Contracting Authority: European Commission
EU4Youth
Fostering youth employment and societal change through social entrepreneurship
Guidelines for grant applicants
Budget line: 22.04.02.02
Reference:
EuropeAid/162818/DH/ACT/Multi
Deadline for submission of concept notes:

29/03/2019 at 17:00 (Brussels date and time)
(in order to convert to local time click here)

NOTICE
This is a restricted call for proposals. In the first instance, only concept notes (Part A of the grant application form) must be submitted for evaluation. Thereafter, lead applicants who have been pre-selected will be invited to submit a full application. After the evaluation of the full applications, an eligibility check will be performed for those which have been provisionally selected. Eligibility will be checked on the basis of the supporting documents requested by the contracting authority and the signed ‘declaration by the lead applicant’ sent together with the full application.
To apply to this call for proposals organisations must register in PADOR and submit their application in PROSPECT (see section 2.2.2 of the guidelines). The aim of PROSPECT is to increase the efficiency of the management of the call for proposals and to offer a better service to civil society organisations through a new panel of functionalities such as the on-line submission and the possibility to follow up online the status of their application.
All organisations can find the e-learning (Annex L) and the PROSPECT users' manual (Annex M) and the FAQ published together with the documents of this call. You may also contact our technical support team via the online support form in PROSPECT.

Table of contents
1.	«EU4Youth – Fostering youth employment and societal change through social entrepreneurship»
1.1.	Background
1.2.	Objectives of the programme and priority issues
1.3.	Financial allocation provided by the contracting authority
2.	Rules FOR thIS call for proposalS
2.1.	Eligibility criteria
2.1.1.	Eligibility of applicants (i.e. lead applicant and co-applicant(s))
2.1.2.	Affiliated entities
2.1.3.	Associates and contractors
2.1.4.	Eligible actions: actions for which an application may be made
2.1.5.	Eligibility of costs: costs that can be included
2.2.	How to apply and the procedures to follow
2.2.1.	Concept note content
2.2.2.	Where and how to send concept notes
2.2.3.	Deadline for submission of concept notes
2.2.4.	Further information about concept notes
2.2.5.	Full applications
2.2.6.	Where and how to send full applications
2.2.7.	Deadline for submission of full applications
2.2.8.	Further information about full applications
2.3.	Evaluation and selection of applications
2.4.	Submission of supporting documents for provisionally selected applications
2.5.	Notification of the Contracting Authority’s decision
2.5.1.	Content of the decision
2.5.2.	Indicative timetable
2.6.	Conditions for implementation after the contracting authority’s decision to award a grant
3.	LIST OF annexes

1.	EU4Youth – Fostering youth employment and societal change through social entrepreneurship
1.1.	Background
In its 2015 European Neighbourhood Policy (ENP) Review, the EU highlights youth as a priority area, and improving prospects for youth as a key to stabilise societies. This is why the 5th EaP Summit of November 2017 endorsed a new Youth and Education Package as one of the key EaP "20 Deliverables for 2020", which aims to create the necessary conditions for youth to study, work, participate in society and fulfil their potential. The 3rd EaP Youth Forum in June 2017 in Warsaw also emphasised the need to focus on supporting and empowering the young generation through a comprehensive youth policy framework.
Young people in the Eastern Partnership (EaP) region are facing a number of common socio-economic challenges. Since the beginning of the transition to a market economy, the youth situation in labour market has worsened and youth transition to work has lengthened and become more uncertain. This is inter alia due to skills mismatches, insufficient business and managerial competences, non-inclusive education and training, and lack of active labour market policies and activation strategies. In this context, social entrepreneurship can be a pathway to a successful transition for many young people, while contributing to achieving wider social, environmental and community objectives.
Nevertheless, there is currently no clear understanding of the concept of social entrepreneurship in Eastern Partner Countries, all of which either lack legal regulation or implementation measures favouring the development of social enterprises. National governments also do not provide sufficient support in the form of subsidies, tax incentives, or trainings. Indeed, most of the funding comes from foreign donor organizations, which however do not have any coordination or cooperation mechanisms among each other and with other key stakeholders. Moreover, aspiring social entrepreneurs often lack skills and knowledge in terms of access to funding and production capacity, with the consequence that the vast majority of social enterprises do not go beyond the blueprint stage of development. 
Given this context, this Call for Proposals will contribute to realising the potential of young social entrepreneurs by developing their capacity, as well as by supporting the establishment of favourable ecosystem for social entrepreneurship.
1.2.	Objectives of the programme and priority issues 
Building on the activities and results achieved under the first phase of the ongoing EU4Youth programme launched at the end of 2017, the second phase will continue to foster the employability and the active participation of youth in society and economy, by developing their skills and supporting them in becoming leaders and entrepreneurs. 
The global objective of this call for proposals is to foster the entrepreneurial potential of young people from the EaP region in the field of social entrepreneurship, notably with a view to contributing to social cohesion, employment, inclusion and reduction of inequalities.
The specific objective(s) of this call for proposals is/are:
1.	To provide creative young people from the EaP region with the necessary knowledge and skills to set-up sustainably run social enterprises ;
2.	To support the development of a favourable ecosystem for social enterprises to develop and prosper in Eastern Partner Countries. 

The priorities of this call for proposals are: 
•	Support in particular social enterprises started or developed by young people that have potential for realising innovative solutions with a clear social and environmental impact, scaling their innovative approach and transferring it to other young entrepreneurs.
•	Encourage cooperation and coordination among key stakeholders in the fields of social entrepreneurship, e.g. policy makers, social entrepreneurs, financial intermediaries, international donors.
•	Ensure reach-out to disadvantaged youth, including young people from rural areas and young women.
1.3.	Financial allocation provided by the contracting authority
The overall indicative amount made available under this call for proposals is EUR 6 million. The contracting authority reserves the right not to award all available funds.
Size of grants
Any grant requested under this call for proposals must fall between the following minimum and maximum amounts:
•	minimum amount: EUR 750 000.
•	maximum amount: EUR 1 500 000.
Any grant requested under this call for proposals must fall between the following minimum and maximum percentages of total eligible costs of the action:
•	Minimum percentage: 50% of the total eligible costs of the action.
•	Maximum percentage: 90% of the total eligible costs of the action (see also Section 2.1.5). 
Any grant requested under this call for proposals which includes in the proposed budget in-kind contributions (including volunteer’s work) and/or non-eligible taxes must further be limited to 10% of the estimated total accepted costs. In case during the implementation of the action progress and final reports show that the total accepted costs are equal to the total eligible costs, the percentage applicable to the total accepted costs applies to the total eligible costs to ensure the required co-financing.
Wherever in the call for proposals a reference to the percentage of eligible costs is made, the further limitation to the percentage applicable to the total accepted costs will apply. As a reminder, before sending your application please check that the requested contribution is equal to or less than the maximum percentage of the estimated total accepted costs allowed.
The balance (i.e. the difference between the total cost of the action and the amount requested from the contracting authority) must be financed from sources other than the general budget of the Union or the European Development Fund.

2.	Rules FOR thIS call for proposalS
These guidelines set out the rules for the submission, selection and implementation of the actions financed under this call, in conformity with the practical guide, which is applicable to the present call (available on the internet at this address http://ec.europa.eu/europeaid/prag/document.do?locale=en).
2.1.	Eligibility criteria
There are three sets of eligibility criteria, relating to:
(1)	the actors:
•	The ‘lead applicant’, i.e. the entity submitting the application form (2.1.1),
•	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)’) (2.1.1), 
•	and, if any, affiliated entity(ies) to the lead applicant and/or to a co-applicant(s). (2.1.2);
(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).
2.1.1.	Eligibility of applicants (i.e. lead applicant and co-applicant(s))
Lead applicant
(1)	In order to be eligible for a grant, the lead applicant must:
•	be a legal person and 
•	be a specific type of organisation such as (among others): social cooperatives, private companies, mutual organisations, non-profit associations, voluntary organisations, charities and foundations
•	be established in an Eastern Partnership Country (Armenia, Azerbaijan, Belarus, Georgia, the Republic of Moldova and Ukraine) or an EU Member State
 [‘For British applicants: Please be aware that eligibility criteria must be complied with for the entire duration of the grant. Unless sector specific eligibility rules provide otherwise12, if the United Kingdom withdraws from the EU during the grant period without concluding an agreement with the EU ensuring in particular that British applicants continue to be eligible, you will cease to receive EU funding (while continuing, where possible to participate) or will be required to leave the project on the basis of Article [insert reference to the Article allowing termination of the grant agreement (change of the legal situation of the beneficiary)] of the grant agreement’.]  and
•	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.
(2)	Potential applicants may not participate in calls for proposals or be awarded grants if they are in any of the situations listed in Section 2.6.10.1 of the practical guide;
Lead applicants, co-applicants, affiliated entities and, in case of legal entities, persons who have powers of representation, decision-making or control over the lead applicant, the co-applicants and the affiliated entities are informed that, should they be in one of the situations of early detection or exclusion according to Section 2.6.10.1 of the practical guide, personal details (name, given name if natural person, address, legal form and name and given name of the persons with powers of representation, decision-making or control, if legal person) may be registered in the early detection and exclusion system, and communicated to the persons and entities concerned in relation to the award or the execution of a grant contract. 
In Part A, Section 3 and Part B Section 8 of the grant application form (‘declaration(s) by the lead applicant’), the lead applicant must declare that the lead applicant himself, the co-applicant(s) and affiliated entity(ies) are not in any of these situations.
The lead applicant must act with co-applicant(s) as specified hereafter.
If awarded the grant contract, the lead applicant will become the beneficiary identified as the coordinator in Annex E3h1 (special conditions). The coordinator is the main interlocutor of the contracting authority. It represents and acts on behalf of any other co-beneficiary (if any) and coordinates the design and implementation of the action.
Co-applicant(s)
Projects must involve organisations (as lead applicant and/or co-applicants) established in at least two Eastern Partner Countries (Armenia, Azerbaijan, Belarus, Georgia, Republic of Moldova, Ukraine). In other terms, any proposed action must be submitted by a grouping of minimum three entities (i.e. one lead applicant + minimum 2  co-applicant), with minimum two of these entities being registered in two different Eastern Partner Countries.
Co-applicants participate in designing and implementing the action, and the costs they incur are eligible in the same way as those incurred by the lead applicant. 
Co-applicants must satisfy the eligibility criteria as applicable to the lead applicant himself.
In addition to the categories referred to in Section 2.1.1, the following are however also eligible: non-governmental organisation, public sector operator, local authority and international (inter-governmental) organisation.
Co-applicants must sign the mandate in Part B Section 4 of the grant application form.
(3)  Applicants included in the lists of EU restrictive measures (see Section 2.4. of the PRAG) at the moment of the award decision cannot be awarded the contract.
If awarded the grant contract, the co-applicants will become beneficiary(ies) in the action (together with the coordinator). 
2.1.2.	Affiliated entities
The lead applicant and its co-applicant(s) may act with affiliated entity(ies).
Only the following entities may be considered as affiliated entities to the lead applicant and/or to co-applicant(s):
Only entities having a structural link with the applicants (i.e. the lead applicant or a co-applicant), in particular a legal or capital link.
This structural link encompasses mainly two notions:
(i) 	Control, as defined in Directive 2013/34/EU on the annual financial statements, consolidated financial statements and related reports of certain types of undertakings:
Entities affiliated to an applicant may hence be:
-	Entities directly or indirectly controlled by the applicant (daughter companies or first-tier subsidiaries). They may also be entities controlled by an entity controlled by the applicant (granddaughter companies or second-tier subsidiaries) and the same applies to further tiers of control;
-	Entities directly or indirectly controlling the applicant (parent companies). Likewise, they may be entities controlling an entity controlling the applicant;
-	Entities under the same direct or indirect control as the applicant (sister companies).
(ii) 	Membership, i.e. the applicant is legally defined as a e.g. network, federation, association in which the proposed affiliated entities also participate or the applicant participates in the same entity (e.g. network, federation, association) as the proposed affiliated entities.
The structural link shall as a general rule be neither limited to the action nor established for the sole purpose of its implementation. This means that the link would exist independently of the award of the grant; it should exist before the call for proposals and remain valid after the end of the action.
By way of exception, an entity may be considered as affiliated to an applicant even if it has a structural link specifically established for the sole purpose of the implementation of the action in the case of so-called ‘sole applicants’ or ‘sole beneficiaries’.  A sole applicant or a sole beneficiary is a legal entity formed by several entities (a group of entities) which together comply with the criteria for being awarded the grant. For example, an association is formed by its members.
	What is not an affiliated entity? 
The following are not considered entities affiliated to an applicant:
-	Entities that have entered into a (procurement) contract or subcontract with an applicant, act as concessionaires or delegatees for public services for an applicant,
-	Entities that receive financial support from the applicant,
-	Entities that cooperate on a regular basis with an applicant on the basis of a memorandum of understanding or share some assets,
-	Entities that have signed a consortium agreement under the grant contract (unless this consortium agreement leads to the creation of a ‘sole applicant’ as described above).
How to verify the existence of the required link with an applicant?
The affiliation resulting from control may in particular be proved on the basis of the consolidated accounts of the group of entities the applicant and its proposed affiliates belong to.
The affiliation resulting from membership may in particular be proved on the basis of the statutes or equivalent act establishing the entity (network, federation, association) which the applicant constitutes or in which the applicant participates.
If the applicants are awarded a grant contract, their affiliated entity(ies) will not become beneficiary(ies) of the action and signatory(ies) of the grant contract. However, they will participate in the design and  in the implementation of the action and the costs they incur (including those incurred for implementation contracts and financial support to third parties) may be accepted as eligible costs, provided they comply with all the relevant rules already applicable to the beneficiary(ies) under the grant contract.
Affiliated entity(ies) must satisfy the same eligibility criteria as the lead applicant and the co-applicant(s).  They must sign the affiliated entity(ies) statement in Part B Section 5 of the grant application form.
2.1.3.	Associates and contractors
The following entities are not applicants nor affiliated entities and do not have to sign the ‘mandate for co-applicant(s)’ or ‘affiliated entities' statement’:
•	Associates
Other organisations or individuals may be involved in the action. Such associates play a real role in the action but 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. Associates must be mentioned in Part B Section 6 — ‘Associates participating in the action’ — of the grant application form. 
•	Contractors
The beneficiaries and their affiliated entities are permitted to award contracts. Associates or 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.
2.1.4.	Eligible actions: actions for which an application may be made
Definition: 
An action is composed of a set of activities.
Duration
The initial planned duration of an action may not be lower than 24 months nor exceed 34 months.
Sectors or themes
The specific sectors or themes to which the action must relate are described under the section 1.2 above. Actions must fall under at least one of the Objectives (Priorities) listed at 1.2 above and must relate to entrepreneurial skills development, promotion of educational and training opportunities for youth (including disadvantaged youth, internally displaced) and support to policy development and coordination. 
Location
Actions must take place in two or more of the following country(ies): Armenia, Azerbaijan, Belarus, Georgia, Republic of Moldova, Ukraine. Actions may target the sub-national levels.
Types of action
•	Mentorship and training actions for young people in the field of social entrepreneurship, such as staff exchanges, workshops, seminars, capacity-building actions, train-the-trainer events, and the development of online training tools or other training modules.  
•	Actions aiming at the creation and improving of networks/partnerships among key stakeholders (policy makers, social enterprises, financial intermediaries, international donors), mutual learning, cooperation, awareness-raising and dissemination activities, such as (i) the identification of, and exchanges on, good practices, innovative approaches and experiences; (ii) the organisation of peer reviews and mutual learning; (iii) the organisation of conferences, seminars.
•	Establishment of relevant business support structures (hubs, incubators, accelerators, labs, universities, research centres), including through financial support to third parties.
The following types of action are ineligible:
•	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;
•	Credit to third parties. 
Types of activity
Activities supported under this call may include, but are not limited to, the following:
•	Organisation of workshops and seminars, peer-learning visits, coaching and mentoring, train-the-trainer events;
•	Design, production and application of tools and methodologies for capacity development (training curricula, handbooks for teachers and trainers, compendia of good practice, virtual libraries, guidelines etc.) and information material;
•	Mentorship schemes, internships, on-the-job trainings;
•	Awareness-raising and dissemination activities; such as (i) the identification of, and exchanges on, good practices, innovative approaches and experiences; (ii) the organisation of; (iii) the organisation of conferences, seminars.
•	Organisation of peer-reviews and mutual learning events among key stakeholders for the exchange of good practices, innovative approaches and experiences;
•	Establishment of hubs, incubators, accelerators, labs for social enterprises;
•	Competitions for young entrepreneurs in the field of social entrepreneurship;
•	Financial support to third parties.
The following activities are ineligible:
•	Profit-making activities;
•	Statutory meetings of partner organisations (including the applicant).
Financial support to third parties 
Applicants may propose financial support to third parties.
Applicants may propose financial support to third parties in order to help achieving the objectives of the action. 
The maximum amount of financial support per third party is EUR 60 000.
Under this call, financial support to third parties is not considered essential to achieve the objective of the action.
In compliance with the present guidelines and notably of any conditions or restrictions in this Section, the lead applicant should define mandatorily in Section 2.1.1 of the grant application form: 
(i)	the overall objectives, the specific objective(s) and the outputs (i.e. the results) to be achieved with the financial support 
(ii)	the different types of activities eligible for financial support, on the basis of a fixed list 
(iii)	the types of persons or categories of persons which may receive financial support  
(iv)	the criteria for selecting these entities and giving the financial support  
(v)	the criteria for determining the exact amount of financial support for each third entity, and 
(vi)	the maximum amount which may be given.
In all events, the mandatory conditions set above for giving financial support (points (i) to (vi)) have to be strictly defined in the grant contract as to avoid any exercise of discretion.
If financial support to third parties is used, specific conditions and restrictions apply to this Call for Proposals:
In order to be eligible for financial support, entities must fulfil the same eligibility criteria as co-applicants as defined in chapter 2.1.1.
In the same sense, in order to be eligible for financial support, the activities implemented by those entities must fulfil the eligibility criteria as defined in chapter 2.1.4.
Visibility
The applicants must take all necessary steps to publicise the fact that the European Union has financed or co-financed the action. As far as possible, actions that are wholly or partially funded by the European Union must incorporate information and communication activities designed to raise the awareness of specific or general audiences of the reasons for the action and the EU support for the action in the country or region concerned, as well as the results and the impact of this support.
Applicants must comply with the objectives and priorities and guarantee the visibility of the EU financing (see the Communication and Visibility Manual for EU external actions specified and published by the European Commission at http://ec.europa.eu/europeaid/funding/communication-and-visibility-manual-eu-external-actions_en).
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.
A co-applicant/affiliated entity may not be the co-applicant or affiliated entity in more than two applications under this call for proposals.
A co-applicant/affiliated entity may not be awarded more than two grants under this call for proposals.
2.1.5.	Eligibility of costs: costs that can be included 
Only ‘eligible costs’ can be covered by a grant. The categories of costs that are eligible and non-eligible are indicated below. The budget is both a cost estimate and an overall ceiling for ‘eligible costs’. 
The reimbursement of eligible costs may be based on any or a combination of the following forms:
•	actual costs incurred by the beneficiary(ies) and affiliated entity(ies);
•	one or more simplified cost options.
Simplified cost options may take the form of:
•	unit costs: covering all or certain specific categories of eligible costs which are clearly identified in advance by reference to an amount per unit.
•	lump sums: covering in global terms all or certain specific categories of eligible costs which are clearly identified in advance.
•	flat-rate financing: covering specific categories of eligible costs which are clearly identified in advance by applying a percentage fixed ex ante.

Simplified costs options (SCOs) are divided in two categories:
1/ “output or result based SCOs”: this category includes costs linked to outputs, results activities, deliverables in the framework of a specific project (for example determination a lump sum for the organisation of a conference, or for the realisation of a determined output/activity). Where possible and appropriate, lump sums, units costs or flat rates shall be determined in such a way to allow their payment upon achievement of concrete output and/or results. This type of SCO can be proposed by the Beneficiary (no threshold is applicable) at proposal’s stage. In case the evaluation committee and the contracting authority are not satisfied with the quality of the justification provided reimbursement on the basis of actually incurred costs is always possible.
2/ "other/recurrent SCOs". This second category entails simplified cost options embedded in the accounting practices of the beneficiary, for which an ex-ante assessment is deemed necessary, considering the need of a consistent application of the conditions required. Examples are: an additional percentage on actual salaries to cover remuneration-related costs or the use of an allocation method to apportion costs of a project office foreseen in the Description of the Action. In order the use of systemic/recurrent SCOs, the beneficiary's accounting practices need to have been positively assessed by an audit firm based on standard ToRs provided by the Commission. To obtain reimbursement of this category of SCOs, the beneficiary shall make reference to the previously obtained ex-ante assessment in the budget justification sheet (annex e3c). 
The amounts or rates have to be based on estimates using objective data such as statistical data or any other objective means or with reference to certified or auditable historical data of the applicants or the affiliated entity(ies). Determining SCO is possible also through ‘expert judgement’ provided by internally available experts or procured in accordance with the applicable rules. Experts must be either commissioned auditors or chartered accountants, or staff of the Commission but cannot be staff of the beneficiary. The methods used to determine the amounts or rates of unit costs, lump sums or flat-rates must comply with the criteria established in Annex K, and especially ensure that the costs correspond fairly to the actual costs incurred by the beneficiary(ies) and affiliated entity(ies), are in line with their accounting practices, no profit is made and the costs are not already covered by other sources of funding (no double funding). Refer to Annex K for the details of the procedure to be followed depending on the type and amount of the costs to be declared as SCO.
Applicants proposing this form of reimbursement, must clearly indicate in worksheet no.1 of Annex B, each heading/item  of eligible costs concerned by this type of financing, i.e. add the reference in capital letters to ‘UNIT COST’ (per month/flight etc.), ‘LUMPSUM’, ‘FLAT RATE’ in the Unit column (see example in Annex K). 
Additionally in Annex B, in the second column of worksheet no.2, ‘Justification of the estimated costs’ per each of the corresponding budget item or heading applicants must:
•	describe the information and methods used to establish the amounts of unit costs, lump sums and/or flat-rates, to which costs they refer, etc for output or result based SCO.
•	clearly explain the formulas for calculation of the final eligible amount.
•	make reference to the previously obtained ex-ante assessment for other/recurrent SCOs.
In case of output or result based SCOs the evaluation committee and the contracting authority decide whether to accept the proposed amounts or rates on the basis of the provisional budget submitted by the applicants, by analysing factual data of grants carried out by the applicants or of similar actions. In case the evaluation committee and the contracting authority are not satisfied with the quality of the justification provided reimbursement on the basis of actually incurred costs is always possible.
No threshold is set ex-ante for the total amount of financing that can be authorised by the contracting authority on the basis of simplified cost options. Other/recurrent SCOs can be declared only if previously successfully ex-ante assessed.
The total amount of financing on the basis of simplified cost options that can be authorised by the Contracting Authority for any of the applicants individually (including simplified cost options proposed by their own affiliated entities) cannot exceed EUR 60 000.
Recommendations to award a grant are always subject to the condition that the checks preceding the signing of the grant contract do not reveal problems requiring changes to the budget (such as arithmetical errors, inaccuracies, unrealistic costs and ineligible costs). The checks may give rise to requests for clarification and may lead the contracting authority to impose modifications or reductions to address such mistakes or inaccuracies. It is not possible to increase the grant or the percentage of EU co-financing as a result of these corrections.
It is therefore in the applicants' interest to provide a realistic and cost-effective budget.

	The grant may take the form of a single lump-sum covering the entire eligible costs of an action or a work programme. 
	Single lump sums may be determined on the basis of the estimated budget, which should comply with the principles of economy, efficiency and effectiveness. Compliance with these principles shall be verified ex ante at the time of evaluation of the grant application.
	When authorising single lump sums the authorising officer responsible shall comply with the conditions applicable to output or result based SCOs.  
	When using this form of financing, the description of the action shall include detailed information on the essential conditions triggering the payment, including, where applicable, the achievement of outputs and/or results.  
The responsible authorising officer may consider that the usual cost accounting practices of the beneficiary are compliant with the conditions applicable to simplified cost options, if they are accepted by national authorities under comparable funding schemes. In this case the grant beneficiary shall demonstrate that the national authority accepted the cost accounting practices and will have to specify in which context this acceptance is given. 
The evaluation committee and the contracting authority will assess if the funding scheme is comparable and in case of positive outcome will consider these practices as if they were ex-ante assessed by an external auditor. 

Eligible direct costs
To be eligible under this call for proposals, costs must comply with the provisions of Article 14 of the general conditions to the standard grant contract (see Annex G of the guidelines).
Contingency reserve
The budget may include a contingency reserve not exceeding 5 % of the estimated direct eligible costs. It can only be used with the prior written authorisation of the contracting authority.
Eligible indirect costs
The indirect costs incurred in carrying out the action may be eligible for flat-rate funding, but the total must not exceed 7 % of the estimated total eligible direct costs. Indirect costs are eligible provided that they do not include costs assigned to another budget heading in the standard grant contract. The lead applicant may be asked to justify the percentage requested before the grant contract is signed. However, once the flat rate has been fixed in the special conditions of the grant contract, no supporting documents need to be provided.
If any of the applicants or affiliated entity(ies) is in receipt of an operating grant financed by the EU, it may not claim indirect costs on its incurred costs within the proposed budget for the action.
Contributions in kind
Contributions in kind mean the provision of goods or services to beneficiaries or affiliated entities free of charge by a third party. As contributions in kind do not involve any expenditure for beneficiaries or affiliated entities, they are normally not eligible costs. 
As an exception, contributions in kind may include personnel costs for the work carried out by volunteers under an action or work programme (which are eligible costs).
Contributions in kind from third parties in the form of volunteers' work, valued on the basis of unit costs defined and authorised by the contracting authority, shall be presented in the estimated budget, separately from the other eligible costs (i.e. as an accepted costs together with other contributions in kind). 
Volunteers' work may comprise up to 50 % of the co-financing. For the purposes of calculating this percentage, contributions in kind and other co-financing shall be based on estimates provided by the applicant.
When the estimated costs include volunteers' work, the grant shall not exceed the estimated eligible costs other than the costs for volunteers' work.
The contracting authority may accept co-financing in kind, if considered necessary or appropriate. In such cases, the value of such contributions must not exceed:
a)	either the costs actually borne and duly supported by accounting documents;
b)	or the costs generally accepted on the concerned market of reference,
c)	or, for volunteers' work, the unit cost defined in the budget and accepted by the contracting authority for a maximum of 50% of the co-financing..
Contributions involving real estate must be excluded from the calculation of the amount of co-financing. In kind contributions must comply with national tax and social security rules.
If co-financing in kind is proposed, it must be included in Annex B (Worksheet 3) to the guidelines for applicants on the expected sources of funding for the action. The same amount must be indicated in the budget (worksheet 1).
NB. Given the difficulty of evaluating contributions in kind if accepted as co-financing, the contracting authority should only accept contributions in kind as co-financing in exceptional cases, subject to possible evaluation of such contributions. However, refusal of co-financing in kind for low value grants (i.e. any grant up to EUR 60 000) – if proposed but not considered appropriate or necessary - should be clearly justified
Ineligible costs
The following costs are not eligible:
•	debts and debt service charges (interest);
•	provisions for losses or potential future liabilities;
•	costs declared by the beneficiary(ies) and financed by another action or work programme receiving a European Union (including through EDF) grant;
•	purchases of land or buildings, except where necessary for the direct implementation of the action, in which case ownership must be transferred in accordance with Article 7.5 of the general conditions of the standard grant contract, at the latest at the end of the action;
•	currency exchange losses;
•	credit to third parties;
•	salary costs of the personnel of national administrations.

Ethics clauses and Code of Conduct
a) Absence of conflict of interest
The applicant must not be affected by any conflict of interest and must have no equivalent relation in that respect with other applicants or parties involved in the actions. Any attempt by an applicant to obtain confidential information, enter into unlawful agreements with competitors or influence the evaluation committee or the contracting authority during the process of examining, clarifying, evaluating and comparing applications will lead to the rejection of its application and may result in administrative penalties according to the Financial Regulation in force. 
b) Respect for human rights as well as environmental legislation and core labour standards 
The applicant and its staff must comply with human rights. In particular and in accordance with the applicable act, applicants who have been awarded contracts must comply with the environmental legislation including multilateral environmental agreements, and with the core labour standards as applicable and as defined in the relevant International Labour Organisation conventions (such as the conventions on freedom of association and collective bargaining; elimination of forced and compulsory labour; abolition of child labour).
Zero tolerance for sexual exploitation and sexual abuse:
The European Commission applies a policy of 'zero tolerance' in relation to all wrongful conduct which has an impact on the professional credibility of the applicant.  
Physical abuse or punishment, or threats of physical abuse, sexual abuse or exploitation, harassment and verbal abuse, as well as other forms of intimidation shall be prohibited. 

c) Anti-corruption and anti-bribery 
The applicant shall comply with all applicable laws and regulations and codes relating to anti-bribery and anti-corruption. The European Commission reserves the right to suspend or cancel project financing if corrupt practices of any kind are discovered at any stage of the award process or during the execution of a contract and if the contracting authority fails to take all appropriate measures to remedy the situation. For the purposes of this provision, ‘corrupt practices’ are the offer of a bribe, gift, gratuity or commission to any person as an inducement or reward for performing or refraining from any act relating to the award of a contract or execution of a contract already concluded with the contracting authority.
      d)  Unusual commercial expenses 
Applications will be rejected or contracts terminated if it emerges that the award or execution of a contract has given rise to unusual commercial expenses. Such unusual commercial expenses are commissions not mentioned in the main contract or not stemming from a properly concluded contract referring to the main contract, commissions not paid in return for any actual and legitimate service, commissions remitted to a tax haven, commissions paid to a payee who is not clearly identified or commissions paid to a company which has every appearance of being a front company.
Grant beneficiaries found to have paid unusual commercial expenses on projects funded by the European Union are liable, depending on the seriousness of the facts observed, to have their contracts terminated or to be permanently excluded from receiving EU/EDF funds.
e) Error, irregularities or fraud
The contracting authority reserves the right to suspend or cancel the procedure, where the award procedure proves to have been subject to substantial errors, irregularities or fraud. If substantial errors, irregularities or fraud are discovered after the award of the contract, the contracting authority may refrain from concluding the contract.
2.2.	How to apply and the procedures to follow
To apply for this call for proposals the lead applicants need to:
I.	Provide information about the organisations involved in the action. Please note that the registration of this data in PADOR is obligatory for this call for proposals:
Concept note step: Registration is obligatory for lead applicants applying for EU contributions of more than EUR 60 000.
Full application step: Registration is obligatory for co-applicant(s) and affiliated entity(ies). Lead applicants must make sure that their PADOR profile is up to date. 
II.	Provide information about the action in the documents listed under sections 2.2.2 (concept note) and 2.2.5 (full application). Please note that online submission via PROSPECT is obligatory for this call,
PADOR is an on-line database in which organisations register and update information concerning their entity. Organisations registered in PADOR get a unique ID (EuropeAid ID) which they must mention in their application. PADOR is accessible via the website: http://ec.europa.eu/europeaid/pador_en 
It is strongly recommended to register in PADOR well in advance and not to wait until the last minute before the  deadline to submit your application in PROSPECT. 
If it is impossible to register online in PADOR for technical reasons, the applicants and/or affiliated entity(ies) must complete the ‘PADOR off-line form attached to these guidelines. This form must be sent together with the application, by the submission deadline (see sections 2.2.2 and 2.2.5). 
Before starting using PADOR and PROSPECT, please read the user guides available on the website. All technical questions related the use of these systems should be addressed to the IT helpdesk at EuropeAid-IT-support@ec.europa.eu via the online support form in PROSPECT.
2.2.1.	Concept note content  
Applications must be submitted in accordance with the concept note instructions in the grant application form annexed to these guidelines (Annex A). 
Applicants must apply in English.
Please note that:
1.	In the concept note, 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. A detailed budget is to be submitted only by the lead applicants invited to submit a full application in the second phase. 
2.	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 %. Lead applicants are free to adapt the percentage of co-financing required within the minimum and maximum amount and percentages of co-financing, as laid down in these guidelines in Section 1.3. The lead applicant may replace a co-applicant or an affiliated entity only in duly justified cases (e.g. bankruptcy of initial co-applicant or affiliated entity). In this case the new co-applicant/affiliated entity must be of a similar nature as the initial one. The lead applicant may adjust the duration of the action if unforeseen circumstances outside the scope of the applicants have taken place following the submission of the concept note and require such adaptation (risk of action not being carried out). In such cases the duration must remain within the limits imposed by the guidelines for applicants. An explanation/justification of the relevant replacement/adjustment shall be included in an accompanying letter or email. 
Own contributions by the applicants can be replaced by other donors' contributions at any time.
3.	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 should be sent.
Any error or major discrepancy related to the concept note instructions may lead to the rejection of the concept note.
Clarifications will only be requested when information provided is not sufficient to conduct an objective assessment. 
Hand-written concept notes will not be accepted.
2.2.2.	Where and how to send concept notes
The concept note together with the declaration by the lead applicant (Annex A.1 section 2) must be submitted online via PROSPECT https://webgate.ec.europa.eu/europeaid/prospect following the instructions given in the PROSPECT user manual.
Upon submission of a concept note online, the lead applicant will receive an automatic confirmation of receipt in its PROSPECT profile. 
Please note that incomplete concept notes may be rejected. Lead applicants are advised to verify that their concept note is complete by using the checklist for concept note (Annex A.1, Instructions).
2.2.3.	Deadline for submission of concept notes 
The deadline for the submission of concept notes is at 29 March 2019 at 17:00 (Brussels date and time).  In order to convert this deadline to local time you can use any online time converter tool that takes into account time zones and winter/summer time changes (example available here). The lead applicant is strongly advised not to wait until the last day to submit its concept note, since heavy Internet traffic or a fault with the Internet connection (including electricity failure, etc.) could lead to difficulties in submission. The Contacting Authority cannot be held responsible for any delay due to such afore-mentioned difficulties. 
Any concept note submitted after the deadline will be rejected.
2.2.4.	Further information about concept notes
Questions may be sent by e-mail no later than 21 days before the deadline for the submission of concept notes to the address(es) below, indicating clearly the reference of the call for proposals:
E-mail address: NEAR-CALL-162818@ec.europa.eu 
The contracting authority has no obligation to provide clarifications to questions received after this date.
Replies will be given no later than 11 days before the deadline for submission of concept notes. 
To ensure equal treatment of applicants, the contracting authority cannot give a prior opinion on the eligibility of lead applicants, co-applicants, affiliated entity(ies), an action or specific activities.
No individual replies will be given to questions. All questions and answers as well as other important notices to applicants during the course of the evaluation procedure will be published via PROSPECT. It is therefore advisable to consult the abovementioned website regularly in order to be informed of the questions and answers published.
All questions related to registration in PADOR or the online submission via PROSPECT should be addressed to the IT helpdesk at EuropeAid-IT-support@ec.europa.eu via the online support form in PROSPECT: Please note that the working languages of the IT support are: English French and Spanish. Therefore users are invited to send their questions in English, French or Spanish should they wish to benefit from an optimum response time.
2.2.5.	Full applications 
Lead applicants invited to submit a full application following pre-selection of their concept note must do so using Part B of the grant application form annexed to these guidelines (Annex A). Lead applicants should then keep strictly to the format of the grant application form and fill in the paragraphs and pages in order. 

The elements outlined in the concept note cannot be modified by the lead applicant in the full application. The EU contribution may not vary from the initial estimate by more than 20 %, although lead applicants are free to adapt the percentage of co-financing required within the minimum and maximum amount and percentages of co-financing, as laid down in these guidelines under Section 1.3. The lead applicant may replace a co-applicant or an affiliated entity only in duly justified cases (e.g. bankruptcy of initial coapplicant or affiliated entity). In this case the new co-applicant/affiliated entity must be of a similar nature as the initial one. The lead applicant may adjust the duration of the action if unforeseen circumstances outside the scope of the applicants have taken place following the submission of the concept note and require such adaptation (risk of action not being carried out). In such cases the duration must remain within the limits imposed by the guidelines for applicants. An explanation/justification of the relevant replacement/adjustment shall be included in an accompanying letter or email. 

Lead applicants must submit their full applications in the same language as their concept notes. A copy of the lead applicant’s accounts of the latest financial year (the profit and loss account and the balance sheet for the last financial year for which the accounts have been closed) must be uploaded in PADOR by the full application deadline. A copy of the latest account is neither required from (if any) the co-applicant(s) nor from (if any) affiliated entity(ies)). 
Please complete the full application form carefully and as clearly as possible so that it can be assessed properly.  
Any error related to the points listed in the checklist (Part B, Section 7 of the grant application form) or any major inconsistency in the full application (e.g. if the amounts in the budget worksheets are inconsistent) may lead to the rejection of the application. 
Clarifications will only be requested when information provided is unclear and thus prevents the contracting authority from conducting an objective assessment. 
Hand-written applications will not be accepted. 
Please note that only the full application form and the published annexes which have to be filled in (budget, logical framework) will be transmitted to the evaluators (and assessors, if used). It is therefore of utmost importance that these documents contain ALL the relevant information concerning the action.  
With the full application the lead applicant also has to submit completed organisation data forms (Annex F) for the lead applicant, each (if any) co-applicants and each (if any) affiliated entities22. 
No additional annexes should be sent.
2.2.6.	Where and how to send full applications 
Full application forms together with the budget, the logical framework and the declaration by the lead applicant must be submitted online via PROSPECT https://webgate.ec.europa.eu/ europeaid/prospect following the instructions given in the users’ manual. 
Upon submission of the full application online, the lead applicants will receive an automatic confirmation of receipt in their PROSPECT profile. 
Please note that incomplete applications may be rejected. Lead applicants are advised to verify that their application is complete using the checklist (Annex A.2, Instructions).
2.2.7.	Deadline for submission of full applications 
The deadline for the submission of full applications will be indicated in the letter sent to the lead applicants whose application has been pre-selected. This letter will appear online automatically in the PROSPECT profile of the lead applicant.
Lead applicants are strongly advised not to wait until the last day to submit their full applications, since heavy Internet traffic or a fault with the Internet connection (including electricity failure, etc.) could lead to difficulties in submission. The Contacting Authority cannot be held responsible for any delay due to such afore-mentioned difficulties.  
Any application submitted after the deadline will be rejected.  
2.2.8.	Further information about full applications 
Questions may be sent by e-mail no later than 21 days before the deadline for the submission of full applications to the addresses listed below, indicating clearly the reference of the call for proposals:
E-mail address: NEAR-CALL-162818@ec.europa.eu 
The contracting authority has no obligation to provide clarifications to questions received after this date.
Replies will be given no later than 11 days before the deadline for the submission of full applications. 
To ensure equal treatment of applicants, the contracting authority cannot give a prior opinion on the eligibility of lead applicants, co-applicants, affiliated entity(ies), or an action.
No individual replies will be given to questions. All questions and answers as well as other important notices to applicants during the course of the evaluation procedure, will be published via PROSPECT. It is therefore advisable to consult the abovementioned website regularly in order to be informed of the questions and answers published.
All questions related to registration in PADOR or the online submission via PROSPECT should be addressed to the IT helpdesk at EuropeAid-IT-support@ec.europa.eu via the online support form in PROSPECT. Please note that the working languages of the IT support are: English French and Spanish. Therefore users are invited to send their questions in English, French or Spanish should they wish to benefit from an optimum response time.
2.3.	Evaluation and selection of applications
Applications will be examined and evaluated by the contracting authority with the possible assistance of external assessors. All applications will be assessed according to the following steps and criteria.
If the examination of the application reveals that the proposed action does not meet the eligibility criteria stated in Section 2.1, the application will be rejected on this sole basis. 
(1)	
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 A 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.
The concept notes that pass this check will be evaluated on the relevance and design of the proposed action.
The concept notes will receive an overall score out of 50 using the breakdown in the evaluation grid below. 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.
Evaluation Grid
Section	Maximum Score	
1. Relevance of the action	20	
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 (final beneficiaries, target groups)? 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]	5	
2. Design of the action	30	
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, 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	
Maximum total score	50	
**: this scores is multiplied by 2 because of its importance
Once all concept notes have been assessed, a list will be drawn up with the proposed actions ranked according to their total score. 
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 equal to 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 for each lot, 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.

(2) STEP 2: EVALUATION OF THE FULL APPLICATION 
Firstly, the following will be assessed:
•	If the submission deadline has been met. Otherwise, the application will automatically be rejected.
•	If the full application satisfies all the criteria specified in the checklist (Section 7 of Part B 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.
The full applications that pass this check will be further evaluated on their quality, including the proposed budget and capacity of the applicants and affiliated entity(ies). They will be evaluated using the evaluation criteria in the evaluation grid below. There are two types of evaluation criteria: selection and award criteria.
The selection criteria help to evaluate the applicant(s)'s and affiliated entity(ies)'s operational capacity and the lead applicant's financial capacity and are used to verify that they:
•	have stable and sufficient sources of finance to maintain their activity throughout the proposed action and, where appropriate, to participate in its funding (this only applies to lead applicants);
•	have the management capacity, professional competencies and qualifications required to successfully complete the proposed action. This applies to applicants and any affiliated entity(ies).
The award criteria help to evaluate the quality of the applications in relation to the objectives and priorities set forth in the guidelines, and to award grants to projects which maximise the overall effectiveness of the call for proposals. They help to select applications which the contracting authority can be confident will comply with its objectives and priorities. They cover the relevance of the action, its consistency with the objectives of the call for proposals, quality, expected impact, sustainability and cost-effectiveness.

Scoring:
The evaluation grid is divided into Sections and subsections. Each subsection will be given a score between 1 and 5 as follows: 1 = very poor; 2 = poor; 3 = adequate; 4 = good; 5 = very good. 

Evaluation grid
Section	Maximum Score	
1. Financial and operational capacity	20	
1.1. Do the applicants and, if applicable, their affiliated entity(ies) have sufficient in-house experience of project management?	5	
1.2. Do the applicants and, if applicable, their affiliated entity(ies) have sufficient technical in-house expertise (especially knowledge of the issues to be addressed)?	5	
1.3. Do the applicants and, if applicable, their affiliated entity(ies) have sufficient management in-house capacity (including staff, equipment and ability to handle the budget for the action)?	5	
1.4. Does the lead applicant have stable and sufficient sources of finance?	5	
2. Relevance of the action	20	
2.1. 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	
2.2. 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	
2.3. How clearly defined and strategically chosen are those involved (final beneficiaries, target groups)? Have their needs (as rights holders and/or duty bearers) and constraints been clearly defined and does the proposal address them appropriately?	5	
2.4. 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]	5	
3. Design of the action	15	
3.1. How coherent is the 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? Are the activities proposed appropriate, practical, and consistent with the envisaged outputs and outcome(s)?	5	
3.2. Does the proposal/Logical Framework include credible baseline, targets and sources of verification? If not, is a baseline study foreseen (and is the study budgeted appropriately in the proposal)?	5	
3.3. Does the design reflect a robust analysis of the problems involved, and the capacities of the relevant stakeholders?	5	

4. Implementation approach	15	
4.1. Is the action plan for implementing the action clear and feasible? Is the timeline realistic?	5	
4.2. Does the proposal include an effective and efficient monitoring system? Is there an evaluation planned (previous, during or/and at the end of the implementation)?	5	
4.3. Is the co-applicant(s)'s and affiliated entity(ies)'s level of involvement and participation in the action satisfactory?	5	

5. Sustainability of the action	15	
5.1. Is the action likely to have a tangible impact on its target groups?	5	
5.2. Is the action likely to have multiplier effects, including scope for replication, extension capitalisation on experience and knowledge sharing?	5	
5.3. Are the expected results of the proposed action sustainable?- Financially (e.g. financing of follow-up activities, sources of revenue for covering all future operating and maintenance costs)- Institutionally (will structures allow the results of the action to be sustained at the end of the action? Will there be local ‘ownership’ of the results of the action?)- At policy level (where applicable) (what will be the structural impact of the action — e.g. improved legislation, codes of conduct, methods) - Environmentally (if applicable) (will the action have a negative/positive environmental impact?)	5	

6. Budget and cost-effectiveness of the action	15	
6.1. Are the activities appropriately reflected in the budget?	5	
6.2. Is the ratio between the estimated costs and the expected results satisfactory?	5x2**	
Maximum total score	100	
**: this scores is multiplied by 2 because of its importance
If the total score for Section 1 (financial and operational capacity) is less than 12 points, the application will be rejected. If the score for at least one of the subsections under Section 1 is 1, the application will also be rejected.
If the lead applicant applies without co-applicants or affiliated entities the score for point 4.3 shall be 5 unless the involvement of co-applicants or affiliated entities is mandatory according to these guidelines for applicants.  
Provisional selection
After the evaluation, a table will be drawn up listing the applications ranked according to their score. The highest scoring applications will be provisionally selected until the available budget for this call for proposals is reached. In addition, a reserve list will be drawn up following the same criteria. This list will be used if more funds become available during the validity period of the reserve list.
(3) STEP 3:	VERIFICATION OF ELIGIBILITY OF THE APPLICANTS AND AFFILIATED ENTITY(IES)
The eligibility verification will be performed on the basis of the supporting documents requested by the contracting authority (see Section 2.4). It will by default only be performed for the applications that have been provisionally selected according to their score and within the available budget for this call for proposals. 
•	The declaration by the lead applicant (Section 8 of Part B of the grant application form) will be cross-checked with the supporting documents provided by the lead applicant. Any missing supporting document or any incoherence between the declaration by the lead applicant and the supporting documents may lead to the rejection of the application on that sole basis. 
•	The eligibility of applicants and the affiliated entity(ies) will be verified according to the criteria set out in Sections 2.1.1, 2.1.2 and 2.1.3.
Any rejected application will be replaced by the next best placed application on the reserve list that falls within the available budget for this call for proposals.
2.4.	
Submission of supporting documents for provisionally selected applications 
A lead applicant whose application has been provisionally selected or placed on the reserve list will be informed in writing by the contracting authority. It will be requested to supply the following documents in order to allow the contracting authority to verify the eligibility of the lead applicant, (if any) of the co-applicant(s) and (if any) of their affiliated entity(ies):
Supporting documents must be provided through PADOR (see section 2.2).
1.	The statutes or articles of association of the lead applicant, (if any) of each co-applicant and (if any) of each affiliated entity. Where the contracting authority has recognised the lead applicant’s, or the co-applicant(s)’s, or their affiliated entity(ies)’s eligibility for another call for proposals under the same budget line within 2 years before the deadline for receipt of applications, it should be submitted, instead of the  statutes or articles of association, a copy of the document proving their eligibility in a former call (e.g. a copy of the special conditions of a grant contract received during the reference period), unless a change in legal status has occurred in the meantime.  This obligation does not apply to international organisations which have signed a framework agreement with the European Commission.  
2.	For action grants exceeding EUR 750 000 and for operating grants above EUR 100 000, the lead applicant must provide an audit report produced by an approved external auditor where it is available, and always in cases where a statutory audit is required by EU or national law. That report shall certify the accounts for up to the last 3 financial years available. In all other cases, the applicant shall provide a self-declaration signed by its authorised representative certifying the validity of its accounts for up to the last 3 financial years available. 
This requirement shall apply only to the first application made by a beneficiary to an authorising officer responsible in any one financial year.                                                                                    
3.	The external audit report is not required from the co-applicant(s)) or (if any) affiliated entities.
This obligation does not apply to secondary and higher education establishments.
4.	A copy of the lead applicant’s latest accounts (the profit and loss account and the balance sheet for the last financial year for which the accounts have been closed). A copy of the latest account is neither required from (if any) the co-applicant(s) nor from (if any) affiliated entity(ies)).
5.	Legal entity sheet (see Annex D of these guidelines) duly completed and signed by each of the applicants (i.e. by the lead applicant and (if any) by each co-applicant), accompanied by the justifying documents requested there. If the applicants have already signed a contract with the contracting authority, instead of the legal entity sheet and supporting documents, the legal entity number may be provided, unless a change in legal status occurred in the meantime.
6.	A financial identification form of the lead applicant (not from co-applicant(s)) conforming to the model attached as Annex E of these guidelines, certified by the bank to which the payments will be made. This bank should be located in the country where the lead applicant is established. If the lead applicant has already submitted a financial identification form in the past for a contract where the European Commission was in charge of the payments and intends to use the same bank account, a copy of the previous financial identification form may be provided instead.
The requested supporting documents (uploaded in PADOR or sent together with the PADOR offline form) must be supplied in the form of originals, photocopies or scanned versions (i.e. showing legible stamps, signatures and dates) of the said originals. 
Where such documents are not in one of the official languages of the European Union, a translation into English of the relevant parts of these documents proving the lead applicant's and, where applicable, co-applicants' and affiliated entity(ies)' eligibility, must be attached for the purpose of analysing the application.
Where these documents are in an official language of the European Union other than English, it is strongly recommended, in order to facilitate the evaluation, to provide a translation of the relevant parts of the documents, proving the lead applicant's and, where applicable, co-applicants' and affiliated entity(ies)' eligibility, into English. 
Applicants have to take into consideration the time necessary to obtain official documents from national competent authorities and to translate such documents in the authorised languages while registering their data in PADOR. 
If the abovementioned supporting documents are not provided before the deadline indicated in the request for supporting documents sent to the lead applicant by the contracting authority, the application may be rejected. 
After verifying the supporting documents, the evaluation committee will make a final recommendation to the contracting authority, which will decide on the award of grants. 
NB : In the eventuality that the contracting authority is not satisfied with the strength, solidity, and guarantee offered by the structural link between one of the applicants and its affiliated entity, it can require the submission of the missing documents allowing for its conversion into co-applicant. If all the missing documents for co-applicants are submitted, and provided all necessary eligibility criteria are fulfilled, the above mentioned entity becomes a co-applicant for all purposes. The lead applicant has to submit the application form revised accordingly.
2.5.	Notification of the Contracting Authority’s decision
2.5.1.	Content of the decision
The lead applicants will be informed in writing of the Contracting Authority’s decision concerning their application and, if rejected, the reasons for the negative decision. This letter will be sent by e-mail and will appear online automatically in the PROSPECT profile of the user who submitted the application. Lead applicants who, in exceptional cases (see section 2.2), had to submit their application by post or hand-delivery, will be informed by email or by post if they did not provide any e-mail address. Therefore, please check regularly your PROSPECT profile, taking into account the indicative timetable below.
An applicant believing that it has been harmed by an error or irregularity during the award process may lodge a complaint. See further Section 2.4.15 of the practical guide. 

2.5.2.	Indicative timetable 

	DATE	TIME	
1.	Information meeting (if any)	Not applicable	Not applicable	
2.	Deadline for requesting any clarifications from the contracting authority	08 March 2019 	17:00 (Brussels time)	
3.	Last date on which clarifications are issued by the contracting authority	18 March 2019 	-	
4.	Deadline for submission of concept notes	29 March 2019	17:00 (Brussels time)	
5.	Information to lead applicants on opening, administrative checks and concept note evaluation  (Step 1)	1 April – 5 April 2019 	-	
6. Invitations to submit full applications	8-12 April 2019	-	
6. Deadline for submission of full applications	May 2019 	-	
7.	Information to lead applicants on the evaluation of the full applications (Step 2)	June 2019	-	
8.	Notification of award (after the eligibility check) (Step 3)	 July 2019	-	
9.	Contract signature	August 2019 	-	
All times are in the time zone of the country of the contracting authority.
This indicative timetable refers to provisional dates (except for dates 2, 3, and 4) and may be updated by the contracting authority during the procedure. In such cases, the updated timetable will be published via PROSPECT.
2.6.	Conditions for implementation after the contracting authority’s decision to award a grant
Following the decision to award a grant, the beneficiary(ies) will be offered a contract based on the standard grant contract (see Annex G of these guidelines). By signing the application form (Annex A of these guidelines), the applicants agree, if awarded a grant, to accept the contractual conditions of the standard grant contract. Where the coordinator is an organisation whose pillars have been positively assessed, it will sign a contribution agreement based on the contribution agreement template. In this case, references to provisions of the standard grant contract and its annexes shall not apply. References in these guidelines to the grant contract shall be understood as references to the relevant provisions of the contribution agreement.
Implementation contracts
Where implementation of the action requires the beneficiary(ies) and its affiliated entity(ies) (if any) to award procurement contracts, those contracts must be awarded in accordance with Annex IV to the standard grant contract.
In this context, a distinction should be made between awarding implementation contracts and subcontracting parts of the action described in the proposal, i.e. the description of the action annexed to the grant contract , such subcontracting being subject to additional restrictions (see the general terms and conditions in the model grant contract ).  
Awarding implementation contracts: implementation contracts relate to the acquisition by beneficiaries of routine services and/or necessary goods and equipment as part of their project management; they do not cover any outsourcing of tasks forming part of the action that are described in the proposal, i.e. in the description of the action annexed to the grant contract . 
Subcontracting: Subcontracting is the implementation, by a third party with which one or more beneficiaries have concluded a procurement contract, of specific tasks forming part of the action as described in annex to the grant contract (see also the general terms and conditions in the model grant contract ). 

3.	LIST OF annexes
Documents to be completed
Annex A:	Grant application form (Word format)
Annex B:	Budget (Excel format)
Annex C:	Logical framework (Excel format)
Annex D:	Legal entity sheet
Annex E:	Financial identification form
Annex F: 	EuropeAid offline registration form (ONLY IF IMPOSSIBLE TO REGISTER IN PADOR)
DOCUMENTS FOR INFORMATION
Annex G:	Standard grant contract
-	Annex II:	general conditions 
-	Annex IV:	contract award rules
-	Annex V:	standard request for payment
-	Annex VI:	model narrative and financial report
-Annex VII:	model report of factual findings and terms of reference for an expenditure verification of an EU financed grant contract for external action
-Annex VIII:	model financial guarantee
-Annex IX:	standard template for transfer of ownership of assets

Annex H:	Daily allowance rates (per diem), available at the following address: http://ec.europa.eu/europeaid/funding/about-procurement-contracts/procedures-and-practical-guide-prag/diems_en 
Annex J:	Information on the tax regime applicable to grant contracts signed under the call.
Annex K:	Guidelines and checklist for assessing budget and simplified cost options.

Useful links:
Project Cycle Management Guidelines 
http://ec.europa.eu/europeaid/aid-delivery-methods-project-cycle-management-guidelines-vol-1_en
The implementation of grant contracts
A Users' Guide
http://ec.europa.eu/europeaid/companion/document.do?nodeNumber=19&locale=en
Financial Toolkit	
http://ec.europa.eu/europeaid/funding/procedures-beneficiary-countries-and-partners/financial-management-toolkit_en 
Please note: The toolkit is not part of the grant contract and has no legal value. It merely provides general guidance and may in some details differ from the signed grant contract. In order to ensure compliance with their contractual obligations beneficiaries should not exclusively rely on the toolkit but always consult their individual contract documents.
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