|
1. Identification of initiatives
Initiatives to promote sustainable use of renewable energy might come from all partners including government institutions, non-governmental organizations (NGO's) or private sector. The initiatives shall conform with the Partnership's four main components described in the Project Document (PRODOC). Preferably the initiative should involve partners from Central America, Austria and Finland. Regional Coordination Office (RCO) supported by Austrian and Finnish Participants in the Steering Committee will help to identify potential Austrian or Finnish partner and follow up communication between parties. Also RCO will provide technical and administrative assistance for those projects where a suitable Austrian or Finnish Partner couldn't be identified.
2. Elaboration of Project Profile
Project proponent provides a Project Profile according to the Project Profile Form (PPF) included in the PRODOC. Once completed, a copy of the Project Profile is sent to the National Coordinator (NC), and to Regional Coordination Office for further support. In case of a regional project, the Project Profile is submitted by the Project Proponent to the Regional Coordination Office to be distributed to National Coordinators (NC). A project shall be considered regional if it involves four or more countries.
3. National Coordination Unit (NCU) receives project profile
National Coordinator (NC) supported by a National Technical Committee (NTC) evaluates project profile eligibility according to projects evaluation criteria described in the PRODOC. If in opinion of NTC the project is not eligible NC notifies the project's proponent. If the project profile is eligible, the National Coordinator following the internal procedures of the Ministry concerned, will send it to the Regional Coordination Office to be evaluated during the Steering Committee's Meeting. In case of a regional project it has to be supported by all countries involved.
4. Project profile presentation to the Steering Committee.
The National Coordinator presents the Project Profile during the Steering Committee's meeting. In case of a regional project, the Project Profile should be presented by the Project Proponent. The representatives of the Ministry for Foreign Affairs of Finland, the Austrian development Cooperation, the Regional Coordinator, the Projects Manager and the Senior Advisor (Evaluation Team) evaluate and approve or disapprove the Project Profile. An approved Project Profile might receive some recommendations to be included in a more elaborated document as well as a preliminary money allocation amount. The allocation amount is expressed both in money terms and as a percentage of the total project costs and it forms the basis for subsequent payments.
5. Elaboration of Project Proposal
Based on the recommendation dictated during Steering Committee's meeting the Project Proponent is asked to present the Project Proposal. PRODOC includes a proposed structure as well as the minimum information to be included in the Project Proposal.
The Project Proposal is prepared by the Central American and Austrian or Finnish partners. In the case of the Projects without an Austrian or Finnish Partner, the RCO will support Central American Partner to prepare the Project Proposal.
In addition to the information asked in the PRODOC, parties preparing the Project Proposal should include and define clearly the responsibilities of each one, in order to elaborate Terms of Reference, Contracts for service providers and/or equipment suppliers, and any other legal document needed between the parties in case that the project is approved.
Energy and Environment Partnership funds are considered as "seed money" to support concrete and sustainable projects that promote renewable energy and technological co-operation between Austria or Finland and Central American countries.
In order to keep record of project's execution involved partners should inform Regional Coordination Office about the development of the different activities.
In case there is not a relevant Austrian or Finnish partner for channeling the funds, it will be possible to use the Regional Coordination Office for this purpose. This might be practical in certain regional projects and small projects which include predominantly exchanges of know-how between Central American partners. This could also make possible an involvement of other participants and donors outside the Energy and Environment Partnership with Central America's initial partners.
It should be noted that all payments are based on actual costs and will in principle be paid after finalization of the project, based on audited accounts. It can be agreed to make partial payments based on intermediate accounts.
6. Project Proposal is presented for final approval
The Project Proponent sends the Project Proposal to the National Coordinator who will send it to the Regional Coordination Office in order to be distributed among the Steering Committee Members, who will have 15 days to send comments on this Project Proposal. The RCO will follow up this procedure. After this period, the Evaluation Team reviews the document and approves Project Proposal.
7. Start up of project execution
Project Proposal turns into the Work Plan to supervise project execution. All the documents prepared and included in the Project Proposal will enter into force upon signature between parties. They will notify RCO about the signature of these documents. Any changes on activities, time schedule, budget allocation, expenses, etc. should be informed to the Regional Coordinator Office for eventual endorsement by the Evaluation Team.
Partnership Administration considers that the opinion of independent audits is a key element in the monitoring and follow up of any Project execution process oriented to ensure that all resources be administered and used according to the terms and conditions agreed in the contract. The procurement practices have to conform with the local procurement rules of the respective country. |
