Guidelines For Grant Applicants

Contracting Authority: European Commission
Malaysia - Civil Society Organisations: Enhancing CSOs'

Contribution to Governance and Development Processes
(2023-2024)
Guidelines for grant applicants
Budget line(s):14.020220
Reference:
EuropeAid/179222/DD/ACT/MY
Deadline for submission1 of concept notes:
19/12/2023 at 11:59 hrs. (Brussels date and time)

2
(in order to convert to local time click here )
1Online submission via PROSPECT is mandatory for this call for proposals (see Section 2.2.2). In PROSPECT all
dates and times are expressed in Brussels time. Applicants should note that the IT support is open Monday to Friday
from 08:30 to 18:30 Brussels time (except during European Commission public holidays in Belgium as published in
the Official Journal). Applicants should take note of the weekly maintenance hours mentioned in the PROSPECT
user manual.
2 An example of a time converter tool available online:
http://www.timeanddate.com/worldclock/converter.html
EuropeAid/179222/DD/ACT/
2021.1_179222_Malaysia_CSOs_753104559.rtf
NOTICE
This is a restricted call for proposals. In the first instance, only concept notes (Annex A.1 – Grant
application form - Concept note) must be submitted for evaluation. Thereafter, lead applicants who have
been pre-selected will be invited to submit a full application (Annex A.2 – Grant application form – Full
application). 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 lead applicant’ sent
together with the full application.
To apply to this call for proposals organisations must register in PADOR and submit their
application in PROSPECT (see section 2.2.2 of the guidelines). The aim of PROSPECT is to
increase the efficiency of the management of the call for proposals and to offer a better service to civil
society organisations through a new panel of functionalities such as the on-line submission and the
possibility to follow up online the status of their application.
Preparation: Virtual information session on 10/11/2023 at 11:00 – 13:00 hrs. (Malaysia local date and
time) and user manuals.
To help applicants familiarise themselves with the system before the online submission, an information
session will be organised via an online platform.
Should you be interested in this session, please send an email by 08/11/2023 to DELEGATION-
THAILAND-COOP@eeas.europa.eu indicating: name, surname, nationality and email address of the
persons who are going to participate as well as their organisation. No costs incurred by the applicants
for attending this information session are reimbursable.
All organisations may find more information regarding PROSPECT in the user's manual and the e-
learning videos. You may also contact our technical support team via the online support form in
3
PROSPECT .
3 If PROSPECT is unavailable, the IT support can also be reached via email: INTPA-SUPPORT-
SERVICES@ec.europa.eu
EuropeAid/179222/DD/ACT/MY Page 2 of 36
2021.1_179222_Malaysia_CSOs_Guidelines for grant applicant restricted
Table of contents
1. MALAYSIA - CIVIL SOCIETY ORGANISATIONS: ENHANCING CSOS' CONTRIBUTION TO

GOVERNANCE AND DEVELOPMENT PROCESSES (2023-2024) 4
1.1. Background............................................................................................................................................4
1.2. Objectives of the programme and priority issues...................................................................................4
1.3. Financial allocation provided by the contracting authority...................................................................4
2. RULES FOR THIS CALL FOR PROPOSALS 6
2.1. Eligibility criteria...................................................................................................................................6

2.1.1. Eligibility of applicants (i.e. lead applicant and co-applicant(s))...................................................6
2.1.2. Associates and contractors.............................................................................................................9
2.1.3. Eligible actions: actions for which an application may be made.................................................10
2.1.4. Eligibility of costs: costs that can be included.............................................................................12
2.1.5. Ethics clauses and Code of Conduct............................................................................................17
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.........................................................................................19
2.2.3. Deadline for submission of concept notes....................................................................................20
2.2.4. Further information about concept notes......................................................................................20
2.2.5. Full applications...........................................................................................................................21
2.2.6. Where and how to send full applications.....................................................................................23
2.2.7. Deadline for submission of full applications................................................................................25
2.2.8. Further information about full applications.................................................................................25
2.3. Evaluation and selection of applications..............................................................................................26

2.4. Submission of supporting documents .................................................................................................33
2.5. Notification of the Contracting Authority’s decision...........................................................................33
2.5.1. Content of the decision.................................................................................................................33
2.5.2. Indicative timetable......................................................................................................................34
2.6. Conditions for implementation after the contracting authority’s decision to award a grant................35
3. LIST OF ANNEXES 36
EuropeAid/179222/DD/ACT/ Page 3 of 36
2021.1 179222_Malaysia_CSOs_753104559.rtf
1. MALAYSIA - CIVIL SOCIETY ORGANISATIONS: ENHANCING CSOS' CONTRIBUTION
TO GOVERNANCE AND DEVELOPMENT PROCESSES (2023-2024)
1.1. BACKGROUND
Malaysia has a better-than-average environment for civil society in the ASEAN context. Many associations
are active in religious and cultural life; civil society engagement in social and economic issues is lower than
in some other countries of the region, partly because of an increase in state provision of basic services to
citizens.
Globally, despite the increasing recognition of Civil Society Organisations (CSOs) as partners in
development in the country, CSOs in Malaysia still face significant constraints, hampering their capacity to
effectively contribute to governance, development, and ultimately poverty reduction. Generally, in the South
East Asia region the enabling environment for civil society has become largely restricted 45.
Recognising that CSOs are essential in building the foundations for broad-based ownership of development
policies and processes, the European Union (EU) has launched a significant Civil Society Organisations
(CSOs) Thematic Programme since 2014. The current CSOs programme under the Global Europe - NDICI
instrument has continued to strengthen local CSOs as independent actors of good governance and
development6. CSOs then can effectively participate in policy dialogue and decision-making processes at all
levels in the country and can contribute to the implementation of the 2030 Agenda on Sustainable
Development at country level7.
In light of the above, the EU Roadmap to engage with civil society in Malaysia on the five EU priorities for
the period of 2021 – 2025 was developed 8. The EU priority actions to be implemented by civil society will
promote the enabling environment and a meaningful and structured participation of CSOs to better contribute
to the development and democratic governance in Malaysia as well as to increase national and local CSOs'
capacity to perform their roles as independent development actors more effectively.
Support to civil society through the CSOs Thematic Programme is complementary to other programmes
funded by the Global Europe- NDICI instrument.
1.2. OBJECTIVES OF THE PROGRAMME AND PRIORITY ISSUES

The global objective of this call for proposals is to strengthen civil society organisations (CSOs) as
independent development actors to contribute to governance and development process in Malaysia, with a
view to contribute to the attainment of sustainable development goals (SDGs).
The specific objective of this call for proposals is to promote the enabling environment for civil society
organisations and enhance their capacity to better contribute to and meaningfully participate in development
and domestic policies process of Malaysia, addressing the three key dimensions of sustainable development -
social, environmental and economic.
4The 2022 CIVIC index rates Malaysia as “obstructed” for its civic space. https://monitor.civicus.org/
5 According to the 2022 Freedom in the World report, Malaysia’s status is categorised as “Partly Free” the same status as previous
years. https://freedomhouse.org/countries/freedom-world/scores
6 Global Europe: Neighbourhood, Development and International Cooperation Instrument (NDICI) The instrument will channel the
biggest share of external action funds, with a budget of €79.5 billion. It will be the EU’s main tool to contribute to eradicating
poverty and promoting sustainable development, prosperity, peace and stability.
https://ec.europa.eu/info/funding-tenders/find-funding/eu-funding-programmes/global-europe-neighbourhood-development-and-
international-cooperation-instrument_en
7https://www.un.org/sustainabledevelopment/development-agenda/
8 The EU CSOs Roadmap was developed in 2021 with consultations with CSOs networks and EU Member States in Malaysia. The
five EU priorities are Green Deal; Digitalisation & Innovation; Sustainable Growth & Jobs; Migration Partnerships; Governance,
Peace, Security and Human Development. Three out of five priorities areas are identified as priorities for this call for proposals.
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The priority(ies) of this call for proposals is/are:
1) Green Alliances and Partnerships
2) Alliances for Sustainable Growth and Jobs
3) Governance, Peace and Security, Human Development
For all priorities, the proposed action must include: comprehensive capacity building activities for local
development actors; and specific activities to engage women, girls and youth throughout the action.
1.3. FINANCIAL ALLOCATION PROVIDED BY THE CONTRACTING AUTHORITY

The overall indicative amount made available under this call for proposals is EUR 3 900 000. The
contracting authority reserves the right not to award all available funds. Similarly, this amount could be
increased should more funds become available.
The available budget under this call for proposals is divided into three lots as follows:
Lot 1 (Budget EUR 1 900 000): Actions on Green Alliances and Partnerships
Lot 2 (Budget EUR 1 000 000): Actions on Alliances for Sustainable Growth and Jobs
Lot 3 (Budget EUR 1 000 000): Actions on Governance, Peace and Security, Human Development
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 other lots.
Size of grants for all Lots
Any grant requested under this call for proposals must fall between the following minimum and maximum
amounts:
 Minimum amount: EUR 750 000
 Maximum amount: EUR 1 000 000
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: 70% of the total eligible costs of the action
 Maximum percentage:.
For proposals submitted with a lead applicant established in Malaysia, the maximum percentage is
90% of the total eligible costs of the action.
For proposals submitted with a lead applicant established in a Member State of the European Union,
the maximum percentage is 80% 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 general budget of the Union or the
European Development Fund9.
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, which is applicable to the present call (available on the
internet at this address https://wikis.ec.europa.eu/display/ExactExternalWiki/ePRAG ).
2.1. ELIGIBILITY CRITERIA

There are three sets of eligibility criteria, relating to:
(1) the actors (2.1.1.):
 The ‘lead applicant’, i.e. the entity submitting the application form;
 if any, its co-applicant(s) (where it is not specified otherwise the lead applicant and its co-
applicant(s) are hereinafter jointly referred as ‘applicant(s)’);
 and, if any, affiliated entity(ies) to the lead applicant and/or to a co-applicant(s);
(2) the actions (2.1.3.):
• actions for which a grant may be awarded;
(3) the costs (2.1.4.):
 types of cost that may be taken into account in setting the amount of the grant.
 Eligibility of applicants (i.e. lead applicant and co-applicant(s))
Lead applicant
(1) In order to be eligible for a grant, the lead applicant must:
 be a legal person and
 be non-profit-making (could be registered as company by guarantee) and
 be Civil Society Organisations10 and
9 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.
10NDCI Regulation No 2021/947, Civil Society Organisations (CSOs) s are defined as follows: Civil society
organisations embrace a wide range of actors with multiple roles and mandates which includes all non-State, not-for-
profit independent and non-violent structures, through which people organise the pursuit of shared objectives and ideals,
whether political, cultural, religious, environmental, social or economic. Operating from local, national, regional and
international levels, they comprise urban and rural, formal and informal organisations.
CSOs Thematic MIP 2021-2027, CSOs are defined as follows: They include, but are not limited to: Nongovernmental
organisations, organisations representing indigenous peoples, women's and youth organisations, diaspora organisations,
migrants' organisations, local traders' associations and citizens' groups, cooperatives, employers' associations and trade
unions (social partners), organisations representing economic and social interests, organisations fighting corruption and
fraud and promoting good governance, civil rights organisations and organisations combating discrimination, local
organisations (including networks) involved in decentralised regional cooperation and integration, consumer
organisations, environmental, teaching, cultural, research and scientific organisations, universities, churches and
religious associations and communities, philosophical and non-confessional organisations, the not-for-profit media and
any non-governmental associations and independent foundations, including independent political foundations.
 be established in Malaysia 11or a Member State of the European Union12 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.
(2) Potential applicants may not participate in calls for proposals or be awarded grants if they are in any of
the situations listed in Section 2.6.10.1 of the practical guide;
Lead applicants, co-applicants, affiliated entities and, in case of legal entities, persons who have powers
of representation, decision-making or control over the lead applicant, the co-applicants and the affiliated
entities are informed that, should they be in one of the situations of early detection or exclusion
according to Section 2.6.10.1 of the practical guide, 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 early detection and exclusion
system, and communicated to the persons and entities concerned in relation to the award or the
execution of a grant contract. In this respect, provisionally selected lead applicants, co-applicants and
affiliated entities or those placed in the reserve list are obliged to declare that they are not in one of the
exclusion situations through a signed declaration on honour (PRAG Annex A14). For grants of EUR 15
000 or less, no declaration on honour is required. See section 2.4.
In Annex A.1 Section 2 and Annex A.2 Section 5 (‘declaration(s) by the lead applicant’), the lead
applicant must declare that the lead applicant himself, the co-applicant(s) and affiliated entity(ies) are
not in any of these situations.
The lead applicant (whether established in Malaysia or a Member State of the European Union)
must act with at least one co-applicant.
If the lead applicant is established in a Member State of the European Union, at least one co-
applicant must be established in Malaysia.
If awarded the grant contract, the lead applicant will become the beneficiary identified as the
coordinator in Annex G (special conditions). The coordinator is the sole interlocutor of the contracting
authority. It represents and acts on behalf of any other co-beneficiary (if any) and coordinate the design
and implementation of the action.
International (inter-governmental) organisations as defined by Article 43 of the Rules of

application of the EU Financial Regulation are NOT eligible, nor can act as co-applicant(s) under
this call for proposals.
11To 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.
12The EU Member states are Austria, Belgium, Bulgaria, Czech Republic, Croatia, Cyprus, Denmark, Estonia, Finland,
France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland,
Portugal, Romania, Slovakia, Slovenia, Spain, and Sweden.
Co-applicant(s)
Co-applicants participate in designing and implementing the action, and the costs they incur are eligible
in the same way as those incurred by the lead applicant.
Co-applicants must satisfy the eligibility criteria as applicable to the lead applicant itself.
In addition to the categories referred to in Section 2.1.1, the following are however also eligible as co-
applicants:
Local Authorities (LAs) or Association of Local Authorities (ALAs)13:
• legally registered in Malaysia or a Member State of the European Union
• constituted in accordance with the legislation in force in the country concerned.
Multi-stakeholders partnerships and innovative schemes of collaboration between CSOs and LAs /
ALAs as public authorities are strongly encouraged. Indeed LAs (and ALAs) are the public authorities
which are the closest to citizens, since their missions are to respond to citizens' demands and to
redistribute more equitable socio-economics benefits at local level. In this context, collaboration with
LAs or ALAs for all the actions proposed is encouraged.
Co-applicants must sign the mandate in Annex A.2 Section 5.
Any application and in particular, those submitted by lead applicants established in EU Member
States must also demonstrate that:
i) the project proposal is based on initiatives of local CSOs and ensure their involvement during all
stages of the implementation to achieve stronger ownership and impact and,
ii) there is a genuine and equitable partnership ensured at any stage of the action implementation with
Malaysian CSOs and/or together with LAs (ALAs) established in Malaysia.
The Evaluation Committee will attach particular importance to "quality partnerships". All applications
must demonstrate expected benefits and added value of the proposed partnership responding to local
demand and locally identified needs. All actions must foresee and integrate capacity building activities
(e.g. through monitoring, peer support and joint advocacy) for local actors as one of the key components
for the proposed action. (see section 2.3 - Full Application evaluation grid, evaluation criteria 4.3).
If awarded the grant contract, the co-applicant(s) (if any) will become beneficiary(ies) in the action
(together with the coordinator).
(3) In addition, please note that contracts cannot be awarded to or signed with applicants included in the
lists of EU restrictive measures (see Section 2.4. of the PRAG).
13 . In line with the European Commission COM(2013) 280, the term «Local Authorities» refer to public institutions
with legal personality, component of the State structure, below the level of central government and accountable to
citizens. Local Authorities are usually composed of a deliberative or policy-making body (council or assembly) and an
executive body (the Mayor or other executive officer), directly or indirectly elected or selected at local level. The term
encompasses different tiers of government, e.g. villages, municipalities, districts, counties, provinces, regions,
etc.
The term " association of local authorities " includes network of associations of local authorities: a group of associations
with a permanent representative body established as an autonomous organisation in accordance with the laws in force in
the country concerned. It must comply with all the eligibility criteria laid down, and must be able to assume full
contractual responsibility for the actions undertaken, based on a mandate from the members of the network. The
network must have the capacity to manage an action of the scale of the proposed on
Affiliated entities
The lead applicant and its co-applicant(s) may act with affiliated entity(ies).
Only the following entities may be considered as affiliated entities to the lead applicant and/or to co-
applicant(s):
Only entities having a structural link with the applicants (i.e. the lead applicant or a co-applicant), in
particular a legal or capital link.
This structural link encompasses mainly two notions:
(i) Control, as defined in Directive 2013/34/EU on the annual financial statements, consolidated
financial statements and related reports of certain types of undertakings:
Entities affiliated to an applicant may hence be:

- Entities directly or indirectly controlled by the applicant (daughter companies or first-tier
subsidiaries). They may also be entities controlled by an entity controlled by the applicant
(granddaughter companies or second-tier subsidiaries) and the same applies to further tiers of
control;
- Entities directly or indirectly controlling the applicant (parent companies). Likewise, they may
be entities controlling an entity controlling the applicant;
- Entities under the same direct or indirect control as the applicant (sister companies).
(ii) Membership, i.e. the applicant is legally defined as a e.g. network, federation, association in which
the proposed affiliated entities also participate or the applicant participates in the same entity (e.g.
network, federation, association,…) as the proposed affiliated entities.
The structural link shall as a general rule be neither limited to the action nor established for the sole purpose
of its implementation. This means that the link would exist independently of the award of the grant; it should
exist before the call for proposals and remain valid after the end of the action.
By way of exception, an entity may be considered as affiliated to an applicant even if it has a structural link
specifically established for the sole purpose of the implementation of the action in the case of so-called ‘sole
applicants’ or ‘sole beneficiaries’. A sole applicant or a sole beneficiary is a legal entity formed by several
entities (a group of entities) which together comply with the criteria for being awarded the grant. For
example, an association is formed by its members.
What is not an affiliated entity?
The following are not considered entities affiliated to an applicant:
- Entities that have entered into a (procurement) contract or subcontract with an applicant, act as
concessionaires or delegatees for public services for an applicant,
- Entities that receive financial support from the applicant,
- Entities that cooperate on a regular basis with an applicant on the basis of a memorandum of
understanding or share some assets,
- Entities that have signed a consortium agreement under the grant contract (unless this consortium
agreement leads to the creation of a ‘sole applicant’ as described above).
How to verify the existence of the required link with an applicant?
The affiliation resulting from control may in particular be proved on the basis of the consolidated accounts of
the group of entities the applicant and its proposed affiliates belong to.
The affiliation resulting from membership may in particular be proved on the basis of the statutes or
equivalent act establishing the entity (network, federation, association) which the applicant constitutes or in
which the applicant participates.
If the applicants are awarded a grant contract, their affiliated entity(ies) will not become beneficiary(ies) of
the action and signatory(ies) of the grant 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 and subcontractors) 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 the same eligibility criteria as the lead applicant and the co-applicant(s).
They must sign the affiliated entity(ies) statement in Annex A.2 Section 5.
2.1.1. Associates and contractors
The following entities are not applicants nor affiliated entities and do not have to sign the ‘mandate for co-
applicant(s)’ or ‘affiliated entities' statement:
 Associates
Other organisations or individuals 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
Annex A.2 Section 4 — ‘Associates participating in the action’.
 Contractors
The 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.
2.1.2. Eligible actions: actions for which an application may be made
a. Definition:
An action is composed of a set of activities.
b. Duration
The initial planned duration of an action may not may not be lower than 36months nor exceed 60
months.
c. Sectors or themes
The proposed Action must cover at least one of the priorities listed in Section 1.2
d. Location
Actions must take place in Malaysia.
e. Types of action Indicative list (not exclusive).
Lot/Priority 1: Green Alliances and Partnerships
 Climate change, low carbon and circular economy

 Biodiversity and Forests
 Sustainable livelihood including community based wildlife protection
 Green and smart cities
 Sustainable energy
 Sustainable food systems including nutrition,
 Water and Oceans
 Pollution
 Sustainable industry/value chains and green mobility
Lot/Priority 2: Alliances for Sustainable Growth and Jobs
 Sustainable finance
 Investment and de-risking, including key enabling infrastructure
 Employment and decent work
 Education and skills
 Business environment and investment climate
 Sustainable supply chain management
Lot/Priority 3: Governance, Peace and Security, Human Development
 Human rights, Democracy, fundamental values

 Rule of law and accountability
 Political participation of young voters
 Conflict prevention, sustaining peace and building resilience
 Fight against terrorism and organised crime
 Human development
For all proposals
All the actions, irrespective of the lots, must include cross-cutting activities:
 Integrate a capacity building elements (e.g. training, monitoring, peer support, and joint advocacy)
for local development actors be it CSOs and/or LAs as one of key components (See section 2.3 - Full
Application evaluation grid, evaluation criteria 4.3).
 Demonstrate that results of action are contributing to achieve the Sustainable Development Goals
(SDGs), particularly of Malaysia. Its linkages to relevant SDGs should be reflected in the full
application form including the logical frameworks.
 Include gender sensitive elements, specific activities for youth, women and girls, and elements of
increasing women's, girls’ and youth participation and capacity building. Gender disaggregated
data in the report and gender based indicators in the logical frameworks are to be reflected in the
proposed action.
 Reflect governance aspects including; promote participatory decision-making, build community and
individual capacity towards resilience, strengthen participation of women/ethnic minority women,
and support youth involvement such as through a structure and/or space allowing for creative
exchanges and meaningful participation.
The following actions will be considered as containing specific added -value elements:
 Include crucial cross-cutting issues such as gender, governance, rule of law, human rights,
environment and climate change.
 Be rights-based.
 Contain elements of capacity building and collaboration and engagement with LAs, as LAs are key
stakeholders holding accountable for providing quality services to the communities.
 Propose innovative approach to capacity building activities for CSOs, LAs and ALAs.
 Establish and strengthen sustainable partnerships primarily among CSOs and State Actors at all
levels, and other key stakeholders.
 Deepen multi-stakeholder partnerships of "non-usual" stakeholders (who have been less involved
until now) in processes particularly media, youth, if not yet already include as target groups in the
proposed action.
The following types of action are ineligible:
 actions with primary focus on fundamental freedoms (e.g. support to human rights defenders, death
penalty, or torture)
 actions with traditional project activities for poverty reduction such as the provision of health and
education services, construction of schools or health clinics, rehabilitation of roads or other
infrastructures, the improvement of water and sanitation facilities or the launch of income generation
activities as main purpose of the action;
 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 aiming at supporting political parties;
 actions which consist exclusively or primarily in capital expenditure, e.g. land, buildings, equipment
and vehicles;
 actions which discriminate against individuals or groups of people on grounds of their gender, sexual
orientation, religious beliefs or lack of them, or their ethnic origin;
 actions including proselytising activities
f. Types of main activity: Indicative list (not exclusive).
Activities should be designed to address and selected priority (ies) and meet the specific needs of the
target group(s) as identified in the proposed action.
Capacity building: training, workshops, meetings, conference, exchange-learning/visit, mentoring,

on-the-job training etc.
Networking: peoples' and community groups exchanges, community-mobilisation and

empowerment, knowledge conservation, creation of sub-regional networks, establishment of
cooperatives, regular and annual CSOs seminar, mechanism supporting networking (Information
Technology and multi-media platforms) etc.
Monitoring of public services/policy implementation: roles of media (mainstream, alternative,

social), citizen reporting, journalist training, public campaign, and studies/research.
Policy dialogue and advocacy action: training on advocacy skills, media interventions, awareness
raising campaign, public campaign, consultation meetings, public conference, working with media,
academic and think tank networks.
Research: producing evident-based interventions through documentation, study and surveys in

providing information to monitor policy implementation, to launch policy advocacy campaign and
dialogue for policy changes such as in relevant laws, and regulations and guidelines
g. Financial support to third parties14
Applicants may propose financial support to third parties.
Applicants are highly encouraged to propose financial support to third parties in order to help
achieving the objectives of the action.
The maximum amount of financial support per third party is EUR 60 000 except where achieving the
objectives of the actions would otherwise be impossible or overly difficult, in which case this
threshold can be exceeded. A threshold below EUR 60 000 can be set if appropriate.
However, financial support to third parties should not be the main purpose of the Action.
The financial support is to be given to civil society actors such as community-based organisations
(CBOs) representing grass-root organisations both registered and non-registered and/or LAs – ALAs.
The financial support to third parties (sub-granting mechanisms) will be used to fund small-scale
community development projects to be carried out by the CSOs including CBOs and/or LAs/ALAs,
as a way to put in practice the capacities acquired through capacity and skill development activities
organised under the Action.
The Action must have a robust capacity building component (i.e. trainings, technical support, know-
how transfer, mentoring etc.) provided for the third parties benefiting from the financial support. The
support should be delivered along the following aspects:
o Operational and Management capacity on e.g. Project Cycle Management (PCM),

proposals' writing, financial management (accounting, archiving, procurement / tendering
procedures) and auditing, financial and operational reporting under grant scheme, staff
management, career development, recruitment; team management; time management,
negotiation skills, networking and any other relevant management issue;
o Technical capacity relating to the thematic focus and specific objectives of

intervention of the benefiting organisations in line with the objectives of the Call.
In compliance with the present guidelines and notably of any conditions or restrictions in this
Section, the lead applicant should define mandatorily in Section 2.1.1 of Annex A.2 (Grant
application form – Full application):
(i) the overall objectives, the specific objective(s) and the outputs (i.e. the results) 15 to be
achieved with the financial support
(ii) the different types of activities eligible for financial support, on the basis of a fixed list
(iii) the types of persons or categories of persons which may receive financial support
(iv) the criteria for selecting these entities and giving the financial support
(v) the criteria for determining the exact amount of financial support for each third entity, and
(vi) the maximum amount which may be given.

14 These third parties are neither affiliated entity(ies) nor associates nor contractors.
15As per OECD DAC definition, the term ‘results’ includes: ‘impact’ (overall objective), ‘outcome(s)’ (specific
objective(s) and ‘output(s)’.
In all events, the mandatory conditions set above for giving financial support (points (i) to (vi)) have
to be strictly defined in the grant contract as to avoid any exercise of discretion.
In addition to the above, Section 2.1.1 of Annex A.2 (Grant application form – Full application)
should include:
• the monitoring and evaluation modalities foreseen for the FSTP to each recipient;
• context analysis, risk assessment and eventual mitigating measures to ensure effective and
efficient implementation of FSTP to each recipient;
• a list of supporting documents to be kept by recipients of FSTP to demonstrate that the

financial support has been used in accordance with the grant contract.
h. Monitoring, Evaluation, Learning (MEL) and reporting arrangements
A new online system called OPSYS16 will be used to monitor progress in the implementation of the
action.
To allow OPSYS to aggregate action results at corporate level, the following sources are to be used
to find suitable logical framework indicators:
i) Global Europe Results Framework indicators17

ii) SDG indicators 18 (e.g. Goal 5, 7, 10, 12, 14, 15 and 16)
iii) International conventions
When drafting logical framework indicators, please ensure these are:
 Numbered - so that they can be linked to the results they measure;

 SMART (Specific, Measurable, Attainable, Results-oriented, Timed bound) – so these can be
measured objectively with quantitative (‘number of people’, ‘percentage of’, ‘index’) and/or
qualitative (‘level of’, ‘status of’, ‘extent to which’) units of measure;
 Neutral - i.e. not include elements of the target such as ‘increase’, ‘improvement’;
 Disaggregated – broken-down by target group or other relevant criteria reflecting
mainstreaming (sex, age, disability etc.)
 A gender-specificactivities/component, particularly for actions proposed for Priority 2
Applicants are expected to develop a robust Monitoring, Evaluation and Learning (MEL) plan which
helps gather reliable quantitative and qualitative information on impact, consistently across
implementing partners where relevant, but also enables ownership, adaptative learning and
improvement - with clear quality standards and criteria for monitoring/enhanced monitoring.
All applications shall plan the necessary human resources and the appropriate budget to support
both mid -term and final evaluation of the action. Mid-term and final evaluation(s) are to be
carried out for the action by the independent consultant(s).
The budget (Annex B of the Full Application Form) should include a realistic estimate of MEL costs
(with management time/onsite visits/capacity building etc. to undertake MEL as needed within the
budget headings ‘1. Human Resources’ (e.g., budget lines 1.1 and 1.2) and ‘5. Other costs, services’
(e.g., 5.4 budget line etc.).
16 OPSYS
17 Global Europe Results Framework indicators
18 https://sustainabledevelopment.un.org/content/documents/11803Official-List-of-Proposed-SDG-Indicators.pdf
Monitoring, evaluation, learning (MEL) and reporting arrangements should be reflected in
Annex A.2 section 2.1.2 and shall be evaluated under in point 4.2 of full application evaluation grid
(see section 2.3 of these guidelines).
i. Visibility
The applicants must take all necessary steps to publicise the fact that the European Union has
financed or co-financed the action. As far as possible, actions that are wholly or partially funded by
the European Union must incorporate information and communication activities designed to raise the
awareness of specific or general audiences of the reasons for the action and the EU support for the
action in the country or region concerned, as well as the results and the impact of this support.
Applicants must comply with the objectives and priorities and guarantee the visibility of the EU
financing (see the Requirements for Visibility Communication for EU external actions specified and
published by the European Commission at
https://ec.europa.eu/international-partnerships/comm-visibility-requirements_en )
Applicants must ensure synergies with EU policies and promote their visibility.
j. Number of applications and grants per applicants / affiliated entities
The lead applicant may submit more than one application(s) per lot under this call for proposals.
The lead applicant may not be awarded more than one grant per lot as a lead applicant under
this call for proposals.
The lead applicant may be a co-applicant or an affiliated entity in another application of the same lot
at the same time.
A co-applicant/affiliated entity may be the co-applicant or affiliated entity in more than one
application(s) per lot under this call for proposals.
A co-applicant/affiliated entity may be awarded more than one grant(s) per lot under this call for
proposals.
2.1.3. Eligibility of costs: costs that can be included
Union contribution under this call for proposals take the following form(s):
- Reimbursement of eligible costs that may be based on any or a combination of the following forms:
(i) actual costs incurred by the beneficiary(ies) and affiliated entity(ies);
(ii) one or more simplified cost options (see below).
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 an overall ceiling for ‘eligible costs’.
Simplified cost options may take the form of:
 unit costs: covering all or certain specific categories of eligible costs which are clearly identified in
advance by reference to an amount per unit.
 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.
Simplified costs options (SCOs) which can be proposed are the following :
"output or result based SCOs": they include costs linked to outputs, results, activities, deliverables in the
framework of a specific project (for example the determination of a lump sum for the organization of a
conference, or for the realisation of a determined output/activity). Where possible and appropriate, lump
sums or unit costs shall be determined in such a way to allow their payment upon achievement of concrete
outputs and/or results. This type of SCO can be proposed by the beneficiary (no threshold is applicable) at
proposal's stage (in Annex A.2 – Grant application form – Full application). In case the evaluation committee
is not satisfied with the quality of the justification provided reimbursement on the basis of actually incurred
costs is always possible.
Refer to Annex K for the details of the procedure to be followed depending on the type and amount of the
costs to be declared as SCO.
Applicants 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’, ‘LUMPSUM’ in the Unit column (see example in Annex K).
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 applicants must:
 describe the information and methods used to establish the amounts of unit costs and/or lump sums,
to which costs they refer, etc for output or result based SCO;
 clearly explain the formulas for calculation of the final eligible amount for output or result based
SCO.
In case of output or result based SCOs the evaluation committee decides whether to accept the proposed
amounts or rates on the basis of the provisional budget submitted by the applicants, by analysing factual data
of grants carried out by the applicants or of similar actions. In case the evaluation committee is not satisfied
with the quality of the justification provided reimbursement on the basis of actually incurred costs is always
possible.
No threshold is set ex-ante for the total amount of financing that can be authorised by the contracting
authority on the basis of simplified cost options.
Recommendations to award a grant are always subject to the condition that the checks preceding the signing
of the grant 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 applicants' interest to provide a realistic and cost-effective budget.
The grant may take the form of a single lump-sum covering the entire eligible costs of an action or a work
programme.
Single lump sums may be determined on the basis of the estimated budget, which should comply with the
principles of economy, efficiency and effectiveness. Compliance with these principles shall be verified ex
ante at the time of evaluation of the grant application.
When authorising single lump sums the authorising officer responsible shall comply with the conditions
applicable to output or result based SCOs.
When using this form of financing, the description of the action shall include detailed information on the
essential conditions triggering the payment, including, where applicable, the achievement of outputs and/or
results.
a. Eligible direct costs
To be eligible under this 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).
b. 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.
c. 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 lead applicant may be
asked to justify the percentage requested before the grant contract is signed. However, once the flat rate has
been fixed in the special conditions of the 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.
d. Contributions in kind
Contributions in kind mean the provision of goods or services to beneficiaries or affiliated entities free of
charge by a third party. As contributions in kind do not involve any expenditure for beneficiaries or affiliated
entities, they are not eligible costs (except for personnel costs for the work carried out by volunteers under an
action or operating grant if so authorised).
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 and included in the narrative report.
Other co-financing shall be based on estimates provided by the applicant.
e. 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
European 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 in accordance with Article 7.5 of the general conditions of
the standard grant contract, at the latest at the end of the action;
 currency exchange losses;
 in kind contributions (except for volunteers' work);
 bonuses included in costs of staff;
 negative interest charged by banks or other financial institutions;
 credit to third parties;
 salary costs of the personnel of national administrations
 Ethics clauses and Code of Conduct

a) Absence of conflict of interest
The applicant must not be affected by any conflict of interest and must have no equivalent relation in
that respect with other applicants or parties involved in the actions. Any attempt by an applicant to
obtain confidential information, enter into unlawful agreements with competitors or influence the
evaluation committee or the contracting authority during the process of examining, clarifying,
evaluating and comparing applications will lead to the rejection of its application and may result in
administrative penalties according to the Financial Regulation in force.
b) Respect for human rights as well as environmental legislation and core labour standards
The applicant and its staff must comply with human rights. In particular and in accordance with the
applicable act, applicants who have been awarded contracts must comply with the environmental
legislation including multilateral environmental agreements, and with the core labour standards as
applicable and as defined in the relevant International Labour Organisation conventions (such as the
conventions on freedom of association and collective bargaining; elimination of forced and compulsory
labour; abolition of child labour).
Zero tolerance for sexual exploitation, abuse and harassment:
The European Commission applies a policy of 'zero tolerance' in relation to all wrongful conduct which
has an impact on the professional credibility of the applicant.
Physical abuse or punishment, or threats of physical abuse, sexual abuse or exploitation, harassment
and verbal abuse, as well as other forms of intimidation shall be prohibited.
Applicants (and affiliated entities) other than (i) natural persons (ii) pillar-assessed entities and (iii)
governments and other public bodies whose application has been pre-selected or placed in a reserve
list, shall assess their internal policy against sexual exploitation, abuse and harassment (SEA-H)
through a self-evaluation questionnaire (Annex L). For grants of EUR 60 000 or less no self-evaluation
is required. Such self-evaluation questionnaire is not part of the evaluation of the full application by the
contracting authority, but is an administrative requirement. See section 2.5.6 of the PRAG.
c) Anti-corruption and anti-bribery
The applicant shall comply with all applicable laws and regulations and codes relating to anti-bribery
and anti-corruption. The contracting authority reserves the right to suspend or cancel project financing if
corrupt practices of any kind are discovered at any stage of the award process or during the execution of
a contract and if the contracting authority fails to take all appropriate measures to remedy the situation.
For the purposes of this provision, ‘corrupt practices’ are the offer of a bribe, gift, gratuity or
commission to any person as an inducement or reward for performing or refraining from any act relating
to the award of a contract or execution of a contract already concluded with the contracting authority.
d) Unusual commercial expenses
Applications will be rejected or contracts terminated if it emerges that the award or execution of a
contract has given rise to unusual commercial expenses. Such unusual commercial expenses are
commissions not mentioned in the main contract or not stemming from a properly concluded contract
referring to the main contract, commissions not paid in return for any actual and legitimate service,
commissions remitted to a tax haven, commissions paid to a payee who is not clearly identified or
commissions paid to a company which has every appearance of being a front company.
Grant beneficiaries found to have paid unusual commercial expenses on projects funded by the
European Union are liable, depending on the seriousness of the facts observed, to have their contracts
terminated or to be permanently excluded from receiving EU/EDF funds.
e) Breach of obligations, irregularities or fraud
The contracting authority reserves the right to suspend or cancel the procedure, where the award
procedure proves to have been subject to substantial breach of obligations, irregularities or fraud. If
substantial breach of obligations, irregularities or fraud are discovered after the award of the contract,
the contracting authority may refrain from concluding the contract.
2.2. HOW TO APPLY AND THE PROCEDURES TO FOLLOW

To apply for this call for proposals the lead applicants need to:
I. Provide information about the organisations involved in the action. To this end, lead applicants, co-
applicants and affiliated entities must register in PADOR. Lead applicants must register at the
concept note step. Co-applicants and affiliated entities must register at the full application step; lead
applicants must make sure that their PADOR profile is up to date. Please note that the registration of
this data in PADOR is obligatory for this call for proposals:
PADOR is an on-line database in which organisations register and update information concerning their entity.
Organisations registered in PADOR get a unique ID (EuropeAid ID) which they must mention in their
application. PADOR is accessible via the website: https://webgate.ec.europa.eu/pador
If it is impossible to register online in PADOR for technical reasons, lead applicants, co-applicants and/or
affiliated entity(ies) must complete the ‘PADOR registration form 19 attached to these guidelines. This form
must be sent together with the full application, by the submission deadline (see section 2.2.5).
II. Provide information about the action in the documents listed under sections 2.2.2 (Where and how to
send concept notes) and 2.2.5 (Full applications). Please note that online submission via
PROSPECT is obligatory for this call.
It is strongly recommended to register in PADOR well in advance and not to wait until the last minute
before the deadline to submit your application in PROSPECT.
Before starting using PADOR and PROSPECT, please read the user guides available on the website. All
technical questions related the use of these systems should be addressed to the IT helpdesk at INTPA-
SUPPORT-SERVICES@ec.europa.eu via the online support form in PROSPECT.
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). Lead applicants should then keep strictly to the format of the
concept note and fill in the paragraphs and pages in order.
Applicants must apply in English. Applicants must apply in the language most commonly used by the target
population in the country in which the action takes place.
Please note that:
1. In the concept note, lead applicants must only provide an estimate of the requested EU contribution as
well as an indicative percentage of that contribution in relation to the eligible costs of the action. A
detailed budget is to be submitted only by the lead applicants invited to submit a full application in the
second phase. 2. The elements outlined in the concept note may not be modified in the full application,
except for the changes described below:
19Which corresponds to Annex F – PADOR off-line form (PRAG annex e13).

 The EU contribution may not vary from the initial estimate by more than 20 %. Lead 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.
 The lead applicant may add, remove or replace one or more co-applicant(s) or affiliated entity
(ies) only in duly justified cases.
 The lead applicant may adjust the duration of the action if unforeseen circumstances outside the
scope of the applicants have taken place following the submission of the concept note and
require such adaptation (risk of action not being carried out). In such cases, the duration must
remain within the limits imposed by the guidelines for applicants. Own contributions by the
applicants can be replaced by other donors' contributions at any time.
An explanation/justification of the relevant replacements/adjustments shall be included in Annex A.2 –

Instructions for drafting the Full Application, section 2.1.1, point viii. Should the
explanation/justification not be accepted by the evaluation committee, the proposal may be rejected on
that sole basis.
Only the concept note form will be evaluated. It is therefore of utmost importance that this document
contains ALL relevant information concerning the action. No additional annexes should be sent.
Please complete the concept note carefully and as clearly as possible so that it can be assessed properly.
Any error or major discrepancy related to the concept note instructions may lead to the rejection of the
concept note.
Clarifications will only be requested when information provided is not sufficient to conduct an objective
assessment.
2.2.2. Where and how to send concept notes
The concept note together with the declaration by the lead applicant (Annex A.1 section 2) must be
submitted online via PROSPECT https://webgate.ec.europa.eu/prospect following the instructions
given in the PROSPECT user manual.
Upon submission of a concept note online, the lead applicant will receive an automatic confirmation of
receipt in its PROSPECT profile.
Concept notes sent by any other means (e.g. by fax or by e-mail) or delivered to other addresses will be
rejected. Hand-written concept notes will not be accepted.
Please note that incomplete concept notes may be rejected. Lead applicants are advised to verify that their
concept note is complete by using the checklist for concept note (Annex A.1, Instructions).
2.2.3. Deadline for submission of concept notes
The deadline for the submission of concept notes is 19/12/2023 at 11:59 hrs. (Brussels date and time). In
order to convert this deadline to local time you can use any online time converter tool that takes into account
timezones and winter/summer time changes (example available here)
The lead applicant is strongly advised not to wait until the last day to submit its concept note, since
heavy Internet traffic or a fault with the Internet connection (including electricity failure, etc.) could lead to
difficulties in submission. The contracting authority cannot be held responsible for any delay due to such
afore-mentioned difficulties.
Any concept note submitted after the deadline will be rejected.
2.2.4. Further information about concept notes
A virtual information session on this call for proposals will be held on 10/11/2023 at 11:00 hrs. (local
Malaysian time).
Questions may be sent by e-mail no later than 21 days before the deadline for the submission of
applications to the below address(es), indicating clearly the reference of the call for proposals:
E-mail address: DELEGATION-THAILAND-REGIONAL-CALL-FOR-

PROPOSALS@eeas.europa.eu
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 lead applicants, co-applicants, affiliated entity(ies), an action or specific activities.
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 where the call
was published: website of DG International Partnerships
https://ec.europa.eu/international-partnerships/home_fr or Funding & Tender opportunities (F&T
Portal) https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/home , as the need arises.
It is therefore advisable to consult the abovementioned website(s) regularly in order to be informed of the
questions and answers published.
All questions related to registration in PADOR or the online submission via PROSPECT should be addressed
to the IT helpdesk at INTPA-SUPPORT-SERVICES@ec.europa.eu via the online support form in
PROSPECT: Please note that the working languages of the IT support are English French and Spanish.
Therefore users are invited to send their questions in English, French or Spanish should they wish to benefit
from an optimum response time.
Please note that the contracting authority may decide to cancel the call for proposals procedure at any stage
according to the conditions set out in Section 6.5.9 of the PRAG.
2.2.5. Full applications
Lead applicants invited to submit a full application following pre-selection of their concept note must do so
using the grant application form annexed to these guidelines (Annex A.2 – Grant application form – Full
application).). Lead applicants should then keep strictly to the format of the grant application form and fill in
the paragraphs and pages in order.
The elements outlined in the concept note may not be modified in the full application, except for the changes
described below:
 The EU contribution may not vary from the initial estimate by more than 20 %. Lead
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.
 The lead applicant may add, remove or replace one or more co-applicant(s) or affiliated
entity(ies) only in duly justified cases.
 The lead applicant may adjust the duration of the action if unforeseen circumstances outside
the scope of the applicants have taken place following the submission of the concept note
and require such adaptation (risk of action not being carried out). In such cases, the duration
must remain within the limits imposed by the guidelines for applicants.
An explanation/justification of the relevant replacements/adjustments shall be included in Annex A.2 –

Instructions for drafting the Full Application, section 2.1.1, point viii. Should the
explanation/justification not be accepted by the evaluation committee, the proposal may be rejected on
that sole basis.
Lead applicants must submit their full applications in the same language as their concept notes.
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 (Annex A.2, Instructions) or any major inconsistency in
the full application (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.
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.
If it is impossible to register online in PADOR for technical reasons, the lead applicant has to submit with
the full application the completed PADOR form (Annex F) for the lead applicant, each (if any) co-
applicants and each (if any) affiliated entities20.
Please note that the following documents21 shall be uploaded in PADOR by the full application deadline or
submitted together with the PADOR registration form with the full application form:
1. The statutes or articles of association of the lead applicant, (if any) of each co-applicant and (if
any) of each affiliated entity . Where the contracting authority has recognised the lead
applicant’s, or the co-applicant(s)’s, or their affiliated entity(ies)’s eligibility for another call for
proposals under the same budget line within 2 years before the deadline for receipt of
applications, it should be submitted, instead of the statutes or articles of association, a copy of
the document proving their eligibility in a former call (e.g. a copy of the special conditions of a
grant contract received during the reference period), unless a change in legal status has occurred
in the meantime. This obligation does not apply to international organisations which have signed
a framework agreement with the European Commission.
2. Legal entity form (see Annex D of these guidelines) duly completed and signed by each of the
applicants (i.e. by the lead applicant and by each co-applicant, if any), accompanied by the
justifying documents requested there. If the applicants have already signed a contract with the
contracting authority, instead of the legal entity form and supporting documents, the legal entity
number may be provided, unless a change in legal status occurred in the meantime.
3. A financial identification form of the lead applicant (not from co-applicant(s)) conforming to the
model attached as Annex E of these guidelines, certified by the bank to which the payments will
20 Natural persons who apply for a grant (if so allowed in the guidelines for applicants) do not have to provide an
organisation data form. In this case, the information included in the grant application form is sufficient.
21
be made. This bank should be located in the country where the lead applicant is established. If
the lead applicant has already submitted a financial identification form in the past for a contract
where the European Commission was in charge of the payments and intends to use the same
bank account, a copy of the previous financial identification form may be provided instead.
In addition, for the purpose of the evaluation of the financial capacity, the following documents should be
submitted22:
1. For action grants exceeding EUR 750 000 and for operating grants exceeding EUR 100 000, the lead
applicant must provide an audit report produced by an approved external auditor where it is
available, and always in cases where a statutory audit is required by EU or national law. That report
shall certify the accounts for up to the last 3 financial years available.
In all other cases, the lead applicant shall provide a self-declaration signed by its authorised
representative certifying the validity of its accounts for up to the last 3 financial years available.
This requirement shall apply only to the first application made by an applicant to the contracting
authority in any one financial year.
The external audit report as well as the self-declaration certifying the validity of the accounts are not
required from the co-applicant(s) or affiliated entities (if any).
2. A copy of the lead 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) 23. A copy of the latest account is
neither required from the co-applicant(s) (if any) nor from affiliated entity(ies) (if any).
The requested supporting documents (uploaded in PADOR or sent together with the PADOR offline
form) must be supplied in the form of originals, photocopies or scanned versions (i.e. showing legible
stamps, signatures and dates) of the said originals. Originals should be kept on file for controls.
Where such documents are not in one of the official languages of the European Union, a translation into
English of the relevant parts of these documents proving the lead applicant's and, where applicable, co-
applicants' and affiliated entity(ies)' eligibility, must be attached for the purpose of analysing the
application.
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 lead applicant's and, where applicable, co-applicants' and affiliated
entity(ies)' eligibility, into English.
Applicants have to take into consideration the time necessary to obtain official documents from national
competent authorities and to translate such documents in the authorised languages while registering their
data in PADOR.
If the abovementioned supporting documents are not provided by the deadline for the submission of the
full application, the application may be rejected.
No additional annexes should be sent.
2.2.6. Where and how to send full applications
Full applications (i.e. the full application form, PADOR registration form (where applicable), the budget, the
logical framework, and the declaration by the lead applicant) must be submitted online via PROSPECT
https://webgate.ec.europa.eu/ europeaid/prospect following the instructions given in the PROSPECT users’
manual.
22 No supporting documents will be requested for applications for a grant not exceeding EUR 60 000.
23 This obligation does not apply to natural persons who have received a scholarship or that are in most need 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 2.2.5, point 1.
Upon submission of the full application online, the lead applicants will receive an automatic confirmation of
receipt in their PROSPECT profile.
Applications sent by any other means (e.g. by fax or by e-mail) or delivered to other addresses will be
rejected. Hand-written applications will not be accepted.
Please note that incomplete applications may be rejected. Lead applicants are advised to verify that their
application is complete using the checklist (Annex A.2, Instructions).
2.2.7. Deadline for submission of full applications
The deadline for the submission of full applications will be indicated in the letter sent to the lead applicants
whose application has been pre-selected. This letter will appear online automatically in the PROSPECT
profile of the lead applicant.
Lead applicants are strongly advised not to wait until the last day to submit their full applications,
since heavy Internet traffic or a fault with the Internet connection (including electricity failure, etc.) could
lead to difficulties in submission. The Contacting Authority cannot be held responsible for any delay due to
such afore-mentioned difficulties.
Any application submitted after the deadline will be rejected.
2.2.8. Further information about full applications
Questions may be sent by e-mail no later than 21 days before the deadline for the submission of full
applications to the addresses listed below, indicating clearly the reference of the call for proposals:
E-mail address: DELEGATION-THAILAND-REGIONAL-CALL-FOR-

PROPOSALS@eeas.europa.eu
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 full applications.
To ensure equal treatment of applicants, the contracting authority cannot give a prior opinion on the
eligibility of lead applicants, co-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 of DG
International Partnerships: https://ec.europa.eu/international-partnerships/home_fr, 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.
All questions related to registration in PADOR or the online submission via PROSPECT should be addressed
to the IT helpdesk at INTPA-SUPPORT-SERVICES@ec.europa.eu via the online support form in
PROSPECT. Please note that the working languages of the IT support are English French and Spanish.
Therefore users are invited to send their questions in English, French or Spanish should they wish to benefit
from an optimum response time.
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 applications 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 Section 2.1, the application will be rejected on this sole basis.
(1) STEP 1: ADMINISTRATIVE CHECKS AND CONCEPT NOTE EVALUATION
During the administrative check the following will be assessed:
 If the deadline has been met. Otherwise, the application will be automatically rejected.
 If the concept note satisfies all the criteria specified in the checklist in Annex A.1, Instructions of the
grant application form. This includes also an assessment of the eligibility of the action. 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 this check will be evaluated on the relevance and design of the proposed action.
The concept notes 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 how to complete the concept note,
which can be found in Annex A.1.
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.
Evaluation Grid
Maximum
Section
Score
1. Relevance of the action 20
1.1. How relevant is the proposal to the objectives and priorities of the call for proposals and to 5
the specific themes/sectors/areas or any other specific requirement stated in the guidelines
for applicants? Are the expected results of the action aligned with the priorities defined in
the guidelines for applicants (section 1.2)?
1.2. How relevant is the proposal to the particular needs and constraints of the target 5
country(ies), region(s) and/or relevant sectors (including synergy with other development
initiatives and avoidance of duplication)?
1.3. How clearly defined and strategically chosen are those involved (final beneficiaries, target 5
groups)? Have their needs (as rights holders and/or duty bearers) and constraints been
clearly defined and does the proposal address them appropriately?
1.4. Does the proposal contain particular added-value elements (e.g. innovation, best 5
practices) ? [and the other additional elements indicated under 1.2. of the guidelines for
applicants]
2. Design of the action 30
2.1. How coherent is the overall design of the action? Does the proposal indicate the expected 5x2**
results to be achieved by the action? Does the intervention logic explain the rationale to achieve
the expected results?
2.2. Does the design reflect a robust analysis of the problems involved, and the capacities of the 5
relevant stakeholders?
2.3. Does the design take into account external factors (risks and assumptions)? 5
2.4. Are the activities feasible and consistent in relation to the expected results (including 5
timeframe)? Are results (output, outcome and impact) realistic?
2.5. To which extent does the proposal integrate relevant cross-cutting elements such as 5
environmental/climate change issues, promotion of gender equality and equal opportunities,
needs of disabled people, rights of minorities and rights of indigenous peoples, youth,
combating HIV/AIDS (if there is a strong prevalence in the target country/region)?
Maximum total score 50
**: this score is multiplied by 2 because of its importance
Once all concept notes have been assessed, a list will be drawn up with the proposed actions ranked
according to their total score.
Firstly, 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, where relevant.
Lead applicants will receive a letter indicating the reference number of their application and the respective
results. This letter will automatically appear online in the PROSPECT profile of the lead applicant.
The pre-selected lead applicants will subsequently be invited to submit full applications.
(2) STEP 2: EVALUATION OF THE FULL APPLICATION
Firstly, the following will be assessed:
 If the submission deadline has been met. Otherwise, the application will automatically be rejected.
 If the full application satisfies all the criteria specified in the checklist (Annex A.2, Instructions).
This includes also an assessment of the eligibility of the action. 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 full applications that pass this check will be further evaluated on their quality, including the proposed
budget and capacity of the applicants and affiliated entity(ies). They 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 entity(ies)'s operational capacity and
the lead applicant's financial capacity and are used to verify 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 (this only applies to lead applicants);
 have the management capacity, professional competencies and qualifications required to successfully
complete the proposed action. This applies to applicants and any affiliated entity(ies).
For the purpose of the evaluation of the financial capacity, lead applicants must ensure that the relevant
information and documents (i.e. accounts of the latest financial year and external audit report, where
applicable) are up to date either in their PADOR profile or when submitting the requested documents with
PADOR registration form. If the information and documents requested are outdated and do not allow for a
proper evaluation of the financial capacity, the application may be rejected.
The award criteria help to evaluate the quality of the applications in relation to the objectives and priorities
set forth in the guidelines, 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 will be given a score between
1 and 5 as follows: 1 = very poor; 2 = poor; 3 = adequate; 4 = good; 5 = very good.
Evaluation grid
Maximum
Section
Score
1. Financial and operational capacity 20
1.1. Do the applicants and, if applicable, their affiliated entity(ies) have sufficient in-house 5
experience of project management?
1.2. Do the applicants and, if applicable, their affiliated entity(ies) have sufficient technical 5
in-house expertise (especially knowledge of the issues to be addressed)?
1.3. Do the applicants and, if applicable, their affiliated entity(ies) have sufficient 5
management in-house capacity (including staff, equipment and ability to handle the
budget for the action)?
1.4. Does the lead applicant have stable and sufficient sources of finance? 5
2. Relevance of the action 20
2.1. How relevant is the proposal to the objectives and priorities of the call for proposals and
to the specific themes/sectors/areas or any other specific requirement stated in the guidelines
5
for applicants? Are the expected results of the action aligned with the priorities defined in the
guidelines for applicants (section 1.2)?
2.2. How relevant is the proposal to the particular needs and constraints of the target
country(ies), region(s) and/or relevant sectors (including synergy with other development 5
initiatives and avoidance of duplication)?
2.3. How clearly defined and strategically chosen are those involved (final beneficiaries,
target groups)? Have their needs (as rights holders and/or duty bearers) and constraints been 5
clearly defined and does the proposal address them appropriately?
2.4. Does the proposal contain particular added-value elements (e.g. innovation, best
practices) ? [and the other additional elements indicated under 1.2. of the guidelines for 5
applicants]
3. Design of the action 15
3.1. How coherent is the design of the action? Does the proposal indicate the expected results 5
to be achieved by the action? Does the intervention logic explain the rationale to achieve
the expected results? Are the activities proposed appropriate, practical, and consistent
with the envisaged outputs and outcome(s)?
3.2. Does the proposal/Logical Framework include credible baseline, targets and sources of 5
verification? If not, is a baseline study foreseen (and is the study budgeted appropriately
in the proposal)?
3.3. Does the design reflect a robust analysis of the problems involved, and the capacities of 5
the relevant stakeholders?
4. Implementation approach 15
4.1. Is the action plan for implementing the action clear and feasible? Is the timeline realistic? 5
4.2. Does the proposal include an effective and efficient monitoring system? Is there an 5
evaluation planned (previous, during or/and at the end of the implementation)?
4.3. Is the co-applicant(s)'s and affiliated entity(ies)'s level of involvement and participation 5
in the action satisfactory?
5. Sustainability of the action 15
5.1. Is the action likely to have a tangible impact on its target groups? 5
5.2. Is the action likely to have multiplier effects, including scope for replication, extension 5
capitalisation on experience and knowledge sharing?
5.3. Are the expected results of the proposed action sustainable?- Financially (e.g. financing 5
of follow-up activities, sources of revenue for covering all future operating and
maintenance costs)- Institutionally (will structures allow the results of the action to be
sustained 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. improved legislation, codes of conduct, methods) - Environmentally (if
applicable) (will the action have a negative/positive environmental impact?)
6. Budget and cost-effectiveness of the action 15
6.1. Are the activities appropriately reflected in the budget? 5
6.2. Is the ratio between the estimated costs and the expected results satisfactory? 5x2**
Maximum total score 100
**: this score is multiplied by 2 because of its importance
If the total score for Section 1 (financial and operational capacity) is less than 12 points, the application will
be rejected. If the score for at least one of the subsections under Section 1 is 1, the application will also be
rejected.
If the lead applicant applies without co-applicants or affiliated entities the score for point 4.3 shall be 5
unless the involvement of co-applicants or affiliated entities is mandatory according to these guidelines for
applicants.
Provisional selection
After the evaluation, a table will be drawn up listing the applications ranked according to their score. The
highest scoring applications will be provisionally selected until the available budget for this call for
proposals is reached. In addition, a reserve list will be drawn up following the same criteria. This list will be
used if more funds become available during the validity period of the reserve list.
(3) STEP 3: VERIFICATION OF ELIGIBILITY OF THE APPLICANTS AND
AFFILIATED ENTITY(IES)
The eligibility verification will be performed on the basis of the supporting documents requested by the
contracting authority (see Section 2.4). It will by default only be performed for the applications that have
been provisionally selected according to their score and within the available budget for this call for
proposals.
 The declaration by the lead applicant (Section 5 of Annex A.2) will be cross-checked with the
supporting documents provided by the lead applicant. Any missing supporting document or any
incoherence between the declaration by the lead applicant and the supporting documents may lead to
the rejection of the application on that sole basis.
 The eligibility of applicants and the affiliated entity(ies) will be verified according to the criteria set
out in Section 2.1.1.
Any rejected application will be replaced by the next best placed application on the reserve list that falls
within the available budget for this call for proposals.
2.4. SUBMISSION OF SUPPORTING DOCUMENTS
The lead applicant shall submit the documents listed in section 2.2.5.
In addition, a lead applicant whose application 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 via PROSPECT:
1. Declaration on honour: the lead applicant as well as all co-applicants and affiliated entities shall fill in
and sign the declaration on honour certifying that they are not in one of the exclusion situations (see
Section 2.6.10.1 of the PRAG) where the amount of the grant exceeds EUR 15 000. Please note that
the declaration on honour should be submitted via PROSPECT.
2. Self-evaluation questionnaire on SEA-H: the lead applicant as well as all co-applicants and affiliated
entities shall fill in the self-evaluation questionnaire assessing the organisation’s internal policy and
procedure against sexual exploitation, abuse and harassment (SEA-H) (Annex L) where the amount of
grant exceeds EUR 60 000 (see Section 2.5.6 of the PRAG) 24. Please note that the self-evaluation
questionnaire on SEA-H should be submitted via PADOR.
3. For all applicants, it is foreseen that additional supporting documents may be required by the
Evaluation Committee to verify the eligibility of applicants, co-applicants and affiliated entity(ies).
If the abovementioned supporting documents are not provided before the deadline indicated in the
request for supporting documents sent to the lead applicant by the contracting authority, the
application may be rejected.
If it is impossible for the lead applicants to supply the abovementioned documents via PROSPECT or
PADOR for technical reasons, they must submit the requested supporting documents in a sealed
envelope by registered mail, private courier service or by hand-delivery to the postal address described
in sections 2.2.2 and 2.2.6 and according to the instructions therein.
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.
NB: In the eventuality that the contracting authority is not satisfied with the strength, solidity, and
guarantee offered by the structural link between one of the applicants and its affiliated entity, it
can require the submission of the missing documents allowing for its conversion into co-
applicant. If all the missing documents for co-applicants are submitted, and provided all
necessary eligibility criteria are fulfilled, the above mentioned entity becomes a co-applicant
for all purposes. The lead applicant has to submit the application form revised accordingly.
2.5. NOTIFICATION OF THE CONTRACTING AUTHORITY’S DECISION
2.6. Content of the decision
The lead applicants will be informed in writing of the Contracting Authority’s decision concerning their
application and, if rejected, the reasons for the negative decision. This letter will be sent by e-mail and will
appear online automatically in the PROSPECT profile of the user who submitted the application. Lead
applicants who, in exceptional cases (see section 2.2), had to submit their application by post, private courier
or hand-delivery, will be informed by email or by post if they did not provide any e-mail address. Therefore,
please check regularly your PROSPECT profile, taking into account the indicative timetable below. Please
note that the lead applicant is the intermediary for all communications between applicants and the
contracting authority during the procedure.
24 Applicants, co-applicants and affiliated entities who are (i) natural persons (ii) pillar-assessed entities and (iii)
governments and other public bodies do not have to submit the self-evaluation questionnaire.
An applicant believing that it has been harmed by an error or irregularity during the award process may
lodge a complaint. See further Section 2.12 of the practical guide.
Applicants and, if they are legal entities, persons who have powers of representation, decision-making or
control over them, are informed that, should they be in one of the situations of early detection or exclusion,
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 early detection and exclusion system, and communicated to the persons and entities concerned in relation
to the award or the execution of a grant contract. For more information, you may consult the privacy
statement available on http://ec.europa.eu/budget/explained/management/protecting/protect_en.cfm
2.6.1. Indicative timetable
DATE TIME
11:00 hrs.
1. Information meeting (if any) 10/11/2023
(Malaysia local date and
time)
17:00 hrs.
2. Deadline for requesting any clarifications 28/11/2023
(Malaysia local date and
from the contracting authority
time)
-
3. Last date on which clarifications are issued 08/12/2023
by the contracting authority
11:59 hrs.
4. Deadline for submission of concept notes 19/12/2023
(Brussels date and time)
5. Information to lead applicants on January – February 2024 -

administrative checks and concept note
evaluation (Step 1)
6. Invitations to submit full applications January – February 2024 -
7. Deadline for submission of full applications March – April 2024 -
8. Information to lead applicants on the May – June 2024 -

evaluation of the full applications (Step 2)
9. Notification of award (after the eligibility June – July 2024 -

check) (Step 3)
10. Contract signature July – September 2024 -
All times are in the time zone of the country of the contracting authority.
This indicative timetable refers to provisional dates (except for dates 2, 3, and 4) and may be updated by the
contracting authority during the procedure. In such cases, the updated timetable will be published on the web
site where the call was published: website of DG International Partnerships
https://ec.europa.eu/international-partnerships/home_fr or Funding & Tender opportunities (F&T Portal)
https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/home
2.7. 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 standard
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. Where the coordinator is an organisation whose pillars have been positively assessed, it will sign a
contribution agreement based on the contribution agreement template. In this case, references to provisions
of the standard grant contract and its annexes shall not apply. References in these guidelines to the grant
contract shall be understood as references to the relevant provisions of the contribution agreement.
Implementation contracts
Where implementation of the action requires the beneficiary(ies) and its affiliated entity(ies) (if any) to
award procurement contracts, those contracts must be awarded in accordance with Annex IV to the standard
grant contract.
In this context, a distinction should be made between awarding implementation contracts and subcontracting
parts of the action described in the proposal, i.e. the description of the action annexed to the grant contract,
such subcontracting being subject to additional restrictions (see the general terms and conditions in the
model grant contract).
Awarding implementation contracts: implementation contracts relate to the acquisition by beneficiaries of

routine services and/or necessary goods and equipment as part of their project management; they do not
cover any outsourcing of tasks forming part of the action that are described in the proposal, i.e. in the
description of the action annexed to the grant contract.
Subcontracting: Subcontracting is the implementation, by a third party with which one or more beneficiaries
have concluded a procurement contract, of specific tasks forming part of the action as described in annex to
the grant contract (see also the general terms and conditions in the model grant contract).
3. LIST OF ANNEXES
DOCUMENTS TO BE COMPLETED
Annex A: Grant application form (Word format)

A.1 – Concept note
A.2 – Full application form
Annex B: Budget (Excel format)
Annex C: Logical framework (Excel format)
Annex D: Legal entity sheet
Annex E: Financial identification form
Annex F: PADOR registration form
DOCUMENTS FOR INFORMATION25
Annex G: Standard grant contract

- Annex II: general conditions
- Annex IV: contract award rules
- 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 VIII: model financial guarantee]
-Annex IX: standard template for transfer of ownership of assets
Annex H: Declaration on Honour

Annex I: Daily allowance rates (per diem), available at the following address: https://international-
partnerships.ec.europa.eu/funding/guidelines/managing-project/diem-rates_en
Annex J: Information on the tax regime applicable to grant contracts signed under the call.
Annex K: Guidelines for assessing simplified cost options.
Annex L: Self-evaluation questionnaire on SEA-H
Useful links:
Project Cycle Management Guidelines

https://ec.europa.eu/international-partnerships/funding/managing-project_en
The implementation of grant contracts
A Users' Guide
https://wikis.ec.europa.eu/pages/viewpage.action?pageId=48169235
Financial Toolkit
https://ec.europa.eu/international-partnerships/financial-management-toolkit_en
25These documents should also be published by the contracting authority.

Please note: the toolkit is not part of the grant contract and has no legal value. It merely provides general
guidance and may in some details differ from the signed grant contract. In order to ensure compliance with
their contractual obligations beneficiaries should not exclusively rely on the toolkit but always consult their
individual contract documents.
***

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Contracting Authority: European Commission

Malaysia - Civil Society Organisations: Enhancing CSOs'

19/12/2023 at 11:59 hrs. (Brussels date and time)

1. MALAYSIA - CIVIL SOCIETY ORGANISATIONS: ENHANCING CSOS' CONTRIBUTION TO

2.1. Eligibility criteria...................................................................................................................................6

2.1.2. Associates and contractors.............................................................................................................9

2.1.3. Eligible actions: actions for which an application may be made.................................................10

2.1.4. Eligibility of costs: costs that can be included.............................................................................12

2.1.5. Ethics clauses and Code of Conduct............................................................................................17

2.2. How to apply and the procedures to follow.........................................................................................18

2.2.2. Where and how to send concept notes.........................................................................................19

2.2.3. Deadline for submission of concept notes....................................................................................20

2.2.4. Further information about concept notes......................................................................................20

2.2.5. Full applications...........................................................................................................................21

2.2.6. Where and how to send full applications.....................................................................................23

2.2.7. Deadline for submission of full applications................................................................................25

2.2.8. Further information about full applications.................................................................................25

2.3. Evaluation and selection of applications..............................................................................................26

2.5.2. Indicative timetable......................................................................................................................34

1.2. OBJECTIVES OF THE PROGRAMME AND PRIORITY ISSUES

1) Green Alliances and Partnerships

2) Alliances for Sustainable Growth and Jobs

3) Governance, Peace and Security, Human Development

1.3. FINANCIAL ALLOCATION PROVIDED BY THE CONTRACTING AUTHORITY

Size of grants for all Lots

 Minimum amount: EUR 750 000

 Maximum amount: EUR 1 000 000

 Minimum percentage: 70% of the total eligible costs of the action

2. RULES FOR THIS CALL FOR PROPOSALS

2.1. ELIGIBILITY CRITERIA

(1) the actors (2.1.1.):

 and, if any, affiliated entity(ies) to the lead applicant and/or to a co-applicant(s);

(2) the actions (2.1.3.):

• actions for which a grant may be awarded;

(3) the costs (2.1.4.):

 Eligibility of applicants (i.e. lead applicant and co-applicant(s))

(1) In order to be eligible for a grant, the lead applicant must:

 be a legal person and

 be non-profit-making (could be registered as company by guarantee) and

 be Civil Society Organisations10 and

International (inter-governmental) organisations as defined by Article 43 of the Rules of

Local Authorities (LAs) or Association of Local Authorities (ALAs)13:

• legally registered in Malaysia or a Member State of the European Union

• constituted in accordance with the legislation in force in the country concerned.

Co-applicants must sign the mandate in Annex A.2 Section 5.

Entities affiliated to an applicant may hence be:

What is not an affiliated entity?

The following are not considered entities affiliated to an applicant:

How to verify the existence of the required link with an applicant?

2.1.1. Associates and contractors

2.1.2. Eligible actions: actions for which an application may be made

An action is composed of a set of activities.

Actions must take place in Malaysia.

Lot/Priority 1: Green Alliances and Partnerships

 Climate change, low carbon and circular economy

Lot/Priority 2: Alliances for Sustainable Growth and Jobs

Lot/Priority 3: Governance, Peace and Security, Human Development

 Human rights, Democracy, fundamental values