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Reference: GR03
Launch Date: 13th April 2017
Closing Date for Questions: Monday 8th May 2017

The Summary of Questions and Answers related to this Call for Proposals is now published:

Question 1:

I read the call for proposals under the above scheme. The University of …… where I work as …….. is a government funded university. We have undertaken several research projects in Pacific Island countries. Recent being the University of California/Bill Melinda Gates Foundation project on …………… in Fiji.

The University has a strong relationship with a voluntary and advocacy organisation …………. which operates in the area of advocacy in Internet policy and other related areas. It is established and operates all the Pacific Island countries. The ………….. is interested in joining hands with the University for capacity building and policy advocacy. We are considering to seek funding under the above scheme.

Will it be ok if we jointly apply for the grant? Alternatively the ………….. could apply with the University academics as co-researchers / partners or any other arrangement that can permit ……………. and the University to work together on this grant that satisfies your rules. The University has a sound ethics policy and strong governance systems and would be happy to administer the grant too.

Looking forward to your response so that we can get going with preparation of the application.


The “eligibility criteria for applicants” is stated in section 2.2.1 (page 6) of the published Guidelines for Grant Applicants.


The University of ............ will not be eligible to apply for the PIFS NSA Grants as the university is not established in a PACP Member state. If the ......... meets the “eligibility criteria for applicants”, they can make a submission. However, please note that .......... will be subjected to the finance and management capacity assessment should they be shortlisted (click on the following link to view the sample capacity assessment template: http://grants.forumsec.org/images/GR03_Guidelines/Annex_3_GR03_Capacity_Assessment_Template.pdf).


The management of the activity and finances is the responsibility of the applicant and not the implementation partners, but partner organisations can offer support for capacity building as part of the activity.

 

Question 2:
………. for the first time, is keen on applying for the above-mentioned grant; the project primary aim being to enable NSAs (………. Partners) to promote & advocate policy to improve the regions national government contribution to Aichi Target 11 (Protected Areas). ……………. aims to work with 5 national organisations, by running capacity development programs with them, and we want the Partners to have the chance to put into practice what will be taught at the workshop. This will enable ……….. to review progress. In order to do that, we will need to provide them with some funds (so they can actually do the work).
However, we note that under “ineligible costs”, it includes “sub-granting or financial support to third parties”. Please can you clarify;
- does that mean ………. cannot use this grant to fund the national partner organisations/NSAs to deliver some policy measures in their respective countries?
- can we provide funds for our 5 ………. partner organisations (NSAs) by contracting them as a Professional Service?

Sincerely appreciate your advice on the above.

Thank you for your enquiry. Please refer to our responses below:

- does that mean ……….cannot use this grant to fund the national partner organisations/NSAs to deliver some policy measures in their respective countries?

Correct, the grant cannot be used to fund other partners to deliver the project through a sub-granting arrangement. Activities can be organised and conducted with national partner organisations, however, the delivery, management and acquittals of the activities are the responsibility of the Grant recipient.

- can we provide funds for our 5 ……….. partner organisations (NSAs) by contracting them as a Professional Service?

In regards to contracting partners through professional / technical assistance service arrangements, this can be allowed but do note that ……… need to demonstrate and record evidence that the procurement of these services were conducted through transparent and accountable processes.

 

Question 3:
Hi! Our organisation ………………… is very interested in submitting a proposal under the NSA grant LOT 1 “Action at Regional Level”. We wish to pose few questions to understand some technical details, eligibility criteria for this NSA grant fund and was hoping if you could advise us and perhaps provide clarity on these questions.

1. Our organisation ……………………. is a Regional Non-State Actor and we represent members who are National ……………………. One of our main services to our members are capacity building, providing technical assistance, advocacy, policy engagement, development and implementation.
a. Does our organisation qualify for the 2017 NSA grants under LOT 1 Action at Regional Level?

2. It is mentioned in the application form for Lot 1 Action at Regional Level that Note: “Letters of Support from each National Partner included in the action are required for regional activities”. Our organisation has (20)[1]members, the project will cover all these members, does each national partner have to write individual support letters or one letter from ……… Management Committee, written by Chairman or organistion CEO suffice as support letter representing all our national partners support?

3. Can you explain how the 7% indirect cost be included in the final budget of the project proposal?

Thank you for your enquiry. Please refer to our responses below:

1. Our organisation ……………………. is a Regional Non-State Actor and we represent members who are National ……………………. One of our main services to our members are capacity building, providing technical assistance, advocacy, policy engagement, development and implementation.
a. Does our organisation qualify for the 2017 NSA grants under LOT 1 Action at Regional Level?

The “eligibility criteria for applicants” is stated in section 2.2.1 (page 6) of the published Guidelines for Grant Applicants. In regards to the query on applying under LOT 1 Action, the ADFIP proposal will need to show partnership with national partner organisations and provide letters of support from each National partner included in the proposal.

2. It is mentioned in the application form for Lot 1 Action at Regional Level that Note: “Letters of Support from each National Partner included in the action are required for regional activities”. Our organisation has (20)[1]members, the project will cover all these members, does each national partner have to write individual support letters or one letter from ……… Management Committee, written by Chairman or organistion CEO suffice as support letter representing all our national partners support?

We would encourage individual letters of support to demonstrate that partners have been consulted and are committed to the activities proposed.

3. Can you explain how the 7% indirect cost be included in the final budget of the project proposal?

Applicants can include a budget line on “indirect costs” to cover the organisation’s administrative overheads while implementing the project. A maximum of 7% of the total “direct” eligible costs of the project can be proposed for the “Indirect Costs” budget line (this should cover a contribution to the operational overheads such as rent, electricity, internet etc). Please refer to the budget proposal template: http://grants.forumsec.org/images/GR03_Guidelines/Annex2_GR03_budget_Final.xlsx

 

Question 4:
………………. is a registered NGO under our laws and we have a certificate, We also have a bank account under our name, however, we have not done any audit, would you accept a bank statement from the bank?


Thank you for your email. The submission of a recent audit report is part of the established requirements for applicants applying for Grants through the NSA Grant Facility.


The NSA Grant Facility is funded through the European Union and there are stringent rules to the management and acquittal of the Grant funding. In the published Guidelines for Grant Applicants, the evaluation and selection process highlights that proposals are assessed by an evaluation committee and shortlisted applicants are subjected to a finance and management capacity assessment conducted by independent external assessors to determine if the organisation is Grant ready or not.


The submission of recent audit report as part of the Grant application is to ascertain at the earlier stage of the evaluation process to see if the applicant can demonstrate evidence of checks and balances of the organisation’s financial management systems. A bank statement from the bank may not be considered as a sufficient supporting document by the Grants evaluation committee.