1 COST EXTENSION COST EXTENSION BEFORE PRESENTING A REQUEST

Protocol No………

Date……

EUROPEAN COMMISSION

D.G. Humanitarian Aid- Echo

Mr/Ms………………………………

Address…………………………..

SUBJECT : Grant Agreement :…………………………

Operation :…………………………………………………………

Narrative and Financial Interim Report

Request of Cost Extension

Dear Sir/Madam,

Please find enclosed the Narrative and Financial Interim Report relative to the above mentioned Agreement.

We also take the opportunity to transmit the request for a ….. months’ cost extension, as per the details included in the attached documents ( single form, logical framework, work plan, budget).

As requested, we are transmitting two paper copies and an electronic version.

Yours sincerely,

Name of the responsible of the organization

2. NEEDS ASSESSMENT

   1. Date(s) of assessment

   2. Method and sources of information used

   3. Organisation/person(s) responsible for the assessment

   4. Problem statement and stakeholder analysis

   5. Findings of the assessment

It is very important to indicate, with details and figures, the onset of new needs that require a significant extension of the program and justify the request for a cost extension.

3. STRATEGY OF THE HUMANITARIAN ORGANISATION

2. Link between operation, the findings of the assessment and the problem
   statement

Indicate the changes in the operation brought by the cost extension

3.5. Have you discussed this proposal with ECHO's technical assistance office in
the country/region of operation?

Report the discussions held with ECHO field officer

4. OPERATIONAL FRAMEWORK

1. Exact location of the operation

Update this paragraph if the cost extension includes a geographical extension of the operation.

5. Duration in months

Indicate clearly in this section the duration of the requested cost extension ( n° of months)

4.5. Beneficiaries

1. Total number of direct beneficiaries

Specify possible changes in the number of beneficiaries

2. Identify the status of and give details on the beneficiaries:

Indicate any changes in the status of the beneficiaries in comparison with the proposal

3. Catchment population

Indicate any changes in the status of the beneficiaries in comparison with the proposal

6. Sectors of activity

Indicate any changes in the sectors of activity in comparison with the proposal

4.5.7. Give the following information for each sector

• Total number of direct beneficiaries

• Types of beneficiaries and number of beneficiaries per type

• Location

Indicate the relevant change for each sector

4.8. Results and indicators

Insert possible new results and specify for each new result indicators and sources of verification

9. Activities

Insert and describe new activities or describe the changes in the activities included in the proposal. Indicate possible modifications in the activity schedule directly related to the cost extension and specify the activity schedule for the new activities.

9. Work plan

Indicate the change in the timing of the activities related to the request for cost extension. Update the work plan and insert it as an annex.

4.11. Monitoring, evaluation and external audit

Insert and explain all the changes related to monitoring, evaluation and external audit due to the request for cost extension

6. RESOURCES REQUIRED

1. Total budget (point 11.1.)

Insert the total budget required under the cost extension; indicate and justify the modification to the total budget. Indicate and justify in detail the elements to be amended in the budget in each of the relevant sub-categories:

6.2. Human resources

1. Staff included in Title 1: “Goods and services delivered to the beneficiaries”

2. Staff included in Title 2: “Support costs”

6.3. Material resources

1. Equipment needed. Describe the procedure to be followed for the procurement of equipment.

2. Goods to be purchased. Describe the procedure to be followed for the awarding of contracts.

6.3.3. If the operation requires the purchase of medicines and/or medical equipment: Do you have standard procedures for the purchase, handling and storage of these medicines/equipment?

Yes  No 

10. FIELD COORDINATION AND LOCAL IMPLEMENTING PARTNERS

10.3. Implementing partner(s)

1. Name and address of implementing partner(s)

Indicate if the cost extension involves a different partner

2. Role of implementing partner(s) in this operation

Indicate if the cost extension implicate a different role of the ancient partners of the project, explain the role in the project of the new partners

3. Type of relationship with implementing partner(s)

Explain the relationship with the new partners

4. History of previous collaboration with implementing partner(s)

Complete with information about new partners

5. Name and title of the person(s) authorised to represent the implementing partner(s) with regard to this operation

Complete with information about the new partner

10.4. Contractor(s) and procedure envisaged for the award of contracts

10.4.1. Name and address of contractor(s)

10.4.2. Role of contractor(s) in implementing this operation

3. Describe the procedure followed for the selection of contractor(s)

Update this section if the cost extension requires new services or works: describe the procedures adopted for the awarding of the contracts.

11. FINANCIAL INFORMATION

11.1. Total budget of the operation:

In this section, keep the previous budget of the operation, then add a line in a different colour reading as follows: “Total budget requested under cost extension” and indicate the new budget of the operation.

11.2. Contribution requested from European Community:

In this section, keep the previous contribution to the operation, then add a line in a different colour reading as follows: “Contribution requested from the European Community under cost extension” and indicate the new contribution to the operation.

13. CONCLUSIONS AND PARTNER COMMENTS

In this section, summarise the main changes introduced with the cost extension and recall the main motivation behind this procedure.