CreatiFI - Open Call 1 Manual V2.5 · solutions for the creative industries and cultural sector...

D2.1 Open Call Manual

Compilation of the Open Call Text and related Documentation

WP2 – Open Calls Management and Monitoring

Accelerator Project: CreatiFI

Full Title: Leveraging the Future Internet for Creative In-dustries

Project No.: 632905

Start date of the project: September, 1st 2014

Duration: 24

Status: Draft

Document Identifier: CreatiFI-OpenCall-V001-2.0.docx

Date: 27.10.2014

Revision: 2.3

Project website address: www.creatifi.eu

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CreatiFI - Open Call 1 Manual V2.5.docx of 65

Project Summary CreatiFI, a FIWARE accelerator project, offers small and medium sized enterprises (SMEs), the opportunity to get funding and support to create innovative internet and mobile apps for the creative industries, powered by FIWARE technologies. CreatiFI’s main objectives are to bridge the innovation gap between European Creative Industries and other regions in the world, while also boosting Europe’s unique strengths of cultural diversity, which define its creative output. This shall result in the development and operation of new Internet and mobile applica-tions for the creative industries. Therefore, envisaged developments shall address the domains of advertising, architecture, arts and antique markets, crafts, (UX, communica-tion) design, designer fashion, film, video and photography, software, computer games and electronic publishing, music and the visual and performing arts, publishing, television and radio. Potential synergies with other fields like e.g. big and open data; health and well being and other creative Internet solutions are welcome and shall be highlighted to see addi-tional potential of a proposed solution. The CreatiFI project is aiming at the sub-granting of proposals that have a clear busi-ness impact. Therefore, proposers shall identify and clearly outline the following:

− Business needs of user communities and − Creative ideas & technological opportunities for the software SME/ web-

entrepreneur. CreatiFI recommends addressing local / regional creative hubs and communities that include close synergies with regional developments & policies to assure a large reach out and business success after developing the proposed solution. It is the objective of CreatiFI to

1. Empower small & innovative ICT players to develop high-quality and high-impact solutions for the creative industries and cultural sector based on FI-WARE tech-nologies.

2. Develop a large set of innovative and technologically challenging services and applications for the creative industries and cultural sector

3. Implement and validate the FI-WARE technologies and concepts. 4. Support SMEs in creating high-impact applications and helping to market their

apps cross border in relevant EU markets and beyond. 5. Ensure business value of services/applications for the creative industries and cul-

tural sector across Europe.

Project Consortium

iMinds (Belgium) Forum Virium Helsinki (Finland) i2cat and the Institute of Creativity of Barcelona (Spain) CREATE-Net and Trentino Sviluppo (Italy) European Network of Living Labs (Belgium) European Business Innovation Network (Belgium)

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More Information Ingrid Willems (coordinator) Phone: +32 471 95 00 80 E-mail: [email protected] http://www.creatifi.eu

iMinds - Gaston Crommenlaan 8 (box 102); 9050 Gent; Belgium

Dissemination Level

PU Public X

PP Restricted to other programme participants (including the Commission Services)

RE Restricted to a group specified by the consortium (including the Com-mission Services)

CO Confidential, only for members of the consortium (including the Commis-sion Services)

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Change History

Version Notes Date

001 Creation of the document 30.08.2014

002 Refining the overall structure and compiling the initial versions and EC inputs concerning potential evaluators conflict of interest

10.09.2014

003 Edits based on Commission PO Cristian Olimid inputs 30.09.2014

004 Introduction of FIWARE evaluation category as requested by the EC

01.10.2014

v1 Further to EC inputs – Open call text and GfA validated 01.10.2014

v1.1 Include FAQ on VAT number 07.10.2014

v1.2 Include the sub-grant agreement provided by Koen 08.10.2014

v1.3 Edits on chapter 5 evaluation process 09.10.2014

V2.0 Further inputs Ingrid 10.10.2014

V2.1 Further inputs Cristina 20.10.2014

V2.2 Further inputs Lies 21.10.2014

V2.3 Updates related to FI-CONTENT and input Sven, Federico 27.10.2014

V2.4 Input FVH 28.10.2014

V2.5 Input envisaged Software Applications to be funded 02.11.2014

Document Summary

This report compiles all the different documents, forms and explanations that are re-quired for preparing and realising the CreatiFI open Call for sub-grantees. The different elements shall be made public to assure a transparent process and to explain the over-all approach applied by the CreatiFI consortium.

As it seems appropriate, the different elements within this report will be offered as sepa-rate document templates to facilitate the preparation of proposals.

However, this report shall also facilitate the review of the call related documentation for being able to identify missing information as well as to avoid any inconsistencies of the material itself.

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Abbreviations App Software Application

B2B Business-to-Business

D Deliverable

DoW Description of Work

EC European Commission

e.g. Exempli gratia = for exam-ple

EU European Union

EC European Commission

FAQ Frequently Asked Ques-tions

FIA Future Internet Assembly

FI-PPP Future Internet Public Pri-vate Partnership

FIWARE Future Internet ware

FP7 Framework Programme 7

GA Grant Agreement

GE Generic Enabler

i.e. id est = that is to say

ICT Information and Communi-cation Technology

IoT Internet of Things

IP Intellectual Property

IPR Intellectual Property Rights

KPI Key Performance Indicator

M Month

MS Milestone

NCP National Contact Point

RTD Research and Technologi-cal Development

SE Specific Enabler

SME Small and Medium Sized Enterprise

ST Sub-Task

T Task

WE Web-Entrepreneur

WP Work Package

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Table of Contents 1! INTRODUCTION*..............................................................................................................................*8!

1.1! CONTENT!OF!THE!DOCUMENT!...............................................................................................................!8!

1.2! KEY!QUESTIONS!ANSWERED!IN!THE!DOCUMENT!.......................................................................................!9!

1.3! CORE!FACTS!OF!THE!CREATIFI!PROJECT!–!HOW!MUCH!FUNDING!FOR!WHAT?!................................................!9!

2! OPEN*CALL*TEXT*...........................................................................................................................*11!2.1! KEY!OBJECTIVE!ADDRESSED!BY!CREATIFI!................................................................................................!11!

2.2! TARGET!AUDIENCE,!AVAILABLE!BUDGET!AND!BASIC!CONDITIONS!..............................................................!11!

2.3! CALL!FOR!BUSINESS!IMPACT!AND!SOFTWARE!APPLICATIONS!.....................................................................!13!

2.4! SELECTION!OF!PROPOSALS!..................................................................................................................!15!

2.5! OFFERED!SUPPORT!BY!THE!CREATIFI!PROJECT!........................................................................................!17!

2.6! OTHER!ACTIVITIES!.............................................................................................................................!18!

2.7! POINTS!OF!CONTACT!.........................................................................................................................!19!

2.8! SUMMARY!.......................................................................................................................................!20!

3! GUIDE*FOR*APPLICANTS*...............................................................................................................*21!3.1! INTRODUCTION!.................................................................................................................................!21!

3.2! APPLICATION!FOR!SUBHGRANTS!...........................................................................................................!21!

3.3! HOW!TO!PREPARE!AND!SUBMIT!A!PROPOSAL!..........................................................................................!22!

3.4! PROPOSAL!EVALUATION!AND!SELECTION!–!CALL!1!..................................................................................!24!

3.5! REVIEW!AND!REIMBURSEMENT!OF!DELIVERED!RESULTS!...........................................................................!26!

3.6! SUPPORT!TO!PROPOSERS!....................................................................................................................!27!

4! PROPOSAL*TEMPLATE*..................................................................................................................*28!4.1! PROPOSAL!OUTLINE!..........................................................................................................................!28!

5! FREQUENTLY*ASKED*QUESTIONS*..................................................................................................*29!5.1! COMPILATION!OF!QUESTIONS!.............................................................................................................!29!

5.2! GENERAL!INFORMATION!AVAILABLE!IN!THE!INTERNET!..............................................................................!37!

6! EVALUATION*................................................................................................................................*38!6.1! EVALUATION!PROCEDURE!OF!THE!CREATIFI!ACCELERATOR!PROJECT!..........................................................!38!

6.2! DETAILED!CREATIFI!SELECTION!PROCESS!IN!OPEN!CALL!1!.........................................................................!38!

6.3! INDEPENDENT!EXPERT!EVALUATION!.....................................................................................................!42!

6.4! CREATIFI!EXPERTS!AND!REVIEWER’S!SELECTION!......................................................................................!43!

6.5! INDEPENDENT!EVALUATION!EXPERTS:!CONFLICT!OF!INTEREST!....................................................................!44!

7! DECLARATIONS*............................................................................................................................*48!7.1! DECLARATIONS!AS!PART!OF!SUBMISSION!...............................................................................................!48!

7.2! SME!SELFHDECLARATION!...................................................................................................................!48!

7.3! DECLARATION!OF!UNIQUE!SUBMISSION!.................................................................................................!49!

8! ETHICS*.........................................................................................................................................*50!

9! SUBDGRANT*AGREEMENT*.............................................................................................................*51!9.1! THE!CREATIFI!SUBHGRANT!AGREEMENT!................................................................................................!51!

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List of Tables TABLE!1:! MAIN!POINTS!OF!CONTACT!OF!THE!CREATIFI!PROJECT.! 19!

TABLE!2:! ADDITIONAL!CONTACT!POINTS!OF!THE!CREATIFI!PROJECT.! 19!

TABLE!3:! SELECTION!CRITERIA!TO!THE!CREATIFI!ACCELERATION!PROJECT!(CALL!1)! 24!

TABLE!4:! LINKS!TO!INFORMATION!AVAILABLE!IN!THE!INTERNET.! 37!

TABLE!5:! CREATIFI!SELECTION!PROCESS!(CALL!1)! 38!

TABLE!6:! CREATIFI!ELIGIBILITY!CRITERIA! 39!

TABLE!7:! SELECTION!CRITERIA!–!FIWARE!ADOPTION!AND!ACCELERATION! 40!

TABLE!8:! SELECTION!CRITERIA!–!TECHNOLOGICAL!EXCELLENCE! 40!TABLE!9:! SELECTION!CRITERIA!–!BUSINESS!POTENTIAL! 41!

1 Introduction This report compiles all the different documents, forms and explanations that are re-quired for preparing and realising the CreatiFI open Call for sub-grantees. The different elements shall be made public via the website http://www.creatifi.eu to assure a trans-parent process and to explain the overall approach applied by the CreatiFI consortium.

As it seems appropriate, the different elements within this report will be offered as sepa-rate document templates to facilitate the preparation of proposals.

However, this report shall also facilitate the review of the call related documentation for being able to identify missing information as well as to avoid any inconsistencies of the material itself.

1.1 Content of the Document The report includes the following parts: • The Open Call Text is presented in section 2. It summarises the overall intention of

the CreatiFI project and the envisaged purpose CreatiFI projects shall generally sat-isfy. It gives general information for applications on the selection and evaluation of proposals as well as the available support activities that will be offered during the CreatiFI project. It is crucial for potential applicants to understand the business and technological perspectives that need to be addressed within the projects as well as the envisaged business potential and value propositions that are expected from the participating projects.

• The Guide for Applicants presented in section 3 can be considered as a checklist when preparing for application. It lists the different aspects, procedures and rules that need to be taken into account. All applications shall fully comply with the rules mentioned in those guidelines to be eligible.

• Every applicant has to prepare a proposal that can be evaluated in accordance to the CreatiFI evaluation criteria. To facilitate the evaluation procedure, section 6 pro-vides a Proposal Template that shall be followed.

• There are general questions that could come up, when an organisation is planning to prepare a proposal. We already identified several Frequently Asked Questions in section 5. We will update the FAQ regularly in the course of the CreatiFI project, the latest version is available on www.creatifi.eu.

• To facilitate the evaluation procedure of received applications and to transparently document the evaluation process, section 6 presents the Evaluation that shall be used by the evaluators.

• Section 7 includes the Declaration a potential proposer needs to provide together with the application to proof its eligibility for the open calls in the CreatiFI project. It includes a SME self-declaration that needs to be filled in and signed. Moreover, simi-lar applications must not be submitted to more than three FIWARE accelerator pro-ject – double funding will not be permitted. Moreover, it needs to be stated, that the prepared proposal is asking for a grant that is solely used for the developing an app. This means that any software that is already available cannot be additionally paid as contribution to the overall organisation’s financing. Therefore, the Applicant must sign a number of Declarations provided in section 7.1.

• Section 8 provides a short guideline on ethics.

• Finally, section 9 includes the text of the Sub-grant Agreement that needs to be signed as contractual binding document after an application was selected for grant-ing by the CreatiFI project. The terms and conditions are based on the rules of the Future Internet programme rules and conditions, are not negotiable and need to be signed before starting the realisation of the proposed software application.

Further information on overall programme matters are provided on other FI-WARE re-lated websites. Specifically the following shall be mentioned: • FI-WARE software catalogue http://catalogue.fi-ware.org/ providing access to soft-

ware resources to be used for the development of Future Internet software applica-tions.

• The CreatiFI website will be updated regularly to provide most recent information www.creatifiy.eu.

• Future Internet Public Private Partnership Programme http://www.fi-ppp.eu/

1.2 Key Questions answered in the Document The document compiles all the information a proposer would require for getting started to submit a proposal. It answers several questions. The following list of questions is highlighting where a reader could find the corresponding answers:

− What is CreatiFI looking for and what are the overall requirements? ! Read chapter 2.

− Which business sectors need to be addressed by a proposal? ! Read section 2.2.2

− How much funding is available? ! Read section 1.3 − Who could apply for funding? ! Read section 3.2 − How to prepare a proposal? ! Read section 3 − What needs to be signed? ! Read section 7 and 9 − How are the proposals being evaluated? ! Read section 6 − I have a lot of open questions, others might have asked before ! Read section 5

1.3 Core Facts of the CreatiFI Project – How much funding for what?

CreatiFI is one of the 16 accelerator projects in the third phase of the Future Internet Programme.

Acronym: CreatiFI

Full title: Leveraging the Future Internet for Creative Industries

Business Domain: The CreatiFI project will address the domains of Media & Content and Smart Cities.

Target Audience: SMEs, web-entrepreneurs, start-ups, developers and individuals.

Project Start: September 1st 2014

Project End: August 31st 2016

Overall Funding: 4.8 Mio Euro for sub-grantees 2 Open Calls for innovative internet and mobile apps

Ma. 150 kEuro for Apps provided by competitions 150 kEuro for awarding the best Apps

Call 1: Open from October, 1st 2014 until November, 30th 2014 Proposed projects shall generally last 8 months Proposed projects shall not exceed the request for a grant larger than 50k Euro

Call 2: Open from September, 1st 2015 – September, 30th, 2015 (to be de-tailed) Proposed projects shall generally last 10 to 12 months Proposed projects shall not exceed the request for a grant larger than 100k Euro

Technology: Proposed projects must make use of the FIWARE technology (http://catalogue.fi-ware.org/)

2 Open Call Text

2.1 Key objective addressed by CreatiFI CreatiFI is an accelerator project within FIWARE and will provide grants to enable the realisation of Internet and mobile applications for the creative industries, a large and diverse group of micro- small and medium sized companies in advertising, architecture, arts and antique markets, crafts, (UX, communication) design, designer fashion, film, video and photography, software, computer games and electronic publishing, mu-sic and the visual and performing arts, publishing, television and radio.

CreatiFI aims to be a catalyst in resolving the existing paradox in the relationship be-tween the actors in the creative industries and ICT. Sustainability of many of those ac-tors depends on the adoption of ICT but there is a significant current gap in ICT-readiness. In order to close this gap, CreatiFI aims to introduce FIWARE technologies to all corners of the creative industries, by supporting and accelerating entrepreneurs into developing innovative tools and services using FIWARE technologies. Besides this direct impact, CreatiFI will also actively promote the further diffusion of FIWARE based ICT into creative Industries.

2.2 Target Audience, Available Budget and Basic Conditions

2.2.1 Target Audience – CreatiFI Open Call for Development of Software Applications

The open call is addressing software developing SMEs, web-entrepreneurs and start-ups as well as creative individuals. They can submit a proposal to request a so-called ‘sub-grant’ from the CreatiFI project.

2.2.2 Creative industries Context and Relevant Business Actors Creative Industries are those industries that have their origin in individual creativity, skill and talent, and combine the production and commercialisation of creative content. At their core, they include design, advertising, film and video, music, gaming, performing arts, printing, publishing and broadcasting. Traditionally, the creative industries have been regarded as the result, rather than the source of economic wealth. However, the ever-increasing focus on creativity and innovation in today’s information and experience economy is totally transforming our view of the creative industries. They are now re-garded as one of the prime sources of innovation and of competitive advantage for companies and industries as well as for cities, regions and nations.

A sustainable alliance between technology, design, and business is crucial in order to create the next generation of high-yielding innovations. Examples of the power of such alliances are the vast global mobile app and gaming industries, the interactive advertis-ing sector, innovative technologies for urban experience and tourism, the industrial de-sign domain and the emerging wearable technology sector.

In Europe, the Creative Industries typically consist of SMEs and even micro-enterprises or semi-professionals. This entails a number of challenges related to new technology adoption and production, scalability across national and socio-cultural borders and the sustainability of business models.

Creative industries in Europe are strongly concentrated in cities and regional clusters. Every city in Europe is a potential creative industry hotbed. These are the core clusters to foster these industries.

2.2.3 Available Budget and Call Schedule The CreatiFI project organises two calls for proposals: • Open Call 1: 2.2 Mio Euro available for sub-grants. • Open Call 2: 1.8 Mio Euro available for sub-grants.

The first call will be opened for applicants from October 1st 2014 till November 30th 2014. The second call will be open for applicants in September 2015. Proposed projects shall generally last 8 to 12 months, and have to be terminated latest in June 2016. The requested funding that is requested for one applicant to one or several apps that are funded by CreatiFI must not exceed 150 kEuro.

2.2.4 Intellectual Property Rights

The sub-grantees funded within CreatiFI will be the unique owners of the technologies created within the framework of their sub-granted projects. All results that are developed by the envisaged sub-grantee will remain its own property and can be used without any limitation for commercialisation after the finalisation of the proposed development.

Due to the nature of the Future Internet program, the sub-grantee needs to use the FI-WARE generic enablers and is encouraged to use the FI-CONTENT2 specific enablers and by this test results from phase 1 and 2 of the Future Internet programme. The IPR and related licenses of the Generic and Specific Enablers are published by the related owner of the results and need to be taken into account accordingly.

Other available resources (e.g. own developments or other open source) can also be reused for development. However, results that are not developed in the scope of the proposed project cannot be ‘sold’ in the scope of the sub-grant. If there is a need to re-imburse the usage of certain consumables or equipment, it needs to be clearly ex-plained within the proposal.

It is required that the proposals submitted are based on original work by the applicants and that their foreseen developments are free from third party rights. The CreatiFI con-sortium is not obliged to verify the authenticity of the ownership of the foreseen products and services. Any issues derived from third party claims that arise as a result of the sub-granted projects are on the sole responsibility of the applicant.

Sub-grantees will be asked to actively participate in sharing information and providing insights about their project for CreatiFI dissemination purposes. These will be specifical-ly described in the Sub-Grantee Funding agreements that will be made in each phase of the open call.

2.2.5 Contribution to the Future Internet Programme

The usage of results provided by earlier phases of the Future Internet program is an essential prerequisite for asking for a sub-grant. Therefore, CreatiFI promotes and sup-ports the use of the FIWARE technologies1.

It specifically encourages the usage of the FI-Content platform2 to create software and services in the areas of social connected TV, smart city services, and pervasive games.

1 FIWARE software catalogue: http://catalogue.fi-ware.org/enablers 2 FICONTENT2 software platform http://mediafi.org/

• The prototypes to be developed upon selection in call 1 need to make use of FI-WARE technologies, i.e. Generic Enablers.

• The products to be developed upon selection in call 2 needs to make use of FI-WARE technologies, i.e. Generic Enablers and where appropriate Specific Ena-blers of the FI-Content platform.

For commercialisation of the created apps, CreatiFI encourages to leverage the capabil-ities of the Creative Ring3.

2.2.6 FIWARE Open Software Catalogue The FIWARE enablers are available via the FIWARE software catalogue (http://catalogue.fi-ware.org/). The reuse of this software aims to reduce effort and cost. The software catalogue is outlining key features while providing access to the documen-tation, downloads, information about the terms and conditions as well as identifying available instances in test beds. Especially the available instances can help you to learn the usage and to easily try out the offered features. Finally, in accordance to the related terms and conditions you can also create your own dedicated instances following the given instructions.

2.2.7 FI-Content2 Platform for content based technologies

The FIContent Specific Enablers are of particular relevance to CreatiFI participants. FI-Content developed content-based technologies, and it is basically structured through three vertical sectors: • Social Connected TV Services like multi-screen interaction, content search and

discovery, social interaction and control of personal and private data. • Smart City Services like geo-localized mobile personalized interaction, city level

social community building, live video/audio sharing and open data • Pervasive Games like augmented reality toys and board games, location-based

installations and citywide games.

2.3 Call for Business Impact and Software Applications

2.3.1 Ensuring Business Impact CreatiFI favours funding of proposals for innovative services and applications with a high business impact in the creative industries. Business partners from the creative in-dustry are considered as investors and multipliers for the usage of services and applica-tions developed in the context of CreatiFI. For this reason, applicants are encouraged to participate in Creative Ring initiatives whose members are committed to use and pro-mote the developed technologies.

2.3.2 Key Challenges to be addressed

A basic motivation of CreatiFI is to close the innovation gap in creative industries, which will significantly increase the added value, competiveness and sustainability of the do-main.

3 http://www.creativering.eu/

From a strategic perspective, applications that are promising tangible benefits and a sustainable value for the overall society with respect to the following dimensions are prioritised: • Leverage Europe’s unique strengths of cultural diversity • Enable European cities and regions to become super-creative cores that are vital

contributors to overall competitiveness as well as to the well-being of their citizens, • Empower small & innovative ICT players to develop high-quality and high-impact

solutions for actors in the creative industries

Finally, also the direct or indirect benefits for consumers as ultimate customer shall be highlighted if applicable.

2.3.3 Envisaged Software Applications to be funded – Challenges

Based on the analysis work that is available from phase 1 and 2 of the Future Internet program with respect to the creative industries (phase 1 project FI-Content and phase 2 project FI-Content2), diverse challenges were identified that could be addressed by en-visaged software applications. The following list is providing some examples that are considered as most promising challenges to be addressed to reach the envisaged ob-jectives. However, proposals are not limited to the presented examples.

• New types of media stories and experiences incl. 3D and augmented reality • Applications and new user experiences around connected TV content • Personalised media and content services based on data inferred from the usage

and behaviour of individuals and groups of users, as well as explicit data provid-ed by the users, e.g. through subscriptions and ratings

• Services for connected devices to complement the traditional media / TV experi-ence and extend it towards new usage scenarios

• Innovative city and cultural services combining data, objects, stories from multi-ple sources, offering contextualisation, recommendations, live information, mixed reality, 3D, sharing capacities and communications technologies

• Applications to access and visualise real time information on sports and cultural events based on open data, user generated and professional contents

• Social platforms where creative people can connect and build communities to in-teract with each other and gain from social interaction within their community

• Platforms for artists and developers to combine and share their assets with other community members to create interactive art

• 3D or virtual world environments, mixing real life and internet experience in a playful way

• Innovative mobile gameplay experiences • Augmented-reality games interacting with toys, fashion, and other connected,

digitally enhanced physical products • Location-based games such as a historic monument in which connected, coop-

erative game experiences are used to make the visit more compelling • City-wide games in which larger numbers of players interact in unstructured envi-

ronments

2.4 Selection of Proposals

2.4.1 Selection Procedure CreatiFI will organise a two-stage, consecutive and complementary call process in each hub. Each CreatiFI proposal will be linked to one local hub (Brussels, Barcelona, Hel-sinki and Trento).

CreatiFI open calls allow early-stage developers and more experience teams to enter the CreatiFI program at different stages, according to their needs and abilities.

During both calls, CreatiFI will apply similar selection procedures; eligibility and selec-tion criteria will be adapted to the specific purpose of each call:

- Open Call 1 will focus on prototype design and development, it aims at attracting projects in the ideation phase, the goal is to translate a business idea into a working prototype using FIWARE technologies

- Open Call 2 will focus on product design and development, it aims at attracting projects in the development phase, the goals is to accelerate the development of a commercial product and a viable business using FIWARE technologies

The main selection activities are the same in both calls:

1. Registration of the participants via Pioneerz, the CreatiFI portal (part of the CreatiFI SME Monitoring tool), which will process the applications and be the central inter-face for managing and interacting with the project team throughout all the phases of the project;

2. Check compliance with eligibility criteria for participation to the FIWARE accelerator project: − The SME must legally be eligible to participate in the open call; − The proposal must be complete and shall consist of 5 parts:

o presentation of the project team o presentation of the business idea o mock-up of the envisaged solution o prototype plan including milestones and deliverables;

− The proposal must be submitted before the closing deadline of the open call;

3. Evaluation of the proposals by independent expert evaluators H Evaluations will be conducted remotely H Double-blind cross-regional system, i.e. one local evaluator and one non-local

evaluator score and rank each proposal based on defined criteria 4. Consolidation of the expert evaluations, top 30 ranked submissions, in each Cre-

atiFI Hub, will be invited to local pitching day on the 16th and 17th December 2014. 5. Live pitch of top 30 ranked submissions to a panel of experts. At the end of this final

stage, 15 FIWARE accelerator projects will be selected in each CreatiFI Hub. 6. Notification to the successful applicants 7. Individual CreatiFI kick-off resulting in signature of a binding sub-grant agreement

for the realisation of the application/related technology. 8. Notification of applicants that were not selected for the available grants.

2.4.2 Eligibility criteria

In order to participate to CreatiFI, participants have to comply with the following eligibil-ity criteria: • Register to CreatiFI portal and select the CreatiFI hub that will monitor the open call

process and will facilitate the project execution • Individual or SME based in the EU or associated countries • Provide a VAT number or be able to provide one in the event Applicant proposal is

accepted4. • Declare that the same proposal has been submitted to maximum 3 FIWARE accel-

erators. • Prototype plan submitted incorporating the technologies available in the FIWARE

catalogue. • Be directly responsible for the preparation, management and execution of the plan. • Call 1 - Proposals need to be submitted before November, 30th 2014, 23h59 • Call 2 - Proposals need to be submitted before September 30th 2015, 23h59. • Accept to pitch their business idea and project proposal in their respective hub on

December 16th and 17th, 2014. The participant will bear the travel cost. • Fill in the European Commission requested questionnaire for research purposes

2.4.3 Selection Criteria

Application is open for individuals, SW Developers, SMEs and web-entrepreneurs. Cre-atiFI favours teams combining technical and business skills.

Applicants shall consider the following criteria when applying for the CreatiFI project: • Business Potential: concerns the need and potential value of the envisaged soft-

ware application for actors in the creative industries and the involvement of real end-users for requirements analysis and/or verification and validation of solutions. Spe-cific criteria are: anticipated market demand; competitive advantage; scalability and growth potential; and business acumen of the team and business plan.

• Technological Excellence: concerns the quality of the proposed solution on a technological level and the capability of the team to develop the solution. Specific criteria are: technical soundness of the mock-up (in call 1) / prototype (in call 2); in-novativeness of the envisaged solution; creativity of the proposal, and quality of us-age of FI-WARE technologies (i.e. Future Internet programme enablers), quality of the prototype plan (in call 1) / project plan and budget (in call 2); and technical excel-lence of the team.

• FIWARE adoption and Business Acceleration: concerns the ability to leverage the provided funding into sustainable returns. Specific criteria are: anticipated impact of funding on growth; synergies and fit with Future Internet programme, degree of in-tegration of FIWARE technologies, contribution to the FIWARE community

All proposals submitted to CreatiFI will be evaluated under a double blind cross-regional review system. This means that the reviewer will not know who the proposer is.

4 In the event the Applicant has been accepted, in order to receive and spend the funds,

he/she will have to create a legal entity that complies with all national legislation.

More details with respect to the selection criteria are presented in section 6 Evaluation.

2.5 Offered Support by the CreatiFI Project The overall aim is to facilitate the realisation of Future Internet based apps.

In the pre-phase of the proposal preparation for the Open Calls CreatiFI is offering the following support: • Matchmaking between tech-savvy and creative people and/or organizations in a

trusted open innovation setting in order to facilitate the networking of developers and their potential clients.

• Information sessions to present the FIWARE program, the application procedure and the criteria that have to be fulfilled.

• Dissemination of webinars presenting relevant information especially for interested developers with respect to the technology addressed.

• Dissemination of events and workshops coordinated by FIWARE • Regional contacts that can be addressed in case of specific questions with respect

to the call that are not yet answered by the ‘Frequently Asked Questions’ presented in the CreatiFI website.

As soon as the open call is accomplished and the winning proposals selected, there will be an additional support for the selected projects: • Dedicated training sessions, webinars and educational sessions, focusing on proto-

type and product design and development incl. business modelling, rapid prototyp-ing, Information & UX design

• Coaching and mentoring of participants, tailored to their needs in order to realise their prototype plan,

• Provision of technical support, guidelines and tutorials for the usage of Future Inter-net technologies and specifically the FIContent2 platform.

• Individual business model clinics (winners call 1) • Living Lab tests that enable participants to explore markets and validate problem /

solution fit (winners call 2) • Local community and networking events bringing together developers and entrepre-

neurs, • Helpdesk to support the participants. • Relay for the access of services offered by other projects in the program and espe-

cially by the support actions. • Business Networking via the regional eco-systems of the 4 local CreatiFI hubs as

well as the Creative Ring and DigiBIC communities, the leading European networks EBN and ENoLL to give the Open Call winners the chance to meet new business clients

• Gateways to further funding via already activated incubation programs (VC, crowd-funding ea.), the Creative Ring network, and client-involved Living Lab business bro-kering

2.6 Other Activities

2.6.1 CreatiFI Awards After finalising the individual projects that are funded by the two CreatiFI open calls, the related results/ applications are evaluated and a selection of top-performing projects is made and 3 CreatiFI Awards will be announced at the final event:

• Award for the Most Creative Solution for the project that has developed the most creative solution powered by FIWARE Generic Enablers. The award winner will be selected by the CreatiFI consortium

• Award for the Best Business Case for the project with the most appealing business case, to be selected and be awarded by ENoLL and EBN members via online voting prior to the final event

• Audience Award for the project having the most likeability to the general audi-ence, to be selected by the general public via online voting prior to and during the final event.

The 3 additional CreatiFI Awards are non-monetary prizes and will be segued into ad-ditional media exposure.

The selection of the three award winning applications will follow specific criteria that will be published at a later stage in the CreatiFI project. The selected projects need not to explicitly apply for the CreatiFI Innovation Award, but are directly participating in the competition for this Award.

2.6.2 CreatiFI Pitching Day & Kick Off The CreatiFI project will also organise additional activities that are for competition of educational purpose. Especially the following is planned:

H Pitching Day for applicants to call 1 on December 16th & 17th, 2014. Top 30 ranked submissions, in each CreatiFI Hub, will be invited to pitch their proposal to a panel of experts. At the end of this final selection stage, 15 winners will be selected in each CreatiFI Hub. During the pitching day a series of interesting workshops will be organised for all participants on relevant topics to ensure suc-cess and/or to fail fast & cheap.

H CreatiFI kick-off shall be organised early January. These are a individual ses-sions with each selected project owner/team, to review in depth all milestones and deliverables of their prototype plan, especially focusing on the technical ar-chitecture and the implementation of FIWARE Generic Enablers as well as FI-Content Specific Enablers. The Prototype plan resulting from these individual sessions will form the basis of the sub-grantee contract.

2.7 Points of Contact

2.7.1 Main Contacts for the Open Call Table 1: Main points of contact of the CreatiFI project. Partner Role Role Contact

iMinds Project Coordination Belgium [email protected]

iMinds Project Office Belgium [email protected]

CREATE-NET Technical Support Italy [email protected]

2.7.2 Additional Contacts Table 2: Additional contact points of the CreatiFI project. Partner Country Contact

iMinds Belgium [email protected]

Forum Virium Helsinki Finland [email protected]

i2cat Spain [email protected]

the Institute of Creativity of Barcelona Spain [email protected]

CREATE-Net Italy [email protected]

Trentino Sviluppo Italy [email protected]

European Network of Living Labs Belgium [email protected]

European Business Innovation Net-work Belgium [email protected]

Each hub can be contacted via the their local Helpdesk:

Benelux / UK / DACH [email protected]

Spain / Portugal [email protected]

Italy [email protected]

Scandinavia / Baltic [email protected]

General questions: [email protected]

Furthermore, the website of CreatiFI is presenting the key information and also a link to the CreatiFI proposal submission tool: www.creatifi.eu

2.8 Summary

The CreatiFI project starts in September 2014 addressing the creative industries as one of the 16 accelerator projects in the Future Internet Public Private Partnership Program of the European Commission. The project offers 4 Mio EURO to individuals, developers, SMEs and web-entrepreneurs to develop Internet based applications that make use of the FIWARE technologies. The First Open Call will be published in October/November 2014 and the selected projects will start working in the project from January 2015.

The Project Partners are: iMinds (Belgium), Forum Virium Helsinki (Finland), i2cat and the Institute of Creativity of Barcelona (Spain), CREATE-Net and Trentino Sviluppo (Ita-ly), European Network of Living Labs (Belgium) and the European Business Innovation Network (Belgium).

3 Guide for Applicants

3.1 Introduction The CreatiFI project is realised in the scope of the 7th Framework Programme of the European Community for research, technological development and demonstration activ-ities. As one element of this programme, the realisation of new technologies and busi-ness potentials with respect to a “Future Internet” was established.

This Future Internet initiative reached its third and final phase. Within this phase, 16-accelerator projects shall sub-grant some 80 Mio Euros to SMEs and web-entrepreneurs. With those funds, they shall be enabled to realise solutions that are mak-ing use of, test and validate the results (software) of the first two programme phases.

The CreatiFI project is intending to sub-grant 4.0 Mio Euros for “Future Internet based software applications” that are specifically providing solutions with an added value for businesses and Internet end-users to the creative industries. For being able to do so and assure a transparent sub-granting procedure as well as an impartial evaluation of proposals, avoiding any conflict of interest, the CreatiFI project will specifically realise 2 open competitive calls for proposals.

This “Guide for Applicants” contains the basic information needed to guide you in pre-paring a proposal for being selected as a sub-grantee of the CreatiFI project. It gives instructions on how to structure your proposal. It also describes how the proposal should be submitted, and the criteria on which it will be evaluated5.

The proposers that are selected to receive a sub-grant from the CreatiFI project will be required to sign a sub-grant agreement. This is based on the "standard model grant agreement", while directly referencing several articles from the EC model contracts.

3.2 Application for Sub-grants

3.2.1 Type of Proposers that are eligible for Funding

Proposers will only be eligible to receive a sub-grant under the rules of the Seventh Framework Program. Especially the following may receive EU sub-granting via the Cre-atiFI accelerator project:

− For realisation of the proposed software based solution, the proposer is making use of available FIWARE Technology.

− European SMEs following the definition in the Commission Recommendation 2003/361/EC, as well as SME type web entrepreneurs.

Submitted proposals will only be considered as eligible, if the proposing organi-sation qualifies as an SME. According to the rules determined in FP7, the following thresholds apply:

− Less than 250 employees, − Annual turnover ≤ 50 Mio EUR, and − Annual balance sheet total ≤ 43 Mio EUR.

5 General documentation of the European Commission about the realisation of the 7th

FRP is provided via the following website: http://ec.europa.eu/research/participants/portal/desktop/en/funding/reference_docs.html#fp7

The proposer may only receive a sub-grant via the accelerator project for which he has submitted a proposal.

Those thresholds specifically apply for autonomous enterprises. If other organisations are linked or are partner organisations, the calculation needs to take into account those relationships6.

Please note that submission retained for funding must come from SMEs or web-entrepreneurs established in the European Union; or Switzerland, Israel, Norway, Iceland and Liechtenstein, Turkey, the Former Yugoslav Republic of Macedonia and Serbia, Albania, Montenegro, Bosnia & Herzegovina, Faroe Islands or Repub-lic of Moldova.

3.2.2 Type of work to be funded Successful applicants of this open call will receive financial support for the development of software applications. This includes project-related costs as defined in the submitted proposals of the applicants for the open call. The project only reimburses costs that are related to the following activities of the sub-projects:

− Development and research related costs, − Costs related for dissemination and test activities, − Accommodation and travel costs related to activities within the CreatiFI project,

serving a purpose as proposed or individually justified w.r.t. the applica-tion/service development,

− Project management related activities.

All these costs have to be planned and justified in the proposal for the open call. There is no financial support for further subcontracting foreseen in the Open Call. However, applicants can involve other developers, if they meet the same eligible criteria as the proposer, especially SME in the European Union or an associated country.

The maximum amount to be granted to each of the application/service development projects is 150 kEuro in total. If a proposing organisation is proposing more than one project in the scope of CreatiFI where they can receive financial support, the maximum amount of 150 kEuro per individual proposer maintains.

3.3 How to prepare and submit a proposal

3.3.1 Contents of a Proposal Open Call 1 proposals are dedicated to prototype design and development. The pro-posal must be complete and shall consist of three parts: presentation of the Business Idea, a mock-up of the envisaged solution well a prototype plan including milestones and deliverables.

The prototype plan describes how participants will bring the mock-up to a functioning prototype incorporating FIWARE technology over the project course of 8 months.

The main parts of the proposal are shortly outlined in the following sections.

6 See also

http://ec.europa.eu/enterprise/policies/sme/files/sme_definition/sme_user_guide_en.pdf

3.3.2 Business Idea Participants will have to describe their business idea, covering the following topics:

o Team o Customer problem you are solving o Product or service that you will offer o Target market / customers o Sales & marketing strategy o Business model o Competitors o Competitive advantage o Challenges and risks

It is not expected that a full business plan will be provided, but at least a clear descrip-tion of the business idea, the business potential and business model developed. It is recommended to use a business model canvas to reduce the effort for its preparation and facilitate the understanding by the evaluators.

3.3.3 Mock-up incl. Technical Description Proposal should contain a mock-up in the format of a drawing, web page, video, wireframes or product demo to be uploaded in the CreatiFI portal. Additionally it shall provide a technical description of the proposed software application; it’s architecture and the technology stack. It needs to clearly identify on how the envisaged application is making use of existing FIWARE7.

3.3.4 Prototype Plan with Milestones and Deliverables A detailed prototype plan with clearly defined milestones, well-described deliverables and the required budget over the project course of 8 months shall be prepared. It shall provide an idea of the required skills and resources as well as the challenges and risk to deliver in time, scope and budget.

The prototype plan forms the basis of the contractual agreement with the sub-grantee and the payment procedure upon delivered and successfully reviewed deliverables ac-cording to defined milestones. The prototype plan will be used for monitoring of results, centrally by CreatiFI, and to coordinate the reviews of envisaged deliverables.

3.3.5 One stage submission Proposals for sub-grants to develop an application in the scope of the Future Internet Public Private Partnership Programme that would be granted by the CreatiFI project (carried out in FP7, Project Nr. 632905) are submitted in a single stage, by submitting a complete application which is prepared as described in chapter 4 of this document.

The current consortium/ beneficiaries of the CreatiFI project may not respond to this call.

3.3.6 Language

The proposal must be prepared in the working language of the CreatiFI project that would provide the sub-grant. Proposals submitted in any other language will not be evaluated.

7 FIWARE Catalogue – http://catalogue.fi-ware.org/

In the case of CreatiFI this is ENGLISH.

3.3.7 Submission of proposals The proposal must be submitted electronically through the CreatiFI website (www.creatifi.eu).

If you discover an error in your proposal, and provided you did not yet submit your pro-posal and the call deadline has not yet passed, you can update the information saved in Pioneerz, the proposal submission tool of CreatiFI.

Once a proposal is submitted, you can no longer modify it or retrieve uploaded docu-ments for further editing or updates.

Proposals must be received by the closing time and date of the call. Late proposals, or proposals submitted to any other address or by any other means than the CreatiFI web-site portal, will not be evaluated.

Do not wait until the last minute to submit your proposal. Failure of your proposal to ar-rive in time for any reason, including communication delays, is not acceptable as an extenuating circumstance. The time of submission will be definitive

3.3.8 Acknowledgement of receipt Once your proposal is submitted an email will be sent to confirm the acknowledgement of receipt.

The sending of an Acknowledgement of receipt does not imply that your proposal has been accepted as eligible for evaluation.

3.4 Proposal evaluation and selection – Call 1

All CreatiFI proposals will be assigned to a local hub, either in Benelux, Scandinavia, Italy or Spain. Evaluations will be conducted remotely

The proposals are evaluated by independent expert evaluators in a double-blind cross-regional system, i.e. one local evaluator and one non-local evaluator score and rank each proposal according to a grid consisting of a quantitative score for each of the se-lection criteria, and a qualitative justification of each group of criteria (i.e. business po-tential, technological excellence and FIWARE adoption and business acceleration). All proposals submitted in the open calls will be assessed against the criteria as listed in the following Table 3. Table 3: Selection Criteria to the CreatiFI acceleration project (call 1)

Criteria Points Weight

Business potential 1.00 50

1.1 Anticipated market demand 0.20

1.2 Competitive advantage 0.20

1.3 Scalability and growth potential 0.20

1.4 Quality of user relationship and testing 0.20

Ingrid Willems� 10/11/2014 19:42Deleted: Table 3

Criteria Points Weight

1.5 Team excellence 0.20

Technological excellence 1.00 20

2.1 Technical soundness of the proposed prototype 0.15

2.2 Innovativeness of the solution 0.15

2.3 Creativity of the proposal / mock up 0.10

2.4 Quality of the prototype plan 0.30

2.5 Technical excellence of the team 0.30

FIWARE Adoption and Acceleration8 1.00 30

3.1 Degree of integration of FIWARE technologies in the proposed prototype 0.20

3.2 Proper adoption of FIWARE technologies in the pro-posed prototype 0.20

3.3 Impact of the FIWARE technologies on the developed prototype 0.20

3.4 Contribution to FIWARE Community 0.30

3.5 Adoption of FI-LAB 0.10

TOTAL 3.00 100

The listed criteria in Table 3 for the selection of proposals are understood as follows: • Business Potential:

this concerns the economic and market potential of the proposed solutions, as well as the business skills of the team. The questions we want to see answered here is: will the proposed technology make an economic impact and is the business model solid?

• Technological Excellence: concerns the quality of the proposed solution on a technological level in terms of in-novativeness, the technical capacity of the team to realise the proposed solution. The question we want to see answered here is: will the proposed technological solution have inherent disruptive or greatly improving potential?

• FIWARE Adoption and Acceleration: concerns the integration and adoption of FIWARE technologies, which and in which way they are used, as well as the potential for leveraging the solution beyond the in-dividual business model into the FIWARE ecosystem and beyond. The question we want to see answered here is: is the proposer adopting and integrating FIWARE technologies in an optimal way? Will the proposer and its proposed technolo-gy be able to leverage the provided funding into growing returns?

8 A basic and necessary prerequisite for receiving a sub-grant from CreatiFI is to use

FIWARE generic enablers. Moreover, within these criteria it is also considered posi-tive if even several enablers are used.


The criteria for awarding financial support as defined in Table 3 need to be satisfied at least to a certain degree for being able to grant financial assistance. Therefore, there will be a threshold of at least 0.60 per evaluation criteria category and an overall as-sessment of at least 2.00 points.

Regional members of the Executive Board will consolidate the expert evaluations, to-gether with the relevant proposals. The top-scoring proposals will be presented to the Executive Board for ratification.

The successful applicants will receive a notification and will sign a binding agreement for the realisation of the application/related technology (see also chapter 9).

3.5 Review and Reimbursement of Delivered Results

Out of all submissions, 60 projects (15 in each CreatiFI hub) will be selected. Upon sig-nature of the sub-grantee agreement incl. detailed prototype plan, the project team/owner will be awarded 10 kEuro (fixed amount) for the eligibility to proceed within the CreatiFI program to develop their prototype incorporating FIWARE technologies.

As defined in section 3.3.1, the proposer shall define in his prototype plan the mile-stones and assign the related deliverables that will be accomplished accordingly. Cre-atiFI neither predetermines, nor defines specific milestones with respect to the man-agement of work. The proposer shall elaborate a sound plan that convinces with respect to the quality of the prototype plan.

From an administrative point of view, for enabling the reimbursement of delivered re-sults, the proposer shall define at least two milestones for call 1: • Until the half-way point of prototype design and development (April 2015, i.e. as

defined in the prototype plan with milestones), CreatiFI will gather the reports on pro-ject progress and a team of reviewers (i.e. if required also external experts will be in-volved, if a specific expertise for review cannot be provided by the CreatiFI team) will assess whether the projects are on track (i.e. assessing whether those features are realised that were planned for the half-way point).

• If the check-up outcome is positive, all milestones are met and deliverables are pre-sented, the project owner/team is awarded 15kEuro (fixed amount) for the work in the previous 4 months, subject to approval by the EC and/or the reviewers of the CreatiFI project.

• If the check-up outcome is negative, a hearing will be organised to ascertain the is-sues at hand. The hearing committee consists of three members of the Executive Project Management Board: one local to the regional hub, the Coordinator, and a third member to ensure a decision can be made by voting if needed. If the outcome of that hearing is favourable, the project team/owner s awarded 15kEuro (fixed amount) for the work in the previous 4 months and is flagged for close monitor-ing/coaching during the next 4 months. If the outcome of the hearing is negative, no funding is granted to the project owner/team and the amount that was not granted is added to the budget of Open Call 2. The project team/owner is no longer eligible for further participation in the CreatiFI activities.

• At the end of the prototype design and development (August 2015), the project team/owner will present their prototype as well as report on the final results, describ-ing the prototype, how it relates to the initial prototype plan as well as the design de-cisions taken during the course of the project.


• If all is well and the evaluation outcome is positive, the team is awarded EUR 25k (fixed amount) for the work in the previous 4 months, subject to approval by the EC and/or the reviewers of the CreatiFI project.

• If the evaluation outcome is negative, a hearing is organised to ascertain the issues at hand. The hearing committee consists of three members of the Executive Project Management Board: one local to the regional hub, the Coordinator, and a third member to ensure a decision can be made by voting if needed. If the outcome of that hearing is favourable, the project team/owner s awarded 25kEuro (fixed amount) for the work in the previous 4 months. If the outcome of the hearing is nega-tive, no funding is granted to the project owner/team. The CreatiFI Project Manage-ment Board will request a written justification.

From an administrative point of view, for enabling the reimbursement of delivered re-sults, the proposer shall define at least two milestones for call 2: • Until the half-way point of development • At the end of the project The detailed process for call 2 will be elaborated in a separate document.

3.6 Support to proposers

3.6.1 CreatiFI Helpdesk CreatiFI can be contacted via the local CreatiFI Helpdesk of each hub:

Benelux / UK / DACH [email protected]

Spain / Portugal [email protected]

Italy [email protected]

Scandinavia / Baltic [email protected]

General questions: [email protected]

Furthermore, the website of CreatiFI is presenting the key information and will be regu-larly updated with relevant news and latest events: www.creatifi.eu

3.6.2 The Intellectual Property Rights Helpdesk Generally, all software solely developed by the proposer will remain their intellectual property. However, there is an IPR Helpdesk that has as its main objective to assist or-ganisations taking part in Community funded projects on Intellectual Property Rights issues, and in particular on Community diffusion and protection rules and issues relating to IPR in international projects.

http://www.ipr-helpdesk.org

4 Proposal Template Proposals must be submitted:

− Electronically through the CreatiFI portal, − In the language stated in the call announcement (ENGLISH), − Before the date and time given as the call deadline in the call announcement

4.1 Proposal Outline

CreatiFI-application.docx

5 Frequently Asked Questions

5.1 Compilation of Questions In the following, you will find a list of frequently asked questions. We were trying to give short answers to highlight the key aspects that would be relevant for a potential propos-er.

5.1.1 What is CreatiFI looking for? The project will introduce FIWARE technologies to very large relevant communities of Creative Industries and attract a large number of developers to participate in developing tools and services for creative communities. CreatiFI will develop a large amount of FI-WARE prototypes and technically mature commercial viable FIWARE tools for the Crea-tive Industries.

5.1.2 What is CreatiFI not looking for?

Apps that don’t utilize the FIWARE software will not be funded. Also apps that that are not related to creative industries and cultural sector domain will not be supported.

5.1.3 How many Apps does the project expect to fund? CreatiFI will fund around 60 Apps.

5.1.4 What topics can be addressed? Proposal that address topics in relation to the Creative Industries such as: advertising, architecture, arts and antique markets, crafts, UX design, communication, design, de-signer fashion, film, video and photography, software, computer games and electronic publishing, music and the visual and performing arts, publishing, television and radio.

5.1.5 Who can apply? Individuals, small, medium and micro enterprises established in the EU and associated countries (see also section 3.2 of the Guide for Applicants for a detailed answer).

5.1.6 Who can participate in CreatiFI Open calls?

Individuals, teams or SMEs9 established in a EU member state or Switzerland, Israel, Norway, Iceland and Liechtenstein, Turkey, the Former Yugoslav Republic of Macedo-nia and Serbia, Albania, Montenegro, Bosnia & Herzegovina, Faroe Islands or Republic of Moldova.

Once being selected in open call 2, teams must be formally organized in a European legal entity (private law company, association or foundation) registered under the laws of a EU country. The established entity must comply with the EU tax and social security obligations.

9 Small Medium Enterprise as defined in EU law Recommendation 2003/361/EC 6th

May 2003.

5.1.7 Is it also open to research institutes or only for industries?

As long as your organisation fulfils the SME criteria and you are developing the envis-aged Internet or mobile app with your employed staff, also research related organisa-tions could apply, to e.g. preparing a spin-off.

5.1.8 What are the key benefits for an app developer in CreatiFI?

You can reuse FIWARE results and specifically the FIContent platform that reduces your development efforts when aiming at the realisation of cloud based solutions for creative industries. You can benefit from features other apps are providing, while cou-pling them via the FIContent platform. Furthermore, participating in the ecosystem of the Future Internet initiative including the app market place might open new business op-portunities for your app. On top of that, the funding will minimise your financial risk and the development results remain your intellectual property.

5.1.9 How can I apply?

Prepare a proposal, incl. a mock up and a Prototype Plan explaining the technical con-text, the business value and the project planning. Submit your proposal before the call deadline via the CreatiFI website (www.creatifi.eu)

5.1.10 How do I have to plan the Prototype Design & Development?

Your prototype plan has to follow the Guide for Applicants. It is crucial that you are de-fining a clear schedule and the results that will be elaborated. Please make sure that the CreatiFI project will be able to test and validate, if the proposed functionalities/features of your app are satisfactory implemented in your prototype. This planning, the presented prototype and the related list of deliverables as well as a documentation of developed results will be the main references for reviews and deciding on granting the awards.

5.1.11 What happens if I cannot accomplish the Prototype Plan milestones?

You will get the possibility to justify the non-accomplishment in an Executive Project Management Board hearing if its outcome is negative, no more funding is granted and you are no longer eligible for further participation in the CreatiFI activities.

5.1.12 Who is my local contact for the project?

There are several contact points of the CreatiFI project, located in Belgium, Finland, Spain and Italy. You can contact any of them, as it seems suitable for you. They are able to response either in their local language or all are able to response in English.

The Open Call Text is listing the Points of Contact in section 2.7.

5.1.13 When do I start? After the evaluation and selection has ended • in January 2015 for the selected projects from Open Call 1 • in Autumn 2015 for the selected projects from Open Call 2

Generally, you are defining your individual prototype plan in your proposal. Your plan defines a start and an end-date for your project, which can be chosen freely in a time

span of 4 months after the signature of the sub-grant agreement with the CreatiFI pro-ject. The latest end-date is August 2015 for • August 2015 for the selected projects from Open Call 1 • June 2016 for the selected projects from Open Call 2

5.1.14 Does CreatiFI predefine Future Internet related apps that shall be developed?

No. We are open to any idea making use of FIWARE in the context of the addressed business domain and promising a business value.

5.1.15 How many organisations should participate in an app development?

We are generally expecting that one SME is asking for a sub-grant. However, this SME could cooperate with other individuals or SMEs for development. These development partners should be named in the proposal and they must meet the same criteria as the proposer, which means that the must also be an SMEs in Europe or an associated country. Furthermore, they should directly carry out work under the supervision and re-sponsibility of the proposing SME (see also the question below on eligible costs).

5.1.16 Can I “sell” an existing app that is already available? No. Only efforts for developing a new app will be reimbursed. Of course you can devel-op on top of existing components/modules – this additional development could be reim-bursed.

5.1.17 Can I advertise my app publicly in other channels than EC related ones? Sure you can. However, any dissemination action needs to state that the research and work leading to the results has received a sub-grant from the European Union Seventh Framework Programme (FP7/2007-2013) under grant agreement n° 632905.

5.1.18 Which trade fairs and events can I use for dissemination of my application?

There will be a series of European events for disseminating all applications from all ac-celerator projects in the next two years. As a minimum requirement, we expect that you will present your application in one of those main events and one CreatiFI specific event during the project runtime. If you want to use other trade fairs we appreciate. However, from a formal point of view, you need to explain the expected costs as well as to detail the planned dissemination action and the importance/added value of doing so.

“General networking activities” by e.g. visiting workshops, trade fairs and/or conferences cannot be considered as eligible. It is expected to have at least an explicit presentation of your app and a clear relation to the Future Internet programme.

5.1.19 Can I submit several proposals to different FIWARE accelerator projects for the same software application?

Yes. You can submit the same proposal to maximum 3 FIWARE Accelerators. Double funding is not permitted - a proposal can only be selected and supported by one Accel-erator.

The submitted applications to the 16 accelerator projects will be crosschecked to identi-fy any redundant proposals.

5.1.20 Can we present two or more proposals for different software applications? Sure. As long as you are proposing different apps this would be eligible.

5.1.21 What is the available sub-grant for developing a prototype?

Within CreatiFI, we will limit the funding for one proposer to 150 kEuro. This limit is in-dependent of the number of prototypes proposed.

Open Call 1 will focus on prototype design and development, it aims at attracting projects in the ideation phase, the goal is to translate a business idea into a working prototype using FIWARE technologies.

50 kEuro will be progressively granted during the course of the prototype design and development phase: • Selected proposers will be awarded 10 kEuro • Half Way Prototype Design & Development, selected projects will be checked on

progress against the milestones projected in their approved Prototype Plans. Upon positive evaluation, project team/owner will be awarded 15 kEuro.

• At the end of the prototype stage, the participants are evaluated. If the evaluation outcome is positive, the project team/owner is awarded 25 kEuro

5.1.22 What is the available sub-grant for developing a prototype? Within CreatiFI, we will limit the funding for one proposer to 150 kEuro. This limit is in-dependent of the number of apps proposed.

Open Call 2 will focus on product design and development, it aims at attracting pro-jects in the development phase, the goals is to accelerate the development of a com-mercial apps and a viable business using FIWARE technologies

100kEuro will be progressively granted during the course of the prototype design and development phase: • Selected proposers will receive 20% (20 kEuro) of their projected budget as an

award for successfully completing this first stage. • All teams are checked on progress in terms of tangible outcomes against the mile-

stones projected in their approved Project Plans. If the check-up outcome is positive, the team is awarded 30% of the projected budget (30 kEuro).

• At the end of the Product Design & Development Stage, the participants are evalu-ated on their final report that concerns two aspects mainly: the technology and the execution of the business plan. If the evaluation outcome is positive, the team is awarded the final 50% (50 kEuro).

5.1.23 What language should the proposal be submitted in? Proposals should be submitted in ENGLISH.

5.1.24 How do I proof technical excellence of my team?

The short presentation of your organisation shall outline your key competencies and previous experience with respect to relevant implementations, projects and or products. Moreover, you need to provide short CVs of those individuals that will mainly work in your project – please do not put CVs of individuals that are finally not working or just

with a minor role in your proposed work. Those CVs (approx. 3-5 lines of text) shall re-flect their education and previous experiences that is relevant for the work proposed.

5.1.25 How should the proposal be submitted?

There is a submission tool that is accessible via the CreatiFI website (http://www.creatifi.eu)

5.1.26 How will my proposal be evaluated? External evaluators will assess the proposals based on predefined evaluation criteria. Based on the evaluation results, proposals will be ranked and funded as long as funding is available and the quality of the proposals is above the defined thresholds.

CreatiFI submissions will be evaluated in a double blind cross-regional review process. All submitted proposals will be reviewed remotely and scored by two evaluators - one local and one non-local. The reviewers do not know who the proposer is. 30 top ranked proposals (provided overall quality of submissions) per hub will be invited to pitch their to a panel of experts consisting of external experts and CreatiFI consortium members. Pitch events will be organised in each hub on the 16th-17th December 2014.

5.1.27 My proposal has been selected for funding, now what?

You will be informed by the CreatiFI project team and you will be invited to an individual kick-off meeting mid January, to review the technical architecture and implementation of FIWARE in your prototype (call 1) /app (call 2) to be taken into account in your Proto-type Plan / Project Plan. The sub-grant agreement will be based upon this jointly re-viewed prototype / project plan. As soon as this agreement is signed you can start your work, based on your proposal that will be used as an annex to the sub-grant agreement, detailing the technology dimension, business value and project planning.

5.1.28 Who owns the Intellectual Property of the Software that my organisation develops?

You or your organisation owns the IPR.

5.1.29 Which programming language do I have to choose? The application that you are developing can be written in any language that you prefer.

5.1.30 Which are the general requirements of the prototypes (call 1) / apps (call2 2) to be developed?

They need to use FIWARE technology/software. Within CreatiFI we are encouraging the usage of the specific enablers developed on the FI-CONTENT2 platform.

5.1.31 Are there specific technical requirements?

You shall use results of the Future Internet programme that were developed before. The basic intention is to test, improve and promote the wide uptake of those results to achieve a critical mass of commercial adoption of the FIWARE technology (http://catalogue.fi-ware.org/). In the CreatiFI project we are promoting the use of the FICONTENT2 platform (http://mediafi.org/open-platforms/) which is one of the Future Internet Phase 2 results,

For being eligible to ask for a sub-grant you need to use FIWARE results. Without this usage your proposal cannot be considered for funding.

5.1.32 What support will be given to the developers selected in the open call?

The CreatiFI project will provide technical assistance in accessing and using FIWARE technologies as well as supporting the business dimension and refinement of business models. Moreover, there will be communication channels to a larger target audience of potential customers – i.e. through Creative Ring, CreatiFI partners, European Business Network (EBN).

5.1.33 When do I start?

Once Open Call 1 evaluation and selection has ended, all Prototype Plans accepted will have to start in January 2015 and end August 2015.

Once Open Call 2 evaluation and selection has ended, all Prototype Plans accepted will have to start in October 2015 and end June 2016.

5.1.34 What major releases of the FICONTENT2 platform are planned such as to align App development?

Validation of the Specific Enablers of FICONTENT2 is expected in Q1/2015. The Spe-cific Enablers of FICONTENT2 shall be ready for testing by projects selected in call 1 and for implementation after call 2.

5.1.35 How many Prototypes and Apps does the project expect to fund? In Open Call 1 a maximum of 15 Prototype Plans will be selected in each CreatiFI Hub, 60 in the overall CreatiFI project.

For Open Call 2 a minimum of 18 winners will be selected with minimum 4 participants per CreatiFI Regional Hub.

5.1.36 What support materials are available for proposers? Proposer can use the CreatiFI call text and the guide for applicants. Moreover, there are diverse FIWARE resources explaining the technical dimension of the programme.

5.1.37 When would my participation start, if selected and administrative process completed?

After the close of the call, the CreatiFI project will evaluate the proposals with the help of external experts. The proposals will be ranked and the top 30 ranked proposals will be invited for a live pitch. The winners of the pitch will be invited for an individual kick-off, reviewing the prototype plan and signing the sub-grant agreement (i.e. contract). All this might require 6 to 8 weeks upon submission. This means that you could start end of January 2015 to develop your prototype, if you submit a proposal for the first open call.

5.1.38 Do I need a VAT number? Providing a VAT number is not mandatory to submit a proposal to the CreatiFI Open Call. However, in the event the Applicant has been accepted and, in order to receive and spend the funds, he/she will need to provide a VAT number and be compliant with regional and national security laws.

5.1.39 What has to be reported for a reimbursement of costs?

You have to present your work results, the developed prototype (call 1) / app (call 2), and a related documentation. The documentation has to clearly list the delivered fea-

tures in relation to your proposal, the annex to the contract. The prototype (call 1) / app (call 2) needs to be delivered in a way, that the CreatiFI project is able to test the devel-oped features. If there is a need to present your source code for review the CreatiFI pro-ject will not disclose any intellectual property as far as required by your organisation.

5.1.40 What are eligible costs?

Only costs generated during the lifetime of the project can be eligible. Generally, costs must be actually incurred (actual costs). That means that they must be real and not es-timated, budgeted or imputed. Only costs generated during the lifetime of the project can be eligible.

Costs must be determined in accordance with the usual accounting and management principles and practices of the beneficiary. The accounting procedures used in the re-cording of costs and receipts shall respect the accounting rules of the State in which the beneficiary is established. The beneficiary’s internal accounting and auditing procedures must permit direct reconciliation of the costs and receipts declared in respect of the pro-ject with the corresponding financial documents.

Cost must be used for the sole purpose of achieving the objectives of the project and its expected results, in a manner consistent with the principles of economy, efficiency and effectiveness. Finally the costs must be indicated in the proposal and finally the tech-nical annex to the sub-grant agreement.

Moreover, personnel costs are only the costs of the actual hours worked by the persons directly carrying out work under the project and shall reflect the total remuneration: sala-ries plus social security charges (holiday pay, pension contribution, health insurance, etc.) and other statutory costs included in the remuneration. Such persons must:

− be directly hired by the participant in accordance with its national legislation, − be working under the sole technical supervision and responsibility of the latter,

and − be remunerated in accordance with the normal practices of the participant.

A subcontractor (i.e. a third party which has entered into an agreement on business conditions with your organisation) is not considered eligible for realising your planned work. Since a subcontractor that would carry out part of the work of the project would work without the direct supervision of your organisation and without a relationship of subordination.

However, a small travel budget and dissemination material in order to present your pro-ject in the FIWARE events and CreatiFI project related activities would be eligible.

We would not recommend to plan for equipment, since assuming a relatively short time period of the project, the time for depreciation would be expected too long. However, if you see an explicit need, please explain at sufficient detail in your proposal how the de-preciation costs are accounted for enabling the external evaluators to assess the eligi-bility.

The following costs shall be considered as non-eligible and may not be charged to the project:

a) identifiable indirect taxes including value added tax, b) duties, c) interest owed, d) provisions for possible future losses or charges,

e) exchange losses, cost related to return on capital, f) costs declared or incurred, or reimbursed in respect of another project of the Union

or of Euratom, g) debt and debt service charges, excessive or reckless expenditure.

5.1.41 What are the maximum reimbursement rates of eligible costs?

When planning your project and the related development efforts for realising the app, you can calculate with 100% reimbursement of person efforts (i.e. developer related actual salary plus employers share). On top of the personnel costs you can add some 7% of overhead that would also be reimbursed. Travel costs could be reimbursed if they are directly required for being able to realise the app development (e.g. travels to your business partner for requirements analysis, prototyping, test, validation, integration of the app under development). Also travels for dissemination and preparing exploitation of the app could be reimbursed. However, you would need to be prepared to explain the purpose and results. You could also ask for some consumables (e.g. printing of flyers that are presenting the App). We would not recommend to plan for equipment, since assuming a relatively short time period of the project, the time for depreciation would be expected too long. However, if you see an explicit need, please explain at sufficient de-tail in your proposal for enabling the external evaluators to assess the eligibility.

5.1.42 Do I need to calculate for travel costs and dissemination events?

Yes please. Generally, a small budget for travel and dissemination materials shall be taken into account for being able to present your results in FIWARE related activities. In accordance to your proposed project, you could also plan for required travels as well as for the dissemination and preparation of app exploitation after your project ends. More-over, we will also invite selected app developers to larger events for being able to dis-seminate to a large target audience.

5.1.43 The European Commission can ask for an audit – what does this mean?

It is neither explicitly planned, nor predefined, but the European Commission may, at any time during the implementation of the project and up to five years after the end of the project, ask for financial audits or technical audit/review to be carried out, by exter-nal auditors/ experts, or by the Commission services themselves including OLAF. You need to keep your contractual documents and documentation of results elaborated at the defined milestones and specifically those main milestones that served for the review of being able to decide on the reimbursement of costs.

5.1.44 What happens if I cannot accomplish the project in the planned time?

You will have to deliver your project as to your prototype plan. It is not possible to ex-tend your project in time.

If you are not able to deliver in scope and time as to your prototype plan (call 1 ) / pro-ject plan (call 2), you will get the possibility to justify the non-accomplishment in an Ex-ecutive Project Management Board hearing. If its outcome is negative, you will no long-er be eligible neither for further funding nor for participating to CreatiFI activities.

5.1.45 What happens if I accomplish my project/development earlier compared to the initial plan?

You can initiate the review procedure of the CreatiFI project earlier and update your planning for post project activities. However, due to aspects of efficiency within the

overall accelerator project, the review might not take place immediately, but tries to group reviews of several accomplished projects. However, you would be informed ac-cordingly.

5.1.46 Can I ask for more information? If you need clarification about some technical or administrative aspects CreatiFI open calls you can contact [email protected], or local hubs in BeNeLux [email protected], Scandinavia [email protected], Spain [email protected], and Italy [email protected]. Then, the project will contact you to provide those clarifications or any documents that may support the response.

5.2 General Information available in the Internet The following table lists different links that are available in the Internet, providing further information about FIWARE and phase 3 of the Future Internet programme. Table 4: Links to information available in the Internet.

Name Description Link

CreatiFI Website with regular update information www.creatifi.eu

FICONTENT2 Website of the project that develops the FICONTENT2 plat-form for business collaboration http://mediafi.org/

FIWARE software catalogue

Providing access to software resources to be used for the development of Future Internet software applications. http://catalogue.fi-ware.org/

FI-PPP Central page of the ‘Future Internet Public Private Partner-ship’ programme http://www.fi-ppp.eu

6 Evaluation

6.1 Evaluation Procedure of the CreatiFI Accelerator Project This document will be the main reference for the briefing of evaluators for conducting the evaluation of the proposals

All CreatiFI proposals will be linked to a local hub: Benelux, Finland, Italy or Spain. All hubs will have to report this process to the Coordinator; the report will consist of the proposals being submitted and the end number of proposals being potentially eligible.

The evaluation procedure in CreatiFI will consist of three steps:

1. Eligibility check and initial ranking 2. Independent expert evaluation: external experts will evaluate the proposals that

passed the eligibility check and the initial ranking as to FIWARE adoption & ac-celeration, business potential and technical excellence, based on each of the evaluation criteria separately, as detailed below (section 3)

3. Face-to-face local pitch: top 30 proposals in each CreatiFI Hub will be invited to pitch their proposal to a local Jury of industry experts. CreatiFI local pitches will take place on the 16th-17th December 2014

6.2 Detailed CreatiFI selection process in Open Call 1 Table 5: CreatiFI selection process (Call 1)

6.2.1 Eligibility check and initial ranking In order to ensure an efficient selection process, CreatiFI proposals will go through a first selection gate that will be based on the eligibility check to be assessed in an ob-jective, neutral and formal basis. This first assessment will be carried out during 1st and 2nd December 2014.

At the first level, the project CreatiFI Selection Committee will assess the completeness and the correctness of the proposals, in particular the Eligibility Score will be calculated based upon

• Defined eligibility criteria • Completeness & correctness of provided information at submission • Initial assessment of the proposals based upon selection criteria

In order to ensure an optimal independence of the eligibility check, the completeness and correctness of proposals will be assessed on a double blind non-local review – two non-local members of the CreatiFI Selection Committee will check the formalities and the correctness of the proposals. The reviewers do not know who the proposer is.

6.2.1.1 Eligibility Criteria Table 6: CreatiFI Eligibility Criteria

6.2.1.2 Completeness of the submission

• Completeness Score per field: Complete: YES (=1 point) / NO (=0 point) • Total Completeness Score will be calculated, adding up all points of all fields. It

will be indicated in percentage. • Score of min. 75% is required in order to be withheld for review process

6.2.1.3 Correctness of the submission

• Completeness Score per field: Correct: YES (=1 point) / NO (=0 point) • Total Correctness Score will be calculated by adding up all points of all fields & it

will be indicated in percentage • Score of min. 75% is required in order to be withheld for review process

6.2.1.4 Selection Criteria

CreatiFI proposals will be reviewed on the basis of FIWARE adoption and acceleration, technological excellence and business potential of the proposed prototype.

FIWARE adoption and acceleration: concerns the integration and adoption of FI-WARE technologies, which and in which way they are used, and its effective impact on the proposed prototype, as well as its contribution to the FIWARE community through FI-Lab.

Table 7: Selection Criteria – FIWARE adoption and acceleration

Technological Excellence: concerns the quality of the proposed solution on a techno-logical level in terms of innovativeness, and the quality of the Prototype Plan.

Table 8: Selection Criteria – Technological Excellence

Business Potential: concerns the economic and market potential of the proposed solu-tions, and the business skills of the team.

Table 9: Selection Criteria – Business Potential

The initial Eligibility Rank is calculated as the sum of the Eligibility Score, the average of Completeness Score of both reviewers, the average of the Correctness Score of both reviewers and the average of the score of the Selection Criteria), divided by 4 in order to get to a number indicated in percentages.

In case of more than 20% discrepancy on the Eligibility Rank, the Project Coordinator will be informed and implement the proper measures in due course.

At the end of the eligibility check phase, an approximate top 120 in each CreatiFI Hub will be assigned to review process.

6.3 Independent Expert Evaluation As of 2nd December 2014, top 120 ranked proposals per hub based upon the Eligibility Score provided by the CreatiFI Project Selection Committee, will be assigned to expert reviewers.

Eligibility Score can be prepared as soon as submissions are complete to avoid too much backlog after submission due date. Top 120 scoring can only be done as soon as all submitted project have been reviewed by the Project Selection Criteria.

CreatiFI proposals will be evaluated in each CreatiFI hub. External reviewers, one local and one non-local per proposal, will provide an evaluation report to the assigned Cre-atiFI hubs as expert advise on the evaluation of each proposal. This report will be made available as input to the jury for the live pitching. The report will include reviewers’

comments on the FIWARE adoption and acceleration, technological excellence and business potential of the assigned CreatiFI proposals.

On December 9th, top 30 proposals in each hub will be notified on the need to partici-pate in a face-to-face pitching in its selected hub. The CreatiFI Project Officer will be informed about the 120 invited projects to pitch.

6.4 CreatiFI experts and reviewer’s selection

CreatiFI published a call for experts in September 2014 through its network and the dis-semination channels, including where legally possible, through existing expert data-bases of Consortium partners. Experts will be grouped in CreatiFI hubs and asked to provide details on their area of expertise, level of expertise, professional experience, and scholarship. The CreatiFI Executive Management Board will ratify the final experts list.

The CreatiFI consortium will ensure that the experts do not have any conflict of interest in relation to the proposal or project on which they are required to give an opinion.

Out of the pool of experts, reviewers and juries will be selected. Reviewers can evaluate proposals remotely, whilst juries are part of CreatiFI pitch events. Juries and Reviewers will be nominated in each CreatiFI hub, on the basis of provided details such as area of expertise, level of expertise, professional experience, and scholarship. Prior to the eval-uation, reviewers and juries will have to sign the non-conflict of interest statement and reviewer’s code of conduct according to which they will commit to undertake a confiden-tial, fair and equitable evaluation (see 5.3).

Reviewers will evaluate all the assigned entries remotely based on the pre-defined evaluation criteria. Reviewers will be granted access to the CreatiFI portal and the Cre-atiFI consortium will assign local Hub and non-local Hub proposals to the evaluators in order to comply with double-blind cross-regional review process.

CreatiFI reviewers have to: • Score and rank proposals based on the proposed evaluation criteria and guide-

lines. • Provide an evaluation report, providing their expert advise for each assigned and

reviewed CreatiFI proposal incl. its score in terms of FIWARE adoption and ac-celeration, technological excellence and business potential for each assigned and reviewed CreatiFI proposal

Juries will be mobilized locally for the CreatiFI pitches to be held on the 16th and 17th December in each CreatiFI Hub (Brussels, Barcelona, Helsinki and Trentino). Each Hub will nominate a minimum of 4 jury members per project to evaluate and rank the pitching performance of the selected candidates.

The CreatiFI pitching jury will consist at least of

• a local representative of the CreatiFI consortium • an external expert, preferably a domain expert • a FIWARE coach, acting as technical FIWARE expert • a chair, representing the Project Coordinator

At any time, the coordinator acts as a chair in the pitching sessions in all CreatiFI hubs.

Jury members have equal rights to vote and decisions shall be taken by a majority of two-thirds of the votes.

Once nominated, jury members will have to read reviewer’s report of shortlisted candi-dates that will be participating in the face-to-face local pitch. Initial reviewers’ inputs will contribute to jury’s feedback during the pitch.

6.4.1 Face-to-face local pitch of top 30 proposals Top 30 ranked submissions in each CreatiFI Hub will be invited to pitch their proposal to a local Jury of industry experts. CreatiFI local pitches will take place on the 16th-17th De-cember 201410.

The duration of a pitching session will be 30 minutes. Participants will be asked to present their project in 15 minutes in front of a local jury of industry experts, followed by a 15 minutes interactive session where industry experts will further elaborate on ele-ments that were highlighted during the review process or during the pitch session.

At the end of the 2nd day, the CreatiFI pitching jury per hub will agree together on the ranking of the pitching participants. The top 15 will be shortlisted and communicated to the PO for information.

On 19th December 2014, the shortlisted proposals will be informed and requested to start sub-grant agreement negotiations as of January 2015.

6.5 Independent evaluation experts: Conflict of interest

6.5.1 The Principle

When selecting independent experts, the evaluation organisers have to ensure that the expert does not have any conflict of interest in relation to the proposal or project on which they are required to give an opinion.

The expert must perform their work impartially. To this end, the expert is required to: − Confirm there is no conflict of interest for the work s/he is carrying out by signing

a declaration prior to the start of the work. − Inform the contracting party of any conflicts of interest arising in the course of

their work,

In general, a conflict of interest exists, if an expert has any vested interests in relation to the proposals upon which s/he is asked to give advice, or the expert and/or their organi-sation stands to benefit directly or indirectly, or be disadvantaged, as a direct result of the work carried out, or is in any other situation that compromises their ability to carry out their work impartially.

The CreatiFI hub will decide whether a conflict of interest exists, taking account of the circumstances, available information and related risks when an expert is in any situation

10 Please note that travel costs to participate to pitching sessions will not be reimbursed

to participants.

that could cast doubt on their ability to carry out their work, or that could reasonably ap-pear to do so in the eyes of an external third party.

If an expert knowingly conceals a conflict of interest, and is discovered during the eval-uation, the expert will be immediately excluded, and (part of) the evaluation needs to be redone.

A disqualifying conflict of interest exists if an expert: − Was involved in the preparation of the proposal − Stands to benefit directly should the proposal be accepted − Has a close family relationship with any person representing an applicant organi-

sation in the proposal − Is an investor, director, trustee or partner of an applicant organisation − Is employed by one of the applicant organisations in a proposal − Is a member of one of the Future Internet advisory groups set up by the Commis-

sion − Is in any other situation that compromises his or her ability to evaluate the pro-

posal impartially.

A potential conflict of interest may exist, even in cases not covered by the clear disquali-fying conflicts indicated above, if an expert:

− Was employed by one of the applicant organisations in a proposal within the pre-vious three years

− Is involved in a contract or collaboration with an applicant organisation, or had been so in the previous three years

− Is in any other situation that could cast doubt on his or her ability to evaluate the proposal impartially, or that could reasonably appear to do so in the eyes of an external third party.

Experts with a disqualifying conflict of interest may not participate in the evaluation at all.

6.5.2 Identification, Monitoring and Reporting The evaluation organisers shall brief the experts in writing or verbally on need to ex-clude a conflict of interest prior to their engagement. The briefing shall be documented.

The evaluation organiser provides experts with a contact to report conflicts of interests as soon as they arise, upon which the evaluation organisers take action without delay. Overall the evaluation organiser shall monitor potential conflict of interest and document all issues arising.

As part of the evaluation report provided to the Commission, the evaluation organiser shall include a section reporting how conflicts of interest have been handled and any specific issues which arose prior and during the evaluation.

6.5.3 Declaration to Sign

I undertake to abide by the code of conduct for independent experts acting as evalua-tors covered in Annex (Code of conduct).

I undertake to inform the evaluation organiser immediately if I discover any disqualifying or potential conflict of interest with any proposal that I am asked to evaluate or which is

the subject of discussion in any evaluation meeting in which I participate (Declaration of no conflict of interest).

Please check one of the two boxes below

� In particular, I declare that I have not submitted, nor am I, to my knowledge in-volved in any proposal currently under evaluation or submitted for evaluation, under the CreatiFI project Open Call for Proposals.

� In particular, I declare that my participation in the evaluation of the following proposal(s) could create a conflict of interest:

I undertake not to reveal any detail of the evaluation process and its outcomes or of any proposal submitted for evaluation without the express written approval of the evaluation organiser. In case of evaluations carried out outside evaluation organisers controlled premises, I understand that I will be held personally responsible for maintaining the con-fidentiality of any documents or electronic files sent and for returning, erasing or de-stroying all confidential documents or files upon completing the evaluation, unless oth-erwise instructed

For acceptance:

Name: _________________________

Signature: _________________________ Place, Date: ________________

Note: To be included on review and evaluation process in tool.

6.5.4 Annex to the Declaration to be Signed by Evaluators

ANNEX Specific Conditions Code of Conduct for Independent Experts Appointed as Evaluators

1. The task of an expert is to participate in a confidential, fair and equitable evaluation of each proposal according to the procedures described in this guide and in any programme-specific evaluation document. He/she must use his/her best endeav-ours to achieve this, follow any instructions given by the Commission to this end and deliver a constant and high quality of work.

2. The expert works as an independent person. He/she is deemed to work in a per-sonal capacity and, in performing the work, does not represent any organisation.

3. The expert must sign a Declaration of no conflict of interest and confidentiality be-fore starting the work, by which he/she accepts the present Code of Conduct. Invit-ed experts who do not sign the declaration will not be allowed to work as an expert.

4. In doing so, the expert commits him/herself to strict confidentiality and impartiality concerning his/her tasks.

5. If an expert has a conflict of interest with a proposal, he/she must declare such facts to the responsible contact person designated by the evaluation organisers as soon as he/she becomes aware of this.

6. Experts may not discuss any proposal with others, including other experts or per-sonnel of the evaluation organisers not directly involved in the evaluation of the pro-

posal, except during the formal discussion at the meetings moderated by or with the knowledge and agreement of the responsible contact person from the evaluation organiser.

7. Experts may not communicate with applicants. No proposal may be amended dur-ing the evaluation session. They to the applicants or to any other person may not communicate experts’ advice to the evaluation organisers on any proposal.

8. Experts are not allowed to disclose the names of other experts participating in the evaluation.

9. Where it has been decided that proposals are to be posted or made available elec-tronically to experts, who then work from their own or other suitable premises, the expert will be held personally responsible for maintaining the confidentiality of any documents or electronic files sent and returning, erasing or destroying all confiden-tial documents or files upon completing the evaluation as instructed. In such in-stances, experts may seek further information (for example through the internet, specialised databases, etc.) in order to allow them to complete their examination of the proposals, provided that the obtaining of such information respects the overall rules for confidentiality and impartiality. Experts may not show the contents of pro-posals or information on applicants to third parties (e.g. colleagues, students, etc.) without the express written approval of the evaluation organiser. It is strictly forbid-den for experts to make contact with applicants.

10. Where the evaluation takes place in an office or building controlled by the evalua-tion organiser, experts are not allowed to take outside the evaluation building any parts of proposals, copies or notes, either on paper or in electronic form, relating to the evaluation of proposals. Experts may be given the possibility of seeking further information (for example through the internet, specialised databases, etc.) to allow them to complete their examination of the proposals, but they may not contact third parties without the express consent of the Commission staff supervising the evalua-tion.

11. Experts are required at all times to comply strictly with any rules defined by the evaluation organisers for ensuring the confidentiality of the evaluation process and its outcomes. Failure to comply with these rules may result in exclusion from the immediate and future evaluation processes.

7 Declarations

7.1 Declarations as part of submission

Submitting the proposal, Applicants must commit to the following declarations: o SME Self Declaration

o Declaration of unique submission

o The Applicant is aware that in case he/she is short-listed, he/she will have to at-

tend the pitching day on the 16th-17th December 2014 in the location of the Hub

to which the application was sent.

o In case the Applicant is accepted in the FIWARE program, he/she will notify the

CreatiFI Consortium with an official VAT number.

7.2 SME Self-Declaration

7.2.1 Explanation The first step to qualify as an SME is to be considered as an enterprise. According to the definition, an enterprise is ‘any entity engaged in an economic activity, irrespective of its legal form’. Thus, the self-employed, family firms, partnerships and associations regularly engaged in an economic activity may be considered as enterprises.

Once you have verified that you are an enterprise, you have to establish the data of your enterprise according to the following three criteria:

− staff headcount, − annual turnover, − annual balance sheet.

The category of micro, small and medium-sized enterprises consists of enterprises which employ fewer than 250 persons and which have either an annual turnover not exceeding 50 million euro, or an annual balance sheet total not exceeding 43 million euro.

Note: The headcount corresponds to the number of annual work units (AWU), i.e. the number of persons who worked full-time within the enterprise in question or on its behalf during the entire reference year under consideration. The work of persons who have not worked the full year, the work of those who have worked part-time, regardless of dura-tion, and the work of seasonal workers are counted as fractions of AWU. The staff con-sists of:

− employees; − persons working for the enterprise being subordinated to it and deemed to be

employees under national law; − owner-managers;

− partners engaging in a regular activity in the enterprise and benefiting from finan-cial advantages from the enterprise.

In general, most SMEs are autonomous since they are either completely independent or have one or more minority partnerships (each less than 25%) with other enterprises.

If that holding rises to no more than 50%, the relationship is deemed to be between partner enterprises. Above that ceiling, the enterprises are linked.

If you are autonomous, you use only the number of employees and the financial data contained in your annual accounts to check if you respect the thresholds mentioned above.

In case you are either a partner enterprise or a linked enterprise, please check the SME user guide for further eligibility criteria’s.

! http://ec.europa.eu/enterprise/policies/sme/files/sme_definition/sme_user_guide_en.pdf

7.2.2 Self-Declaration My organisation is an SME meaning “micro, small and medium sized enterprise” within the meaning of Recommendation 2003/361/EC in the version of 6 May 2003.

! see http://ec.europa.eu/enterprise/enterprise_policy/sme_definition/index_en.htm

� employs fewer than 250 persons

� has an annual turnover not exceeding EUR 50 million, and/or

� an annual balance sheet total not exceeding EUR 43 million

� is autonomous and

� is an SME with the meaning of Recommendation 2003/361/EC, also tak-ing into account partner or linked enterprises

7.3 Declaration of unique submission The portal asks Applicants to declare the following:

� The Applicant states not to have applied to MORE than 3 other Accelerators in the FIWARE pro-gram with the same proposal.

� The Applicant states that in the case of being accepted for funding by one of the FIWARE Accelerators, he/she will immediately notify the other Accelerators with whom it applied with the same proposal.

� The Applicant states that he/she will NOT accept any funding or financing aid of more than one FIWARE Accelerator for the same proposal.

� In case the Applicant is accepted by the CreatiFI accelerator, he/she will provide the legal entity form to the CreatiFI Accelerator. http://ec.europa.eu/budget/library/contracts_grants/info_contracts/legal_entities/legEnt_privComp_en.pdf

8 Ethics Work involving the use of animals or humans should be carried out under the appropri-ate authorisation taking into account local ethical requirements. Any proposal, which appears to the funding organisation or designated evaluators/reviewers to contravene fundamental ethical principles, shall not be selected or continued, and may be excluded from the evaluation and selection procedure as well as project realisation at any time. Judgement of the significance of ethical issues will be made using the criteria published by the Commission in the guidelines for the 7th Framework Programme.

! http://ec.europa.eu/research/participants/portal/desktop/en/funding/reference_docs.html#fp7

9 Sub-grant Agreement

9.1 The CreatiFI Sub-grant Agreement FP7 GRANT AGREEMENT – ANNEX II GENERAL CONDITIONS II.1. Definitions 1. "access rights" means licences and user rights to foreground or background;

2. "affiliated entity" means any legal entity that is under the direct or indirect control of

a beneficiary, or under the same direct or indirect control as the beneficiary, control taking any of the following forms:

(a) the direct or indirect holding of more than 50% of the nominal value of the is-sued share capital in the legal entity concerned, or of a majority of the voting rights of the shareholders or associates of that entity;

(b) the direct or indirect holding, in fact or in law, of decision-making powers in the legal entity concerned.

3. "associated country" means a third country which is party to an international

agreement with The Union [Euratom], under the terms or on the basis of which it makes a financial contribution to all or part of the Seventh Framework Programme;

4. "background" means information which is held by beneficiaries prior to their ac-

cession to this agreement, as well as copyrights or other intellectual property rights pertaining to such information, the application for which has been filed before their accession to this agreement, and which is needed for carrying out the project or for using foreground;

5. "dissemination" means the disclosure of foreground by any appropriate means

other than that resulting from the formalities for protecting it, and including the pub-lication of foreground in any medium;

6. "fair and reasonable conditions" means appropriate conditions including possible

financial terms taking into account the specific circumstances of the request for ac-cess, for example the actual or potential value of the foreground or background to which access is requested and/or the scope, duration or other characteristics of the use envisaged;

7. "foreground" means the results, including information, whether or not they can be

protected, which are generated under the project. Such results include rights relat-ed to copyright; design rights; patent rights; plant variety rights; or similar forms of protection;

8. "use" means the direct or indirect utilisation of foreground in further research activi-

ties other than those covered by the project, or for developing, creating and mar-keting a product or process, or for creating and providing a service;

9. "third country" means a State that is not a Member State;

[European Community and European Union] law or any breach of obligation result-ing from an act or omission by a beneficiary which has, or would have, the effect of prejudicing the general budget of the European Union or budgets managed by it through unjustified expenditure;

11. "public body" means any legal entity established as such by national law, and in-

ternational organisations; 12. A legal entity is qualified as "non-profit" when considered as such by national or

international law; 13. "research organisation " means a legal entity established as a non-profit organisa-

tion which carries out research or technological development as one of its main ob-jectives;

14. "SMEs" mean micro, small and medium-sized enterprises within the mean-

ing of Recommendation 2003/361/EC in the version of 6 May 2003.

Part A IMPLEMENTATION OF THE PROJECT SECTION 1 – GENERAL PRINCIPLES II.3. Specific performance obligations of each beneficiary

Each beneficiary shall:

n) take every necessary precaution to avoid any risk of conflict of interest relating to economic interests, political or national affinities, family or emotional ties or any other interests liable to influence the impartial and objective performance of the project;

SECTION 3 – IMPLEMENTATION II.9. Confidentiality 1. During the project and for a period of five years after its completion or any other

period thereafter as established in the consortium agreement, the benefi-ciaries undertake to preserve the confidentiality of any data, documents or other material that is identified as confidential in relation to the execution of the project (“confidential information”). The Commission undertakes to preserve the confi-dentiality of "confidential information" until five years after the completion of the project. Upon a duly substantiated request by a beneficiary, the Commission may agree to extend this period regarding specific confidential information.

Where confidential information was communicated orally, its confidential charac-ter must be confirmed by the disclosing party in writing within 15 days after dis-closure.

2. Paragraph 1 no longer applies where:

- the confidential information becomes publicly available by means other than a

breach of confidentiality obligations;

- the disclosing party subsequently informs the recipient that the confidential in-formation is no longer confidential;

- the confidential information is subsequently communicated to the recipient

without any obligation of confidence by a third party who is in lawful posses-sion thereof and under no obligation of confidentiality;

- the disclosure or communication of the confidential information is foreseen by

other provisions of this grant agreement or the consortium agreement;

- the disclosure or communication of confidential information is required by the national law of one of the beneficiaries and this exception to the confidentiality requirement is foreseen in the consortium agreement6.

3. The beneficiaries undertake to use such confidential information only in relation

to the execution of the project unless otherwise agreed with the disclosing party. 4. Notwithstanding the preceding paragraphs, the treatment of data, docu-

ments or other material which are classified (“classified information”) or subject to security restrictions or export- or transfer- control, must follow the applicable rules established by the relevant national and [European Community and European Union] legislation for such information, including the Commission's internal rules for handling classified information7. Where a beneficiary is established in a third country, any security agreements between that third country and The Union [the Union or Euratom] shall also apply.

II.12. Information and communication 1. The beneficiaries shall, throughout the duration of the project, take appropriate

measures to engage with the public and the media about the project and to high-light the financial support of The Union. Unless the Commission requests other-wise, any publicity, including at a conference or seminar or any type of infor-mation or promotional material (brochure, leaflet, poster, presentation etc), must specify that the project has received research funding from The Union and dis-play the European emblem. When displayed in association with a logo, the Euro-pean emblem should be given appropriate prominence. This obligation to use the European emblem in respect of projects to which The Union contributes implies no right of exclusive use. It is subject to general third-party use restrictions which do not permit the appropriation of the emblem, or of any similar trademark or logo, whether by registration or by any other means. Under these conditions, beneficiaries are exempted from the obligation to obtain prior permission from the Commission to use the emblem. Further detailed information on the EU emblem can be found on the Europa web page.

Any publicity made by the beneficiaries in respect of the project, in whatever form and on or by whatever medium, must specify that it reflects only the author’s views and that the The Union is not liable for any use that may be made of the in-formation contained therein.

2. The Commission shall be authorised to publish, in whatever form and on or by

whatever medium, the following information:

– the name of the beneficiaries;

– contact addresses of beneficiaries;

– the general purpose of the project in the form of the summary provided by the consortium;

– the amount and rate of the financial contribution of The Union foreseen for the

project; after the final payment, the amount and rate of the financial contribution of The Union accepted by the Commission;

– the estimated amount and rate of the financial contribution of The

Union foreseen for each beneficiary in the table of the estimated break-down of budget in Annex I; after the final payment, the amount and rate of the financial contribution of The Union accepted by the Commission for each beneficiary;

– the geographic location of the activities carried out;

– the list of dissemination activities and/or of patent (applications) relating to

foreground;

– the details/references and the abstracts of scientific publications relating to foreground and, where provided pursuant to Article II.30.4, the published ver-sion or the final manuscript accepted for publication;

– the publishable reports submitted to it;

– any picture or any audiovisual or web material provided to the Commission in

the framework of the project.

The consortium shall ensure that all necessary authorisations for such publication have been obtained and that the publication of the information by the Commis-sion does not infringe any rights of third parties.

Upon a duly substantiated request by a beneficiary, the Commission may agree to forego such publicity if disclosure of the information indicated above would risk compromising the beneficiary’s security, academic or commercial interests.

Part B FINANCIAL PROVISIONS SECTION 3 – CONTROLS AND SANCTIONS II.22. Financial audits and controls 1. The Commission may, at any time during the implementation of the project and

up to five years after the end of the project, arrange for financial audits to be car-ried out, by external auditors, or by the Commission services themselves includ-

ing OLAF. The audit procedure shall be deemed to be initiated on the date of re-ceipt of the relevant letter sent by the Commission. Such audits may cover fi-nancial, systemic and other aspects (such as accounting and management prin-ciples) relating to the proper execution of the grant agreement. They shall be car-ried out on a confidential basis.

2. The beneficiaries shall make available directly to the Commission all detailed in-

formation and data that may be requested by the Commission or any representa-tive authorised by it, with a view to verifying that the grant agreement is properly managed and performed in accordance with its provisions and that costs have been charged in compliance with it. This information and data must be precise, complete and effective.

3. The beneficiaries shall keep the originals or, in exceptional cases, duly authenti-

cated copies – including electronic copies - of all documents relating to the grant agreement for up to five years from the end of the project. These shall be made available to the Commission where requested during any audit under the grant agreement.

4. In order to carry out these audits, the beneficiaries shall ensure that the Commis-

sion's services and any external body(ies) authorised by it have on-the-spot ac-cess at all reasonable times, notably to the beneficiary's offices, to its computer data, to its accounting data and to all the information needed to carry out those audits, including information on individual salaries of persons involved in the pro-ject. They shall ensure that the information is readily available on the spot at the moment of the audit and, if so requested, that data be handed over in an appro-priate form.

5. On the basis of the findings made during the financial audit, a provisional report

shall be drawn up. It shall be sent by the Commission or its authorised repre-sentative to the beneficiary concerned, which may make observations thereon within one month of receiving it. The Commission may decide not to take in-to account observations conveyed or documents sent after that deadline. The final report shall be sent to the beneficiary concerned within two months of expiry of the aforesaid deadline.

6. On the basis of the conclusions of the audit, the Commission shall take all ap-

propriate measures which it considers necessary, including the issuing of recov-ery orders regarding all or part of the payments made by it and the application of any applicable sanction.

7. The European Court of Auditors shall have the same rights as the Commission,

notably right of access, for the purpose of checks and audits, without prejudice to its own rules.

8. In addition, the Commission may carry out on-the-spot checks and inspections in accordance with Council Regulation (Euratom, EC) No 2185/96 of 11 November 1996 concerning on- the-spot checks and inspections carried out by the Com-mission in order to protect the European Communities’ financial interests against fraud and other irregularities11

and Regulation (EC) No 1073/1999 of the European Parliament and of the Council of 25 May 1999 concerning investi-gations conducted by the European Anti-Fraud Office (OLAF)12

Council Regulation (Euratom) No 1074/1999 of 25 May 1999 concerning investi-gations conducted by the European Anti-Fraud Office (OLAF)13.

II.23. Technical audits and reviews 1. The Commission may initiate a technical audit or review at any time dur-

ing the implementation of the project and up to up to five years after the end of the project. The aim of a technical audit or review shall be to assess the work carried out under the project over a certain period, inter alia by evaluating the project reports and deliverables relevant to the period in question. Such audits and reviews may cover scientific, technological and other aspects relating to the proper execution of the project and the grant agreement.

2. With respect to the Description of Work (Annex I), the audit or review shall ob-

jectively assess the following:

- the degree of fulfilment of the project work plan for the relevant period and of the related deliverables;

- the continued relevance of the objectives and breakthrough potential with re-spect to the scientific and industrial state of the art;

- the resources planned and utilised in relation to the achieved progress, in a manner consistent with the principles of economy, efficiency and effective-ness;

- the management procedures and methods of the project; - the beneficiaries’ contributions and integration within the project; - the expected potential impact in economic, competition and social terms,

and the beneficiaries' plan for the use and dissemination of foreground. 3. Audits and reviews shall be deemed to be initiated on the date of re-

ceipt by the beneficiary(ies) of the relevant letter sent by the Commission. 4. Any such audit or review shall be carried out on a confidential basis.

11 OJ L 292, 15.11.1996, p.2. 12 OJ L 136, 31.5.1999 13 OJ L 136, 31.5.1999

5. The Commission may be assisted in technical audits and reviews by external scientific or technological experts. Prior to the carrying out of the evaluation task, the Commission shall communicate to the beneficiaries the identity of the appointed experts. The beneficiary(ies) shall have the right to refuse the partici-pation of a particular external scientific or technological expert on grounds of commercial confidentiality.

6. Audits and reviews may be carried out remotely at the expert's home or place of

work or involve sessions with project representatives either at the Commission premises or at the premises of beneficiaries. The Commission or the external scientific or technological expert may have access to the locations and premis-es where the work is being carried out, and to any document concerning the work.

7. The beneficiaries shall make available directly to the Commission all detailed

information and data that may be requested by it or the external scientific or technological expert with in accordance with the provisions of this grant agree-ment.

8. A report on the outcome of the audits and reviews shall be drawn up. It shall be

sent by the Commission to the beneficiary concerned, who may make observa-tions thereon within one month of receiving it. The Commission may decide not to take into account the observations conveyed after that deadline.

9. On the basis of the experts' formal recommendations the Commission will in-

form the coordinator of its decision:

- to accept or reject the deliverables;

- to allow the project to continue without modification of Annex I or with minor modifications;

- to consider that the project can only continue with major modifications;

- to initiate the termination of the grant agreement or of the participation

of any beneficiary according to Article II. 38;

- to issue a recovery order regarding all or part of the payments made

by the Commission and to apply any applicable sanction. 10. An ethics audit may be undertaken at the discretion of the Commission services

up to five years after the end of the project. Paragraphs 3, 4, 5, 6, 7, 8 and 9 shall apply mutatis mutandis.

Part C INTELLECTUAL PROPERTY RIGHTS, USE AND

DISSEMINATION SECTION 1 – FOREGROUND II.26. Ownership 1. Foreground shall be the property of the beneficiary carrying out the work generat-

ing that foreground. 2. Where several beneficiaries have jointly carried out work generating foreground

and where their respective share of the work cannot be ascertained, they shall have joint ownership of such foreground. They shall establish an agreement14

re-garding the allocation and terms of exercising that joint ownership.

However, where no joint ownership agreement has yet been concluded, each of the joint owners shall be entitled to grant non-exclusive licences to third parties, without any right to sub-licence, subject to the following conditions:

a) at least 45 days prior notice must be given to the other joint owner(s); and

b) fair and reasonable compensation must be provided to the other joint own-er(s).

3. If employees or other personnel working for a beneficiary are entitled to claim

rights to foreground, the beneficiary shall ensure that it is possible to exercise those rights in a manner compatible with its obligations under this grant agree-ment.

II.27. Transfer 1. Where a beneficiary transfers ownership of foreground, it shall pass on its obliga-

tions regarding that foreground to the assignee including the obligation to pass those obligations on to any subsequent assignee.

2. Subject to its obligations concerning confidentiality such as in the framework of a

merger or an acquisition of an important part of its assets, where a beneficiary is required to pass on its obligations to provide access rights, it shall give at least 45 days prior notice to the other beneficiaries of the envisaged transfer, together with sufficient information concerning the envisaged new owner of the foreground to permit the other beneficiaries to exercise their access rights.

14 The joint owners may of course agree not to continue with joint ownership but decide on an alternative regime (for example, a single owner with access rights for the other beneficiaries that transferred their ownership share).

However, the beneficiaries may, by written agreement, agree on a different time-limit or waive their right to prior notice in the case of transfers of ownership from one beneficiary to a specifically identified third party.

3. Following notification in accordance with paragraph 2, any other beneficiary may

object within 30 days of the notification or within a different time-limit agreed in writing, to any envisaged transfer of ownership on the grounds that it would ad-versely affect its access rights.

Where any of the other beneficiaries demonstrate that their access rights would be adversely affected, the intended transfer shall not take place until agreement has been reached between the beneficiaries concerned.

4. Where a beneficiary intends to transfer ownership of foreground to a third party

established in a third country not associated to the Seventh Framework Pro-gramme, the Commission may object to such transfer of ownership of fore-ground, if it considers that this is not in accordance with the interests of develop-ing the competitiveness of the European economy or is inconsistent with ethical principles or security considerations.

In such cases, the transfer of ownership shall not take place unless the Commis-sion is satisfied that appropriate safeguards will be put in place and has author-ised the transfer in writing.

In projects funded by Euratom, security considerations must be understood as being the defence interests of the Member States within the meaning of Article 24 of the Treaty establishing the European Atomic Energy Community.

II.28. Protection 1. Where foreground is capable of industrial or commercial application, its owner

shall provide for its adequate and effective protection, having due regard to its le-gitimate interests and the legitimate interests, particularly the commercial inter-ests, of the other beneficiaries.

Where a beneficiary which is not the owner of the foreground invokes its legiti-mate interest, it must, in any given instance, show that it would suffer dispropor-tionately great harm.

2. Patent applications relating to foreground, filed by or on behalf of a beneficiary

must include the following statement to indicate that said foreground was gener-ated with the assistance of financial support from the Union:

The work leading to this invention has received funding from the European Union Seventh Framework Programme (FP7/2007-2013) under grant agree-ment n° 632905.15

Furthermore, all patent applications relating to foreground filed shall be reported in the plan for the use and dissemination of foreground, including sufficient de-tails/references to enable the Commission to trace the patent (application). Any such filing arising after the final report must be notified to the Commission includ-ing the same details/references.

3. Where the foreground is capable of industrial or commercial application and its

owner does not protect it and does not transfer it to another beneficiary, an affili-ated entity established in a Member State or Associated country or any other third party established in a Member State or Associated country along with the associated obligations in accordance with Article II.27, no dissemination activi-ties relating to that foreground may take place before the Commission has been informed. The Commission must be informed at the latest 45 days prior to the intended dissemination activity.

In such cases, the Union may, with the consent of the beneficiary concerned, as-sume ownership of that foreground and adopt measures for its adequate and ef-fective protection. The beneficiary concerned may refuse consent only if it can demonstrate that its legitimate interests would suffer disproportionately great harm.

In the event the Union assumes ownership, it shall take on the obligations re-garding the granting of access rights.

II.29. Use 1. The beneficiaries shall use the foreground which they own or ensure that it is

used. 2. The beneficiaries shall report on the expected use to be made of foreground in

the plan for the use and dissemination of foreground. The information must be sufficiently detailed to permit the Commission to carry out any related audit.

II.30. Dissemination 1. Each beneficiary shall ensure that the foreground of which it has ownership is

disseminated as swiftly as possible. If it fails to do so, the Commission may dis-seminate that foreground.

15 This statement will have to be translated into the language of the patent filing. Translations in all Euro-pean Union languages will be provided.

2. Dissemination activities shall be compatible with the protection of intellectual property rights, confidentiality obligations and the legitimate interests of the own-er(s) of the foreground.

3. At least 45 days prior notice of any dissemination activity shall be given to the

other beneficiaries concerned, including sufficient information concerning the planned dissemination activity and the data envisaged to be disseminated.

Following notification, any of those beneficiaries may object within 30 days of the notification to the envisaged dissemination activity if it considers that its legitimate interests in relation to its foreground or background could suffer disproportionate-ly great harm. In such cases, the dissemination activity may not take place unless appropriate steps are taken to safeguard these legitimate interests.

The beneficiaries may agree in writing on different time-limits to those set out in this paragraph, which may include a deadline for determining the appropriate steps to be taken.

4. All publications or any other dissemination relating to foreground shall in-

clude the following statement to indicate that said foreground was generated with the assistance of financial support from the Union:

The research leading to these results has received funding from the Euro-pean Union Seventh Framework Programme (FP7/2007-2013) under grant agreement n° 632905.16

Any dissemination activity shall be reported in the plan for the use and dissemi-nation of foreground, including sufficient details/references to enable the Com-mission to trace the activity. With regard to scientific publications relating to fore-ground published before or after the final report, such details/references and an abstract of the publication must be provided to the Commission at the latest two months following publication. Furthermore, an electronic copy of the published version or the final manuscript accepted for publication shall also be provided to the Commission at the same time for the purpose set out in Article II.12.2 if this does not infringe any rights of third parties.

SECTION 2 – ACCESS RIGHTS II.31. Background covered

16 This statement will have to be translated into the language of the dissemination activity. Translations in all European Union languages will be provided.

Beneficiaries may define the background needed for the purposes of the project in a written agreement and, where appropriate, may agree to exclude specific background17.

II.32. Principles 1. All requests for access rights shall be made in writing.

2. The granting of access rights may be made conditional on the acceptance of specific conditions aimed at ensuring that these rights will be used only for the intended purpose and that appropriate confidentiality obligations are in place.

3. Without prejudice to their obligations regarding the granting of access rights,

beneficiaries shall inform each other as soon as possible of any limitation to the granting of access rights to background, or of any other restriction which might substantially affect the granting of access rights.

4. The termination of the participation of a beneficiary shall in no way affect the ob-

ligation of that beneficiary to grant access rights to the remaining beneficiaries. 5. Unless otherwise agreed by the owner of the foreground or background, access

rights shall confer no entitlement to grant sub-licences. 6. Without prejudice to paragraph 7, any agreement providing access rights to fore-

ground or background to beneficiaries or third parties must ensure that potential access rights for other beneficiaries are maintained.

7. Exclusive licences for specific foreground or background may be granted subject

to written confirmation by all the other beneficiaries that they waive their access rights thereto.

8. However, where a beneficiary intends to grant an exclusive licence to foreground

to a third party established in a third country not associated to the Seventh Framework Programme, the Commission may object to the granting of such an exclusive licence, if it considers that this is not in accordance with the inter-ests of developing the competitiveness of the European economy or is incon-sistent with ethical principles or security considerations.

17 Such an exclusion may be temporary (e.g. to permit the adequate protection of the background prior to providing access) or limited (e.g. to exclude only one or more specific beneficiaries). As background is by definition considered to be needed for implementation or use, the impact of such an exclusion on the project, particularly regarding an exclusion which does not have a temporary character, should be exam-ined by the beneficiaries.

In such cases, the exclusive licence shall not take place unless the Commission is satisfied that appropriate safeguards will be put in place and has authorised the grant in writing.

In projects funded by the European Atomic Energy Community, the Commission may also object to the intended grant of any non-exclusive licence to a third party established in a third country not associated to the Seventh Framework Pro-gramme on the same conditions as set out in this paragraph. Security considera-tions shall in case of such projects be understood as being the defence interests of the Member States within the meaning of Article 24 of the Treaty establishing the European Atomic Energy Community.

II.33. Access rights for implementation 1. Access rights to foreground shall be granted to the other beneficiaries, if it is

needed to enable those beneficiaries to carry out their own work under the pro-ject.

Such access rights shall be granted on a royalty-free basis.

2. Access rights to background shall be granted to the other beneficiaries, if it is

needed to enable those beneficiaries to carry out their own work under the pro-ject provided that the beneficiary concerned is entitled to grant them.

Such access rights shall be granted on a royalty-free basis, unless otherwise agreed by all beneficiaries before their accession to this agreement.

II.34. Access rights for use 1. Beneficiaries shall enjoy access rights to foreground, if it is needed to use

their own foreground.

Subject to agreement, such access rights shall be granted either under fair and reasonable conditions or be royalty-free.

2. Beneficiaries shall enjoy access rights to background, if it is needed to use their

own foreground provided that the beneficiary concerned is entitled to grant them.

Subject to agreement, such access rights shall be granted either under fair and reasonable conditions or be royalty-free.

3. An affiliated entity established in a Member State or Associated country shall also

enjoy access rights, referred to in paragraphs 1 and 2, to foreground or back-ground under the same conditions as the beneficiary to which it is affiliated, un-less otherwise provided for in the consortium agreement. As the access rights re-ferred to in paragraphs 1 and 2 require that access is needed to use own fore-

ground, this paragraph only applies to the extent that ownership of foreground was transferred to an affiliate entity established in a Member State or Associated country. The beneficiaries may provide for arrangements regarding access rights for affiliated entities in their consortium agreement, including regarding any notifi-cation requirements.

4. A request for access rights under paragraphs 1, 2 or 3 may be made up to one

year after either of the following events:

a) the end of the project; or

b) termination of participation by the owner of the background or fore-ground concerned.

However, the beneficiaries concerned may agree on a different time-limit18.

FINAL PROVISIONS II.42. Liability 1. The Union cannot be held liable for any acts or omissions of the beneficiaries in

relation to this grant agreement. It shall not be liable for any defaults of any prod-ucts, processes or services created on the basis of foreground, including, for in-stance, anomalies in the functioning or performance thereof.

2. Each beneficiary fully guarantees The Union, and agrees to indemnify it, in case

of any action, complaint or proceeding brought by a third party against The Union as a result of damage caused, either by any of its acts or omissions in relation to this grant agreement, or by any products, processes or services created by it on the basis of foreground resulting from the project.

In the event of any action brought by a third party against a beneficiary in con-nection with the performance of this grant agreement, the Commission may as-sist the latter upon written request. The costs incurred by the Commission in this connection shall be borne by the beneficiary concerned.

3. Each beneficiary shall bear sole responsibility for ensuring that their acts

within the framework of this project do not infringe third parties rights. 4. The Union cannot be held liable for any consequences arising from the proper

exercise of the rights of The Union under the Rules for Participation or this grant agreement.

18 This can be a longer or shorter time-limit.

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