Grant Project Tender Regulation

12.01.2015. 10:16

By-law of the Grant Project Tender
“Aid to Development Co-operation Projects in the Beneficiary Countries Stipulated by the Republic of Latvia”


I. General Provisions

1. The by-law prescribes the course of a fixed-term (single) grant project tender “Aid to Development Co-operation Projects in the Beneficiary Countries Stipulated by the Republic of Latvia” (hereinafter – tender).

2. The Ministry of Foreign Affairs (hereinafter – Ministry) shall announce and implement a tender on the basis of that laid down in Section 9 of the International Aid Law. The by-law of the tender has been drawn up in accordance with the requirements laid down in Cabinet Regulation No. 2 of 5 February 2010, Procedures for the Implementation of Grant Project Tenders.

3. Development co-operation is provision of aid to less developed countries in order to promote long-term social and economic development of such countries and their societies.

4. A grant is a payment to the implementer of a development co-operation project in order to implement a project, which is not related to commercial objectives and which promotes the implementation of the priorities laid down in the tender. A grant is allocated to a project applicant whose project application submitted has been supported for financing and with whom a grant contract has been entered into.

5. In accordance with Section 9, Paragraph five of the International Aid Law a project application may be submitted and a grant may be received by State institutions of direct and indirect administration, derived public persons, other State institutions, as well as associations, foundations, merchants, trade unions and other subjects. A grant may not be received by political parties and their associations, as well as natural persons.

6. The following priority beneficiary countries are determined in the tender – the Eastern Partnership countries of the European Union (Moldova, Byelorussia, Georgia) and the countries of Central Asia (Kyrgyzstan, Tajikistan, Uzbekistan).

7. The priority sectors of the projects to be submitted in the tender shall be determined in accordance with the Development Co-operation Policy Plan 2014, which was approved by Section 3, Sub-paragraph 1.4.1 of Cabinet Order of 12 March 2014, On the Development Co-operation Policy Plan 2014.

8. The financing from the State budget of Latvia available within the scope of the tender shall be EUR 70 000.

II. Provision of Information Regarding the Tender

9. All interested parties have the right to receive additional information regarding the tender.

10. In order to receive additional information regarding the tender, an interested person may submit a written submission to the Ministry with questions regarding the tender. The submission with questions regarding the tender shall be submitted in printed form or electronically. The interested person shall send submissions in printed form by post and address them to the Development Co-operation Policy Division of the Department of Economic Affairs and Development Co-operation Policy of the Ministry of Foreign Affairs. The interested person shall send submissions electronically to the electronic mail address: This email address is being protected from spambots. You need JavaScript enabled to view it..

11. If the Ministry has received a written submission from the interested person in printed form containing questions regarding the tender, it shall prepare a written reply within five days after receipt of the submission and shall send it electronically or by fax, as well as by post to the interested person who submitted the submission.

12. In order for replies to the questions of interested persons to be available to all interested persons, the Ministry shall publish them on the website of the Ministry, without indicating the person who asked the question.

III. Project Preparation

13. In preparing a project, the project applicant shall take into account the beneficiary countries determined in the tender, the project priority sectors determined in the tender, the conditions for drawing up the project budget, the time period and place for implementation of the project.

14. In a project provision of assistance may be provided for one or several beneficiary countries determined in Paragraph 6 of the by-law.

15. The eligible priority sector for a project shall be determined in accordance with the requirements laid down in Paragraph 7 of the by-law in relation to the priority sectors of the project. The applicant shall indicate the priority sector referred to in Section 3, Sub-paragraph 1.4.1 of the Development Co-operation Policy Plan 2014 in the project application.

16. A project budget shall be drawn up in the single currency of the European Union, and it shall contain all the costs necessary for implementation of the project, which are real, justified, conforming to the specificity and priority sector of the project. The project budget shall be drawn up in accordance with the sample budget estimate of the project laid down in Annex 4 to the by-law.

17. In drawing up a project budget, the project applicant shall take into account:
17.1. the minimum and maximum amount of the grant, which may be granted for project implementation;
17.2. the eligible costs (project implementation costs and administrative costs) in accordance with the classification of eligible costs laid down in Annex 1 to the by-law.

18. The minimum amount of the grant, which may be granted for project implementation, shall be EUR 10 000.

19. The maximum amount of the grant, which may be granted for project implementation, shall be EUR 25 000.

20. A project applicant may submit a project, the budget of which exceeds the maximum sum laid down in Paragraph 19 of the by-law:
20.1. if the project applicant resolves to cover a part of the sum provided for in the project budget from its financial resources, but the Ministry ensures the remaining financing necessary in the project budget, which does not exceed the sum laid down in Paragraph 19 of the by-law;
20.2. if the co-operation partner selected by the project applicant in the beneficiary country resolves to cover a part of the sum provided for in the project budget, but the Ministry ensures the remaining financing necessary in the project budget, which does not exceed the sum laid down in Paragraph 19 of the by-law;
20.3. if the project applicant attracts other co-financers in the project, which undertake to cover a part of the sum provided for in the project budget, but the Ministry ensures the remaining financing necessary in the project budget, which does not exceed the sum laid down in Paragraph 19 of the by-law.

21. A project applicant may submit a project, the sums provided for in the budget of which will be covered by several co-financers determined in Paragraph 20 of the by-law.

22. If the co-financing cases laid down in Paragraph 20 of the by-law are provided for in the project budget, the project applicant shall indicate precise sum requested from the Ministry.

23. If the co-financing cases laid down in Paragraph 20 of the by-law are provided for in the project budget, the project applicant shall append a letter of confirmation of the project applicant, the co-operation partner selected by the project applicant or the co-financer attracted by the project applicant, in which it undertakes to cover a part of the sum provided for in the project budget (indicating precise sum), accordingly to the project application.

24. All the costs necessary for project implementation shall be included in the project budget, however, covering of only such costs shall be provided for from the funds from the State budget of Latvia available within the scope of the tender, which are deemed eligible costs according to the classification of eligible costs (Annex 1 to the by-law).

25. If such costs are provided for in the project budget, which have not been determined as eligible costs in the classification of eligible costs, only the co-financing attracted by the project applicant, which may be both in the form of financial resources and in the form of tangible or intangible property evaluated in the form of money, may be used for covering of such costs.

26. A project applicant shall be responsible for a correct arithmetical calculation of eligible costs. If there are arithmetical errors in the calculation, additional financial resources from the State budget shall not be granted to an approved project budget.

27. All eligible taxes, as well as the necessary social insurance contributions shall be included in the costs provided for in the project budget.

28. The time period for project implementation shall be as follows:
28.1. the beginning of project implementation – 30 June 2014;
28.2. the end of project implementation – 31 December 2014.

29. A project applicant may provide for a later time period for the beginning of project implementation than laid down in Sub-paragraph 28.1 of the by-law, however, a later time period for the end of project implementation that laid down in Sub-paragraph 28.2 of the by-law may not be provided for.

30. A project applicant may provide for an earlier time period for the end of project implementation that laid down in Sub-paragraph 28.2 of the by-law.

31. If evaluation of project applications and decision-making regarding winners in the tender protracts and therefore it is not possible to ensure that the project implementation is commenced in the time period laid down in Sub-paragraph 28.1 of the by-law, the Ministry shall extend accordingly the time period for the end of project implementation when entering into a grant contract with the winner of the tender.

32. The place for project implementation shall be the beneficiary country provided for in the project or the Republic of Latvia.

IV. Preparation and Submitting of a Project Application

33. A project application is a document, in which the project applicant describes the prepared project in detail. A project application shall be submitted to the Ministry, thus applying for participation in the tender.

34. The following shall be indicated in the project application:
34.1. a summary;
34.2. a project implementation justification (analysis of the State and sectoral policy, problem analysis, analysis of target groups and other involved parties, information regarding related or similar projects in the beneficiary country);
34.3. objectives of the project;
34.4. the planned activities (a description of activity and the initial and final date of implementation thereof);
34.5. the planned direct results of the project (main tangible and intangible benefits);
34.6. the impact of the project (justified with the direct results of the project);
34.7. the assumptions related to the project implementation, the risks of the project implementation and the measures for reduction thereof;
34.8. motivation of the applicant for participation in the tender, information regarding the co-operation partner, as well as information regarding the experience of the applicant and co-operation partner and the roles and duties of the parties involved in the project implementation;
34.9. factors, which determine the quality and sustainability of the project (contribution of the final beneficiaries (target groups), the ability of the co-operation partner in subsequent development of the objectives of the project, the political support of the beneficiary country to the impact provided for in the project, corresponding technologies, social and cultural aspects, gender equality, environmental protection).

35. The following documents shall be appended in the annex to the project application (in the indicated order):
35.1. a certified copy of the registration certificate of the project applicant (the copy shall be certified by the head of the organisation of the project applicant or a sworn notary);
35.2. a certification of the project applicant. Sample certification of the project applicant is appended in Annex 3 to this by-law;
35.3. a confirmation letter of the co-operation partner (confirm its participation in the project and undertakes to carried out the planned work tasks. The co-operation partner may not be only a natural person. It must be a State or local government institution, a merchant or also an officially registered non-governmental organisation);
35.4. the budget estimate of the project;
35.5. Curriculum vitae of the persons involved in the project implementation;
35.6. if necessary, the documents laid down in Paragraph 23 of the by-law.

36. A project application shall be drawn up according to a sample project application appended in Annex 2 to the by-law.

37. A project application and its annexes shall be prepared by computer in the Latvian language.

38. Originals of the necessary documents or their certified copies shall be appended to the project application. A document copy may be certified by the head of the organisation of the project applicant or a sworn notary.

39. If originals of the documents laid down in Sub-paragraphs 35.3, 35.5 and 35.6 of the by-law are prepared in the English or Russian language, their translation into the Latvian language is not required. Document originals prepared in any other foreign language shall be translated into the Latvian language and also the document in the original language shall be appended to the translation.

40. A table of contents shall be created for a project application. The pages of a project application and each annex to the project application shall be numbered.

41. The original project application shall be submitted being bound together and containing a certification of the head of the organisation of the project applicant regarding the total number of pages in the project application. Also three copies of the project application shall be submitted together with the original of the project application. The accuracy of each copy shall be confirmed by the head of the organisation of the project applicant.

42. A project application together with annexes shall also be submitted electronically in electronic data carrier.

43. The deadline for submitting a project application is 6 May 2014, 17:00 o’clock.

44. A project application shall be delivered to the Ministry in person (in a sealed envelope) or sent in a letter by post to the address, indicating the address – Ministry of Foreign Affairs, K. Valdemāra iela, LV-1395, or also sent electronically (signed with a secure electronic signature in accordance with the requirements of the Electronic Documents Law). An indication “To the Economic Relations and Development Co-operation Policy Department. For the tender – project in beneficiary countries”, the name of the project applicant and the title of the project shall be written on the envelope in which the project application is inserted.

45. A project applicant may submit one or several project applications for the tender.

46. A project applicant may withdraw the submitted project application at any time while a grant contract has not been entered into.

V. Evaluation of a Project Application

47. The Ministry shall not evaluate the project applications which are received after expiry of the deadline for submitting project applications and shall return them unopened to the project applicant.

48. The deadline for submitting a project application shall be considered missed in the following cases:
48.1. the project application has been sent by post, and the date of sending indicated in the postal stamp is later than the final date of the deadline for submitting project applications;
48.2. the project application has been submitted in person after the final date of the deadline for submitting applications;
48.3. the project application has been electronically (signed with a secure electronic signature) after the final date of the deadline for submitting applications.

49. A project application submitted by a project applicant who is insolvent or liquidated, or who has tax debts, shall be rejected and not further evaluated.

50. A project application submitted by a project applicant with whom previously a grant contract has been terminated due to not carrying out the duties of a grant recipient (such information regarding the applicant has been also received from the State administrative institutions or other providers of international aid) shall be rejected and not further evaluated.

51. The deadline for the evaluation of project applications is 6 June 2014.

52. If information, which has been indicated in the by-law, is missing from the project application, the Ministry shall determine that the project applicant must submit additional information for specification of the project application within five days. If the project applicant does not submit additional information within the determined period of time or also it is incomplete, the project application shall be rejected and not further evaluated.

53. The evaluation commission shall evaluate a project application according to the following evaluation criteria:
53.1. the justification of the project;
53.2. the logical structure of the project;
53.3. the project introduction capacity;
53.4. the quality and sustainability of the project;
53.5. the project budget, including classification of eligible costs;
53.6. co-financing.

54. The evaluation commission shall assign a specific number of points for each criterion in accordance with the criteria for evaluation of a project application indicated in Annex 5 to the by-law.

55. If any of the evaluation criteria is evaluated with one point, the project application shall be considered not conforming to the requirements of the evaluation criteria and it shall be rejected.

56. If the total number of points upon evaluating the criteria is less than 81, the project application shall be considered not conforming to the conditions of the tender and it shall be rejected.

VI. Decision-making and Announcing of the Tender Results

57. The Ministry shall take a decision to allocate a grant for implementation of the relevant project or a decision not to allocate a grant. The decision may provide for a stipulation that a grant will be allocated if the project applicant submits the necessary changes in the project application within the time period determined by the Ministry.

58. A grant shall be allocated for implementation of such projects, project applications of which conform to the evaluation criteria and which have received the highest number of points in evaluation. The grant shall be allocated while there is sufficient financing provided for the project tender.

59. A grant shall not be allocated in the following cases:
59.1. the project application is evaluated with one point in any of the evaluation criteria;
59.2. the project application has received less than 81 points;
59.3. insufficient financing in order to allocate a grant for project implementation;
59.4. there is an objective reason why the Ministry cannot enter into a grant contract with the project applicant (for example, circumstances of force majeure, specific circumstances in the beneficiary country which prohibit implementation of the project).

60. The decision shall be sent to the project applicant by post and electronically or by fax.

VII. Other Provisions

61. The Ministry shall offer to enter into a grant project, the sample of which is appended in Annex 6 to the by-law, to the project applicant whose project application has been supported for financing.

62. The Ministry shall terminate the tender without entering into a grant contract in the following cases:
62.1. all project applications submitted have been recognised as not conforming to the criteria laid down in the by-law of the tender and have been rejected;
62.2. there is an objective reason (circumstances of force majeure, lack of the financial resources available, specific circumstances in the beneficiary country which prohibit implementation of the project) why the Ministry cannot enter into civil legal relationship (enter into a grant contract) with the project winner.

63. A tender of grant projects shall be closed by taking a decision to allocate or not allocate a grant for implementation of projects.

64. The following annexes shall be integral parts of the by-law:
64.1. Annex 1 “Classification of Eligible Costs” on 2 pages;
64.2. Annex 2 “Sample Project Application” on 7 pages;
64.3. Annex 3 “Sample Certification of the Project Applicant” on 1 page;
64.4. Annex 4 “Sample Estimate of the Project Budget” on 2 pages;
64.5. Annex 5 “Criteria for Evaluation of Project Applications” on 2 pages;
64.6. Annex 6 “Sample Grant Contract” on 3 pages.


Prime Minister        A. Kalvītis

Acting for the Minister for Foreign Affairs –
Minister for Regional Development and Local Government Matters A. Štokenbergs