Guidelines for Grant Applicants responding to

ALF Call for Short Term Project Proposals

ref. no. ALF/CFP/2010/ST2

Deadline for Submission of Proposals:

1 November 2010

A Programme co-funded by the 43 Member Countries of the Euro-Mediterranean Partnership

The contents of this document are the sole responsibility of the ALF and can under no circumstances be regarded as reflecting the position of any of the 43 members of the Euro-Mediterranean Partnership

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SUSPENSIVE CLAUSE

The conclusion of grant contracts for projects selected under this Call for Short Term Project Proposals will be subject to the availability of funds under 2010 Anna Lindh Foundation budget.

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Table of Contents 1. BACKGROUND………………………………………………………………………………………………………………………….. ......... 4 2. OBJECTIVES, FIELDS OF ACTION AND TARGET GROUP……………………………………………………………………........5

2.1 OVERALL OBJECTIVE ............................................................................................................. 5 2.2 SPECIFIC OBJECTIVES ............................................................................................................ 6 2.3 FIELDS OF ACTION ............................................................................................................... 6 2.4 TARGET GROUP.................................................................................................................. 6

3. FINANCIAL ALLOCATION…………………………………………………………………………………………………………….. ....... 7 3.1 SIZE OF GRANTS ................................................................................................................. 7 3.2 TERMS OF PAYMENT ............................................................................................................ 7

4. RULES OF THIS CALL FOR PROPOSALS……………………………………………………………………………………………… ... 8 4.1 ELIGIBILITY OF THE PROJECT PROPOSED ........................................................................................ 8 4.2 ELIGIBILITY OF THE PROJECT LEADER ........................................................................................... 9 4.3 ELIGIBILITY OF THE PROJECT PARTNER(S) ...................................................................................... 9 4.4 PARTNERSHIPS ................................................................................................................ 10 4.5 ELIGIBILITY OF COSTS .......................................................................................................... 10

4.5.1 Eligible direct costs…………………………………………………………………………………………………………. 10 4.5.2 Eligible indirect costs (overheads)……………………………………………………………………………………. 11 4.5.3 Ineligible costs………………………………………………………………………………………………………………… 11 4.5.4 Contributions in kind by the leader or the partners…………………………………………………………. 12 4.5.5 Contingency reserve……………………………………………………………………………………………………….. 12 4.5.6 Preparation cost……………………………………………………………………………………………………………… 12

4.6 EXCLUSION RULES ............................................................................................................. 12 4.7 SUBMISSION RULES ........................................................................................................... 13

5. PROCEDURES FOR THE SUBMISSION OF THE PROPOSALS…………………………………………………………….. .... 14 5.1 APPLICATION: GENERAL INSTRUCTIONS ...................................................................................... 14 5.2 HOW TO APPLY ................................................................................................................ 14

5.2.1 Steps to follow to submit Online Applications 14 5.2.2 Steps to follow to submit Hard Copy Applications……………………………………………………………. 15 5.2.3 Deadline for receiving proposals in response to the Call………………………………………………….. 16

6. EVALUATION AND SELECTION OF THE PROPSALS……………………………………………………………………………... 16 6.1 ADMINISTRATIVE CHECK ...................................................................................................... 16 6.2 TECHNICAL EVALUATION OF THE PROJECT ................................................................................... 16 6.3 EVALUATION GRID ............................................................................................................ 17 6.4 PROVISIONAL SELECTION ..................................................................................................... 17 6.5 CHECKING THE ELIGIBILITY OF THE PROVISIONALLY SELECTED APPLICANTS AND THEIR PARTNERS ........................ 18 6.6 CONTRACT SIGNATURE........................................................................................................ 18

7. FURTHER INFORMATION……………………………………………………………………………………………………………. ...... 20 8. DOCUMENTS…………………………………………………………………………………………………………………………….. ...... 21

8.1 DOCUMENTS TO BE SUBMITTED .............................................................................................. 21 8.2 DOCUMENTS REPRESENTING THE GRANT CONTRACT DOSSIER .............................................................. 21

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1. BACKGROUND

The Anna Lindh Euro-Mediterranean Foundation for the Dialogue between Cultures, based in Alexandria, Egypt, is an international organization registered with the Ministry of Foreign Affairs of the Arab Republic of Egypt. During the Heads of State and Governments’ Summit of Paris (July 2008) and the following Euro-Med Ministerial Meeting of Marseille (November 2008), the Anna Lindh Foundation was recognized as an institution of the Union for the Mediterranean. Its overall aim is the promotion of intercultural dialogue and respect for diversity. The Foundation shall bring the people of the region together for better understanding and sharing common values.

The Anna Lindh Foundation functions as a network of 43 national networks. In order to fulfill its objectives, the ALF supports - through grants - the projects submitted by the members of its networks.

In this framework, Calls for Proposals are an instrument to mobilise the National Networks and support the implementation of concrete actions of the Euro-Mediterranean civil society; these actions should generate multiplying effects beyond the completion of the granted proposal.

The present Call for Proposals is funded through the financial contribution of the Euro-Med governments.

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2. OBJECTIVES, FIELDS OF ACTION AND TARGET GROUP

In a context of rapid internationalization of economies and cultural production, globalization causes an important increase of inter- and trans-national migration flows. Diversity and migration are nowadays major challenges in the Euro-Mediterranean area. The region has indeed became a laboratory for identities, integration and diversity management, where the traditional South-North challenge is evolving into a more complex context. Stereotypes and stigmatization are concerns that have to be tackled; at the same time, the role of the migrant as a major mediator for intercultural understanding and dialogue in the region is becoming the more and more significant. It is for these reasons that the ALF has made of Cities, Migrants and Diversity its priority field of action for the 2010 Call for Project Proposals.

2.1 Overall objective In line with the strategic guidelines of the Triennial Programme, with the Annual Work Plan 2010 and with the Recommendations of the Anna Lindh Forum 2010, the Foundation proposes that the overall objective of the present Call for Proposals is to contribute to bring people together and promote respect for diversity, better understanding and mutual recognition through intercultural dialogue, sharing common spaces for peace and coexistence. Proposals should:

- Acknowledge that diversity is the essence of life in communities such as cities and towns, that diversity brings openness and openness develops citizenship. And it is the combination of these three elements that can transform cities into better places for living together. Women and Youth would be the major targeted groups;

- Encourage and support the establishment of local partnerships for change and exchange,

with the participation of NGOs, migrant associations and informal groups, research centers, artists, local authorities and other key actors in cities and neighborhoods;

- Promote and support a culture of peace and coexistence, especially among the young

generations of mixed and neighboring communities, and in areas of conflict and crisis, with means of intercultural expression and action.

This call covers the ALF fields of “Migration, cities and diversity” and “Peace and coexistence”. Proposals addressing the interconnections and complementarities between the two ALF fields mentioned above will also be taken into account.

2.2 Specific objectives Applications addressing one or more of the following specific objectives will be rewarded in the selection process:

Promoting a better knowledge of social and cultural diversity of populations with a migration background (in terms of languages, cultural practices, religious diversity, community life among others), especially in urban areas;

Supporting transnational civil society actions focused on the role of populations with

migration origins, refugees, minorities and diasporas as bridges for intercultural dialogue in the Euro-Med Region. Empowering the role of migrants as actors of development and as agents for improved mutual perception inside host communities and with communities of origin.

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Encouraging inter-cultural approaches in dealing with social integration and public participation of migrants. Supporting programs working on capacity building and encouraging the joint involvement of migrants and nationals. Fostering artistic creation on issues related to migration.

Developing practices strengthening social cohesion in multicultural contexts, working on

changing perceptions valuing diversity as an asset, challenging and preventing stereotypes and xenophobia.

Starting innovative actions in the field of peace and coexistence with an intercultural

approach, building upon local needs, ownership and support, and investing in key civil society actors such as journalists, human rights educators, youth leaders, artists and activists.

Developing a common understanding of the concepts and terms of coexistence, reflecting on the different existing narratives of conflicts and exploring effective ways of creating a culture of reconciliation. Promoting a culture of peace and non-violence as a value and as a practice among the young generations (in conflict and post-conflict areas of the Euro-Med region).

2.3 Fields of action Applications to this Call for Short Term Project Proposals must focus on the following strategic fields of action identified by the Foundation:

Cities, Migrants and Diversity

Co-existence and Culture of Peace Integrated approaches combining the different thematic components in one or more of the strategic fields and associating diversified stakeholders will be considered an asset.

2.4 Target group Applications should preferably target in their activities:

Youth, in order to involve them in a culture of dialogue and critical thinking to face common challenges;

Migrants, as they represent a human and cultural bridge among the cultures of the area.

Women, as they are key actors for change; Priority will be given to projects including the following:

Intergenerational work, where youth is interacting with older generations; Involvement of discriminated or marginalized social groups and individuals; Participation of civil society leaders, opinion makers and public figures.

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3. FINANCIAL ALLOCATION The overall indicative amount allocated for funding projects in the framework of this call is EUR 500,000. The Anna Lindh Euro-Mediterranean Foundation for the Dialogue between Cultures reserves the right not to award all available funds.

3.1 Size of grants Under this call, the ALF will award grants between the following minimum and maximum amounts:

Minimum amount: EUR 10,000

Maximum amount: EUR 20,000

The ALF financial support shall not exceed 60% of the total eligible costs of the action for applicants

from European countries1 and 70% for applicants from Mediterranean partner countries2. The balance must be financed from:

1. The applicant’s own financial resources (compulsory financial contribution); 2. The partners' own financial resources (not compulsory financial contribution); 3. Sources other than the ALF (such as European Commission etc.) (not compulsory financial

contribution).

3.2 Terms of payment Payment will be made in accordance to the following schedule:

1. First installment of pre-financing (60%) after signing the grant contract and reception of the payment request by the Contracting Authority.

2. Final payment (balance) after submission of the final narrative and financial reports and approval of consistency and completeness by the ALF.

1 Albania, Austria, Belgium, Bosnia-Herzegovina, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland,

France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Monaco, Montenegro, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom.

2 Algeria, Egypt, Israel, Jordan, Lebanon, Mauritania, Morocco, Palestine, Syria, Tunisia, Turkey.

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4. RULES OF THIS CALL FOR PROPOSALS These guidelines set out the rules for the submission, selection and implementation of actions financed in the framework of this call.

4.1 Eligibility of the project proposed A project is a coherent set of activities having defined operational objectives, target groups and planned outcomes. A project must achieve particular aims and accomplish specific results within a limited timeframe. Projects should be designed in response to the specific needs of the target groups. The general programme of activities of an organization/institution cannot be considered a project.

A project must start no later than 1 month after the signature of the grant contract with a maximum duration of 8 months: - 6 months maximum for the preparation and implementation of all the project activities

indicated in the work plan and the project evaluation (1 February – 31 July 2011), - 1 month for final reporting (31 August 2011) and - 1 month for the verification the final reports by the Foundation (30 September 2011). All projects have to be implemented between 1 February and 31 July 2011, no exception can be made.

Projects must ONLY take place in one or more of the 43 Euro-Mediterranean Partnership

Countries3.

Projects funded by the Anna Lindh Foundation should not have profit-making purposes. Any profit generated by the project funded by the Foundation should be re-injected in the budget of the project.

Only projects that fall under article II of the statutes of the ALF (http://www.euromedalex.org/sites/default/files/04-09-ALF_Statutes_0_0.pdf) are eligible for funding. They might include youth exchanges, artistic events, training courses, research projects, conferences, publications, etc.

The following types of projects are ineligible:

- Projects fully concerned or mainly concerned with individual sponsorships for participation in

workshops, seminars, conferences, congresses;

- Projects fully or mainly concerned with individual scholarships for studies or training courses;

- Feasibility studies;

- Projects with an ideological objective which is not in line with the Foundation’s mission;

- Sub granting of a project is not allowed.

3 Albania, Algeria, Austria, Belgium, Bosnia-Herzegovina, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Egypt,

Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Israel, Italy, Jordon, Latvia, Lebanon, Lithuania, Luxembourg, Malta, Mauritania, Monaco, Montenegro, Morocco, Netherlands, Palestine, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Syria, Tunisia, Turkey, United Kingdom.

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4.2 Eligibility of the project leader

The applicant is to be considered the leader of the project. The leader of the project will act as the lead organization and will be responsible for the management of the grant if selected.

The applicant must contribute to the project budget with cash contribution, while it may or may not contribute with in kind contribution.

In order to be eligible to apply for a grant with the Anna Lindh Foundation, applicants (project leaders) must fulfill all of the following criteria:

- Be a legal person (not a physical person) such as non-governmental organizations,

educational, cultural, academic or research institutions, media, foundations or local authorities, private entities; AND

- Be a member of one of the 43 ALF National Networks. Non-member organisations which wish to apply to the call are requested to apply for membership to one of the Anna Lindh Foundation National Networks by maximum the 20

th of September 2010. Membership applications have to be submitted to:

http://www.euromedalex.org/networks/join The Anna Lindh Foundation will address

the Head of Network for acceptance. In case the applicant’s membership application is rejected by the HoN, the applicant's proposal will be automatically excluded from the evaluation process.

Anna Lindh Foundation Head of Network Institutions may respond to this call as any other member of the ALF network.

Private for profit entities can apply or be a partner provided that the purpose and the activities of the project proposal are not for profit. Private for profit entities will be required to sign a statement declaring it.

4.3 Eligibility of the project partner(s)

In order to be eligible to be a partner in a grant with the Anna Lindh Foundation, partners must be a legal person (not a physical person) such as non-governmental organizations, educational, cultural, academic or research institutions, non-profit media, foundations or local authorities, private entities.

Partners may or may not be members of ALF National Networks. In other words, membership in ALF National Networks is not mandatory for the partners associated to the project.

Project Partners participate effectively in designing and implementing the project, and the costs they incur are eligible in the same way as those incurred by the applicant.

Partners must contribute to the project budget, either with cash contribution or with in kind contribution.

The financial responsibility of the project will remain fully the one of the leader who will be considered accountable for the management of the ALF Grant by any of its partners.

Private for profit entities can be partners provided that the purpose and the activities of the project proposal are not for profit. Private for profit entities will be required to sign a statement declaring it.

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4.4 Partnerships The ALF supports ONLY multilateral projects built upon a 1+1 partnership formula according to the following:

- at least one organization from the following European countries: Albania Austria, Belgium,

Bosnia-Herzegovina, Bulgaria, Cyprus, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Monaco, Montenegro, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom; AND

- at least one organization from the following Mediterranean partner countries: Algeria, Egypt,

Israel, Jordan, Lebanon, Mauritania, Morocco, Palestine, Syria, Tunisia, Turkey. The association of more organizations (more than 1+1) from the 43 member countries of the Euro-Mediterranean Partnership will be considered an asset. Priority is given to projects developed and implemented in real partnerships, where the partners already know each other and where all of them contributed to the project planning. The awarded projects should be implemented in one or more of the 43 member countries of the Euro-Mediterranean Partnership. Organizations/ institutions from outside the 43 member countries of the Euro-Mediterranean Partnership cannot be a partner in an ALF granted project as their costs cannot be taken into account within the legal framework of the ALF. Activities can take place outside the 43 member countries of the Euro-Mediterranean Partnership, however, no costs whatsoever can be claimed from the ALF.

4.5 Eligibility of costs

Only "eligible costs" can be taken into account for a grant. These are detailed below. The budget is therefore both a cost estimate and a ceiling for "eligible costs".

Costs incurred during the period from the deadline for submission of proposal to the date of contract signature are considered ineligible. Eligible costs must be based on real costs, not lump sums

Per diem costs (subsistence costs) consist of lodging, breakfast, lunch, dinner, intra-city transportation, transportation to and from airport and other sundry expenses to cover internet and telecommunication charges. Per diem cost shall be calculated/estimated based on a system of daily allowance which must not exceed the rates published on: http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/index_en.htm, which correspond to the scales published by the European Commission. Per diem cost must be duly justified by the hotel accommodation and meals invoices.

Recommendations to award a grant are always based on the submitted budget. In case of doubts, the ALF may request clarification and/or may impose reductions on forecasted costs. It is therefore in the applicant’s interest to provide a realistic and cost-effective budget.

4.5.1 Eligible direct costs Eligible direct costs are:

1. Costs arising directly from the requirements of the contract (dissemination of information, audit, translation, printing, insurance, etc.)

2. Taxes, including VAT, will be eligible if a declaration is provided to ALF indicating that these

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taxes are non-reclaimable. To be eligible under the Call for Proposals, costs must:

- Be necessary for carrying out the action;

- Be forecasted to cover expenses of eligible costs from the 43 countries;

- Be provided for in the grant contract and comply with the principles of sound financial management, in particular value for money and cost-effectiveness;

- Have actually been incurred by the Leader and/or their Partners during the implementing

period for the action as defined in Article 2 of the Grant Contract;

- Be recorded in the Leader's or the Partners' accounts or tax documents, be identifiable and verifiable, and be backed by originals of supporting documents.

Subject to those conditions and, where relevant, to the contract-award procedures being respected, eligible direct costs include:

- The cost of staff assigned to the project, corresponding to actual project staff salaries plus social security charges and other remuneration-related costs or fees. Salaries and fees of staff assigned to the project must not exceed those normally borne by the Leader or his Partners;

- Travel and subsistence costs for staff or participants taking part in the project; any reimbursement must not exceed the scales approved annually by the European Commission published on the following link: http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/index_en.htm

- The cost of equipment rental and other services, provided they correspond to market rates;

- The cost of publications, consumables and supplies;

The proposal for the costs must be realistic, any excessive or unrealistic or unjustified estimation can exclude the project from financing.

4.5.2 Eligible indirect costs (administrative costs/ overheads) An amount not exceeding 4% of the direct costs of the action may be claimed as indirect costs to cover the administrative overheads incurred by the Beneficiary for the action. Indirect costs are eligible, provided that they do not include costs assigned to another heading of the budget. Overheads can be cost of stationery, telephone, fax, internet, courier expenses as well as financial service costs (in particular the cost of bank transfers and financial charges). Overheads have to be justified with supporting documents.

4.5.3 Ineligible costs The following costs are not eligible:

- Debts and provisions for losses or debts;

- Interest owed;

- Items already financed in another framework;

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- Purchases of equipment, furniture, land or buildings;

- Currency exchange losses;

- Scholarships or any other direct cash contribution;

- Sub-granting.

4.5.4 Contributions in kind by the leader or the partners Contribution in kind is a non-cash input by the Leader or the Partners to the execution of the project. It can be given a cash value based on reasonable assessment (e.g. provision of premises or equipment etc.). The contribution in kind is not subject to audit. The contribution in kind made by the Leader or its Partners has to be declared separately in the last section of the Budget (expected sources of funding for the project) and must not be included in the overall cash contributions, it does not represent actual expenditure and is not part of the total eligible costs of the action. The budget lines in the worksheet 1 of the budget must represent only the cash elements of the total eligible costs of the Action (ALF financial contribution + applicant financial contribution + financial contributions from other sources + expected income, if any). These elements must not include contribution in kind.

4.5.5 Contingency reserve A contingency reserve not exceeding 5% of the direct costs may be included in the Budget of the action. It can only be used with the prior written authorization of the ALF.

4.5.6 Preparation costs Expenses related to the preparation of the application can be budgeted for an amount corresponding to up to 3% of the direct costs of the project. The expenses will have to be duly justified with supporting documents. The preparation costs shall be considered eligible only if incurred during the period from the launch of the call to the deadline for submission of the proposal.

4.6 Exclusion rules Project Leaders and their Partners are not entitled to respond to this Call for Project Proposals if:

(a) They are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

(b) They have been convicted of an offence concerning professional conduct by a judgment which has the force of res judicata (i.e., against which no appeal is possible);

(c) They are guilty of grave professional misconduct proven by any means which the ALF can justify;

(d) They have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or those of the country where the project is to take place;

(e) They have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organization or any other illegal activity detrimental to the ALF;

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(f) They have been declared to be in serious breach of contract for failure to comply with their contractual obligations in connection with a procurement procedure or other grant award procedure financed by the ALF.

Applicants (“Leaders”) and their Partners are also excluded from participation in ALF Calls for Proposals or the award of grants if, at the time of the Call for Proposals, they:

(g) Are subject to a conflict of interests; (h) Are guilty of misrepresentation in supplying the information required by the contracting

authority as a condition of participation in the Call for Proposals or fail to supply this information;

(i) Have attempted to obtain confidential information or influence any member (voting or non- voting) of the evaluation committee or any other ALF staff members during the evaluation process of current or previous Calls for Proposals.

In the cases referred to in points (a), (c), (d), (f), (h) and (i) above, the exclusion applies for a period of two years from the time when the infringement is established. In the cases referred to in points (b) and (e), the exclusion applies for a period of four years from the date of notification of the judgment.

Applicants and their Partners must supply with their applications a declaration confirming that they do not fall into any of the above categories (a) to (f).

Neither the leader, nor the partners can take any kind of direct or indirect personal benefit from the grant allocated to the project.

4.7 Submission rules An applicant (“Project Leader”) can submit more than one proposal in the framework of this call. However, a Project Leader may not be awarded more than one grant under this Call for Proposals. An applicant can be leader in one project and partner in another.

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5. PROCEDURES FOR THE SUBMISSION OF THE PROPOSALS

5.1 Application: general instructions

If the applicant is not a member of one of the ALF National Networks, and wish to apply to the call, he is requested to apply for membership to one of the Anna Lindh Foundation National Networks by maximum the 20

th of September 2010. Membership applications have to be

submitted to: http://www.euromedalex.org/networks/join

Applying to the ALF Call for Project Proposals requires the submission of the following documents: A. Application form B. Work Plan C. Budget

Applying to the call can be done either electronically, using the online forms available on http://www.euromedalex.org/resources/grants-scheme, or by registered mail or private courier service. However, it is strongly recommended to apply online.

Applicants must apply in English or French.

Handwritten applications will not be accepted.

In case the proposal is sent to any of the ALF staff members e-mail addresses, the

application will be rejected immediately;

Applicants should keep strictly to the format of the application, and fill in the paragraphs and pages in the requested order.

5.2 How to apply

5.2.1 Steps to follow to submit Online Applications

1. Register on the Anna Lindh Foundation Website http://www.euromedalex.org/user/register

and obtain a user name and password.

2. Go to the online application form http://www.euromedalex.org/node/add/call-for-proposal and fill it in.

3. The online application can be saved as draft during the process, to be continued by the applicant at a later stage. The user name and password mentioned above will be necessary to access the online draft application form later.

4. Download the work plan template (Annex B) and fill it in:

http://www.euromedalex.org/resources/grants-scheme/guidelines

5. Download the budget template (Annex C) and fill it in. Before filling it in, please read the tips on how to fill in the budget at the end of the form. http://www.euromedalex.org/resources/grants-scheme/guidelines

6. Finish the online application and upload the completed work plan and budget.

7. Submit the online application.

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8. Once the online application form is submitted, each applicant shall receive an online

confirmation to his/her email address that his/her application has been successfully submitted. If the applicant does not receive such confirmation, s/he should immediately contact the Help Line via email to webmaster@euromedalex.org to investigate the reasons for the technical problem.

NB: - It is strongly recommended that the applicant keeps a soft copy of the content of his

application for back-up in case of any loss of connection or power failure during the online application process. The applicant can do so by downloading the form on his/her computer, fill it in there and then copy/paste the content to the online form.

- It is strongly recommended that the applicant regularly saves the application during the online application process in order to avoid any loss of data in case of connection or power failure.

- Online applications can ONLY be sent electronically using the online system (NO emails).

Applications sent to any of the ALF staff members email addresses are automatically excluded from the call.

5.2.2 Steps to follow to submit Hard Copy Applications

1. Download the application form and the work plan and the budget template;

2. Handwritten applications will not be accepted;

3. Fill in the application, the work plan and the budget, following the tips on how to fill in the

budget form;

4. The application, including the work plan and the budget, must be submitted in one original and three copies, each bound;

5. The application, including the work plan and the budget, must be sent in a sealed envelope; via registered mail or private courier service to the following address:

Anna Lindh Euro-Mediterranean Foundation for the Dialogue between Cultures

Bibliotheca Alexandrina Conference Centre Building Alexandria 21111 – Egypt

Administration and Finance Unit

CALL FOR PROJECT PROPOSALS REF. ALF/2010/CFP/ST2

6. The envelope must contain the electronic format (floppy disk or CD-ROM) of the application. The electronic format must contain exactly the same proposal (except signatures) as the paper version enclosed. Each component of the application (the detailed description of the project, the work plan and the budget) must be submitted in a separate and unique electronic file (i.e. the application form must not be split into several different files).

7. The outer envelope must bear:

The reference number of the Call for Proposals (ALF/2010/CFP/ST2); The full name and address of the applicant as well as its contact details, and the words "Not to be opened before the opening session”.

8. The ALF cannot be held responsible for not taking into consideration any proposal sent with

an envelope not bearing the aforementioned information.

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5.2.3 Deadline for receiving proposals in response to the Call The 1

st of November 2010, at the address of the ALF Secretariat, at 16.00 hrs Egypt time.

This deadline applies for both online applications and hard copy applications regardless the date of sending the application.

6. EVALUATION AND SELECTION OF THE PROPOSALS

The Evaluation of the proposals will be carried out according to the following steps:

6.1 Administrative check An administrative evaluation committee will check the eligibility of the applications. The proposals will be immediately rejected if:

1) the applicant is not a member of the ALF Network or the application to the National Network has been submitted after the 20

th of September 2010 or the applicant’s membership

application is rejected;

2) the application is incomplete, including the budget;

3) the applicant or one or more of its partner/s is/are ineligible;

4) the project does not correspond to the fields or the objectives of this Call for Proposals;

5) the project exceeds the maximum duration allowed;

6) the requested contribution is higher than the maximum allowed;

7) the application is received by the ALF after the deadline (and in the case of hard-copy even if the sending date is before the deadline).

Upon conclusion of the administrative check, the applicants whose proposals were rejected will receive an email by the ALF Secretariat, indicating the reasons for rejection. Applications which have passed the administrative check will be automatically considered for further evaluation.

6.2 Technical evaluation of the project Following the administrative check, the technical evaluation committee will examine and evaluate the projects according to their relevance and content, in accordance with the evaluation criteria set out in the Evaluation Grid below.

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6.3 Evaluation Grid

Section Maximum Score

1. Relevance and Originality/ Innovation of the proposal

1.1 Is the proposal relevant to the objectives and the strategic fields of this Call for Proposals?

…/ 10

1.2 Does the project proposal present innovative and creative ideas? …/ 10

1.2 Are the target groups clearly defined and strategically chosen? Have their needs been clearly defined and does the proposal address them appropriately?

…/ 10

Total score …/30

2. Methodology and Operational capacity

2.1 Are the activities proposed appropriate, practical and consistent with the objective and expected results?

…/ 10

2.2 Effectiveness of the partnership: Is the partners’ level of involvement and participation in the action satisfactory and coherent in the overall design of the action?

…/ 10

2.3 Do the applicant and partner/s have sufficient experience and technical expertise?

…/ 10

Total score …/30

3. Impact and Sustainability

3.1. Is the action proposed in the project likely to have an impact on its target groups and the concerned local community?

…/ 10

3.2. Is the action likely to have multiplier effects? Are there any sustainable outcomes?

…/ 5

3.3. Does the applicant have a clear communication strategy? Is the visibility of the action guaranteed?

…/ 5

Total score …/20

4. Budget and financial capacity

4.1 Is the budget realistic? Are there any over or under-estimated items? Is the relation between the estimated costs and the expected results satisfactory?

…/ 10

4.2 Does the applicant have stable and sufficient sources of finance? Do the leader and the partners contribute to the budget?

…/ 5

4.3 Are the activities properly detailed and itemized in the budget?

…/ 5

Total score …/20

Maximum total score 100

6.4 Provisional Selection The Evaluation Committee will prepare a final list to be submitted to the Executive Director consisting of:

a) Projects that are accepted without conditions, ranked by score until the overall financial

allocation to this call is reached;

b) Reserve proposals (proposals that can be accepted under the condition that the financial resources are available or any of the accepted projects withdraw).

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c) Rejected projects.

After the approval of the list by the Executive Director, and taking into consideration the possibilities of the financing allocation, the Anna Lindh Foundation will immediately start the contract procedure for the selected projects. All successful applicants will be notified by mid of December 2010. The applicants whose proposals were rejected will receive an email by the ALF Secretariat, indicating the score obtained. A list of the awarded projects will be posted on ALF website as soon as all grant contracts are signed.

6.5 Checking the eligibility of the provisionally selected applicants and their partners

Applicants who have been provisionally selected will then be requested to supply the following documents: The applicant/ project leader:

1. Scanned versions of the applicant’s (“leader’s”) most recent financial report and accounts (the profit and loss account and the balance sheet for the previous financial year for which accounts have been closed);

2. Partnership statements signed with the partner/s of the project in order to confirm that each partner has read and approved the content of the proposal submitted to the ALF and that s/he will comply with the principles of good partnership practice;

3. The statutes or articles of the association/organization of the applicant. If these documents

are in a language other than English or French, a legally/ officially translated summary (max one page) in English or French (signed and stamped by an authorized representative of the institution/organization) must be provided.

The partners:

1. The statutes or articles of the association/organization of each partner. If these documents

are in a language other than English or French, a legally/ officially translated summary (max one page) in English or French (signed and stamped by an authorized representative of the institution/organization) must be provided;

2. Where the partner is a public body created by a law, a copy of the said law must be provided.

Supporting documents can be up-loaded on a private link on the Anna Lindh Foundation website (originals or copies certified as original) within three weeks following the request by the ALF Secretariat. If these documents are not provided before the deadline, the application will be rejected.

6.6 Contract signature Following the decision to award a grant, the leader will be offered a contract based on the Anna Lindh Euro-Mediterranean Foundation for the Dialogue between Cultures' standard contract http://www.euromedalex.org/resources/grants-scheme/guidelines Selected applicants will have to provide the ALF with a financial identification (http://www.euromedalex.org/resources/grants-scheme/guidelines) certified by the bank to which the payments will be made. This bank must be located in the country where the applicant is registered in the ALF Network. The bank account must be in the name of the applicant’s institution.

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The decision of granting is definitive. The above listed steps are summarized in the below indicative time table

ESTIMATED TIMETABLE

Deadline for submission of applications 1 November 2010

Administrative check By the end of November 2010

Information to the applicants whose proposals are administratively ineligible

End of November 2010

Information to applicants about the technical project evaluation

By mid of December 2010

Verification of the eligibility of the applicant and the partners

By mid of January 2010

Contract signature By the end of January 2010

Start of the project 1st February 2010

End of the implementation of the project By the 31st of July 2011

Reporting on the project By 31st of August 2011

A regular update of the above calendar will be posted on the ALF website.

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7. FURTHER INFORMATION

Questions may be sent by e-mail or by fax no later than the 15th of October 2010, indicating clearly

the reference of the Call for Proposals under which the proposal will be submitted.

E-mail address: annalindh.questions@bibalex.org

Fax : +20 3 482 0471

ALF cannot give a prior opinion on the eligibility of an applicant, a partner or a project. In the interest of equal treatment of applicants and transparency, no answers will be sent directly to the potential applicant who raised the question/s. Therefore, answers to the questions will be posted regularly on the ALF website, no later than 20

th of October 2010. No further clarifications will be given

after this date. After the expiration of the deadline of this call, a complete registration list of the applications received within the deadline for the call will be published on the ALF website. Moreover, the ALF Secretariat will send a registration list of the applications received to the respective Head of the Network where the project leaders belong to, for information.

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8. DOCUMENTS

8.1 Documents to be submitted http://www.euromedalex.org/resources/grants-scheme/guidelines A - Application Form B – Work Plan

C - Budget

8.2 Documents representing the grant contract dossier http://www.euromedalex.org/resources/grants-scheme/guidelines

Standard Grant Contract

A – Application Form

B – Work Plan

C – Budget

D - General Conditions

E - Request for Payment

F - Financial Identification Form

G - Audit Certificate Template

H - Final Narrative Report

I - Final Financial Report

J - Partnership statement

K - ALF Logo

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