Mitigating Flood Risk in Flooded Areas in the GAP Region Physical Planning and Investment Grant Scheme TR 0602.18/PPI Open Call issued on 31/01/2008 by CFCU with deadline on 6 May 2008
Frequently Asked Questions and Answers - I
Note: Most of the questions towards this call can be answered through a detailed reading of the Guidelines for Grant Applications prepared for this call.
General
1. Is there an inventory of the locations affected by the flood? How significant would these be during grant selections? Official reports, prepared as a component of the disaster assessment results of 2006 floods, are available at the Governorships. As it is stated in the Guidelines for Applicants, projects to be realized in the regions most affected by 2006 floods, projects with a regional character (ie. projects whose coverage will include more than one province out of 6 in the target regions), projects with a participatory approach, projects which are a part of larger scale integrated development plan and projects that has potential to be “good practices” will be given priority. (See Guidelines for Applicants Section 1.2)
2. Is it compulsory to submit the applications in English? Potential applicants can submit their applications in either Turkish or English. In case that the submission is in Turkish, project summary (Annex D), budget (Annex B1-Budget Breakdown, B2-Expected Sources of Funding and B3-Justification of the Costs), activity plan/timeframe (Annex D) and logical framework (Annex C) should be submitted in English along with the project application. (See Guidelines for Applicants Section 2.2.1)
3. Is it possible to apply to 2 grant schemes for 2 components of a solid project?
No. Projects without integrity (projects divided into sections) are not eligible. Grant schemes are seperate processes thus their evaluation will be seperate processes as well.
4. How long will it take to announce the grant selections results after the application deadline? Result of the application evaluation results and decision of CFCU regarding the applications will be sent in writing to the applicants. This process is explained in Guidelines for Applicants Section 2.5 “Notification of the Contracting Authority’s Decision”.
5. How are the projects evaluated? Please see Guidelines for Applicants Section 2.3 “Evaluation and Selection of the Applications”.
6. Would the projects of municipalities whose management may change in 2009 Local Elections will be able to proceed? Prior to the Grant Contract signature with Grant Beneficiaries, project implementation decision of the Municipal/Provincial Council or Village Society and the signature circular of the people authorised to sign on behalf of the Grant Beneficiary should be submitted. (See. Guidelines for Applicants 2.4). Contracts signed are binding the institutions as legal entities.
7. From whom could we take support during project preparation? Technical Assistance Team, providing services in the scope of the scheme, will be ready to provide all technical support through trainings and help desks throughout the preparation process of application forms. Moreover, questions clearly indicating the reference of the call for applications can be submitted to CFCU the latest 21 days before the application deadline through e-mail or fax. TR 0602.18/PPI, e-mail address: gap.yatirim@cfcu.gov.tr Fax: 0 312 286 70 72. (See. Guidelines for Applicants 2.2.4.)
8. Could the previously awarded/implemented projects constitute a reference? Please see Guidelines for Applicants Section 2.3 “Evaluation and Selection of Applications” for the evaluation process of the applications.
9. Do the procurements within the scope of project are under the authority of Turkish Public Procurement Law? Grant Beneficary is bound to follow the annex of the Application Form for procurement of services, supplies and works which is Annex K: Standard Contract (Annex K-3. ContractAward Procedures (Annex-IV)).
10. Are the grants going to be disbursed totally or will there be periodical disbursements? Will the disbursements be at once or in portions? Disbursements following the signature of contracts will be carried out in accordance with the Article 4 of Annex K: Standard Contract K-1 Special Conditions and Articles 15 and 17 of Annex K: Standard Contract K-2: General Conditions (Annex-II).
11. How will the co-financing of the Grant Beneficiary be requested? Does the 10% cofinancing have to be paid in the beginning of the project? In calculation of the grant amount in Physical Planning and Investment Grant Scheme, %10 of the minimum eligible costs musto be through co-financing. Co-financing should be provided from applicant’s or partner’s own resources or should be provided from resources other than European Union Budget or European Development Fund. This amount, will be spent by the applicant or partners during the course of the project other than being paid in the beginning. All project expenditures should be registered in applicant’s / partners’ accounting registry and should be trackable in all reports.
12. Is the salary of the personnel from institutions who will take part in the project be counted towards 10% co-financing? Yes, given the public servant has the relevant skills to undertake his/her responsibilities within the project and work in his/her own institution’s project, his/her salary could be considered as co-financing. Applicant institutions needs to prove the documentation that the public servant is working for this institution. If the public servant is working for another public institution’s project other than his own, the salary paid can not be considered as cofinancing (For more information, please use the document named “Human Resources” under Reference Documents under http://www.cfcu.gov.tr/files/kaynaklar/Hibe_Sozlesmelerinde_Personel_Istihdami.pdf). As stated in Application Form Section 1.3, “Financial Allocation Provided by the Contracting Authority”, Grant Beneficiary needs to prove that co-financing is originating from its own resources or financial transfer from third parties (resources other than European Union budget). On the other hand, no payments shall be made to a public servant from the project budget other than daily allowance and travel costs.
13. Is it compulsory for Special Provincial Administrations to open another account to receive grants in accordance with law number 5018? How will the institutional contribution will be reflected in these accounts? Set of rules to be complied with for Public Institutions are listed in “Regulation on Spending of Grants Disbursed to Public Institutions on Project Basis from European Union and International Organisations” issued by Ministry of Finance and published in Official Gazette dated 27 Kasım 2007 and no. 26713.
14. Is auditing compulsory for grant projects? If grant amount exceeds 100.000 EUR, a report prepared on the verification of the Action’s expenditures, produced by an approved auditor, who is a member of an internationally recognized supervisory body for statutory auditing such as the Chamber of Certified Public Accountants must be attached if the size of the grant is above 100.000 EUR. Thus it is crucial that applicants include the audit costs in their budgets. (See. ANNEX K: STANDARD CONTRACT Annex K-1: Special Conditions Article 7.2.4).
15. How will monitoring and evaluation mechanism work for the projects? GAP Regional Development Administration (GAP RDA), as the beneficiary of the programme is responsible for the technical implementation of the project and coordination/monitoring/reporting of the tenders issued, according to the agreement duly signed between European Commission and Republic of Turkey under the overall supervision of Program Authorising Officer (PAO- Central Finance and Contracting Unit Director). CFCU is the Contracting Authority and is responsible for management and financial implementation of the grant scheme. CFCU, as the Contracting Authority stated in this document, has the final responsibility towards right use of grants and responsible for tenders, contracts and payments as well.
16. Would partnerships provide an advantage in the selection process? Applicants can apply alone or with their partner organisations. According to the Evaluation Grid found in Guidelines for Applicants 2.3 “Evaluation and Selection of the Applications” partnerships may bring additional points. However, participation/inclusion in the project activities and adequacy of the contribution of the partners will be considered during the evaluation.
17. Will a tax exemption document be provided?
Contracts funded by funds available through European Commision are exempt of all taxes and customs including VAT and special consumption tax according to the provisions of the framework agreement (Annex-A, Article 5.8) signed between European Commission and Republic of Turkey in 2004. VAT exemption procedure will be completed once the grant contract is signed. Please consult www.cfcu.gov.tr for more information.
18. Is EIA report compulsory for the projects? Where to get this? Please take into consideration that EIA Regulation requires that activities regarding flood aid should be subject to review (see. European Council of Ministers Directive 85/337/EEC on environmental impact of certain public and private projects, ie. ANNEX-II – 10f). Two outcomes are possible for an application of a project to the Provincial Directorate of Environment: “EIA is required” or “EIA is not required”. If EIA is not required, project proponent should acquire a letter from Minstry of Environment and Forestry on the result of the investigation process and that the project does not require an EIA. In other case, applicants should provide an EIA along with the project application.
19. Population of our district is 3000. Will there be priority on the areas with higher population? Area covered by the program, regardless of the population, is whole area of Batman, Diyarbakır, Mardin, Siirt, Şanlıurfa, Şırnak provinces (including relevant villages, towns, provinces) in GAP Region that are affected by flood and under flood risk. A special priority will be given to the projects that take place in regions that are most affected by floods in 2006, projects with a regional character (ie. projects that cover more than one of the provinces in the target regions), projects with a participatory approach, projects that are part of a larger scale integrated development plan and projects with potential to be “good practices”.
Eligibility of the Applicants and Partners (Guideline for Grant Applicants Sections 2.1.1. and 2.1.2.)
20. Do NGOs need to find partners from public sector? NGO’s are not eligible to be Applicants under this grant scheme. They can only apply given compliance with the criteria in Guidelines for Applicants 2.1.1 “Eligibility of Applicants: Who May Apply?”. Applicants can apply alone or with partners within the scope of Physical
Planning and Investment Grant Scheme. Thus, partners need to comply with same eligibility criteria as the applicants.
21. Can we apply as Union of Village Services? Yes. See Guidelines for Applicants 2.1.1
22. Does the debts of applicants cause a problem for the grants to be awarded? If applicants have restructured their social security contribution debts, can prove their installment payments with relevant documents, can prove their related payments with the documents obtained from their Tax Authority or can prove that they have restructured their debts until the last submission date and/or can sign a sworn statement that they do not fall into the case of “they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the Contracting Authority or those of the country where the action is to take place” (See. Section 2.1.1 of the Guidelines for Applicants), they can apply for the grant providing that they enclose this sworn statement in their applications.
23. Can individuals who have been affected by flood in 2006 benefit from the grant? No. In order to be eligible for the grant, all conditions in Guidelines for Applicants 2.1.1 as well as being legal entities should be satisfied by the applicants. 24. Are Provincial Directorates eligible applicants? Yes. As long as they satisfy the criteria in Guidelines for Applicants Section 2.1.1 “Eligibility of the Applicants: Who May Apply?” , they can apply.
25. Can Southeastern Anatolia Agricultural Research Institute be an applicant? Yes. As long as they satisfy the criteria in Guidelines for Applicants Section 2.1.1 “Eligibility of the Applicants: Who May Apply?” , they can apply. Some of the main criteria are: Being legal entities, being non profit making, being a municipality, provincial or regional public institution, reside in one of these provinces Batman, Diyarbakır, Mardin, Siirt, Şanlıurfa or Şırnak, being directly responsible for the preparation and management of activities, not to act as intermediary, being an institution undertaking management of infrastructure and to provide infrastructure services for all end-users equally (For Physical Planning and Investment Grant
Scheme), to retain the property and user rights for a minimum of 5 years once the construction is over (For Physical Planning and Investment Grant Scheme). It should be noted that agricultural research projects are not eligible.
26. Can institutions affiliated to public institutions be applicants? As long as they satisfy the criteria in Guidelines for Applicants Section 2.1.1 “Eligibility of the Applicants: Who May Apply?” , they can apply. The main criteria are: Being legal entities, being non profit making, being a municipality, provincial or regional public institution, reside in one of these provinces Batman, Diyarbakır, Mardin, Siirt, Şanlıurfa or Şırnak, being directly responsible for the preparation and management of activities, not to act as intermediary, being an institution undertaking management of infrastructure and to provide infrastructure services for all end-users equally (For Physical Planning and Investment Grant Scheme), to retain the property and user rights for a minimum of 5 years once the construction is over (For Physical Planning and Investment Grant Scheme). 27. Is there a limit for the total grant to be awarded? The lower limit is 90.000€, the upper limit is 1.800.000€ for the projects to be submitted to Physical Planning and Investment Grant Scheme. Applicants can apply with more than one projects under this call with different activities. Applicants can be awarded with more than one grant under this call however the total grant budget for all the projects to be implemented under Physical Planning and Implementation Grant Scheme can not exceed 1.800.000 EUR.
28. Can NGOs be an applicant or partner under Physical Planning and Implementation Grant Scheme? No.
29. Are village administrations eligible for application? Yes. As long as they satisfy the criteria in Guidelines for Applicants Section 2.1.1 “Eligibility of the Applicants: Who May Apply?” , they can apply.
30. As State Hydraulics Works Provincial Directorate, we are in charge of 5 regions. With which of these regions can we apply? Can our divisions apply? Yes. Applicants can apply as long as they satisfy the criteria in Guidelines for Applicants Section 2.1.1 “Eligibility of the Applicants: Who May Apply?”. Some of the main criteria are:
Being legal entities, being non profit making, being a municipality, provincial or regional public institution, reside in one of these provinces Batman, Diyarbakır, Mardin, Siirt, Şanlıurfa or Şırnak, being directly responsible for the preparation and management of activities, not to act as intermediary, being an institution undertaking management of infrastructure and to provide infrastructure services for all end-users equally (For Physical Planning and Investment Grant Scheme), to retain the property and user rights for a minimum of 5 years once the construction is over (For Physical Planning and Investment Grant Scheme).
31. Can cooperatives apply? Cooperatives can not be applicants. (See. Guidelines for Applicants 2.1.1)
32. In the footnote of “potential applicants” mentioned in Article 2 of Physical Planning and Investment and Social Support Guidelines for Applicants Section 2.1.1; it is mentioned that there are 4 economic criteria that must be satisfied by the applicants. As a municipality, do we need to satisfy all 4 of them? Or is it sufficient to satisfy one of them? It is necessary to either satisfy all of the first three criteria or 4th criteria.
33. Could municipalities with pending social security contributions and/or tax payment obligations, be eligible partners of lead applicants? According to the Section 2.1.1 of the Guidelines for Applicants, potential applicants, which have not fulfilled their obligations related to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority, are not entitled to participate in Call for Proposals. However, municipalities having an agreed payment plan concerning social security contributions and/or tax payments are entitled to participate in the Call for Proposals if they can duly document this payment plan. Similarly, same applies to partners.(Please see the Guidelines for Applicants Section 2.1.2, “Partnerships and eligibility of partners.”)
Eligible Actions: Actions for which an application may be made
34. Is it only possible to submit a project from a region that was affected by flood or are projects on flood risk prevention also eligible for submission? Area covered by the program is Batman, Diyarbakır, Mardin, Siirt, Şanlıurfa, Şırnak provinces (including relevant villages, towns, provinces) in GAP Region that are affected by the flood and under flood risk. The specific objective of the Grant Scheme is to improve/develop the infrastructure of the regions affected by flood or under flood risk and to meet the basic needs to build up capacity for rapid response during a flood and to compansate the social and economical loss caused by flood. (See. Guidelines for Applicants 1.2.). Projects on mitigating flood risk under this objective can be submitted.
35. Is it possible to use the grant for pavement design for the disabled? Support will be provided on physical planning and infrastructure investments that are aiming at reparing the damage caused by floods or to improve the quality of living to prevent the risks of future floods. Projects may be planned to support strengthening, renovation, maintanance, restoration or reconstruction of the damaged infrastructure and buildings affected by the flood.
36. We would like to develop a reclamation project in Batman Creek with a length of 3040 km. Can we apply by seperating the project in sections since total project costs 10M EURO? The specific objective of the projects under Grant Scheme should be to improve/develop the infrastructure of the regions affected by flood or under flood risk and to build up capacity for rapid response during a flood. These projects should be composed of the activities in an integrated manner. Projects without integrity (projects divided into sections) are not eligible. As long as the project is an independent project and the funding is not a replacement of another funding source, it can be a component of an on-going phased infrastructure project whose construction had already begun.
37. Is rainwater infrastructure comprise an eligible project? Yes. See. Guidelines for Applicants 2.1.3.
38. Is a project on construction of a building complying with disaster regulation comprise an eligible project? A project must involve interlinked activities. Thus a project solely on construction of a building is not eligible. Projects must satisfy the timeframe, sectors, topics, location and
project types stated in the Guidelines for Applicants Section 2.1.3 “Eligible Actions: Actions for which an application may be made”.
39. Our community centers are in the regions that have flood risk. Are social service buildings eligible for funding? A project must involve interlinked activities. Thus a project solely on construction of a building is not eligible. Projects must satisfy the timeframe, sectors, topics, location and project types stated in the Guideline Section 2.1.3 “Eligible Actions: Actions for which an application may be made”.
40. Can projects be prepared for the villages without sewerage system? Projects, in line with the objectives of Physical Planning and Investment Grant Scheme must satisfy the timeframe, sectors, topics, location and project type criteria stated in Guidelines for Applicants Section 2.1.3 “Eligible Actions: Actions for which an application may be made”. Support will be provided on physical planning and infrastructure investments that are aiming at reparing the damage caused by floods or to improve the quality of living to prevent the risks of future floods. Projects may be planned to support strengthening, renovation, maintanance, restoration or reconstruction of the damaged infrastructure and buildings affected by the flood.
41. Can landslides caused by excess rain be included in the project scope? Support will be provided on physical planning and infrastructure investments that are aiming at reparing the damage caused by floods or to improve the quality of living to prevent the risks of future floods. Projects may be planned to support strengthening, renovation, maintanance, restoration or reconstruction of the damaged infrastructure and buildings affected by the flood. Proposed projects will be evaluated on flood or flood risk context.
42. Is it compulsory for applicant to prove that they have been affected from the flood by documentation? Projects must be providing necessary justification with their relevance with the needs and problems of the target regions and should reflect an analysis of the mentioned problems. Projects should be linked to the objectives and priorities of the Call for Proposals.
43. Can these centers with which we aim to develop environmental centers focus on all environmental issues or do they need to be on flood only? The specific goal of the Grant Scheme is to improve/develop the infrastructure of the regions affected by flood or under flood risk and to meet the basic needs to build up capacity for rapid response during a flood and to compansate the social and economical loss caused by flood. Projects should satisfy the timeframe, sectors, topics, location and project type criteria stated in Guidelines for Applicants Section 2.1.3 “Eligible Actions: Actions for which an application may be made”.
44. Can we apply for a grant if studies on flood prevention has been made and taken into investment plan? No. Projects already being funded by another funding frame are not eligible for further funding under this call.
45. These regions have been adversly affected since urban development plan is poor. Can we apply for a grant in order to prepare an urban development plan? Yes. Moreover Projects must should satisfy the timeframe, sectors, topics, location and project type criteria stated in Guidelines for Applicants Section 2.1.3 “Eligible Actions: Actions for which an application may be made”.
46. Mardin is facing the excessive risk of erosion and flood at points where mountains and platos converge. Are artificial water basins other than the activities mentioned to prevent floods eligible for funding? Yes. See. Guidelines for Applicants Section 2.1.3.
47. Is creek reclamation an eligible project? Creek reclamation is among the eligible actions. Moreover projects should satisfy the timeframe, sectors, topics, location and project type criteria stated in Guidelines for Applicants Section 2.1.3 “Eligible Actions: Actions for which an application may be made”.
48. Are feasibility, design and EIA studies eligible for funding?
For projects to be realized in future (not funded within this grant scheme) but includes eligible actvities within the objective of this Call for Proposals, feasibility, design and EIA studies are among eligible actions.
49. Is forestration of river beds for flood control and erosion control eligible for funding? Yes. See. Guidelines for Applicants Section 2.1.3.
Eligibility of the Costs: Costs which may be taken into consideration for the grant 50. Are the expenditures encurred before the contract is signed among eligible costs? No. None of the expenditures made before the contract is duly signed, are eligible costs.
51. Are expropriation costs eligible? No. Procurement of land and buildings are not eligible.
52. Can we buy equipment? A project must involve interlinked activities. Equipment could be procured for these activities. However projects only aiming at procurement of equipment are not eligible.
53. Our Civil Defence Search and Rescue Unit Directorate is in charge of 5 provinces and we have responsibilities before, during and after the disasters. We would like to procure vehicles from the project. Can we procure vehicles for our activitie? A project must involve interlinked activities. However projects only aiming at procurement of equipment are not eligible.
54. Can we buy Doppler Radar system? A project must involve interlinked activities. Equipment could be procured for these activities. However projects only aiming at procurement of equipment are not eligible.
55. Is it necessary to open a new bank account for the proposed project or can the organisation uses its existing one?
During the stage of application there is no such need. A special bank account will have to be opened after signing of the contract and all payments concerning the grant will be made throuh this bank account.
56. Can we purchase imported equipments? Purchase of imported equipment is eligible, within the frame of “Certificate of Origin” and “Eligible Countries” procurement rules.
57. Can the budget line “Local Office Costs” be used to cover overheads of partners or associates? “Local Office Cost” can only cover office rent costs related to the project activities. In cases, for which the applicant or its partners haven’t rented an office, the project office’s costs can be added to “Administrative Costs” budget line. Similar expenses of the associates are not considered eligible. For more information, please check the CFCU reference document “Some Explanations on the Administrative Costs in Grant Contracts,” under resources tab from the following address: http://www.cfcu.gov.tr/files/kaynaklar/idari_giderler.pdf .
58. Are any translation-related expenses envisaged or should those be included under the obligations of the international relations staff, for example, in the municipalities? Any expenses made before the signing of the grant contract with the Contracting Authority will not be accepted as eligible costs. For the implementation period, translation expenses can be stated under the budget line 5.5.
59. What is the maximum amount of fee that can be paid to the project team members? Salaries should not exceed those normally borne by the beneficiary and its partners and must not exceed the levels generally accepted on the local market. Furthermore, it should be borne in mind that the salaries of the project staff should not be lower than the minimum wage, when the deductions like social security charges and income taxes are deducted from the gross amount.
60. Can a civil servant work and get salary from an EU-funded grant scheme?
Please check the CFCU reference document “Personnel Recruitment in Grant Contracts,” under resources tab from the following address: htt://www.cfcu.gov.tr/files/kaynaklar/Hibe_Sozlesmelerinde_Personel_Istihdami.pdf
61. What is the current rate for per diems? The project cost related to travel and subsistence costs for the staff taking part in the action must correspond with the market rates and must not exceed the levels generally accepted by the Beneficiary and partners. Per diems should be calculated with consideration for overnight stays away from the base of operations. Please check Annex I, Daily Allowance Rates.
62. Does the “Other Costs” budget line include the tax and fees of the salaries of the other recruited staff for the project activities? The cost of salaries plus the social security charges and other remuneration-related costs should be covered under the budget line, “Human Resources”. These should be given as gross amounts in the budget line and the Turkish legislation should be applied for deductions.