FOSTERING SOCIAL INCLUSION
Guidelines
for grant applicants
Operational Programme for
Human Resources Development

Notice
This is a restricted Call for Proposals. In the first instance, only Concept Notes must be submitted for
evaluation. Thereafter, applicants who have been pre-selected will be invited to submit a Full Application
Form. 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 Applicant’ sent together with the
application.

Guidelines.doc
Table of contents
1. MULTI-ANNUAL OPERATIONAL PROGRAMME HUMAN RESOURCES DEVELOPMENT
: FOSTERING SOCIAL INCLUSION 4
1.1. Background…………………………………………………………………………………………………………………………. 4
1.2. Objectives of the programme and priority issues ……………………………………………………………………… 4
1.3. Financial allocation provided by the contracting authority ………………………………………………………… 5
2. RULES FOR THIS CALL FOR PROPOSALS 6
2.1. Eligibility criteria…………………………………………………………………………………………………………………. 6
2.1.1. Eligibility of applicants (i.e. applicant and co-applicant(s))………………………………………………………………. 7
2.1.2. Affiliated entities………………………………………………………………………………………………………………………… 8
2.1.3. Associates and Contractors ………………………………………………………………………………………………………….. 9
2.1.4. Eligible actions: actions for which an application may be made………………………………………………………… 9
2.1.5. Eligibility of costs: costs that can be included ………………………………………………………………………………. 14
2.2. How to apply and the procedures to follow……………………………………………………………………………. 18
2.2.1. Concept Note content………………………………………………………………………………………………………………… 18
2.2.2. Where and how to send Concept Notes………………………………………………………………………………………… 18
2.2.3. Deadline for submission of Concept Notes…………………………………………………………………………………… 19
2.2.4. Further information about Concept Notes…………………………………………………………………………………….. 19
2.2.5. Full Application forms………………………………………………………………………………………………………………. 20
2.2.6. Where and how to send Full Application forms…………………………………………………………………………….. 20
2.2.7. Deadline for submission of Full Application forms……………………………………………………………………….. 21
2.2.8. Further information about Full Application forms…………………………………………………………………………. 21
2.3. Evaluation and selection of applications ……………………………………………………………………………….. 21
2.4. Submission of supporting documents for provisionally selected applications…………………………….. 26
2.5. Notification of the Contracting Authority’s decision ………………………………………………………………. 27
2.5.1. Content of the decision………………………………………………………………………………………………………………. 27
2.5.2. Indicative timetable …………………………………………………………………………………………………………………… 27
2.6. Conditions for implementation after the Contracting Authority’s decision to award a grant…………. 28
2.7. Early warning system and central exclusion database……………………………………………………………… 28
3. LIST OF ANNEXES 28
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1. MULTI-ANNUAL OPERATIONAL PROGRAMME HUMAN RESOURCES
DEVELOPMENT 2007-2013: FOSTERING SOCIAL INCLUSION
1.1. BACKGROUND
IPA funds under the Human Resources Development Component have been implemented through the Multiannual Operational Programme Human Resources Development 2007-2013 (OPHRD)1
, prepared by the
Government of the Beneficiary country and officially adopted by the European Commission2
. The overall
strategic objective of OPHRD is to foster the development of human resources, in particular by improving
the quantity and quality of human capital, leading to more and better jobs, higher growth and development
and the increased national competitiveness at international level. The main focus of OPHRD is integration
of disadvantaged groups into the labour market. It has three Priority Axes: 1) Employment – Attracting and
retaining more people in employment; 2) Education and training – Investing in human capital through better
education and training; and 3) Social Inclusion – Promoting an inclusive labour market.
This Grant Scheme supports OPHRD Priority Axis 3 “Social Inclusion – Promoting an Inclusive Labour
Market”.
The grant scheme will be managed by the Central Financing and Contracting Department3
of the Ministry of
Finance (Contracting Authority) and the Ministry of Labour and Social Policy with ex-ante controls
performed by the Delegation of European Union in the Beneficiary country. The Contracting Authority is
responsible for publishing the call for proposal, contracting and payments to the grant beneficiaries, while
the Ministry of Labour and Social Policy is responsible for preparation of the call for proposals and
monitoring progress of the grant contracts implementation.
1.2. OBJECTIVES OF THE PROGRAMME AND PRIORITY ISSUES
The activities financed under this programme should contribute to increase participation of people at social
risk and persons experiencing social exclusion into the labour market and to reduce unemployment. The
activities would focus on the most vulnerable disadvantaged men and women. The problems of social
inclusion are especially relevant in the economically disadvantaged areas.
The global objective of this Call for Proposals is to promote active inclusion of people in the weakest
position on the labour market, thus creating equal opportunities for all in accessing the labour market.
The specific objectives of this Call for Proposals are:
(1) to increase the activation and involvement of persons at risk of social exclusion in the labour market by
mobilising and/or improving their skills, education, qualification and facilitating their full integration
into the society and in particular their access to the labour market.
(2) to facilitate integration of individuals from ethnic minority communities, especially women into the
labour market through enhancement of their employment potentials.
(3) to strengthen the role of relevant stakeholders (local self-government units, governmental institutions,
non-governmental organizations and other relevant stakeholders) in the development, implementation
and monitoring of social inclusion programs with special focus on building partnerships, networking and
cooperation.
Thematic Priorities
These Guidelines for Applicants envision actions under three thematic priorities which correspond to the
three measures of the OPHRD Priority Axis 3 “Social Inclusion”:

1http://cfcd.finance.gov.mk/content/resources/sites/CFCD/misceleniousFiles/HRD/COMM_NATIVE_C_2010_8305_1_EN_ANNE
XE1.pdf
2 CCI n. 2007 MK 051 PO 001
3 http://cfcd.finance.gov.mk/
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Thematic priority 1: Fostering social inclusion of the disadvantaged persons into the labour market
This thematic priority should contribute to the specific objective (1) and encompasses developing and
implementing specific employment or social services and innovative approaches tailored to the needs of
individuals in the weakest position in the labour market. While on an employment path, these individuals
need more support than others in terms of broad range of activities and individualized services to help them
develop opportunities for employment. The access to the labour market and integration to the society
demands some special measures and “pathways approach” before people at social risk are able fully to take
use of the general labour market services. The activities should form a coherent pathway towards
employment. This requires individual action plan (a commitment of the client and activity provider like the
organisation providing social services) and organized follow up of the plan. Namely, people at social risk
and persons experiencing social exclusion encounter many difficulties when entering the labour market due
to various social, psychological and economic reasons. In order to help these persons, specific and complex
measures should be implemented. Various social and professional services of rehabilitation that would
increase motivation of these persons, form the necessary social skills, promote participation in the society
and improve the skills needed to start using general labour market services and active labour market
measures are needed.
Thematic priority 2: Integration of Minority Ethnic Communities in the Labour Market with special
focus on women
This thematic priority should contribute to the specific objective (2) and encompasses actions to address
multiple exclusion factors of individuals from ethnic minority communities in particular Roma for their
sustainable integration in the labour market. Ethnic minority women tend to be discriminated against for
more reasons and in more spheres of life than men. Attention should be paid to the initiatives that would help
to change discrimination stereotypes in the society that constitute one of the obstacles for these persons to
integrate into the labour market. The thematic priority should deal with specific measures that promote
gender equality and equal opportunities in the fields of social protection, employment and education.
Addressing the conditions of ethnic minority women requires tackling social, cultural and economic factors
that influence their daily lives – barriers of gender and traditions, discrimination, poverty and limited access
to education and employment.
Thematic priority 3: Empowering Relevant Actors in the Field of Social Inclusion
This thematic priority should contribute to the specific objective (3) by establishing the most efficient and
effective partnerships that are needed in order to put in place a programme/plan/model that will promote
social inclusion of the disadvantaged. Effective promotion of social inclusion needs increasing the capacities
for active participation of a wide range of relevant social actors in the area of social inclusion such as local
self-governments, civil society, public bodies, private sector, academic sector, social partners, etc. Support
should be provided to create and improve preventive social services, to create innovative methods of social
work, to create special programmes increasing motivation for work and learning. In line with the principles
of pluralism and decentralisation in social area, cooperation between various institutions working in this area
should be promoted with a view to creating and implementing integrated models of social, educational,
health and employment services. All the parties concerned should be encouraged to propose new, innovative
ways of solving social exclusion problems at local level.
Any project that contributes to achieving the objective within the listed thematic priorities will be
eligible under this Call for proposals. The proposed project must clearly belong to primarily of the
three thematic priorities (lots) enumerated in the present Call for proposals.
1.3. FINANCIAL ALLOCATION PROVIDED BY THE CONTRACTING AUTHORITY
The overall indicative amount made available under this Call for Proposals is € 3 600 000. The Contracting
Authority reserves the right not to award all available funds.
In case additional funds become available, Contracting Authority can award them according to the rules for
this Call for Proposals.
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Indicative allocation of funds by lot
For each of the three thematic priorities, allocations are envisioned in three lots (one lot per priority),
as following:
Thematic priority 1 (Lot 1): Fostering social inclusion of the disadvantaged persons into
the labour market
EUR 1 300 000
Thematic priority 2 (Lot 2): Integration of minority ethnic communities in the labour
market with special focus on women
EUR 1 500 000
Thematic priority 3 (Lot 3): Empowering relevant actors in the field of social inclusion EUR 800 000
If the allocation indicated for a specific lot cannot be used due to insufficient quality or number of proposals
received, the Contracting Authority reserves the right to reallocate the remaining funds to another lot.
Size of grants
Any grant requested under this Call for Proposals must fall between the following minimum and maximum
amounts:
 minimum amount: € 61 000
 maximum amount: € 200 000
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: 75 % of the total eligible costs of the action.
 Maximum percentage: 95 % of the total eligible costs of the action (see also Section 2.1.4).
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 European Union Budget or the
European Development Fund4
.
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 to contract procedures for EU external actions, which
is applicable to the present call (available on the Internet at this address:
http://ec.europa.eu/europeaid/work/procedures/implementation/index_en.htm).
2.1. ELIGIBILITY CRITERIA
There are three sets of eligibility criteria, relating to:
(1) the actors:

4 Where a grant is financed by the European Development Fund, any mention of European Union financing must be
understood as referring to European Development Fund financing.
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 The 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 applicant and its coapplicant(s)/formerly called “partner” are hereinafter jointly referred as the “applicants”)
(2.1.1),
 and, if any, affiliated entity(ies) to the 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. applicant and co-applicant(s))
Applicant
(1) In order to be eligible for a grant, the applicants in all three thematic priorities (lots) must:
 be legal persons and
 be non-profit-making and
 be specific types of organisations such as: non-governmental organisations, public sector operators
(excluding ministries), local authorities, social partners (associations of employers, associations of
employees), international (inter-governmental) organisations as defined by Article 43 of the
Implementing Rules to the EC Financial Regulation5
. and
 be established in6
a Member State of the European Union or countries that are beneficiaries of the
IPA instrument or the European Neighbourhood and Partnership Instrument or countries of the
European Economic Area7
. This obligation does not apply to international organisations 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 and
 have a track record of competence and/or experience in the field of social inclusion for the
specific target groups of this Call for Proposals and/or in the type of actions proposed in the
application and
 have a track record of experience in project management as demonstrated by the list of the main
projects carried out by the applicant in the last three years relating to the objective of the call and

5 International organisations are international public-sector organisations set up by intergovernmental agreements as
well as specialised agencies set up by them; the International Committee of the Red Cross (ICRC) and the
International Federation of National Red Cross and Red Crescent Societies are also recognised as international
organisations.
6 To be determined on the basis of the organisation’s statutes, which should demonstrate that it has been established
by an instrument governed by the national law of the country concerned and that its head office is located in an
eligible country. In this respect, any legal entity whose statutes have been established in another country cannot be
considered an eligible local organisation, even if the statutes are registered locally or a ‘Memorandum of
Understanding’ has been concluded.
7 According to Council Regulation (EC) No 1085/2006 – OJ L 210/82 of 31.7.2006
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 have access to stable and adequate funding to maintain its activities for the period of action
implementation, i.e. have a turnover in the last financial year of at least the equivalent of 100% of
the grant requested. This will be demonstrated in Step 3 of the evaluation and selection of
application (See point 2.4 of these Guidelines) by submission of annual balance sheets and profit and
loss accounts available from the last financial year, for which the accounts have been closed for the
applicant organisation/institution.
(2) The potential applicant may not participate in calls for proposals or be awarded grants if it is in any of
the situations listed in Section 2.3.3 of the Practical Guide to contract procedures for EU external
actions (available from the following Internet address:
http://ec.europa.eu/europeaid/work/procedures/implementation/index_en.htm);
In Part A, section 3 of the grant application form (‘Declaration by the applicant’), the applicant must declare
that the applicant himself, the co-applicant(s) and affiliated entity(ies) are not in any of these situations.
The applicant must act with co-applicant(s) as specified hereafter.
If awarded the Grant contract, the 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 and coordinate the design and implementation of
the Action.
Co-applicant(s)
The applicant has at least one co-applicant. The number of co-applicants must be maximum 3. In
exceptional cases, if well justified the number of co-applicant(s) may be higher than three.
Eligible applicants having the nationality of country other than that of the Beneficiary Country must act
together with at least one co-applicant from the Beneficiary Country.
Applicants should act with co-applicant(s) ensuring complimentarily between them and guaranteeing transfer
of experience, impact, multiplication and sustainability.
Applications which demonstrate higher consistency of the partnership/cooperation and complementarities
among the applicant and co-applicant(s) will achieve higher score in the Evaluation grid as specified under
section 2.3 Evaluation and selection of applications, Step 2 Evaluation of the Full Application, point 3.4.
Co-applicant(s) participate in designing and implementing the action, and the costs they incur are eligible in
the same way as those incurred by the applicant.
Co-applicant(s) must satisfy the eligibility criteria as applicable to the applicant himself.
Co-applicant(s) must sign the Mandate in Part B section 4 of the grant application form.
If awarded the Grant contract, the co-applicant(s) will become beneficiaries in the Action (together with the
Coordinator)
2.1.2. Affiliated entities (Attention = new category of actors)
Affiliated entity(ies)
The applicant and its co-applicant(s) may act with affiliated entity(ies)
Only the following entities may be considered as affiliated entities to the applicant and/or to coapplicant(s):
(i) legal entities together forming one entity, including where it is specifically established for the purpose
of implementing the action. In this case, the resulting entity may apply as a applicant or co-applicant
whereas the other entities as its affiliated entity(ies).
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(ii)legal entities having a link with the applicants, notably a legal or capital link, which is neither limited to
the action nor established for the sole purpose of its implementation on the condition that they satisfy
the eligibility and non-exclusion criteria of an applicant.
If the applicants are awarded a contract, their affiliated entity(ies) will not be become Beneficiary(ies) of the
Action and signatory(ies) of the 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 respectively the eligibility criteria as applicable to the applicant and to the
co-applicant(s).
Affiliated entity(ies) 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 applicant(s) nor affiliated entity(ies) and do not have to sign the “mandate” or
“affiliated entities’ statement”:
 Associates
Other organisations 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 of the Applicant participating in the Action’ — of the Grant Application Form.
 Contractors
The grant 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 15 months nor exceed 24 months.
Sectors or themes
Thematic Priority 1 (Lot 1): Fostering social inclusion of the disadvantaged persons into the labour
market
 Enhancing the employment potentials of people at risk of social exclusion by promoting individual
pathways towards employment;
 Developing and implementing targeted employment services and trainings leading to sustainable
integration into the labour market of people at risk of social exclusion;
 Identifying and transferring good practices of labour market integration of people at risk of social
exclusion and ensuring their greater impact and multiplication;
Thematic Priority 2 (Lot 2): Integration of minority ethnic communities in the labour market with
special focus on women
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 Encouraging labour market activation of individuals from minority ethnic communities through
individual pathways towards employment;
 Developing and implementing employment and social services and trainings tailored to the
specificity of the minority ethnic communities;
 Actions tackling obstacles hindering women participation from minority ethnic communities into the
labour force;
Thematic Priority 3 (Lot 3): Empowering relevant actors in the field of social inclusion
 Supporting partnerships, networking and cooperation among local self-government units,
governmental institutions, non-governmental organizations and other relevant stakeholders to
strengthen their active role in the development, implementation and monitoring of social inclusion
programs at local level;
 Supporting the development or revision or/and implementation of local plans and policies for social
inclusion, fight against poverty and discrimination at local level.
Location
Actions must take place in the Beneficiary country.
Types of action
The grant scheme supports employment-related initiatives that improve labour market opportunities for
people at risk of social exclusion.
Actions must be proposed within one of the three Thematic Priorities (which must be identified in the section
1 of part A Concept Note, i.e. section 1 of part B Full Application Form). The proposed project (action)
should contribute to the theme(s) defined in one of the thematic priorities. However, project may focus
on other issues or themes as long as they fit into the scope of the call and directly contribute to the
specific objective of the chosen thematic priority defined above.
The financial support will be provided for coherent actions (i.e. the action must be focused properly, with
clearly defined aims and the activities proposed being necessary to achieve these aims) and not for
miscellaneous or unrelated activities.
In the process of action evaluation, priority shall be given to:
 Actions which are most likely to lead to sustainable employment;
 Actions, which intend to develop new or innovative services or programmes tailored to the needs
of the target groups of this grant scheme and which have a high potential to be replicated in other
regions and/or country-wide;
 Actions which promote coherent pathway towards employment, i.e a combination of several
services or programmes to help people at disadvantage to enter the labour market and organised
follow-up of their implementation;
 Actions which involve strenthening institutional set up and cooperation with education and
training organisations (e.g. Adult Education Centre and Voctional Education Centre) and/or
associations of employers or employees and/or relevant authorities and/or instituions working in the
same or different sectors;
 Actions which promote principles of gender equality and equal opportunities.
All proposals (actions) in the respective parts of the application form must:
 demonstrate solid knowledge of the labour market needs in the local area or sector;
 identify the target group(s) and explain their needs;
 describe the activities that will be undertaken to achieve the project results;
 elaborate how the proposed action will address the needs of the target group;
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 indicate expected results (e.g. employment of individuals from the target group or increasing their
employability).
Some or all of the following indicators should be used to quantify the expected results as appropriate8
:
– Number of persons who obtained certificate (general skills and basic working qualifications) within
the project, presented by: gender, ethnicity, by status in the labour market9
, age, by educational
attainment, by social risk10 at which they are exposed;
– Number of persons involved in job search activities within the project, presented by: gender,
ethnicity, by status in the labour market, age, by educational attainment, by social risk at which they
are exposed;
– Number of persons employed at the end of the project, presented by: gender, ethnicity, by status in
the labour market, age, by educational attainment, by social risk at which they are exposed;
– Number of professionals trained;
– Number of networks established;
– Number of specific social inclusion programmes and services developed and implemented (training
programmes, cooperation programmes, employment services, etc.).
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;
 actions including market promotion activities;
 one-off actions such as conferences, round tables, seminars or similar events. These actions can only
be funded if they form part of a wider project;
 actions concerned only or mainly with academic research and/or feasibility studies;
 actions including grant-making activities (i.e. the use of funds to make grants or loans to other
organisations);
 actions concerned only or mainly with infrastructure investments and/or the procurement of
equipment;
 actions linked to political parties or of political/partisan nature;
 actions dealing with emergency relief or charitable donations;
 profit-making activities.
Types of activity
Thematic Priority 1 (Lot 1): Fostering social inclusion of the disadvantaged persons into the labour
market
The following types of activities are eligible:
 Activities aimed at the development of competences and other activities necessary for their
successful inclusion in the labour market:
a. Provision of psycho-social empowerment and training in soft skills (communication, selfesteem, assertiveness, etc.);
b. Provision of individual support in job search processes (career guidance, information,
vocational and psychological counselling, etc.) to increase employability of disadvantaged
people;

8 The indicators are incorporated in the Quarterly narrative report model under the Annex G
9 Unemployed less than one year, unemployed one year and more, inactive persons
10 E.g. disability, single parenthood, dependency, poverty, etc.
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c. Development and implementation of rehabilitation activities and other additional support
which alter the capacities for work of the target group such as courses on reading and
writing Braille, sign language etc.;
d. Implementation of vocational adult education or training and skills development
programmes;
e. Elaboration and delivery of various workplace training courses;
f. Activities necessary to implement social enterprising projects.
 Assistance and support through education and know-how-transfer for self employment;
 Accompanying11 social services which can be proposed as supplementary to the type of activities
under 1 and 2, such as:
a. Organisation of care and assistance for dependent family members and other activities aimed
at helping the target group with family care obligations;
b. Support of ad-hoc/short term and/or individual/alternative childcare services for children to
ensure a secure and quality place to leave a child when participating in the job-search
activities and/or being employed;
c. Other activities necessary for better integration of disadvantaged persons into the community
(e.g. transportation, health related, legal advice, etc.)
The target groups for Thematic Priority 1 are:
– Persons with disabilities whose condition renders them fit for work;
– Former drug and alcohol addicts;
– Victims of domestic violence;
– Young offenders;
– Young people who have left school early;
– Young people without parents and parental care (18 – 26 years of age);
– People living in remote and rural areas;
– Parents of street children;
– Single parents;
– Beneficiaries of social assistance;
– Homeless people;
– Other similarly disadvantaged people.
Thematic Priority 2 (Lot 2): Integration of minority ethnic communities in the labour market with
special focus on women
The following activities are eligible:
 Elaboration and implementation of personal development plans for job seekers to support labour
market activation, including:
a. Assessment of individual skills and level of knowledge;
b. Creation of personal development plan according to individual interest and abilities;

11 Accompanying activities are all those arrangements which are essential to supporting active social and economic inclusion
policies, including social assistance services, childcare, long-term care services, health services, etc. in accordance with the needs of
people excluded from the labour market in order to facilitate their progressive reintegration into society and into the labour market
and to enhance their employability.
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c. Provision of professional orientation and counselling;
d. Provision of information and assistance in finding employment (job-matching).
 Preparation and delivery of trainings tailored to the needs of the target group:
a. Personality and communication skills trainings;
b. Skills development training (e.g. vocational skills, general skills such as language and basic
IT trainings);
c. On-the-job training.
 Activities for tackling obstacles that hinder women’s participation in the labour force, such as:
a. Activities for overcoming or adjusting to limiting cultural and traditional factors in the
family and community;
b. Organisation of care and assistance for dependent family members and other activities aimed
at helping final beneficiaries with family care obligations;
c. Other activities necessary for better integration of disadvantaged persons into the community
(e.g. transportation, health related, legal advice, etc.).
The target groups for Thematic Priority 2 are:
– Members of less represented ethnic communities, with special focus on women.
Thematic Priority 3 (Lot 3): Empowering relevant actors in the field of social inclusion
The following activities are eligible:
 Activities supporting the establishment of various partnerships/networks in the field of social
inclusion, fight against poverty and discrimination, such as:
a. Establishment of municipal partnerships and networks for social inclusion;
b. Establishment of sectoral and thematic partnerships;
c. Improving links between social institutions and business sector;
d. Strengthening cooperation between civil society and local public institutions; e.g. facilitating
consultation mechanisms or other models of multi-sector collaboration, etc.
 Activities for strengthening of existing civil society platforms and networks among NGOs in the
field of social inclusion, fight against poverty and discrimination;
 Activities aiming to improve capacity of local stakeholders in issues related to social inclusion, fight
against poverty and discrimination at local level, such as:
a. Development of systems for exchange of information and knowledge among various
partners;
b. Conducting analysis of local social developments and the needs of the persons exposed to
social exclusion;
c. Implementing trainings of local stakeholders for conducting analysis and for monitoring of
evolving social needs, etc.
 Activities supporting social inclusion initiatives, such as implementation (including development or
revision, if needed) of local plans for social inclusion.
The target groups for Thematic Priority 3 are:
– Professionals from governmental and non-government sector working in the field of social
inclusion of the most vulnerable groups;
– Vulnerable groups and individuals exposed to social risks.
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Note: The list of types of activity is not exhaustive, but only illustrative and appropriate activities that
are not mentioned above will also be considered for support.
Visibility
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/work/visibility/index_en.htm).
Number of applications and grants per applicants
The applicant may not submit more than 1 application under this Call for Proposals.
The applicant may not be awarded more than 1 grant under this Call for Proposals.
The applicant may be a co-applicant or an affiliated entity in another application (only one) at the same
time.
A co-applicant may not submit more than 2 applications under this Call for Proposals.
A co-applicant may not be awarded more than 2 grants under this Call for Proposals.
A co-applicant may be an affiliated entity in other applications at the same time.
The affiliated entity(ies) may take part in more than one application.
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 a 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
 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.
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). 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 Grant 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 directions and a checklist of controls to assess the minimum necessary
conditions that provide reasonable assurance for the acceptance of the proposed amounts.
The applicant 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” or “FLAT RATE” in the Unit column. (see
example in Annex K)
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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 the applicant 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.
 clearly explain the formulas for calculation of the final eligible amount12
 identify the beneficiary who will use the simplified cost option (in case of affiliated entity, specify
first the beneficiary), in order to verify the maximum amount per each beneficiary (which includes if
applicable simplified cost options of its affiliated entity(ies))
At contracting phase, the Contracting Authority decides whether to accept the proposed amounts or rates on
the basis of the provisional budget submitted by the applicant, by analysing factual data of grants carried out
by the applicant or of similar actions and by performing checks established by Annex K.
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 (the indirect costs are not taken into account).
For the purpose of this call, the Contracting Authority authorises the use of simplified costs options
only to the following budget subheadings: 1.1. and 1.2 Salaries; 1.3 Per diems and 2.2 Local
transportation.
Recommendations to award a grant are always subject to the condition that the checks preceding the signing
of the 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 applicant’s interest to provide a realistic and cost-effective budget.
Eligible direct costs
To be eligible under the 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).
Eligible costs are actual costs incurred by the Beneficiary(ies) which meet all the following criteria:
a) Eligible costs are incurred during the implementation of the Action as specified in Article 2 of the
Special Conditions. In particular:
i. Costs relating to services shall relate to activities performed during the implementation period.
Costs relating to supplies shall relate to delivery and installation of items during the
implementation period. Signature of a contract, placing of an order, or entering into any
commitment for expenditure within the implementation period for future delivery of services, or
supplies after expiry of the implementation period do not meet this requirement;
ii. Costs incurred should be paid before the submission of the final reports. They may be paid
afterwards, provided they are listed in the final report together with the estimated date of
payment;

12 Examples:- for staff costs: number of hours or days of work * hourly or daily rate pre-set according to the category
of personnel concerned;- for travel expenses: distance in km * pre-set cost of transport per km; number of days *
daily allowance pre-set according to the country;- for specific costs arising from the organization of an event:
number of participants at the event * pre-set total cost per participant etc.
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iii. An exception is made for costs relating to final reports, including expenditure verification, audit
and final evaluation of the Action, which may be incurred after the implementation period of the
Action;
iv. Procedures to award contracts, may have been initiated and contracts may be concluded by the
Beneficiary(ies) before the start of the implementation period of the Action, provided the
provisions of Annex IV to these Guidelines have been respected.
b) Eligible costs are indicated in the overall budget for the Action;
c) Eligible costs are necessary for the implementation of the Action;
d) Eligible costs are identifiable and verifiable, in particular being recorded in the accounting records of
the Beneficiary(ies) and determined according to the applicable accounting standards of the country
where the Beneficiary(ies) is established and according to the usual cost accounting practices of the
Beneficiary(ies);
e) Eligible costs comply with the requirements of applicable tax and social legislation;
f) Eligible costs are reasonable, justified and comply with the requirements of sound financial
management, in particular regarding economy and efficiency.
Subject to Article 14.1 of the General Conditions to the Standard Grant Contract, and where relevant, to the
provisions of Annex IV being respected, the following direct costs of the Beneficiary (ies) shall be eligible:
a) the cost of staff assigned to the Action, corresponding to actual gross salaries including social
security charges and other remuneration-related costs; salaries and costs shall not exceed those
normally borne by the Beneficiary(ies), unless it is justified by showing that it is essential to carry
out the Action;
b) travel and subsistence costs for staff and other persons taking part in the Action, provided they do
not exceed those normally borne by the Beneficiary(ies) nor the rates published by the European
Commission at the time of such mission;
c) purchase costs for equipment and supplies specifically for the purposes of the Action, provided that
ownership is transferred at the end of the Action;
d) costs of consumables;
e) costs entailed by contracts awarded by the Beneficiary(ies) for the purposes of the Action reffered to
in Article 10 of the General Conditions to the Standard Grant Contract
f) costs deriving directly from the requirements of the Contract (dissemination of information,
evaluation specific to the Action, audits, translation, reproduction, insurance, etc.) including
financial service costs (in particular the cost of transfers and financial guarantees where required
according to the Contract);
g) duties, taxes and charges, including VAT, paid and not recoverable by the beneficiaries, when the
beneficiaries can show it cannot reclaim them. Taxes shall in such case be included in the Budget of
the Action under each heading. Information on taxes can be found in Annex J to these Guidelines.
Limitations and Conditions regarding the purchase of equipment
The cost of equipment to be purchased under the action, for which a grant is requested, must not
exceed 15% of the total eligible action costs. The purchase of equipment is eligible provided that such
investment is necessary for the satisfactory implementation of the action; it contributes to increasing
the impact of the action and is preferable to other solutions, i.e. renting in terms of best value of
money. Ownership of equipment must be transferred to the beneficiaries from the region where the
action is to be implemented once the action has come to an end. In the application form it should be
indicated clearly who will own the equipment after the action comes to the end.
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.
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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 applicant may be asked
to justify the percentage requested before the contract is signed. However, once the flat rate has been fixed in
the special conditions of the standard 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 a Beneficiary(ies) or affiliated entity(ies)
free of charge by a third party. As contributions in kind do not involve any expenditure for a Beneficiary(ies)
or affiliated entity(ies), they are not eligible costs.
Contributions in kind may not be treated as co-financing
However, if the description of the action as proposed includes contributions in kind, the contributions have to
be made.
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 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 to the final beneficiaries and/or local Beneficiary(ies), at
the latest at the end of the action;
 currency exchange losses;
 credit to third parties.
Additionally, in line with the provisions of Article 34 (3), Article 152 of the IPA implementing Regulation
and the Commission Regulation (EU) No 80/2010 amending Regulation implementing Council Regulation
(EC) No 1085/2006 establishing an instrument for pre-accession assistance (IPA), the following expenditure
are not eligible for funding:
a) taxes, including value added taxes, unless they are not recoverable by any means and it is established
that they are borne by the Beneficiary;
b) customs and import duties, or any other charges;
c) fines, financial penalties and expenses of litigation;
d) operating costs, unless the operating costs relate exclusively to the period of co-financing of the
operation;
e) second hand equipment;
f) purchase, rent or leasing of land and existing buildings, unless the rent or leasing is exclusively
related to the period of co-financing of the Action, and that it is preferable to other solutions in terms
of the best value for money in which case ownership must be transferred to the final beneficiaries
and/or local Beneficiary(ies), at the latest at the end of the action;
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g) bank charges, with the exception of costs relating to bank guarantee or comparable surety to be
lodged by the beneficiary of a grant;
h) conversion costs, charges and exchange losses associated with any of the component specific euro
accounts, as well as other purely financial expenses;
i) maintenance and rental costs, unless the rental costs relate exclusively to the period of cofinancing of
the operation;
j) depreciation costs, unless the following cumulative conditions are met:
i. no national or Community grants have contributed to the purchase of the related investment,
ii. the depreciation costs are calculated with the relevant applicable national accountancy rules,
iii. the costs relate exclusively to the period of co-financing of the action concerned.
Non-profit rule: Under no circumstances may the grant give rise to profits (i.e. it must be restricted to the
amount required to balance income and expenditure of the action).
2.2. HOW TO APPLY AND THE PROCEDURES TO FOLLOW
Prior registration in PADOR for this Call for Proposals is not obligatory. Information in PADOR will not be
drawn upon in the present Call.
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.
In the Concept Note, applicants must only provide an estimate of the amount of contribution requested from
the Contracting Authority and an indicative percentage of that contribution in relation to the total amount of
the Action. Only the applicant invited to submit a full application in the second phase will be required to
present a detailed budget. The elements outlined in the Concept Note may not be modified by the applicant
in the full application form. The EU contribution may not vary from the initial estimate by more than 20%.
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. Own contributions
by the applicants can be replaced by other donors’ contributions at any time.
Any error or major discrepancy related to the points listed in the Concept Note instructions may lead to the
rejection of the Concept Note.
Clarifications will only be requested when information provided is unclear and thus prevents the Contracting
Authority from conducting an objective assessment.
Hand-written Concept Notes will not be accepted.
Please note that only the Concept Note form will be evaluated. It is therefore of utmost importance that this
document contain ALL relevant information concerning the action. No additional annexes should be sent.
2.2.2. Where and how to send Concept Notes
The Concept Note together with the Checklist for the Concept Note (Part A section 2 of the grant application
form) and the Declaration by the applicant for the Concept Note (Part A section 3 of the grant application
form) must be submitted in one original and three copies in A4 size, each bound.
An electronic version of the Concept Note must also be submitted. A CD-Rom with the Concept Note in
electronic format will be included, along with the paper version, in a sealed envelope as described below.
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The electronic file must contain exactly the same application as the paper version enclosed. In case of
discrepancy between the electronic and hard copy, the hard copy prevails.
Where applicants send several different Concept Notes (if allowed to do so by the Guidelines of the Call),
each one must be sent separately.
The outer envelope must bear the reference number and the title of the call for proposals, together with
the lot number and title the full name and address of the applicant, and the words ‘Not to be opened before
the opening session’ and „ Да не се отвора до сесијата за отворање“.
Concept Notes must be submitted in a sealed envelope by registered mail, private courier service or by handdelivery (a signed and dated certificate of receipt will be given to the deliverer) to the address below:
Postal address
Central Financing and Contracting Department
Ministry of Finance
Sv. Kiril and Metodij 54,
1000 Skopje
Address for hand delivery or by private courier service
Central Financing and Contracting Department
Ministry of Finance
Sv. Kiril and Metodij 54,
1000 Skopje
Concept Notes sent by any other means (e.g. by fax or by e-mail) or delivered to other addresses will be
rejected.
Applicants must verify that their Concept Note is complete using the Checklist for Concept Note (Part
A section 2 of the grant application form). Incomplete concept notes may be rejected.
2.2.3. Deadline for submission of Concept Notes
The deadline for the submission of Concept Notes is 24 October 2013 as evidenced by the date of dispatch,
the postmark or the date of the deposit slip. In the case of hand-deliveries, the deadline for receipt is at 16
hours local time as evidenced by the signed and dated receipt. Any Concept Note submitted after the
deadline will be rejected.
2.2.4. Further information about Concept Notes
An information session on this Call for Proposals will be held prior to the deadline for the submission of
Concept Notes. The exact calendar will be made available on the CFCD website http//cfcd.finance.gov.mk.
Questions may be sent by e-mail or by fax 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: cfcd@finance.gov.mk
Fax: +389 2 3231 219
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 applicants, or affiliated entity(ies), an action or specific activities.
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Questions that may be relevant to other applicants, together with answers and other important notices in the
course of the evaluation procedure, will be published on the EuropeAid website
https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome and at the web site of
the Central Financing and Contracting Department (Ministry of Finance): http://cfcd.finance.gov.mk, as the
need arises. It is therefore advisable to consult the abovementioned website regularly in order to be informed
of the questions and answers published.
2.2.5. Full Application forms
An applicant invited to submit a full application form following pre-selection of their Concept Note must do
so using Part B of the application form annexed to these Guidelines (Annex A). Applicants should then keep
strictly to the format of the application form and fill in the paragraphs and pages in order.
The elements outlined in the Concept Note cannot be modified by the applicant in the full application form.
The EU contribution may not vary from the initial estimate by more than 20 %, although 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.
Applicants must submit their applications in the same language as their Concept Note.
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 form (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. No
supplementary annexes should be sent.
2.2.6. Where and how to send Full Application forms
Applications must be submitted in a sealed envelope by registered mail, private courier service or by handdelivery (a signed and dated certificate of receipt will be given to the deliverer) to the address below:
Postal address
Central Financing and Contracting Department
Ministry of Finance
Sv. Kiril and Metodij 54,
1000 Skopje
Address for hand delivery and by private courier service
Central Financing and Contracting Department
Ministry of Finance
Sv. Kiril and Metodij 54,
1000 Skopje
Applications sent by any other means (e.g. by fax or by e-mail) or delivered to other addresses will be
rejected.
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Applications must be submitted in one original and three copies in A4 size, each bound. The full
application form, budget and logical framework must also be supplied in electronic format (CD-Rom) in a
separate and single file (i.e. the full application form must not be split into several different files). The
electronic file must contain exactly the same application as the paper version.
The Checklist (Section 7 of Part B of the grant application form) and the Declaration by the applicant
(Section 8 of Part B of the grant application form) must be stapled separately and enclosed in the envelope
Where applicants send several different applications (if allowed to do so by the Guidelines of the Call), each
one must be sent separately.
The outer envelope must bear the reference number and the title of the Call for Proposals, together with
the number and title of the lot, the full name and address of the applicant, and the words ‘Not to be opened
before the opening session’ and “Да не се отвора до сесијата за отворање”.
Applicants must verify that their application is complete using the checklist (Section 7 of Part B of the
grant application form). Incomplete applications may be rejected.
2.2.7. Deadline for submission of Full Application forms
The deadline for the submission of applications will be indicated in the letter sent to the applicants whose
application has been pre-selected.
2.2.8. Further information about Full Application forms
Questions may be sent by e-mail or by fax no later than 21 days before the deadline for the submission of
applications to the addresses listed below, indicating clearly the reference of the Call for Proposals:
E-mail address: cfcd@finance.gov.mk
Fax: +389 2 3231 219
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 applications.
To ensure equal treatment of applicants, the Contracting Authority cannot give a prior opinion on the
eligibility of 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 on the website
https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome and
http://cfcd.finance.gov.mk. It is therefore advisable to consult the abovementioned website regularly in order
to be informed of the questions and answers published.
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 actions submitted by applicants 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 paragraph 2.1, the application will be rejected on this sole basis.
(1) STEP 1: OPENING & ADMINISTRATIVE CHECKS AND CONCEPT NOTE
EVALUATION
The following will be assessed:
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 Compliance with the submission deadline. If the deadline has not been met, the application will
automatically be rejected.
 The Concept Note satisfies all the criteria specified in points 1-5 of the Checklist (Section 2 of Part
A of the grant application form). 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 the first administrative check will be evaluated on the relevance and design of
the proposed action.
The Concept Note 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 the Concept Note, which can be found
in Part A of the 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.
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Scores
1. Relevance of the action Sub-score 30
1.1 How relevant is the proposal to the objectives and priorities of the Call for Proposals? 5×2**
1.2 How relevant to the particular needs and constraints of the target country(ies) or
region(s) is the proposal (including synergy with other EU initiatives and avoidance of
duplication)?
5
1.3 How clearly defined and strategically chosen are those involved (final beneficiaries,
target groups)? Have their needs been clearly defined and does the proposal address
them appropriately?
5×2
1.4 Does the proposal contain specific added-value elements, such as environmental
issues, promotion of gender equality and equal opportunities, needs of disabled
people, rights of minorities, or innovation and best practices?
5
2. Design of the action Sub-score 20
2.1 How coherent is the overall design of the action?
In particular, does it reflect the analysis of the problems involved, take into account
external factors and relevant stakeholders?
5×2**
2.2 Is the action feasible and consistent in relation to the objectives and expected results? 5×2**
TOTAL SCORE 50
**these scores are multiplied by 2 because of their importance
Once all Concept Notes have been assessed, a list will be drawn up with the proposed actions ranked
according to their total score.
First, 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 at least 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.
After the evaluation of Concept Notes, the Contracting Authority will send letters to all 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
applicants will subsequently be invited to submit full applications.
(2) STEP 2: EVALUATION OF THE FULL APPLICATION
First, the following will be assessed:
 Compliance with the submission deadline. If the deadline has not been met, the application will
automatically be rejected.
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 The full application form satisfies all the criteria specified in points 1-9 of the Checklist (Section 7 of
Part B of the grant application form). 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 quality of the applications, including the proposed budget and capacity of the applicants and affiliated
entity(ies),, 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 enity(ies) operational capacity and the
applicant’s financial capacity and to ensure 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;
 have the management capacity, professional competencies and qualifications required to successfully
complete the proposed action. This also applies to any affiliated entity(ies) of the applicants.
The award criteria help to evaluate the quality of the applications in relation to the objectives and priorities,
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 of sections 1 of the evaluation
grid will be assessed on whether the criteria has been fulfilled or not. Each subsection of sections 2, 3,4 and
5will 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
1. Financial and operational capacity Yes/No
1.1 Do the applicants and, if applicable, affiliated entity(ies) have sufficient experience of
project management?
1.2 Do the applicants and, if applicable, affiliated entity(ies) have sufficient technical
expertise? (especially knowledge of the issues to be addressed.)
1.3 Do the applicants and, if applicable, affiliated entity(ies) have sufficient management
capacity?
(including staff, equipment and ability to handle the budget for the action)?
1.4 Does the applicant have stable and sufficient sources of finance?
Maximum
Score
2. Relevance of the action 30
Score transferred from the Concept Note evaluation
3. Effectiveness and feasibility of the action 20
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3.1 Are the activities proposed appropriate, practical, and consistent with the objectives and
expected results?
5
3.2 Is the action plan clear and feasible? 5
3.3 Does the proposal contain objectively verifiable indicators for the outcome of the action?
Is any evaluation planned?
5
3.4 Is the co-applicant(s)’s and affiliated entity(ies)’s level of involvement and participation in
the action satisfactory?
5
4. Sustainability of the action 15
4.1 Is the action likely to have a tangible impact on its target groups? 5
4.2 Is the proposal likely to have multiplier effects? (Including scope for replication,
extension and information sharing.)
5
4.3 Are the expected results of the proposed action sustainable?:
– financially (how will the activities be financed after the funding ends?)
– institutionally (will structures allowing the activities to continue be in place 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. will it lead to improved legislation, codes of conduct, methods, etc?)
– environmentally (if applicable) (will the action have a negative/positive environmental
impact?)
5
5. Budget and cost-effectiveness of the action 15
5.1 Are the activities appropriately reflected in the budget? 5×2*
5.2 Is the ratio between the estimated costs and the expected results satisfactory? 5
Maximum total score 80
*these scores are multiplied by 2 because of their importance
Note on Section 1. Financial and operational capacity
If the answer is negative to one or more of the criteria, the application will be rejected.
Provisional selection
After the evaluation, a table will be drawn up listing the applications ranked according to their score and
within the limits of the funds available. In addition, a reserve list will be drawn up following the same
criteria to be used if more funds should become available during the validity period of the reserve list.
(3) STEP 3: VERIFICATION OF ELIGIBILITY OF THE APPLICANTs AND
AFFILIATED ENTITY(IES)
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The eligibility verification, based on the supporting documents requested by the Contracting Authority (see
Section 2.4) will only be performed for the applications that have been provisionally selected according to
their score and within the available financial envelope.
 The Declaration by the applicant (Section 8 of Part B the grant application form) will be crosschecked with the supporting documents provided by the applicant. Any missing supporting
document or any incoherence between the Declaration by the applicant and the supporting
documents may lead to the rejection of the application on that sole basis.
 The eligibility of applicants, the affiliated entities(ies), and the action 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 in the reserve list that falls
within the available financial envelope.
2.4. SUBMISSION OF SUPPORTING DOCUMENTS FOR PROVISIONALLY SELECTED APPLICATIONS
An applicant that 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 applicant, (if any) of the co-applicant(s) and (if any) of
their affiliated entity(ies)13
:
1. The statutes or articles of association of the applicant, (if any) of each co-applicant(s) and (if any) of
each affiliated entity(ies) .14
2. A copy of the 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)15
. A copy of the latest account is not required
from (if any) the co-applicant(s)).
3. Legal entity sheet (see annex D of these Guidelines) duly completed and signed by each of the
applicants (i,e by the applicant and (if any) by each co-applicant(s), accompanied by the justifying
documents requested there.
4. A financial identification form of the applicant (not from co-applicant(s)) conforming to the model
attached at 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 applicant is established.
The requested supporting documents must be supplied in the form of originals, photocopies or scanned
versions (i.e. showing legible stamps, signatures and dates) of the said originals. However, the Legal entity
sheet and the financial identification form must always be submitted in original.
Where such documents are not in one of the official languages of the European Union or in the language of
the country where the action is implemented, a translation into English of the relevant parts of these
documents proving the applicant(s)’s eligibility, must be attached and will prevail for the purpose of
analysing the application.

13 No supporting document will be requested for applications for a grant not exceeding EUR 60000.
14 Where the applicant and/or a co-applicant(s) and or an affiliated entity(ies) is a public body created by a law, a copy
of the said law must be provided.
15 This obligation does not apply to natural persons who have received a scholarship or that are in most need in receipt
of direct support, nor to public bodies and to international organisations. It does not apply either when the accounts
are in practice the same documents as the external audit report already provided pursuant to Section 2.4.2.
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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 applicants’ eligibility, into English.
If the abovementioned supporting documents are not provided before the deadline indicated in the request for
supporting documents sent to the 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.
2.5. NOTIFICATION OF THE CONTRACTING AUTHORITY’S DECISION
2.5.1. Content of the decision
The applicant will be informed in writing of the Contracting Authority’s decision concerning their
application and, if rejected, the reasons for the negative decision.
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*
Information meeting (if any) Please refer to the point
2.2.4 of these Guidelines
/
Deadline for requesting any clarifications from
the Contracting Authority 04 October 2013 16:00 h
Last date on which clarifications are issued by
the Contracting Authority 14 October 2013 16:00 h
Deadline for submission of Concept Notes 24 October 2013 16:00 h
Information to applicants on opening,
administrative checks and concept note
evaluation (Step 1)
20 February 2014*

Invitations to submit Full Application Form 03 March 2014* –
Deadline for submission of Full Application
Form 17 April 2014*
16:00 h
Information to applicants on the evaluation of
the Full Application Form (Step 2)
17 June 2014*

Notification of award (after the eligibility
check) (Step 3)
04 July 2014*

Contract signature September 2014* –
*Provisional date. All times are in the time zone of the country of the Contracting Authority.
2013.1 Page 28 of 29
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This indicative timetable may be updated by the Contracting Authority during the procedure. In such cases,
the updated timetable will be published on the EuropeAid web site
https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome and at the web site of
the Central Financing and Contracting Department (Ministry of Finance): http://cfcd.finance.gov.mk.
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
Contracting Authority’s 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.
If the successful applicant of a call for proposal is an international organisation then the Contracting
Authority’s grant contract (see Annex G of these Guidelines), including the relevant special provisions for
international organisations foreseen to that purpose should be used.
Implementation contracts
Where implementation of the action requires the Beneficiary(ies) and its affiliated entity(ies) (if any) to
award procurement contracts, it must award the contract to the tenderer offering the best value for money,
that is to say, the best price-quality ratio, in compliance with the principles of transparency and equal
treatment for potential contractors, care being taken to avoid any conflict of interests. To this end, the
Beneficiary must follow the procedures set out in Annex IV to the standard grant contract.
2.7. EARLY WARNING SYSTEM AND CENTRAL EXCLUSION DATABASE
The applicants and, if they are legal entities, the persons who have powers of representation, decisionmaking or control over them, are informed that, should they be in one of the situations mentioned in:
– Commission Decision of 16.12.2008 on the Early Warning System (EWS) for the use of authorising
officers of the Commission and the executive agencies (OJ, L 344, 20.12.2008, p.125) or
– Commission Regulation of 17.12.2008 on the Central Exclusion Database (CED) (OJ L344,
20.12.2008, p.12),
their 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 EWS only or both in the EWS and CED, and communicated to the persons and entities listed in the
above-mentioned Decision and Regulation, in relation to the award or the execution of a grant agreement or
decision.
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)16
Annex D: Legal Entity Sheet17

16 Optional where the total amount of the grants to be awarded under the Call for Proposals is € 100 000 or less.
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Annex E: Financial identification form
DOCUMENTS FOR INFORMATION
Annex G: Standard Grant Contract
– Annex II: General conditions applicable to european union-financed grant contracts for external
actions
– Annex IV: contract award procedures
– 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 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/work/procedures/implementation/index_en.htm
Annex K: Guidelines and Checklist for assessing Budget and Simplified cost options.
ANNEX J: Information on the tax regime applicable to grant contracts signed under the call.
Project Cycle Management Guidelines
http://ec.europa.eu/europeaid/multimedia/publications/publications/manuals-tools/t101_en.htm
Guidelines for Grants within Human Resources Development Component of the Instrument for PreAccession Assistance
http://cfcd.finance.gov.mk/content/resources/sites/CFCD/misceleniousFiles/Guidelines_for_Grants.pdf

17 Only applicable where the European Commission is the Contracting Authority or will make the payments under the

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