Guidelines for Applicants Participating in the Call for Proposals For: Small Grants for the Karpasia/Karpaz Region

Call for Proposals: Small Grants for the Karpasia/Karpaz region Application Guidelines

Guidelines for Applicants Participating in the Call for Proposals for: Small Grants for the Karpasia/Karpaz region

Deadline for submission of applications: 29 July 2013, 12:00 Cyprus time

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Call for Proposals: Small Grants for the Karpasia/Karpaz region Application Guidelines

1. Background

The European Union funded United Nations Development Programme Partnership for the Future (UNDP-PFF) aims at contributing to the peace-building process in Cyprus through different levels of intervention including urban infrastructure rehabilitation and community development, cultural heritage preservation, assistance to small and medium-sized enterprises, operational support to the Committee of Missing Persons in Cyprus, as well as implementing bi-communal projects such as the new Nicosia waste water treatment plant and the de-mining of the Buffer Zone.

All these activities are funded by the European Union under the Aid Programme for the Turkish Cypriot community.

To-date, all infrastructures works under the project “Upgrading of local and urban infrastructure Phase II” have been completed benefiting the communities of 10 villages in the northern part of Cyprus as well as the main three cities of Nicosia, Kyrenia and Famagusta. The focus has now shifted to empowering the local communities through small grants to local civil society organizations. Thanks to EU funds, UNDP-PFF is also continuing to support the works of the Technical Committee on Cultural Heritage in protecting several cultural heritage sites island wide. In February 2013 the Church of Cyprus and EVKAF agreed to jointly fund the restoration of the Monastery of Apostolos Andreas.

In this context, the European Union and UNDP-PFF took the initiative to support this Call for Proposals for small grants projects in the Karpasia/Karpaz region. The present call is intended to give follow-up and complement the above mentioned activities bringing under the same umbrella: a) environmental protection and green economic development, and b) tangible and intangible cultural heritage safeguarding and promotion.

Two documents are available to applicants for more background information on the Karpasia/ Karpaz region. They were produced with EU assistance. Applicants are strongly encouraged to read them and use them as basis for the development of their proposals. All proposed activities should be in line with the strategies identified in these two documents.

Karpaz Area Local Development Strategy: http://www.tccruraldevelopment.eu/rdsp/index.php?option=com_content&view=article&id=22&Ite mid=22

Management Plan of the Karpaz SEPA: http://www.dogakoruma.eu/

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Call for Proposals: Small Grants for the Karpasia/Karpaz region Application Guidelines

2. Scope of the Call

1. Objective:

The overall objective of the call is to support the preservation and promotion of the region’s cultural and natural heritage.

2. Focus Areas:

a) ENVIRONMENTAL PROTECTION AND GREEN ECONOMIC DEVELOPMENT

Developing high impact initiatives for the protection and promotion of Karpasia/Karpaz natural resources. Examples of this include (but are not restricted to):

- Original and highly attractive events such as green festivals/concerts/other activities around the themes of safeguarding natural heritage. In order to be selected activities should create as little negative impact as possible on the environment and should contribute to environmental protection. - Promote new forms of public/community involvement in environmental protection using new technologies e.g. crowd-sourced environmental reporting; - Innovative community-based initiatives to reduce local threats to the environment (home composting, nature cleaning activities, etc.) - School based environmental education interventions, promotion of alternative ideas for green development, etc. - Promote establishment of mutual-benefit practices between local families and local entrepreneurs in food and agriculture, and the sustainable use of local resources (e.g. good agricultural practices, organic farming etc.).

b) TANGIBLE AND INTANGIBLE CULTURAL HERITAGE SAFEGUARDING AND PROMOTION

Examples of this include (but are not restricted to):

- Mapping of historical/natural trails and development of new cultural and natural paths; - Develop innovative souvenir: recycled art, clothing, jewellery, and home décor based on traditional crafts techniques of the region; - Support local craftspeople and home-producers to develop attractive eco-friendly display/marketing initiatives; - Development of new informative resources or products for visitors based on existing cultural and natural resources; - Raise awareness amongst the general and local public about local products of the region; - Use mass media and communication technologies to preserve and strengthen oral traditions, improved use of social media and modern communication means; - Develop new demand-driven professional skills as regards cultural heritage, support and better match local skills and knowledge with the need of modern markets; UNPA, P.O. Box 21642, 1590 Nicosia, Cyprus | Tel: ++357 22 874733 | Fax: ++357 22359035| E-mail:[email protected] | | www.undp-pff.org |

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Call for Proposals: Small Grants for the Karpasia/Karpaz region Application Guidelines

Activities promoting volunteerism, youth involvement and twinning as well as participation of specific groups such as rural communities, persons with disabilities, students, etc. are particularly encouraged. Cultural products or strategies which have potential for attracting visitors and for promoting exchanges of experiences will also be encouraged.

The use of modern means of communication, ICT technologies, and social media is encouraged.

For the purpose of this Call, the terms “cultural activities/cultural offers/cultural products” shall be intended in their broader sense.

Future sustainability and economic impact on the local communities will be the main criteria against which the proposals will be evaluated.

Applicants are free to propose any kind of action that is considered useful to this purpose and which fits in the guidelines. Strong emphasis should be given to the economic potential of the project, with an aim to generate income for the local communities. To this regard, efforts involving linkages with the private sector are strongly encouraged.

3. Geographic Areas:

For the purpose of this call the geographic areas are limited to: Galateia(Galatya)/Mehmetcik, Aigialousa(Yalusa)/Yenierenköy, Rizokarpaso/Dipkarpaz. All activities funded under this call should take place in and benefit the communities of these selected geographic areas.

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Call for Proposals: Small Grants for the Karpasia/Karpaz region Application Guidelines

3. Call for proposals

1. Amount of funds (grants) per Applicant and budgetary issues

UNDP-PFF will fund selected projects, which will fulfil the selection criteria in Annex 1, within the minimum and maximum budget limits of:

- From 5,000 up to 15,000 Euro per projects

On applicant can submit more than one proposal. However, ONLY one proposal per applicant will be approved for project implementation.

Administrative costs for the implementation of the project cannot exceed maximum 15% for NGO based in the three selected geographic areas, and 20% for NGO based elsewhere of the total eligible expenditures – this includes staff transportation to project locations, coordination and management fee, renting costs, fax, telephone, other utilities and/or any other expense related to the administration of the project.

At least 10% of the budget shall be allocated for communication/visibility on the implemented initiative (leaflets, banners, posters, videos if applicable, newspapers adverts, radio announcements, etc.). At least one press announcement and one banner shall be mandatorily budgeted. The visibility material should be submitted to UNDP-PFF for approval before it is released.

Catering and/or other project-related services must be procured from the local communities whenever possible.

Only projects that are strictly non-profit-making and/or whose immediate objective is non- commercial shall be eligible.

Non eligible costs:

- Procurement of equipment (except if necessary for the successful implementation of the project)1 - Staff salaries for time not spent directly on grant activities - Projects for exclusive benefit of the individuals

1Clause 5.6 of Contract Conditions: “Assets (Equipment) supplied by UNDP funds to the IMPLEMENTING PARTNER shall be the property of UNDP until the end of the project, at which time UNDP shall determine the best use of these assets. In cases where the IMPLEMENTING PARTNER has met its responsibilities under the agreement, and handover of the asset would contribute to the sustainability of activities, UNDP would normally handover these assets to the IMPLEMENTING PARTNER. The assets shall be used for the purpose indicated in the Workplan throughout the period of the Agreement”. UNPA, P.O. Box 21642, 1590 Nicosia, Cyprus | Tel: ++357 22 874733 | Fax: ++357 22359035| E-mail:[email protected] | | www.undp-pff.org |

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Call for Proposals: Small Grants for the Karpasia/Karpaz region Application Guidelines

2. Eligible Applicants and Partners

Participants to the Call must be:

- Non-profit legal entities (this includes Non-Governmental Organisation, Chamber, Association, Union or Foundation) established in the northern part of Cyprus.

Non-profit legal entities based in the selected geographic areas (see page 4) will be advantaged.

Non-profit legal entities NOT based in the selected geographic areas (see page 4) can apply provided that they meet one of the following requirement: a) involve in the organisation and implementation of the activities at least two people resident or working in one of the geographic areas OR b) collaborate with another non-profit legal entity established in one of the selected geographic areas.

Eligible legal entities (meeting the above requirements) are further encouraged to collaborate with local individuals/non-formal groups and private sector. The collaboration with local service providers will be considered an advantage.

In the following cases, applicants will be excluded from participation to the Call:

- If applicants are subject to conflict of interests; - If applicants are found guilty for providing false information, or if they fail to provide the requested information; - If official proof of the organisation’s legal status is not provided at the submission of the proposal - If applicants do not fulfil any other requirement set out in these application guidelines

3. Project Duration

All activities shall be completed by end of May 2014. Maximum project duration is 9 months.

4. Funding Guidelines

Financial disbursement will be paid in EURO or in any other currency at the official rate of exchange applied by the United Nations on the day the UNDP instructs its bank to effect the payment(s). Applicants shall structure the budget in accordance with the template attached to the application form (ANNEX 2).

Co-financing or in-kind contributions are allowed and encouraged.

UNDP-PFF will reserve the right not to disburse all available EU funding subject to the quality of the project proposal.

There will be 60% upfront disbursements of the funds, with the signing of the grant agreement. The remaining amount will be paid upon presentation of a final financial and narrative report and after approval. Disbursements will be made against submitted original receipts only, for all expenditure,

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Call for Proposals: Small Grants for the Karpasia/Karpaz region Application Guidelines

and for items that are in-line with the pre-approved budget items. The disbursements will be made within 30 days of approval of the complete financial and narrative reports.

4. Preparation of Applications

1. Language of Application

Submission of proposals will be accepted in English or Turkish.

2. Application Documents

Applications forms can be downloaded in English and Turkish from the following website: www.undp-pff.org upon registration.

Applications shall be submitted using the attached APPLICATION FORM. Applications submitted through other forms, received after this date and time or submitted by fax or other means shall be rejected.

Applicants shall structure the Application in accordance to the Application Form, with supporting documents as outlined in the checklist below:

 Complete Application Form including detailed budget proposal  Official Proof of the organisation’s legal status  Proof of residency or working of at least two people in one of the Call’s geographic areas (see page 4) OR proof establishment in one of the Call’s geographic areas of the partner legal entity.  Applicant administrative data  Copy of the organisation’s statute  Curriculum Vitae of the staff that will actually be performing the work proposed

Applicants shall be directly responsible for the preparation, submission and management of the proposal.

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Call for Proposals: Small Grants for the Karpasia/Karpaz region Application Guidelines

3. Submission of applications

The deadline for submission of proposals is: 29 July 2013, 12:00 Cyprus time.

Applications received after the deadline mentioned above will NOT be taken into consideration.

The complete Application, with necessary supporting documentation, needs to be submitted in 2 identical hard copies and in 1 electronic copy (CD) in a closed envelope to the following address:

UNDP - Partnership for the Future United Nations Protected Area, Nicosia (Old Nicosia Airport) – Cyprus In order to deliver, you need to call prior to entering the UN protected area – Telephone number: +357-22-874733. In case of late delivery UNDP PFF will not be responsible even if the call is made before.

Or:

II. Selim Caddesi 40-42, Nicosia – Cyprus In order to deliver, you need to call the telephone number: +90 392 22 00027. In case of late delivery UNDP will not be responsible even if the call is made before. Proposals shall be delivered at no cost to UNDP.

Please write on the envelope: name of the call, full name and address of the applicant.

Applications sent in any other way (e-mail, fax etc.) or sent to other addresses will not be taken into consideration.

4. Selection/Evaluation Process

All applicants will be formally evaluated against administrative and technical compliance. The evaluation committee will be composed of representatives of the United Nations Development Programme, the European Commission and the beneficiaries.

Evaluations of the complete proposals will be done in accordance to the criteria in the Evaluation Matrix attached (ANNEX 1).

UNDP-PFF reserves the right to accept or reject any application, and to annul the solicitation process and reject all applications at any time prior to award of agreement.

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Call for Proposals: Small Grants for the Karpasia/Karpaz region Application Guidelines

5. Communication with all applicants and Information Days

All questions related to the call for proposal shall be sent to [email protected]

Questions that may be relevant to other applicants, together with the answers as well as other important notices to applicants (e.g. deadlines extensions) will be published on the internet at the UNDP-PFF website www.undp-pff.org

It is therefore highly recommended to regularly consult the above mentioned website in order to be informed of the questions and answers published.

For additional information and clarifications on the procedures as how to apply “Information Days” will be organised. During these sessions interested applicants can address questions to the UNDP- PFF Team.

Information Days will be scheduled in Galateia(Galatya)/Mehmetcik, Aigialousa(Yalusa)/Yenierenköy, Rizokarpaso/Dipkarpaz, Famagusta and Nicosia during the first week of July.

Exact dates and locations will be communicated on UNDP-PFF website www.undp-pff.org and UNDP-PFF Facebook page https://www.facebook.com/UNDP.Partnership.for.the.Future.

It is therefore highly recommended to regularly consult the above mentioned website.

All applicants who submitted their proposals, which were either approved or rejected, will be informed in writing about the decision after the evaluation process and no later than 20 August 2013.

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Call for Proposals: Small Grants for the Karpasia/Karpaz region Application Guidelines

ANNEX A - EVALUATION MATRIX

ADMISSION CRITERIA yes no Application form submitted by July 29, 2013 12:00 Cyprus time (Applications submitted after deadline will be disqualified) Non-profit legal entities established in the northern part of Cyprus Submission of complete documentation requested under section 4 paragraph 2 of the Guidelines

Proof of residency or working of at least two people in one of the Call’s geographic areas (see page 4) OR proof establishment in one of the Call’s geographic areas of the partner legal entity.

EVALUATION CRITERIA Maximum Score Score (minimum score is 0) Organizational capacity Total 30 points Experience in project management and relevant 10 experience in working on similar initiatives Technical expertise is in line with the proposed 10 cultural activity Administrative capacity (including staff, equipment, ability to handle the budget) 10

Quality of proposed project Total 60 points Relevance of the proposed projects to the overall objectives of the call (Support the preservation and 10 promotion of the region’s cultural and natural heritage) To what extent does the proposal build on the Karpasia/Karpaz cultural and natural heritage? 10 To what extent does the proposal develop attractive, income generating, original/innovative and 10 sustainable cultural offers? Innovative aspects of the projects 10 Ecological aspects of the project 10 To what extent does the proposal support cross- 10 cultural and cross-communities themes? Sustainability Total 30 points Are the partners able to guarantee successful 10 continuation of the project in the future? To what extent will the proposal foresee to contribute to the social and economic development of the 10 project area? UNPA, P.O. Box 21642, 1590 Nicosia, Cyprus | Tel: ++357 22 874733 | Fax: ++357 22359035| E-mail:[email protected] | | www.undp-pff.org |

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Call for Proposals: Small Grants for the Karpasia/Karpaz region Application Guidelines

To what extent will the proposal foresee to contribute to and cooperate with other local authorities’ 10 initiatives? Detailed Budget and cost-effectiveness Total 15 points To what extent is the proposed budget clear and detailed as well as effective to implement the action? 5 To what extent is the proposed expenditure necessary for the implementation of the activities? Is 10 the proposal offering sufficient value-for-money? Total score Total 135 points NGO based in one of the selected geographic areas 5 points extra Procurement of services from the local communities 10 points extra Partnership with local private sector 10 points extra More than 3 activities organised 10 points extra

IMPORTANT

If a total score lower than 50 is obtained, the proposal will not be evaluated further.

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