1 st round Summary report on the evaluation process

Transcription

1 Thematic Fund fr Civil Sciety Participatin Blck Grant fr NGOs Call fr Prpsals st rund Summary reprt n the evaluatin prcess Cntent: 1. Overview - Blck Grant fr NGOs 2 2. Launching & prmting the Call fr prpsals 3 3. Receiving & registering the prject prpsals 4 4. Evaluatin prcess 4 January 2015 SIB fr the Thematic Fund fr Civil Sciety Participatin

2 1 Overview - Blck Grant fr NGOs The Swiss-Rmanian Cperatin Prgramme (SRCP) is a part f a nn-refundable aid ffered by the Swiss Federal Cuncil t 12 Eurpean member states wh jined between 2004 and Switzerland s supprt is an expressin f slidarity with new EU member states and puts the grund wrk fr stable ecnmic and plitical cnnectins with these cuntries. The Swiss-Rmanian Cperatin Prgramme aims t: cntribute t the reductin f ecnmic and scial disparities between Rmania and mre advanced cuntries f the enlarged Eurpean Unin, and cntribute within Rmania t the reductin f ecnmic and scial disparities between the dynamic urban centers and the structurally weak peripheral regins. Under this Prgramme different financing instruments have been set up, including Thematic Funds. In 2011, the Swiss Agency fr Develpment and Cperatin (SDC) selected a cnsrtium frmed by KEK-CDC Cnsultants ( Civil Sciety Develpment Fundatin ( and Rmanian Envirnmental Partnership Fundatin ( as the Swiss Intermediate Bdy (SIB) fr managing and administrating tw Thematic Funds within SRCP, respectively Civil Sciety Participatin and Partnership & Expert Fund. The Blck Grant fr NGOs is an instrument within the Thematic Fund fr Civil Sciety Participatin (TF CSP). This financing instrument is fcusing n ffering supprt in tw majr dmains: scial issues and envirnment prtectin, therefre tw different cmpnents are envisaged: Scial and Envirnment. Financial allcatin fr the Call fr prpsals The initial ttal allcatin f CHF 5,000,000 was supplemented by CHF 5,000,000 thrugh a reallcatin frm ther instruments f the Swiss-Rmanian Cperatin Prgramme. Therefre, a ttal f CHF 10,000,000 is available fr prjects under the Blck Grant fr NGOs, with CHF 5,000,000 fr the 1 st rund and CHF 5,000,000 fr the 2 nd rund f the Call fr prpsals. Taking int cnsideratin the cmpnents f the Blck Grant, fr the 1 st Call fr prpsals, CHF 4,000,000 was made available fr the Scial Cmpnent and CHF 1,000,000 fr the Envirnmental Cmpnent. Tw types f grants were envisaged, respectively: SMALL GRANTS (fr bth cmpnents): between CHF 10,000 and CHF 75,000 (prject duratin between 12 and 24 mnths) LARGE GRANTS (exclusively fr Scial Cmpnent): between CHF 75,001 and CHF 250,000 (prject duratin between 12 and 36 mnths). The grant amunt had t cver a maximum 90% f ttal eligible csts brne in Swiss Francs (CHF). SIB fr the Thematic Fund fr Civil Sciety Participatin

3 2 Launching and prmting the 1 st rund f the Call fr prpsals The date f pening the Call fr prpsals: May 10, 2012 Deadline fr submitting the applicatins: July 12, 2012, 17:00 at CSDF ffice fr the Scial cmpnent and REPF ffice fr the Envirnmental cmpnent Infrmatin sessins: 8 infrmatin sessins rganized beginning with June 2012 in the fllwing cities acrss Rmania: Bucharest, Brasv, Iasi, Craiva, Cluj-Napca, Calarasi, Timisara, Galati. Number f applicatins received within the deadline: 670 (Scial) (Envirnmental) Number f applicatins received after the deadline: 24 (Scial) + 2 (Envirnmental) Prmting activities: Starting with May 2012 until the deadline, an extensive infrmatin campaign was carried ut thrugh varius means as launching cnference, infrmatin sessins, press releases, psts n the SIB members websites, but als n prtal. CSDF and REPF established help desks prviding imprtant infrmatin t all interested rganizatins, bth in writing (by e- mail), n the phne r n face-t-face meetings. Special addresses were set-up fr this Blck Grant, namely cmpnenta.scial@fdsc.r and cmpnenta.mediu@repf.r. During this perid, the team members answered ver 500 questins and the mst relevant nes were centralized and intrduced in the FAQ list published n CSDF and REPF websites. Based n the 1 st rund experience, please find belw a few recmmendatins t be fllwed during the next rund f the Call fr prpsals: Recmmendatins fr the 2 nd rund: Regularly access the SIB members websites r fr having access t the news related t the 2 nd rund f the prgramme, dwnlad the Guidelines fr applicants, and check the lcatins where infrmatin sessins will be rganized, as well as the FAQ list. As much as pssible, attend an infrmatin sessin, which will be held at natinal level, t learn infrmatin abut the 2 nd rund and receiving answers t yur questins. In case f misunderstandings r if need f additinal infrmatin, d nt hesitate t use the dedicated addresses r the telephne numbers t cntact CSDF/REPF within the deadline fr asking questins, impsed by the Guidelines fr applicants. SIB fr the Thematic Fund fr Civil Sciety Participatin

4 3 Receiving and registering the prject prpsals Scial Cmpnent: Until the deadline, CSDF received a ttal f 670 applicatins, with 80.17% submitted n the deadline f , 17:00. A number f 24 applicatin dssiers were received after the deadline. Regarding the types f the prjects based n the size f the grant requested, ut f 670, 360 (53.73%) are fr small grants and 310 (46.27%) fr large grants. Under this Blck grant scheme, large grants are available nly fr the Scial Cmpnent. Envirnmental Cmpnent: Within the deadline, REPF received a ttal f 109 applicatins, ut f which 86 (78.90%) were submitted n the day f the deadline, namely n until 17:00 clck. A number f 2 applicatins were received after the deadline. Since the Envirnmental Cmpnent had nly small grants, all the received applicatins were this type. There were rganized pening sessins, where each applicatin received a reference number. Each applicant was subsequently infrmed via with regard t the registratin number f the submitted prject. Recmmendatins fr the 2 nd rund: Prepare the applicatin dssier with much attentin, in accrdance with the infrmatin enclsed in the Guidelines fr applicants. D nt miss the deadline mentined in the Guidelines fr applicants; a prject submitted after deadline (fr example, 17:01) will nt be taken int cnsideratin, n matter the reasns f the delay. Check if the cntact infrmatin specified in the applicatin is crrect, since this infrmatin will be used in the further crrespndence. D nt miss t prvide a valid e- mail address. Keep in mind that the applicatin s reference number received via is the ne that need t be used in further cmmunicatin (if the case). 4 Evaluatin prcess All applicatins received within the deadline, entered in the evaluatin prcess cnsisting f tw stages: 1. Administrative cmpliance and eligibility verificatin; 2. Technical and financial evaluatin. Tw Grant Evaluatin Cmmittees (GEC) were set up with the invlvement f independent evaluatrs fr the tw cmpnents. The Cmmittees were in charge with the evaluatin prcess and the results f the entire prcess were subsequently apprved by the Selectin Cmmittee f the TF CSP. SIB fr the Thematic Fund fr Civil Sciety Participatin

5 1. Administrative cmpliance and eligibility verificatin This phase cnsisted in checking whether each applicant and its partner/s meet the impsed cnditins and requirements specified in the Guidelines fr applicants, by cmpleting a grid with dichtmic checkpints (Yes/N), accrding t the grid published in the Guidelines. Only the applicatins that met all the verificatin criteria entered the next phase f the evaluatin. Scial cmpnent: In 129 cases (19.25%), the GEC decided t request clarificatins as the prvided dcuments were nt sufficient fr establishing the eligibility f the applicant and/r partner/s. 179 applicatins, meaning 26.71% did nt meet all the criteria set fr the administrative phase and the mst cmmn reasns fr exclusin were as fllws: lack f mandatry dcuments (statutry dcuments, annual reprt, partnership agreement etc.) fr the applicant and/ r partner s; nn eligible applicant and/r partner/s (business cmpanies, partner/s frm ther cuntries than Rmania and Switzerland, partner/s wh d nt cmply with all eligibility criteria, etc.); the Applicatin frm and/r the Declaratin f eligibility was nt stamped and signed in riginal, as required; the grant amunt requested and/r the in-kind cntributin and/r the rganizatinal develpment csts exceed the impsed limits (90% frm the ttal budget fr the grant amunt and 5% frm the ttal budget fr the in-kind cntributin, 20% frm the ttal budget fr the csts fr rganizatinal develpment). Mst cmmn reasns fr exclusin: lack f mandatry dcuments 20 nn-eligible applicant and/r partner/s 35 Applicatin frm nt signed in riginal 24 grant amunt/ inkind cntributin/ csts fr rganizatinal develpment exceeds the limit Envirnmental cmpnent: During the administrative cmpliance and eligibility verificatin phase, the GEC decided t request clarificatins in 46 cases (42.20%) fr an apprpriate decisin. SIB fr the Thematic Fund fr Civil Sciety Participatin

6 35 applicatins, meaning 32.11% did nt meet all the criteria set fr the administrative phase and the mst cmmn reasns fr exclusin were as fllws: lack f mandatry dcuments (statutry dcuments, declaratin f eligibility, annual reprt, etc.) fr the applicant and/r the partner/s; nn eligible partner/s r applicant (fr prfit entities); the requested grant amunt and/r the in-kind cntributin exceed the impsed limits (90% frm the ttal budget fr the grant amunt and 5% frm the ttal budget fr the in-kind cntributin); lack f the signature n the applicatin (Applicatin frm). Mst cmmn reasns fr exclusin: Administrative cmpliance Lack f mandatry dcuments Eligibility Nn eligible partner/s r applicant Eligibility Grant amunt and/r in-kind cntributin exceed the limits Administrative cmpliance Lack f the signature n the applicatin Recmmendatins fr the 2 nd rund: Check carefully the list f the required dcuments and d nt frget t uplad them in the nline Applicatin frm, as required in the Guidelines fr applicants. Check if the dcuments are signed and stamped, whenever is required. Read carefully the eligibility criteria fr the partner/s and assure that yu will receive in due time all the needed dcuments frm the partner/s. Plan the budget carefully, and be aware f the limits mentined in the Guidelines fr applicants. All the amunts in the budget are preferred t be calculated with tw decimals, fr yu t have a better cntrl f thse percentage and amunts mentined in the Guidelines fr applicants. SIB fr the Thematic Fund fr Civil Sciety Participatin

7 Be aware that the grant amunt, the in-kind cntributin, as well as the csts fr rganizatinal develpment must nt exceed the limits impsed by the Guidelines fr applicants. Plan the budget fr the ttal value f the prject and make sure that yu have the same amunts bth in the Applicatin frm and in the Budget frm. 2. Technical and financial evaluatin Scial Cmpnent: 489 applicatins (72.98%) entered int this phase f evaluatin, and 96 were recmmended t be financed, but nly 29 (14 small and 15 large) actually received the grant, as the available financial allcatin fr the 1 st rund was supplemented and amunting CHF 4,000, prjects were nt recmmended t be financed. The scres received by the prject during the technical and financial evaluatin phase are between 96 and 5 (294 prjects did nt meet the minimum level f 20 pints at the first chapter frm the evaluatin grid Relevance f the prject) Prjects during the 2 nd phase f evaluatin: nt recmmended t be financed 393 recmmended t be financed 96 financed A number f 67 prjects were included n the reserve list, as these were recmmended t be financed, but due t the limitatin f the available financial allcatin fr the 1 st rund, they culd nt have been financed. These prjects had average scres dwn t that demnstrate a very gd quality f the prjects received. Unfrtunately, there were nt identified any ther surces fr additinal allcatins fr these prjects. The prjects with an average scre f less than pints were nt recmmended t be financed. SIB fr the Thematic Fund fr Civil Sciety Participatin

8 Envirnmental cmpnent: In the technical and financial evaluatin phase 74 (67.89% f the ttal received) applicatin were evaluated and the scres were between and pints. Frm the 74 applicatins 53 were nt recmmended t be financed, amng which thse 5 applicatins that failed at relevance, by nt reaching the minimum level f 20 pints at the first chapter f the evaluatin grid (relevance f the prject). The scres f the 21 applicatins which were recmmended t be financed were between and pints. Due t the limited financial resurces 15 applicatins were financed, and 6 applicatins were n the reserve list. Frm the 74 evaluated applicatins: Nr. f applicatins; Recmmended t be financed / Financed; 15; 20.27% Nr. f applicatins; Recmmended t be financed / On the reserve list; 6; 8.11% Nr. f applicatins; Nt recmmended t be financed; 53; 71.62% Within this Blck Grant, the partnership was nt cmpulsry, but the partner rganizatins/ institutins culd nly have been frm Rmania and/r Switzerland. Even thugh, mst f the prjects will be implemented in partnerships. The distributin f the financed prjects by regins frm where the applicant rganisatins are cming frm: SIB fr the Thematic Fund fr Civil Sciety Participatin

9 Scial Cmpnent / 7 6 / 1 1 / 2 15 / 5 Envirnmental Cmpnent Fllwing the technical and financial evaluatin phase, the pre-cntracting prcess was initiated in which the applicants prpsed t be financed received the award letters with the required general and specific cnditins (if the case) impsed by the GEC. The lists with the financed prjects are available n the fllwing websites: Recmmendatins fr the 2 nd rund: Carefully write yur applicatin while checking the evaluatin grid in rder t fully respnd t the aspects evaluated and take int cnsideratin the fllwings: the prject need t be designed in a way fr giving a clear picture f what it is ging t happen and fr cnvincing the evaluatrs abut its necessity; the prject must meet the bjectives f the financing prgram (grant scheme); the bjectives f the prject must be in clse relatin with its activities and estimated results; the identified prblem and the prpsed apprach must be real and sustained by specific and relevant infrmatin (fr example researches, SWOT analysis etc.); the prpsed activities f the prject shuld either slve, r significantly cntribute t slving the identified prblem/s; the activities must be designed in a lgic manner, must be realistic (taking int accunt the rganizatinal capacity, its resurces and the external factrs), efficient and linked t the bjectives f the prjects, results and the prpsed budget allcatin; bth quantitative and qualitative measurable indicatrs need t be included in the table included in the Applicatin frm; the applicant is recmmended t prvide practical slutins fr the prject sustainability; SIB fr the Thematic Fund fr Civil Sciety Participatin

10 therwise a prject is susceptible t be a singular and islated initiative; Plan the budget carefully, in fully accrdance with the activities freseen in the prject; be aware that all the csts included in the budget frm must be justified and fully needed fr the develpment f prject activities. In this regard, please take int accunt the fllwings: It is recmmended t plan the budget after the rest f the prject has been designed in detail; the budget has t be crrelated with all activities and the results freseen in the prject; each cst must be duly justified; the budget must be realistic, taking int accunt the prices n the lcal market; the budgetary chapters are recmmended t be well-balanced in accrdance with the activities, the results and the impact f the prject; When writing the applicatin, d nt miss any f the sectins included in the Applicatin frm and take int accunt the fllwings: infrmatin regarding the applicant and partner/s expertise in prject management is imprtant t be prvided; infrmatin abut the partner/s is imprtant t be prvided as well, stressing nt nly their rle in the prject, but als their experience and knwledge in the field apprached, and the need fr their invlvement in the prject; the rganizatinal set-up, team and management f the prject need t be efficiently dimensined and in very clse relatin t the prject activities; it is als recmmended t mentin the wrklad fr each psitin. SIB fr the Thematic Fund fr Civil Sciety Participatin