Ministry of Regional Development and Public Works of the Republic of Bulgaria
Joint Small Projects Fund
for Cross-Border Cooperation:
Bulgaria – Romania
Guidelines for Applicants
to Call for Proposals under
Financing Memorandum 2003
Budget line: BG 2003/005-631.05
Table of Contents
1.the JOINT SMALL projectS FUND BG- ro programme...... 3
1.1Background...... 3
1.2Objectives of the programme and priority issues for 2003...... 3
1.3Financial allocation provided by the contracting authority......
2.Rules of this call for proposalS......
2.1Eligibility criteria......
2.1.1Eligibility of applicants : who may apply......
2.1.2 Partnership and eligibility of partners......
2.1.3Eligible actions: actions for which an application may be made...... 7
2.1.4Eligibility of costs: costs which may be taken into consideration for the grant ..
2.1.5 Istructions for presentation of the budget
2.2How to apply, and the procedures to follow...... 11
2.2.1Application form and supporting documents...... 12
2.2.2Where and how to send the applications...... 13
2.2.3Deadline for receipt of applications...... 14
2.2.4Further information...... 15
2.2.5Acknowledgement of receipt...... 15
2.3Evaluation and selection of applications...... 16
2.4Notification of the contracting authority’s decision...... 17
2.5Conditions applicable to the implementation of the action following the contracting authority’s decision to award a grant 18
3.LIST OF annexes...... 19
3.1Annex A: Grant Application form
3.2 Annex B: Budget
3.3 Annex C: Logical Framework
3.4 Annex D: Per diems
3.5 Annex E: Contract
3.6 Annex F:Administrative Compliance and Eligibility Grid
3.7Annex G: CV form
1.the Joint small Projects fund BG-RO programme
1.1Background
With a view to strengthen the local cross-border co-operation of the two border regions, Bulgaria and Romania decided in early 2000 to start to implement a JSPF. This scheme will finance “soft” projects: business co-operation, enterprise development, technology transfer and marketing for small and medium size enterprises, training, employment, measures for health and cultural exchanges, improvement of information flow and communications between border regions etc.
In order to reach a sufficient impact, these schemes need to be implemented in a multi annual perspective.
The inclusion of the JSPF into the programme is a logical step forward in the overall context of Bulgaria and Romania future accession to the EU, and in the specific context of the development of cross-border co-operation and evolution of the Phare CBC Programme in the pre-accession context.
This project is fully in line with the priorities that are indicated in the Joint Programming Document (JPD). The JPD constitutes the general framework for the co-operation between the two countries and was agreed between the Bulgarian and Romanian authorities in early 2000. Under the priority 4 “Economic Development”, the proposed measure is the creation of a JSPF.
This project is a continuation in a multi-annual perspective of the first JSPF, which was financed under the Phare CBC BG /RO 2000 programme (Phare allocation of 0.5 MEUR for each border region).
This project is also a continuation of the second and third JSPF, which was financed under the Phare CBC BG/RO 2001 and 2002 programmes (Phare allocation of 0.5 MEUR for each border region for every year).
1.2. Objectives of the programme and priority issues for 2003
The overall purpose of the Joint Small Projects Fund is to support small scale, "people-to-people” and “soft" local development activities involving local actors from the border regions. These actions may be defined on the basis of local/regional needs, and which have a cross-border impact. The Joint Small Projects Fund (JSPF) supports the key objectives of the Romanian-Bulgarian CBC Programme, namely to help the border region to overcome specific development problems resulting from their relative isolation in the institutional framework of national economies and to remove existing disparities within the cross-border region and thus to the gradual alignment of economic and social development; the JSPF also supports the establishment and development of co-operative networks across the border and the creation of links between these networks and wider European Union networks. The JSPF objectives are as follows:
1.2.1. Overall objectives:
They will however indirectly contribute to achievement of the following overall objectives of the Chapter 21 Regional Development of the NPAA:
Improvement of co-ordination between authorities, increase of national regional and local level administrative capacities;
Decentralisation in the field of regional policy.
1.2.2Specific objectives:
Enhanced public awareness and information on cross-border co-operation affairs and on the process of European integration;
Encouraged involvement of local stakeholders in the Phare CBC Programme;
Increased and strengthen capacity of local and regional organizations to prepare adequate cross border projects in the context of Phare CBC;
Cross-border links created among the local and regional organizations in the border region;
1.2.3.Priority issues:
The Joint Small Projects Fund will finance small-scale people-to-people projects in the following priority areas:
Economic Development – focusing on projects strengthening the economic base of the border region;
Environment – projects focusing on specific issues relating to the environment in the region;
Tourism – a range of “soft” projects for the development of tourism in the region;
Cultural Exchanges – emphasising the importance of cultural heritage and the establishment of long-term cooperation;
Local democracy– schemes improving the capacity of organisational structures in public administration and other institutions at local and regional level;
Planning and Development Studies - create the preconditions for common planning to jointly define development priorities.
Proposed activities must demonstrate a strong and evident cross-border impact.
1.3. Financial allocation provided by the contracting authority
The overall indicative total grants amount available under the present Call for Proposals is 744 000 EUR for Bulgaria. The Contracting Authority reserves the right not to award all available funds.
Size of grants
The following minimum and maximum amounts apply to the grants for the individual projects, which may be financed under the programme:
minimum amount of grant requested[1]: 10,000 EUR
maximum amount of grant requested: 50,000 EUR.
In addition, no grant may exceed 90 % of the total eligible costs of the action (see also 2.1.4. below). The balance must be financed from the applicant’s or partners’ own resources, or from sources other than the European Community budget.
Minimum co-financing by the grant beneficiary and/or his partnerswill be 10% of the total eligible costs of the action. This is required to demonstrate local commitment and may not be in kind. The co-financing amount must be available, necessary for carrying out the action, clearly specified in the Budget for the action, actually incurred during the implementation of the action, and recorded and identifiable in the Applicant’s and/or partner’s accounts or tax documents. Other EC support may not be taken into account as own contribution.
Note: The Evaluation Committee reserves the right to recommend reduction of action costs if they are deemed excessive for implementing the action.
2. Rules of the present call for proposals
These guidelines set out the rules for the submission selection and implementation of projects for the above mentioned programme and are in application of the Practical Guide to contracting procedures (PRAG), section 6 on Grants.
See also:
2.1Eligibility criteria
There are three sets of eligibility criteria, relating to:
Organisations which may request a grant;
Projects for which a grant may be awarded;
Types of cost, which may be taken into account for establishing the amount of the grant.
2.1.1Eligibility of Applicants: who may apply
Applicants must comply with the following conditions in order to be eligible for a grant:
Be non-profit-making legal persons[2];
Be local and regional authorities(e.g.municipalities,district/regional authorities); associations of local and regional authorities; Euro regions; chambers of commerce, industry or agriculture; professional associations; trade union associations; non-governmental organisations (any non-profit organizations which are independent from government and typically value-based organizations that depend, in whole or in part, on charitable donations and voluntary service); schools, colleges, universities etc.;
Be registered at least 12 months before the submission deadline of this Call for Proposals.
be located within an eligible Bulgarian NUTS III regions ( Vidin, Vratza, Montana, Veliko Tarnovo, Pleven, Rousse, Silistra and Dobrich) in the border between Bulgaria and Romania or to be a registered branch in one of the eligible districts;
said above be directly responsible for the preparation and management of the action, not acting as an intermediary;
Have at least one partner from the other side of the border, which has to be backed by a partnership statement
Profit-making organisations, district administrations and political parties are not eligible.
Potential applicants may not participate in Calls for Proposals or be awarded grants if:
(a)they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subjects of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
(b)they have been convicted of an offence concerning professional conduct by a judgement which has the force of res judicata (i.e., against which no appeal is possible);
(c)they are guilty of grave professional misconduct proven by any means which the Contracting Authority can justify;
(d)they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country where they are established;
(e)they have been the subject of a judgement which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities’ financial interest;
(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 budget;
Applicants are also excluded from participation in calls for proposals or the award of grants if, at the time of the call for proposals:
(g)they are subject to a conflict of interests;
(h)they are guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the call for proposals or fail to supply this information;
(i)they have attempted to obtain confidential information or influence the evaluation committee or contracting authority during the evaluation process of current or previous calls for proposals.
In the case referred to in points (a), (c), (d), (f), (h) and (i) above, the exclusion applies for a period of two years from the time when the infringement is established. In the cases to in points (b) and (e), the exclusion applies for a period of four years from the date of notification of the judgement.
Applicants must supply with their applications a sworn statement that they do not fall into any of the above categories (a) to (f).
IMPORTANT:Civil servants or other officials of the central and District Governor’s administrations, regardless of their administrative situation, must not apply under this Call for Proposals neither as Applicant nor Partner.
2.1.2 Partnership and Eligibility of Partners
Applicant organisations must have at least one action partner from the other side of the border. This is a mandatory requirement. The Romanian partner(s) must comply with the following conditions:
be non-profit-making legal organisations/bodies;
be municipalities; local authorities; associations of local authorities; Euro regions; chambers of commerce, industry or agriculture; professional associations; non-governmental organisations; schools and other educational institutions,(colleges, universities etc)., community centres, foundations, civil associations, other NGO’s etc.
be located within an eligible Romanian NUTS III regions: Mehediniti, Olt, Dolj, Teleorman, Calarasi, Giurgiu and Constanta.
The above said is valid without exclusion.
2) The applicant organisation may also have partnership with other Bulgarian organisations. However that is not a mandatory requirement. Bulgarian partners must satisfy the same eligibility criteria as those for applicants (see item 2.1.1).
The applicant will be the lead organisation and, in case of selection, the contracting party (the “Beneficiary”). Partnership is not to be substantiated by legal documents. The partnership statement in the application form will need to be filled in, signed,dated and stamped in this regard. It stands for co-operation and mutual agreement to ensure that the projects have a strong cross-border impact, directly linked with the rationale of the CBC programme.
Applicant’s partners participate in designing and implementing the Action and the costs they incur are eligible in the same way as those incurred by the grant Beneficiary.
Subcontractors are neither partners nor associates, and are subject to the rules set out in Annex IV to the standard grant contract.
Other organisations may be involved in the action. So-called associates play a real role in the action but may not receive funding from the grant. Associates do not have to meet the eligibility criteria referred to in section
2.1.3Eligible actions: actions for which an application may be made
Size
Amount: there are no restrictions concerning the total cost of the action. However, the Community grant applied for must fall within the minimum and maximum amounts set out in section 1.3 above.
Duration: The duration of an action may not exceed 11 months. The commencement date will be of the day following the date when the grant contract has been signed by the last of the two contracting parties (the beneficiary and the Contracting Authority)
Sectors or themes
Small Scale non-investment “People-to people” projects-the development and enhancing of co-operation between neighbouring regions on both sides of a border with a view to joint improvement of the cultural, educational and socio-economic development, living conditions and on-going contact. Activities have to be related to the following priority areas:
- Economic development
- Environment
- Tourism
- Cultural exchanges
- Local Democracy
- Planning and development studies
Location
Activities must take place in the bilateral border region between Bulgaria and Romania, namely in the following NUTS III regions (so-called “judets”): Vidin, Vratza, Montana, Veliko Tarnovo, Pleven, Rousse, Silistra and Dobrich on the Bulgarian side and in the NUTS III regions: Mehediniti, Olt, Dolj, Teleorman, Calarasi, Giurgiu and Constanta on the Romanian side.
Activities taking part outside the mentioned area are not eligible for JSPF funding.
Type of actions
This Joint Small Projects Fund will finance sustainable small-scale, people-to-people actions in the following priority areas:
Economic development:Support for projects focusing on strengthening the economy of the border region. For example: encouraging the development of small-scale enterprises, marketing initiatives, exhibitions and advertising events, the creation of cross-border co-operation structures and partnerships among supporting organisations, of information networks
Environment: Projects aimed at improving the environmental situation of the region, such as the drafting of studies, assessment of problems, environmental training, projects aiming at increasing public environmental awareness, strengthening forest fire fighting capacity, preservation and rehabilitation of the forestry and river basins, stimulating organic farms activities, etc.;
Tourism:A range of ”soft” projects for tourism development - studies, planning, institutional strengthening measures, specific SME training and related HRD programmes;
Cultural exchanges: Encouraging cultural exchanges that already exist and that are being newly established between local groups on both sides of the border region. Meetings and exchanges among youth, artistic and sporting events, inter-university cultural exchanges and activities; folklore events and other projects with emphasis on preserving traditions and enhancing the common cultural heritage;
Local democracy: Schemes helping to create and improve the skills of local and regional public administrations and other eligible organisations (chambers of commerce, industry and agriculture, trade associations, trade unions, NGOs, schools and universities, etc.). Provision of relevant training courses and information on project preparation and related procedural matters, elaboration of materials for distance learning, support to exchanges of know-how and experience through mutual visits.
Planning and development studies: Projects that create the preconditions for joint planning, for framing joint research programmes, for drawing up joint strategies for regional development in NUTS ІІІ regions with the aim to jointly define development priorities. Development of action applications and feasibility studies are also included.
The following types of actions are ineligible:
Any infrastructure activities ;
Individual sponsorships for participation in workshops, seminars, conferences, congresses;
Individual scholarships for studies or training courses;
Actions without cross-border impact;
Profit-making actions;
Actions which fall within the general activities of competent state institution or state administration services, including local government;
Actions with provisions for financing the usual (routine) activities of the local organizations, especially covering their running costs;
Actions started before candidates have signed a contract for awarding a grant;
Actions linked to political parties;
Charitable donations;
Actions covered by other community programmes.
Number of proposals per applicant
An eligible organization (as referred to in 2.1.1..) can participate in only one project proposal, acting as applicant and in only one project proposal, acting as partner
An Applicant may be awarded only one grant under the present call for proposals.
2.1.4Eligibility of costs: costs, which may be taken into consideration for the grant
Only “eligible costs” can be taken into account for a grant. These are detailed below. The budget is therefore both a cost estimate and a ceiling for “eligible costs”. Please note that eligible costs must be based on real costs, not lump sums (except for travel and subsistence costs and indirect costs).The budget is to be presented in accordance to Annex B of the application form. In case that additional budget breakdown is necessary information should be provided by inserting as extra rows (sub-items) as necessary for clarity. Explanations given in sub-annexes to the budget table have to be preferably avoided. Items should be straightforward and be clearly measurable