The Total Annual Budget Allocation Is Around $A500,000 ($US290,000 Variable with Exchange Rates)

Community Development Fund (CDF)

Overview

The Community Development Fund (CDF) is part of the Australian Development Cooperation Program, administered by AusAID, Australian Embassy, Phnom Penh. The purpose of the fund is to support sustainable activities that develop the most vulnerable Cambodian communities.

Funding

The total annual budget allocation is around $A500,000 ($US290,000 variable with exchange rates)

Organisations are eligible to apply for funding as follows:

· NGOs and public institutions from $US3,000 to $US30,000* usually for up to 12 months

· Community organisations from $US3,000 to $US15,000 for up to 12 months

In 2001/2002 approximately 17% of submissions received were funded at an average cost of $US14,268

*Limited funding availability will restrict the number of larger submissions that can be funded in any one year. In exceptional circumstances NGO's can apply for up to $50,000. In these cases NGO's would need to contact AusAID before submitting.

Scheme Goal

To contribute to poverty reduction through direct, tangible and sustainable development in the most vulnerable communities.

Focus

Community based agriculture, health, education, training, rural development and governance.

Proposals that involve more than one of these sectors should indicate how results will be achieved within 12 months.

Gender and environment should be addressed in each activity (if applicable).

Submissions

For consideration, a CDF Submission Form must be completed and returned to AusAID, Australian Embassy, Phnom Penh by 4.00pm on the following dates:

· 11th April 2003 – 4th round

· 11th July 2003 – 1st round

· 10th October 2003 – 2nd round

· 9th January 2004 – 3rd round

E-mailed submissions will not be accepted

Submissions may be in English and/or Khmer and six copies must be provided.

CDF Committee responses are usually given within six weeks.

Further Information

Current Guidelines, Submission Forms and Selection Criteria in English and Khmer are available from reception at the Australian Embassy.

All enquiries should be directed to:

CDF Program Officer, AusAID

Australian Embassy, Phnom Penh

Tel. 855 23 213470, Ext. 301

Fax. 855 23 213 466

CDF

Guidelines

Community Based Submissions (CBS)

Preference will be given to submissions from community based organisations that have a history of success in the activity of the concerned sector. CBS include:

I. Community organisations that are not registered as NGOs such as Village Development Committees, Commune Development Committees or Community Associations (a referee/partner MUST be included).

II. "Community based LNGO"; an LNGO based in the village, commune or vicinity of the activity.

III. Joint activity between an NGO or public institution and a community based organisation/LNGO, where it is demonstrated that there is a genuine partnership and community participation in submission design and decision making.

NGO's

To be eligible, NGOs must be registered in Cambodia. Local NGOs (LNGOs) should be registered with the Ministry of Interior as per the NGO draft law. International NGOs (INGOs) must have a Memorandum of Understanding (MOU) with the Ministry of Foreign Affairs and International Cooperation (MOFAIC). It is strongly recommended that LNGOs include at least one referee/partner. INGO's new to Cambodia should provide a referee who can supply information on previous experience.

Community Organisations

Must demonstrate that they have an existing structure and represent a specific community. At least one referee/partner MUST be included in the submission.

Role of referee/partner organisations is to:

· To assist with preparation of submission and meeting contract requirements

· To act as a mediator and verify the body is well organised and representative

· To monitor activities and expenditure are as per agreed submission and to help keep the project on target

· To provide written verification of all reports and acquittals

Referee/partner organisations should be well established and experienced in the sector or geographic area of the activity. It is preferable that they have knowledge of AusAID funding requirements. Referee/partners administrative costs of up to 10% can be considered. Any LNGO referee/partner must be MOI registered. Individuals are not acceptable as referee/partners unless they represent their organisation. Referee/partners should have a monitoring, not an implementing, role in the proposed activity.

Eligibility

Submissions should:

· clearly state, and have well-defined, quantifiable objectives and work plans for implementation that enable evaluation

· be financially sound, competitively costed and represent value for money with maximum beneficiaries

· be targeted on the basis of greatest need, disadvantage and vulnerability

· have well defined sustainability strategies

· facilitate capacity building, good governance and human rights through inclusive, active involvement in transparent decision making at every stage

· have strategies to promote women and women's involvement in decision making at all levels

· encourage sound environmental practices and humane animal husbandry (if applicable)

· be consistent with the development plans of the Royal Government of Cambodia and demonstrate links with relevant organisations

Attachments

Submissions will be assessed based on the completed CDF submission form up to a maximum of 11 pages (excluding cover sheets). Additional information may be included as an attachment, which may be viewed by the CDF Selection Committee. Quotations for materials over $500 MUST be attached.

CDF Committee

The committee consists of four members selected from among external NGO representatives and AusAID officers (subject to gender and Khmer/Expatriate disaggregation).

When considering submissions independent experts may also be consulted. Potential conflicts of interest must be declared to the Committee. Recommendations are based on ratings, sectoral and geographic disaggregation and the availability of funds.

Rating

Each submission within the Guidelines is rated and ranked by the CDF Committee and then submitted for AusAID approval, pending availability of funds.

Rating is based on four selection criteria:

(a) contribution to the goals of the Fund (b) design quality (c) likelihood of success and (d) value for money. For further details refer to the selection criteria.

The CDF Committee will provide one of three recommendations:

· recommended for funding

· not recommended for funding

· not recommended

AusAID may suggest changes to submissions or offer part funding.

Not Recommended for Funding/Not Recommended

Where a submission is Not Recommended for Funding, it is not necessarily an indication of the merit of the submission but of the highly competitive demand for funding. However, submissions that are Not Recommended are considered either to be below acceptable standard or not to contribute to the goal of the scheme as clearly as other proposals. An unsuccessful submission of either type does not preclude future submissions. Reasons for non-recommendation will be provided in writing and these should be addressed in any re-submissions. Feedback may be sought from the CDF Officer after receipt of written notification, however there is no appeal process.

Contract

Final approval will be subject to the terms and conditions of a contract. Approved submissions should start within one month of the dated signed contract.

Payments/Bank accounts

Payments will be made by direct deposit into a bank account or by cheque. Bank accounts MUST have a minimum of two authorised signatories and be in the name of the organisation or referee/partner organisation. Personal accounts are not acceptable. Account numbers will be requested for recommended submissions and all banking details are confidential.

CDF Checklist

Please check proposed activities carefully against the lists below to ensure your proposed

activity meets these guidelines and can be considered for funding.

Factors that are well received in submissions

Community based Submissions; especially in rural areas (refer page 2 for definition)

Basic education/training, health, agricultural productivity and profitability

International NGOs acting as referee/partner for local organisations

Focus on disadvantaged groups such as minorities, children and handicapped

Promotion and participation of women at all levels

Demonstration of skill, experience and history of success in the sector and geographic area

Demonstration of links/coordination with relevant organisations, communities and Government

Conservation and preservation that directly reduces poverty or promotes the environment

Promotion of good governance through inclusive, transparent processes

Contributions by organisation/beneficiaries i.e labour, materials, land, funds are part of the submission

Activities demonstrate sustainable, value for money and income generation for the beneficiaries

Demonstration of direct and indirect benefit to maximum possible beneficiaries

Photographic evidence or support included as an attachment

Functioning governance in implementing NGO (i.e Board of Directors (BOD))

Factors that make a submission unable to be considered under these guidelines

Submission not in CDF format or key questions left unanswered (refer to checklist)

Commercial activities and research

Recurrent budget expenses/indirect salaries or significant expatriate-rate salaries; retrospective funding

Activities with a high proportion of administrative support costs

Activities related to abortion or involuntary or uninformed family planning

Partisan political activities; religious recruitment; sporting events

Emergency relief and welfare (welfare defined as maintenance not improvement of condition)

Conferences, study tours or overseas travel focus (refer International Seminar Support Scheme)

Duplicating existing bilateral/multilateral projects (complementary activities accepted)

Human Rights focus (apply Embassy Human Rights Fund)

Environmentally sensitive i.e MAJOR construction, water resources, fisheries, deforestation

Funding for equipment/freight

Purchase of vehicle/s (motorbikes considered if demonstrated need)

Construction not part of comprehensive package to promote community development and/or without a maintenance and funding plan for ongoing costs

Small components of activities that require a longer term commitment (e.g micro-credit)

Lack of competitive costing/quotes; charging for submission preparation

Extension for extra funding (new submission required) or previous CDF funds not acquitted

Existing similar project/s in target community

Submissions from individuals or commercial organisations

Credit focused activity schemes ie loans, livestock banks (excludes livestock purchases)

Major focus on NGO staff training

CDF Submission

Cover Sheet

Name of Organisation: …………………………………………………………………

Community Organisation *

LNGO *

INGO *

Other *

Submission Title: ………………….………………………………………………………

………………………………………………………………………………………….

CHECKLIST (Tick boxes R)

CDF submission form used and complete *

All questions answered *

Submission signed by submitting organisation *

Referee/partner organisation details provide * n/a*

Submission signed by referee/partner organisation * n/a*

Submitting organisation registered with MoI or MoFAIC *

Submission not more than 11 pages *

(excluding cover sheets and attachments)

Submission within funding limit *

(CBS $US3,000-15,000, NGO/other $US3,000-30,000)

6 copies of submission enclosed *

Bank details included *

3 quotes provided for any items over $US500 * n/a*

Submitting Organisation

I declare that I have read the attached submission and it is true and correct. I undertake

that if approved, all expenditure and activities will be as proposed (subject to agreed

variation, if any).

Authorised Signatory: ______Position: ______

Organisation: ______

Signature: ______Date: / / Official Seal or

Official seal or

thumb print

Referee/Partner

(Community organisations MUST include a referee/partner organisation and one is strongly recommended for LNGOs.)

I understand the role of a referee/partner organisation is to:

· assist with preparation of submission and meeting contract requirements

· act as a mediator and verify the body is well organised and representative

· monitor activities and expenditure are as per agreed submission and to help keep

the project on target

· provide written verification of all reports and acquittals.

I nominate my organisation as a referee/partner for the above submission. I declare that I

have read the information supplied in this submission and it is true and correct.

Authorised Signatory:______Position: ______

Organisation:______

Signature:______Date: / / Official Seal or

thumb print

CDF Submission Form

Complete in black ink and BLOCK letters minimum 12 point font

1. Submission Overview (please use spaces provided)

Title:......

Location/s (Province, District, Commune and Village):......

......

Total Requested: $US......

Start: / / Finish: / /

Duration: months

2. Organisation

Name:......

Address:......

Authorised Contact:………………………………….Position……………………………………………....

Work telephone:...... Mobile:...... Fax:...... Email:......

Previous or current projects (Most recent or relevant including Australian Government funded. If any previous/current CDF/SAS funds are unacquitted, submission is ineligible.)

Year/s Title Donor Amount ($US)

______

Registered in Cambodia: Yes No (LNGOs must be registered with Ministry of Interior (MOI).)

Registration: MOI Other:...... Date of Registration: / /

Brief background of organisation (include experience/expertise with similar activities and/or in geographic area¹)

......

………………………………………………………………………………………………………………..

......

Footnote: 1. Selection Criteria -SC (c)

3. Brief background of organisation management structure include Board Of Directors (half page max)

......

4. Referee/Partner: Yes No (Community organisations MUST include a referee/partner and one is strongly recommended for LNGOs) Organisation:......

INGO LNGO Other:...... ……………………

Address:......

Authorised Contact:...... Position:......

Work telephone:...... Mobile:...... Fax:...... Email......

Brief background of referee/partner (include experience/expertise with similar activities and/or in geographic area 2 )

......

5. Summary of situation requiring assistance 3

......

6. Brief description of proposed project 4

......

…………………………………………………………………………………………………......

......

Footnote: 1. SC (c), 2. SC (c), 3. SC (a), 4. SC(a)

7. Major objectives1

......

8. Major outputs and indicators (results2)

......

9. Major inputs required to produce outputs (activities3)

......

10. Numbers of direct and indirect beneficiaries4

......

11. Describe the main benefits from this activity and how they will be sustained in the long term

......

12. Does the proposed activity include core NGO/institutional operating costs? If so, what strategies

will be used to meet these costs on completion of this activity?

......

Footnote: 1. SC (a), 2. SC (b), 3. SC (b & c), 4. SC (b), 5. SC (b), 6. SC (b)

13. How does the proposed activity promote of women's participation and/or involvement in decision

making?

......

14. How does the proposed activity promote good governance?

......

15. Impacts1

Negative impact on health: No Yes (if yes outline)

Family planning activities: No Yes (if yes please describe)

Environmentally Sensitive: No Yes (if yes please describe)

......

16. What are the main risks to success of the activities and what are the proposed strategies to address these risks2

......

17. Outline coordination arrangements/strategies with relevant activities and organisations

(Including Cambodian Government agencies in sector and/or geographic area4)