Danube Regional Project (DRP)
REGIONAL GRANTS
PROGRAMME
(SECOND ROUND)
G U I D E L I N E S F O R P R E PA R I N G
F U L L P RO P O S A L S F O R R E G I O N A L
D R P G R A N T S
Introduction to the REC ................................................................................................................... 2
Description of REGIONAL DANUBE REGIONAL PROJECT Grants ............................. 3
Terms and Conditions ....................................................................................................................... 6
Full DRP Proposal Preparation........................................................................................................ 9
Appendix A DRP Grant Proposal Cover Page........................................................................15
Appendix B 1 - Cooperative Partner Information ......................................................................16
Appendix B 2 Stakeholder's Information..................................................................................17
Appendix C - Logical Framework..................................................................................................18
Appendix D 1 - Budget Summary for the Entire Project Second Round............................19
Appendix D2 - Budget Summary for Partners ............................................................................20
Appendix E - Budget Justification.................................................................................................21
Appendix F - Statement of Cooperation ......................................................................................22
Note: These guidelines are intended for use by those NGOs whose concept papers have already been approved.
I N T RO D U C T I O N TO T H E R E C
The Regional Environmental Center for
The REC assists environmental NGOs,
Central and Eastern Europe (REC) is a non-
governments, businesses, and other
partisan, non-advocacy, not-for-profit
environmental stakeholders in fulfilling their
organisation with a mission to assist in
role in a democratic, sustainable society.
solving environmental problems in Central
and Eastern Europe (CEE). The REC fulfils
Recent donors are the European
this mission by encouraging cooperation
Commission and the governments of the
among non-governmental organisations
United States, Japan, Austria, Canada, the
(NGOs), governments, businesses and other
Czech Republic, Croatia, Denmark, Finland,
environmental stakeholders, by supporting
France, Germany, Hungary, the
the free exchange of information and by
Netherlands, Norway, Slovakia, Switzerland,
promoting public participation in
and the United Kingdom, as well as other
environmental decision-making.
inter-governmental and private institutions.
The REC was established in 1990 by the
The REC works in nine programme
United States, the European Commission
areas:
and Hungary. Today, the REC is legally
based on a charter signed by the
1. Environmental capacity building
governments of twenty-five countries and
2. Information dissemination
the European Commission, and on an
3. NGO support
international agreement with the
4. Business and environment
Government of Hungary. The REC has its
5. Local
initiatives
head office in Szentendre, Hungary, and
6. Public
participation
country offices in each of its 15 beneficiary
7. Environmental
policy
CEE countries which are: Albania, Bosnia
8. Climate
change
and Herzegovina, Bulgaria, Croatia, the
9. Environmental law
Czech Republic, Estonia, Hungary, Latvia,
Lithuania, FYR Macedonia, Poland,
Romania, Slovakia, Slovenia, Serbia and
Montenegro and two field offices in Kosovo
and Banja Luka.
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 2
D E S C R I P T I O N O F R E G I O NAL DAN UB E R E G I O NA L P RO J E C T G R A N T S
point sources of pollution in
INTRODUCTION
groundwater and/or surface waters.
·
Contribute to policy work (EU
In cooperation with UNDP/GEF the
directives, SAPARD, common
REC is offering Danube Regional Project
agriculture policies).
(DRP) regional grants to the NGOs of the
·
Danube Basin region.
Promote eco-farming methods and
These grants will help NGOs to manage
alternative rural development.
projects that:
Industry:
Directly contribute to the reduction of
·
Promote best available technology,
point and non-point sources of
reporting requirements on pollutant
pollution;
release and transfer registers, and
Contribute to overall improvement of
environmental management systems.
the monitoring system;
·
Assist in reducing the risk of accidental
Address trans-boundary and/or
release of pollutants from facilities.
national problems present in identified
·
Address toxic-substances pollution
hotspots;
(point emissions from chemical and
Prevent pollution generation by
paper industries).
increasing public awareness;
·
Promote production and use of
Facilitate the flow of information to the
phosphate-free detergents.
public;
·
Address (alternative) treatment
Assist in the prevention of accidental
methods and/or practices that lead to
pollution;
efficient removal of nutrients and toxic
Promote the production and use of
substances.
phosphate-free detergents and organic
Municipality:
fertilizers; and
·
Address household waste management
Aid democratic processes by ensuring
(e.g. reduce the use of conventional
public involvement and participation in
detergents).
decisions affecting environmental
·
Address urban wastewater collection and
quality in the Danube River Basin.
treatment (e.g. build constructed wetlands
in rural areas).
ENVIRONMENTAL TOPIC
Land-use and wetlands:
The environmental issues that the DRP
·
Address flood management, irrigation,
regional grants must address are related to
and drainage with attention to the
the deterioration of groundwater and the
associated pollution effects.
eutrophication of surface water (stemming
·
Save and protect the natural flood
from both point and non-point sources of
plains (buffer strips).
pollution from agriculture, industry and
·
Support the conservation and
municipal sectors), as well as problems
restoration of floodplain and wetland
related to land-use and wastewater
habitat.
management.
Those NGOs whose concept papers
Grants will be awarded to NGO
have been selected are invited to prepare
projects addressing the following nutrient
and submit a full proposal with the
and toxic substances pollution-related
involvement of their partners.
issues:
The Trans-boundary Analysis produced within
Agriculture:
the framework of the GEF/UNDP Danube
·
Introduce and apply best agricultural
Pollution Reduction Programme 1999 is
practices related to avoiding,
available at the ICPDR website
minimising and/or control of non-
<www.icpdr.org>. We suggest NGOs use
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 3
this information source on pollution and
Bulgaria, Croatia, the Czech Republic,
methods to address it in different parts of
Hungary, Moldova, Romania, Slovakia,
the Danube River basin. The publication
Slovenia, Ukraine and Serbia and
contains maps with information on the
Montenegro may apply for a regional
pollution hotspots, wetlands and other
environmental grant. The NGOs should
useful pollution data generated in different
have an environmental focus and an NGO
pollution sectors such as municipalities,
bank account. The NGOs should have a
agriculture, industry, land-use and wetlands.
cooperation agreement with at least one
other partner (in another eligible country).
The REC hosts a website
<www.rec.org> in which more information
In addition, NGOs applying for DRP
about the pollution problems, and the ways
regional grants are expected to meet the
to address them, are presented. The website
following criteria:
also offers some example solutions for
a.
competence and readiness to develop
NGOs to follow. We highly recommend
an international project of up to two
that NGOs visit this website when drafting
years (24 months);
their proposals.
b. commitment to cooperating with
partners from other countries or sub-
Proposal preparation
regions;
NGOs whose concept papers are
c. proven track record in project
passed to the full proposal stage can be
management;
awarded a project preparation grant (or
d.
experience with water, agriculture or
"start-up" grant) of up to USD 1,500. This
nutrient issues (preferred);
amount aims to cover some of the costs
e.
English-language capability (project
incurred by NGOs when meeting their
leader must speak English); and
partners and preparing a full proposal with
f. access to office equipment and
them.
facilities.
The REC provides guidelines to assist
Cooperation with local and regional
NGOs in the preparation of full proposals.
authorities as well as the business sector is
All project partners are requested to attend
also encouraged and will be positively
the preparation meetings.
evaluated during grant awarding, although
the stakeholders cannot benefit directly
ADMINISTRATIVE PROCESS
from this grant.
The DRP regional grants are
LIMITATIONS
administered from the REC's Head Office.
This involves:
Grants will not support projects that
focus on:
· announcing the call for proposals,
issuing guidelines, limitations and
·
a) pure research or scientific work
eligibility requirements;
(unless they are linked to other aspects
· assisting NGOs by answering questions
of the project);
and providing information;
·
b) purely operational expenditures
· organising an expert panel that includes
(such as salaries or rent; or the
experts from outside the REC to
purchase of land, buildings);
analyse and rate the proposals;
·
c) investments; and/or
· supporting NGOs in implementing
·
d) vehicles (not related to the project).
their projects by providing advice on
budgeting, reporting, etc.; and
NGOs can benefit from only one grant
· offering opportunities for promoting
per call. It is conceivable that one specific
the final results of NGO projects.
NGO is approved at the concept paper
stage both as a project leader and a project
ELIGIBILITY
partner on two separate projects (or as a
project partner on two separate projects). In
Registered NGOs in the Danube
this case, the NGO can receive only one
countries of Bosnia and Herzegovina,
Danube regional Project (DRP)
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page 4
grant from the REC at the full proposal
· The applications sent by mail are
stage (as lead or partner NGO).
complete and include all original, signed
documents and forms.
· operational costs, including salaries and
NOTE: The REC will not accept
overheads should not reach more than
incomplete or late proposals.
30 percent of the total budget (unless
the nature of the project makes it
SELECTION CRITERIA
absolutely necessary and it is properly
justified in the proposal);
Proposals passing pre-screening are
· services and purchases that include
scored according to the following criteria.
customs taxes or import charges and
duties, including VAT;
Environmental impact
·
·
costs related to non-regional
Measurable results leading directly or
participants or travel outside of the
indirectly to nutrient pollution
grant region, except in the case of
reduction;
cooperation with a non-regional
·
Process and stress reduction indicators
country where travel has been approved
are clearly defined.
by the grant officer.
NGO approach/methodology
·
Feasible and effective methods are
GRANT AMOUNT
used;
·
Trans-boundary perspective/watershed
DRP regional grants can be up to USD
approach are applied.
35,000 each. In exceptional cases (proposals
Cooperation
that involve more than three NGOs, require
·
Feasible regional/cross-border
some form of construction or involve
cooperation is demonstrated;
extended networking), the amount can
·
exceed this limit by 50 percent (i.e. up to
Multi-stakeholder cooperation is
USD 50,000 maximum).
involved.
Proposal quality
The REC encourages NGOs to seek
· Feasible and realistic action plan;
matching or supporting funds from other
· Cost-effective budget.
sources.
Staff capability
· Staff experience and competence on
the issue.
PROJECT PERIOD
The REC country office and NIS
The DRP regional project period must
partners will contribute to the evaluation
not exceed 24 months and the
with their comments on: the relevance of
implementation must start within two
the issue to their particular country; the
months of the award announcement. The
methods employed by the NGOs; and staff
project implementation is expected to start
capacity.
by January 2006 and finish by December
2007.
EVALUATION PROCESS
All full proposals received are pre-
screened to ensure they meet the following
requirements:
· At least two cooperative partners from
different eligible countries are involved.
· Applicants are eligible to receive a
cooperative grant (see Eligibility).
· The proposal is complete.
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page 5
TERMS AN D C O N DITION S
NOTIFICATION
All signatures must be validated with the
NGO stamp. With the signature of the
All applicants will be notified of the
Executive Director and the stamp of the
expert panel's decision no later than six
REC, the award agreement is a legally
weeks after the application deadline.
binding document. Furthermore, the terms
and conditions outlined in the guidelines
AWARD AGREEMENT
and the call for projects are legally binding.
All award agreements are prepared in
USD.
PRE-CONDITIONS
Grant winners are invited to Szentendre,
In many cases pre-conditions for a grant
Hungary, for a Winners' Meeting. At this
are set by the REC. These must be met by a
meeting each lead NGO presents its project,
deadline stated in the award letter and award
and the NGOs meet the other grant winners
agreement, before the first grant payment
and the REC grant and financial officers for
can be transferred.
training. Another important activity at the
award meeting is the preparation of the
GRANT PAYMENT
award agreements. The award agreement
states the approved budget for the grant, the
The NGOs must have separate bank
disbursement schedule and the reporting
accounts. Each partner NGO will receive
requirements. When signed by both the
separate payments based on the sub-award
grantee and the REC's executive director,
agreements.
the award agreement becomes a legal
Grant funds are transferred from the
contract.
REC's account to the NGO's USD bank
The award agreement also states that the
account. Grant payment cannot be made in
project must be implemented as described
cash or by cheque.
in the grant application. If there is any
The funds are disbursed in USD in at
significant change to the project proposal, it
least three instalments, based on the
must be submitted and approved in writing
schedule included in the award documents
by the REC grants officer before the change
and agreed at the winners' meeting. If there
is implemented. Significant changes include:
are budget pre-conditions, the NGO must
a budget difference of any line item greater
prepare new budget summaries to be
than 10 percent, a change in the dates of
discussed at the winners' meeting.
project implementation and changes in the
The first payment of the grant is made
purpose of the project.
when the pre-conditions have been met and
The award agreement must include the
the REC has received the signed award
signatures of:
agreement and sub-award agreement(s). The
· The project coordinator, who signs
next payments are made when the grants
on behalf of the NGO;
officer and financial assistant approve the
· Each cooperative partner (including
progress reports. After the final report has
the lead NGO), which sign sub-
been approved by the REC, the last 10
award agreements. This document
percent is paid to the NGO.
describes the budget for that
particular partner and serves as a
REPORTING REQUIREMENTS
contract between the lead NGO
The lead NGO is responsible for
and the NGO cooperative partners;
submitting all project reports. Each NGO is
and
required to prepare a narrative and financial
· The Executive Director of the
report and send it to the project leader. The
REC, who signs on behalf of the
lead NGO should write a summary
donor organisation.
describing the activities of the partners in
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DRP Regional Grants Proposal Guidelines - Second Round
page 6
the context of the entire project. Because it
· In the unlikely event that the NGO is
is a cooperative project, the REC is
using the equipment improperly, (e.g.
interested in hearing about the project as a
for a personal profit-making venture)
whole. Before submitting the report to the
the REC reserves the right to repossess
REC, the lead NGO should review the
the equipment immediately.
individual reports to ensure they are
complete. Copies of receipts must be
AUDITING
included in the report. The project
coordinator is responsible for the reporting
The REC's staff, Donor's
of all cooperative partners.
representatives or independent audit firms
The award agreement states the
may monitor project performance at any
reporting requirements for each grant. All
time. The REC reserves the right to review
reports must be in English.
finances and expenditures at any time during
NGOs awarded DRP regional grants
the project period or up to one year after
will receive full reporting instructions.
the project's completion. All original
receipts must be kept on file for one year
BUDGET MODIFICATIONS
after the project has finished.
Although the REC cannot increase the
RETURNING FUNDS
overall amount of a grant award, the budget
made in the award agreement can be
If for any reason conditions are not
changed. If it is necessary to transfer more
met and funds have to be returned to the
than 10 percent of one budget line to
REC, the full amount plus a calculated
another budget line, the NGO needs written
average interest is demanded. The award
approval from the REC grants officer.
agreement is a legal document, and the
NGO and the REC should meet all
EQUIPMENT
requirements. In case of disagreement,
Hungarian law is applicable, and the
When REC funds are used to purchase
Hungarian Court of Justice in Budapest is
equipment:
used.
· The purchased equipment must be in
ACCESS TO INFORMATION
the REC's name.
· The award agreement states that the
All approved grant applications and
REC maintains ownership of the
their products are considered to be public
equipment for the entire duration of the
domain. Any information resulting from
project. During this period, the REC is
grant projects is available for the public.
"lending" the equipment to the NGO.
NGOs are encouraged to develop project
At the end of the project, or if the
websites highlighting the results of the
NGO ceases to exist or no longer needs
implemented projects and promoting them
the equipment, all items of equipment
to other stakeholders.
(that cost more than USD 200) must be
If a project results in a publication, the
returned to the appropriate REC
grantee is requested to provide the REC
country office to be made available for
country office with complimentary copies
use by another NGO.
for further distribution.
·
Rejected proposals are not made available to
In the final report, the NGO may
the public unless the author gives the REC
request to permanently retain the use of
country office permission to make the
the equipment, stating by whom and for
application public.
what purposes it would be used. The
NGOs' performance concerning the
ENDORSEMENT AND DISCLAIMER
grant is taken into consideration, as well
as the information in the completed
Sponsorship by the donors of any
Equipment Accounting Form, when
proposal does not suggest their
reviewing the request. If the request is
endorsement of the results. They assume no
approved, the NGO takes ownership of
liability, expressed or implied, for damages
the equipment.
arising from any activity of grantees. The
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 7
opinions expressed in connection with the
project [or, publication] does not necessarily
represent the policies or opinions of the
donors.
GRANTS ACKNOWLEDGEMENT
Acknowledgement of UNDP/GEF
and REC support is appreciated. Any
announcement published by the NGO, such
as a newsletter article or conference
brochure, should include an
acknowledgement such as following:
"This grant is supported by the Regional
Environmental Center for Central and Eastern
Europe on behalf of UNDP/GEF Danube
Regional Project"
USE OF REC AND DRP LOGOS
NGOs making use of the REC's and
DRP logos on a publication, poster, T-shirt,
stickers, etc, should contact to inform their
REC Grants Officer. REC will forward the
official logos to the NGO upon request.
The logos should be used together with the
above acknowledgement sentence.
VAT
The DRP grants will not cover services
and purchases that include payment of
customs or import charges and duties,
including VAT.
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 8
F U L L D R P P RO P O S A L P R E PA R A T I O N
The total funds requested usually exceed
Appendix B1 must be filled out. Each NGO
the amount of funds available. Therefore,
must correctly fill out the required banking
applications are selected in a competitive
details.
process. The grants evaluation board established
at the REC with the participation of independent
2 b) Stakeholders
experts evaluates the applications entirely on the
As emphasised throughout this application,
basis of the submitted full proposal.
proper identification and involvement of all key
stakeholders in the project is required by the
The full proposal must include the following
REC. Using Appendix B2, please fill out all the
items:
information required for each stakeholder
1. Proposal cover page (Appendix A);
separately.
2. Cooperative partner's information (Appendix
B1) and Stakeholder's information
Please explain, under "description of the role",
(Appendix B2);
each stakeholder's relation to the problem and in
3. Logical framework (Appendix C);
what way they will be involved in project
4. Narrative description of the project (no
implementation.
template available);
5. Budget summary for the entire project
3. Logical framework approach and
(Appendix D1) and Budget Summaries for all
logframe matrix (Appendix C)
partners (Appendix D2);
6. Budget justification by phase, activity and
Prior to writing a detailed description of the
partner (Appendix E); and
project, several elements should be considered.
7. Statement of Cooperation (Appendix F).
The REC requires that applicants use the logical
framework approach (LFA) to formulate and
And support documentation:
develop the project proposal, following the steps
· Description of the NGOs background;
below. It is expected that the analysis and
· CVs of the project coordinator and all other
preparation of the logical framework (or
key persons involved in the project (NGOs
logframe) will be done during the preparatory
or other stakeholders);
meeting, when the partner NGOs will meet
· Co-sponsorship documentation; and
together.
· Support documents from the stakeholders.
The results should be summarised in the
HOW TO APPLY
logframe matrix (Appendix C). Please keep the
logframe matrix for the project to one page
If your project is selected to proceed beyond the
(the information in the table should be
concept paper phase (details on what is required
concise and specific). However, detailed
at the concept paper phase are provided in the
information about the project must be included
`Call for Projects'), the cooperative partners are
in the narrative description (as explained later in
requested to work together to prepare the full
this document).
proposal application. The application should
follow this order:
The LFA is a tool for project design and
1. Proposal cover page
management. It consists of two phases: the
analysis phase and the planning phase. The
Appendix A must be clearly and fully completed
output of the LFA is the logframe matrix, a table
by the lead NGO.
which shows the goals, objectives, outputs, and
2. Cooperative partner information
activities of the project, the indicators that will
be used to evaluate the project, and the project
2 a) NGO partners
stakeholders and beneficiaries.
How to develop a logical framework
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 9
addresses? Why are they important? Are
Designing a project starts by defining the contours
they significant for the countries involved?
of the project's intervention area and making an
Why do the NGOs need to cooperate in
inventory of all related problems. An analysis of
addressing those?
the identified problems enables the relevant
project parties to decide on the precise set of
4.b) Detailed project plan
problems that will be addressed by the project and
to select the key problem.
Project goal
What is the general goal that the project will
Analysis phase:
contribute to? How does the goal fit (integrate)
problemsobjectivesstrategy
into the overall objectives of the DRP grants
component, which are:
The analysis phase normally starts with a basic
· Directly contribute to the reduction of point
idea generated by stakeholders related to an
and non-point sources of pollution;
existing problem. The analysis should break this
· Contribute to overall improvement of the
problem down into a set of smaller problems. The
monitoring system;
problems should be listed according to cause and
· Address trans-boundary and/or national
effect.
problems present in identified hotspots;
· Prevent pollution generation by increasing
Internal logic is the basis for the logical
public awareness;
framework, which is designed during the analysis
· Facilitate the flow of information to the
phase. It visualises the causal and hierarchical
public;
relations between project activities, project results,
·
the project objectives and the overall goal.
Assist in the prevention of accidental
pollution;
The next step is for the project team to agree
· Promote the production and use of
upon a project strategy. This is achieved by
phosphate-free detergents and organic
developing a series of solutions needed to attain
fertilizers; and
the objectives, and choosing which objectives will
· Aid democratic processes by ensuring public
be included in the project and which will not. The
involvement and participation in decisions
selected strategy and objectives then become the
affecting environmental quality in the
focus of the project and can be used to complete
Danube River Basin.
the logframe matrix.
Project objectives
The last step is to complete the logframe
·
What are the specific objectives of the
matrix. It is important to remember that the
project? The objectives should be SMART
logframe matrix is not a form to be filled in but
(Specific, Measurable, Achievable, Realistic,
the result of careful analysis and reasoning, which
Timely), and set in accordance with the
must be done before filling in the boxes.
main goal of the project.
·
How does the objectives help directly or
indirectly to reduce the load of nutrients or
4. THE NARRATIVE DESCRIPTION (NO
toxic substances.
FORMAT AVAILABLE)
Activities/timeframe
When preparing the narrative description of the
· What activities will each of the partner
project, the project partners must elaborate by
NGOs undertake in order to reach the goal
responding in detail to the questions below.
and objectives?
There is no template document for this part of
the proposal. The REC is expecting the NGOs
· How do they correspond to the suggested
to follow the order of the following questions,
approaches and tools of this grants
and to limit the description to not longer than
programme?
eight pages (A4 format).
· What are the detailed steps to be taken for
each activity, including which partner (NGOs
and/or other stakeholders) will carry them
out?
4.a) Project statement
· How did you identify the stakeholders, and
·
Which is/are the specific nutrient related
what is their relationship to the problem? In
problem(s) or needs the cooperative project
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 10
what way are they going to be involved in
project implementation?
Include in the budget summary the overall
· What is the timeframe of all planned
amount committed by other donors to the
activities per partner? An overall project time
project (if applicable).
table indicating the time frame for each
activity is expected.
6. BUDGET JUSTIFICATION (APPENDIX E)
· What is the stakeholder's contribution in the
Each partner NGO must prepare a detailed
implementation of each activity?
budget justification for the project, which is the
· Who are the target group for each activity?
basis for preparing the budget summary. Each
· Who are the beneficiaries of the activity?
partner must use Appendix E to prepare the
· How does each activity contribute to
budget for each activity and then complete the
achieving which objective?
budget breakdown per phase (Appendix D2).
Furthermore, at the preparatory meeting the
Expected outputs and results
partners put everything together and complete
· What will be the results or outputs of the
the Summary Budget for the entire project
proposed activities?
(Appendix D1).
· What are the expected impacts and benefits
of the project, what positive changes will the
Please follow the guide below, and add any other
project achieve?
details appropriate to your project.
· How does each of the countries involved
benefit? How will you measure it?
I. Breakdown by partner
· How will you determine whether your
Each partner must prepare their own budget
activities have achieved the objectives?
justifications, with the help of Appendix E, and
· What means will you use to determine how
then divide it in two phases.
your project contributed to the overall
programme goal?
II. Breakdown by phase
· What qualitative and quantitative indicators
will be used to measure the extent to which
Most projects are long enough to be divided into
the project achieves the expected outcomes
phases. NGOs should decide how many months
and effects? List them.
each project phase will take (the template
· What products will be produced during your
provided by the REC includes two phases) and
project? List them.
the activities that belong to each phase. Because
· How will information resulting from the
the project is divided into two phases, NGOs
project be disseminated to the public?
must indicate the length (starting and ending
· Are the results of the project sustainable?
date) of each phase. Each of the partners will
prepare the budget required for each phase. If
4.c) Follow-up
you have activities for which implementation
·
Do you plan follow-up activities? Describe
bridges the phases, then split the activity costs
them.
accordingly.
·
Can the results of this project be used as a
III. Breakdown by activities
model for others? How?
For each project activity, NGOs must provide a
5. BUDGET SUMMARY (APPENDIXES D1
separate budget breakdown (Appendix E) for
AND D2)
the costs in each budget line item by unit, unit
Use Appendix D1 to outline the budget for the
cost, and number of units. You need to think of
entire project and Appendix D2 for describing
any possible cost that can occur when
the Budgets of each of the partners. The forms
implementing project activities. The cost should
must be clearly completed for the parts of the
then be placed under the appropriate budget
budget requested from the REC. The budget
item. For example, bus tickets go under travel,
summaries (for the entire project and per
and paper goes under supplies.
partner), are based on the budget justification
explained below and completed in the final stage
Budget categories are as follows:
of the budget preparations, after finalising the
work with the Budget Justification (Appendix E)
Stipends/salaries
by partner and phase. State amounts in USD.
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 11
Specify the amount of time (month or day) that
the project coordinator and other staff will
The REC does not cover contingency costs.
spend managing the project and their
monthly/daily fees.
7. STATEMENTS OF COOPERATION
(APPENDIX F)
Consultants/contract personnel (for
occasional work)
Appendix F should indicate the
Each short-term service needed for this project
commitment of the partner NGOs to take part
should be placed under this budget item. Specify
in this project. The statement should be signed
the amount of time (in months or days) and the
by both project coordinators of the lead and
unit cost.
partner NGOs. The agreement should be signed
with each of the Partner NGOs .
Travel
List the number of trips, destinations, number of
ADDITIONAL SUPPORT DOCUMENTS:
people travelling and the costs involved for their
Descriptions of the NGO's backgrounds
transportation.
Describe each of the involved NGO's
backgrounds and capability to implement the
Accommodation and food
project (with emphasis on the experience related
Estimate the price of accommodation per person
to sustainable development).
per night, per diem allowance per person,
number of people staying and the number of
CVs of project coordinators and all other
days.
key persons involved in the project
The REC requires documentation for the Project
Equipment
coordinators and other key experts to be
Specify type of equipment, how much is needed
involved in the project's implementation. Their
of each and the price per unit. Also explain why
names, addresses and a description of their roles
the equipment is needed. According to the
or tasks in the project must be included in the
REC's financial rules, "equipment" is any item
description of the activities.
costing more than USD 200 and which is useful
Curriculum vitae should include:
for more than one year. Furniture, computers
·
and other machinery such as farm implements
Family name
are examples of equipment. Software may be
· First name
"equipment" depending on the value.
· Date of birth
· Place of birth
Supplies
· Nationality
List items and quantity, price estimation per item
· Current employer
and purpose. Supplies include paper, floppy
· Years of experience in the field
discs, calculators and upgrades to computers that
· Key qualifications (relevant to the project)
are less than USD 200.
·
Education: Under this heading, summarise
Communication costs
college/university and other specialised
Estimate e-mail, telephone, fax and postage costs
education, giving names of schools, dates
(preferable by month or project event).
attended and degrees obtained.
· Experience record: Under this heading, list
Publication costs
all positions, locations, assignments, titles,
Estimate the number of pages, number of
dates and employers. Indicate the work
copies, language, topic and cost per copy.
undertaken which best demonstrates the
person's ability to complete the project
Translation services
tasks.
Specify languages; estimate the number of hours
or pages, fee per hour or page, purpose.
Co-sponsorship documentation
Although it is not a requirement, you may
Other direct costs
consider using additional funds or in-kind
Costs which do not fit any of the budget
support to cover project costs. If this is the case,
categories can be placed under "other direct
you need to indicate this amount under
costs" (e.g. rental of conference facility, office
Appendix D (Budget Summary for the entire
rent and utilities, etc.). Unjustified costs under
project and the Budget Summaries for Partners).
this item will not be considered.
The REC is interested to know only about
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 12
additional funds for which donor commitment is
Important NOTE about application:
secured. In-kind may include materials and
supplies, work, communication, and so on.
The deadline for submission of DRP full
grant proposals is November 11, 2005. Send
Support documents from stakeholders
the original proposal (unbound) to the REC
Stakeholders can be local or central authorities,
Head Office in Szentendre, Hungary. The
business people, academics or community
proposal must be received by post by the end of
leaders among others. Any concerned party can
the day on November 11, 2005, or it will not be
play a stakeholder role in the project. The
considered. Send copies of the proposal to the
stakeholders are responsible to bring their
country office of your partner, as well as to your
contribution to the project according to the
own, by the same deadline. Late applications or
description and the timeframe given in the
applications sent by e-mail or fax will not be
proposal, providing input for the activities on
accepted. All applications must be signed and
time as well as maintaining close cooperation
stamped where requested.
with the other project stakeholders and
beneficiaries. Support documents, intention
For more information, interested parties
letters and any kind of proof of the stakeholder's
should contact Richard Filcak at the REC Head
support should be included in the Proposal to
Office (e-mail: Rfilcak@rec.org; tel: [36-26] 504-
indicate their commitment in the project. The
000; fax: [36-26] 311-294).
satisfactory presentation of the stakeholder's
commitment will influence the decision over
your proposal.
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 13
For more information about applying for grants,
please contact our local representatives or the REC Head Office.
Head Office:
ROMANIA
The Regional Environmental Center for Central and
Str Episcop Timus nr 4, Sector 1
Eastern Europe
Bucharest, Romania
Ady Endre ut 9-11
Tel: (40-21) 316 7344 / (40-21) 316 7345
2000 Szentendre, Hungary
Fax: (40-21) 316 7264
Tel: (36-26) 504-000
E-mail: rec@recromania.ro
Fax: (36-26) 311-294
Contact: Dana Olanecku
E-mail: rfilcak@rec.org
Web: www.rec.org
SLOVAKIA
Vysoka 18
REC Offices in Danube Countries
811 06 Bratislava
Slovak Republic
Tel: (421-2) 5263-2942
BOSNIA and HERZEGOVINA
Fax: (421-2) 5296-4208
Kelemova 34
E-mail: rec@changenet.sk
71000 Sarajevo, BiH
www.rec.sk
Tel: (387-33) 263- 050
Contact: Vlado Hudek
Tel/fax: (387-33) 263-051, 209- 130
E-mail: nseremet@rec.org.ba
Contact: Enisa Pulic
SLOVENIA
Slovenska cesta 5
BANJA LUKA FIELD OFFICE
1000 Ljubljana, Slovenia
Slavka Rodica 1, 78000
Tel/fax: (386-1) 425-6860
Banja Luka, RS, BiH
Tel: (386-1) 425-6860
Tel/fax: (387-51) 317-022
E-mail: rec-slovenia@guest.arnes.si
E-mail: rec.bl@inecco.net
www.rec-lj.si
Contact: Julija Skarabot
BULGARIA
1000, Tzar Simeon 42, Ap.2,
SERBIA and MONTENEGRO
Oborishte District, Sofia, Bulgaria
Palata Beograd
Tel: (359-2) 983-4817
Primorska 31
Fax: (359-2) 983-5217
11000 Belgrade, Serbia and Montenegro
E-mail: rec-bulgaria@rec.org
Tel: (381-11) 329 2899
Website: www.rec.org
Fax: (381-11) 329 3020
Contact: Ms. Desislava Stefanova
E-mail: officr@recyu.org
www.recyu.org
CROATIA
NIS Partners:
Djordjiceva 8a Br.
10000 Zagreb, Croatia
Tel: (385-1) 4810-774
REC Moldova
Tel/fax: (385-1) 4810-844
57/1, Banulescu Bodoni St., office 110
E-mail: rec@rec-croatia.hr
2005 Chisinau,
URL: www.rec-croatia.hr
Moldova
Contact: Irena Brnad
Tel: (373-2) 238-685
Fax: (373-2) 238-686
CZECH REPUBLIC
E-mail: recmd@moldova.md
Senovazna 2
Home page: http://www.rec.moldova.md
11000 Prague, Czech Republic
Tel/fax: (420-2) 2422-2843
E-mail tomas.kazmierski@reccr.cz
www.reccr.cz
Contact: Tomas Kazmierski
HUNGARY
Ady Endre ut.9-11,
2000, Szentendre
Tel: (36-26) 504-075
Tel/fax: (36-26) 311-294
www.rec.hu
E-mail: coh@rec.org
Contact: Laszlo Perneczky
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 14
A P P E N D I X A D R P G R A N T P RO P O S A L C OV E R PAG E
Danube Regional Project (DRP)
Regional Grant Application Second Round
Proposal Cover Page
Project title:
Lead NGO information
Name of NGO
Registration
Tel:
E-mail address
Fax:
Address (include
country)
Project coordinator
Dates of project period Start
day - month - year
End
day - month - year
date:
date:
Brief description of the
project (one paragraph)
Products to be
developed
Total budget of project Amount
requested
(USD):
from the REC
(include other
(USD):
donations, their status,
and in-kind support)
Bank info (name,
Bank name:
address, account
Account holder:
holder, account
Account number:
number, swift code)
SWIFT Code:
To be filled in by the
Date received
Responsible grant officer
REC
Keyword
Decision
Use extra sheets where necessary
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 15
APPENDIX B 1 - COOPERATIVE PARTNER INFORMATION
Please fill in the information for each cooperative partner. It is helpful to include the information for the
lead NGO as well. Each partner should sign and stamp their information.
Copy this form as necessary.
DRP Regional Grant Application Second Round
Cooperative Partner Information
Lead NGO name and registration number:
Project coordinator:
Address:
Phone number, fax, e-mail:
Bank information:
Bank name and address:
Account number of NGO:
Account holder name:
Swift code:
First partner NGO name and registration number:
Project coordinator:
Address:
Phone number, fax, e-mail:
Bank information:
Bank name and address:
Account number of NGO:
Account holder name:
Swift code:
Note: Add boxes for more partners
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 16
APPENDIX B 2 STAKEHOLDER'S INFORMATION
Please fill in the information for each stakeholder from every country involved. Each partner should sign
and stamp their information.
Copy this form as necessary per country.
DRP Regional Grant Application Second Round
Stakeholder's Information
Country
Stakeholders
Stakeholder 1
Organisation/entity
Name of the contact person and position
Address (include country):
Telephone and fax number:
E-mail
Description of the role:
Stakeholder 2
Organisation/entity
Name of the involved person and position
Address (include country):
Telephone and fax number:
E-mail
Description of the role:
Stakeholder 3
Organisation/entity
Name of the involved person and position
Address (include country):
Telephone and fax number:
E-mail
Description of the role:
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 17
APPENDIX C - LOGICAL FRAMEWORK
DRP Regional Grant Application Second Round
You should not modify the forms, but you can type the data into the appropriate boxes.
Preferably, the logframe should not exceed 1 page.
The project
Indicators of achievement Stakeholders/
beneficiaries
a. Project
What is the goal to which
What are the key indicators
What are the long-term
goal (overall the project will contribute?
related to the overall
partnerships this
objective)
objective?
project will bring
about?
Who are the long-term
beneficiaries of this
project?
b. Project
What are the specific
What are the quantitative or Who are the strategic
objectives
objectives of the project?
qualitative indicators
partners (stakeholders)
showing whether and to
required to achieve
what extent the project's
each of the objectives?
specific objectives are
achieved?
c. Expected What are the concrete
What are the indicators to
Who are the
outputs and outputs envisaged to
measure the extent to which beneficiaries of the
results
achieve the specific
the project achieves the
project results? Who
objectives?
envisaged results and
will further use the
What are the envisaged
effects?
project outputs?
effects and benefits of the
project? What
improvements and changes
will be produced by the
project?
d. Activities What are the key activities
What are the methods and
Who will participate in
to be carried out and in
approaches used to
the project activities?
what sequence in order to
implement each of the
What will be their
produce the expected
activities?
contribution?
results?
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 18
APPENDIX D 1 - BUDGET SUMMARY FOR THE ENTIRE PROJECT SECOND ROUND
DRP Regional Grant Application Second Round
Budget Summary for the Entire Project
(in USD)
Project title
Lead NGO
Name of NGO
Registration number:
E-mail:
Telephone number:
Fax number:
Address (include
country):
Project coordinator
Dates of project
Start
day-month-year
End
day-month-year
period
date:
date:
Direct Costs:
Line Items
Phase I
Phase II
Total USD
Stipends/salaries
Equipment
Travel
Per diem
Supplies
Consultants/contract personnel
Publication costs
Translation services
Communication costs
Other direct costs (please specify)
Total requested from the REC:
USD
USD
USD
Other funding organisations
USD
Please indicate amount and status of
their support.
Total project budget: (REC +
USD
additional funds)
Please sign and stamp this budget summary. Signature will validate the document.
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 19
APPENDIX D2 - BUDGET SUMMARY FOR PARTNERS
DRP Regional Grant Application Second Round
Budget Summary for Partners
Every partner, including the lead partner, must complete a budget summary
(in USD)
Project title
Partner NGO
Name of NGO
Registration number:
E-mail:
Telephone number:
Fax number:
Address (include
country):
Project coordinator
Dates of project
Start
day-month-year
End
day-month-year
period
date:
date:
Direct costs for your part of the project:
Line Items
Phase I
Phase II
Total USD
Stipends/salaries
Equipment
Travel
Per diem
Supplies
Consultants/contract personnel
Publication costs
Translation services
Communication costs
Other direct costs (please specify)
Total requested from the REC:
USD
USD
USD
Other funding organisations
USD
Please indicate amount and status of
their support.
Total project budget: (REC +
USD
additional funds)
Each partner should sign and stamp the budget summary for their part of the budget. Signature will validate the
document.
(copy as necessary)
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 20
APPENDIX E - BUDGET JUSTIFICATION
DRP Regional Grant Application Second Round
Budget Justification
Every partner, including the lead partner, must complete a budget justification for each activity per phase
requested from the REC
(in USD)
Partner NGO:
Phase:
Activity:
REC budget
Description
Unit
Number of Requested
Other support/in-
item
cost/personnel units/work from the
kind contribution
cost
time
REC (USD) (USD)
Stipends/ salary
Equipment
Travel
Accommodation
and food
Supplies
Consultants/
contract
personnel
Publication costs
Translation
services
Communication
costs
Other direct
costs (specify)
TOTAL (USD)
Activity
Note:
· This form should be copied and filled out for each of the project activities and for each phase requested from
the REC. Should an activity run through two phases, then the costs should be split accordingly and two of these
forms prepared.
· Under "description" please give a detailed explanation about the budgeted amount. Example: (1) for
consultants/ contracted personnel you need to specify each of the contracted experts or organisations in relation to
the respective activity; (2) For travel, specify the name of the person travelling, destination and the means of
transport.
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 21
APPENDIX F - STATEMENT OF COOPERATION
DRP Regional Grant Application Second Round
Statement of Cooperation
Project title:
Statement:
By signing this statement of cooperation, we agree to work together in implementing this project if the proposal
is selected according to the task description provided in the project proposal. We all agree that the project
coordinator of the lead NGO is responsible for coordinating the overall project management among partners
and the REC, presenting all of the materials and reports to the REC on time.
During the project implementation the partner NGO is responsible for managing their part of the project
according to the description and the timeframe given in the proposal, preparing accurate finances and reporting
to the lead NGO on time as well as maintaining close cooperation with the other project partners.
Partner NGO information
Name of the organisation:
Registration number:
Phone
number:
E-mail address:
Fax
number:
Address:
Name of the project
coordinator
(partner NGO)
Signature and date:
(please stamp):
Name of the project
coordinator (lead NGO):
Signature and date
(please stamp your name):
(copy as necessary)
Note: If more than two organisations intend to cooperate on this project, please make copies of the statement
of cooperation as necessary. Both lead and partner NGOs should sign and stamp this statement at the project
preparation meeting. The document should be submitted in its original with the full proposal package.
Danube regional Project (DRP)
DRP Regional Grants Proposal Guidelines - Second Round
page 22