REPUBLIC OF BOTSWANA

Contracting authority: Ministry of Labour & Home Affairs

Empowerment of Non State Actors in Botswana – Medium Size Grants scheme

ANNEX A – Application form

Reference: ENSA/MSG/2016

Deadline for submission of applications: 20 October 2016

Title of the Action:
Lead Applicant: / (name of organization)
Co-applicant(s): / (name of organization) (add rows for any additional co-applicant)
Sector Applying For: / (womenempowerment, OVCs, environment, arts & culture)

This Call for Proposals is funded by the European Development Fund

Table of contents

Table of contents

Instructions to complete the application form

1General information

2Project summary

3Relevance of the action

3.1Relevance to the objectives/sectors/themes/specific priorities of the call for proposals

3.2Relevance to the particular needs and constraints of the target country/countries, region(s) and/or relevant sectors (including synergy with other initiatives and avoidance of duplication)

3.3Describe and define the target groups, their needs and constraints, and state how the action will address these needs

3.4Particular added-value elements

4DESCRIPTION OF THE ACTION

5ACTION PLAN

6Methodology

7Sustainability and risk management

8LOGICAL FRAMEWORK

9Budget

Instructions to complete the application form

The application form shall not exceed 18 pages A4 size Arial 10 characters with 2 cm margins, single line spacing

The applicant must ensure that the text:

  • provides the information requested under the headings below, without exceeding the maximum length of each heading, in the order in which it is requested, and in proportion to its relative importance (see the relevant scores set out in the evaluation grid in the Guidelines);
  • provides full information (as the evaluation grid will be applied solely on the information in the application form);
  • is drafted as clearly as possible to enable it to be evaluated.

Please note that applicants shall delete this section as well as any instruction note (text in italic) in the text below before printing and submitting the application form.

1General information

Maximum one page

Title of the Action:
Project Location(s): / (District(s), sub-district(s), place(s) where project will be implemented)
Duration: / (implementation period in months)
ENSA financing request: / (amount of financing requested from ENSA)
ENSA financing request (%): / (ENSA financing request as a percentage of total budget)
Objectives of the action: / (impact, outcomes)
Target Group(s)[1]: / (qualitative and quantitative description)
Expected results: / (outputs)
Main activities:

2Project summary

Maximum one page.

Provide a summary description of the action, describing the target groups and how they will benefit from the action, the main activities promoted by the action and any relevant aspect characterizing the action, including value added elements.

3Relevance of the action

Maximum three pages

3.1Relevance to the objectives/sectors/themes/specific priorities of the call for proposals

Please provide all the following information:

  • Describe the relevance of the action to the objective(s) and priority(ies) of the call for proposals.
  • Describe the relevance of the action to the national development goals.
  • Describe the relevance of the action to any specific sectors/areas and any other specific requirements stated in the Guidelines for applicants.

3.2Relevance to the particular needs and constraints of the target region(s) and/or relevant sectors (including synergy with other initiatives and avoidance of duplication)

Please provide all the following information:

  • State clearly the specific pre-project situation (include quantified data analysis where possible).
  • Provide a detailed analysis of the problems to be addressed by the action and how they are interrelated at all levels.
  • Refer to any significant plans undertaken at national, regional and/or local level relevant to the action and describe how the action will relate to such plans.

3.3Describe and define the target groups, their needs and constraints, and state how the action will address these needs

Please provide all the following information:

  • Give a description of each of the target groups (quantified where possible), including selection criteria.
  • Identify the needs and constraints of each of the target groups.
  • Demonstrate the relevance of the proposal to the needs and constraints of the target groups.
  • Explain any process to ensure participation by the target groups.

3.4Particular added-value elements

  • Indicate how the action incorporates any specific added-value elements and approaches as specified in section 2 of the Guidelines,
  • Indicate how the action contains any other best practice and/or innovative approach.

4DESCRIPTION OF THE ACTION

Maximum five pages.

Provide a description of the proposed action, including all the information requested below, referring to the overall objective(s)/impact and specific objective/outcome, possible intermediary outcomes, outputs:

  • Describe the expected impact to which the action aims to contribute. Use quantified data where possible, at technical, economic, social, and policy levels (will it lead to improved livelihoods, income generation, capacities, legislation, codes of conduct, methods, etc.?).
  • Describe the expected outcome of the action and any related output(s). State how the action will improve the situation of the target groups and any technical and management capacities of target groups and/or any local partner.
  • Identify and describe in detail each activity to be undertaken to produce the expected result(s) / output(s), justifying the choice of activities and specifying the role of each partner (if any) in the activities.

5ACTION PLAN

Maximum two pages.

Indicate the duration of the action and provide a detailed action plan.

Activities in the action plan shall be numbered as in the logical framework (Annex C).

Activity / Timeframe / Responsibility
Title of the activity / M1 / M2 / M3 / M4 / M5 / M6 / M7 / M8 / M9 / M10 / M11 / M12 / Implementing actor
Activity 1.1 (title of the activity) / Applicant
A.1.2 (title of the activity) / Co-Applicant(s)
A.1.3 (….)
....
A.2.1
….
A.3.1

6Methodology

Maximum three pages.

Describe in detail:

  • The methods of implementation and rationale for such methodology;
  • Where the project continues a previous project, describe how the action is intended to build on the results of the previous project;
  • Where the project is part of a larger programme, explain how it fits or is coordinated with this programme or any other possibly planned project (please specify potential synergies with other initiatives);
  • The procedures for follow up, monitoring, reporting and internal/external evaluation;
  • The attitude, role and possible participation in the action of the various actors and stakeholders (partners, target groups, local authorities, etc.), and the reasons why these roles have been assigned to them;
  • The organisational structure and the team proposed for the implementation of the project (by function: there is no need to include the names of individuals);
  • The main means proposed for the implementation of the action (equipment, materials, and supplies to be acquired or rented);
  • The planned activities in order to ensure the visibility of the action and the ENSA funding.

7Sustainability and risk management

Maximum three pages.

  • Describe a dissemination plan and the possibilities for replication and extension of the action outcomes (multiplier effects), clearly indicating any intended dissemination channel.
  • Provide a detailed risk analysis and contingency plan. This should include a list of risks associated with the project, accompanied by relevant mitigation measures. A good risk analysis will include a range of risk types including physical, environmental, political, economic and social risks.
  • Describe the main preconditions and assumptions during and after the implementation phase.
  • Explain how the action will be made sustainable after completion. This may include necessary follow-up activities, built-in strategies, ownership, communication plan, etc. Distinguish between four types of sustainability:

a)Financial sustainability: e.g. financing of follow-up activities, sources of revenue for covering all future operating and maintenance costs.

b)Institutional sustainability: e.g. structures that would allow the results of the action to continue to be in place after the end of the action, capacity building, agreements and local ‘ownership’ of action outcomes.

c)Policy level sustainability: e.g., where applicable, structural impact (improved legislation, consistency with existing frameworks, codes of conduct, or methods).

d)Environmental sustainability (if applicable): what impact will the action have on the environment — have conditions been put in place to avoid negative effects on the natural resources on which the action depends and on the broader natural environment?

8LOGICAL FRAMEWORK

Please fill in Annex C to the guidelines for applicants.

9Budget

Provide a detailed budget of the project using the table provided in Annex B of the Guidelines for Applicants. The budget should be linked with the activities and it should indicate, where applicable, other funding sources other than the funding requested through this proposal. Own contributions, either in cash or in kind, should also be indicted.

[1] “Target groups” are the groups/entities who will directly benefit from the project.