Questions and Answers

1. Can the deadlines of the proposal submission be extended?
No, for whatever reason, the deadline will not be extended. Although, we understand the weak communication linkages between the lower levels of government, it is important that we maintain the deadline. We are obliged to adhere to the time frame as provided for under the Financing Agreement between the European Commission and the Government of Papua New Guinea.

As a way forward it is important that we keep the specified deadline in mind as we prepare our project documentation.

2. Can one District submit two proposals, one representing the District Administration and the other representing LLG within the same District?
No, we require one proposal per district. As long as it is endorsed by the District Planning and Budget Priorities Committee (JDP&BPC) and submitted by the District Administrator as a priority project, it will be considered for funding irrespective of whether the target beneficiary is the LLG or the District Administration.

We would like to encourage collaboration between the Districts and the Local-level Governments.

3. Is it possible to propose a project of similar nature but in different location within the District?
Yes it is possible. However, each activity in the different locations must be a part of one project proposal and must be fully costed and included in the detailed budget. Of course, we expect the costs to vary from one location to the other. Note that the total cost of the project (action) must not be more than the maximum amount indicated in the Guidelines.

4. What do you mean when you talk about the 40%, 40% and 20% milestones?
When you read the document: Procedures and Mechanisms of the Grant Facility, which is included in the Call for Proposal dossier sent to you, it explains those milestones. If, for example, your District is successful, grant funding transfer will be made to your District/Provincial Treasury in tranches of 40%, 40% and the final 20%.
In order for you to access the second 40% tranche, there must be physical evidence of the first 40% achievement as predefined in the project proposal and subsequently the grant contract. This is referred to as a milestone achievement.

5. Is there any particular priority area to write a project proposal or is it open?
When you read the document: Guidelines for Grant Applicants, which is included in the Call for Proposal dossier sent to you, it clearly states the overall objectives and the specific priority areas as per the Financing Agreement and the limitations. On that note, we would like to advise all possible project proponents to carefully read all the information sent. The Help Desk here at the Project Management Unit will help you if you still have questions after having read all the necessary information sent to you.

6. What would be the timeframe of the project in the Districts?
All project proposals that are submitted should have an Implementation Plan which should be phased out between six to 12 months. The Guidelines explicitly states that the project should take not less than 6 months and not more than 12 months to complete

7. What is the maximum and minimum funding available per grant award?
When you read the document: Guidelines for Grant Applicants, which is included in the relevant Call for Proposal dossier sent to you, it will state the minimum and the maximum amount that a District can submit their proposal for.

8. How much is the District required to put in as counterpart funding?
We expect the District through the Joint District Planning and Budget Priorities Committee (JDP&BPC) to contribute a minimum of 15% of the total cost of the Project (action). This funding should be made available up front. Anymore than the minimum is good for the project and goes to show your commitment towards the project that you have initiated.

9. Can we engage consultants to do the project documentation for the District?
Yes you can, provided that the consultant is based in the District or Province and confides with the District Administrator on a regular basis to put together the proposal. We do not encourage consultants to work from Port Moresby. Note that the enumeration for the consultants is the District's responsibility and should not be built into the project cost.

10. Is it alright to go through the District Open Members Office and bypass the District Administrator?
Strictly no. The top public servant in the District who is the District Administrator is expected to be the Project Manager. The District MPs endorsement is necessary but not sufficient to submit a proposal as a fully complete application. There must be dialogue, collaboration and cooperation among all members of the JDP&BPC to drive any development initiatives in the Districts and LLGs.

11. When implementing a Project, what is the diference between 'Associate' and 'Contractor/Sub-contractor' under EDF guidlines?

Associate - 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. Moreover, those responsible for the “other funding” participating in the action are de-facto associates. Associates do not have to meet the eligibility criteria. The associates have to be mentioned in Part B section IV - “Associates of the Applicant participating in the Action” of the Grant Application Form. Their respective roles in the different stages of the action have to be detailled and the form has to be signed by the associate.
 Contractor/Subcontractor - The grant beneficiaries have the possibility to award contracts to subcontractors.  Subcontractors are neither partners nor associates, and are subject to the procurement rules set out in Annex IV to the standard grant contract.

12. When is the next call for proposals?
September 25th, 2009 is the anticipated date for the second call for proposals. Applicants will be given sixty (60) days to prepare and send in a proposal.This means that ideally the second call for proposals would be due on the 25th of November this year. We are expecting to give 12 grants for this second call.

13. When will the Non State Actors (NSA) Project call for proposals?
No particular date has been specified yet. However there definitely will be a call made under the umbrella of the NSA project. This project looks at giving grants to organisations in the Provinces that are not state entities.