SA-EU Dialogue Facility Call for Proposals - PowerPoint Presentation

Slide1

SA-EU Dialogue Facility

Call for Proposals

Proposal preparation Capacity Building workshop

11 September 2018Slide2

SA-EU Dialogue Facility

Welcome and Introductions

Ms Flora

 Bertizzolo:

Attache, Cooperation Delegation of the EU to South Africa (EUD)

Ms Lydia Greyling:

Director,

Department of International Relations and Cooperation (DIRCO)Slide3

SA-EU development cooperation overview

3

TRADE DEVELOPMENT AND COOPERATION AGREEMENT (TDCA):

signed in 1999, brought into force in 2004 and amended in 2009. The agreement provides the legal basis for comprehensive relations, and provides (inter alia) “an appropriate framework for dialogue between parties”.

STRATEGIC PARTNERSHIP: In 2007, South Africa became the only African country to have formed a Strategic Partnership with the EU , not only as a forum to discuss purely bilateral matters, but equally importantly, matters pertaining to continental and global challenges. The Strategic Partnership is broader than the TDCA, covering more areas of co-operation and providing focus for areas of co-operation in alignment with current priorities. Joint Action Plan (JAP) was adopted on 14 May 2007 for the implementation of the Strategic Partnership.Slide4

SA-EU Dialogue Facility overview

Phase I: TDCA Facility 2011-2015 = 32 dialogue projects

Transitional Phase: Bridging Facility (2016-2017)= 8 dialogue projects

Phase II: SA-EU Dialogue Facility –

15 projects currentlyCommenced on 10 October 2016Runs for 42 months up to April 2020Slide5

Result areas

The expected results of the project are:

Improve sectorial policy dialogue;

Increase institutional capacity;

Increase awareness and mutual understanding between EU and SA; Ensure adequate visibility of the EU-SA Partnership.Slide6

Details of policy dialogues to date

6

Phase I

2011 - 2015Bridging Phase2015 - 2016

Phase II

Oct 2016 - April 2020

Total

Trade, Investment and Economic cooperation

Customs & Taxation (5)

FDI Inclusive Growth (1)

Customs & Taxation (2)

Food waste (1)

9

14%

Macro Economic dialogue

-

-

-

0

Science & Technology

Science & Technology (3)

Science & Technology (1)

Science & Technology (2)

6

10%

Environmental cooperation & Climate Change

Environment (2)

Energy (2)

Environment (1)

Energy (1)

Environment (2)

8

13%

Sharing experiences on EU Regional policy

Regional Development (4)

International Relations (2)

6

10%

Information & Communication Technology

ICT (2)

2

4%

Employment & Social affairs

Employment (5)

Social Protection (2) Health (2)

Social Protection (1)

Health (1)

11

21%

Education & Training

Education & Training (3)

Education & Training (3)

Education & Training (2)

8

13%

Cultural cooperation

Arts & Culture (2)

Arts & Culture (1)

Arts & Culture (2)

5

8%

Combating Crime

Peace & Security (3)

 Cybercrime (1)

4

5%

Sport & Recreation

0

Other fora

Capable State (1)

Capable State (1)

Human Rights (1)

3

4%

TOTAL

38

9

15

62Slide7

Roles and Responsibilities

EU Delegation

:

Governance and Co-Chair

DIRCO: Governance and Co-Chair Programme Steering Committee: Strategic guidance, Review Concept Proposals, monitoring & oversight to review overall Dialogue Facility program progress SA-EUDF PMU Office: Secretarial support to the PSC. Supports the drafting of Concept Proposals, implements LF activities, organises events, monitors the results (Facilitate, coordinate, advisory, support, cooperate, collaborate, network)SA GOV Departments & EC DGs: Concept Proposals & ownershipConsortium: Provides experts and backstopping services Slide8

Purpose of the workshop

To engage departments on:

Dialogue Project conceptualisation & design

Proposal preparation – Intention to submit

Timetable for Concept Proposal submissions8Slide9

SA-EU Dialogue Facility

3

rd

Call for Proposals : Revised Policy Dialogue processSlide10

Policy Dialogue project cycle 3

rd

CfP

PLANDEVELOPEXECUTEDECISION10Slide11

New step: Inform PMU of

Intention to submit

The purpose of

informing the PMU & EUD in writing of Intention to Submit

is to enable PMU and EUD to support applicants in conceptualisation and development of the dialogue proposals.This is done by means of an e-mail indicating proposed dialogue topic, short description of the proposed dialogue and proposed date and time for meeting with PMU & EUD PO.See template outline in pack11Slide12

Project identification & Submission

Concept proposal idea/theme

Intention to submit –

preferably by no later 10 October 2018

3rd Call for Concept Proposals - deadline 28 February 2019Concept Proposals have a set framework & templates12Slide13

SA-EU Dialogue facility

Eligibility criteria for policy Dialogue fundingSlide14

Eligibility Criteria- Applicants

(

Par 2.1 page 5)

Eligible applicants include government and

institutions that are not governmental in nature, such as academia, the media, trade union, business organizations/chambers and other non-state actors and civil society organizations, where: such institutions apply in partnership with at least one South Africa and European government department, which each signs a letter of commitment to support the request (sine qua non condition);are not-for-profit in their status. Eligible applicants are defined as those meeting the eligibility criteria above, whether from South Africa or from the European Union.14Slide15

Eligible projects for policy dialogue support

(par 2.2 page 5)

Support funding small scale dialogue projects that are:

12

months; ready for implementation; and demonstrate they will lead to dialogue and cooperation. Should have clearly identified objectives, results, defined timeframe and budget.15Slide16

Additional advantage

(par 2.2 page 6)

Dialogue align with priorities determined at the SA-EU Summit and Joint Cooperation Councils or any other high level SA-EU forum;

Dialogue bring in the EU experience to address critical issues within South Africa National Development Plan and other key strategies;

Dialogue involve civil society and other non-state actors;Dialogue mainstream cross-cutting issues such as gender equality and women empowerment, environmental sustainability and management of natural resources when appropriate.Slide17

Ineligible activities

(par 2.3 page 6)

Individual sponsorship for participation in workshops, seminars, conferences or congresses;

Scholarships for studies or training courses;

Improvement of infrastructure and facilities of the applicant;Activities which are covered/may be covered by existing funding through Financing Agreements with the European Commission, EU Member States or other donors;Proposals where only Technical Assistance/Logistics costs are requested and the 'dialogue' element between SA and the EU is non –existent/weak; Salaries of public servants or contractors on long-term basis with the public sector or its agencies; andActivities which fall under the core responsibility/budget of the applicant/s.17Slide18

Duration, Location & Funding

Not exceed twelve months.

Take place in South Africa, and/or in the European Union.

May also include relevant SADC stakeholders.

Maximum funding contribution Maximum of €75,000Include 2% contingency18Slide19

Eligible activities

(par 2.2 page 6)

Facilitation and planning of meetings and conferences to create an opportunity for the exchange of information and create a platform for policy dialogue;

Use of technical assistance/researchers to prepare papers on specific sectoral subjects as identified in the TDCA, the Strategic Partnership Joint Action Plan and the SADC EPA;

Small actions/projects that inform and enrich dialogue;Mentorship, study tours and twinnings; SA-EU partnership visibility activities; andFacilitation of exchange of experiences between the European Union and South Africa relating to various sector topics and dialogues.Slide20

Eligible costs and budget

(par 2.7 page 7)

A policy dialogue project will have access to a maximum of EUR 75,000 funding contribution under this CfP.

The contribution should include a maximum 2% contingency allocation in the budget.

Only costs defined in guidelines may be coveredSupport under the Facility covers all the costs of the intended project – no funding flows to a Department. The budget in a proposal viewed as a cost estimate and the ceiling for eligible costs. Projects must be costed in both ZAR and Euro20Slide21

Eligible activities

Workshops, conferences and study tours for the exchange of information and to create a platform for policy dialogue and shared learning between SA and EU institutions.

Limited use of technical assistance/researchers to prepare desk reviews/papers/workshop presentations.

SA-EU partnership visibility, awareness and information activities

.21Slide22

What are eligible costs?

(page 12)

Conferences & Workshop venue costs. Limited local SA participant travel & accommodation costs to workshops & conferences.

Travel costs, such as: flights, train tickets, vehicle rental, vehicle costs recovered as a cost per kilometre and per diem for overnight stay;

EU Topic Experts’ participation in SA workshops and conferences – flights & accommodation/meals.Study tours SA to EU / EU to SA (Flights, accommodation, meals).Printing of publications, studies, research, visibility actions, logistics for conferences and seminars.Limited support by consultants (Senior/Junior Non- Key Experts) budgeted in man/days only.22Slide23

What are ineligible costs?

(par 2.8 page 8)

Debts and provision for losses or debts;

Interest owed;

Items already funded by another framework and/or another ODA support programme;Purchase of land or buildings;Currency exchange losses;Salaries.23Slide24

SA-EU Dialogue Facility

Application packSlide25

What will your final application look like?

Concept Proposal will contain on average 12 pages:

Concept Proposal (Max 6 pages)

Log-frame (1-3 pages)

Budget (1 page)GANTT Chart (1 page)Letter of support by Department DG (1 page)Letter of support EU/MS Counterpart Institution (1 page) Slide26

SA-EU Dialogue Facility

Conceptual design of policy dialogue projectsSlide27

Peer-to-Peer policy dialogue can support and expand thinking about possible solutions to policy challenges

27Slide28

Sharing the Change And Transformation

Journey through Dialogue process

Changes the Dept. Will Make

Change that policy will make

Future

State

Current

State

Ending

Exploring

Beginning

Leading

Designing

Realizing

Vision for ChangeSlide29

Support at any stage of the policy cycle

29Slide30

DIALOGUE PROCESS FLOWCHART

Identify

Design

Dialogue

Peer

Learning

Policy

impact

Core elements of dialogue process

The challenge is how does SA-EU Dialogue Facility secure

meaningful policy staff involvement

in any of these core elements?Slide31

Understanding the problem/challenge the policy dialogue needs to address:

Defining the dialogue outcome, identify stakeholders SA and EU

Identifying/Developing possible solutions for the challenge -

Stakeholder peer-to- peer engagement

Capturing the dialogue lessons & knowledge – customise for SA – concrete dialogue outcomePost dialogue process Ensuring sustainability & impactCore policy dialogue elementsSlide32

CONCEPT PROPOSAL:

Call for Proposals 3 Closing 28 February 2019

South African main Applicant

Department(s)

 European / EU Partners to application

Project title/name

(Less than 20 words)

Departmental Project Champion

(Chief Director/DDG)

Name

Designation/Unit

Email Tel

Departmental Project Manager

leading implementation

Name

Designation/Unit

Email Tel

Project Partner Project Manager

leading implementation

(if applicable)

Name

Designation/Unit

Email Tel

Project application budget

ZAR Euro

(ZAR/14)

Project duration

Start date: Expected end date:

Insert your Departmental & partner logo:Slide33

Risk of ineligible expenses

Specific rules, guidelines and restrictions that apply to all procurement and expenditure that will be incurred:

The PMU reserves the right to reject the payment of subsistence allowances. Example: arrive or depart earlier from a study tour or any workshop/conference/meeting, the participant will be responsible for the costs incurred in the ticket change.

No show up in time for a flight or hotel, unutilised venues and participants reduced, or requests a change to the ticket already booked, without prior duly written substantiated reason, the responsible Department and/or the project partner organisation will have to reimburse the Dialogue Facility.Slide34

Application format – Annex 1

(page 15)

Short title of proposed dialogue project: Maximum 20 words

  Short description of dialogue – Max 5-10-line synopsis Overall summary of the proposed SA-EU Dialogue (Max 1/2 page) 1.Alignment & Motivation (Max 1/2 page)Merit of the dialogue: relevance to the objectives of the SA-EU Dialogue and the national priorities;Alignment with priority aspects of the TDCA, the Strategic Partnership Joint Action Plan;Alignment with priorities determined at the EU-SA Summit and Joint Cooperation Council or other high-level EU-SA fora; priority as per the South African NDP and other key strategies;

Complementarity and synergy with other EU and Member States supported programs and mechanisms

Indicate if this proposal incorporates elements and characteristics that justify any additional advantages such as involvement of civil society and other non-state actor; mainstream of cross-cutting issues such as gender equality and women empowerment, environmental sustainability and management of natural resources when appropriate.

34Slide35

EVALUATION GRID

(page 21)

Alignment and Motivation

YES

NO1.1 Are the opportunities and the benefits for policy dialogue clearly identified in the concept proposal?  1.2 Is there alignment with priority aspects of the TDCA, the Strategic Partnership and national priorities?  1.3 Does the proposed Dialogue have added value for dialogue development by reference to other interventions?

1.4 Is the proposal aligned with ongoing or emerging dialogue areas?

1.5 Does the applicant demonstrate alignment with the policy framework within which the applicant organisation and partners operate?

1.6 Is this Dialogue complementary/not a duplication with other EU and Member State projects or funding mechanisms?

35Slide36

Application format – Annex 1

(page 15) (

con’t

)

2.Partners and Stakeholders (Max 1/2 page)Applicant SA Department plus any additional South African Departments and/or Civil society/Business organisations that will be key partners in dialogue.EU dialogue partners/institutions and their respective domain countries.3.Policy Dialogue proposal topic and purpose (Max 1 page)4.Policy cycle areas on which concept proposal will focus (Max 1/2 page)(Legislation, best practice, capacity building, dialogue, etc.)5.Methodology & Sustainability (Max 2 pages)

Short narrative description of methodology to be employed during implementation Describe how different components will form an integrated whole to achieve the dialogue objectives

.

36Slide37

EVALUATION GRID

(page 21)

2. Partners and Stakeholders

YES

NO 2.1 Are all relevant partners identified in the proposal, including civil society if relevant ?   2.2 Are the partners identified in the proposal appropriate for the dialogue proposed? Is the Government involvement proved by a letter and by substance?    2.3 Have the relevant stakeholders from the EU been identified and possibly consulted on the proposal?  

2.4 Is/are the partners’ level of involvement and participation in the proposal satisfactory?

3. Policy Dialogue Proposal topic and purpose.

YES

NO

3.1 Are the areas of intervention within the proposal appropriate to achieve meaningful policy dialogue?

3.2 Is the timetable for the proposal realistic and has it taken account of the activities scheduled in the relevant policy dialogue(s)?

37Slide38

Application format – Annex 1

(page 15) (

con’t

)

386.Short narrative description of the type of support requested (Max ½ page)Describe components such as for example desk review and best practice assistance, workshops, conference, study tour, etc. that will form part of the dialogue and the flow/sequence of events.Please specify the number of Non-Key experts/Consultants and number of days as well as location (home based or in SA) each need to work in this section. Also indicate if these consultants need to be Senior experienced experts (PhD/Master’s & >10yrs experience) or can be Junior consultants (<10yrs experience & B degree) for example doing basic desk top reviews, research etc. (The cost for these experts does not form part of your budget.)

7.

Short narrative summary of the indicative cost and duration of the main elements of the dialogue

(Max ½ page)

VERY IMPORTANT: A maximum 2% for contingencies shall be added in the budget.

Please do not just refer to the completed budget template and Gantt Chart, i.e. motivate why 3-day and not 1-day workshop/conference and justification of number of participants budgeted for per event, etc.

Also indicate if any Departmental financial support to share costs of the project (co-financing by Dept is NOT compulsory). Slide39

EVALUATION GRID

(page 22)

4. Methodology and Sustainability

YESNO 4.1 Does the type of support requested seem adequate to achieve the dialogue objectives?   4.2 Has the budget for the proposed activities been appropriately costed?   4.3 Is the duration of the Dialogue within the 12-month maximum? 

4.4 Is the logical framework of this proposal clear?

4.5 Is the timetable for the proposal realistic and has it taken account of the activities scheduled in the relevant policy dialogue(s)?

4.6 Are the expected results of the action likely to have a sustainable impact on the policy dialogue forum of the target group? Will it have demonstrative and multiplier effects?

 PMU Recommendation to PSC

39Slide40

SA-EU Dialogue Facility

Developing basic logical frameworkSlide41

ANNEX II-a Logical Framework Template

Results chain

Indicators

AssumptionsOverall objective: ImpactThe broader, long-term change which will stem from the policy dialogue projectMeasure the long-term change to which the project contributes.To be presented disaggregated by sex if possible Specific objective(s)/Outcome(s)

The direct effects of the policy dialogue project which will be obtained at medium term and which tend to focus on the changes in behaviour resulting from project

Measure the change in factors determining the outcome(s).

To be presented disaggregated by sex, if possible

Factors outside project management's control that may impact on the outcome-impact linkage.

Outputs/

Results

The direct/tangible outputs/ deliverables (goods and services) delivered by the project.

Measure the degree of delivery of the outputs.

Factors outside project management's control that may impact on the output-outcome linkage.

Activities

What are the key activities to be carried out, to produce the outputs? Group the activities by result and give a unique identifier number to each activity

41Slide42

Financial aspects – costing the dialogueSlide43

Proposed Budget Approach

Do a break-down of the project’s outputs and list all resources (inputs) required to produce each of these outputs – this is directly linked to your log-frame

Cost resources necessary – workshops, conferences, study tours, EU experts, flights, nights accommodation, etc. per template.

Ensure that all possible applicable resources are identified and classified in the budget template.

Calculate number of items required, guidelines item costs are already in budget – template will subsequently calculate the sum total per standard item and overall cost of proposed dialogue.Repeat steps 2 – 4 for all activities. The gross total will be the budget that the project will requireSlide44

Implementation of the dialogueSlide45

Annex 1I-c GANTT Chart

List only the main activities with a short description indicating planned start month and duration

45Slide46

PMU support overviewSlide47

PMU support process

1

Information dissemination workshops

2 Dialogue Identification – “Registering” Intention to Submit3 Dialogue Conceptualisation capacity building4 Concept Proposal Submission and Evaluation-PMU &EUD5 Final Concept Proposal Submission & Evaluation6 Dialogue implementation Phase7

Evaluation, Reporting and Close-out

Capacity Building

Info

PLAN

EXECUTE

Virtuous circle of sustainable policy dialogue enabled

DEVELOP

47Slide48

3rd Call for proposals timelines

Inform the PMU & EUD about your intention to submit concept proposal by

10 October 2018

DG & EU/MS letters of support critical

Continuous PMU support up to closing date Closing date: Thursday 28 February 2019 PSC review and decision making: March 2019 Notification - 14 days after the PSC’s decision Project inception meeting - date project starts48Slide49

Thank you

Please call us and discuss your ideas and draft proposals as soon as possible