arit1-etical errors4
inaccuracies4 unrealistic costs and ineligi,le costs@ *1e c1ec9s -a/ give rise to re:uests for clarification and
-a/ lead t1e Contracting "ut1orit/ to i-pose -odifications or reductions to address suc1 -ista9es or
inaccuracies #t is not possi,le to increase t1e grant or t1e percentage of EU co-financing as a result of t1ese
corrections
#t is t1erefore in t1e applicant<s interest to provide a rea.istic and cost5effecti1e /udget
Eligi,le direct costs
*o ,e eligi,le under t1e Call for 7roposals4 costs -ust co-pl/ 2it1 t1e provisions of "rticle 1! of t1e
General Conditions to t1e Standard Grant Contract ?see "nneB G of t1e Guidelines@
*1e applicants ?and 21ere applica,le its affiliated entities@ agree t1at t1e eBpenditure verification?s@ referred
to in "rticle 1CF of t1e General Conditions to t1e Standard Grant Contract ?see "nneB G of t1e Guidelines@
2ill ,e carried out ,/ t1e Contracting "ut1orit/ or an/ eBternal ,od/ aut1orised ,/ t1e European
Co--ission'Contracting "ut1orit/
Contingenc/ reserve
*1e ,udget -a/ include a contingenc/ reserve not eBceeding C R of t1e esti-ated direct eligi,le costs #t can
onl/ ,e used 2it1 t1e prior 8ritten authorisation of t1e Contracting "ut1orit/
Eligi,le indirect costs
*1e indirect costs incurred in carr/ing out t1e action -a/ ,e eligi,le for flat-rate funding4 ,ut t1e total -ust
not eBceed F R of t1e esti-ated total eligi,le direct costs! #ndirect costs are eligi,le provided t1at t1e/ do not
include costs assigned to anot1er ,udget 1eading in t1e standard grant contract *1e applicant -a/ ,e as9ed
to 3ustif/ t1e percentage re:uested ,efore t1e contract is signed =o2ever4 once t1e flat rate 1as ,een fiBed in
t1e special conditions of t1e standard grant contract4 no supporting docu-ents need to ,e provided
#f an/ of t1e applicants or affiliated entit/?ies@ is in receipt of an operating grant financed ,/ t1e EU4 it -a/
not clai- indirect costs on its incurred costs 2it1in t1e proposed ,udget for t1e action
C
EBa-ples:- for staff costs: nu-,er of 1ours or da/s of 2or9 0 1ourl/ or dail/ rate pre-set according to t1e categor/
of personnel concernedD- for travel eBpenses: distance in 9- 0 pre-set cost of transport per 9-D nu-,er of da/s 0
dail/ allo2ance pre-set according to t1e countr/D- for specific costs arising fro- t1e organiOation of an event:
nu-,er of participants at t1e event 0 pre-set total cost per participant etc
2013.1 7age 10 of 28
EIDHR 2012 Guidelines for Applicants
Contri,utions in 9ind
Contri,utions in 9ind -ean t1e provision of goods or services to a Beneficiar/?ies@ or affiliated entit/?ies@
free of c1arge ,/ a t1ird part/ "s contri,utions in 9ind do not involve an/ eBpenditure for a Beneficiar/?ies@
or affiliated entit/?ies@4 t1e/ are not eligi,le costs
Contri,utions in 9ind -a/ not ,e treated as co-financing
=o2ever4 if t1e description of t1e action as proposed includes contri,utions in 9ind4 t1e contri,utions 1ave to
,e -ade
#neligi,le costs
*1e follo2ing costs are not eligi,le:
de,ts and de,t service c1arges ?interest@D
provisions for losses or potential future lia,ilitiesD
costs declared ,/ t1e Beneficiar/?ies@ and financed ,/ anot1er action or 2or9 progra--e receiving
a Union ?including t1roug1 E$8@ grantD
purc1ases of land or ,uildings4 eBcept 21ere necessar/ for t1e direct i-ple-entation of t1e action4 in
21ic1 case o2ners1ip -ust ,e transferred to t1e final ,eneficiaries and'or local Beneficiar/?ies@44 at
t1e latest at t1e end of t1e actionD
currenc/ eBc1ange lossesD
credit to t1ird parties
2.2. H"; %" A##2( AD %HE #R"CED!RE$ %" '"22";
7rior registration in 7"$O& for t1is Call for 7roposals is o,ligator/
#hase 1< concept note4 &egistration in 7"$O& is o,ligator/ for applicants for grants a,ove
N E0 000
&egistration is optional ,ut reco--ended for:
applicants for grants of N E0 000 or lessD
t1eir affiliated entit/?ies@
#hase 2< fu.. proposa.4 &egistration in 7"$O& is o,ligator/ for all pre-selected applicants and all
t1eir affiliated entit/?ies@
7"$O& is an on-line data,ase in 21ic1 organisations register and update t1eir data regularl/4 t1roug1 t1e
Europe"id 2e,site: 1ttp:''eceuropaeu'europeaid'2or9'onlineservices'pador'indeBSen1t-
Before starting to register /our organisation in 7"$O&4 please read t1e ;Xuic9 guide< on t1e 2e,site #t
eBplains t1e registration process
#t is strongl/ reco--ended to register in 7"$O& 21en /ou start drafting /our proposal and not to 2ait until
3ust ,efore t1e deadline of su,-ission
On t1e paper version of t1e proposal /ou -ust give /our Europe"id #$ ?E#$@ *o get t1is #$4 /our
organisation -ust enter 7"$O& to register4 save and ;sign< certain o,ligator/ data ?t1e fields s1o2n in
orange on eac1 screen@ and t1e related docu-ents ?see section 2!@
2013.1 7age 11 of 28
EIDHR 2012 Guidelines for Applicants
=o2ever4 if it is i-possi,le for t1e organisation to register in 7"$O&4 it -ust su,-it a 3ustification proving
t1at t1is i-possi,ilit/ is general and ,e/ond t1e control of t1e applicants and'or its affiliated entit/?ies@ #n
suc1 cases4 t1e applicants and'or affiliated entit/?ies@concerned -ust co-plete t1e ;7"$O& off-line for-
E
attac1ed to t1ese Guidelines and send it ,/ t1e su,-ission deadline4 toget1er 2it1 t1e application4 to t1e
address indicated in sections 222 and 22E *1e registration in 7"$O& 2ill t1en ,e carried out ,/ t1e
European Co--ission service in c1arge of t1e Cf7 #f4 at a later stage4 t1e organisation 2is1es to update its
data itself4 it 2ill 1ave to send an access re:uest to t1e 7"$O& 1elpdes9
"ll :uestions related to registration in 7"$O& s1ould ,e addressed to t1e 7"$O& 1elpdes9 at: Europeaid-
padorYeceuropaeu
2.2.1. Concept #ote content
"pplications -ust ,e su,-itted in accordance 2it1 t1e Concept 5ote instructions in t1e Grant "pplication
8or- anneBed to t1ese Guidelines ?"nneB "@
"pplicants -ust appl/ in Englis1
#n t1e Concept 5ote4 applicants -ust onl/ provide an esti-ate of t1e a-ount of contri,ution re:uested fro-
t1e Contracting "ut1orit/ and an indicative percentage of t1at contri,ution in relation to t1e total a-ount of
t1e "ction Onl/ t1e applicant invited to su,-it a full application in t1e second p1ase 2ill ,e re:uired to
present a detailed ,udget *1e ele-ents outlined in t1e Concept 5ote -a/ not ,e -odified ,/ t1e applicant
in t1e full application for- *1e EU contri,ution -a/ not var/ fro- t1e initial esti-ate ,/ -ore t1an 20 R
"pplicants are free to adapt t1e percentage of co-financing re:uired 2it1in t1e -ini-u- and -aBi-u-
a-ount and percentages of co-financing4 as laid do2n in t1ese Guidelines in section 1( O2n contri,utions
,/ t1e applicants can ,e replaced ,/ ot1er donorsA contri,utions at an/ ti-e
"n/ error or -a3or discrepanc/ related to t1e points listed in t1e Concept 5ote instructions -a/ lead to t1e
re3ection of t1e Concept 5ote
Clarifications 2ill onl/ ,e re:uested 21en infor-ation provided is unclear and t1us prevents t1e Contracting
"ut1orit/ fro- conducting an o,3ective assess-ent
=and-2ritten Concept 5otes 2ill not ,e accepted
7lease note t1at onl/ t1e Concept 5ote for- 2ill ,e evaluated #t is t1erefore of ut-ost i-portance t1at t1is
docu-ent contain "%% relevant infor-ation concerning t1e action 5o additional anneBes s1ould ,e sent
2.2.2. $here and how to send Concept #otes
*1e Concept 5ote toget1er 2it1 t1e C1ec9list for t1e Concept 5ote ?7art " section 2 of t1e grant application
for-@ and t1e $eclaration ,/ t1e applicant for t1e Concept 5ote ?7art " section ( of t1e grant application
for-@ -ust ,e su,-itted in one original and ( copies in "! siOe4 eac1 ,ound
"n electronic version of t1e Concept 5ote -ust also ,e su,-itted " C$-&o- 2it1 t1e Concept 5ote in
electronic for-at 2ill ,e included4 along 2it1 t1e paper version4 in a sealed envelope as descri,ed ,elo2
*1e electronic file -ust contain e=act.y the same application as t1e paper version enclosed
U1ere applicants send several different Concept 5otes ?if allo2ed to do so ,/ t1e Guidelines of t1e Call@4
eac1 one -ust ,e sent separatel/
*1e outer envelope -ust ,ear t1e reference num/er and the tit.e of the ca.. for proposa.s4 toget1er 2it1
Pt1e lot nu-,er and titleQ t1e full na-e and address of t1e applicant4 and t1e 2ords ;5ot to ,e opened ,efore
t1e opening session<
E
U1ic1 corresponds to Sections ( and ! of 7art B of t1e application for-
2013.1 7age 12 of 28
EIDHR 2012 Guidelines for Applicants
Concept 5otes -ust ,e su,-itted in a sealed envelope ,/ registered -ail4 private courier service or ,/ 1and-
deliver/ ?a signed and dated certificate of receipt 2ill ,e given to t1e deliverer@ to t1e address ,elo2:
European !nion "ffice in +oso1o
"udit4 8inance and Contract Section
Kosova Street 14 7O BoB ((14 7ristina 100004 Kosovo
Or alternativel/ to t1e EU Office in 5ort1 Litrovica:
E! House
EU Office in 5ort1 Litrovica
8ilip Wisn3ic Street nn in 5ort1 Litrovica
LitrovicM 'Litrovica4 Kosovo
Concept 5otes sent ,/ an/ ot1er -eans ?eg ,/ faB or ,/ e--ail@ or delivered to ot1er addresses 2ill ,e
re3ected
App.icants must 1erify that their Concept ote is comp.ete using the Chec>.ist for Concept ote 6#art
A section 2 of the grant app.ication form7. Incomp.ete concept notes may /e re0ected.
2.2.3. %eadline for s"bission of Concept #otes
*1e deadline for t1e su,-ission of Concept 5otes is ? ,u.y 2013 as evidenced ,/ t1e date of dispatc14 t1e
post-ar9 or t1e date of t1e deposit slip #n t1e case of 1and-deliveries4 t1e deadline for receipt is at 1@.00
hours local ti-e as evidenced ,/ t1e signed and dated receipt "n/ Concept 5ote su,-itted after t1e
deadline 2ill ,e re3ected
=o2ever4 for reasons of ad-inistrative efficienc/4 t1e Contracting "ut1orit/ -a/ re3ect an/ Concept 5ote
sent in due ti-e ,ut received after t1e effective date of approval of t1e Concept 5ote evaluation ?see
indicative calendar under section 2C2@
2.2.4. &"rther inforation abo"t Concept #otes
"n infor-ation session on t1is Call for 7roposals 2ill ,e 1eld during -ont1 of La/'.une 201( and t1e eBact
date4 place and ti-e 2ill ,e pu,lis1ed on European Union Office 2e,site:
1ttp:''eeaseuropaeu'delegations'9osovo
Xuestions -a/ ,e sent ,/ e--ail Por ,/ faBQ no later t1an 21 da/s ,efore t1e deadline for t1e su,-ission of
concept notes to t1e address?es@ ,elo24 indicating clearl/ t1e reference of t1e Call for 7roposals:
E--ail address: $E%EG"*#O5-KOSOWO-8#5CO5Yeeaseuropaeu ?Contracts4 8inance and "udit
Section@
8aB nu-,er: Z()1 () C1(1 (0F
*1e Contracting "ut1orit/ 1as no o,ligation to provide clarifications to :uestions received after t1is date
&eplies 2ill ,e given no later t1an 11 da/s ,efore t1e deadline for su,-ission of Concept 5otes
*o ensure e:ual treat-ent of applicants4 t1e Contracting "ut1orit/ cannot give a prior opinion on t1e
eligi,ilit/ of applicants4 or affiliated entit/?ies@4 an action or specific activities
Xuestions t1at -a/ ,e relevant to ot1er applicants4 toget1er 2it1 ans2ers and ot1er i-portant notices in t1e
course of t1e evaluation procedure4 2ill ,e pu,lis1ed on t1e Europe"id 2e,site
1ttps:''2e,gateeceuropaeu'europeaid'online-services'indeBcf-[do\pu,li2elco-e4 as t1e need arises #t is
t1erefore advisa,le to consult t1e a,ove-entioned 2e,site regularl/ in order to ,e infor-ed of t1e :uestions
and ans2ers pu,lis1ed
"ll :uestions related to 7"$O& registration s1ould ,e addressed to t1e 7"$O& 1elp des9:
2013.1 7age 13 of 28
EIDHR 2012 Guidelines for Applicants
Europeaid-padorYeceuropaeu
2.2.!. &"ll Application fors
"n applicant invited to su,-it a full application for- follo2ing pre-selection of t1eir Concept 5ote -ust do
so using 7art B of t1e application for- anneBed to t1ese Guidelines ?"nneB "@ "pplicants s1ould t1en 9eep
strictl/ to t1e for-at of t1e application for- and fill in t1e paragrap1s and pages in order
*1e ele-ents outlined in t1e Concept 5ote cannot ,e -odified ,/ t1e applicant in t1e full application for-
*1e EU contri,ution -a/ not var/ fro- t1e initial esti-ate ,/ -ore t1an 20 R4 alt1oug1 applicants are free
to adapt t1e percentage of co-financing re:uired 2it1in t1e -ini-u- and -aBi-u- a-ount and percentages
of co-financing4 as laid do2n in t1ese Guidelines under section 1(
"pplicants -ust su,-it t1eir applications in t1e sa-e language as t1eir Concept 5ote
7lease co-plete t1e full application for- carefull/ and as clearl/ as possi,le so t1at it can ,e assessed
properl/
"n/ error related to t1e points listed in t1e C1ec9list ?7art B4 Section F of t1e Grant "pplication for-@ or an/
-a3or inconsistenc/ in t1e full application for- ?eg if t1e a-ounts in t1e ,udget 2or9s1eets are
inconsistent@ -a/ lead to t1e re3ection of t1e application
Clarifications 2ill onl/ ,e re:uested 21en infor-ation provided is unclear and t1us prevents t1e Contracting
"ut1orit/ fro- conducting an o,3ective assess-ent
=and-2ritten applications 2ill not ,e accepted
7lease note t1at onl/ t1e full application for- and t1e pu,lis1ed anneBes 21ic1 1ave to ,e filled in ?,udget4
logical fra-e2or9@ 2ill ,e trans-itted to t1e evaluators ?and assessors4 if used@ #t is t1erefore of ut-ost
i-portance t1at t1ese docu-ents contain "%% t1e relevant infor-ation concerning t1e action o
supp.ementary anne=es shou.d /e sent.
2.2.'. $here and how to send &"ll Application fors
"pplications -ust ,e su,-itted in a sealed envelope ,/ registered -ail4 private courier service or ,/ 1and-
deliver/ ?a signed and dated certificate of receipt 2ill ,e given to t1e deliverer@ to t1e address ,elo2:
European !nion "ffice in +oso1o
"udit4 Contract and 8inance Section
Kosova Street 14 7O BoB ((14 7ristina 100004 Kosovo
Or alternativel/ to t1e EU Office in 5ort1 Litrovica:
E! House
EU Office in 5ort1 Litrovica
8ilip Wisn3ic Street nn in 5ort1 Litrovica
LitrovicM 'Litrovica4 Kosovo
"pplications sent ,/ an/ ot1er -eans ?eg ,/ faB or ,/ e--ail@ or delivered to ot1er addresses 2ill ,e
re3ected
"pplications -ust ,e su,-itted in one original and ( copies in "! siOe4 eac1 ,ound *1e full application
for-4 ,udget and logical fra-e2or9 -ust also ,e supplied in electronic for-at ?C$-&o-@ in a separate and
single file ?ie t1e full application for- -ust not ,e split into several different files@ *1e electronic file -ust
contain e=act.y the same application as t1e paper version
*1e C1ec9list ?Section F of 7art B of t1e grant application for-@ and t1e $eclaration ,/ t1e applicant
?Section ) of 7art B of t1e grant application for-@ -ust ,e stapled separatel/ and enclosed in t1e envelope
2013.1 7age 14 of 28
EIDHR 2012 Guidelines for Applicants
U1ere applicants send several different applications ?if allo2ed to do so ,/ t1e Guidelines of t1e Call@4 eac1
one -ust ,e sent separatel/
*1e outer envelope -ust ,ear t1e reference num/er and the tit.e of the Ca.. for #roposa.s4 toget1er 2it1
t1e nu-,er and title of t1e lot4 t1e full na-e and address of t1e applicant4 and t1e 2ords ;5ot to ,e opened
,efore t1e opening session<
App.icants must 1erify that their app.ication is comp.ete using the chec>.ist 6$ection A of #art * of the
grant app.ication form7. Incomp.ete app.ications may /e re0ected.
2.2.(. %eadline for s"bission of &"ll Application fors
*1e deadline for t1e su,-ission of applications 2ill ,e indicated in t1e letter sent to t1e applicants 21ose
application 1as ,een pre-selected
=o2ever4 for reasons of ad-inistrative efficienc/4 t1e Contracting "ut1orit/ -a/ re3ect an/ application sent
in due ti-e ,ut received after t1e date of approval of evaluation report for full applications ?see indicative
calendar under Section 2C2@
2.2.). &"rther inforation abo"t &"ll Application fors
Xuestions -a/ ,e sent ,/ e--ail Por ,/ faBQ no later t1an 21 da/s ,efore t1e deadline for t1e su,-ission of
applications to t1e addresses listed ,elo24 indicating clearl/ t1e reference of t1e Call for 7roposals:
E--ail address: $E%EG"*#O5-KOSOWO-8#5CO5Yeeaseuropaeu ?Contract4 8inance and "udit
Section@
8aB nu-,er: Z()1 () C1(1 (0F
*1e Contracting "ut1orit/ 1as no o,ligation to provide clarifications to :uestions received after t1is date
&eplies 2ill ,e given no later t1an 11 da/s ,efore t1e deadline for t1e su,-ission of applications
*o ensure e:ual treat-ent of applicants4 t1e Contracting "ut1orit/ cannot give a prior opinion on t1e
eligi,ilit/ of applicants4 affiliated entit/?ies@4 or an action
5o individual replies 2ill ,e given to :uestions "ll :uestions and ans2ers as 2ell as ot1er i-portant
notices to applicants during t1e course of t1e evaluation procedure4 2ill ,e pu,lis1ed on t1e 2e,site
1ttps:''2e,gateeceuropaeu'europeaid'online-services'indeBcf-[do\pu,li2elco-e #t is t1erefore
advisa,le to consult t1e a,ove-entioned 2e,site regularl/ in order to ,e infor-ed of t1e :uestions and
ans2ers pu,lis1ed
2.3. E-A2!A%I" AD $E2EC%I" "' A##2ICA%I"$
"pplications 2ill ,e eBa-ined and evaluated ,/ t1e Contracting "ut1orit/ 2it1 t1e possi,le assistance of
eBternal assessors "ll actions su,-itted ,/ applicants 2ill ,e assessed according to t1e follo2ing steps and
criteria
#f t1e eBa-ination of t1e application reveals t1at t1e proposed action does not -eet t1e eligi,ilit/ criteria
stated in paragrap1 214 t1e application 2ill ,e re3ected on t1is sole ,asis
617 $%E# 14 "#EI) B AD&II$%RA%I-E CHEC+$ AD C"CE#% "%E
E-A2!A%I"
*1e follo2ing 2ill ,e assessed:
Co-pliance 2it1 t1e su,-ission deadline #f t1e deadline 1as not ,een -et4 t1e application 2ill
auto-aticall/ ,e re3ected
2013.1 7age 15 of 28
EIDHR 2012 Guidelines for Applicants
*1e Concept 5ote satisfies all t1e criteria specified in points 1-C of t1e C1ec9list ?Section 2 of 7art
" of t1e grant application for-@ #f an/ of t1e re:uested infor-ation is -issing or is incorrect4 t1e
application -a/ ,e re3ected on t1at so.e ,asis and t1e application 2ill not ,e evaluated furt1er
*1e Concept 5otes t1at pass t1e first ad-inistrative c1ec9 2ill ,e evaluated on t1e relevance and design of
t1e proposed action
*1e Concept 5ote 2ill receive an overall score out of C0 using t1e ,rea9do2n in t1e evaluation grid ,elo2
*1e evaluation 2ill also c1ec9 on co-pliance 2it1 t1e instructions on t1e Concept 5ote4 21ic1 can ,e found
in 7art " of t1e "pplication 8or-
*1e evaluation criteria are divided into 1eadings and su,1eadings Eac1 su,1eading 2ill ,e given a score
,et2een 1 and C as follo2s: 1 \ ver/ poorD 2 \ poorD ( \ ade:uateD ! \ goodD C \ ver/ good
2013.1 7age 16 of 28
EIDHR 2012 Guidelines for Applicants
$cores
1. Re.e1ance of the action Su,-score 30
11 =o2 relevant is t1e proposal to t1e o,3ectives and priorities of t1e Call for 7roposals[
0
CB200
12 =o2 relevant to t1e particular needs and constraints of t1e target countr/?ies@ or
region?s@ is t1e proposal ?including s/nerg/ 2it1 ot1er EU initiatives and avoidance of
duplication@[
CB200
1( =o2 clearl/ defined and strategicall/ c1osen are t1ose involved ?final ,eneficiaries4
target groups@[ =ave t1eir needs ,een clearl/ defined and does t1e proposal address
t1e- appropriatel/[
C
1! $oes t1e proposal contain specific added-value ele-ents4 suc1 as environ-ental
issues4 pro-otion of gender e:ualit/ and e:ual opportunities4 needs of disa,led
people4 rig1ts of -inorities and rig1ts of indigenous peoples4 or innovation and ,est
practices[
C
2. Design of the action Su,-score 20
21 =o2 co1erent is t1e overall design of t1e action[
#n particular4 does it reflect t1e anal/sis of t1e pro,le-s involved4 ta9e into account
eBternal factors and relevant sta9e1olders[
CB200
22 #s t1e action feasi,le and consistent in relation to t1e o,3ectives and eBpected results[ CB200
%"%A2 $C"RE C0
00t1ese scores are -ultiplied ,/ 2 ,ecause of t1eir i-portance
Once all Concept 5otes 1ave ,een assessed4 a list 2ill ,e dra2n up 2it1 t1e proposed actions ran9ed
according to t1eir total score
8irst4 onl/ t1e Concept 5otes 2it1 a score of at least (0 2ill ,e considered for pre-selection
Secondl/4 t1e nu-,er of Concept 5otes 2ill ,e reduced4 ta9ing account of t1e ran9ing4 to t1e nu-,er of
Concept 5otes 21ose total aggregate a-ount of re:uested contri,utions is e:ual to at least 200R of t1e
availa,le ,udget for t1is Call for 7roposals *1e a-ount of re:uested contri,utions of eac1 concept note 2ill
,e ,ased on t1e indicative financial envelopes for eac1 lot
"fter t1e evaluation of Concept 5otes4 t1e Contracting "ut1orit/ 2ill send letters to all applicants4 indicating
21et1er t1eir application 2as su,-itted ,/ t1e deadline4 infor-ing t1e- of t1e reference nu-,er t1e/ 1ave
,een allocated4 21et1er t1e Concept 5ote 2as evaluated and t1e results of t1at evaluation *1e pre-selected
applicants 2ill su,se:uentl/ ,e invited to su,-it full applications
2013.1 7age 17 of 2(
EIDHR 2012 Guidelines for Applicants
627 $%E# 24 E-A2!A%I" "' %HE '!22 A##2ICA%I"
8irst4 t1e follo2ing 2ill ,e assessed:
Co-pliance 2it1 t1e su,-ission deadline #f t1e deadline 1as not ,een -et4 t1e application 2ill
auto-aticall/ ,e re3ected
*1e full application for- satisfies all t1e criteria specified in points 1-9 of t1e C1ec9list ?Section F of
7art B of t1e grant application for-@ #f an/ of t1e re:uested infor-ation is -issing or is incorrect4
t1e application -a/ ,e re3ected on t1at so.e ,asis and t1e application 2ill not ,e evaluated furt1er
*1e :ualit/ of t1e applications4 including t1e proposed ,udget and capacit/ of t1e applicants and affiliated
entit/?ies@44 2ill ,e evaluated using t1e evaluation criteria in t1e evaluation grid ,elo2 *1ere are t2o t/pes
of evaluation criteria: selection and a2ard criteria
%he se.ection criteria 1elp to evaluate t1e applicant?s@As and affiliated enit/?ies@ operational capacit/ and t1e
applicantAs financial capacit/ and to ensure t1at t1e/:
1ave sta,le and sufficient sources of finance to -aintain t1eir activit/ t1roug1out t1e proposed
action and4 21ere appropriate4 to participate in its fundingD
1ave t1e -anage-ent capacit/4 professional co-petencies and :ualifications re:uired to successfull/
co-plete t1e proposed action *1is also applies to an/ affiliated entit/?ies@ of t1e applicants
%he a8ard criteria 1elp to evaluate t1e :ualit/ of t1e applications in relation to t1e o,3ectives and priorities4
and to a2ard grants to pro3ects 21ic1 -aBi-ise t1e overall effectiveness of t1e Call for 7roposals *1e/ 1elp
to select applications 21ic1 t1e Contracting "ut1orit/ can ,e confident 2ill co-pl/ 2it1 its o,3ectives and
priorities *1e/ cover t1e relevance of t1e action4 its consistenc/ 2it1 t1e o,3ectives of t1e Call for
7roposals4 :ualit/4 eBpected i-pact4 sustaina,ilit/ and cost-effectiveness
Scoring:
*1e evaluation grid is divided into sections and su,sections Eac1 su,section of sections 1 of t1e evaluation
grid 2ill ,e assessed on 21et1er t1e criteria 1as ,een fulfilled or not Eac1 su,section of sections 24 (4! and
C2ill ,e given a score ,et2een 1 and C as follo2s: 1 \ ver/ poorD 2 \ poorD ( \ ade:uateD ! \ goodD C \ ver/
good
E1a.uation )rid
$ection
1. 'inancia. and operationa. capacity (es3o
11 $o t1e applicants and4 if applica,le4 affiliated entit/?ies@ 1ave sufficient eBperience of
pro3ect -anage-ent[
12 $o t1e applicants and4 if applica,le4 affiliated entit/?ies@ 1ave sufficient tec1nical
eBpertise[ ?especiall/ 9no2ledge of t1e issues to ,e addressed@
1( $o t1e applicants and4 if applica,le4 affiliated entit/?ies@ 1ave sufficient -anage-ent
capacit/[
?including staff4 e:uip-ent and a,ilit/ to 1andle t1e ,udget for t1e action@[
1! $oes t1e applicant 1ave sta,le and sufficient sources of finance[
&a=imum
$core
2013.1 7age 18 of 2(
EIDHR 2012 Guidelines for Applicants
2. Re.e1ance of the action 30
Score transferred from the Concept Note evaluation
3. Effecti1eness and feasi/i.ity of the action 20
(1 "re t1e activities proposed appropriate4 practical4 and consistent 2it1 t1e o,3ectives and
eBpected results[
C
(2 #s t1e action plan clear and feasi,le[ C
(( $oes t1e proposal contain o,3ectivel/ verifia,le indicators for t1e outco-e of t1e action[
#s an/ evaluation planned[
C
(! #s t1e co-applicant?s@As and affiliated entit/?ies@As level of involve-ent and participation in
t1e action satisfactor/[
C
D. $ustaina/i.ity of the action 1C
!1 #s t1e action li9el/ to 1ave a tangi,le i-pact on its target groups[ C
!2 #s t1e proposal li9el/ to 1ave -ultiplier effects[ ?#ncluding scope for replication4
eBtension and infor-ation s1aring@
C
!( "re t1e eBpected results of t1e proposed action sustaina,le[:
- financiall/ (how will the activities be financed after the funding ends?)
- institutionall/ (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 polic/ level ?21ere applica,le@ (what will be the structural impact of the action
e!g! will it lead to improved legislation" codes of conduct" methods" etc?)
- environ-entall/ ?if applica,le@ (will the action have a negative#positive
environmental impact?)
C
C. *udget and cost5effecti1eness of the action 1C
C1 "re t1e activities appropriatel/ reflected in t1e ,udget[ CB20
C2 #s t1e ratio ,et2een t1e esti-ated costs and t1e eBpected results satisfactor/[ C
&a=imum tota. score ?0
0t1ese scores are -ultiplied ,/ 2 ,ecause of t1eir i-portance
Note on Section $! %inancial and operational capacit&
#f t1e ans2er is negative to one or -ore of t1e criteria4 t1e application 2ill ,e re3ected
'rovisional selection
2013.1 7age 1 of 2(
EIDHR 2012 Guidelines for Applicants
"fter t1e evaluation4 a ta,le 2ill ,e dra2n up listing t1e applications ran9ed according to t1eir score and
2it1in t1e li-its of t1e funds availa,le #n addition4 a reserve list 2ill ,e dra2n up follo2ing t1e sa-e
criteria to ,e used if -ore funds s1ould ,eco-e availa,le during t1e validit/ period of t1e reserve list
637 $%E# 34 -ERI'ICA%I" "' E2I)I*I2I%( "' %HE A##2ICA%s AD
A''I2IA%ED E%I%(6IE$7
*1e eligi,ilit/ verification4 ,ased on t1e supporting docu-ents re:uested ,/ t1e Contracting "ut1orit/ ?see
Section 2!@ 2ill onl/ ,e perfor-ed for t1e applications t1at 1ave ,een provisionall/ selected according to
t1eir score and 2it1in t1e availa,le financial envelope
*1e $eclaration ,/ t1e applicant ?Section ) of 7art B t1e grant application for-@ 2ill ,e cross-
c1ec9ed 2it1 t1e supporting docu-ents provided ,/ t1e applicant "n/ -issing supporting
docu-ent or an/ inco1erence ,et2een t1e $eclaration ,/ t1e applicant and t1e supporting
docu-ents -a/ lead to t1e re3ection of t1e application on t1at sole ,asis
*1e eligi,ilit/ of applicants4 t1e affiliated entities?ies@4 and t1e action 2ill ,e verified according to
t1e criteria set out in Sections 2114 212 and 21(
"n/ re3ected application 2ill ,e replaced ,/ t1e neBt ,est placed application in t1e reserve list t1at falls
2it1in t1e availa,le financial envelope
2.D. $!*&I$$I" "' $!##"R%I) D"C!&E%$ '"R #R"-I$I"A22( $E2EC%ED A##2ICA%I"$
"n applicant t1at 1as ,een provisionall/ selected or placed on t1e reserve list 2ill ,e infor-ed in 2riting ,/
t1e Contracting "ut1orit/ #t 2ill ,e re:uested to suppl/ t1e follo2ing docu-ents in order to allo2 t1e
Contracting "ut1orit/ to verif/ t1e eligi,ilit/ of t1e applicant4 ?if an/@ of t1e co-applicant?s@ and ?if an/@ of
t1eir affiliated entit/?ies@
F
:
Supporting docu-ents -a/'-ust ,e provided t1roug1 7"$O&4 see Section 22
1 *1e statutes or articles of association of t1e applicant4 ?if an/@ of eac1 co-applicant?s@ and ?if an/@ of
eac1 affiliated entit/?ies@
)
U1ere t1e Contracting "ut1orit/ 1as recognised t1e applicant<s4 or t1e co-
applicant?s@<s4 or t1eir affiliated entit/?ies@<s eligi,ilit/ for anot1er call for proposals under t1e sa-e
,udget line 2it1in 2 /ears ,efore t1e deadline for receipt of applications4 it s1ould ,e su,-itted4
instead of t1e statutes or articles of association4 a cop/ of t1e docu-ent proving t1eir eligi,ilit/ in a
for-er Call ?eg a cop/ of t1e special conditions of a grant contract received during t1e reference
period@4 unless a c1ange in legal status 1as occurred in t1e -eanti-e
9
*1is o,ligation does not appl/
to international organisations 21ic1 1ave signed a fra-e2or9 agree-ent 2it1 t1e European
Co--ission
2 "n eBternal audit report produced ,/ an approved auditor4 certif/ing t1e applicantAs accounts for t1e
last financial /ear availa,le 21ere t1e total a-ount of t1e grant eBceeds N FC0 000 ?N 100 000 for an
operating grant@ *1e eBternal audit report is not re:uired fro- ?if an/@ t1e co-applicant?s@@
*1is o,ligation does not appl/ to pu,lic ,odies and international organisations provided t1at t1e
international organisation in :uestion offers t1e guarantees provided for in t1e applica,le 8inancial
&egulation4 as descri,ed in C1apter E of t1e 7ractical Guide to contract procedures for EU eBternal
actions
F
5o supporting docu-ent 2ill ,e re:uested for applications for a grant not eBceeding EU& E0000
)
U1ere t1e applicant and'or a co-applicant?s@ and or an affiliated entit/?ies@ is a pu,lic ,od/ created ,/ a la24 a cop/
of t1e said la2 -ust ,e provided
9
*o ,e inserted onl/ 21ere t1e eligi,ilit/ conditions 1ave not c1anged fro- one call for proposals to t1e ot1er
2013.1 7age 20 of 2(
EIDHR 2012 Guidelines for Applicants
( " cop/ of t1e applicant<s latest accounts ?t1e profit and loss account and t1e ,alance s1eet for t1e last
financial /ear for 21ic1 t1e accounts 1ave ,een closed@
10

! %egal entit/ s1eet ?see anneB $ of t1ese Guidelines@ dul/ co-pleted and signed ,/ eac1 of t1e
applicants ?i4e ,/ t1e applicant and ?if an/@ ,/ eac1 co-applicant?s@4 acco-panied ,/ t1e 3ustif/ing
docu-ents re:uested t1ere #f t1e applicants 1ave alread/ signed a contract 2it1 t1e Contracting
"ut1orit/4 instead of t1e legal entit/ s1eet and supporting docu-ents4 t1e legal entit/ nu-,er -a/ ,e
provided4 unless a c1ange in legal status occurred in t1e -eanti-e
C " financial identification for- of t1e applicant ?not fro- co-applicant?s@@ confor-ing to t1e -odel
attac1ed at "nneB E of t1ese Guidelines4 certified ,/ t1e ,an9 to 21ic1 t1e pa/-ents 2ill ,e -ade
*1is ,an9 s1ould ,e located in t1e countr/ 21ere t1e applicant is esta,lis1ed #f t1e applicant 1as
alread/ signed a contract 2it1 t1e European Co--ission or 21ere t1e European Co--ission 1as ,een
in c1arge of t1e pa/-ents of a contract4 a cop/ of t1e previous financial identification for- -a/ ,e
provided instead4 unless a c1ange in its ,an9 account occurred in t1e -eanti-e
E " letter of support fro- t1e associated organisations confir-ing t1eir readiness to co-operate 2it1in
t1e fra-e2or9 of t1e pro3ect
U1ere t1e re:uested supporting docu-ents are not uploaded in 7"$O& t1e/ -ust ,e supplied in t1e for- of
originals4 p1otocopies or scanned versions ?ie s1o2ing legi,le sta-ps4 signatures and dates@ of t1e said
originals =o2ever4 t1e %egal entit/ s1eet and t1e financial identification for- -ust al2a/s ,e su,-itted in
original
U1ere suc1 docu-ents are not in one of t1e official languages of t1e European Union4 a translation into
Englis1 of t1e relevant parts of t1ese docu-ents proving t1e applicant?s@As eligi,ilit/4 -ust ,e attac1ed and
2ill prevail for t1e purpose of anal/sing t1e application
U1ere t1ese docu-ents are in an official language of t1e European Union ot1er t1an Englis14 it is strong.y
reco--ended4 in order to facilitate t1e evaluation4 to provide a translation of t1e relevant parts of t1e
docu-ents4 proving t1e applicantsA eligi,ilit/4 into Englis1
#f t1e a,ove-entioned supporting docu-ents are not provided ,efore t1e deadline indicated in t1e re:uest for
supporting docu-ents sent to t1e applicant ,/ t1e Contracting "ut1orit/4 t1e application -a/ ,e re3ected
"fter verif/ing t1e supporting docu-ents4 t1e Evaluation Co--ittee 2ill -a9e a final reco--endation to
t1e Contracting "ut1orit/4 21ic1 2ill decide on t1e a2ard of grants
2.C. "%I'ICA%I" "' %HE C"%RAC%I) A!%H"RI%(E$ DECI$I"
2.!.1. Content of the decision
*1e applicant 2ill ,e infor-ed in 2riting of t1e Contracting "ut1orit/<s decision concerning t1eir
application and4 if re3ected4 t1e reasons for t1e negative decision
"n applicant ,elieving t1at it 1as ,een 1ar-ed ,/ an error or irregularit/ during t1e a2ard process -a/
lodge a co-plaint See furt1er Section 2!1C of t1e 7ractical Guide
2.!.2. *ndicati+e tietable
10
*1is o,ligation does not appl/ to natural persons 21o 1ave received a sc1olars1ip or t1at are in -ost need in
receipt of direct support4 nor to pu,lic ,odies and to international organisations #t does not appl/ eit1er 21en t1e
accounts are in practice t1e sa-e docu-ents as t1e eBternal audit report alread/ provided pursuant to Section 2!2
2013.1 7age 21 of 2(
EIDHR 2012 Guidelines for Applicants
DA%E %I&E*
Information meeting 6if any7 La/ ' .une 201( -
Dead.ine for re:uesting any c.arifications from
the Contracting Authority
1F .une 201( -
2ast date on 8hich c.arifications are issued /y
the Contracting Authority
2F .une 201( -
Dead.ine for su/mission of Concept otes ) .ul/ 201( ] *i-e ^
Information to app.icants on opening<
administrati1e chec>s and concept note
e1a.uation 6$tep 17
End of .ul/ 201(0 -
In1itations to su/mit 'u.. App.ication 'orm "ugust 201(0 -
Dead.ine for su/mission of 'u.. App.ication
'orm
Septe-,er 201(0 -
Information to app.icants on the e1a.uation of
the 'u.. App.ication 'orm 6$tep 27
11
Octo,er 201(0 -
otification of a8ard 6after the e.igi/i.ity
chec>7 6$tep 37
Octo,er 201(0 -
Contract signature
12
Octo,er'5ove-,er 201(0 -
0
#ro1isiona. date. "ll ti-es are in t1e ti-e Oone of t1e countr/ of t1e Contracting "ut1orit/
*1is indicative ti-eta,le -a/ ,e updated ,/ t1e Contracting "ut1orit/ during t1e procedure #n suc1 cases4
t1e updated ti-eta,le 2ill ,e pu,lis1ed on t1e Europe"id 2e, site
1ttps:''2e,gateeceuropaeu'europeaid'online-services'indeBcf-[do\pu,li2elco-e
2.@. C"DI%I"$ '"R I&#2E&E%A%I" A'%ER %HE C"%RAC%I) A!%H"RI%(E$ DECI$I"
%" A;ARD A )RA%
11
5ote t1at according to t1e financial regulation4 notifications to t1e applicant on t1e outco-e of t1e evaluation of
t1eir applications -ust ta9e place 2it1in E -ont1s follo2ing t1e su,-ission deadline of t1e full application4 save in
eBceptional cases4 in particular for co-pleB actions4 large nu-,er of proposals or 21ere t1ere 1ave ,een dela/s
attri,uta,le to t1e applicants 21ere t1is li-it -a/ ,e eBceeded Lulti-,eneficiar/ calls can ,e considered as
co-pleB actions calls and t1erefore -a/ ,enefit fro- an eBe-ption to t1e E -ont1 rule *1e E -ont1s rule onl/
applies in case of direct centraliOed -anage-ent
12
5ote t1at according to t1e financial regulation4 t1e signing of a grant contract 2it1 t1e applicant -ust ta9e place
2it1in ( -ont1s fro- 21en it 2as notified t1e decision to a2ard a contract =o2ever4 in eBceptional circu-stance4
in particular for co-pleB actions launc1ed for large nu-,er of proposals or 21ere t1ere 1ave ,een dela/s
attri,uta,le to t1e applicants ?or t1eir applications@ t1is li-it -a/ ,e eBceeded *1e ( -ont1s rule onl/ applies in
case of direct centralised -anage-ent
2013.1 7age 22 of 2(
EIDHR 2012 Guidelines for Applicants
8ollo2ing t1e decision to a2ard a grant4 t1e Beneficiar/?ies@ 2ill ,e offered a contract ,ased on t1e
Contracting "ut1orit/<s grant contract ?see "nneB G of t1ese Guidelines@ B/ signing t1e application for-
?"nneB " of t1ese Guidelines@4 t1e applicants agree4 if a2arded a grant4 to accept t1e contractual conditions
of t1e standard grant contract
#f t1e successful applicant of a call for proposal is an international organisation t1en t1e Contracting
"ut1orit/<s grant contract ?see "nneB G of t1ese Guidelines@4 including t1e relevant special provisions for
international organisations foreseen to t1at purpose s1ould ,e used
#-ple-entation contracts
U1ere i-ple-entation of t1e action re:uires t1e Beneficiar/?ies@ and its affiliated entit/?ies@ ?if an/@ to
a2ard procure-ent contracts4 it -ust a2ard t1e contract to t1e tenderer offering t1e ,est value for -one/4
t1at is to sa/4 t1e ,est price-:ualit/ ratio4 in co-pliance 2it1 t1e principles of transparenc/ and e:ual
treat-ent for potential contractors4 care ,eing ta9en to avoid an/ conflict of interests *o t1is end4 t1e
Beneficiar/ -ust follo2 t1e procedures set out in "nneB #W to t1e standard grant contract
2.A. EAR2( ;ARI) $($%E& AD CE%RA2 EFC2!$I" DA%A*A$E
*1e applicants and4 if t1e/ are legal entities4 t1e persons 21o 1ave po2ers of representation4 decision-
-a9ing or control over t1e-4 are infor-ed t1at4 s1ould t1e/ ,e in one of t1e situations -entioned in:
- Co--ission $ecision of 1E12200) on t1e Earl/ Uarning S/ste- ?EUS@ for t1e use of aut1orising
officers of t1e Co--ission and t1e eBecutive agencies ?O.4 % (!!4 2012200)4 p12C@ or
- Co--ission &egulation of 1F12200) on t1e Central EBclusion $ata,ase ?CE$@ ?O. %(!!4
2012200)4 p12@4
t1eir personal details ?na-e4 given na-e ?if natural person@4 address4 legal for- and na-e and given na-e of
t1e persons 2it1 po2ers of representation4 decision--a9ing or control ?if legal person@@ -a/ ,e registered in
t1e EUS onl/ or ,ot1 in t1e EUS and CE$4 and co--unicated to t1e persons and entities listed in t1e
a,ove--entioned $ecision and &egulation4 in relation to t1e a2ard or t1e eBecution of a grant agree-ent or
decisionQ
3. 2I$% "' AEFE$
D"C!&E%$ %" *E C"&#2E%ED
"nneB ": Grant "pplication 8or- ?Uord for-at@
"nneB B: Budget ?EBcel for-at@
"nneB C: %ogical 8ra-e2or9 ?EBcel for-at@
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"nneB $: %egal Entit/ S1eet
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"nneB E: 8inancial identification for-
"nneB 8: 7"$O& off %ine 8or-
1C
D"C!&E%$ '"R I'"R&A%I"
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Optional 21ere t1e total a-ount of t1e grants to ,e a2arded under t1e Call for 7roposals is N 100 000 or less
1!
Onl/ applica,le 21ere t1e European Co--ission is t1e Contracting "ut1orit/ or 2ill -a9e t1e pa/-ents under t1e
contracts to ,e signed
1C
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EIDHR 2012 Guidelines for Applicants
"nneB G: Standard Grant Contract
- "nneB ##: General conditions applica,le to European union-financed grant contracts for eBternal
actions
- "nneB #W: contract a2ard procedures
- "nneB W: standard re:uest for pa/-ent
- "nneB W#: -odel narrative and financial report
- "nneB W##: -odel report of factual findings and ter-s of reference for an eBpenditure verification of
an EU financed grant contract for eBternal action
- "nneB W###: -odel financial guarantee
- "nneB #+: standard te-plate for transfer of o2ners1ip of assets
"nneB =: $ail/ allo2ance rates ?7er die-@4 availa,le at t1e follo2ing address:
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"nneB K: Guidelines and C1ec9list for assessing Budget and Si-plified cost options
"nneB #: Standard Contri,ution agree-ent4 applica,le if t1e Beneficiar/ is an #nternational organisation
"nneB .: #nfor-ation on t1e taB regi-e applica,le to grant contracts signed under t1e call
7ro3ect C/cle Lanage-ent Guidelines
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EIDHR 2012 Guidelines for Applicants