Presentation on the Concept Note Info Session CALL FOR PROPOSALS: - - PowerPoint PPT Presentation

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Presentation on the Concept Note Info Session CALL FOR PROPOSALS: EuropeAid/168719/ID/ACT/AL “Support to CSOs for enhanced cooperation with institutions in relation to EU integration process”, IPA 2017

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Institutional Framework of the 2017 Call for Proposal (CfP)

• The Ministry for Europe and Foreign Affairs (MEFA) is the main institution coordinating

this CfP from the content point of view as the leading Ministry in the implementation of the EU Integration Facility 2017 and ensures close cooperation and coordination with the CFCU and the grantees during all stages of CfP’s implementation.

• The Ministry of Finance and Economy, its General Directorate for Financing and

Contracting of EU, World Bank and Other Donor Funds / Central Financing and Contracting Unit (CFCU) will be the Contracting Authority for this CfPs and will be responsible for all procedural and administrative aspects of the tendering process, contracting matters and financial management including payment of project activities.

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Global objective of the IPA II 2017 Call To strengthen capacities of civil society organisations in the sectors of consumer protection, environment and climate change, enhancing their role of competent, transparent, effective civil society actors that are accountable as well as enhancing interaction with state/public institutions to make a contribution to EU-related policy making in these sectors.

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Specific Objectives of the IPA II 2017 Call

• Increase the involvement of civil society organisations and relevant stakeholders with a

track record in the areas of consumer protection, environment and climate change in the process of planning acquis transposition, policy change and institutional restructuring

• Enhance the CSOs and relevant stakeholder’s interaction and dialogue in the accession

negotiations process, as well their capacities to monitor the process of European Integration through the participation in the ‘European Integration Platform of Partnership”

• Disseminate information, sensitise local actors and the wider public, educate and

mobilise local grass roots organisations and provide advocacy in the areas of consumer protection and environment and climate change.

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Financial allocation under this Call for proposals is EUR 700,000

• The contracting authority reserves the right not to award all available funds.
• Lot 1: Support CSOs and stakeholders with track record of advocacy in

consumer protection - EUR 300.000

• Lot 2: Support CSOs stakeholders with track record of advocacy in

environment and climate change - EUR 400.000 The proposed action may address issues from more than one Lot, but it must clearly fall under one Lot.

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Main features of the grants:

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Eligibility Criteria (three sets)

1) THE ACTORS:

• The ‘Lead Applicant’, (LA) i.e. the entity submitting the application form
• if any, its co-applicant(s) (where it is not specified otherwise the lead

applicant and its co-applicant(s) are hereinafter jointly referred as ‘applicant(s)

• and, if any, affiliated entity(ies) to the lead applicant and/or to a co-

applicant(s) 2) THE ACTIONS:

• Actions for which a grant may be awarded (2.1.4)

3) THE COSTS:

• Types of cost that may be taken into account in setting the amount of the

grant (2.1.5)

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The Lead Applicant must:

• be a legal person (individuals are not eligible, nor are informal alliance or initiatives

without legal status), and

• be non-profit-making, and
• be a civil society organisation, such as non-governmental organisations (NGOs)

with a proven track record of advocacy in consumer protection and/or environment and/or climate change, and

• be established in the Republic of Albania, or in a Member State of the European

Union, in an accession or official candidate country as recognized by the European Union or in Member State of the European Economic Area.

• 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.

• NB. For the British applicants see the relevant section of the Guidelines for Grant Applicants.

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IMPORTANT NOTICE

• The CSO’s awarded through IPA 2015 Call for Proposal reference EuropeAid/161968/ID/ACT/AL

are excluded from this call.

• For both LOTs, the lead applicant may act individually or with co-applicant for grants of a value
• f EUR 60,000 or less.
• For both LOTs, the lead applicant must act with a co-applicant for grants of a value exceeding

EUR 60,000.

• No more than 3 applicants, including the lead applicant, are allowed. This requirement is the

same for both LOTs.

• Location of the action: Republic of Albania

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Number of applications and grants per applicants / affiliated entities

• The lead applicant may not submit more than one application under this Call for Proposals.
• The lead applicant may not be awarded more than one grant under this Call for Proposals.
• The lead applicant may not be a co-applicant or an affiliated entity in another application

at the same time.

• A co-applicant/affiliated entity may not be the applicant or an affiliated entity in another

application at the same time.

• A co-applicant/affiliated entity may not be awarded more than one grant(s) under this Call

for Proposals.

• Financial support to third parties - applicants may not propose financial support to third

parties.

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Co-Applicants, Affiliated entities, Associates and Contractors

• C0-Applicants: must satisfy eligibility criteria as applicable to the lead applicant himself
• Affiliated entities: must satisfy the same eligibility criteria as the lead applicant and the co-applicant(s)
• Associates: Other organisations or individuals may be involved in the action. Such associates may not

receive funding from the grant, with the exception of per diem or travel costs. Associates do not have to meet the eligibility criteria referred to in Section 2.1.1.

• Contractors: The beneficiaries and their affiliated entities are permitted to award contracts. Associates
• r 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.

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Eligibility criteria: Types of Actions

• Contribution to the extensive participation of CSOs and stakeholders in the European

Integration Platform of Partnership and encourage and support the involvement of CSOs, and grass roots organisations, in the EU accession process

• Enhance the interaction, exchange of experience and cooperation among CSOs and

institutions at central and/or local level, including enhanced access to information on public administration services, budgeting processes, decision making, and local government functions relating to consumer protection or environment and climate change in view of EU accession

• Increase the accountability of the government (overall public institutions) towards the EU

accession process and the EU institutions

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…type of actions

• Dissemination and sensitisation of the wider public that provide concrete examples on how

the obligations deriving from the transposition of the acquis are implemented, their effect

• n the life of the citizens and their impact, in particular at local level, in the areas of

consumer protection or environment and climate change;

• Policy analysis, capacity building, information dissemination, education and advocacy

activities on consumer protection or environment and climate change, legislation approximation process and regulatory impact assessments (RIA), costs, implications and trade-offs to protect interests of the country targeting various target groups (such as: youth, businesses, farmers, public administration at central and local level);

• Exchanges and learning experiences in the sectors of consumer protection or environment

and climate change through networking and joint collaboration with civil society

• rganizations of other countries in similar processes in the region or EU Member states.

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Here are some indicative actions:

• Public opinion polls and surveys in Consumer protection, Environment, and Climate

change.

• Studies and reports on legal gaps between EU regulations and Albanian legislation in

Consumer protection, Environment, and Climate change

• Studies and reports on the impact of the Transposition of the Acquis into Albanian

legislation in Consumer protection, Environment, and Climate change for specific target groups

• Facilitation of dialogue, consultations and discussions to sensitise the wider public,

i.e. through TV/community public debates

• Capacity building for grass roots organisations/Local Government Units/target

groups/stakeholders in consumer protection and environment and climate change, including training modules, workshops etc.;

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…and more indicative actions:

• Activities supporting MEFA to enhance policy dialogue, communication and

consultation with CSOs in the areas of consumer protection and environment and climate change, within the expected Albania - EU accession negotiations;

• Preparation and dissemination of relevant information in the areas of consumer

protection and environment and climate change, including through Web 2.0.

• Activities supporting the Ministry of Tourism and Environment, Ministry of

Agriculture and Rural Development, related central institutions, agencies, inspectorates, public bodies dealing with Consumer protection, Environment, Climate change to enhance policy dialogue, communication and consultation with CSOs.

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Ineligible actions:

• actions concerned only or mainly with individual sponsorships for participation in

workshops, seminars, conferences and congresses;

• actions concerned only or mainly with individual scholarships for studies or

training courses;

• actions concerned only or mainly with academic research, feasibility studies and
• ther one-off events with no direct impact on the target group;
• projects for the exclusive benefit of individuals or restricted groups of individuals;
• projects supporting political parties or of political/partisan nature;
• core funding of the applicant or its partners;
• retrospective financing for projects already in implementation or completed;
• social service and humanitarian activities;
• actions concerned with infrastructure investments;
• etc.

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Other aspects of the CfP

• Information in PADOR will not be drawn upon in the present call.
• Restricted CfP & Applicants must apply in English.
• 1st stage: Only Concept Notes-CNs (in English) must be submitted for evaluation by 08.06.2020 at

16:00 hours, local time, accompanied with declaration signed by Lead Applicant and the completed

• checklist. Each CN must be submitted in one original and three copies in A4 size, each bound. Any

concept note submitted after the deadline will be rejected. Incomplete concept notes may be rejected.

• 2nd stage: Pre-selected Lead Applicants (LAs) will be invited to submit Full Application (FA) (in

English).

• Deadline for FAs will be indicated in the letter sent to LAs whose application has been pre-selected.
• 3rd stage: Verification of eligibility of the applicants and affiliated entity(es)

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CONCEPT NOTE

How to fill in the form and prepare a Concept Note

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Key mandatory CN elements to be considered...

…when filling out the CN form (only Part A of the Application Form), you must:

• Include Page 1 of the Grant Application Form, filled in and submitted as a cover page of

the CN

• Include the Table of the Summary of the Action (no limitation of size)
• Describe the Action (not exceeding 2 pages), and Relevance (no more than 3 pages).

Format: A4; 2 cm margins, Arial 10 font; single line spacing;

• Provide the information requested under the headings (Summary of the action,

Description of the action, Relevance of the action) in the order requested and in proportion to its relative importance (see the relevant scores in the evaluation grid in the GfAs);

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Also note that….

• In the CN, lead applicants must only provide an estimate of the requested EU contribution as

well as an indicative percentage of that contribution in relation to the eligible costs of the action.

• The elements outlined in the concept note may not be modified in the full application. The EU

contribution may not vary from the initial estimate by more than 20 %.

• Only the concept note form will be evaluated. It is therefore of utmost importance that this

document contains ALL relevant information concerning the action. No additional annexes (related to the action) should be sent.

• Any error or major discrepancy related to the concept note instructions may lead to the

rejection of the concept note.

• Hand written applications will not be accepted.

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Concept Note Summary Table

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Title of the Action Give a name to your Action; avoid using the same text of the Lot as Action title Lot Specify the Lot you are applying for i.e. Lot 1 (related to Consumer protection) OR Lot 2 (related to Environment and Climate change) Location(s): Republic of Albania, but also list region(s) and/or city(ies) that will benefit from the action Total duration (months): Minimum duration 18 months and maximum duration 24 months Requested EU contribution (amount): Requested amount to be expressed in EUR (example: 87,400 EUR of the total action budget of 92,000 EUR) Requested EU contribution as a percentage of total eligible costs

• f the action (indicative)

Provide % of requested EU contribution (min 60% and max 95%) (example: 95% of the total action budget of 92,000 EUR)

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… concept note summary table

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TOTAL indicative budget Provide the Action total amount in EUR (example: 92,000 EUR) Objective of the action

OVERALL Objective is related to the impact of the action (and there should be one) SPECIFIC Objective(s) are related to the outcome(s) and can be several but it is advisable to focus and have up to three

Target groups

The groups/entities directly benefiting from the action at the action purpose level (e.g. 10 CSO representatives whose capacities are to be strengthen through trainings in advocacy for consumer protection)

Final beneficiaries

Those benefiting from the action in the long term at the level of the society or sector at large

Expected Outputs

Must contribute to the action outcome(s); you may list them and explain

Main activities

Must produce the (above mentioned) outputs; list all activities and if relevant, divided by group/cluster

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Elements of the Concept Note

• 1. Description of the action
• 2. Relevance of the action

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• 1. Description of the Action (maximum 2 pages)

 Explain the sector context, give the background of the action (key challenges, previous analysis/study in relation to the priorities of the Lot under which you are applying; make reference to most recent analysis and studies);  The overall and specific objectives of the action as stated in the summary table (section 1.1.1.) to be explained clearly;  Elaborate on the key stakeholders groups, their attitudes toward the action and any consultations held;

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… description of the Action (maximum 2 pages)

 Briefly outline the intervention logic indicating expected outputs,

• utcome(s) and impact as well as underlining the main risks and

assumptions toward their achievement;  Briefly outline the type of activities proposed, including the description of linkages or relationships between activity groups or clusters;  Cross-cutting issues (e.g human rights, democracy, gender, support to youth etc.) are important and should be mainstreamed in the proposed action;  Provide a broad timeframe of the action and if any specific factor has been taken into account.

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• 2. Relevance of the action (maximum 3 pages)

 CfPs objectives: To explain how the action is relevant to CfP objective and priorities, and particular in relation to the specific objectives of the Lot under which the action falls (Lot1 or Lot2);  To describe the relevance of the action to the focus of this CfPs (p. 7 - support to CSOs and representatives of stakeholders with a track record of advocacy, in particular in consumer protection, environment and climate change, to strengthen their capacity and enhance interaction with state/public institutions to make a contribution to EU-related policy making);  Describe which of the expected results referred to in the GfAs (p.13-14) will be addressed. (It is advisable to focus on the expected results from one Lot).

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… relevance of the action (max 3 pages)

Particular added-value elements (GfAs - p. 7) for the present Call, which are giving weight in the technical evaluation (CN: Relevance of the action, point 1.4)  Actions carried out by CSOs that have a successful and proven track record of advocacy in consumer protection and/or environment and/or climate change in the last 5 years;  Actions having already identified the relevant public institution/s (central or local) with whom they will cooperate during the implementation; it is advisable to have/submit a Memorandum of Understanding;  Actions that take into account the requirements of the “Roadmap for governing policies toward an enabling environment for civil society”, specifically, Strategic Direction No. 1 (Institutionalized cooperation among government and civil society in policymaking and in European integration) and the related priorities and measures;  Have an innovative character and/or promote best practices.

In case of consumer protection, kindly consult the Final Report of the Twinning project “Strengthening of capacities of the Consumer Protection Commission and its Technical Secretariat”.

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MANDATORY

 The Concept Note (Application form - part A) dully filled in and complete (in English, no hand-writing);  The Checklist for the Concept note (Application Form – part A, section 2) dully filled in (the table with administrative data, and the check list ticked off);  The filled in and signed Declaration by the Lead Applicant (Application Form – part A, section 3);  All three must be submitted in one original and three copies in A4 size, each bound;  An electronic version of the concept note to be enclosed.

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To remind …

• The CN template as provided in the Application Form (part A)

must be used.

• Errors or major discrepancy related to the CN instructions may

lead to the rejection of the CN !

• Also keep in mind that hand-written concept notes will not be

accepted.

• Incomplete concept notes may be rejected.

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Evaluation process of the Call for Proposals

CFCU will be evaluating the proposals, with the possible assistance of external assessors.

The evaluation process of the Call for Proposals consists of three steps: 1. Step 1: OPENING & ADMINISTRATIVE CHECKS AND CONCEPT NOTE EVALUATION 2. Step 2: OPENING & ADMINISTRATIVE CHECKS AND EVALUATION OF THE FULL APPLICATION 3. Step 3: VERIFICATION OF ELIGIBILITY OF THE APPLICANTS AND AFFILIATED ENTITY(IES)

Since the present Call is a restricted one, in this Info session we will focus only on the Evaluation Step 1

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STEP 1: OPENING & ADMINISTRATIVE CHECKS AND CONCEPT NOTE EVALUATION

During the opening and administrative check, the following will be assessed:

• If the deadline has been met. Otherwise, the application will be automatically rejected.
• If the concept note satisfies all the criteria specified in the checklist in Section 2 of Part of the

grant application form. This includes also an assessment of the eligibility of the action. If any of the requested information is missing or is incorrect, the application may be rejected on that sole basis and the application will not be evaluated further.

• Clarifications will only be requested when information provided is not sufficient to conduct an
• bjective assessment.

The concept notes that pass this check will be evaluated on the relevance and design of the proposed action.

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….. OPENING & ADMINISTRATIVE CHECKS AND CONCEPT NOTE EVALUATION

• CNs which pass the opening and administrative check are eligible to be

assessed.

• The concept notes will receive an overall score out of 50 using the breakdown

in the evaluation grid (GfAs p.26-27). The evaluation will also check on compliance with the instructions on how to complete the concept note, which can be found in Part A of the grant application form.

• The evaluation criteria are divided into headings and subheadings. Each

subheading will be given a score between 1 and 5 as follows: 1 = very poor; 2 = poor; 3 = adequate; 4 = good; 5 = very good.

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….. OPENING & ADMINISTRATIVE CHECKS AND CONCEPT NOTE EVALUATION

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• 1. RELEVANCE OF THE ACTION

Sub- score*

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1.1 How relevant is the proposal to the objectives and priorities of the call for proposals and to the specific themes/sectors/areas or any other specific requirement stated in the guidelines for applicants? Are the expected results of the action aligned with the priorities defined in the guidelines for applicants (section 1.2)? 5 1.2 How relevant is the proposal to the particular needs and constraints of the target country(ies), region(s) and/or relevant sectors (including synergy with other development initiatives and avoidance of duplication)? 5 1.3 How clearly defined and strategically chosen are those involved (FBs, TGs)? Have their needs (as rights holders and/or duty bearers) and constraints been clearly defined and does the proposal address them appropriately? 5 1.4 Does the proposal contain particular added-value elements (e.g. innovation, best practices and the other additional elements indicated under 1.2. of the guidelines for applicants – p.7)? 5

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….. OPENING & ADMINISTRATIVE CHECKS AND CONCEPT NOTE EVALUATION

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• 2. DESIGN OF THE ACTION

Sub- score

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2.1 How coherent is the overall design of the action? Does the proposal indicate the expected results to be achieved by the action? Does the intervention logic explain the rationale to achieve the expected results? 5x2* 2.2 Does the design reflect a robust analysis of the problems involved, and the capacities of the relevant stakeholders? 5 2.3 Does the design take into account external factors (risks and assumptions)? 5 2.4 Are the activities feasible and consistent in relation to the expected results (including timeframe)? Are results (output, outcome and impact) realistic? 5 2.5 To which extent does the proposal integrate relevant cross-cutting elements such as environmental/climate change issues (in the case of proposals related to consumer protection), promotion of gender equality and equal opportunities, needs of disabled people, rights of minorities and rights of indigenous peoples, youth, combating HIV/AIDS (if there is a strong prevalence in the target country/region)? 5 TOTAL SCORE XX/50

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….. OPENING & ADMINISTRATIVE CHECKS AND CONCEPT NOTE EVALUATION

• Firstly, only the concept notes with a score of at least 30 will be considered for pre-selection.
• Secondly, the number of concept notes will be reduced, taking account of the ranking, to

the number of concept notes whose total aggregate amount of requested contributions is at least 200% of the available budget for this call for proposals. The amount of requested contributions of each concept note will be based on the indicative financial envelopes, where relevant.

• After the evaluation of concept notes, the Contracting Authority will send letters to all

lead applicants, indicating whether their application was submitted by the deadline, informing them of the reference number they have been allocated, whether the concept note was evaluated and the results of that evaluation. The pre-selected lead applicants will subsequently be invited to submit full applications. Please note the total score of the Relevance of the Action will be included in the Full application total score!

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Where and How to send Concept Notes

• CNs, checklist and declaration by LA must be submitted in one original and three copies.

Incomplete CNs may be rejected.

• A CN electronic version must also be submitted. A CD-Rom, along with the paper

version, to be part of in a sealed envelope as described below. The electronic file must contain exactly the same application as the paper version enclosed.

• The envelope must bear the reference number and the title of the call for proposals,

together with the full name and address of LA, and the words ‘Not to be opened before the opening session’ and ‘Të mos hapet përpara sesionit të hapjes’.

• CN must be submitted in a sealed envelop by registered mail, private courier service or

by hand-delivery to: General Directorate for Financing and Contracting of EU, World Bank and Other Donor Funds/Central Financing and Contracting Unit (CFCU), Ministry of Finance and Economy Bulevardi Deshmoret e Kombit, No. 3, 1001 Tirana Albania

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Questions and Answers

• Questions: no later than 21 days before the deadline for CN submission.

The deadline for receiving questions has expired on 18 May 2020.

• No individual replies
• All

questions, answers, and notices will be published at https://webgate.ec.europa.eu/europeaid/online- services/index.cfm?do=publi.welcome , and http://cfcu.financa.gov.al

• Kindly consult the websites to be informed of the questions and answers

published!

• Answers will be published on Europe Aid website within 29 May 2020.

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Where to find information on the CfP and relevant documents for applying: EC Calls for Proposals and Tenders website:

https://webgate.ec.europa.eu/europeaid/online- services/index.cfm?ADSSChck=1590158644645&do=publi.detPUB&searchtype=AS&P gm=7573840&zgeo=35357&aoet=36538&ccnt=7573876&debpub=01%2F11%2F2011 &orderby=upd&orderbyad=Desc&nbPubliList=50&page=1&aoref=168719;

Ministry of Finance and Economy website:

http://financa.gov.al/shpallje-njoftimesh/

Ministry for Europe and Foreign Affairs website:

https://punetejashtme.gov.al/shpallet-thirrja-e-trete-per-projekt-propozime-per-

• rganizatat-e-shoqerise-civile/

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Indicative timetable

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DATE TIME

• 1. Information meeting (if any)

GfAs Section 2.2.4

• 2. Deadline for requesting any clarifications from

the contracting authority 18.05.2020 16:00

• 3. Last date on which clarifications are issued by

the contracting authority 29.05.2020

• 4. Deadline for submission concept notes

08.06.2020 16:00

• 5. Information to lead applicants on opening,

administrative checks and concept note evaluation (Step 1) July 2020 (provisional date)

• 6. Invitations to submit full applications

July 2020 (provisional date)

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Summary of main questions during the info session

• 1. Can you please send the Concept note link?
• 2. How to fulfill the Concept note?
• 3. Which are the Eligibility criteria?
• 4. Is a proposal on the Culture Heritage area eligible

under this call?

• 5. Is any added value to have partners?
• 6. Co-financing percentage?
• 7. Which types of actions are considered relevant?

8. Are newly established NGOs eligible to apply?

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Answers provided during the info session

1. The link of the published GfA is provided in slide no. 38 of this presentation. 2. Details on how to prepare concept notes are provided in the Part A of the Application and in the published GfA. 3. Eligibility criteria are defined in Section 2.1 of the GfA. 4. Kindly consult the GfA where eligible actions are defined. 5. Having partners is not an added value of the application. Added value elements are defined in section 1.2 of the GfA. 6. The grantee must co-finance the action with an amount between 5% and 40 %

• f the total eligible costs of the action.

7. In the interest of equal treatment, no prior opinion can be provided on the eligibility of applicants or actions. 8. Yes, as far as all requirements defined under this Call are complied with and have the financial and operational capacity, a specific criteria when evaluating full applications (phase 2).

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THANK YOU FOR YOUR ATTENTION! FALEMINDERIT PER VEMENDJEN!

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