First call for proposals main features ADRION Info Day Bologna, 12 - - PowerPoint PPT Presentation

Interreg V B Adriatic-Ionian ADRION First call for proposals main features

ADRION Info Day Bologna, 12 February 2016

ADRION Programme

• 4 EU Member States:

Croatia, Greece, Italy (part of the country), Slovenia;

• 3 candidate

countries: Albania, Montenegro, Serbia;

• 1 potential candidate

country: Bosnia and Herzegovina

ERDF Partner States IPA Partner States

…to act as a policy driver and governance

innovator fostering European integration among Partner States, taking advantage from the rich natural, cultural and human resources surrounding the

Adriatic and Ionian seas and enhancing economic,

social and territorial cohesion in the Programme area.

ADRION first call for proposals – Overall objective

ADRION first call for proposals – Priorities and Specific Objectives

• 1. Innovative

and Smart Region 1.1Support the development

• f a regional

Innovation system for the Adriatic-Ionian area

• 2. Sustainable Region

2.1 Promote the sustainable valorisation

• f natural and cultural

assets as growth assets 2.2 Enhance the capacity in transnationally tacking environmental vulnerability, fragmentation and the safeguarding of ecosystem services

• 3. Connected

Region 3.1 Enhance capacity for integrated transport and mobility services and multimodality system including multimodal links

ADRION first call for proposals – Financial allocation

ERDF EUR IPA II EUR Total EUR Total budget (incl. Nat. cofin 15%) EUR Priority Axis 1 6.677.418,80 1.199.244,40 7.876.663,20 9.266.662,59 Priority Axis 2 15.358.062,00 2.830.888,40 18.188.950,40 21.398.765,18 Priority Axis 3 6.009.676,40 1.073.733,20 7.083.409,60 8.333.423,06 TOTAL 28.045.157,20 5.103.866,00 33.149.023,20 38.998.850,82

Budget allocation 1st call for proposals: 40% programme budget

• f Priority Axes 1-3

Ranking list of assessed project proposals per Priority Axis!

ADRION first call for proposals – Main features

PROJECT FINANCIAL

SIZE

From EUR 800.000 to 1.500.000 ERDF+IPA II contribution (total budget: from EUR 941.176 to 1.764.706) In exceptional cases an increase or decrease of the amounts above of 5% can be accepted

EU CO-FINANCING

Up to 85% for all partners

PROJECT DURATION

Up to 24 months

WAY OF

SUBMISSION

1-step call Electronically submitted

DEADLINE FOR

SUBMISSION

25 March 2016, h: 17:00 (CET time)

ADRION first call for proposals – Ways of involvement

Financing partners: Are the ” bones” of the project proposals; Financially contribute to the project ; Located in the programme area. Associated Partners: Do not financially contribute to the project; Related expenditure is borne by the financing partners (limited to travel and accommodation); Do not act as service providers; Must demonstrate being involved for the benefit of the project; Can also be located outside the Programme area; Do not count for the fulfilment of the eligible partnership. Non-EU Partners located outside the Programme area: Have to be public institutions; Contribute with their own funds or with the financial support of other sources of funding (e.g.: ENI, IPA II, United Nation); Do not count for the fulfilment of the eligible partnership.

ADRION first call for proposals – Eligible partnership Partnership composed by:

• Financing partners from at least 3 Partner States, out of

which

• At least one financing partner must be from an ERDF

Partner State.

• Larger partnership possible: up to 10

financing partners;

• Even larger partnership also possible if

duly justified.

ADRION first call for proposals – Eligible financing partners

National, regional and local public bodies (including EGTCs) Bodies governed by public law (Article 2(4) of Directive 2014/24/EU) ) Private bodies (operational from at least 2 years) International organisations acting under the national law of an ADRION Partner State (operational from at least 2 years)

• Be liable to the national law of the Partner

States participating to the Programme;

• Have their official seat and their seat of
• perations in the country/part of the

country included in the Programme area;

• Be endowed with legal personality.

ADRION first call for proposals – Exception: Assimilated partners

Assimilated partners:

• Italian public authorities/bodies governed by public law competent in

their scope of action for certain parts of the eligible area but are located outside of it (e.g. ministries located in Rome);

• Have equal rights and obligations to applicants located in the

programme area;

• Attribution of the status of assimilated partner shall be duly justified

and further assessed with the support with the Italian National Authority/National Contact Point.

ADRION first call for proposals – Lead Applicant

The following institutions can be Lead Applicant:

• Public bodies (national, regional or local level; also “assimilated”);
• Bodies governed by public law (also “assimilated”);
• International organizations acting under national law.

Lead Applicant must be located in an ADRION ERDF Partner State.

ADRION first call for proposals – Private bodies

• Can be profit or non-profit;
• They must be operational from at least 2 years;
• They must respect specific financial requirements in order to ensure

their financial viability;

• In case of project proposal, they must provide a financial guarantee for

an amount corresponding to their respective share of EU contribution;

• Financial guarantee is one of the pre-conditions for signing the Subsidy

Contract by the Managing Authority.

ADRION first call for proposals – Application package

• Call announcement;
• Cooperation Programme;
• Off-line Application Form;
• Declarations of Lead Applicant and Project Partners (1 document per

partner);

• Declaration of Associated Partner(s) (1 document per associated partner);
• Declaration on financial viability (for private partner(s) only);

In addition you have to provide:

• Documents attesting that the legal representatives/delegated persons

hold the power of signature or representation;

• a copy of his/her valid identity document (e.g. identity card, passport).

ADRION first call for proposals – Submission of the project proposals

• Electronically submitted via e-MS;
• Registration access required;
• Application submitted by the Lead Applicant;
• Paper documentation required in case of project

approval only.

ADRION first call for proposals – Selection process

Administrative & Eligibility checks Strategic assessment Operational assessment State Aid & Anti-fraud checks

Monitoring Committee decision

If the proposal does not pass one of the steps, it does not progress the appraisal

• r the affected partner

is excluded from the partnership. Awarding score (contribution to EUSAIR) Financial capacity check of private partners

ADRION first call for proposals – Project structure

ADRION first call for proposals – Programme intervention logic

All 2014-2020 programmes are based on a result oriented approach:

• Result orientation of the programme;
• Programme monitoring through indicators;
• Definition of a performance framework: targets to be reached

within 2018;

• Evaluation and reporting.

ADRION first call for proposals – Programme intervention logic

ADRION first call for proposals – Projects contributions to Programme

Programme Priority Axis Project

Programme Priority /Specific Objective Actions to be supported Programme result indicator Programme

• utput indicator

Project

• verall
• bjective

Project results Project specific

• bjective

Project main

• utputs

Projects feeds Programme outputs and results

ADRION first call for proposals – Projects contributions to Programme

Programme Priority Axis Project

Support development regional innovation system for the area Indicative actions listed in the Cooperation Programme Increase capacity

• f key innovation

actors to be involved in trans. actions

• No. enterprises

cooperating

• No. coop.

networks & clusters … Project

• verall
• bjective

Project results Project specific

• bjective

Project main

• utputs

Example:

ADRION first call for proposals – Project intervention logic

ADRION first call for proposals – Project structure

Project proposal structured in Work Packages (WP)

Preparation Management Communication Implementation

Compulsory WPs

ADRION first call for proposals – Project structure

Project proposal structured in Work Packages (WP)

Preparation

• Related to preparatory activities;
• Eligible expenditure from 1 January 2014

to the day before the submission of the project proposal;

• Lump sum: max EUR 11.800;
• Reimbursed only if the project proposal

is approved; Subsidy Contract & Partnership Agreement signed.

ADRION first call for proposals – Projects structure

Project proposal structured in Work Packages (WP)

Management

• Project coordination and implementation;
• Financial management;
• Internal communication;
• Project closure.

ADRION first call for proposals – Project structure

Project proposal structured in Work Packages (WP)

Communication

• Strategic communication planning;
• Reference to target groups;
• Specific and measurable communication
• bjectives (i.e.: proposing of “raising

awareness” or to “spread results” without providing to whom and how is not enough).

ADRION first call for proposals – Project structure

Project proposal structured in Work Packages (WP)

Implementation

• Heart of the project;
• Up to three work packages can be

devoted to describe project implementation;

• Strictly follows the intervention logic;
• Contributes to feeding programme
• utputs and results.

ADRION first call for proposals – Project structure

WP Implementation structure:

Activity 1 Deliverable a) Deliverable b) Deliverable c) Activity 2 Deliverable d) Deliverable e) Deliverable f) Activity 3 Deliverable g) Deliverable h) Deliverable i)

O U T P U T S

Each project proposal shall contribute to the realization of at least 2 programme outputs. Outputs shall be documented.

ADRION first call for proposals – Activities outside the EU part of the Programme area

• Activities outside the EU part of the programme area refers to EU partners

which implement some activities in the IPA countries;

• These activities shall amount to not more than 20% of the total eligible

budget;

• Activities in the EU but outside the EU part of the programme are possible

if communicated in advance and authorized (e.g.: participation to an event).

ADRION first call for proposals – Programme and projects outputs

ADRION shall mainly support the delivery of the following outputs:

• Networking structures;
• Joint management systems and cooperation agreements;
• Strategies and Action Plans;
• Methodologies and Tools;
• Pilot Actions (small scale investments and demonstration

projects).

ADRION first call for proposals – Project budget

ADRION first call for proposals – Hierarchy of rules on eligibility of expenditure

Rules defined in EU legal framework Programme rules

• Established jointly by the Member States in the programme monitoring

committee

• Apply to the programme as a whole
• Without prejudice to the rules on EU level

National rules For any other matters not covered by EU rules and programme rules Stricter rules in areas prescribed by EU rules

• Reg. (EU) No 1303/2013
• Reg. (EU) No 1301/2013
• Reg. (EU) No 1299/2013

Del .Reg. (EU) No 481/2014

ADRION first call for proposals – Budget line

According to the Delegated Regulation No 481/2014 the budget is structured according to the following:

• Staff costs;
• Office and administrative expenditure;
• Travel and accommodation costs;
• External expertise and services costs;
• Equipment expenditure.

ADRION first call for proposals – Staff costs

Two options are possible: a) Real costs; or b) Flat rate (20% of direct costs other than staff costs)

REAL COSTS

• Staff costs can be higher

than the amount foreseen by the flat rate option;

• Budget appraised during the

evaluation;

• To be validated by national

controllers before being reimbursed;

• Adequate audit trail is

necessary;

• More detailed information

required in the AF. FLAT RATE

• Maximum ceiling;
• No

accountancy is requested;

• No validation by national

controllers is required to get the reimbursement;

• No

specific information required in the AF.

Decision is taken at project partner level; it cannot be changed during the project implementation.

ADRION first call for proposals – Office and administrative expenditure

a) Calculated as flat rate (10% of staff costs); b) Must refer to the list of expenditure reported in the Programme Manual; c) Automatically calculated in the AF (no details required); d) No accountancy requested.

ADRION first call for proposals – Travels and accommodation

It refers to the expenditure of travels and accommodation of staff costs:

• Travel costs (e.g. tickets, travel and car insurance, fuel, car mileage, toll, and

parking fees);

• Meals costs;
• Accommodation costs;
• Visa costs;
• Daily allowances.
• Limitations on eligibility of travel and accommodation costs outside the

programme area apply;

• Expenditure item already covered by a daily allowance, cannot be accounted for

and reimbursed in addition to the daily allowance;

• Travel and accommodation costs of external experts and “associated partners” are

reimbursed under budget line “external expertise and services costs”;

• Consider budget to attend meetings organised by the Programme/National

authorities.

ADRION first call for proposals – Travels and accommodation

Example:

Destination Travel and accommodation costs Location of the partner Greece Albania Belgium Greece No ceiling 20% project eligible budget No ceiling (if allowance applies) No ceiling (but it has to be duly justified) Albania (Inside the programme but

• utside the EU part of the

programme area) 20% project eligible budget 20% project eligible budget 20% project eligible budget Turkey Own funds Own funds Own funds

ADRION first call for proposals – External expertise and services costs

It refers to external expertise and services provided by a public or private body or a natural person other than the financing partners:

• Exhaustive list of eligible expenditure included in the Programme Manual;
• Public procurement rules apply to all partners regardless their legal status: ERDF

and Directive rules for ERDF partners; PRAG for IPA partners;

• Specific threshold defined by the Programme and below the national thresholds

apply;

• Costs related to project-related tasks sub-contracted by the beneficiary to in-

house bodies are eligible under external expertise and service budget line on condition:

• they are charged on a real costs basis without any profit margin;
• sub-contracting complies with national and institutional public procurement

provisions in force.

ADRION first call for proposals – Equipment expenditure

It refers to equipment purchased, rented or leased by a beneficiary for project implementation:

• Office equipment;
• IT hardware and software;
• Furniture and fittings;
• Laboratory equipment;
• Machines and instruments,
• Tools or devices;
• Vehicles;
• Other specific equipment needed for the project.
• Equipment for general office use as computers, office furniture, printers, cameras,
• etc. upon condition that it is for the exclusive use for the project;
• Equipment devoted to the realization of the “implementation WPs”;
• Full cost reimbursement only on condition that all conditions below apply:
• Equipment item is exclusively used for the project implementation;
• The depreciation period is shorter than the time lap between the purchase of

the equipment and the end of the project;

• Equipment item is not depreciable (e.g. low value asset) according to the

national legislation of the concerned partner.

ADRION first call for proposals – Public procurement rules

ADRION first call for proposals – Project budget

Activity 1 Budget Deliverable a) Deliverable b) Deliverable c) Activity 2 Budget Deliverable d) Deliverable e) Deliverable f) Activity 3 Budget Deliverable g) Deliverable h) Deliverable i)

W P B U D G E T

ECONOMY, EFFICIENCY, EFFECTIVENESS

ADRION first call for proposals – Assessment process

ADRION first call for proposals – Selection process

Administrative & Eligibility checks Strategic assessment Operational assessment State Aid & Anti-fraud checks

Monitoring Committee decision

If the proposal does not pass one of the steps, it does not progress the appraisal

• r the affected partner

is excluded Awarding score (contribution to EUSAIR) Financial capacity check on private partners

Evaluation supported by external independent experts and National Contact Points

ADRION first call for proposals – Assessment process

Administrative & Eligibility checks

• Verification of submission requirements;
• Verification of presence of minimum requirements;
• List of administrative and eligibility criteria to be respected

available in the Programme Manual;

• Healing of the identified errors is not possible.

ADRION first call for proposals – Assessment process

Strategic assessment Operational assessment Quality assessment

Project’s context (relevance and strategy) Cooperation character Partnership relevance Project’s contribution to programme’s

• bjectives

Management Communication Work plan Budget

ADRION first call for proposals – Assessment process

Quality assessment scores…

5 Excellent – the section of the application analysed in accordance with the requirement of the criterion is of excellent quality and provides clear and coherent information 4 Good– the section of the application analysed in accordance with the requirement of the criterion is clear and contain minor shortcomings 3 Adequate -the section of the application analysed in accordance with the requirement of the criterion is sufficiently clear and requires further clarification from the applicant 2 Sufficient - the section of the application analysed in accordance with the requirement of the criterion is of low quality 1 Poor- the section of the application analysed in accordance with the requirement of the criterion does not meet the requirement/the information is not present

ADRION first call for proposals – Assessment process

… and quality threshold … Strategic Assessment: only those project proposals which have reached:

• an overall score of at least 48/80 (60% of the overall score related to

strategic elements) and

• at least 12/20 for each criteria (60% of the score at criterion level) of

the Strategic Assessment will be subject to the Operational assessment. Operational Assessment: only those proposals which have reached:

• an overall score of at least 48/80 (60% of the overall score related to

strategic elements) and

• at least 12/20 (60% of the score at criterion level) for each criterion

shall be appraised according to the foreseen further steps.

ADRION first call for proposals – Assessment process

Awarding score (contribution to EUSAIR)

ADRION supports EUSAIR Action Plan

ADRION first call for proposals – Assessment process

Awarding score (contribution to EUSAIR)

• Attribution of the awarding score takes place after the strategic

assessment on condition that the proposal has positively passed the strategic assessment;

• Attribution of up to 5 points if the project proposal contributes to the

implementation of the EUSAIR strategy;

• The awarding score does not contribute to the overall strategic score

but it shall contribute to the overall final project score;

• Overview tables highlighting relations between ADRION and EUSAIR

available in the Programme Manual (annexes).

ADRION first call for proposals – Assessment process

Verification of the declarations provided by private partners through checks of balance sheets. Financial capacity check of private partners State Aid & Anti-fraud checks Verification on the respect of Competition rules and verification on the presence of fraudulent behaviours.

ADRION first call for proposals – State Aid checks

State Aid

• State Aid checks apply to all project financing partners (public &

private, ERDF and IPA partners;

• Use of de minimis (i.e.: ceiling of EUR 200.000 for those activities

considered State Aid relevant over any three tax year period);

• The ceiling applies per EU Member State (i.e.: Italy);
• Checks performed by independent experts.

ADRION first call for proposals – Approval for funding

ADRION first call for proposals – Monitoring Committee decision

Your project proposal can be: Approved the proposal is considered ready to start Approved under conditions the proposal is considered approved provided that the Lead Partner and/or the project partners satisfy specific conditions within a given deadline Rejected the proposal is considered not matching a certain readiness and quality level and responding to the selection criteria Monitoring Committee decisions are taken by consensus.

ADRION first call for proposals – Next steps

• Fulfilment of conditions for improvement (if any) and update of

the relevant documentation;

• Update of the de minimis declarations;
• Submission of original documentation (paper version);
• Provision of financial guarantees by private partners;

Signature of the Subsidy Contract

ADRION first call for proposals – Next steps

• Reimbursement of preparation costs (if funds available);
• Advance payment to IPA partners up to 10% of their budget (if

funds available).

Signature of the Partnership Agreement

The advance payment shall be compensated - in equal shares - with the first two payments due to the concerned partners, according to actually incurred and validated expenditure included in the related Progress Reports.

ADRION first call for proposals – Tips and recommendations

ADRION first call for proposals – tips and recommendations

CONTENT

• Ensure effective contribution to the programme goals through the realization of

programme outputs;

• Positively contribute to the needs and challenges in a transnational perspective rather

than highlighting on the needs of a limited number of partners;

• Support the exchange and transfer experiences between regions, transnational

interventions and capacity building, and ensure that results are disseminated and used beyond project partners;

• Cohesion policy and capacity building as multiplier of prosperity and growth;
• Projects can be a leverage for future initiatives and investments;
• Do not reinvent the wheel; take profit from studies, analyses and projects outcomes

already available (e.g.: www.keep.eu);

ADRION first call for proposals – tips and recommendations

PARTNERSHIP

• Carefully define the members of your partnership according to their skills and

experience in relation to the characteristics of your project;

• Select partners according to the transnational approach requested by your project;

clearly define their role and contribution; PROJECT STRUCTURE

• Carefully define your project activities having regard to its maximum duration;
• Define a realistic work plan: limit deliverables and schedule them appropriately: avoid

too many deliverables with the same deadline;

• Ensure consistency along the entire project proposals (content and financial);
• Plan activities that can start as soon as possible;
• Cooperate, spread, share!

ADRION first call for proposals – How to get information

ADRION web site www.interregadrion.eu Email: info@interregadrion.eu Phone: 0039 051 527 8886 527 5165 527 8013 Network of National Contact Points

THANK YOU FOR YOUR ATTENTION!