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GUIDELINES FOR APPLICANTS
Call for proposals No. 2007CB16IPO006 – 2011 – 2
Deadline for submission: February 20, 2012
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Second Call for Proposals Guidelines for Applicants
Explanation of text-boxes.....................................................................3 Legal Basis..........................................................................................3 1. General Information..........................................................................4
1.1 Overview of Bulgaria – Serbia IPA Cross-border Programme .............4 1.1.1 Eligible Cross-border Area.......................................................5 1.1.2 Programme Strategy..............................................................7 1.1.3 Programme Objectives...........................................................7 1.1.4 Programme Priority Axes........................................................8 1.2 Programme Implementation Structures..........................................8 1.3 Programme Financial Allocation for the Second Call for Proposals.......9 1.4 Programme indicators .................................................................9 1.5 State Aid..................................................................................10 1.6 Revenue Generating Projects......................................................10 2.1. Cooperation criteria.................................................................11 2.2. Horizontal themes...................................................................11 2.3. Applicable law and public procurement ......................................12 2.4. Communication and Visibility ....................................................13 2.5. Eligibility Criteria.....................................................................13 2.5.2. Lead Partnership Principle...................................................16 2.5.4. Project duration and grant amounts......................................18 2.5.5. Activities location...............................................................19 2.5.6. Eligible Activities ...............................................................20 2.5.7. Ineligible Activities ............................................................30 2.5.8. Eligibility of Expenditures....................................................30
2. Rules of the Call for Proposals..........................................................11
List of Eligible Expenditures ...............................................................32 BUDGET LINE 1: Project management costs – maximum 25 % of total eligible project costs ...........................................................................33 BUDGET LINE 2: Travel and accommodation ........................................34 BUDGET LINE 3: Meetings, conferences, events....................................35 BUDGET LINE 4: Information and publicity...........................................35 BUDGET LINE 5: External expertise .....................................................36 BUDGET LINE 6: Investments - minimum 70 % of total eligible project costs in case of “investment” project. Maximum 20 % of total eligible project costs in case of “soft” projects. ................................................36 BUDGET LINE 7: Others – maximum 10 % of total eligible project costs. .37
2.5.9. Ineligible Expenditures.......................................................38 2.6. How to Apply..........................................................................39 2.6.1. How to get the Applicants’ Package......................................39 2.6.2. How to fill in the Application Form and its Annexes.................40 3.1. Annexes (A)...........................................................................47
3. Annexes..........................................................................................47 The following Annexes should be filled according to the template and submitted together with the Application form:......................................47 A1. Checklist of submitted documents.................................................47 A2. Project summary .........................................................................47
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Second Call for Proposals Guidelines for Applicants
The project summary contains: The title of the project, the name and country of the Lead Partner, the names of the other partners, the priority axis under which the project is categorized by the applicant, the area of intervention, the duration (in months) of the proposed project, total budget (in €) of the project, the objectives of the project, the activities of the project, the results of the project, and the target groups towards which the project is aimed. The English version of the summary is a part of the application form as well, while the Serbian and Bulgarian versions are attached only as Annexes...............................................................47
Project summary should be filled in English, Serbian and Bulgarian according to the template in Annex_A.2. In case of inconsistency between the three versions, the English version shall prevail...............................48 A3. CVs of the project management team............................................48 A4. Partnership Agreement - signed by all partners in original..............48 A5. Declaration of eligibility - signed by the Lead partner - in original...48 A6. Sworn Statement - signed by all partners in original......................48 A7. Declaration of Commitment - signed by all partners in original.......48 A8. State Aid De Minimis Declaration - signed by Bulgarian partners in original (Serbian partners should follow the national regulations)..........48
3.2. Supporting Documents (B)........................................................48 3.3. Documents for information (C)..................................................52
4. Where and How to Submit the Application........................................52 5. Deadline for Receipt of Applications.................................................57 6. Assessment and Selection of Applications.........................................57 7. Contracting.....................................................................................67
Explanation of text-boxes Across the following pages you will find a series of highlighted text boxes of various colors. Please see below a general explanation for these text boxes: KEY ELEMENTS BOX – highlights the most important elements to be taken into account when preparing a project
WARNING BOX – draws attention of applicants to common/possible mistakes or sensitive issues
ADVICE BOX – provides applicants with practical advice and reference to related documents
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It is the most practical level of documentation needed for the successful submission of a project proposal under this Programme. and others. 2011). • Regulation of European Parliament and Council (EU) No. the application procedure. 1. • Commission Regulation (EC) No 80/2010 of 28 January 2010 amending Regulation (EC) No 718/2007 implementing Council Regulation (EC) No 1085/2006 establishing an instrument for preaccession assistance (IPA) Basic Progamme rules • Bulgaria – Serbia IPA Cross Border Programme.03.2008 with programme reference number C (2008) 1058 • Financing Agreement between the Commission of the European Communities and the Government of Republic of Serbia (October 4.Second Call for Proposals Guidelines for Applicants In the elaboration of these Guidelines for Applicants the following legal provisions have been observed: Basic EU rules • Council Regulation (EC) No 1085/2006 of 17 July 2006 establishing an Instrument for Preaccession Assistance – the IPA general regulation. the project selection criteria. national rules have to be respected. 540/2010 of 16 June 2010 amending Council Regulation (EC) No 1085/2006. • Commission Regulation (EC) No 718/2007 of 12 June 2007 implementing Council Regulation (EC) No 1085/2006 establishing an instrument for pre-accession assistance – the IPA implementing regulation (IPA IR). approved by the European Commission on 25. environmental interventions. General Information These Guidelines for Applicants aim to provide practical information to the potential beneficiaries under Bulgaria – Serbia IPA Cross Border Programme.g. Therefore please read carefully these Guidelines for Applicants in order to avoid confusion! 1. budget and related forms. These Guidelines for Applicants provide information on how to fill in the application form.1 Overview of Bulgaria – Serbia IPA Cross-border Programme This Programme is co-financed by the European Union through the IPA instrument and co financed by Page 4 of 70 . Some examples: • valid national legislation ruling specific fields e. IMPORTANT Please note that this is not an EU Phare/CARDS programme. National legislation Besides EU rules and rules of the Programme. the decision procedure and other practical advices. Please note that all these legal provisions must also be observed by the applicants during both project preparation and implementation phases. construction. natural and cultural heritage.
evropa. Dragoman. Ruzhintsi. Gramada. km.gov. Gorna Malina..Second Call for Proposals Guidelines for Applicants Bulgaria and Serbia. Belogradchik. Valchedram. Georgi Montana. Yakimovo Sofia District 22 municipalities: Anton. Zaječar. 1. Knjaževac. km Bulgarian part and 18 909 sq. Etropole. Medkovets. Merošina. In Bulgaria the corresponding NUTS III administrative-territorial units are the districts established by the Law on the Administrative Territorial System in Republic of Bulgaria.1 Eligible Cross-border Area The eligible co-operation area is determined in accordance with the IPA rules set out in Regulation 1085/2006 where only NUTS III regions (or respective equivalents) are eligible for cross-border cooperation programmes. Zaječar District: 4 municipalities: Boljevac. The Programme document drafted jointly by the two countries through a large partnership with national. Svrljig 1 Available on www. Mirkovo. It borders with Romania to the North and with the former Yugoslav Republic of Macedonia to the South. Lom. The Bulgarian co-financing is provided from the state budget. 315 of which land border and respectively 26 km border on river Timok. The border length between the two countries is 341 km. Botevgrad. Ražanj.Serbia IPA Cross-border Programme covers a territory of 39 434 sq. Doljevac. Gadžin Han. Majdanpek. Novo Selo. Negotin Makresh. Varshets.1. Serbia – NUTSIII equivalent Bor District: 4 municipalities: Bor. Boychinovtsi. There are 5 border checkpoints operating alongside the border. Pirdop. Boynitsa. km Serbian part). Chiprovtsi. regional and local stakeholders was approved by the European Commission on 25 March 2008 (Decision no. Pravets. (20 525 sq. Chelopech. Slivnitsa. Information on types of eligible projects. Kula. Dolna banya.rs as well Page 5 of 70 . C(2008) 1058). Table 1: Eligible NUTS III Bulgaria – NUTSIII level Vidin District: 11 municipalities: Vidin. Nišava District: 11 municipalities: City of Niš (Municipalities: Pantelej. Aleksinac. Godech. Crveni Krst. Palilula and Niška Banja). Elin Pelin. Bojurishte. The Serbian cofinancing is provided through the state budget only for the TA component. Medijana.ipacbc-bgrs. Chavdar. The eligible border area for the Bulgaria . Kostinbrod. Kostenets. Samokov. Koprivshtitsa. Sokobanja Bregovo. Damyanovo. Ihtiman. The programme document is available on http://www. activities and beneficiaries. Dimovo. Kladovo.eu/ 1 The programme continues the evolution of the EU’s cross-border initiatives. while at the project level it is ensured by the beneficiaries. Brusartsi. It sets out the general framework of intervention of IPA in the Programme crossborder area. Chuprene Montana District: 11 municipalities: Berkovitsa. reflected in the Neighbourhood Programme from 2004 to 2006. the budget breakdown per priority axes and key areas of intervention are given below.
Pirot District: 4 municipalities: Babušnica. Rila. Tran Kyustendil District: 9 municipalities: Bobovdol. Preševo. Trgovište Sapareva Banya. Dupnitsa. Bela Palanka. the total project expenditure undertaken in this area will not exceed 20% of the total expenditure under the programme. Vlasotince. Page 6 of 70 . Boboshevo. Kovachevtsi. Kyustendil. Leskovac. Zlatitsa Pernik District: 6 municipalities: Breznik. Medveđa. Pernik. According to the adjacency rule. Pirot Jablanica District: 6 municipalities: Bojnik. Bujanovac. Treklyano Sofia-city District 1 municipality: Sofia city* *Note: Sofia City District is an Adjacent Area. Dimitrovgrad. Crna Trava Pčinja District: 7 municipalities: Bosilegrad. Kocherinovo. Vladičin Han. Surdulica. Zemen. Radomir.Second Call for Proposals Guidelines for Applicants Svoge. Lebane. Vranje. Nevestino.
a sound framework for (cross-border) business support. Page 7 of 70 . namely PHARE. 1: To bolster the infrastructure enabling social and economic development and improvement of the environment on both sides of the border through improving access to transport. The Strategy is elaborated according to the new single instrument principals thus giving the possibility for further development and creation of effective partnerships in order to facilitate the sustainability of the cross-border region. through developing policy and social networks.2 Programme Strategy IPA replaces five previously existing pre-accession instruments. According to IPA Regulations this Strategy aims promoting good neighbourly relations fostering stability.3 Programme Objectives The strategy. social and environmental area over the administrative borders. The main purpose of the interventions to be funded by the programme in the CBC area is to support activities for economic and social development. PreAccession Financial Assistance Programme for Turkey and CARDS. and thus uniting under a single legal basis all the pre-accession assistance.1. which should be taken into account when preparing a project: Specific objective No. ISPA. The aim of this Programme is to promote stronger integration of the territory thus providing a balanced and sustainable development throughout the entire cross-border region. balanced and sustainable development.1. by investing in the necessary small-scale infrastructures. Specific objective No. IPA has also been designed to better adapt beneficiaries to the different objectives and thus providing a targeted and effective support according to their needs and evolution. sets out to address the specific needs of the border area both in the short and long term. security and prosperity in the mutual interest of both countries. At the same time the development of the internal market within the Union (and the free movement of people. the Lisbon agenda and the sustainability principles expressed in the Göteborg Council Conclusions. therefore. Border regions are often facing disadvantages due to their peripheral geographical locations and relative isolation from national economies. services and capital) also brought out the need for the balanced development and integration of the European territory. goods. 1. The programme strategy objectives fit within the framework of the Community Strategic Guidelines on Cohesion. together led to the formulation of the following specific objectives of the IPA CBC Programme. with the core elements of the strategy derived from the SWOT analysis. The overall aim of the programme.Second Call for Proposals Guidelines for Applicants Geographical structure of the cross-border area 1. SAPARD. and through improving the cross-border systems for utilities and environmental protection. its competitiveness and sustainability of its development through co-operation in the economic. information and communication services. encouraging their harmonious. 2: To increase economic synergy in the region and improve the capacity to jointly make use of common regional potential for improving regional well being. and supports the following overall strategic goal: To strengthen territorial cohesion of the Bulgarian–Serbian cross-border region. human potential and supporting favourable business environment and social inclusion.
The priority axes are broken down to measures as follows: Priority Axis 1: Development of small-scale infrastructure 1. problem solving and development. These main directions are called “Priority Axes” and are as follows: Priority Axis 1: Development of small-scale infrastructure. IMPORTANT For further details on programme strategy please refer to the Programme document. IMPORTANT Priority 3: Technical Assistance is not subject of open Calls for Proposals. Specific objective No. 3: To promote the principles of sustainable development of the crossborder region in all matters pertaining to increased mutual understanding and respect. research and development. local stakeholder and policy levels in key priority areas. environmental protection and education. 1.Second Call for Proposals Guidelines for Applicants cooperations in particular sectors such as culture. 1. the partnering countries have jointly agreed upon the main directions on which the interventions under this Programme should focus. on the business. as it provides funding exclusively for the management of the Programme. through developing successful models of cooperation. problem solving and development.2 Sustainable development through efficient utilization of regional resources 2. and joint regional planning and the preparation of the region’s economic sector for participation in the joint EU market.3 People to people actions IMPORTANT For further details on programme priority axes and key areas of intervention please refer to the Programme document. Priority Axis 2: Enhancing capacity for joint planning. 2.1 Physical and information infrastructure 1.1.3 Assistance for project preparation Priority axis 2: Enhancing capacity for joint planning.1 Links and networking on institutional.2 Infrastructure concerning environmental issues 1. tourism. an active exchange of best practices.2 Programme Implementation Structures According to the relevant IPA Regulations. business and educational levels 2. the two partnering countries have established the following main management and implementation bodies: Page 8 of 70 . Priority Axis 3: Technical Assistance.4 Programme Priority Axes In order to achieve the objectives set out in the Programme document.
part of the specialized administration at the Ministry is appointed as Managing Authority for the Programme. regional and local level from both countries. The remaining 1 311 271. of which 7 430 536. Please note that the Programme financial allocation is neither broken down by each partner country nor by eligible region. Joint Technical Secretariat (JTS-main office) is based in Sofia (Bulgaria).Ministry of Regional Development and Public Works of the Republic of Bulgaria. Joint Monitoring Committee (JMC) is formed of representatives at national. IMPORTANT The JTS – main office and branch office – are the main structures responsible for providing information and support to the potential beneficiaries. It assists the Programme management bodies in carrying out their respective duties and is the main contact point between the Programme and the potential beneficiaries/project partners.40 5 342 216 Priority Axis 2 2 889 653. and serves as local contact point for potential beneficiaries/project partners.60 801 332. 1.20 Euro are national contributions from the partnering countries. The National Authority supports the Managing Authority in process of management and overall implementation of the Programme. The Managing Authority is responsible for managing and implementing the cross-border Programme in accordance with the principle of sound financial management. 80 Euro is Community funding (EU contribution). The total amount allocated for this Call for Proposals for the two priority axes is broken down as follows: (in Euro) Community Funding National Funding* Total Funding (a) (b) (a)+(b) Priority Axis 1 4 540 883. The Managing Authority saves the right to reallocate all financial resources in case of fewer projects applied or projects with insufficient quality.80 3 399 592 TOTAL 7 430 536. Republic of Serbia. supervises the Programme and is responsible for its strategic adaptation. Priority Axis 1.Second Call for Proposals Guidelines for Applicants Managing Authority (MA) .4 Programme indicators Page 9 of 70 .80 1 311 271.3 Programme Financial Allocation for the Second Call for Proposals The total budget of the Programme under Priority axis 1 and Priority axis 2 for the 2010-2011 programming period is 8 741 808 Euro.20 509 938.20 8 741 808 *State budget co-financing for Bulgaria and obligatory partners’ co-financing for Serbia. Joint Technical Secretariat (JTS-branch office) is based in Nis (Serbia) as part of the JTS. National Authority (NA) – Serbian European Integration Office. Directorate General “Territorial Cooperation Management”.
Result indicators relate to the direct and immediate effect on direct beneficiaries brought about by a programme on its direct beneficiaries. regardless of its legal status and the way of financing. but the proposed activities are to be checked for profit generation. public bodies are not excluded by definition. and the efficiency with which it has done so. is considered an undertaking. or on behalf of state or municipal resources. or any operation involving the sale or rent of land or buildings or any other provision of services against payment.5 State Aid Legal basis . They can be quantified for measures and projects. in so far as it affects trade between Member States. will not exceed the de minimis aid ceiling. granted by the State or through state or municipal resources. or the delivery of certain services. Vertical level .Indicators on the horizontal level comprise measurements referring to transversal principles that need to be upheld at all impact levels of the programme (short-term. medium-term and long-term). “State aid” is any aid. The aim of the indicators is to measure whether the CBC programme has achieved its strategic objectives or not and to measure the effectiveness of the chosen intervention. by the meaning of the State aid regulations. All Bulgarian Applicants bear the responsibility to declare that the de minimis aid they apply for when accumulated with the one they have received before. Commercial and profit-making activities are not eligible under this Call for Proposal. directly or through other persons. Page 10 of 70 . Output indicators relate to activity. Any entity engaged in an economic activity that consists of offering goods or services on the market. in any form whatsoever. 1. They serve to monitor and evaluate the extent to which the Programme has achieved its objectives.6 Revenue Generating Projects In accordance with Article 55 of EC General Regulation 1083/2006. which distorts or threatens to distort competition by favouring certain undertakings or the production or the trade of certain goods. the definition of a revenue generating project is any operation involving an investment in infrastructure the use of which is subject to charges borne directly by users. Impact indicators refer to the consequences of the programme beyond the immediate effects.The achievement of specific objectives of the programme will be measured by specific impact. All Serbian Applicants shoud follow the applicable national regulations regarding State aid. With regard to this. determined by the Commission Regulation (EC) No 1998/2006 of 15 September 2006.Commission Regulation (EC) No 1998/2006 of 15 December 2006 on the application of Articles 87 and 88 of the Treaty to de minimis aid. 1. output and result including the cooperation indicators.Second Call for Proposals Guidelines for Applicants The programme indicators are vital to the efficient and effective implementation of the Programme. No revenue generating projects shall be financed under the present Call for proposals. Two levels of indicators could be distinguished: Horizontal level .
Equal opportunities refer to preventing any discrimination based on sex. target groups. Please see the evaluation grid. priorities and actions of stakeholders on both sides of the border. a shared value and a key objective of the European Union – represent a priority fully taken on board by the Programme and consequently all the financed projects are expected to observe it when developing the project objectives. racial or ethnic origin. Cooperation criteria The projects must have direct cross-border impact. religion or belief. Rules of the Call for Proposals 2. Climate change – a great concern at global and EU level – should be another key element of which the Page 11 of 70 . This means that project proposals must clearly integrate the ideas. regardless of where the person is located. There must be clear content-based links between what is happening on either side of the border and regular contact between the two sides. The Lead Partner is the coordinator of this process but should include other partners from the beginning of the development process. Joint staffing – means that the project should not duplicate functions on either side of the border. there should be a joint project management.Second Call for Proposals Guidelines for Applicants 2. There is only one project bank account for the EU and national contribution (held by the Lead Partner). Joint implementation – means that activities must be carried out and coordinated among partners on both sides of the border. However. Joint financing – The budget should be divided between partners according to the activities carried out. In designing and implementing the project.1. Joint development – means that the project must be designed in close cooperation of the partners from both sides of the border.g. The Lead Partner is responsible for administration and distribution of these funds and for reporting on their use. Horizontal themes The following horizontal themes shall be observed by all applicants in the development and implementation of their projects: Equal opportunities – a fundamental right. joint staffing. which shall be understood in terms of respecting at least two of the following conditions as described below: joint development. The staff will be responsible for project activities on both sides of the border. The Lead Partner is responsible for ensuring that activities are properly coordinated. appropriate choice of logistics and raising public awareness on sustainable development issues (e. by inserting messages on printed materials or in the e-mails). It is not enough that activities run in parallel. economic and social point of view. disability. projects adressing more than two of the cooperation criteria will be given additional points in the process of assessment. Sustainable development – meeting the present needs while thinking of those of the future generations – should be regarded from the ecologic. activities and results.2. age or sexual orientation or on any other similar criterion. that schedules are kept and that the right quality levels are achieved. joint implementation and joint financing. Therefore. 2. the applicants should aim at a balanced use of resources.
economic development. Applicable law and public procurement The projects must be in line with the national and European legislation on equal opportunities and environmental protection.3. processes and even new partners. the sub-contracting must be done by a transparent tendering procedure. All projects.Second Call for Proposals Guidelines for Applicants applicants should be aware of. Whereas. Networking with involvement of innovation oriented practices could also favour innovative results. please consult the official version of the Programme document. quality. Innovation is understood in a variety of contexts. The main factors contributing to climate change are greenhouse gases deployed in the atmosphere from energy and non-energy sources. and are subject to the procurement rules set out in the PRAG (Practical Guide to Contract Procedures for EC External Actions). including activities concerning project preparation. the contracting must be done by a transparent tendering procedure. • • The project or any sub-contracting procedures must not create an economic advantage to an economic operator. need to demonstrate that they adopt an innovative approach to tackle the territorial challenges in the region. Innovative approach implies providing added value – a partnership’s collaboration delivering more than the sum of its individual parts – in order to generate a positive impact on the state-of-knowledge. following the provision of the Practical Guide to Contract Procedures for EC external actions (PRAG) http://ec.htm To this end. the following provisions shall be fulfilled by the project beneficiaries: • When sub-contracting the activities in order to achieve the project objective. For more information regarding the Programme commitment towards observing the horizontal themes. commerce. The project must also respect the European legislation provisions on information and publicity.europa. Projects should at least avoid making use of such sources and additionally support the fight against climate change. in the organizational context.eu. Page 12 of 70 . productivity. 2. social systems. innovation is linked to performance and growth through improvements in efficiency. All studies or other project results shall be made available for free to all interested individual or legal persons. even in terms of raising public awareness. and policy construction. Contractors are neither partners nor associates. including in relation to technology. Innovation . regardless of their thematic focus.eu/europeaid/work/procedures/implementation/practical_guide/index_en.ipacbc-bgrs. in a non-discriminatory way. IMPORTANT When the beneficiaries of a project sub-contract the activities in order to achieve the goals of the operation. The observance of the horizontal themes shall be taken into account during project evaluation and additional points shall be awarded to projects which propose explicit measures with positive impact on one or more of them. new products. available at www.new ways. new instruments and tools. In economic terms it aims in increasing the value of a product or process (often driven by consumer demand). The beneficiaries have the possibility to award contracts to contractors. following the PRAG (Practical Guide to Contract Procedures for EC External Actions) rules. competitive positioning. etc.
audiovisual productions.europa. The Managing Authority together with the National Authority and the Joint Technical Secretariat are launching the present Call for proposals. In order to maximize the impact of the communication efforts: Activities need to be timely. The right audience(s) should be targeted. The following communication and visibility activities might be foreseen by the applicants in their Application forms: press releases. Information used must be accurate.5.htm /section Information and publicity/. display panels. information campaigns.4. brochures and newsletters. etc. Eligibility Criteria The financing under the current Programme shall be made available to potential beneficiaries through a competitive process. commemorative plaques. The communication plan should highlight: The general objectives of the project The respective target groups The specific tools and activities that will be used during the implementation of the project The expected indicators of achievement of the objectives set in the communication plan Human and financial resources envisaged for the implementation of the plan. In all actions (projects.ipacbc-bgrs. seminars. web sites. 2. Communication should focus on the achievements and impact of the project actions. Programmes) communication activities should be properly planned.eu/europeaid/work/visibility/index_en.Second Call for Proposals Guidelines for Applicants Making the studies available only for certain individual or legal persons is strictly forbidden! 2. The present Call for proposal has the goal of establishing solid partnerships in the eligible area by financing “soft projects” (as studies. press conferences. leaflets. Activities should be appropriate in terms of resources spent and expected impact. know-how exchanges etc.eu/eng/page/documents/others More detailed practical guidelines (including templates) concerning the basic information and publicity measures are provided by the European Commission in the Communication and Visibility Manual for EU External Actions. You can find the template for preparation of the communication plan on the Programme website: http://www. strategies. Communication and Visibility The information and publicity measures for the interventions of the IPA Funds are aimed at publicizing the actions of the European Union.) and “investment Page 13 of 70 . promotional items. published on the and the following Project EU Implementation website: Manual http://ec. increasing transparency and creating a uniform image of the interventions throughout participating countries. It is advisable to prepare a detailed communication plan for the project. banners. public events.
a surplus of receipts over the costs incurred by the beneficiary when the request is made for final payment.5. Page 14 of 70 .in the case of a grant for an action. The Applicants (Lead partners and project partners) from the Republic of Serbia should be registered in the relevant register at Serbian Business Registry or at other relevant institution responsible for keeping Register of eligible organizations (non profit or non governmental) • be educational institutions such as universities.1).5. The Applicants (Lead partners and project partners) from the Republic of Bulgaria should be registered under the Non-profit organizations Law (Закон за юридическите лица с нестопанска цел).6).5.Second Call for Proposals Guidelines for Applicants projects” (as works activities. schools. Lump-sums and flat-rate financing should be established in such a way as to exclude a priori a profit. eligibility of expenditures (see section 2. • be national and regional agencies (responsible at central.5. the project proposal should meet three sets of eligibility criteria: eligibility of applicants (see section 2. 2.8). regional and municipal level) • be nature park administrations be non profit making organization be established within the eligible cross border region between Bulgaria and Serbia be legally established organizations (legal persons) • be local/regional forestry directorates • be health care institutions • be cultural institutions • be community centres • be regional employment agencies • be non-governmental or non-profit2 organizations. The submission of projects is open to all potential beneficiaries that meet the eligibility criteria set below. In order to be eligible for funding under the Programme. supply etc.1 General Criteria for Eligibility of Applicants (Lead Partner and Partners) 1) Lead Partner and its partners must complete all of the following general eligibility criteria: • and • and • and • belong to the one of the following categories: • be local/regional/national authorities or subsidiary structure(s) of local/regional/ national authorities.). located in the eligible area. eligibility of activities (see section 2. colleges and libraries • be Euro regions 2 Profit is defined as: .
The Declaration should indicate that for each declared circumstance the person. management. shall bear responsility for and could be started proceedings against. the conflict of interests represents any circumstances that may Page 15 of 70 . corruption. is compromised for reasons involving family. There is a conflict of interests where the impartial and objective exercise of the functions of a financial actor or other person. they: (g) are subject to a conflict of interests. 2) Potential applicants are not eligible to participate in calls for proposals if: (a) they are bankrupt or being wound up. DEFINITION OF CONFLICT OF INTEREST . are the subject of proceedings concerning those matters. Joint Monitoring Committee and Joint Technical Secretariat). economic interest or any other shared interest with the beneficiary.. have entered into an arrangement with creditors. Should such situation arise during performance of the contract the beneficiary must immediately inform the Managing Authority. arising from a similar procedure provided for in the national legislation or EU regulations. (f) they have been declared to be in serious breach of contract for failure to comply with their contractual obligations in connection with a procurement procedure or other grant award procedure financed by the Community or national budget.e. emotional life. IMPORTANT The Lead Partner and the other partners in a project have to complete a declaration for the absence of conflict of interest. The content of the Declaration must be complied with the provisions of the national legislation of the respective partner. as referred to in paragraph 1.Second Call for Proposals Guidelines for Applicants and • be directly responsible for the preparation and management of the action. Audit Authority. not acting as an intermediary. (e) they have been the subject of a judgment which has the force of res judicata for fraud. completing this declaration for the availability or the absence of conflict of interest. or are in any analogous situation. audit or control shall be prohibited from taking any action which may bring their own interests into conflict with those of the Communities. All financial actors and any other person involved in budget implementation. they have not fulfilled obligations relating to the payment of debts to the consolidated state budget. (b) they have been convicted of an offence concerning professional conduct by a judgment which has the force of res judicata (i.article 52 of Regulation 1605 1. are having their affairs administered by the courts. 2. National Authority. at the time of the call for proposals. (c) (d) they are guilty of serious professional misconduct proven by any means. Applicants are also excluded from participation in calls for proposals or the award of financial support if. the person in question must refrain from such actions and refer the matter to the competent authority. Should such a case arise. against which no appeal is possible). political or national affinity. and • not be affected by potential conflict of interest with the Joint Structures of the Programme (Managing Authority. Certifying Authority. Note: The above criteria are cumulative and all must be fulfilled together. involvement in a criminal organization or any other illegal activity detrimental to the Communities or national financial interests. have suspended business activities.
The partners shall select one.2. The Lead partner is responsible for: All organizations participating. (i) have attempted to obtain confidential information or influence the evaluation bodies during the evaluation process of current or previous calls for proposals. as applicants. the exclusion applies for a period of two years from the time when the infringement is established. Lead Partner. (h) are guilty of misrepresentation in supplying the information required by the Managing Authority/ Joint Technical Secretariat as a condition of participation in the call for proposals or fail to supply this information. as the applicant of the project proposal. the exclusion applies for a period of four years from the date of notification of the judgment. In case when local/regional/national authorities/bodies situated in the eligible area is not and can not be a legal person/entity. IMPORTANT The Lead partner on behalf of all partners should sign a “Declaration of eligibility” (Annex A4). under this Call for Proposals. in an objective and impartial manner. 2. a “Lead Partner” (LP) among the project partners must be appointed prior to the submission of the project proposal. IMPORTANT The Lead partner must be registered within eligible border region between Bulgaria and Serbia at least 12 months before the deadline for submission of project proposals under current Call for Proposals. In the cases referred to in points (a). • signing the subsidy contract for implementation of the operation with MA and further addenda to the contract (if any). will be responsible for the development and submission of the project proposal. its legally established central organization shall apply as Lead partner. The Lead Partner.Second Call for Proposals Guidelines for Applicants affect the evaluation or implementation process. among themselves. Page 16 of 70 . including the arrangements for recovering amounts unduly paid. (f). Such circumstances may result from economic interests.5. In the cases referred to in points (b) and (e). provisions guaranteeing the sound financial management of the funds allocated to the operation. For each project. are called partners. (c). (h) and (i) above. do not fall into any of the above categories (a) to (i). The Lead Partner shall be a legal person in the eligible border region of the Programme. Lead Partnership Principle Under this Call for Proposal the Applicant is considered a group of Lead Partner and its Project partners. inter alia. to be the • laying down the arrangements for all relations with the partners participating in the operation in an agreement comprising. declaring that all project partners including Lead Partner. and will sign the Subsidy contract (Annex C) with the Managing Authority. political or national preferences or family connections. (d).
can participate as a partner in no more than 5 projects). Limitations concerning partnership The maximum number of partners in a project shall not exceed five (5) including the Lead Partner. In case an institution/organization has submitted more than one project proposal as a Lead Partner. The partners may decide in consistent manner to add suplementary provisions to the partnership agreement in a separate annex. if an organization/institution has submitted a proposal as a Lead Partner. cross-checks the verified activities with the progress of the project and submits the reports to the JTS. all these proposals (submitted as Lead partner) will be eliminated at the administrative assessment stage. In case an organization participates in more than 5 (five) project proposals. All partners are directly responsible for the project implementation and cannot act as an intermediary. the same organization can be a partner in no more than 4 other projects. Page 17 of 70 . IMPORTANT Under the current Call for proposals an institution/organization may submit maximum one project proposals as a Lead Partner. • ensuring that the expenditure presented by the partners participating in the operation has been paid for the purpose of implementing the operation and corresponds to the activities agreed between the partners participating in the operation.718/2007 of 12 June 2007. All partners must sign a partnership agreement that stipulates their rights and duties. informing MA about project modifications. an organization that has not submitted a project as a Lead Partner. • verifying that the expenditure presented by the partners participating in the operation has been validated by the controllers referred to in Article 108 of Commission Regulation (EC) No.5. IMPORTANT Every project must include at least one partner from each side of the border region.3. all submitted proposals will be eliminated at the opening stage of the assessment. • • collecting the information from the project partners. 2. Projects which do not comply with this requirement will not be eligible.Second Call for Proposals Guidelines for Applicants • ensuring the implementation of the entire operation. Information about the role and tasks of the Lead Partner is provided in the subsidy contract and in the partnership agreement template (Annex A3).The Partnership agreement should specify the role and obligations of all partners in project development and implementation.e. A partnership agreement template is annexed to the present Guidelines for applicants (Annex A3). • transferring the relevant budget amount to the partners participating in the operation according to the partnership agreement and certified costs. Under the current call for proposals an organization may participate in no more than 5 (five) project proposals as a partner (i. The partnership agreement should be annexed to the application form.
Second Call for Proposals Guidelines for Applicants
2.5.4. Project duration and grant amounts
The project proposals must be in line with the indicative operations from the key area of intervention under each priority axis as stipulated in the Bulgaria – Serbia IPA Cross-border Programme. Under this call for proposals, the following type of projects shall be financed: • Investment support projects; • Institutional Building (IB) support projects; • Project preparation facilities projects; • People to people projects. IMPORTANT No “two-phase” (two-component, e.g. project design phase and works/construction phase) projects will be allowed during the implementation period.
Area of intervention
Type of measure
Grant Amounts (€) /Amount of obligatory activities(€)*/ 200.000-1.000.000
Project Duration (min.-max. months) 6-24
Priority Axis 1 Development of small-scale infrastructure
1.1. Physical and information infrastructure 1.2. Infrastructure concerning environmental issues 1.3. Assistance for project preparation 2.1. Links and networking on the institutional, business and educational levels 2.2. Sustainable development through efficient utilization of regional resources 2.3. People to people actions
Investment support measures Investment support measures IB support measures IB support measures
Priority Axis 2 Enhancing capacity for joint planning, problem solving and development
IB support measures IB support measures
* Obligatory activities are covered by: a) for Bulgarian bodies: 85% EU contribution + 15% national co-financing, AND b) for Serbian bodies: 85% EU contribution + 15% own co-financing Note: Further to the forementioned obligatory amount of the activities, each project partner (Bulgarian or Serbian) may choose to provide ADDITIONAL own co-financing for the needs of the project. For Serbian bodies, this additional own co-financing shall come as a supplement to the OBLIGATORY own cofinancing of 15% of the activity. There are no limits for the amount of the additional own co-financing. IMPORTANT Non-investment (“soft”) projects, containing mainly soft activities can envisage investment measures (small scale construction, repair works, renovation and supply of equipment) if necessary. Investment expenditures in this case must not exceed 20 % of total eligible project costs, Page 18 of 70
Second Call for Proposals Guidelines for Applicants and their need and purpose have to be sufficiently justified. “Investment” projects including “soft” measures are also eligible for financing. In this case expenditures for investment activities should form at least 70 % of total eligible project costs.
2.5.5. Activities location
Actions must take place in one or both partnering countries (Republic of Bulgaria and Republic of Serbia) within the eligible regions listed below. For Republic of Bulgaria the following regions and municipalities are eligible:
• • •
Vidin District: 11 municipalities - Belogradchik, Boynitsa, Bregovo, Vidin, Gramada, Dimovo, Kula, Makresh, Novo Selo, Ruzhintsi, Chuprene; Montana District: 11 municipalities - Berkovitsa, Boychinovtsi, Brusartsi, Valchedram, Varshets, Georgi Damyanovo, Lom, Medkovets, Montana, Chiprovtsi, Yakimovo; Sofia District: 22 municipalities - Anton, Bojurishte, Botevgrad, Chavdar, Chelopech, Dolna banya, Dragoman, Elin Pelin, Etropole, Godech, Gorna Malina, Ihtiman, Koprivshtitsa, Kostenets, Kostinbrod, Mirkovo, Pirdop, Pravets, Samokov, Slivnitsa, Svoge, Zlatitsa;
• • •
Pernik District: 6 municipalities - Breznik, Zemen, Kovachevtsi, Pernik, Radomir, Tran; Kyustendil District: 9 municipalities - Bobovdol, Boboshevo, Kocherinovo, Kyustendil, Nevestino, Rila, Sapareva Banya, Dupnitsa, Treklyano; Sofia-city District (adjacent area): 1 municipality - Sofia city;
For Republic of Serbia the following regions and municipalities are eligible:
• • • • • •
Bor District: 4 municipalities - Bor, Kladovo, Majdanpek, Negotin; Zaječar District: 4 municipalities - Boljevac, Zaječar, Knjaževac, Sokobanja; Nišava District: 11 municipalities - City of Niš (Municipalities: Pantelej, Medijana, Crveni Krst,
Palilula and Niška Banja), Aleksinac, Gadžin Han, Doljevac, Merošina, Ražanj, Svrljig; Pirot District: 4 municipalities - Babušnica, Bela Palanka, Dimitrovgrad, Pirot; Jablanica District: 6 municipalities - Bojnik, Vlasotince, Lebane, Leskovac, Medveđa, Crna
Trava; Pčinja District: 7 municipalities - Bosilegrad, Bujanovac, Vladičin Han, Vranje, Preševo,
Surdulica, Trgovište; IMPORTANT In duly justified cases, Community funding may finance expenditure incurred in implementing operations or parts of operations up to a limit of 20% of the amount of the Community contribution to the cross-border Programme in NUTS level 3 regions or, in the absence of NUTS classification, equivalent areas, adjacent to the eligible areas for that Programme. In exceptional cases as agreed between the Commission and the participating countries, this flexibility may be extended to the NUTS level 2 regions or, in the absence of NUTS classification, equivalent areas in which the eligible areas are located. At project level, in exceptional cases, expenditure incurred outside the Programme area as defined in the first sub-paragraph may be eligible, if the project could only achieve its objectives with that expenditure.
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Second Call for Proposals Guidelines for Applicants In the district of Sofia-city, defined as adjacent area, project partners could implement operations up to 20 % of the amount of Community and national funding for the Programme. When filling the Application Form, project partners must indicate in “Table 4 – Summary Breakdown of Budget Lines per Project Partners” the amount of expenditures foreseen to be made in the adjacent area. Тhe percentage per partner and the total percentage of these expenditures will be calculated automatically. Project proposals, where expenditures incurred in the adjacent area exceed 20% of the total eligible costs of the project, shall be reported to the JMC and proposed for rejection. Therefore, Applicants are strongly advised to observe the 20% adjacency rule, especially for those projects, which include project partners from Sofia-city district. When calculating the amount of expenditures in the adjacent area, Applicants must keep in mind that in most cases, determining whether expenditure is made in the adjacent area depends on the place of the operation, rather than on the type of organization (and where it is registered) that performs the operation. To this end:
The place of incurring expenditures for construction activities is the place where the physical construction object is; The place of incurring expenditures for supplies is the place where the supplies are delivered to and are meant to be used; The place for incurring expenditures for services is the place where the results from the service in question are/will be used; The place for incurring expenditures for meetings/conferences/seminars etc. is the place where the event is/will be held; The place for incurring expenditures for staff remuneration is the place of performance of the duties of a project staff member, as specified in his/her labour contract.
2.5.6. Eligible Activities
The types of activities financed under each priority axis, key area of intervention and indicative operation must demonstrate a clear cross-border effect to the eligible programme area. IMPORTANT One project proposal must cover only one Key Area of Intervention. This is obligatory condition. Combination of activities from different Key Areas of Intervention is forbidden and will lead to direct elimination at the eligibility assessment stage. Detailed description of the eligible activities under this Call for proposals is given below: Priority Axis 1 – Development of small-scale infrastructure
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business-related infrastructure etc. oriented towards spatial integration. lightning. • • Supply of specialized equipment. widening and strengthening of roads leading to and crossing the border. libraries and community centers. Expenditures for investment support activities must form at least 70 % of total eligible costs. better quality of the environment and accessibility. Renovation and establishment of communication networks. Information infrastructure for joint utilization of resources.g.. rehabilitation. The property should be: • • • free of any encumbrances. Re. businesses. the following investment support activities are eligible (indicative only!): • • • • • • • • • Small-scale transport infrastructure construction providing regional accessibility. e-learning. • Construction. databases and virtual business support centres. Establishment of centres for exchange of information on cross-border economic cooperation. Construction. Reconstruction and partial new construction of business and innovation facilities.Second Call for Proposals Guidelines for Applicants The objective of the priority axis is the development of steadfast partnership within the area of improvement of the condition of cross border infrastructure. not the object of an pending litigation. All envisaged works activities have to be supported with approved/certified detailed works design (according to national legislation). bus stops. IMPORTANT All investment activities should be implemented on a public municipal or public state-owned property. • Works supervision services (related to the construction works). not the object of a claim according to the relevant national legislation. rehabilitation of bicycle routes leading to and crossing the border. Establishment and/or development of infrastructure for information network concerning e-services (e-health. and green areas). parking places.vitalization of public facilities in the locations (e. e-government etc). Establishment and/or development of social infrastructure in areas such as education. detailed Bill of quantities and issued Construction Permit Page 21 of 70 . more favorable business environment for new business activities and attractiveness for inhabitants and investors Key Area of Intervention 1 – Physical and information infrastructure IMPORTANT Under this intervention mainly investment support activities are eligible for financing. healthcare. providing internet access infrastructure to schools. Purchase of IT equipment necessary for establishment of business networks. pavements. Under this operation. child-care and other issues.
All supplies have to be supported by detailed technical specification. Under this operation. In case of construction works. Law of Spatial Planning (Official Gazette of Republic of Bulgaria № 1/2001) and Law on Planning and Construction (Official Gazette of Republic of Serbia № 72/09) 4 Council Directive 85/337/EEC of 27 June 1985 on the assessment of the effects of certain public and private projects on the environment (OJ L 175.7. translated in English: Explanatory note and detailed Bill of quantities. p. The procedures for Environmental Impact Assessment (EIA) as set down in the EIA-directive 4 fully apply to all investment projects under IPA.10. In case of works activities for protection of cultural and historical heritage.g. p.7. if for such kind of activities an EIA is required by the national legislation. OJ L 156. for which the relevant legislation requires approval of a Detailed Works Design and issuing of Construction Permit. All prices concerning investment activities have to be in Euro (without VAT). 25. relevant unit prices and total price. fishery. If a project is likely to affect sites of nature conservation importance. prior to submission of the project proposal. translated in English: Explanatory note and detailed Bill of quantities.1992). Directive as last amended 1992 on the conservation of natural habitats 31.2003. the applicants have to present a statement by the relevant institutions for exception of the rule for environmental impact assessment Make sure that all investments (e. an appropriate nature conservation assessment shall be made. infrastructure works) be carried out in compliance with the relevant Community environmental legislation. 1) 5 Page 22 of 70 . If the EIA-directive has not yet been fully transposed. Council Directive 92/43/EEC of 21 May by Regulation (EC) No 1882/2003 (OJ L284. p. When the relevant legislation does not require positive environmental impact assessment. Expenditures for investment support activities must form at least 70 % of total eligible costs. supported with the following documents. All the investment proposals should have positive environmental impact assessment (EIA). Directive as last amended by Directive 2003/35/EC. 40. supported with current situation drawing and the following documents. for which the relevant legislation does not require approval of a Detailed Works Design and issuing of Construction Permit.Second Call for Proposals Guidelines for Applicants (where applicable according to the relevant legislation3). 5. project design phase and works/construction phase during the implementation period) are not eligible. Key Area of Intervention 2 – Infrastructure concerning environmental issues IMPORTANT Under this intervention mainly investment support activities are eligible for financing. the procedures should be similar to the ones established in the above-mentioned directive. 22. the detailed works design for conservation/restoration/construction should be approved by the relevant national institutions for cultural heritage.1985. the applicants have to present an Approved Detailed Works Design and Construction Permit (both in original language).g. agriculture and fruit-culture. 17.2003. equivalent to that provided for in Article 6 of the Habitats Directive5.6. In case of construction works. Two-phase projects (e. the applicants have to present a statement by the relevant institutions for exception of the rule for design’s approval. the following investment support activities are eligible (indicative only!): • 3 Development of sustainable nature-friendly organic farming. and of wild fauna and flora (OJ L206.
Projects concerning waste management and waste-water treatment infrastructure. Page 23 of 70 . revitalization of populations of endemic species. creation and equipment of rest places. Small-scale renewable energy projects. • • Investment in specialized equipment and technologies related to the nature protection which are necessary for the implementation of activities under this component. mushroom-growing. systems of walking paths. honey products. embankments. nuts. wetland restoration. agricultural waste water treatment. animal products. anaerobic digestion and biogas production. • Creation of information boards. according to the established nomenclature. species and habitats (remediation of impacted areas. etc. wild berries. etc. cultural sightseeing. small waste collection facilities. restoration and conservation of important areas. replanting. Prevention. medical plants. trail marking. vegetables. fire safe picnic places and the related supervision of these sites. etc. heating and ventilation. pasture management. water sports. aromatic species. pointers.g. interpretation/directional boards. herbicides disposal. rehabilitation and construction of drainage facilities and infrastructures.). dikes. • • Reinforcement of river cross-sections for the purposes of water monitoring. Activities for permanent elimination of the negative effect of flooding – cleaning of rivers beds. including areas destroyed by fires. • Activities in the sphere of operational control of the negative effect of flood constructing small scale hydro-technical infrastructures and other activities for improvement of the cross border flood water management. renewal/rehabilitation of water control and water redirection structures such as: protective walls. maps and written guides. ramps. Improvement and/or construction of infrastructure in nature-protected areas (facilities for visitors). enrichment planting. map schemes etc. tree-nursery. farming and stock breeding. construction and renovation of hiking trails. Investments for reduction of negative effects of economic activities on the environment and supporting environmentally friendly economic activities Small scale investment measures aimed at removing the technical barriers through improvement of infrastructure for agriculture/organic waste disposal. flood relief works. hiking. lighting. including facilities for disabled tourists (improvement of access and utilities) to natural phenomenon. • Creation of better infrastructure for tourist visits. toilets for disabled tourists. water supply and sewerage. creation of zones and facilities for rock climbing. Construction and/or improvement of small-scale infrastructure for pollution prevention and flood control. riding trails. etc. installation of signs. piers. eco-paths. electricity. Establishment and/or improvement of information exchange infrastructure in cases of emergency. soil eroded and wet areas. Small scale investment measures aimed at improving or rehabilitating water wells/springs/ponds and surrounding areas. etc. stairs.. etc: e. • • • • • • • • • Preparation or reconstruction of farms for adoption of (or conversion to) of technologies for organic aquaculture.Second Call for Proposals Guidelines for Applicants including cultivation and production of herbs. • Re/Construction or rehabilitation of a modern tourism infrastructure – camping sites and associated facilities located adjacent to areas of high natural value.
In case of construction works. if for 6 Law of Spatial Planning (Official Gazette of Republic of Bulgaria № 1/2001) and Law on Planning and Construction (Official Gazette of Republic of Serbia № 72/09) Page 24 of 70 . education. and related supervision (as per the requirements of applicable National legislation). etc and related supervision (as per the requirements of applicable National legislation). bird watchers’ and photo-hunters’ platforms. visitor or other centres. equipment for cultural events. • Works supervision services (related to the construction works).. security systems. In case of construction works. • Creation and equipment of animal-watching places. botanical). IMPORTANT All investment activities should be implemented on a public municipal or public state-owned property. etc. the applicants have to present an Approved Detailed Works Design and Construction Permit (both in original language). All the investment proposals should have positive environmental impact assessment (EIA). recreation zones. areas and routes liable to erosion should not be developed for this purpose). project design phase and works/construction phase during the implementation period) are not eligible. the applicants have to present a statement by the relevant institutions for exception of the rule for design’s approval. systems for monitoring of dampness and temperature.Second Call for Proposals Guidelines for Applicants • Works to improve road access to sights and objects for rural tourism – car-parks. not the object of a claim according to the relevant national legislation. for which the relevant legislation does not require approval of a Detailed Works Design and issuing of Construction Permit. translated in English: Explanatory note and detailed Bill of quantities. educational/scientific itineraries. not the object of an pending litigation. All envisaged works activities have to be supported with approved/certified detailed works design. for which the relevant legislation requires approval of a Detailed Works Design and issuing of Construction Permit. re/ construction of roads. • Construction of cycling trails in suitable locations (due to the environmental problems created by off road biking activities. wild birds’/animals’ feeding places made of aesthetically/environmentally appropriate materials. creation of information systems in tourism information centres. ‘nature based’ interpretation / education / visitor centres (these are centres which perform activities aimed at attracting the tourists closer to nature). supported with the following documents. Two-phase projects (e.g. • Re/Construction/refurbishment of buildings. recreation zones. supported with current situation drawing and the following documents. “Green’ and ‘theme’ eco-paths (ornithological. detailed bill of quantities and issued Construction Permit (where applicable according to the relevant legislation6). etc. • Works to improve road access to sights and objects for eco-tourism – car-parks. re/ construction of roads. The property should be: • • • free of any encumbrances. translated in English: Explanatory note and detailed Bill of quantities. • Equipment and materials – for interpretation.
IMPORTANT Eligible costs cover only expenditures for preparation of feasibility studies. Background studies and rules for the preparation of aid schemes and financial support tools Detailed project designs. Cost-benefit analyses. the following indicative actions are eligible: • • • • • • Pre-feasibility and feasibility studies. Key Area of Intervention 1 – Links and networking on institutional. establishment of models for cooperation based on best practices and common needs. problem solving and development The objective of this priority axis is to improve the capacity of the region to deal with regional issues as: identification of problems and tracks for solutions. infrastructure works) will be carried out in compliance with the relevant Community/National environmental legislation. This priority axis focuses on improving business. All supplies have to be supported by detailed technical specification. Key Area of Intervention 3 – Assistance for project preparation (1) “Soft” measures Under this operation. All prices concerning investment activities have to be in Euro (without VAT). Priority Axis 2 – Enhancing capacity for joint planning. No costs for investments are eligible under current intervention 3. financial and cash-flow plans. stakeholder and institutional links in both quantity and quality dimensions with the aims of improving the ability of regional stakeholders to jointly address common issues. business and educational levels Page 25 of 70 . the applicants have to present a statement by the relevant institutions for exception of the rule for environmental impact assessment.Second Call for Proposals Guidelines for Applicants such kind of activities an EIA is required by the national legislation and to be ensured that all investments (e. Economic and technical studies. architectural and engineering designs.g. marketing studies. Research and information services for entrepreneur. Environmental Impact Assessments. relevant unit prices and total price. Joint business directories. social and education organizations – Creation of Data Bases. • • Preparation of tendering (public procurement) documents and bills of quantities. Technical Studies. architectural survey projects and preparation of other necessary documentation. analyses and other related services. partnership establishment. When the relevant legislation does not require positive environmental impact assessment. strengthening of institutional and business structures to respond to market requirements. Internet platforms. health.
market and PR campaigns. market studies. etc. • • • Information services for entrepreneurs active in the border region: creation of databases. Joint activities for business-support of cross-border business activities: establishment of centres to support cross-border business initiatives. co-operatives or consortia for joint manufacturing or provision of tourist services – preparation of business and marketing plans. various Internet-based informational resources. best practices transfer. joint business directories. while the procurement of laptops should be properly justified for the purpose of the specific activity and will be eligible only if such have not already been procured under other EU funded projects. business and the market. etc. Internet platforms. while the procurement of laptops should be properly justified for the purpose of the specific activity and will be eligible only if such have not already Page 26 of 70 . Preparation of joint research studies for market opportunities. small re-construction works).. use of IT for promoting cross-border cooperation between companies. direct export sales and marketing. In case expenditures for investment support activities are envisaged (supply.. joint initiatives for attracting direct investment in the crossborder region and strengthening the transfer of expertise. Establishment of cooperation between educational institutions. • • • Development of joint training. Support for joint databases and information provision in order to promote movement of people and services. development of support schemes and establishment of economic networks. In addition either PCs or laptops can be procured under supplies. In case expenditures for investment support activities are envisaged (supply. the following institutional building (IB) support activities are eligible (indicative only!): • • • Establishment and/or promotion of institutional. small re-construction works). development of joint marketing and promotion services. Support for the setting up of the joint ventures. Cross-border initiatives for the promotion of entrepreneurial cooperations: training programmes. such expenditure must not exceed 20 % of total eligible costs. Key Area of Intervention 2 – Sustainable development through efficient utilization of regional resources IMPORTANT Under this intervention mainly institutional building (IB) support will be financed. establishment of data bases for regional stakeholders. scientific exchange and educational facilities for knowledge based economy. such expenditure must not exceed 20 % of total eligible costs. In addition either PCs or laptops can be procured under supplies. etc.Second Call for Proposals Guidelines for Applicants IMPORTANT Under this intervention mainly institutional building (IB) support will be financed. business and educational networking on both side of the border. Under this operation.
Organization of cross-border business events. etc. economic and regional development etc. information and know how exchange on cross-border area’s natural resources protection. Joint projects in employment creation. Increase the competitiveness of enterprises by focusing on R&D activities and innovations. tourism as a factor for increasing employment. workshops. Joint studies related to the increase of the energy efficiency and of the use of renewable energies. workshops.eco. • • • Exchange of know-how of modern information and communication technologies.). cross-border studies. Establishment of network and cooperation between the existing environmental institutions (i. human resources management and equal opportunities for the vulnerable groups within the labour market. Joint public awareness campaigns for environmental protection and nature-friendly behaviour: joint conferences. Joint studies on climate change impacts on the area and joint action plans for reducing these impacts. elaboration of sustainable management plans. Under this operation. rural-. Development and implementation of the joint plans.Second Call for Proposals Guidelines for Applicants been procured under other EU funded projects. Development of joint plans and joint solutions for biodiversity safeguarding. environment protection agencies. bi/multi-lingual promotional literature. Organization of cross-border cultural events.etc. Page 27 of 70 . the following institutional building (IB) support activities are eligible (indicative only!): • • • Activities for development of green-. exhibitions. • • • • • • • • • • • Development of the joint/correlated management plans for the nature protected areas. • • • • • Activities for mitigation of environmental pollution in mining sites (for example exchange of experience. Joint cross-border information campaigns focused on environmental protection. Joint development and promotion of tools and techniques for the establishment of common cross border tourism based on the opportunities for sustainable use of natural resource. Joint activities and cooperation in cases of emergency. inventories. Cross-border cooperation of cultural institutions and organisations. Joint projects in business. data collection. Development of joint early warning systems for prevention of natural disasters. cultural. Joint research studies. including crossborder and international workshops on environmental risk prevention and fight against climate change challenges. Reduction of negative effects of economic activities on the environment and encouraging of friendly environmental economic activities. seminars. a cross-border integrated approach and networking.e. educational and training programmes for pollution prevention.. administrations of the protected areas) for the maintenance of the sustainability of ecosystems and protection of the shared natural environment.
environmental training and activities aimed at increasing public environmental awareness.. etc. etc. organization of exhibitions or seminars. Establishment of information networks for promotion of common cultural heritage in the region. Key Area of Intervention 3 – People to people actions IMPORTANT Under this intervention mainly jont small activities will be financed. Exchange of best practices and know-how in the sphere of revival and preservation of the cultural heritage. small scale support to wastewater management.. web pages and multimedia products. • Initiation of partnerships among local stakeholders in the border area and implementation of joint activities aimed at awareness raising. dealing with problems exacerbated by the proximity to the border. while the procurement of laptops should be properly justified for the purpose of the specific activity and will be eligible only if such have not already been procured under other EU funded projects. organization of round tables and workshops for discussing topics related to sustainable rural tourism development and to valorization of local assets and cultural heritage. services and skills development. Activities reducing and avoiding negative effects of economic activities on the authenticity of the cultural heritage. creation of data-bases. exhibitions. traditional customs and cultural heritage. etc. problem assessment. In addition either PCs or laptops can be procured under supplies. interpretation programmes.. promotion of rural products in the particular area. promotion of cultural sites and their transformation into tourist sites. and rural tourism development. Encouragement/revitalization of traditional craftsmanship. • • • Cultural cooperation through development of joint traditional and new festivals. such as publishing of brochures and leaflets. such as drafting studies. Page 28 of 70 .Second Call for Proposals Guidelines for Applicants • Creation of new common cross-border cultural products and services. such expenditure must not exceed 20 % of total eligible costs. • Activities related to marketing and advertising of the rural sights. Intervention 3 will financed joint small projects in the following areas: • Environment: Projects focused on specific regional environment issues. which could promote employment in the border area. cultural events. identification of the existing needs and trends of the market and development of proper marketing strategies for the products. Elaboration of models for the management of cultural sites. capacity building. In case expenditures for investment support activities are envisaged (only supply!!!!). environmental management and pollution prevention. marketing and promotion. Development of new cross border integrated rural tourism products covering the whole tourism cycle – destinations. • • • • • Activities for development of cultural tourism as a factor for increase of employment. marketing and promotion.
Joint projects may also involve the elaboration of materials for distance learning etc. innovative teaching and learning projects. designing joint study programmes. such as promoting the mobility of citizens. consumer protection organizations. Also eligible are such activities in the relevant region which strengthen the measures of information dissemination and awareness-raising and training activities that encourage links and networking between civil society organizations and local and regional authorities across the border. Relevant training courses and information will be provided in support of exchange visits. • Measures to promote cooperation in health. networks of academic and professional expertise... exchanging information. • Economic Development: Support for small projects focusing on development of local economies. • Local Democracy – schemes improving the capacity of organizational structures in public administration and other institutions at local and regional level. exchanging information. carrying out analysis and evaluation. exhibitions and advertising events. combat discrimination on grounds of racial or ethnic origin. unemployment. designing joint study programmes. particularly the sharing of resources and facilities on a cross-border basis: Development of quality education by encouraging cooperation between people and institutions at both sides of the border through a wide range of activities. establishing networks. project preparation and procedural matters. thus also promoting life-long learning for all citizens of the border region. establishing networks. establishment of cross-border co-operation structures and partnerships among support organizations. thus also promoting life-long learning for all citizens of the border region. education and training initiatives. vocational and career mentoring and advice – Support to wide range of activities intended to promote the integration of various disadvantaged groups. religion or belief. which will help to enhance the economic base of the border region. • Cultural exchanges and promotional events of cultural heritage or natural attractions – The Programme will support initiatives aimed at improving cultural relations between Bulgaria and Page 29 of 70 . collective actions to assist people with disabilities. public benefit corporations. disability. professional chambers and local and regional municipal authorities. local employment. Projects directed to local and regional tourism get particular support as an important tool for both cultural and economic cohesion among the border regions. such as promoting the mobility of citizens. Exchange of know-how and experience in education at various levels will also be supported. • Anti-discrimination. religious institutions. etc. age and sexual orientation. networks of academic and professional expertise. etc. promoting dialogue with civil society organisations. developing the capacity to combat and prevent discrimination. marketing initiatives. etc.). innovative teaching and learning projects. trade unions. For example proposals for support schemes of small-scale enterprises. and raising awareness. Schemes will be supported that help to create and intensify the skills of organizational structures in local and regional public administration and other elements of democratic society (NGOs including civil associations.Second Call for Proposals Guidelines for Applicants • Education exchanges and training initiatives: Development of quality education by encouraging cooperation between people and institutions at both sides of the border through a wide range of activities. fairs.
Eligibility of Expenditures Page 30 of 70 .Second Call for Proposals Guidelines for Applicants Serbia. other Community programmes or other funds. the use of the grant to make further grants (financial or in-kind) or loans to other organisations or individuals such as for those who are establishing their businesses). creation of information network and strategy for representing of the cultural tourist product(s). Activities without a real cross-border impact. actions that include provisions to finance the core activities currently carried out by the applicant or (if any) his partners. and profit-earning activities.g. creating a positive notion of history.5. conferences. plans or other similar documents. promoting the exchange of experience.e. etc. culture and art of neighbouring countries. • • • • actions for which the Partner is already receiving funding e. preparatory activities for a conference and the publication of proceedings do not in themselves constitute such a wider project. 2. round tables. Charitable donations.8. Activities that started before Applicants have signed a contract for awarding grants except project preparation activities. Activities covered by other Community Programmes. actions supporting establishment or activities of private or public enterprises. • • • • • • Projects consisting of the development of strategies. promotion of cultural tourist product. These actions can only be funded if they form part of a wider project. seminars or similar events. popularising historical cultural heritage of the region. religiously or politically biased. joining young people to local cultures. congresses. skills and ideas for projects in the future mutual exchanges among youth. seminars. folk undertakings. from the Governmental budget. It will support also the studying of cultural historical heritage in the border area. Activities with provisions for financing the usual management activities of the local organizations. 2.7. For this purpose. • • • • • • Activities concerned only or mainly with individual scholarships for studies or training courses or research actions. creating a model of useful and stable practice for co-operation between different institutions. development of cultural traditions. infrastructure projects or projects essentially focused on the purchase of equipment. sub-granting activities (i. One-off actions such as conferences. etc. Ineligible Activities Under both Priority Axes the following types of activities are ineligible: • Activities concerned only or mainly with individual sponsorships for participation in workshops. commercial activities. creation and development of cultural networks on either side of the border and the establishment of information and training centres for cultural exchange.5. Activities linked to political parties. actions which are ideologically.
2007] implementing Council Regulation (EC) No 1085/2006 establishing an instrument for preaccession assistance (IPA). have not been subject to financing from any other public funds. The amount of the grant and the percentage of the EU co-financing as a result of these corrections may not be increased. Expenditures must be made according to the following documents: • Commission Regulation (EC) No 718/2007 of 12 June 2007 [OJ L 170 from 29. but not earlier than one year before the date of call for proposals. the starting date for the eligibility of expenditure for project preparation is not earlier than one year before the date of call for proposals. Recommendations to award a grant are always subject to the condition that the checking process which precedes the signing of the contract does not reveal problems requiring changes to the budget (for instance arithmetical errors. It is therefore in the applicant's interest to provide a realistic and cost-effective budget. For Bulgarian applicants. inaccuracies or unrealistic costs and other ineligible costs). 2011). and this condition applies to all Applicants. The eligibility of expenditure applies to EU and national contribution. and be backed up by supporting documents. The budget is therefore both a cost estimate and a maximum ceiling for "eligible costs". have been stipulated in the project budget. The starting date for the eligibility of the implementation costs is the day after the signature of the Subsidy contract between MA and Lead Partner. To be eligible for financial support under the call for proposals. Specific rules approved by the Joint Monitoring Committee. be necessary for carrying out the action and must comply with the principles of sound financial management. Note that the eligible costs must be based on real costs based on supporting documents. The expenditures are generally eligible if they comply with the principles of efficient financial management Page 31 of 70 . be recorded in the partners’ accounts and tax documents. The checks may give rise to requests for clarification and may lead the Managing Authority to impose modifications or reductions to address such mistakes or inaccuracies. national and European legislation. • • • • • • Practical Guide to Contract procedures for External actions (PRAG). be effectuated until the end of project.06. be identifiable and verifiable. the starting date for the eligibility of expenditure for project preparation is the date of the official approval of the Financing Agreement between the Government of Republic of Serbia and the Commission of the European Communities (October 4.Second Call for Proposals Guidelines for Applicants Only “eligible costs” can be taken into account for financial support. • Commission Regulation (EC) No 80/2010 of 28 January 2010 amending Regulation (EC) No 718/2007 implementing Council Regulation (EC) No 1085/2006 establishing an instrument for pre-accession assistance (IPA). in particular value for money and cost-effectiveness. be verified and certified as eligible by the controllers designated by the Managing Authority and the National Authority respectively. The ending date for eligibility of expenditures for project preparation is the date of signature of the Subsidy contract. both Bulgarian and Serbian. expenditures must: • • • be in line with the provisions of the grant contract. For Serbian applicants.
86/04 and 61/05. The calculation shall be properly documented and periodically reviewed. the bank charges for opening and administering the accounts. Flat rates based on average costs may not exceed 25% of those direct costs of an operation that can affect the level of overheads.g. and (iii) they are clearly identified in the project proposal. in case the expenditure is incurred prior to signature of Subsidy contract (e. IMPORTANT Please note that based on the current procedures applied in the Republic of Serbia. ii.Second Call for Proposals Guidelines for Applicants and. the following costs shall be eligible for a contribution from the IPA: (a) value added taxes. provided they are based on real costs attributable to the implementation of the operation concerned. The final beneficiaries partially recovering VAT have to provide the controllers with the proof of the percentage of non-recoverable VAT. costs of technical or financial experts. if applicable. they are not recoverable by any means from other sources according to national legislation (for Bulgaria – Bulgarian VAT Act. iii. According to Article 89(3) of Commission Regulation (EC) No 718/2007 by way of derogation from Article 34(3).2007 of the Ministry of Finance. if the following conditions are fulfilled: i. The earliest possible start of the project is the date of signature of the Subsidy Contract with the exception of expenditures for project preparation (when applicable). (c) where the implementation of the operation requires a separate account or accounts to be opened. IMPORTANT In-kind contribution is not eligible expenditure! IMPORTANT Under the authorization of JMC the MA/NA reserve the right to perform negotiations and budget reductions after the assessment stage and based on the recommendations provided by the assessors and the Assessment working group! List of Eligible Expenditures Page 32 of 70 . 84/04.08. if they are directly linked to the co-financed operation and are necessary for its preparation or implementation. with the relevant rules for public procurement. Serbian project partners can not claim VAT refaction and are not exempted from VAT. (ii) it is established that they are borne by the beneficiary. and accountancy or audit costs.Value Added Tax Act Law “The Official Gazette of RS” No. (d) legal consultancy fees. for Republic of Serbia . Please plan the project budget accordingly! (b) charges for transnational financial transactions. letter № 91-00-502/27. (e) overheads. notary’s fees. costs for project preparation).
Accountant. Coordinator. For all Bulgarian beneficiaries this suggests that the appointment of duties to the members of the project staff will be done through the use of: • Labour contracts. Labor contract/second Labor contract or addendum to the labor contract in accordance with the Labor Code.Second Call for Proposals Guidelines for Applicants IMPORTANT The total sum of the maximum rates of the budget lines listed below exceeds 100 %. “Ugovor o autorskom honoraru) only to be used in specific cases as regulated by/fully in line with respective Serbian national legislation The expenditure on the team members’ remuneration will be declared for reimbursement proportionally to the actual work performed during the respective implementing period through a report for the hours worked on the project (time sheet). The members of the project staff perform periodically repetitive actions related to the organization. • For persons employed under civil servants contract. The expenditure on the team members’ remuneration will be reported proportionally to the work performed during the project implementation through a report for the hours worked on the project (time sheet). the appointment of duties to the members of the project staff will be done exclusively through the use of following types of contracts/annexes to contracts/orders of assignment (“Resenje”) by the Head of organization in accordance with the Serbian Law on Labour (“Zakon o radu”) and the Law on Obligatory relations (“Zakon o obligacionim odnosima”): • • • Labour contract (in Serbian. coordination. BUDGET LINE 1: Project management costs – maximum 25 % of total eligible project costs Sub–line Project staff* remunerati on Eligible expenditures Administrative staff are: Project Manager. Assistant. “Ugovor o radu”) or annexes to Labour contract (when applicable) Fixed-term employment contract (in Serbian. For all Serbian beneficiaries. an Order by the Head of the Administration must be issued to determine the project team. The percentage limitation between the budget lines (minimum and maximum) will be used during the process of calculation of the final amount of the eligible expenditure after the end of the project implementation. In real project proposals with real expenditures the amount should be 100 %. The costs of the administrative staff executing tasks for the project management and/or tasks for the project activities are eligible under the following conditions: • Members of the project team should be directly employed by the project organization on the basis of a regular work contract (or any similar type of Page 33 of 70 . management and reporting of the activities and results related to the project during the project period. “Ugovor o delu”) Other types of employment contracts (in Serbian.
trainings & seminars).Second Call for Proposals Guidelines for Applicants contract according to the national rules) between themselves as employees and the project organization as employer. The costs for those experts shall be budgeted under the budget line 5 “External Rent of office Overheads Consumabl es expertise and services”. water. insurances for cars. meetings of the project team etc. . business trips related to the project activities. cleaning. The employee could work full-time or part-time for the project. pens. Expenses covering rent of office for the purpose of the project. etc. while “per hour” must be used to indicate part time employment. heating. Expenses covering paper. rent of vehicle for the operation. etc. bus tickets. The employment (full or part time) shall be indicated together with the respective position and it should reflect to the unit rate (maximum amount of unit rate can be used only for full time employment). car/mini-bus travels (expenditure for fuel/kilometer. Please note that the only units which can be used for the sub-line are “per month” and “per hour”. green cards. procurement expert. Maximum amount of the unit rate can be based on the average amount of remuneration of the respective applicant institution/organization. folders. • • Contribution of civil servants as “employees” of a partner organization can be considered eligible under budget line “staff costs”. toners for the needs of the office. “Per month” must only be used to indicate full time employment for the respective project staff member. telephone costs. trainers) according to Bulgarian Obligations and Contracts Act (OCA). vehicle of the organization or rent vehicle is budgeted in kilometers.workshops. vignettes. post service. where the project is going to be implemented etc. If it is necessary the organizations can employ/contract external technical experts for implementation of project activity/activities but not regular tasks (legal expert. diskettes. motor way taxes. Expenses covering electricity.):medical insurances. Total number of kilometers should be determined in the project proposal in compliance with the project scope. The expenditure for fuel of personal vehicle. In the subline shall be budgeted expenses for fuel of vehicle used for events. as follows: • • events related to the project (technical meetings. region and/or position. Eligible expenditures Travel costs will usually cover expenses for: train tickets. This line covers travel costs for the operation and had to be borne by project team members Daily allowances rates must be in compliance with the relevant national Sub–line Travel costs Daily allowances Page 34 of 70 . meetings of joint working groups. BUDGET LINE 2: Travel and accommodation This budget line will cover the expenses for the project staff members from both countries in events taking place in the two partnering countries.
agenda. bus or van for the participants of vehicle for event. Expenditures for alcoholic beverages and cigarettes are not eligible. folders etc. awareness campaigns. CDs. target groups. The proposed unit rates for this sub-line are “per hour” or “per day”. business diners and lunches for all participants in the events. Outside the eligible area the accommodation costs are up to € 130. video equipment. Expenses for preparation of materials supporting the events (invitations. refreshments. folders. Accommodation costs outside the eligible area are up to € 130. Expenses for consumables as paper. press conferences. key chains.). for the purpose of the event. The maximum eligible rate for the catering per participant/per day is 20 € /including coffee break/s and lunch/ and 35€ /including coffee break/s. lunch and Preparation of materials Consumables Rent of vehicle for event Accommodations for participants in the events dinner/. BUDGET LINE 3: Meetings. Page 35 of 70 . events Costs for organization of meetings. BUDGET LINE 4: Information and publicity Sub–line Purchase of advertising Eligible expenditures Expenses only for purchase of advertising materials as pens. bags. note books. IMPORTANT In each budget sub-line the expenses shall be budgeted as per event and per participant/per day or pay participant in accordance with the description of the project activities. trainings or conferences. compact disks. cases. etc. presentations etc. files. etc. Expenses for coffee breaks. The proposed unit rate for this sub-line is “per participant/per day” IMPORTANT The costs are only eligible if stated clearly and easily visible on the invitation/agenda. Expenses for rent of equipment. audio equipment. Expenses for direct beneficiaries. Accommodation Accommodation costs in the eligible border region of the two partnering countries are up to € 80. participants in the events. including: translation equipment. seminars. hats. In the eligible border region of the two partnering countries the accommodation costs are up to € 80. Eligible expenditures Expenses for rent of halls – for meetings. etc.Second Call for Proposals Guidelines for Applicants legislation and regulations of the two partnering countries. USBs. trainings. The proposed unit rates for this sub-line are “per hour” or “per day”. other related to the purpose of the event equipment. conferences. diskettes. Expenses for renting of car. catering. refreshments etc. include: Sub–line Rent of hall Rent of audio/ video equipment Coffee breaks.
) brochures. fences etc. related to elaboration of documents. implementation provisions etc. Publications in mass-media BUDGET LINE 5: External expertise USBs. note books.3). agreements. TV). leaflets (informing about the project’s implementation and results). folders). Page 36 of 70 .advertising items with the logo of the project or with the logo of the Programme (pens. gas connection etc. rehabilitation. Site organization: places for workers and equipment. design. • • • • information materials (concerning the project documents. translation. etc. BUDGET LINE 6: Investments . Sub–line Small scale construction Eligible expenditures Expenses for land preparation – any works aimed at making the land suitable for the purpose of the project (removal of unnecessary materials and vegetation. Connection to utilities: power connection. key chains. trainers line are “per hour” or “per page”. Eligible expenditures Expenses for feasibility studies. bags.). etc. studies.Second Call for Proposals Guidelines for Applicants materials Elaboration. Expenses for land rehabilitation after completion of works and/or environment protection activities. Authorizations. etc. The unit rate that must be used under this sub-line is “per contract”. Bank charges for transnational financial transactions. CDs. certificates. trainers. widening and modernization of the building(s)/site(s) and the related installations). reconstruction. The proposed unit rates for this sub- Interpreters. Main investment (construction. designs etc. Expenses for publications in press and broadcasting in mass-media (radio. legal advice. permits etc. drainage etc. publishing or printing of: design. Maximum 20 % of total eligible project costs in case of “soft” projects.minimum 70 % of total eligible project costs in case of “investment” project. • Sub–line Consultancy. lecturers. waste removal. supplies and works. elaboration of works design (only for area of intervention 1. manuals and guidelines (related to the project). water supply and sewage connection. design of project’s logo. Bank charges for opening and administering the separate bank account required by the Programme only for the Lead partner. hats. Expenses for obtaining authorizations. translation. Expenses for interpreters. design and printing of visibility materials . certificates. Expenses for elaboration. lecturers. surveys. technical expertise. specialized software/web-pages.
e. Applicants must strictly follow the provisions of the Practical Guide to Contract procedures for External actions (PRAG). this cost is Page 37 of 70 . Purchase of vehicles is eligible provided that they are mandatory for achieving the project objective (i. but not earlier than one year before the date of call for proposals. feasibility studies. Payment of a subsidy towards the cost of Project Preparation will only be made to those applicants whose projects are approved for subsidy. both Bulgarian and Serbian. consultancy. Expenditure necessary to bring the equipment to working condition. BUDGET LINE 7: Others – maximum 10 % of total eligible project costs Sub–line Project preparation Eligible expenditures Expenses for project preparation (meetings between partners. Maximum 3 % of total eligible project costs. The depreciation rate has to be in line with national rules. The depreciation costs of equipment can never exceed the purchase price of the equipment. the starting date for the eligibility of expenditure for project preparation is not earlier than one year before the date of call for proposals. For Serbian applicants.Second Call for Proposals Guidelines for Applicants Expenditure for supervision (if necessary) – in compliance with the relevant Supply* national legislation Expenditure for purchase of IT equipment and furniture. specialized vehicles for construction. The amount (percentage used and time duration) has to be auditable. detailed project design and other technical documentation. The ending date for eligibility of expenditures for project preparation is the date of signature of the Subsidy contract. When sub-contracting project preparation activities. Depreciation is charged proportionally for each relevant period for which a periodical report is required and prepared. Otherwise. 2011). Only the proportionate sum of the depreciations costs according to the use of equipment for the project is eligible. Expenditure for purchase of software. and this condition applies to all Applicants. For Bulgarian applicants. The full value of depreciated costs on equipment in relation to the total project duration cannot be charged as total amount for one particular period. fees. translation of documents. the starting date for the eligibility of expenditure for project preparation is the date of the signature of the Financing Agreement between the Government of Republic of Serbia and the Commission of the European Communities (October 4. * For equipment that will not be used by the project partners or the project target group after the project completion and if the economic lifetime of the equipment (respectively – the period of amortization) is longer than the project duration. etc. for interventions in case of disasters. only the depreciation costs for the period of project duration are eligible. charges and other supporting expenditure) carried out before the signature of subsidy contract. studies.).
guarantee payments. according to the complexity of the project. Contingency IMPORTANT Before filling an application form each beneficiary should clarify its VAT status and determine the VAT as recoverable or non-recoverable for each activity. (g) bank charges. (e) operating costs. (i) contributions in kind. profit payment.Second Call for Proposals Guidelines for Applicants not recoverable. (f) second hand equipment. Maximum 5 % of total eligible project costs. (f) for the products which are considered as author works.9. cash discounts. compensation for damages. The amount of unit rates shall be VAT excluded. costs of guarantees and similar charges.5. (b) customs and import duties. (j) interest on debt. Page 38 of 70 . rebates. the Lead Partner or its Project Partner/s can not claim for reimbursement deriving from copyrights. Maximum 2 % of total eligible project costs. (b) expenditure on housing. etc). or any other charges. (e) special awards and bonuses to employees. (c) purchase of artist works. As an exception.g. greeting cards). (g) unpaid partial amounts of invoices (e. 2. including value added taxes. The eligible VAT (non-recoverable from other sources) shall be filled by the Applicants in row “Eligible VAT”. (h) conversion costs. Those costs are eligible only if they are detailed in the explanatory documents. financial penalties and expenses of litigation. (h) commissions and dividends. the purchase of land for an amount up to 10% of the eligible expenditure of the operation concerned is eligible. Ineligible Expenditures According to Article 34(3) and Article 89(2) of Commission Regulation (EC) No 718/2007 and its amendments in Commission Regulation (EC) No 80/2010 of 28 January 2010 the following costs shall not be eligible for a contribution from the IPA: (a) taxes. as well as other purely financial expenses. charges and exchange losses associated with any of the component specific euro accounts. In addition. Other specific for Specific activities foreseen in the project that cannot be put down under any of the project the above budget lines. (d) fines. rent or leasing of land and existing buildings. the project ineligible expenditures are as follows: (a) items such as gifts (flowers. (d) personnel salaries (including civil servants) financed from the national/regional or municipal budgets for the implementation of regular activities (usual day-to-day management tasks and statutory responsibilities of an employee). (c) purchase.
2.government.mrrb.government.6.ipacbc-bgrs.eufunds. (j) fines. (n) membership fees and meeting honoraria. The submission of project proposals is open to all potential beneficiaries that meet the eligibility criteria. Annexes and Supporting documents. (q) individual scholarships or expenditure for formal studies or vocational education.bg NA website: www.6. IMPORTANT In addition to the above a detailed instruction on how to complete the project budget is given in these Guidelines for Applicants – Application Form Part III. These are the official forms that should be submitted when applying for financial support under the Programme. How to Apply The financing under the Bulgaria –Serbia Cross-Border Cooperation Programme is available to potential beneficiaries through a competitive process. financial penalties and expenditure on legal disputes.1. indicating clearly the reference of the Call for Proposals: Fax: +359 2 9405 361 E-mail: NNikolich@mrrb. Application Form. Questions may be sent by e-mail or by fax to the address listed below. The Guidelines for Applicants provides potential beneficiaries with detailed guidelines on the application for funding process. (m) guarantee costs with the exception of guarantees from banks or other financial institutions in the amount demanded under the national or Community legislation. (o) tax counseling. How to get the Applicants’ Package The Applicants’ Package contains the Guidelines for Applicants. The Applicants’ Package is available on the following websites: • • • • MA website: www.evropa.rs Programme’s website: www. (r) in kind contribution (s) financial awards. (l) charges for financial transactions within one country (national). 2.bg Applicants may submit questions of substance in writing up to 21 calendar days before the deadline for submission of proposals. (k) currency exchange commissions and losses in currency exchange rates.gov.eu Bulgarian Ministry of Finance’s website: www.bg Page 39 of 70 . (p) sponsorships. The JTS will reply no later than 11 calendar days before the deadline for the submission of proposals.Second Call for Proposals Guidelines for Applicants (i) purchase of business share and stock exchange shares.
hand-written applications will not be accepted. Application Form . an action or specific activities.ipacbc-bgrs. will be published on the internet site: www.2.Check list The check list will be filled automatically when all parts and sections of the application form have been properly completed. together with their answers. stamped and signed application form. Any application received after the deadline will be automatically rejected even if the postmark indicates a date preceding the deadline or if the delay is due to the courier service. Make sure you fill in the documents by computer. the Contracting Authority cannot give a prior opinion on the eligibility of an applicant. The registration date and time is the day and time when the fully completed.Second Call for Proposals Guidelines for Applicants In the interest of equal treatment of applicants. IMPORTANT Modifying the standard application form or Annexes will result in the rejection of your application.g. together with annexes. dated. Project registration number and date of registartion: will be put on the envelope by the JTS/Main office. Application Form Application Form . the name of the Lead Partner institution and the name of responsible person should be stated in English. Proposals sent by any other means (e. arrive at the JTS/Main office. a partner. All pages should have written by hand consequent page number. The application form and annexes should be submitted in hard copy (paper version) and digital (CD or DVD) and should arrive at the JTS/Main office before the deadline announced in the call for proposals. by fax or by e-mail) or delivered to other addresses and after the deadline and the hour for submission of project proposals will be rejected. Questions that may be relevant to other applicants. How to fill in the Application Form and its Annexes Application Form and Annexes must be submitted using the forms included in the Applicants’ Package. in the lower right corner (which will continue from the Application Form until the last page of the last annex). The Supporting documents issued by national/local authorities or other bodies shall be attached in the original language accompanied by a translation in English where requested. Please complete the application form and its annexes carefully and as clearly as possible so that it can be assessed properly. Page 40 of 70 . The Application Form and Annexes must be filled in English. Project number: this will be filled in by the Chairperson of the Assessment Working Group at the opening session.6.eu 2.covers: The project acronym.
Second Call for Proposals Guidelines for Applicants Application Form . Private sector Private non-profit organization .g. For the all partners including the Lead Partner organization. having legal personality (including non profit organization with public financing). civic associations with private financing only). it should be mentioned.g. as lead beneficiary. The “legal status” filed should be filled in accordance with the type of organization (from public sector Public body or Public equivalent body and from private sector . managerial or supervisory board. by the State.2. fax and e-mail. foundations. regional or local authorities. without concern for financial profit (e. Page 41 of 70 . 1.1. The names of all the partner organizations should be stated both in their native language and in English. for the most part. State the specific role of each partner in the implementation and management of the current project. or having an administrative. or by other bodies governed by public law. If the partner is a regional/local branch with legal personality. The Lead Partner is. State the official address. or subject to management supervision by those bodies. The Lead Partner will be the addressee of the entire correspondence during the application assessment process and will also be responsible for reporting to the JTS after approval of the project. financed. regional or local authorities. telephone. responsible for the implementation of the entire project. More information about the role and tasks of the Lead Partner are stipulated in the subsidy contract template annexed to this Guide. local authorities). more than half of whose members are appointed by the State. regional.legal entity that has to fulfill the following criteria: established under public or private law mainly for the specific purpose of meeting needs in the general interest. Detailed information State the official and full name of the organization. the name and position of the legal representative are requested.legal entity established and governed by public law assigned with specific competences and tasks performed in public interest (e.Non-profit organization).legal entity whose primary objective is to support private interest or public concern for non-commercial purposes. Partner profile State the past experience (over past 3 years) in territorial co-operation actions. The Lead Partner and the partners must present data regarding the object of activity and the tax registration number. Public sector • • - Public body .PART I IMPORTANT Please fill the information below for every project partner starting with No 1 for Lead partner 1. national. these project proposals should be clearly stated by the Lead Partner. or other bodies governed by public law. Identity 1. legal representative. If the Lead Partner participates as a partner in other project proposals under the present Call for Proposals. Public equivalent body .
2. Project duration State the project duration in months. BIC (Bank identification code). 2. number of full time staff.2. Joint Staffing. State Priority axis and key area of intervention of the project. bank details 2. 1. number of offices and equipment for the past 3 years. As it could be seen in the Assessment checklists. Project identity 1.own contribution will be filled automatically after filling the Budget tables of the Application form – Part III . The Priority axis number and Key area of intervention number should be taken from the table shown at section 2 .3. 12.item 2. Project title State the official and full name of the project and acronym. Financial information 2. total value of the national co-financing and if applicable .2. Here partners must provide detailed information about those projects (maximum three projects per project partner). Application Form .Second Call for Proposals Guidelines for Applicants 1.2. 3. Project description 3. the cross-border impact of the project is assessed under the Technical and Quality Assessment No.1. 2. 2. 1. Consistency with programme strategy Page 42 of 70 . Joint Implementation. number of part time staff. Programme priority axes of this document. Joint Financing (please refer to section 2 – General requirements). Sources of financing (EUR) The information concerning total value of the project.1.1.2. Here the project partners must state if they have ever received financing from European funds. Cross border impact of the project The applicants must provide information regarding the cross-border impact of the project. Cross border character of the project In order to prove the cross-border character of the project you must explain which of the following criteria are fulfilled (minimum two): Joint Development.1. Partner experience State already financed and implemented projects (maximum 10 per project partner).Table 2. Financial data 2. IBAN. Detailed information State national registration code.PART II 1.3. capacity and equipment The project partners must state information concerning annual turnover. Financial status. Breakdown of eligible expenditure per year (EUR) The eligible expenditures planned will be filled automatically after filling the Budget tables of the Application Form – Part III – Table 2. VAT registration. total value of the EU funds.
3. beneficiaries and estimated number The project partners should provide clear description of the target groups. This can be demonstrated by explaining the foreseen contribution of a project to the aims of the Programme. 3. For each activity must be clearly stated the starting date. 4. Background and demand for the overall project Project partners should provide a clear description of the problem which the project is going to tackle and the contribution which the project will make to help solve it. elaborated by MA. It should be described why the chosen partnership is necessary for the project. beneficiaries and estimated number. following the instruction given in the “Methodology of output and result indicators”7. the applicants have to strictly follow 7 The document is available bgrs. 3. In case the project envisages activities which might contribute or influence another priority axis or key area of intervention or indicative operation.2. explanations are to be given in this section. “Target groups” are the groups/entities who will be positively affected by the project “Direct beneficiaries” are those directly involved in the project implementation “Final beneficiaries” are those who will benefit from the project in a long term 3.5. Expected results Output and Results indicators allow measuring the achievement of the quantitative targets presented in the Application Form.5 will be filled automatically in the table. In this area the partners must explain how the project complies with the Programme strategy and state the priority axis.3. the level of achievements of the project should be justified in terms of having a long-lasting impact from its final results. Please state the location of each activity and the responsible partner for each activity. It is recommended to describe what is new about the project in relation to what has been previously achieved – including other supported by EU activities and other projects and Programmes in the area – and in relation to what will be achieved in this area in the future.2. Expected outputs and 4. key area of intervention and indicative operation aimed by the project. the applicants should provide quantification of those Programme’s indicators that are relevant to the project outputs and results. When preparing their Application Form.1. Project objectives The projects should set its own clear objectives (general and specific). Monitoring indicators 4. Furthermore. Project partners should explain briefly and clearly how their project will contribute to the aims of the Programme. It must be explained how the project objectives comply with the objectives of the Programme and of the priority axes.4. Please provide clear description of each planned activity. Filling the “quantities” in the specific sections of the Application Form. Project activities Project partners should fill in the activities planned to achieve the objectives as set out in 3. the completion date and duration. Duration and action plan All defined activities under section 3. in line with the Programme objectives.2.Second Call for Proposals Guidelines for Applicants All projects in Bulgaria – Serbia IPA Cross Border Programme must comply with the strategy set out in the Programme. 3. Description of the target groups.ipacbc- Page 43 of 70 .eu/eng/page/documents/others on the Programme’s web-page: http://www.6.
If a negative impact is envisaged. Generally. 5. 4. the Lead partner provides information about achievement of the project’s outputs and results in the Project Progress Report from the start till the end of the project. 5. Please note that the quantities are: in “Number” for all output indicators. environmental impacts and Innovative elements/methods).1. This part should include aspects of ownerships. all target values of indicators must me reached before the completion of the project and the source of information is the Final Progress Report.3. business and educational levels” and indicator “Number of new partnerships created” in Key Area of Intervention 2. Other projects The project partners must identify projects to which the present application has complementary/ upgrading /multiplier impact. provided by the Lead partner. in “Percentage” (%) for all result indicators with exception of indicator “Number of joint information services established” in Key Area of Intervention 2. During the implementation period.4. Project coherence with 5. and resulting either from a change in the nature of ownership of an item of infrastructure or the cessation of a productive activity. Page 44 of 70 . “People to people actions”. then it should be clearly explained as to how such effects will be minimized or otherwise offset.2. In the “justification” field of the result section. Sustainability The applicants should explain how the sustainability of the outputs and results of the project will be ensured after completion of the action. Other programmes/strategies The project partners should identify those regional/national/European Programmes or strategies in the field to which the application refers and demonstrate the coherence of the project to the respective documents/actions if applicable. The Lead Partner and project partners should ensure the sustainability of the project results not less than five years after completion of the implementation period in terms for investment support projects and not less than 2 years after completion of the implementation period in terms for soft measures projects. built-in strategies. which shall be measured in “Number”.3. Please note. for any reason. the applicants must describe the sources of verification of the results’ achievement.1. “2.Second Call for Proposals Guidelines for Applicants the programme units for each indicator.1. 4. 5. Multiplier effect Describe the possibilities for replication and extension of the action outcomes. Links and networking on the institutional. necessary followup actions and resources for maintenance of the outputs delivered under the project. etc.3 Horizontal themes Please explain how your project will contribute towards the promotion of the three horizontal themes (equal opportunities. the project retains the contribution from the Funds only if that project does not undergo a substantial modification: affecting its nature or its implementation conditions or giving to a firm or a public body an undue advantage. that in accordance with the Article 57(1) of Regulation (EC) No 1083/2006.
Team proposed for project implementation The project partners should provide information regarding the project management staff and their roles and responsibilities in the project. The project team cannot be constituted by only a Manager and an Accountant. 7. IMPORTANT A partner can never be a sub-contractor and vice versa! Please note that a “partner” involved in the project implementation as “Lead Partner” or “Project partner” is excluded from any forms of sub-contracting to other partners within the project.Second Call for Proposals Guidelines for Applicants 6. Project Manager b. as well as in BL1 in the budgets should be used: а. Information and publicity According to the EC Regulations and the Programme. The Coordinator is not a compulsory position. Coordinator could be appointed either for a separate partner. For positions paid under budget line 1 “Administrative costs” expenditures for staff are not eligible if staff is hired on the bases of civil contract for service – „граждански договор” (applicable for Bulgharian partners only). The Manager and the Accountant (or Financial Manager/Expert) are compulsory position in the team (unless management and financing are issues of external expertise). The name of the position has to reflect also the nature of their duties. The Lead Partner and the project partners should draft and sign a Partnership Agreement. Each position of the team must be pointed out in Budget line 1 of the Application Form as well. management and administration of the project and project partners are responsible for definite activities. General coordination and management including administrative and financial aspects The role and responsibilities of the Lead Partner and project partners should be clearly described. competences and capacity. regardless of the fact is it paid by the project budget or not. while the Assistant performs routine technical tasks. In this respect the number of the positions shown in the current section must be equal to the number given in Budget Line 1 of the Application Form. Assistant … CVs of experts for the different positions have to be attached. qualified in certain field. which clearly defines the roles and responsibilities of each partner. A template for the Partnership Agreement is included in the application package. Accountant or Financial Manager/Expert d. It must be stated as well which partner is nominating the proposed position in the team. indicating the minimum standards of the Partnership Agreement. 6. or for a group of partners. The concrete agreement for the project can be extended and more detailed. the project partners must promote their projects Page 45 of 70 . Under each position the name of the person whose CV is attached must be fulfilled. In general Lead Partner is responsible for the overall coordination. The one not paid will remain with “0” for budget expenses. The following unified names of the positions within this part of the Application Form. Partners should propose a balanced team in terms of experience. Coordinator for … c. The expert is a specialist.1. but also for activities performed on Bulgarian or Serbian territory or on the territory of certain administrative units. Management of the project 6.2.
PP3 etc.) All project partners fill a separate Table 2 – answering to their number in Table 1 (PP1. precisely and logically to the project activities. The amount of eligible VAT (in total) is not calculated automatically and should be filled by every partner in row “Eligible VAT” in the end of Table 2. day. Table 2 – DETAILED BREAKDOWN OF BUDGET LINES PER YEARS will be automatically filled and will provide a detailed summary of the project costs per Budget lines and Sublines. the general public and the mass media. For example: unit “per month” means 8 hours. month. Application Form . The use of the right units (hour. every project partners to fill Table 2 carefully. implementation and reporting. Table 2 – DETAILED BREAKDOWN OF BUDGET LINES PER PARTNER (PP1. It should also mention who will benefit from the project and it might also specify other target groups such as authorities on different levels. in reimbursement of expenditures. events. All the information and publicity activities must be eventually evaluated to establish the impact they had on the target groups (the means and methods of evaluation should be mentioned in the table). The communication activities should promote the fact that the project financing is provided from the European Union (under the Instrument for Pre-Accession Assistance) and ensure the adequate presentation of the project and the European cooperation. NGOs. etc). The beneficiaries will accept to be included on a list containing the following information which will be made available to the public: the names of the beneficiaries.) giving a breakdown of the expenditures that each of them will be responsible for during the project implementation. 22 working days. etc. PP2. enterprises. preparation and distribution of promotional and informational materials. PP2. In Table 1 – fill names of project partners starting with PP1 (Lead partner) and country code. two days seminar does not always mean one accommodation and two daily allowances. Within a project the Lead Partner and each of the partners in the project are equally responsible for performing communication and promotion activities (organization of media campaigns. All project partners shall indicate concrete measures to be taken in this respect and also in order to disseminate the project results. Total financial contribution will be automatically filled after you finish the AF part III.Part III Table 1 – TOTAL BUDGET PER PROJECT PARTNERS Above the table – fill project acronym. other projects concerning the same issues as the proposed project.) and number of units in the budgeting process avoids future problems in reporting and more importantly. the titles of the projects and the amounts of public funding allocated to the respective projects. In general it is advisable the beneficiary to include as promotion activity organization of at least one final public event.Second Call for Proposals Guidelines for Applicants and the added value of the Community funds. IMPORTANT It is very important for proper project assessment. kilometers. The figures in the column “Unit rate” should be without VAT. Page 46 of 70 . The plan of the information and publicity activities (communication plan) has to be prepared in accordance to the specific goals and target groups of the particular project. PP3 etc. “part time” is not a unit. All costs for proposed measures need to be included in the financial plan for the project and accounted for in the Budget Form.
The English version of the summary is a part of the application form as well. EU co-financing should not exceed 85% of the total project costs. Page 47 of 70 . both at minimum 15 %.Second Call for Proposals Guidelines for Applicants Table 3 – SUMMARY BREAKDOWN OF BUDGET LINES PER YEARS Table 3 will be filled automatically providing a summary of the project costs only per BLs and years. Annexes 3. while the Serbian and Bulgarian versions are attached only as Annexes. Information about amount of eligible VAT is generating automatically. the names of the other partners. national public co-financing for Bulgarian partners and obligatory own co-financing for Serbian partners. Table 5 – PROJECT SOURCES/PARTNERS’ CONTRIBUTION The table generates automatically EU co-financing rate maximum 85%. Project summary The project summary contains: The title of the project. After printing.SUMMARY BREAKDOWN OF BUDGET LINES PER PROJECT PARTNERS This table will be filled automatically providing information for the distribution (balanced/unbalanced) of the project budget between project partners. and the target groups towards which the project is aimed. Annexes (A) The following Annexes should be filled according to the template and submitted together with the Application form: A1. IMPORTANT The project partners must provide information about envisaged activities which will be implemented and expenditures which will be respectively spent in the adjacent area. total budget (in €) of the project.1.automatically filled. Checklist of submitted documents A2. the duration (in months) of the proposed project. Table 4 . Additionally each project partner should fill name and position of the legal representative and date. the name and country of the Lead Partner. the results of the project. the priority axis under which the project is categorized by the applicant. 3. PARTNERSHIP AND CO-FINANCING STATEMENT. In case project partners envisaged additional own contribution (co-financing) the amount of contribution must be inserted. the statement has to be signed and stamped. IMPORTANT The Managing Authority reserves the right to propose to the JMC reduction of the project costs if they are deemed excessive. the objectives of the project. the activities of the project. the area of intervention.
Annual Balance Sheet and Profit and Loss Account for 2009 and 2010 (in the original language). Documentary and other evidence on the most recent legal status of all partners (in original or notary/officially certified copy. municipalities.2. Clarification: • For candidates from Republic of Bulgaria – Document for the most recent legal status /Удостоверение за актуално състояние/.not to be older than 6 months prior to the date of application. In case the issued document does not justify all of the above circumstances. additional document should be provided (the act of appointment/nomination. Declaration of Commitment . and it should prove the eligibility of the organization in accordance to all criteria stated above in section 2. in the original language) . other documents could be provided.2. the place of establishment (registration) and scope of territory competence (if applicable). regional administrations. an establishment act should be submitted by the candidate (in original or notary certified copy).signed by the Lead partner . Inspectorates). decision of municipal election commission.signed by all partners in original A5. Copy of the partners’ accounts . etc. In case such a document is not applicable /for example – schools. State Aid De Minimis Declaration . Serbian and Bulgarian according to the template in Annex_A. The above documents should be certified as a ‘True copy’ by the respective partner. District governments. In case an organization acting as partner. the English version shall prevail. CVs of the project management team A4. Declaration of eligibility . universities etc. universities etc. or Legal document issued by the institution relevant for keeping Register of organizations./. B2.) showing clearly the name of the person with representative power. Partnership Agreement . In the cases when the applicable document does not show the legal representative of the organization. regional administrations.signed by Bulgarian partners in original (Serbian partners should follow the national regulations) 3. A7.signed by all partners in original.2. an establishment act should be submitted by the candidate (in original or certified by the responsible administrative body).signed by all partners in original A8. municipalities.1. Agencies. Sworn Statement . • For candidates from Republic of Serbia – Legal document issued by the Serbian Business Register Agency (Agencija za privredne registre) stating that the institution is presently operational should be submitted. like the act of establishment or certificates from superior authorities (Ministries./.in original A6.Second Call for Proposals Guidelines for Applicants IMPORTANT Project summary should be filled in English. Supporting Documents (B) The following Supporting documents should be provided and submitted together with the Application form: B1. A3. The document on the recent legal status should indicate also the date of establishment of the organization. according to national legal requirement does not prepare its Page 48 of 70 . In case such a document is not applicable /for example – schools. In case of inconsistency between the three versions.
of the previous two financial years (2009 and 2010) and Profit and Loss Accounts (Bilans Uspeha) up to 31. Social Security Office) or plan for rescheduling of the debts if existing.e.12. B4. Legal Reserve. Debtors due and payable after more than one year. etc. Certificate for lack of obligations (including taxes and social security duties). The applicants have to annex a Decision of Local Council/ Board of Directors/ any similar body or managing person (in original language) regarding the project development and implementation – original/officially certified copy (notary certified for Bulgarian partners and certified by the responsible administrative body . Its main parts are: I.). Mayor and Municipal Council). issued for each partner in the original language by the relevant body (National Income Agency.) II. no matter whether sole or collective managing authority takes the decisions in the organization. of the previous two financial years (2009 and 2010).12. the act certifying the substitution by rights has to be Page 49 of 70 . In the cases where the executive authority is different from the collective managing body (i. Liabilities – Capital and reserves (Subscribed capital. Assets – Fixed Assets (Intangible fixed assets. costs and expenses incurred during a fiscal year. stating the positions (Assets and Liabilities. Financial assets). the decision has to be taken by the second one. Cash at bank and in hand.12. Investments. of the previous two financial years (2009 and 2010) and Profit and Loss Accounts (Отчет за приходите и разходите (for NGOs) / Отчет за касово изпълнение на бюджета (for administration with state budget) up to 31. The document should not to be older than 6 months prior to the date of application (original or notary certified for Bulgarian partners and certified by the responsible administrative body . Decision for project development and implementation has to be provided in all cases. Note: Please note that Serbian partners have to present two separate certificates – for lack of tax obligations and for lack of obligations to the Social security system. Please note that Annual Balance Sheet is assumed as a financial statement which summarizes an organization’s assets.Second Call for Proposals Guidelines for Applicants own accounts – an excerpt from the Annual Balance Sheet and Profit and Loss Accounts of the principal organization (which prepares and administers partner’s budget) has to be presented. Incomes and Expenditures) concerning the respective partner’s organization. B3.12. Debtors due and payable within a year. Current Assets (Stocks. Tangible fixed assets. B5. Revaluation reserve. of the previous two financial years (2009 and 2010). etc. Clarification: • For candidates from Republic of Bulgaria – Annual Balance Sheet (Годишен баланс) up to 31. equity and liabilities by the end of the fiscal year. • For candidates from Republic of Serbia – Annual Balance Sheet (Bilans Stanja) up to 31. Tax office.for Serbian partners). Creditors (amounts falling due within one year and more than one year) Profit and Loss Account or Income Statement is assumed as a financial statement that summarizes the revenues. In case the signatures are of a deputy by rights.for Serbian partners). Power of Attorney from the legal representative of the organization (in case the application form and annexed declarations are not signed by the legal representatives of the Lead Partner/partners) – original.
clearly stating that the assets are given for free right of use for the purpose of the project at least for 5 years after the end of the project – original or officially certified copy (notary certified for Bulgarian partners and certified by the responsible administrative body . statements.) required by the respective national applicable law and issued in the original language – officially certified copy (notary certified for Bulgarian partners and certified by the responsible administrative body . issued in the original language. protected areas.2. In case the assets are owned by a partner the consent can be given in the same act (document) as the one containing the Decision for project development and implementation described in section B4.. approvals.for Serbian partners). Please note that in case of construction activities concerning renovation/restoration of cultural monuments: relevant documentation required by the respective national legislation (original or notary certified copy) should be duly applied. Or Copy of letter issued by the relevant body clearly stated that Environmental Impact Assessment is not necessary.for Serbian partners).for Serbian partners).5. issued in the original language. B6. issued in the original language – original or officially certified copy Page 50 of 70 .officially certified copy (notary certified for Bulgarian partners and certified by the responsible administrative body for Serbian partners).3. issued in the original language – officially certified copy (notary certified for Bulgarian partners and certified by the responsible administrative body . B6. which will be subject of works activities together with recent outline/design of the property – officially certified copy (notary certified for Bulgarian partners and certified by the responsible administrative body . the Municipal Council.) relevant documentation (permits. Consent of the owner is necessary in all cases even when the partner is the owner of the assets. B6. In case of investment activities within territories/objects with special status (National parks. Approved detailed works design in original and Construction Permit (if applicable according to the relevant legislation). In case of investment activities required passing through private territories the consent of the owners.for Serbian partners). environmental and architectural reserves. B6.1. • Consent of the owner (Decision of the Council. Copy of positive Environmental Impact Assessment (positive opinion from the relevant body). Supporting documents concerning INVESTMENT SUPPORT ACTIVITIES ONLY B6. issued in the original language must be obtained and presented in a due legal form and copy of the ownership act .officially certified copy (notary certified for Bulgarian partners and certified by the responsible administrative body .).Second Call for Proposals Guidelines for Applicants presented together with the act for nomination of the person at the position of a deputy. etc. cultural monuments. B6. areas included in Nature 2000 etc. certificates. Board. not the Mayor).g. etc. In case investment activities will be performed on public property: • Ownership act or certificate or legal document for public ownership of the tangible assets.4.for Serbian partners) The consent should be signed by the person/body with the decision-making authority (e. required by the national legislation and issued in the original language .
IMPORTANT Unless stated differently. during which the document is prepared: http://ec. supported with the following documents.for Serbian partners). translated in English: Explanatory note and detailed Bill of quantities.cfm?language=en). If the national legislation provides the elaboration of detailed works design and/or approval of works design. The following documents should be presented in original (signed and stamped) and translated in English: Explanatory note. construction permits etc. date. All items in the bill of quantities have to be specified in details and all unit prices and total price have to be pointed out (without VAT). A compulsory part of the works design is an explanatory note revealing the current situation of the object for intervention and all work and supply stages necessary to reach the goal of the investment activities.7 Latest photographs of the site. All construction activities should be supported by detailed Bill of quantities – signed and stamped. At the back of the photograph the following information has to be provided .) is unacceptable and it will be considered as improving the offer! Please note that lack of approved works design (when applicable) is a reason for direct elimination without possibility for additional supplementations. all supporting documents must be presented in the form of copies. In case of construction works. place. the subsequent submission of required documents (drawings. Detailed works design has to be submitted in all cases of construction activities (even in cases when the national legislation permits such kind of activities without the presence of works design). Cover sheets of technical drawings. coordination documents. If the Bill of quantity is presented in local currency it has to contain a separate column showing all unit and total prizes in Euro (the conversion of the national currency into Euro should be made according to the exchange rate published on the web site of the EC for the month. No notary certifications are needed at the stage of application. concerning the project should be provided as Annexes.eu/budget/inforeuro/index. certified “True copy” by the legal representative or an authorized person from the respective partner or by the Lead partner or an authorized person from the Lead Partner.6 Technical specifications for supplies in English – the detailed specifications should be clear enough for determination of the seeking deliverables.europa. for which the relevant legislation does not require approval of a work design and issuing Construction Permit.name of applicant. Bill of Quantities. issued in the original language and present situatuin drawings. Please note that trade marks and models must not be indicated! B6. the applicants have to present a statement by the relevant institutions for exception of the rule for design’s approval. IMPORTANT Supporting documents should be submitted in the original language and when specifically Page 51 of 70 . Any other documents/permissions/authorizations/etc. B6. The Bill of quantity can be incorporated in Budget line 6 of the Application Form if it contains all the attributes described above.Second Call for Proposals Guidelines for Applicants (notary certified for Bulgarian partners and certified by the responsible administrative body . the exact location of the object on the photo. respectively issuing Construction Permit.
3. 3. private courier service or by handdelivery (a signed and dated certificate of receipt will be given to the deliverer) at the Joint Technical Secretariat premises in Sofia: Postal address/ Address for hand delivery or by courier service Joint Technical Secretariat of the Bulgaria – Serbia IPA Cross-border Programme Ministry of Regional Development and Public Works 17-19 Kiril and Metodiy Street. A3. <Signature and Stamp of Lead Partner> should be written by the applicant. the Lead Partner has to present to the Managing authority the following documents: Certificates issued by the relevant body for lack of obligations (incl. Applications must be received in a sealed envelope by registered mail.Second Call for Proposals Guidelines for Applicants required. where <Project Title>. If the period of validity of Supporting document B4 Certificate for lack of obligations (taxes and social security duties) has expired at the date of contracting. The translated version will prevail for the purposes of the application assessment. Documents for information (C) The following documents are provided for information only: C. after request. Declaration from all partners that they are familiar with the definition for irregularity and fraud according to a template in original. A6 and Supporting documents B1 and B5 have to be presented to MA with respectively changed content and in the required form (English translation. (original). certification and electronic copy). Subsidy contract . The electronic format must contain the same proposal as the paper version enclosed. In case the application is proposed for funding. The project proposal should be submitted packed in archival cardboard box/es for the respective paper format. A5. A full electronic version of the Application Form and its annexes must be also enclosed on a CD or DVD. a new valid document has to be supplied by the LP before signature of the subsidy contract. 4. Where and How to Submit the Application Each application form should be bound (together with its annexes) in the way that pages could not be taken away from the whole set. also translated in English.The contract annexed is only indicative. In case of changes in facts and circumstances concerning one or more of the partners in the period after submitting the project proposal. annexes A2.: taxes and social security duties) issued not later than 6 months prior to the date of presentation of the document. <Name of the Lead Partner>. on the pre-contracting stage. Floor 2. office: 1. The cover page of the Application Form should be visible.1 1202 Sofia Bulgaria The outer envelope must bear the: • Call for Proposal number: 2007CB16IPO006 – 2011 – 2 • Full name and address of the applicant Page 52 of 70 . A4.
According to the positions in Section 6.2_Project Summary_en.doc Annexes_A3 Annex_A.doc Annex_A.doc Annex_A4 Annex_A..3_CV2_Coordinator. not a scanned one. by fax or by e-mail) or delivered to other addresses will be rejected. . The complete application form must also be supplied in electronic format (CD or DVD).1_Checklist of submitted documents_en. bound in A4 format.3_CV3_Accountant.g.. Editable text document Editable text document According to the positions in Section 6.Second Call for Proposals Guidelines for Applicants • Notice: NOT TO BE OPEN! ДА НЕ СЕ ОТВАРЯ! НЕ ОТВАРАТИ! A copy of the cover page of the application form must also be attached to the envelope for identification. etc. This should be a scanned document.. subdirectories and files Explanations AF_ipacbcbgrs_acronym. This should be a scanned document.pdf.3_CVn_...pdf The application form in Excel at the level of the main directory of the CD or DVD disk This should be a scanned document This should be an editable text document.. . And so on for all partners This should be a scanned document This should be a scanned document This should be a scanned document Page 53 of 70 .pdf Annex_A6 Annex_A.doc Annex_A. The electronic format must contain exactly the same proposal as the paper version enclosed. This should show: the Project Title..doc Annex_A.2_Project Summary_bg.3_CV1_Manager.jpg.6_PP1/LP_Sworn Statement..pdf Annexes_A2 Annex_A. Applications (application form and annexes) shall be submitted in one original and 1 copy.2. of the AF..4_Partnership agreement.. of the AF. .pdf Annex_A5 Annex_A. According to the positions in Section 6. The directories and files within the electronic carrier (CD or DVD) have to be structured according to the following predefined pattern and file formats of the appendixes (.5_Declaration of Eligibility...) has to be as stated in the pattern: CD or DVD Directories.xls Annexes_A Annexes_A1 Annex_A...doc.2.. of the AF... This should be a scanned document. Applications sent by any other means (e.doc Annex_A..2_Project Summary_sr.2. The documents issued by public authorities or other bodies should be scanned.doc Annex_A. the name of the Lead Partner..
8_PP1/LP_ State Aid De Minimis Declaration.pdf Annex _A.pdf Annexes_A7 Annex _A.pdf in in Bulgarian or Serbian language – scanned original Page 54 of 70 .pdf Annex_B2 B2_PP2_Balance2009_bg/rs.pdf B2_PP2_PLA2009_bg/rs.pdf … .pdf … .pdf Annex_B4 The Decision of Local Council/Board of The Certificate for lack of obligations of PP1 in in Bulgarian or Serbian language – scanned The Certificate for lack of obligations of PP2 in in Bulgarian or Serbian language – scanned And so on for all partners The Balance Sheet of PP2 in Bulgarian or Serbian language for 2009 – scanned The Balance Sheet of PP2 in Bulgarian or Serbian language for 2010 – scanned The Profit and Loss Accounts of PP2 in original for 2009 – scanned The Profit and Loss Accounts of PP2 in original for 2010 – scanned And so on for all partners The legal status of PP1 in original – in Bulgarian or Serbian language The legal status of PP2 in original – in Bulgarian or Serbian language And so on for all partners This should be a scanned document And so on for all partners This should be a scanned document This should be a scanned document And so on for all partners This should be a scanned document This should be a scanned document And so on for all partners B4_PP1_bg/rs.pdf … .pdf B1_PP2_bg/rs.6_PP2_Sworn Statement.pdf … .Second Call for Proposals Guidelines for Applicants Annex_A.7_PP1/LP_Declaration of Commitment.pdf B2_PP2_PLA2010_bg/rs.7_PP2_Declaration of Commitment.pdf … .pdf Annexes_B1-6 Annex_B1 B1_PP1_bg/rs.pdf B2_PP2_Balance2010_bg/rs.pdf Annexes_A8 Annex _A.pdf in in Bulgarian or Serbian language – scanned original The Legalized mandates of delegation of PP1 B5_PP2_bg/rs.pdf Annex _A.pdf Annex_B3 B3_PP1_bg/rs.8_PP2_State Aid De Minimis Declaration.pdf Annex_B5 Directors of PP2 in in Bulgarian or Serbian language – scanned original And so on for all partners The Legalized mandates of delegation of PP1 B5_PP1_bg/rs.pdf B3_PP2_bg/rs.pdf … .pdf Directors of PP1 in in Bulgarian or Serbian language – scanned original The Decision of Local Council/Board of B4_PP1_bg/rs.pdf … .
pdf Annex_B6.pdf Bulgarian or Serbian language – scanned original.2 Bulgarian or Serbian language – scanned original.pdf Annex_B6.1 Ownership act or certificate for public And so on for all partners Only in case of investment activities B6.3 Serbian language) concerning private territories of PP2 in original And so on for all partners Permission for construction in special territories B6. Positive Environment Impact Assessment or B6.pdf Annexes_B6 Annex_B6.1_PP2_Ownership_bg/rs.pdf … .5_PP1_bg/rs.3_PP2_bg/rs.4_PP1_bg/rs. And so on for all partners Approved/certified detailed works design and Construction Permit of PP1 in Bulgarian or Serbian language.pdf ownership of PP2 in Bulgarian or Serbian language – scanned original The Agreement with the owner of PP2 in B6.pdf of PP1 in original (in Bulgarian or Serbian language) In case of investment activities concerning renovation of cultural monuments: relevant B6.4_PP2_bg/rs.1_PP1_Ownership_bg/rs. Ownership act or certificate for public B6.pdf Annex_B6.pdf Serbian language) concerning private territories of PP1 in original.1_PP2_Agreement_bg/rs.3_PP2_bg/rs.pdf letter that it is not necessary of PP1 in Bulgarian or Serbian language.pdf of PP2 in original (in Bulgarian or Serbian language) In case of investment activities concerning renovation of cultural monuments: relevant B6. And so on for all partners The Consent of the Owners (in Bulgarian or B6.Second Call for Proposals Guidelines for Applicants … .2_PP2_bg/rs.1_PP1_Agreement_bg/rs.pdf documentation (in Bulgarian or Serbian language) required by the respective national legislation (original or notary certified copy).pdf Annex_B6. … .pdf ownership of PP1 in Bulgarian or Serbian language – scanned original The Agreement with the owner of PP1 in B6.pdf documentation (in Bulgarian or Serbian language) required by the respective national legislation (original or notary certified copy).3_PP1_bg/rs.pdf letter that it is not necessary of PP2 in Bulgarian or Serbian language.pdf … .pdf … . Permission for construction in special territories B6.2_PP1_bg/rs. Page 55 of 70 .5 B6. The Consent of the Owners (in Bulgarian or B6.3_PP1_bg/rs.4 And so on for all partners Positive Environment Impact Assessment or B6.
5_PP2_bg/rs.pdf. for which the relevant legislation does not require approval of a works design and issuing Construction Permit . And so on for all partners Replace “explanation” with the name or description of the construction site Replace “explanation” with the name or description of the construction site And so on for all partners a a Please note that the documents have to be scanned by conventional scanning machine and not photographed by camera. Annexes and Supporting documents have to be provided in separate files. as described above. They should not be provided all in one file.6_PP1_en-part1.pdf … .2_PP1_explanation. mobile phone or other picture taking device.g.jpg And so on for all partners Explanatory note from the Approved detailed works design of PP1 in English Detailed Bill of Quantities from the Approved detailed works design and/or Estimated Bill of Quantities for the supplies of PP1 in English Explanatory note from the Approved detailed works design of PP2 in English.5_PP2_bg/rs.7. B6.5_PP1_bg/rs. Detailed Bill of Quantities from the Approved detailed works design and/or Estimated Bill of Quantities for the supplies of PP2 in English.copy of letter issued by the relevant institutions for exception of the rule for design’s approval.xls … Annex_B6.xls B6.6_PP1_en.pdf B6.pdf … .jpg … . If some of the scanned files becomes too large and difficult to handle by regular computers it is acceptable the same file to be divided into several files clearly noting which part of the respective annex they contain.pdf and B6. supported with present situation drawings. In case of construction works. e.copy of letter issued by the relevant institutions for exception of the rule for design’s approval.pdf B6.pdf B6. And so on for all partners Detailed technical specification for supplies of PP1 in English original.pdf Annex_B6.5_PP1_bg/rs.pdf can be separated in two parts as follows: B6.jpg B6.7 B6. Detailed technical specification for supplies of PP2 in English original.6_PP1_bg/rs.6 B6. supported with present situation drawings.1_PP1_explanation.pdf B6. for which the relevant legislation does not require approval of a works design and issuing Construction Permit .5_PP2_bg/rs. B6. Page 56 of 70 .Second Call for Proposals Guidelines for Applicants In case of construction works. Approved/certified detailed works design and Construction Permit of PP2 in Bulgarian or Serbian language.7.6_PP1_bg/rs.6_PP1_en-part2.
local time Any application registered after the deadline will automatically be rejected. If this condition has not been respected. 6. all project proposals in which the respective project partner participates will automatically be rejected. each Lead partner will be informed with an official letter.1 STEP 1: OPENING SESSION AND ADMINISTRATIVE CHECK The following will be assessed: • The deadline has been respected. If the deadline has not been respected the proposal will automatically be rejected. If this condition has not been respected. • An organization does not participate as a Lead partner in more than one project proposal. If any of the requested information is missing or is incorrect.5. Please have in mind that additional information/clarification must not lead to the improvement of the project proposal. Assessment and Selection of Applications The project assessment and selection criteria prepared by the Managing Authority together with the National Authority and the Joint Technical Secretariat are approved by the JMC.5. ADMINISTRATIVE COMPLIANCE CHECK ADMINISTRATIVE PART (to be filled by JTS) Page 57 of 70 . The JMC will decide on the approval of projects and the amount of Programme’s financial contribution to each operation. signed by the MA on behalf of JMC. 2012. as specified in section 2.Second Call for Proposals Guidelines for Applicants 5. 16:00 h. about approval/rejection of their project. • The project proposal satisfies all the criteria mentioned in the Table for administrative compliant check. all project proposals in which the respective Lead partner participates will automatically be rejected. The results of all assessment steps will be summarized in the form of a report and presented to the JMC for a decision. even if the postmark indicates a date preceding the deadline or if the delay is due to the courier service. For the approved projects this letter will also provide information on the next steps. Following that. the proposal may be rejected on that sole basis and the proposal will not be evaluated further. Deadline for Receipt of Applications IMPORTANT The deadline for the receipt of applications is February 20.3 of these Guidelines. IMPORTANT At the stage of administrative compliance check. • All project partners (including the Lead partner) do not participate in more than 5 (five) projects proposals under this call for proposals. as specified in section 2. 6. the Assessment Working Group could request clarification or justification of information/documents submitted with the project proposal.3 of these Guidelines. Detailed rules on decision making will be included in the Rules of procedure of the JMC.
notary/officially certified copy). Decision of the Local Council (Municipal Council)/Board of Directors/ any YES NO YES NO Page 58 of 70 . certified as a “’True copy’). 2. The project summary in the Application form has the same activities as the one described in the 7. 11. other parts of the Application form. duly completed in compliance with the template. they are readable 6. Partnership agreement of all partners is presented. An electronic version of the Application Form has been provided according to the spreadsheet template within the Application package Electronic versions of Annexes and Supporting documents have been provided. 9. It contains all the attributes described 16. issued by the relevant body (National Income Agency/BG/. and in the required file formats. not be older than 6 months prior to the date of application (original or 19. Tax office and Social Security Office). are equal to the number of the staff pointed out in the Application Form. 12. Bulgarian and Serbian. Project summary is submitted in 3 (three) languages English. The Application Form is duly completed in compliance with the template.2 of the Guidelines for Applicants. The numbers of the presented CVs 10. 5. signed and stamped by each partner (Annex 3) Declaration of eligibility signed by Lead partner is presented (Annex 4) Sworn statement signed by all partners is presented (Annex 5) Partnership and co-financing statement signed and stamped by each partner Declaration of Commitment signed and stamped by each partner (Annex 6) SUPPORTING DOCUMENTS Documentary and other evidence (in original or notary certified copy) on the most recent legal status of all partners is provided (not to be older than 6 months prior to the date of application). 18. 3. 13.: taxes and social security duties) for each partner. 17. All lists of the Application Form are dated prior to the submission of the 8. All sections of the Application Form are typed in English CVs of the project team are presented in English and they contain all the attributes given in the template (Annex 2).Annual Balance Sheet and Profit and Loss Accounts for 2009 and 2010 (if completed). CRITERIA FOR ADMINISTRATIVE COMPLIANCE The project proposal has been delivered within the deadline The identification details are clearly stated on the outside of the sealed package The Lead partner has not submitted any other project proposal (as a Lead partner) under this call for proposals. Copy of the partners’ accounts . 4. 14. Copies of the partners’ BULSTAT registration/Identification number registration and VAT registration of each partner Certificates for lack of obligation or plan for rescheduling of the debts if existing (incl. No 15. in section 3.Second Call for Proposals Guidelines for Applicants Project registration No Name of Lead Partner Name of Partner/s Project title No 1. Application form. All parts of the Application Form and supporting documents are submitted in one original and one printed copy.
certificates. In case of construction works. The following documents are presented in original (signed and stamped) and translated in English: Explanatory note.1. national applicable law is/are presented (notary/officially certified copy). 21. approvals.a letter issued by the relevant body clearly stated that approval of the works design 26. statements. protected areas.) relevant documentation (permits. Copy of positive Environmental Impact Assessment (positive opinion from the relevant body).Second Call for Proposals Guidelines for Applicants similar body or managing person regarding the project development and 20. In case of investment activities required passing through private territories the consent of the owners must be obtained and presented in a due legal form and 23.2.in English. (original or notary/officially certified copy). together with 21. In case of investment activities within territories/objects with special status (National parks. Power of Attorney from the legal representative of the organization (in case the application form and its annexes and other relevant documents are not signed No 21. required by the national legislation (notary/officially certified copy). which will be subject of works activities (notary/officially certified copy). Bill of Quantities. and issuing Construction Permit are not required. 27.) required by the respective 24. implementation is provided (original/notary certified copy). Latest photographs (dated on the back side) of the site envisaged for YES NO intervention COMMENTS Project proposal satisfies all criteria for administrative compliance Assessor’s name: Assessor’s signature: Date of assessment: Page 59 of 70 . copy of the ownership act (notary/officially certified copy). Detailed technical specifications (for supplies) with unit and total prizes are presented . Impact Assessment is not necessary (notary/officialy certified copy) Approved detailed works design (in original) and Construction Permit (if applicable according to the relevant legislation) – in original or notary/officially certified copy. by the legal representative of the organization) – in original SUPPORTING DOCUMENTS CONCERNING INVESTMENT ACTIVITIES In case investment activities will be performed on public property Ownership act or certificate for public ownership of the tangible assets. Cover sheets of technical drawings. environmental and architectural reserves. cultural monuments. areas included in Nature 2000 etc. recent outline/design of the property Consent of the owner clearly stating that the assets are given for free right of use for the purpose of the project at least for 5 years after end of the project 22. etc. or Copy of letter issued by the relevant body clearly stated that Environmental 25. for which the relevant legislation does not require approval of a works design and issuing Construction Permit .
In case of Subsidiary structure(s) of local/regional/national authorities situated in the eligible area acting as partner(s). The printed project proposal. At least two of the following conditions is covered: Joint development. Proposals All partners meet eligible criteria defined in the Guidelines section 2. 3. IMPORTANT Only proposals that satisfy all the criteria mentioned in the administrative compliance checklist will be evaluated on the eligibility stage. based on the criteria for eligibility.5.1 The implementation period does not exceed the maximum project duration per area of intervention indicated in the Guidelines for applicants. 5. cross border region. 6.2 STEP 2: ELIGIBILITY CHECK The eligibility check is a part of evaluation of the project proposal. At least one partner from each side of the cross border region is involved. which is called “version” of the project. 8. ELIGIBILITY COMPLIANCE CHECK ADDMINISTRATIVE PART (to be filled by JTS) Project registration No Name of Lead Partner Name of Partner/s Project title No 1. Lead partner is registered in the eligible border region at least 12 months before the deadline for submission of project proposals under current Call for 4. The amount of the eligible expenditures requested is in line with the limits indicated in the Guidelines for applicants. Partners and project are eligible when complies with eligibility criteria listed below. which is not a legal entity. COMMENTS Project proposal satisfies all criteria for eligibility compliance Assessor’s name: Assessor’s signature: Date of evaluation: IMPORTANT Only proposals that satisfy all the criteria mentioned in the eligibility compliance Page 60 of 70 .Second Call for Proposals Guidelines for Applicants Please note that the electronic application form prints automatically the current date and time at the footer of each page. Joint financing. generated by the Excel Application Form must have equal dates at all pages. Joint YES NO implementation. The co-financing rates for EU and national funds are within the limits indicated in the Guidelines for applicants. 6. ELIGIBILITY CRITERIA All partners are registered in the cross border region. the respective act with assignment of its functioning shows that its territorial scope is within the 2. 7. Joint staffing. This version cannot be changed by regular means and modifying it will be considered as modification of the Application Form.
expected impact. quality. Page 61 of 70 . This also applies to any partners of the applicant. will be carried out in accordance with the evaluation criteria set out in the Evaluation Grid included below. They cover such aspects as the relevance of the action. and grants to be awarded to actions which maximize the overall effectiveness of the call for proposals. They enable the selection of proposals which the Managing Authority can be confident will comply with its objectives and priorities and guarantee the visibility of the Community financing. the project proposal will not be proposed for financing. There are two types of evaluation criteria: The first type of criteria is intended to help evaluate the applicants' financial and operational capacity to ensure that they: • • have stable and sufficient sources of finance to maintain their activity throughout the period during which the action is being carried out and. Note on Section 2. to participate in its funding.1. where appropriate. SELECTION CRITERIA 1 The partners are experienced in project management in similar or other EU financed projects Max. its consistency with the objectives of the call for proposals. Scoring: The evaluation criteria are divided into sections and subsections.3. score Reference 5 Part I p. The second type pf criteria allow the quality of the proposals submitted to be evaluated in relation to the set objectives and priorities.Second Call for Proposals Guidelines for Applicants checklist will be evaluated on technical and quality evaluation stage. Note on Section 1.3 STEP 3: TECHNCIAL AND QUALITY EVALUATION STAGE An evaluation of the quality of the proposals. including the proposed budget. Management capacity If the total average score is less than 10 points for section 1. sustainability and cost-effectiveness. and of the capacity of the applicant and his partners. the project proposal will not be proposed for financing. have the management capacity. TECHNICAL AND QUALITY EVALUATION TECHNICAL AND QUALITY EVALUATION PART (to be filled by the Assessor) Registration No Project No Lead Partner Partner/s Project title MANAGEMENT CAPACITY No . Consistency with the Programme and other documents and strategies If the total average score is less than 15 points for section 2. Each subsection will be given a score between 1 and 10. professional competencies and qualifications required to successfully complete the proposed action. 6.
good technical capacity and financial stability Limited capacity and not confirmed stability of one of the partners Newly established organizations/ no stability of all partners SUBTOTAL CONSISTENCY 3 points 2 points 1 point 5 Part I p. p.6.6. Even participation of all partners and the two countries (Bulgaria and Serbia) in the team Balanced participation of all partners and the two countries in the team (in case no partner/country exceeds the involvement of another partner/country by more than 50 %) Unbalanced participation. 20 WITH THE PROGRAMME AND OTHER DOCUMENTS AND STRATEGIES No SELECTION CRITERIA 1 The project is relevant to the overall and respective specific 6 objectives of the programme and to the objectives of one of the ..6. but all partners participate In case of several partners . score Reference 5 Part II p.no participation of some of 3 points 2 points 1 point 2 points 3 points 5 Part II p. good technical capacity .. Most (more than a half) members of the project team have experience in project management and experience for the positions they will occupy Some (less than a half) members of the project team have experience in project management and experience for the positions they will occupy One member of the project team has experience in project management and experience for the position he will occupy 9 Participation of partners in project management team .1. All members of the project team have experience in project management and experience for the positions they will occupy.2.3. & them In case only one partner/country participates 1 point 1 Staff.3.1. priority axes and one of the areas of intervention and respective indicators Clear relevance to the overall and all specific objectives Partial relevance to all objectives Partial relevance to some objectives 5 points 4 points 3 points Max.2. Page 62 of 70 . proposed project team & CVs of the 5 5 points 4 points Part II p.2. p.1. and financial stability Some partners have permanent staff.6.2.Second Call for Proposals Guidelines for Applicants All partners have implemented 3 or more projects 5 points All partners have implemented at least 2 projects 4 points All partners have implemented at least 1 project 3 points Only one of the partners has implemented projects 2 points One of the partners has limited experience 1 point 4 The project team proposed has the capacity to manage the project 5 points . good technical 4 points capacity and financial stability Only one of the partners has permanent staff.2. technical capacity and financial stability of the project partners 5 points 5 All partners have permanent staff. p.
activities & results. achievement of project results Weak consistency between activities and project results 1 point 3 Project activities (including activities for informatiom and publicity)are 8 realistic. p.3. activities & results.1. Filly consistency between objective. but some details are missing. providing coherence with the following 1 horizontal themes: equal opportunities.2. well defined and justified by the supporting documents (in 5 Part II p. Weak coherence demonstrated 1 point 3 The project is value added. Activities too theoretical and hard to estimate the 3 points 2 points 3 points 2 points 1 point 5 points 3 points 2 points 1 point 5 points 5 Part II p. and the goals of the project are coherent with 3 of the above horizontal themes Envisaged activities. climate change Envisaged activities. Well described consistency between objective. activities & 4 points results. the target groups.3.3.Second Call for Proposals Guidelines for Applicants Limited relevance to one of the objectives 2 points Weak relevance to all specific objectives 1 point 2 Clearly defined and strategically chosen are the target groups 5 points 2 Clearly defined and quantified target groups Vague description of target groups 3 points . and the goals of the project cover 2 of the above horizontal themes Coherence with 1 of the above horizontal themes Weak value added SUBTOTAL METHODOLOGY No SELECTION CRITERIA 3 The proposed project activities are appropriate and the logic 2 consistency objective-activity-result (project indicators) is kept 5 points .4. sustainable development and . 5 Part II p.5 Page 63 of 70 . The envisaged activities in terms of needs of the border region are very well described and well justified: they are timely and appropriate The envisaged activities in terms of needs of the border region are described and partially justified Insufficiently described and not well justified activities in terms of needs of the border region The envisaged activities in terms of needs of the border region are very well described and well justified: they are timely and appropriate 2 Coherence of the project with other programmes and/or strategies 5 points 7 Clearly demonstrated coherence Unclear or vague coherence 3 points . & 5 Part II p.2. Undefined target groups 1 point 2 The project is relevant to the particular needs and constraints of the 6 border region .220.127.116.11.3. Not very well described consistency between objective.3 & p. Passing 5 Part II p. the target groups.5.1. score 5 Referenc e Part II p. Passing 25 Max.
6. unclear Unclear action plan and partners’ responsibilities 1 point 5 Level of involvement and participation of project partners in activities 5 points 2 Even involvement of all partners and the two countries in . The financial sustainability is justified Doubtful multiplier effect and sustainability No possible multiplier effect or sustainability SUBTOTAL BUDGET SELECTION CRITERIA 2 points 1 point 35 No Max. but all partners are involved One partner/country is not involved in project activities and responsibilities 5 Output and result indicators 7 Well quantified and achievable indicators.1. weak justification and not realistic activities.1.3. justified and realistic activities Well defined and justified activities. project activities Quantified and relevant to the project activities but not realistically achievable. not very realistic Insufficient definition and justification of activities Poor description of activities. Most of the indicators are not clearly specified/ objectively verifiable/ quantified Irrelevant indicators are provided 6 Potential multiplier effects of the project 2 points 1 point 4 points 5 Part II p.4. project activities and responsibilities. 5 5 points 4 points 3 points 2 points Part II p.3. Balanced participation of all partners (in case no partner/country exceeds the involvement of another partner/country by more than 50 %) Unbalanced distribution of activities between project partners. The project benefits are realistic and will continue to exist after project completion. & 3 expected results after EU funding ends . 4 Cross-border impact of the project 4 Strong cross-border impact Sufficient cross-border impact .18.104.22.168.4.Second Call for Proposals Guidelines for Applicants case of works and supplies) Excellent defined. The applicant has clearly and logically described the multiplier effect and has analyzed well the different aspects of sustainability. Weak cross-border impact Passing 5 points 4 points 3 points 2 points 1 point 5 5 points 3 points 1 point 5 Part II p. p. Passing Part II p. 4 Action plan and partners’ responsibilities 5 points 8 Clear and feasible action plan and partners’ responsibilities Some activities not well justified/some responsibilities 2-4 points . p.4. Reference Page 64 of 70 . but not very realistic Good definition and justification of activities. Quantified indicators but some of them are not specified and relevant to the project activities. relevant to the .3. & 1 point and sustainability of 5 points 5 Part II p.5.
Applicant has chosen the optimal solution for cost effectiveness.Second Call for Proposals Guidelines for Applicants score 6 Estimated expenditures are necessary for the implementation of the 4 project and the prices are realistic and market based. All estimated costs are necessary for the implementation of the project. Expected results are comparable to envisaged costs. Applicant has chosen the optimal (for the project type) solution for distribution of expenses between ALL budget lines including sufficient budget for information and publicity. Most prices are not realistic and not market based. No budget reduction/revisions are needed Planned expenses are corresponding with proposed activities. Some Budget lines’ maximum and/or minimum rates are not taken into consideration. Expected results are comparable to envisaged costs. but partial reductions (up to 10 % of the total project budget) of budget items and/or item prices will optimize cost effectiveness Planned expenses are corresponding with proposed activities. Serious reduction of budget items and/or item prices (from 10 to 25 % of the total project budget) is necessary for optimizing the expenditure performance. (Clear . Budget needs full redesign in this aspect. have to be provided) Planned expenses are fully corresponding with proposed activities. All Budget lines’ maximum and minimum rates are taken into consideration. Some costs are not relevant to the activities proposed. It is obvious. A significant reduction of budget items and/or item prices (more than 25 % of the total project budget) is necessary Most estimated costs are not necessary for the implementation of the project. Budget lines’ maximum and minimum rates are not taken 1 point 2-4 points 5 points 1 point 2-3 points 4-5 points 6-8 points 10 points 10 Part III Passing 5 Part Table 2 III Page 65 of 70 . that project expenses highly exceed the expected benefits for the target area and the target groups. Some Budget lines’ expenses were over/under-estimated and/or some budget lines were unduly neglected. recommendations about all budget changes – reduction or realocation. Expected results are comparable to envisaged costs. 7 Budget lines’ maximum and minimum rates and breakdown between 0 Budget lines . All prices are realistic and market based. Costs envisaged are totally inconsistent with project activities.
Upon authorization given by the JMC. MA and NA reserve their right to carry out site visits and hold negotiations for budgetary revisions with all Applicatns proposed for financing. Budget needs full re-design in this aspect. The final overall score of each project proposal will be the combined scores received at the technical and quality assessment (maximum 100). no budget foreseen for information and publicity. IMPORTANT When selecting project proposals for financing. 7 Budget breakdown between partners and countries 4 Even (but not equal because some costs are relevant just . and signature of multiple contracts may be declined. based on the recommendations of the Assessment Working Group. Balanced budget breakdown between partners and countries (in case partner’s/country’s budget exceeds the budget of another partner/country from 25 to 50 %) Unbalanced budget breakdown between partners and countries (in case partner’s/country’s budget exceeds the budget of another partner/country from 50 to 100 %) Unfair budget breakdown between partners and countries (in case partner’s/country’s budget exceeds the budget of another partner/country more than 100 %) SUBTOTAL TOTAL COMMENTS Recommendation Assessor’s name: Assessor’s signature: 20 100 1 point 2-3 points 4 points 5 5 points Part III Table 4 Date of evaluation: IMPORTANT Only projects with score of 65 and above at the technical and quality evaluation stage will be proposed for financing. the Joint Monitoring Committee (JMC) reserves its right to reconsider awarding multiple Subsidy contract to one and the same organization. Following the evaluation. the Assessment Working Group can exclude an applicant at any stage of the Call for proposals evaluation process whenever it is obvious that the latter does not meet the eligibility criteria. regadless of the recommendations of the Assessment Working Group. based on the Page 66 of 70 . a table listing the proposals ranked according to their score and within the available financial envelope will be established as well as a reserve list following the same criteria. The organization’s ability and expertise to carry out more than one Subsidy contract shall be evaluated at the JMC meeting.Second Call for Proposals Guidelines for Applicants into consideration. to the LP) budget breakdown between partners AND countries. Taking into account the Good Administrative Practices.
Contracting Contracts with the Lead partners of the approved projects will be prepared on the standard template. Preparation of projects Submission of project proposals Page 67 of 70 .Second Call for Proposals Guidelines for Applicants recommendation of the Assessment Working Group. Project Evaluation and Selection Procedure Managing Authority (in cooperation with National Authority) Joint Technical Secretariat Information campaigns Calls for proposals Potential Beneficiaries Administrative compliance and eligibility check Assessment Working Group Assessorss sss Quality assessment & Project score list JMC Approval of projects for financing Managing Authority and JTS Notification to applicants & signs contract with the lead beneficiaries 7.
Pčinja district. An applicant designated by the partners involved in a project responsible for coordinating the process of development. The Lead Partner of an approved operation shall sign an IPA Subsidy Contract for the total IPA funds with the Managing Authority. Zaječar district. After signing the IPA Subsidy Contract. Page 68 of 70 .Second Call for Proposals Guidelines for Applicants Implementation of the projects may start only after the contracts are signed by both . the Managing Authority will have the right to carry out negotiations for budget revision (if necessary).the counterpart of the Managing Authority in the partner state (Republic of Serbia) A strategic priority within the operational Programme. the Lead Partner is responsible for implementing the EU cofinanced operation. Before signing this contract. The border area of Serbia comprises the following districts: Bor district. Glossary of terms Applicant Beneficiary Eligible expenditure Eligible area/region Any legal entity meeting the eligible criteria which submits an application to be financed by the Programme Any applicant whose application has been approved for financing Expenditures made by a Beneficiary. as well as from the state budget and/or own Beneficiary contribution The border area of Bulgaria comprises the following districts: Vidin district. which could be financed from the structural instruments. as well as site visits to all investment support project proposals. Pirot district. Before signing the contract. Sofia-city district.the MA and the lead beneficiary. Jablanica district. related to the operations financed through the Programme. Kyustendil district. Sofia district. including a group of interconnected key areas of intervention and operations with measurable specific objectives Lead Partner Managing Authority National Authority Priority Axis Partner Project Any applicant involved in a project The operation for which funding is being sought under the Programme. expressed in the application form and its annexes. Draft Subsidy contract is presented in Annex C to these Guidelines for applicants. submission and implementation of that specific project The structure responsible for managing the Programme Is the “Territorial Cooperation Management” Directorate General at the Ministry of Regional Development and Public Works (Republic of Bulgaria). Serbian European Integration Office . Montana district. Nišava district. the Managing Authority will up-date the contract details and set in the annexes the specific and explicit binding elements to be respected by the final beneficiary. Pernik district.
Development and Stabilization Cross-border Cooperation Cost Benefit Analysis European Commission European Regional Development Fund European Union Directorate General Government Decision Information and Communication Technology Instrument for pre-accession Information Technology Joint Monitoring Committee Joint Technical Secretariat Managing Authority Ministry of Finance (Republic of Bulgaria) Management Information System Memorandum of Understanding Member State National Authority Non Governmental Organization Nomenclature of Territorial Units for Statistics Operational Programme Page 69 of 70 .Second Call for Proposals Guidelines for Applicants Glossary of Acronyms AA AF BG CA CARDS CBC CBA EC ERDF EU DG GD ICT IPA IT JMC JTS MA MF MIS MoU MS NA NGO NUTS OP Audit Authority Application Form Republic of Bulgaria Certifying Authority Community assistance for Reconstruction.
Opportunities. Weakness. Threats Technical Assistance Value Added Tax Water Framework Directive Page 70 of 70 .Second Call for Proposals Guidelines for Applicants OPRD PC PR Phare CBC PRAG RDA R&D SEA SMEs SOP SWOT TA VAT WFD Operational Programme Regional Development Personal Computer Public Relations Phare (Poland Hungary Aid for Reconstruction of the Economy) Programme for Cross-Border Cooperation Practical Guide for Contract Procedures financed from the general budget of the European Communities in the context of external actions Regional Development Agency Research and Development Strategic Environmental Assessment Small and Medium sized Enterprises Sectoral Operational Programme Strengths.
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