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							APPLICATION FORM


    Open Request Facility Fund

    VNG-ACB programme

    “ASSOCIATION CAPACITY BUILDING FOR
    GOOD LOCAL GOVERNANCE”

    APPLICATION FORM A: Support to Key Operational Functions of
    Local Government Associations




1.    Local Government Associations that want to apply for funding under the “Open
     Request Facility” of this VNG Association Capacity Building programme have to use
     an application form. Two separate application forms exist. This application form (A) is
     for support to Key Operational Functions of a Local Government Association.
     N.B. Another form (B) is available for support to the implementation of Good Local
     Governance Practices.

2. The application has to be submitted at least three months before the activities start.
   The activity has to be completed within 12 months after signing the contract with VNG
   International.

3. For assistance in improving key operational functions of a Local Government
                                                          1
   Association, proposals should try to adhere to a budget ceiling of 15,000 Euro.

4. The forms have to be filled in completely.

5. Applications can be sent by post, email or fax to:
   VNG International
   Attn. Esther Sprangers
   P.O. Box 30435
   2500 GK The Hague
   The Netherlands
   E-mail: esther.sprangers@vng.nl
   Fax : + 31 (0) 70 3738660

6. VNG International only deals with applications based on the official application forms.




1
 The budget requested is intended for capacity building purposes and does not cater for the purchase of
computers or other hardware equipment.



Association Building for Good Local Governance Programme, Open Request Facility– Application Form –Key Functions   1
CONTENTS
1. BACKGROUND INFORMATION ON VNG PROGRAMME
   “ASSOCIATION CAPACITY BUILDING FOR GOOD LOCAL
   GOVERNANCE”
    I     INTRODUCTION
    II    OBJECTIVES
    III   METHODOLOGY
    IV    APPLICATION CRITERIA
    V     PROCEDURE

2. APPLICATION FORM
    I     GENERAL INFORMATION
    II    ORGANISATIONAL DESCRIPTION
    III   PROJECT DESCRIPTION
    IV    BUDGET




Association Building for Good Local Governance Programme, Open Request Facility– Application Form –Key Functions   2
1         BACKGROUND INFORMATION ON VNG-ACB
          PROGRAMME
1. Introduction
Traditionally, VNG International has been strongly committed to support its sister
organisations around the world, whether through the overarching international
organisations like IULA and United Cities and Local Governments, or bilaterally. VNG
International is convinced that if the international community is sincere in promoting good
democratic governance practices, as a prerequisite for effective poverty reduction and
sustainable development, well-functioning associations of local governments can play a
crucial role to achieve this at local level. Over the last couple of years VNG International
has observed a growing demand for support by sister organisations from developing
countries, and Central and Eastern Europe, due to decentralisation and democratisation
processes.

The VNG Programme “Association Capacity Building for Good Local Governance” builds
on the IULA Association Capacity Building programme and is a response from VNG
International to this growing demand for support. VNG International designed this
programme and will execute it in the period of 2003 to 2006, with financial support from
the Dutch Ministry of Foreign Affairs.

The VNG-ACB programme is demand-based and focuses on priorities set by local
partners. VNG International therefore opted for launching a fund, the so-called „Open
                                                                        2
Request Facility‟. Local Government Associations from DAC I countries are invited to
submit proposals under this Open Request Facility, which are in line with the objectives of
the programme.

2. Objectives
The overall objective of this programme is to:

Enhance the capacity of national associations of local governments enabling them to take
on their tasks and responsibilities in a professional manner, including an effective support
to their members to institutionalise good local governance practices.

Immediate objective
Proposals on operational improvement of the Local Government Association that are
submitted to VNG International under the Open Request Facility, must contribute to the
following immediate objective of the programme:




2
  Part I of the DAC list drawn up by the Development Assistance Committee of the Organization for Economic
Co-operation and Development (OECD) includes all recipients of Official Development Assistance. As at 1
January 2003 Part I comprises the following countries: Afghanistan, Angola, Bangladesh, Benin, Bhutan, Burkina
Faso, Burundi, Cambodia, Cape Verde, Central African Republic, Chad, Comoros, Congo-Dem. Republic,
Djibouti, Equatorial Guinea, Eritrea, Ethiopia, Gambia, Guinea, Guinea-Bissau, Haiti, Kiribati, Laos, Lesotho,
Liberia, Madagascar, Malawi, Maldives, Mali, Mauritania, Mozambique, Myanmar, Nepal, Niger, Rwanda,
Samoa, Sao Tome and Principe, Senegal, Sierra Leone, Solomon Islands, Somalia, Sudan, Tanzania, Timor-
Leste, Togo, Tuvalu, Uganda, Vanuatu, Yemen, Zambia, Armenia, Azerbaijan, Cameroon, Congo – Rep, Côte
d‟Ivoire, Georgia, Ghana, India, Indonesia, Kenya, Korea – Dem Rep, Kyrgyz-Rep, Moldova, Mongolia,
Nicaragua, Nigeria, Pakistan, Papua New Guinea, Tajikistan, Uzbekistan, Viet Nam, Zimbabwe, Albania, Algeria,
Belize, Bolivia, Bosnia and Herzegovina, China, Colombia, Cuba, Dominican Republic, Ecuador, Egypt, El
Salvador, Fiji, Guatemala, Guyana, Honduras, Iran, Iraq, Jamaica, Jordan, Kazakhstan, Macedonia, Marshall
Islands, Micronesia – Fed States, Morocco, Namibia, Niue, Palestinian Admin. Areas, Paraguay, Peru,
Philippines, Serbia & Montenegro, South Africa, Sri Lanka, St Vincent & Grenadines, Suriname, Swaziland,
Syria, Thailand, Tokelau, Tongo, Tunisia, Turkey, Turkmenistan, Wallis and Futuna, Botswana, Brazil, Chile,
Cook Islands, Costa Rica, Croatia, Dominica, Gabon, Grenada, Lebanon, Malaysia, Mauritius, Mayotte, Nauru,
Panama, St Helena, St Lucia, Venezuela, Anguilla, Antigua and Barbuda, Argentina, Barbados, Mexico,
Montserrat, Oman, Palau Islands, Saudi Arabia, Seychelles, St Kitts and Nevis, Trinidad and Tobago, Turks and
Caicos Islands, Uruguay, Bahrain.



Association Building for Good Local Governance Programme, Open Request Facility– Application Form –Key Functions   3
Enhanced capacity in the key operational functions of Local Government
Associations: This objective of the programme relates to strengthening the key functions
of the Local Government Association. Projects can be focused on: organisational
development of the local government association, formulation of vision and development
for the Local Government Association, improving the service delivery to member
municipalities, setting up a help desk for member municipalities, improving the capacity to
communicate and interact with members. A list of key operational functions for which
support can be obtained is given further on in this form.

3. Methodology
The approach taken throughout this programme is demand-driven: the demands from the
South are the leading principle of the programme.

Collaboration and assistance can be implemented in various forms: expert advice in the
form of Technical Assistance from the North or the South, South-to-South or North-to-
South exchange from Local Government Association to Local Government Association,
thematic exchanges through (regional) workshops and training – all tailor-made to the
specific demands of the Local Government Association.

As much as possible, this programme builds on the IULA Association Capacity Building
programme and will make use of the expertise available nationally, in neighbouring
countries or the wider region concerned – also known by IULA and United Cities and Local
Governments, and its regional sections. In addition, expertise from various western partner
organisations can be mobilized if and when required. To further stimulate the co-operation
and exchange of expertise of associations primarily within the region, various means are
available next to transfer of knowledge by expert technical assistance missions, ranging
from study tours to thematic networks.

4. Application criteria
The applying Local Government Association – or the Local Government Association to be-
3
  will need to demonstrate that:
 The association is situated in a country being listed as a DAC I country.
 The requested support is not already available from another source.
 If the Local Government Association can prove that it has a multi-party character and
   is not dependent on central government (or is in a process towards an independent
   position), this is taken into account as an asset.

To obtain funding for improving key operational functions of the Local Government
Association under the “Open Request Facility” the following general rules apply:
 The envisaged activity leads to capacity being built within the Local Government
   Association in one or more of the areas mentioned earlier.
 The Local Government Association is willing to contribute in-kind to the activities
       (in the form of human resources).
 The request covers clear objectives, expected results, activities, inputs and time
   schedule.
 The implementation of the proposed activity takes place within twelve months.
 For assistance in improving the key operational functions of the Local Government
   Association, proposals should try to adhere to a budget ceiling of € 10,000.
 Payment of salaries of key personnel at the secretariat of the applying Local
   Government Association cannot be funded. Provision of hard ware equipment can only
   be funded when it is an essential and integrated component of the project.
 The applicant will deliver a substantive and financial report to VNG International. The
   financial report should include all original receipts and invoices. VNG International
   holds the right to have this financial report checked by its own auditors.




3
 Also requests for support from initiatives to set up a Local Government Association are welcomed to the Open
Request Facility fund.



Association Building for Good Local Governance Programme, Open Request Facility– Application Form –Key Functions   4
5. Procedure
Proposals that are submitted under the Open Request Fund, will be dealt with as follows:

    SUBMISSION OF APPLICATIONS
    1. There are four application rounds: 1 February, 1 May, 1 August and 1 November.
    2. Proposals need to be sent at least three months before the envisaged activities
       are to start.
    3. Proposals are preferably sent by e-mail.
    4. The official application formats available have to be used, supplying the
       necessary information in order for VNG International to judge whether the various
       criteria are met. Application forms can be downloaded at www.vng-international.nl,
       click „programmes‟ and then „Association Capacity Building‟or at www.cities-
       localgovernments.org/uclg/, under „Programmes and activities‟, „Association
       strengthening‟.
    5. Within two weeks after receiving the completed Application Form, VNG
       International will confirm receipt of the application to the applicant.

    SELECTION OF PROPOSALS
    6. In case the application form is not complete, or if there are questions regarding the
        content or otherwise, the ORF coordinators will communicate this to the applicant.
        This will be done within three weeks after receipt of the application.
    7. within three weeks, the applicant should respond to the questions/complete the
        application form.
    8. If questions remain, the ORF coordinator will contact the applicant as soon as
        possible.
    9. When the proposal is complete and no further questions remain, the VNG-ACB
        programme co-ordinator in consultation with UCLG selects the qualifying requests.
        This will be done withing the timeframe of the the four Application Rounds in
        February, May, August and November.
    10. During selection a geographical spread will be aimed at (including DAC I countries
        in Central and Eastern Europe).

    DEADLINE FOR FINAL APPROVAL/REJECTION
    11. If the application is not completed and submitted in its final form within 3 months
        after submission of the first proposal, the procedure will be ended and the
        proposal rejected.
    12. In case of rejection, a motivated decision will be sent to the applicant .

    APPROVED PROJECTS
    13. VNG International will send a Memorandum of Understanding (MoU) stating the
        objectives and financial arrangements of the approved project to the applicant.
    14. The applicant will open a separate bank account (preferably a Euro account, if not
        possible a US dollar account) for the approved project.
    15. Funds will be transferred in three instalments. A first instalment will take place
        after receipt of the signed MoU by VNG International. A second instalment will
        take place halfway the project period. A third and final transfer will take place upon
        approval of the final substantive and financial report.
    16. Implementation of the project will start within 3 months after signing the contract.
    17. The implementation of the project will be done by the requesting Local
        Government Association but in close coordination with VNG International.
        Frequent updates on the progress of the project by the Local Government
        Association to VNG International are required.

    TECHNICAL EXPERTISE
    18. For those requests including technical assistance, VNG International will together
        with the applicant identify the adequate expertise for the technical assistance.
        Experts will be contracted by VNG International. All costs related to technical
        assistance will be paid directly by VNG International.




Association Building for Good Local Governance Programme, Open Request Facility– Application Form –Key Functions   5
    FINALIZATION
    19. Within two months after finalization of the project, the applicant will submit a
        substantive report to VNG International. A report format will be provided by VNG
        International.
    20. Together with the substantive report, the applicant will submit a financial report to
        VNG International. The financial report will state the actual expenditures and all
        original receipts and invoices will be attached. A report format will be provided by
        VNG International




Association Building for Good Local Governance Programme, Open Request Facility– Application Form –Key Functions   6
            2         APPLICATION FORM
I           GENERAL INFORMATION
1. Project information
Project title                             :
Country                                   :
Local Government Association              :
Application date                          :
Policy field                              :

      Strategic plan formulation
      Institutional management
      Organisational development
      Training curriculum development
      Lobby and advocacy
      Membership fee collection
      Communication and interaction with members
      Information functions and help desk
      Service delivery to member municipalities
      Central Purchasing and other paid services
      Daughter Companies

2. Contact person of applying Local Government Association
Name contact person              : Mr/Ms
Position/department              :
Address                          :
Postal code and city             :
Phone                            :
Fax                              :
E-mail                           :

account number:
account title:
bank name:
Swift code:
bank address:                                     :

3. Contract signed by
Name                                              : Mr/Ms
Position/department                               :

Project manager:
(designated for the implementation of the ORF project)

4. Expected time needed for execution of the project:
Duration of the project (in days)  :
Starting date                      :
Final date                         :

5. Support
                                      4
(In-kind) contribution from applicant                 :€
Requested support from                                :
VNG International                                     :€


4
    Most often in the form of human resources input.



Association Building for Good Local Governance Programme, Open Request Facility– Application Form –Key Functions   7
II        ORGANISATIONAL DESCRIPTION
This section should be used to indicate whether the organisation applying for the funding
meets criteria set for the Open Request Facility. The following questions have to be
answered systematically.


1. What is the stage of development of the Local Government Association?
    In the phase of establishing itself
    Having had a formal status for less than two years
    Having had a formal status for more than two years

2. Does the organisation have a multi-party character?
    YES
    NO

3. Does the Local Government Association have an independent position towards
   central government?
    YES
    NO

4. What are the general activities undertaken by the Local Government
   Association?




5. Have other external organisations given support to the Local Government
   Association in the area of work of this proposal?




6. Is your organisation the only Local Government Association in the country?
      YES
      NO
If no, how is your organisation related to other LGAs in the country? How is your
organisation different and what is the level of cooperation with other LGAs?




Association Building for Good Local Governance Programme, Open Request Facility– Application Form –Key Functions   8
III       PROJECT DESCRIPTION
This section can be used to describe the design of the project as you envisage it. The
following questions have to be answered systematically.

1. Problem analysis
Why do you need this project?




2. Objective
What is the objective of this project?




3. Results
Which are the desired results of the project?




4.      Activities and planning
Indicate which capacity building activities will be executed and by who? Describe the
planning of the project.




Association Building for Good Local Governance Programme, Open Request Facility– Application Form –Key Functions   9
5.       Input
Indicate what inputs are needed to meet the objectives of the project? What kind of
expertise in the form of technical assistance is necessary (include suggestions for
expertise needed)? Which other inputs besides the financial contribution for experts will
be necessary? Indicate whether the Local Government Association is able to cover these
costs itself – i.e. to contribute in-kind.




6.      Participants
Indicate Who will be the participants of the capacity building activities?




7.      Indicators
How can be determined, in retrospect, whether the objectives of the project have been
attained completely or partially? How can one measure the results?
Formulate the indicators for success in such a way that they can be measured.
Express the indicators in itemized concrete terms such as who / what / how many /
where / when.




8.       Sustainability
How will you ensure sustainability within the Local Government Association of the capacity
built during implementation?




Association Building for Good Local Governance Programme, Open Request Facility– Application Form –Key Functions   10
9.     Objectives of the “Association Capacity Building for Good Local
Governance” programme.
Your project has to contribute to the main objective of this programme. Can you indicate to
what extent it contributes to the capacity building of your Local Government Association?

Objective: Enhanced capacity in the key functions of Local Government Associations




Association Building for Good Local Governance Programme, Open Request Facility– Application Form –Key Functions   11
IV        BUDGET
VNG International can subsidize activities that improve key task performance of the
Association and the costs for dissemination of the results. The budget format below needs
to be filled in as detailed as possible, leaving out the costs for technical assistance
expertise.
The currency to be used is the Euro. For easy conversion of currencies visit the website
http://www.oanda.com.

1. Activities
This includes costs for implementing the activities leading to better performance of key
tasks. This can include materials, workshops (please specify each item) for officials or
citizens etc..

2. Dissemination of results
Expenses for the organisation of seminars or workshops for local officials and managers
from the member municipalities as well as publications and materials (e.g. readers for the
benefit of transfer of knowledge) will be compensated entirely.

3. Incidental expenditures
The incidental expenditures should not exceed 10% of the budget. This entry is meant to
counterbalance variations in the rates of exchange for estimated activities.

4. Own contribution
Specify the in-kind contribution of the Local Government Association and/or the pilot
municipalities

5. If relevant: expertise / technical assistance
If technical assistance is requested, these costs do not have to be budgeted for in this
format.
Experts will be contracted and paid for directly by VNG International.




Association Building for Good Local Governance Programme, Open Request Facility– Application Form –Key Functions   12
BUDGET PROPOSAL FOR OPEN REQUEST FACILITY
APPLICATION

Project:
Currency: Euro’s
Proposed length of project period:

ORF Project budget (to be filled in by applicant)
                                                                                                  number of        costs per unit   total       contribution by
                                                                                             unit units            (€)              costs (€)   others
1. Pilot projects / Activities
Activity 1 - please specify
Cost item for Activity 1 - specify
Cost item for Activity 1 - specify
Activity 2 - please specify
Cost item for Activity 2 - specify
Cost item for Activity 2 - specify
Activity 3 - please specify
Cost item for Activity 3 - specify
Cost item for Activity 3 - specify
Coordination

2. Seminars / workshops
Venue
translation costs
travel costs
Other cost item - please specify




Association Building for Good Local Governance Programme, Open Request Facility– Application Form –Key Functions                                                  13
3. Dissemination of results
Seminars / Workshops
Publications
Materials
Other cost item - please specify

4. Incidental Expenditures
Please specify

5. Own Contribution (mostly input of own human resources)
Please specify




SUB TOTAL


5. Technical Assistance (to be filled in by VNG International)
Hiring expertise
Accommodation
DSA
Travel
Visa/Vaccination



TOTAL




Association Building for Good Local Governance Programme, Open Request Facility– Application Form –Key Functions   14
Open Request Facility “Association Building for Good Local Governance”– Application Form –Key Functions   15