Sample Application Form Regular Procedure - Caribbean Export ...

DIRECT ASSISTANCE GRANT SCHEME
REGULAR PROCEDURES
APPLICATION FORM
CARIBBEAN TRADE AND PRIVATE SECTOR DEVELOPMENT PROGRAMME
PHASE 2
FULL LEGAL NAME OF APPLICANT
INDUSTRY / SECTOR
Regular Procedures – version February 2010
Caribbean Export Development Agency
with the Financial Support of the European Union
Call for proposals Number 01‐10
Publication Date: March 8, 2010
Deadline: April 9, 2010 @ 4:30 p.m.
Get Real Manufacturing Company Limited
Manufacturing

IMPORTANT NOTICE
Please read and complete the application form, in accordance with the “Guidelines to the Direct
Assistance Grant Scheme (Regular Procedures)”.
Applications not submitted in accordance with the established guidelines will not be accepted.
All personal data recorded on your application form will be treated in the strictest confidence.
It is vital that the application form is completed in full, in order to facilitate a proper assessment of
your submission, and to prevent unnecessary delays in processing
Applications must be submitted in English with one (1) original and one (1) copy, including
supporting documents.
Handwritten applications will not be accepted.
Original documents needed for reimbursement (i.e. original invoices and original receipts)
Airline travel must be supported by boarding passes and only economy class tickets will be
refunded.
Currency exchange movements will be the responsibility of the applicant.
Regular Procedures – version February 2010

1.
SECTION A
COMPANY INFORMATION
Contact Person: Christopher James
PLEASE TYPE IN BOLD
Legal Name and Status of Business: Get Real Manufacturing Company Limited
Business Address: 10 First Avenue, South West Industrial Complex
Delivery Address: 10 First Avenue, South West Industrial Complex
City: Havendale
Country: Barbados
Tel: (246) 434 9999
Fax: (246) 434 0000
Position: Managing Director
Year Established: 2005
No. of Employees: 20
email: info@getreal.com
Web Site: www.getreal.com
Any changes in the addresses, phone numbers, and fax numbers and in particular E‐mail must be notified in writing
to Caribbean Export. Caribbean Export will not be held responsible where an applicant fails to provide appropriate
contact details.
2. Nature of Business ‐ Provide a brief description of your business – type, products and services, main clients,
major markets, locations, management capacity, experience of project management, technical expertise etc.
Get Real Manufacturing Company Limited (GRMCL) is locally registered company which was
incorporated in Barbados in 2005 as a limited liability company, privately owned by its co‐founders and
Directors, Christopher James and Sue James. The directors cumulatively have over 20 years in the
manufacturing of soaps having previously worked as production and marketing managers for
international manufacturing companies such as Nestle and Proctor and Gamble. Their technical
experience and academic qualifications (BSc. And MBA) will assist them in their efforts to successfully
coordinate and implement the proposed project. In addition, the experience in implementing production
improvements projects such as ISO 14001.
The business was established as a manufacturer of soaps and liquid detergents of various kinds. The
company operates from South West Industrial Complex, Havendale, Barbados. Over the years of its
existence, the business has consolidated its position in the local market (Barbados) offering quality
products. The company has recognized an opportunity to enter specific markets in St. Lucia, Antigua and
Grenada.
GRMCL is renowned for high quality soaps and detergents and has become one of the leading
manufacturers in Barbados. Currently, the main product lines are:
• Scented bath soaps
• Liquid detergents (kitchen and laundry)
Regular Procedures – version February 2010
1

As a part of the new thrust to expand its markets in the OECS (i.e. St. Lucia, Antigua and Grenada), the
company will be conducting a market research study and marketing promotion activities.
In addition, the company seeks to maximize its revenue potential by the world wide web and will seek to
establish an online retail website. The new outlet will complement and enhance the adjoining business
within Westgate Shopping Centre and provide a food outlet which delivers a range of quality pastry
products at affordable prices.
GRMCL products are positioned at the midpoint of the market in terms of price and at the top in terms
of quality, and have grown to become a household name in soaps and detergents. The company
differentiates itself from its competitors by the uniqueness of its products which are manufactured daily,
using natural ingredients. The company’s commitment to producing quality soaps and detergents
products is supported by our facility being ISO 9000 and ISO14001 certified.
The company’s Managing Director has over 15 years of experience in this sector while working in various
companies in the Caribbean. The management of GRMCL in keeping with its business plan seeks to
expand its markets. The company expects to utilize this Direct Assistance Grant Scheme to assist it in
achieving these goals and build on previous business development initiatives.
3 RECENT EXPORT ACTIVITIES‐ Please summarize recent export activities (region and/or international)
GRMCL produces soaps and detergents at affordable prices and the highest quality for the Barbadian
market. The company has traditionally sought to become the leader in the soap sector by strategically
positioning its products between high and low end products. There are a few competitors in our market
segment such as Henkel.
Despite the competition, GRMCL is seeking to expand its market in the OECS (i.e. Antigua, St. Lucia and
Grenada). To assist these efforts a retail website will be established to facilitate online sales.
Currently, the company does not export products to the region or internationally, but foresees that
undertaking a market research study and retail website will provide the means to expand into export
market.
4. Are you part of a group of companies? Yes � No X. If so attach details on the outline of the
partnership. (See Section 2.1.2 of the Guidelines)
No, GRMCL is not a part of a group of companies.
5. Is this your first application for a Direct Assistance Grant at Caribbean Export? Yes X No �
If No, please mention details including title of project, year and the amount requested.
Yes, this is our first application for a Direct Assistance Grant at the Caribbean Export
Development Agency.
Regular Procedures – version February 2010
2

6. Have you previously received support from Caribbean Export Direct Assistance Grant? Yes � No X
If Yes, state amount and year approved: ____________________________
No, we have not received any support from the Caribbean Export Direct Assistance Grant.
7. Are you currently receiving support from other donors (IDB, CDB, USAID, DFID etc)? Yes X No �
If Yes, please state amount and purpose.
GRMCL has received a grant of USD 60,000 from USAID to purchase milling equipment that will increase
production output from 3,000 to 10,000 cases of scented soaps.
Regular Procedures – version February 2010
3

SECTION B
1. TITLE
PROJECT/ACTION
Market Research & Website Development
1.1 Duration of the action 4 months
1.2 Location Barbados, Antigua, St. Lucia and Grenada
2 COST OF THE PROJECT/ACTION AND THE AMOUNT REQUESTED FROM CARIBBEAN EXPORT
Total eligible cost of the
project/action
Amount requested Direct Assistance
Grant
EUR (€)42,853.50 EUR (€)30,000 70%
% of total eligible cost of
project/action
NB: The % of total eligible cost of the project/action is calculated by dividing the Amount requested from Caribbean
Export by the Total eligible costs of the project/action and multiplying by 100.
Please note that the cost of the project/action and the contribution requested from Caribbean Export MUST be
expressed in EURO.
3 OBJECTIVES OF THE PROJECT. Describe the overall objective(s) to which the project aims to contribute and the
specific objective that the project aims to achieve.
GRMCL is a local manufacturer of soaps and detergents. The company as a part of its business plan seeks to
maximise its revenue potential by exporting its products to Antigua, St. Lucia and Grenada.
Overall GRMCL seeks to improve its competitive advantage in specific OECS markets by conducting a
market research and establishing an online retail website. Specifically the proposed project aims to achieve
the following objectives:
• Identify market demands in Antigua, St. Lucia and Grenada
• Increase soap exports to Antigua, St. Lucia and Grenada
• Establish a online retail website
These objectives will serve to enhance GRMCL market presence in the OECS and increase its exports of
soaps and detergents.
Regular Procedures – version February 2010
4

4 JUSTIFICATION FOR YOUR REQUEST FOR DIRECT ASSISTANCE GRANT‐
a. Relevance of the project to the objectives and priorities of the Call for Proposal. Description of the
target group(s) and final beneficiaries. Reasons for the selection of the target group(s) and
identification of their needs and constraints. How does the Project contribute to the needs of the
target group(s)?
The proposed project is relevant to the objectives and priorities of the Call for Proposal as it is in‐line with
its mission (i.e. market expansion and increasing competitiveness of firms in the Caribbean Region and
other markets) and type of eligible projects, such as product and service development, training programme,
IT solutions, advisory services and intellectual property activities. As a result GRMCL proposes to utilise the
Direct Assistance to conduct a market research study and establish online retail website.
The company’s products are positioned at the mid‐point of the market in terms of price and the top in
terms of quality and have become a household name in Barbados. A preliminary market survey conducted
by Jump Start Marketing on behalf of GRMCL has confirmed that there is a growing demand for quality
scented soaps and detergents in Antigua, St. Lucia and Grenada. The survey amongst other things informed
our company on the level of consumer interest in products in the following areas:
• Interest in purchasing scented soaps
• Price willing to pay
• Packaging size
• Expectations
• Possible concerns
• Perception of brand
• Awareness of brand
This preliminary market survey is to be followed‐up by comprehensive market research study in the named
OECS territories to ensure that we can delivery quality products to customers. This initiative is in keeping
with our mission to provide quality products at a reasonable price to the most discrimination patron who
has various choices in scented soaps and detergents. The detailed market research study will is necessary
to facilitate our efforts to increase our market share and ability to export products. Given that GRMCL is a
household name in Barbados, we expect to extend the awareness GRMCL products by also establishing a
online retail website to facilitate regional and international access to products.
GRMCL recognises that it has saturated the local market and if it intends to maximise its production
capacity and continually grow it must export its products to new markets. The proposed market research
will assist the company in these efforts by identifying customers and best price to retail products. The
company believes the renewed efforts in market research and online retail sales will increase sales both
locally and internationally.
The associated benefits of the project go far beyond increasing our market share in CARICOM. It can
create additional employment opportunities and increase its capacity to expand its markets regionally.
b. Innovation: if your project is considering innovation, please indicate which area of the process or
product would be considered innovative and its potential impact in your company and your
community?
By innovation we refer to the following, which is not exhaustive:
Regular Procedures – version February 2010
5

• New products
• Intellectual Property Rights (IPR) protected products
• Strategic alliances which derive a new approach to production or marketing
• Strategic alliances which derive a new approach to traditional sectors etc
The proposed establishment of an online retail website is a part of our business plan to access greater
market share and increase the distribution of products internationally.
c. New Sectors: if your project falls under one or more of the sectors mentioned below, please indicate
the sector and its potential impact?
New Sectors are defined below as:
• Creative Industries
• Health and Wellness
• Information and Communications Technology (ICT)
• Professional Services
The project activity does fall under the category of ‘new sectors’ (health and wellness) as the company
seeks to improve its organic range of scented soaps which are currently utilised by local spas and hotels
in Barbados. The establishment of an online retail website will serve to promote our products as well as
increase accessibility of customers who can not visit the shores of Barbados, but who want a
organically produce product that can facilitate their health and wellness. The company is confident that
given the increase in demand for organic scented soaps will give it a competitive advantage amongst it
competitors in the soap and detergent manufacturing sector.
5 DETAILED DESCRIPTION OF THE PROJECT ACTIVITIES‐Include the title and a detailed description of each
activity to be undertaken to produce the results, justifying the choice of the activities (and specifying where
applicable the role of each partner in the activities and an action plan)
GRMCL has identified the following activities that support or complement those already undertaken
and will only seek to enhance its competitive advantage in manufacturing quality scented soaps and
detergents its customers:
1. Website Development – Online retail sales
The use of the internet as a marketing and promotional tool has become the modern way of doing
business. The internet also allows persons within and outside Barbados jurisdiction to access information
on GRMCL and its range of products. It is on this basis that we propose to support our marketing efforts
with the development of a retail website. The website will allow the company to showcase its products
and most importantly provide interested parties with the option of making online purchases via the
internet. To achieve this objective a consultant with the requisite expertise will be contracted to facilitate
the development of the website.
2. Market Research Study
The company proposes to undertake a detailed market research study in Antigua, St. Lucia and
Grenada as these are emerging markets for scented soaps and detergents. The market research will
confirm customers’ awareness of product/brand and determine the competitions prices and market
Regular Procedures – version February 2010
6

share. This means of research is very effective as it will (i) confirm markets acceptance of the product
and brand and (ii) reiterate the types and products that can be sold. To achieve this objective GRMCL
will contract the requisite expertise to conduct the market research study.
3. Travel
GRMCL directors and Marketing Manager will travel to the three OECS states: Antigua, St. Lucia and
Grenada to conduct onsite meetings with potential distributors, spas, hotels and supermarkets to
promote and negotiate supply contracts to facilitate the sales of scented soaps and detergents. A
total of three (3) days will be spent in the mentioned countries.
Action Plan
Activity
Duration/ Time Resources
Months
1 2 3 4
Market Research study Research consultant &
GRMCL
Travel (market
intelligence)
Website Development
(online retail sales)
GRMCL Management
Website consultant &
GRMCL
6 EXPECTED IMPACT AND PERFORMANCE INDICATORS‐What is the anticipated impact of the activities to be
supported on your business? What measurable results will be achieved with the support of the Fund? Be
specific and quantify outputs as much as possible. Indicate notably foreseen reports or other publications
The proposed project is expected to have a significant impact as it can facilitate market access for new and
existing products, expansion opportunities (i.e. franchising), increase awareness of products, and increase
employment opportunities and contribution to the national economy.
Concrete outputs for the proposed project are, but not limited to:
• Identification of market demands in Antigua, St. Lucia and Grenada
• Increased soap exports to Antigua, St. Lucia and Grenada
• An online retail website
7 SUSTAINABILITY OF THE PROJECT – How will the activities be financed after funding ends? Are Will
structures allowing the activities to continue to be in place at the end of the project? Will there be local
ownership of the results of the project? What will be the structural impact of the project?
Regular Procedures – version February 2010
7

The undertaking of these specific activities will give GRMCL a competitive advantage over its competitors
and allow it to establish itself within a particular market segment. Notwithstanding this, the marketing of
new products and entry into new markets can foster a sustainable revenue flow, enabling it to further
increase its market share. Furthermore, the implementation of these activities will be a significant
development for the company in that it will be more competitive in what is now a very lucrative sector in
Barbados.
Regular Procedures – version February 2010
8

SECTION C
BUDGET
Fill in Annex III (A) (worksheet 1) to the Guidelines for applicants for the total duration of the project. For further
information see the Guidelines for grant applicants (Section 2.1.4). The budget must be in EURO (€).
SECTION D
EXPECTED SOURCE OF FUNDING
In kind contributions
Please mention here the contributions in kind provided by the applicant, partners or other source (please specify), if
any (maximum 1 page).
SECTION E
BANK DETAILS
Applicants must supply a financial identification form using the model in Annex VI to the Guidelines for applicants,
certified by the bank where the payments are to be made.
Regular Procedures – version February 2010
9

SECTION F
F1 DESCRIPTION OF THE PARTNERS
PARTNERS OF THE APPLICANT PARTICIPATING IN THE PROJECT (where
applicable)
This section must be completed for each partner organization within the meaning of section 2.1.2 of the Guidelines for
Applicants. Any associates as defined in the same section need not be mentioned. You must make as many copies of
this table as necessary to create entries for more partners.
Full legal name (business
name)
Partner 1
Jump Start Marketing
Legal status Limited Liability
VAT registration number
(where applicable):
123 ‐1244‐111
Official address 10 Sun Down Crescent, Castries, St. Lucia
Contact person James Bond, CEO
Telephone number (758) 466 0009
Fax number (758) 466 0000
E‐mail address jumpstartmarketing@candw.lc
Number of employees 10
History of cooperation with
the applicant
Role and involvement in
preparing the proposed
project/action
Role and involvement in
implementing the proposed
project/action
Provide marketing survey services to identify potential markets in
OECS territories such as Antigua, St. Lucia and Grenada.
Preliminary market survey to inform decision to conduct a detailed
market research study for entry of its products into Antigua, St. Lucia
and Grenada.
Advisory services to ensure that detailed market research to be
undertaken by the selected consultant is acceptable in terms of its
approach and methodology.
Important: This application form must be accompanied by a signed and dated partnership statement from
every partner, in accordance with the model provided on the next page.
Regular Procedures – version February 2010
10

F2 PARTNERSHIP STATEMENT
Important: This declaration must be provided by each partner.
A partnership is a relationship of substance between two or more organizations involving shared responsibilities in
undertaking the project/action funded by Caribbean Export. To ensure that the project/action runs smoothly,
Caribbean Export requires all partners to acknowledge this by agreeing to the principles of good partnership practice
set out below.
1. All partners must have read the application form and understood what their role in the project/action will
be before the application is submitted to Caribbean Export.
2. All partners must have read the standard grant contract and understood what their respective obligations
under the contract will be if the grant is awarded. They authorize the lead applicant to sign the contract
with Caribbean Export and represent them in all dealings with Caribbean Export in the context of the
project/action's implementation.
3. The applicant must consult with his partners regularly and keep them fully informed of the progress of
the project/action.
4. All partners must receive copies of the reports ‐ narrative and financial ‐ made to Caribbean Export.
5. Proposals for substantial changes to the project/action (e.g. activities, partners, etc.) should be agreed by
the partners before being submitted to Caribbean Export. Where no such agreement can be reached, the
applicant must indicate this when submitting changes for approval to Caribbean Export.
6. Where the Beneficiary does not have his headquarters in the country where the project/action is
implemented, the partners must agree before the end of the project/action, on an equitable distribution
of equipment, vehicles and supplies for the project/action purchased with the EU grant among local
partners or the final beneficiaries of the project/action.
I have read and approved the contents of the proposal submitted to Caribbean Export. I undertake to comply with the
principles of good partnership practice.
Name: James Bond
Organization: Jump Start Marketing
Position: CEO
Signature: James Bond
Date and place: March 19, 2010, St. Lucia
Regular Procedures – version February 2010
11

SECTION G
DECLARATION FORM
Get Real Manufacturing Company Limited
10 First Avenue, South West Industrial Complex
Havendale
Barbados
Re: Caribbean Export Development Agency: Direct Assistance Grant Scheme
Dear Sir or Madam,
We hereby apply for a direct assistance grant for our Enterprise to meet part of the cost of undertaking activities to
improve our competitiveness.
We hereby declare that:
− we are a private enterprise, registered in a CARIFORUM country and majority owned by private interests;
− the project for which we are applying for a direct assistance grant can be reasonably expected to produce
measurable benefits to our company, well in excess of total consulting fees and expenses;
− we are able and agree to pay for the full cost of the project activities prior to receiving the Direct Assistance Grant;
− we do not use child labour in the normal production of our goods and services;
− we conform with national health, safety and environmental requirements;
− we will allow Caribbean Export Project Management staff and any EU‐appointed auditor to have access to and
sight of all areas and records of our operations relating to the proposed project for a period of up to two years
after project completion;
− we accept that the Project Management Unit of Caribbean Export, the European Union and the ACP Group will
bear no liability for any event resulting from the project for which a Direct Assistance Grant has been awarded or
paid;
− the information and statements contained in the accompanying Application for a Direct Assistance Grant are fair
and accurate to the best of our knowledge and that the Caribbean Export may withhold payment of the assistance
in the event of serious misrepresentation of any facts stated in this Application or in any subsequent request by
ourselves for the payment of a Direct Assistance Grant;
− we agree to abide by the decisions of the Caribbean Export regarding the award or payment of any Direct
Assistance Grant requested by ourselves.
We understand that the Caribbean Export PMU shall hold in confidence all information contained in this Application
and shall not at any time make any public disclosure regarding our enterprise, our activities or the project under
application without our prior written consent.
This Application is made with the full knowledge and acceptance of our Directors/Proprietors.
Name: Christopher James
Position held: Managing Director
Date: March 19, 2010
Signature: Christopher James
Regular Procedures – version February 2010
12

SECTION H
SUPPORTING DOCUMENTS
The following documents must be submitted as part of the application process:
1. The legal registration, Statutes or Articles of Association of the applicant firm/organization and of each
partner.
2. Financial Identification Form
3. Legal Entities Form
4. Company Profile
5. Copy of the applicant’s (or lead organization) latest accounts for the previous two financial years (the
income statements and balance sheets for the two previous years for which the accounts have been
closed). In accordance with section 2.1.1 (i) of the “Guidelines to the Direct Assistance Grant Scheme” the
applicant is deemed to be the lead organization in the case of groups.
6. Additional financial support documentation (i.e. loans, certificates of deposits, etc.) may be submitted
with applicant’s financial statements to support their ability to finance the project.
The supporting documents requested must be supplied in the form of originals or certified copies (certification
must be done by the relevant government agency / registry).
Regular Procedures – version February 2010
13

SECTION I. REGULAR PROCEDURES CHECKLIST
CALL FOR PROPOSALS – NUMBER 01‐10
BEFORE SENDING YOUR PROPOSAL, PLEASE CHECK THAT EACH OF THE
FOLLOWING COMPONENTS IS COMPLETE AND RESPECTS THE FOLLOWING
CRITERIA :
1. The correct Direct Assistance Grant application form, published for this
call for proposals, has been used (Annex 1 (A))
2. The proposal is typed and is in English
3. One (1) original application and one (1) copy are included X
4. Financial Identification Form completed, signed and stamped by bank
(Annex VI)
X
5. Financial statements for 2 years and additional financial support
documentation
X
6. Legal Entities Form completed (Annex VI) X
7. Proof of Registration or Incorporation of entity X
8. Company profile completed and signed X
9. Where applicable: each partner has completed and signed a partnership
statement and the statements are included (if applicable).
10. The budget is presented in the format requested, is expressed in EURO
(€) is enclosed. (Annex III (A))
11. The duration of the project/action is equal to or less than 4 months (the
maximum allowed)
12. The requested contribution is equal to or greater than 5,000 EUR (the
minimum allowed)
13. The requested contribution is equal to or less than 30,000 EUR (the
maximum allowed)
14. The requested contribution is equal to or less than 70 % of the total
eligible costs(maximum percentage allowed)
15. The Declaration Form (Section G of the application) has been filled in
and signed by the applicant
Regular Procedures – version February 2010
14
X
X
X
X
X
X
X
X
X
To be filled
in by the
applicant
To be filled
in by
Caribbean
Export
Yes No Yes No

ASSESSORS
FOR OFFICIAL USE ONLY
EVALUATION
COMMITTEE
We have reviewed the foregoing application and recommend that the company
_________________________________________________________‐___
be accepted as a beneficiary of the Direct Assistance Grant
Signed:
Date:
NOTES:
EVALUATOR
EVALUATOR
EVALUATOR
EVALUATOR
APPROVED:
YES:
NO:
DATE:
NOTES:
Regular Procedures – version February 2010
15