GfA_ Natue Protection_fyRoM · Web viewReconstruction, rehabilitation or extension of access roads...

Ministry of Regional Development and Public Works of Bulgaria

and

European Agency for Reconstruction in Skopje, former Yugoslav Republic of Macedonia

Neighborhood Programme

Bulgaria – former Yugoslav Republic of Macedonia 2004

Grant Scheme for Nature Protection, Valorization of Cultural Heritage and Co-operation among Public Institutions at

Regional/Local Level

Guidelinesfor grant applicants

corresponding to the call for proposals for 2004

Open Call for Proposals

Budget line: 2004/016-786

Reference: 2004/016-786.01.01/Grants – 04MAC03/02/002

Deadline for receipt of applications: September 21 st 2006

Guidelines for Applicants

NOTICEThe evaluation of your application will only be performed if your concept note is provisionally selected. Your application will then undergo the evaluation. The eligibility conformity check will only be performed for the proposals that have been provisionally selected according to the score obtained after the final evaluation, on the basis of the supporting documents which will be requested by the Joint Evaluation Committee and the Declaration by the applicant signed and sent together with the application.

CRIS No. 2004/016-786.01.01

Title: Grant Scheme for Nature Protection, Valorization of Cultural Heritage and Co-operation among Public Institutions at Regional/Local Level

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Table of Content

1. GRANT SCHEME FOR NATURE PROTECTION, VALORISATION OF CULTURAL HERITAGE AND COOPERATION AMONG PUBLIC INSTITUTIONS AT REGIONAL/LOCAL LEVEL.................................................................................................4

1.1 BACKGROUND.................................................................................................................................. 4

1.2 OBJECTIVES OF THE PROGRAMME AND PRIORITY ISSUES FOR 2004.....................................6

1.3 FINANCIAL ALLOCATION PROVIDED BY THE CONTRACTING AUTHORITIES...........................7

2. RULES OF THIS CALL FOR PROPOSALS...........................................................10

2.1 ELIGIBILITY CRITERIA....................................................................................................................10

2.2 HOW TO APPLY, AND THE PROCEDURES TO FOLLOW.............................................................242.2.1 Application form............................................................................................................................. 242.2.2 Where and how to send the applications.......................................................................................252.2.3 Deadline for receipt of applications................................................................................................262.2.4 Further Information............................................................................................................................ 26

2.3 EVALUATION AND SELECTION OF APPLICATIONS....................................................................28

SUBMISSION OF SUPPORTING DOCUMENTS FOR PROVISIONALLY SELECTED PROPOSALS........33

2.5 NOTIFICATION OF THE CONTRACTING AUTHORITY’S DECISION............................................362.5.1 Content of the decision......................................................................................................................362.5.2 Indicative time table........................................................................................................................... 36

2.6 CONDITIONS APPLICABLE TO IMPLEMENTATION OF THE ACTION FOLLOWING THE CONTRACTING AUTHORITY'S DECISION TO AWARD A GRANT...............................................37

3. LIST OF annexes....................................................................................................39

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1. GRANT SCHEME FOR NATURE PROTECTION, VALORISATION OF CULTURAL HERITAGE AND COOPERATION AMONG PUBLIC INSTITUTIONS AT REGIONAL/LOCAL LEVEL

1.1 BACKGROUND

The Neighborhood Programme between the Republic of Bulgaria and the former Yugoslav Republic of Macedonia is the result of a joint programming effort of the relevant national authorities and various regional partners involved in the programme. The priorities defined within the Joint Programming Document (JPD) under the Neighborhood Programme (2004-2006) aim at achieving economic, social, cultural and ecological sustainability in the programme area, thus ensuring integration into the wider European cooperation.

The border area between the two countries is homogeneous from natural, geographical and environmental point of view and similarities can be highlighted also from the economical and cultural points of view. In this framework, and especially in the current process of EU integration, the setting up of integrated and coordinated interventions on both sides of the border are crucial for strengthening the links between institutions and people, increasing the sustainability of economic and social activities, and provision of a real basis for their further development. Furthermore, existing potentials and resources are not yet sufficiently exploited and in this context, one of the main development challenges facing both countries is the need to ensure a balanced path towards socio-economic development, while preserving their outstanding natural and cultural heritage and meeting the EU environmental requirements.

Biodiversity and nature protection are considered as one of the priority areas in the national policies of the Republic of Bulgaria and the former Yugoslav Republic of Macedonia. Both countries have adopted relevant legislative framework: Protected Areas Act (SG No 133/1998 and Biological Diversity Act (SG, No 77/2002) in Bulgaria; Nature Protection Act (SG No 67/2004) in the former Yugoslav Republic of Macedonia. The goals and priorities for biodiversity protection, conservation and maintenance are stipulated in the “National Biological Diversity Protection Plan 2005-2010” of Bulgaria and in several strategic documents as follows: the Second National Environmental Action Plan (2006), the National Framework for Biosafety (2005), the Spatial Plan of the Republic of Macedonia (2004), the National Strategy and Action Plan for Biological Diversity Protection (2004) and Country Study for Biodiversity of the Republic of Macedonia (First National Report) (2003). The World Conservation Union (IUCN) categorization of the nature protected territories has been incorporated into the national legislations and programmes by both countries, including the following categories: nature reserves, national parks, nature landmarks, maintained reserves, nature parks and protected areas.

A specific regime for conservation and use has been established for each of the categories of protected territories (areas). The construction, maintenance and use of sites are taking place in correspondence with that regime and according to the relevant management plans. The regulations of the laws are relevant to all of the protected areas regardless of the ownership/ the users of the forests, lands and water areas in them: the national parks and the reserves are exclusive state property, whereas the other categories of protected territories can be property of a municipality or private property.

In Bulgaria, the Ministry of Environment and Waters (MEW) and its local units organize and administer the assignment of tasks for maintenance and rehabilitation, control the conservation and economic activities within the protected areas – exclusive state property. Specific Directorates are established for the administration of the national parks, which are self-dependent legal entities, financed by the state budget and are under the direct sub ordinance of MEW. The Ministry of Agriculture and Forestry (MAF), as well as the physical persons, the legal entities or the municipalities – owners of forests, lands and water areas in the protected areas (outside the exclusive state property), are managing their property in conformity with the regulations of the laws.

For the purposes of the present grant scheme the definition of a "protected area" adopted by The International Union for the Conservation of Nature (IUCN) is used: “an area especially dedicated to the

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protection and maintenance of biological diversity, and of natural and associated cultural resources, and managed through legal or other effective means”. Furthermore, IUCN recognizes that although all protected areas meet the general purposes contained in this definition, in practice the precise purposes, for which protected areas are managed, differ greatly. The following are the main purposes of management: Scientific research, Wilderness protection, Preservation of species and genetic diversity, Maintenance of environmental services, Protection of specific natural and cultural features, Tourism and recreation, Education, Sustainable use of resources from natural ecosystems, Maintenance of cultural and traditional attributes.

An extension of the protected areas network is planned in both countries, including the cross-border region, with view to the EU accession process and in the framework of “NATURA 2000”, which is the integrated unified European eco-network of Special Areas of Conservation (SAC) and Special Protection Areas (SPA), being developed by the member states of the European Union. This network consists of regions, covering nature formations as well as the habitats of flora and fauna species of interest to the European Community. The network must guarantee their further existence or the eventual recovery to favorable conservation status of these natural locations and of the species.

The preparation of the sites according to the Habitats and the Bird Directives (Directive 92/43/EEC and Directive 79/409/EEC) is already going on at the national levels. The potential “NATURA 2000” sites are mostly within the already protected (or planned protected) areas according to the national legislations. Apart from government, municipalities also play a crucial role by designation of nature protected areas, thus the “bottom-up” approach and the public awareness of the different stakeholders and the land owners have to be in place in order to reach the consensus. Therefore, the implementation of this grant scheme will also support the “NATURA 2000” process.

Until the end of 2005, forty “NATURA 2000” protected areas have been identified within the border region of Bulgaria, which cover a territory of 330 000 he. The Government of the former Yugoslav Republic of Macedonia is in a process of establishing an ecological network “Balkan Green Belt”. The “Balkan Green Belt” passes along the border of the former Yugoslav Republic of Macedonia with Albania, Greece and Bulgaria and ranges from one to several decades of kilometers. The borders of the “Balkan Green Belt” in the former Yugoslav Republic of Macedonia are defined, and there is a follow-up action programme, which covers inventory of biodiversity and natural landmarks and specifics, mapping and developing of plans for their protection. Information about the protected areas and the “Balkan Green Belt” will be available on the website of the Neighborhood Programme: www.npgrants.info.

The present Grant Scheme for Nature Protection, Valorization of Cultural Heritage and Cooperation among Public Institutions at Regional/Local Level will play a key part in the process of preparation of Bulgaria and the former Yugoslav Republic of Macedonia for accession, in particular through the management of natural and cultural heritage and future investment actions, by means of institutional building for the preparation of projects and adoption of participative approach in the decision making process. Thus, the present Grant scheme represents an important element in the preparations for implementation of EU regional policy and co-ordination of structural instruments. In addition, it supports the social and economic integration of the eligible cross-border region not only within the national space, but also within the enlarged Europe.

This Call for Proposals is implemented jointly on both sides of the border. For the Republic of Bulgaria the Contracting Authority is the Ministry of Regional Development and Public Works; for the Former Yugoslav Republic of Macedonia the Contracting Authority is the European Agency for Reconstruction.

The Applicants and partners from both sides of the border will be financed from different sources, Bulgarian from PHARE and National Budget funds and Macedonian from CARDS funds. In case of integrated projects one single project will be financed from two sources.

1.2 OBJECTIVES OF THE PROGRAMME AND PRIORITY ISSUES FOR 2004

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http://www.npgrants.info/


The 2004 Grant Scheme for Nature Protection Valorization of Cultural Heritage and Cooperation among Public Institutions at Regional/Local Level is related to Priorities 1 and 2, measures 1.1 (“Management and valorization of natural and cultural heritage”) and 2.1 (“Co-operation among public institutions at regional and local level”) of the Joint Programming Document (JPD) for PHARE CBC/CARDS Neighborhood Programme between the Republic of Bulgaria and the former Yugoslav Republic of Macedonia for the period 2004-2006 (JPD can be found on the web-site of the Bulgarian Ministry for Regional Development and Public Works: www.mrrb.government.bg and on the web-site of the programme: www.npgrants.info), namely:

PRIORITY N. 1 SUSTAINABLE SPATIAL DEVELOPMENT OF THE CROSS-BORDER REGION Measure 1.1 Management and Valorization of Natural and Cultural Heritage - This measure focuses on the cross-border landscape, nature and culture protection, thus improving the conditions for positive development in the fields of agriculture, forestry and tourism, as well as for the development of business sites. Cooperation in these fields is supplemented by improvement of the environment encompassing all environmental areas (water, air and soil, and the use of energy). Furthermore, this measure involves the biodiversity and cultural landmarks conservation, management and awareness rising with regard to natural and cultural resources, as well as general requirements of environmental protection: i.e. feasibility studies, monitoring systems, analysis of the environment and energy situation etc.

PRIORITY N. 2 PROMOTION OF CROSS-BORDER COOPERATION BETWEEN PUBLIC INSTITUTIONS AND BUSSINESSES Measure 2.1 Co-operation among public institutions at regional/ local level - The main purpose of the measure is to stimulate regional cooperation and establishment of local capacity and networks. Activities eligible for support under this measure include, among others: exchange of experiences on different levels and of information needed to build up institutional capacities for the preparation of projects and adoption of participative approach in the decision making process; development of spatial and regional development strategies; development and use of sustainable cross-border information systems (databases, geographical information systems etc.); joint research projects, studies and concepts for nature and landscape protection.

1.2.1. The overall objective of the programme for 2004 to be implemented through this Grant Scheme is to:

Promote protection and valorization of the biodiversity and cultural resources with the aim of ensuring sustainable development of the eligible cross-border region.

1.2.2. The specific objectives of the Grant Scheme are to:

Increase the efficiency of the integrated management and the sustainable use of natural and cultural resources;

Stimulate regional cooperation and establishment of local capacity and networks.

1.2.3. The Grant Scheme will finance projects in the following priority areas:

1. Preservation of biodiversity and sustainable development in protected areas, and agricultural and forestry areas;

2. Sustainable development through eco-, cultural tourism and valorisation of the cultural heritage.

Protected areas are the areas identified and registered as protected areas according to the Bulgarian and Macedonian legislations. The potential protected zones listed in “NATURA 2000” in Bulgaria and the “Balkan Green Belt” in the former Yugoslav Republic of Macedonia are also eligible for support under Priority area 1.

Buffer zones are the zones surrounding the natural reserves. The territories of the municipalities including agricultural and forest areas and settlements surrounding the protected areas are recognized as adjacent zones and are eligible for support under Priority area 2.

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http://www.mrrb.government.bg/


IMPORTANT

Please note that each project that apply for financial support under the present Call for Proposals shall relate to only one of the above priority areas!

1.3 FINANCIAL ALLOCATION PROVIDED BY THE CONTRACTING AUTHORITIES

1.3.1. Financial provision for the Republic of Bulgaria

The overall indicative total grants amount made available under this Call for Proposals for the Republic of Bulgaria is 1 800 000 Euro [PHARE support is at the amount 1 500 000 Euro and national Co-financing amounts to the total of 300 000 Euro].

The Contracting Authority reserves the right not to award all available funds.

Size of grants

Any grant awarded under this call for proposals must fall between the following minimum and maximum amounts:

For investment activities: Minimum amount: 50 000 Euro

Maximum amount: 200 000 Euro

For institutional activities: Minimum amount: 50 000 Euro


IMPORTANT

Each action proposed should include one or more of the investment activities presented in section 2.1.3. Component 1-A or Component 2-A. This is a mandatory requirement.

In addition, institutional activities (presented in section 2.1.3. Component 1-B or Component 2-B) may also be included as complementary and directly related to the purpose of the action proposed.

In case the action proposed comprises both investment and institutional activities, TWO SEPARATE BUDGETS SHOULD BE FILLED IN. (Please, refer to the attached Budget A and Budget B). Please note, that in this case the total amount of an action will be calculated through a sum of the total amounts of the Budget A and Budget B. In this manner the following minimum and maximum amounts per grant will be:

Minimum amount: 100 000 Euro


In case the action proposed comprises only investment activities, ONE BUDGET SHOULD BE FILLED IN. (Please, refer to the attached Budget A).

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In addition, no grant may exceed 90 % of the total eligible costs of the action [please refer also to section 2.1.4. below]. The balance must be financed from the applicant’s or partners’ own resources, or from sources other than the European Community budget or the European Development Fund.

IMPORTANT

Minimum co-financing required is 10 % of the total cost of the action. Co-financing is to be provided by the Applicants in order to demonstrate local commitment.

Contribution in kind is not allowed.

1.3.2. Financial provision for the former Yugoslav Republic of Macedonia

The overall indicative total grants amount made available under this Call for Proposals is for the former Yugoslav Republic of Macedonia is 750 000 Euro [CARDS support is at the amount 750 000 Euro].

The Contracting Authority reserves the right not to award all available funds.

Size of grants

Any grant awarded under this call must fall between the following minimum and maximum amounts:

For investment activities: Minimum amount: 50 000 Euro


For institutional activities: Minimum amount: 50 000 Euro


IMPORTANT

Each action proposed should include one or more of the investment activities presented in section 2.1.3. Component 1-A, Component 2- A. This is a mandatory requirement.

In addition, institutional activities (presented in section 2.1.3. Component 1-B, Component 2-B) may also be included as complementary and directly related to the purpose of the action proposed.

In case the action proposed comprises both investment and institutional activities, TWO SEPARATE BUDGETS SHOULD BE FILLED IN. (Please, refer to the attached Budget A and Budget B). Please note, that in this case the total amount of an action will be calculated through a sum of the total amounts of the Budget A and Budget B. In this manner the following minimum and maximum amounts per grant will be:

Minimum amount: 100 000 Euro


In case the action proposed comprises only investment activities, ONE BUDGET SHOULD BE FILLED IN. (Please, refer to the attached Budget A).

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In addition, no grant may exceed 90 % of the total eligible costs of the action [please refer also to section 2.1.4. below]. The balance must be financed from the applicant’s or partners’ own resources, or from sources other than the European Community budget or the European Development Fund.

IMPORTANT

Minimum beneficiary’s co-financing1 will be 10 % of the total cost of the action.

Co-financing is to be provided by the beneficiaries in order to demonstrate local commitment.

Contribution in kind is not allowed.

No resources, which have been assisted by PHARE/ CARDS or other EC support, may be taken into account as own contribution.

Furthermore, project proposals financed by other PHARE/ CARDS or EU source could not apply.

Please note that the Joint Evaluation Committee reserves the right to recommend reduction of grant costs if they are deemed excessive.

1 Beneficiary’s co-financing : the co-financing amount must be available, necessary for carrying out the action, clearly specified in the budget for the action, actually incurred during the implementation of the action and recorded and identifiable in the Applicant’s and/or partners’ accounts or tax documentation.

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2. RULES OF THIS CALL FOR PROPOSALS

These Guidelines set out the rules for the submission, selection and implementation of actions financed under this call, in conformity with the provisions of the Practical Guide (available on the Internet at this address: http://europa.eu.int/comm/europeaid/tender/gestion/index_en.htm).

2.1 ELIGIBILITY CRITERIA

There are three sets of eligibility criteria relating to:

Organizations which may request a grant [Please refer to section 2.1.2] and their partners [Please refer to section 2.1.2],

Projects for which a grant may be awarded [Please refer to section 2.1.3];

Types of cost which may be taken into account in setting the amount of the grant [Please refer to section 2.1.4.];

2.1.1 Eligibility of applicants: who may apply

(1) In order to be eligible for a grant, Applicants must:

be legal persons, and be non-profit-making, and be one of the following types of organizations: municipality, municipal association, non- government

organization for nature protection, tourism and cultural and regional development agency andPlease note that only for the former Yugoslav Republic of Macedonia - national development agencies are eligible to apply but for activities in the eligible border region, and

be registered at least 6 months before the deadline for submission of proposals and

Please, note that these requirements apply both to the organizations as well as their registered branches in one of the eligible districts;

be registered and located within an eligible Bulgarian district or an eligible region in the former Yugoslav Republic of Macedonia or to be a registered branch in one of the eligible districts or regions [Please refer to section 2.1.3 – Location for more details], and

be nationals of the Republic of Bulgaria or of the former Yugoslav Republic of Macedonia; and be directly responsible for the preparation and management of the action, not acting as an

intermediary,

IMPORTANT

Please note that the eligibility verification of the “non- government organisations” in sector of “nature protection, tourism, cultural and regional development agencies” will be assessed on the basis of their Statute of Articles;

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http://europa.eu.int/comm/europeaid/tender/gestion/index_en.htm


Profit-making organizations, district administrations and political parties are not eligible.

IMPORTANT

In case of Bulgarian applicants Civil servants or other officials of the central and District Governor’s administrations, regardless of their administrative situation, must not apply or be involved under this Call for proposals either as Applicant or Partner.

In case of applicants from the former Yugoslav Republic of Macedonia civil servants may not receive funding from the grant, they may participate in the implementation of the project and their salaries may be presented as co-financing contribution.

Note: For Bulgarian applicants: In case when municipality’s servants are proposed as part of the team, please provide evidence [statement/declaration, issued by the authorized public body] that proposed servants are not civil servants.

IMPORTANT

Please note that the Grants may not have the purpose or effect of producing a profit for the Beneficiary.

Profit is defined as: A surplus of aggregate receipts over costs for the action in question at the time when the request is made for final payment of a grant for an action. However, in the case of actions designed specifically to strengthen the financial capacity of a beneficiary, profit is defined as the distribution of the surplus revenue resulting from its activity to the members making up the beneficiary body, leading to their personal enrichment. A surplus balance on the operating budget of a body in receipt of an operating grant.

(2) Potential applicants may not participate in calls for proposals or be awarded grants if:

a) they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

b) they have been convicted of an offence concerning professional conduct by a judgment which has the force of res judicata (i.e., against which no appeal is possible);

c) they are guilty of grave professional misconduct proven by any means which the Contracting Authorities can justify;

d) they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the countries of the Contracting Authorities or those of the countries where the action is to take place;

e) they have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organization or any other illegal activity detrimental to the Communities' financial interests;

f) they have been declared to be in serious breach of contract for failure to comply with their contractual obligations in connection with a procurement procedure or other grant award procedure financed by the Community budget.

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Applicants are also excluded from participation in calls for proposals or the award of grants if, at the time of the call for proposals, they:

g) are subject to a conflict of interests;

h) are guilty of misrepresentation in supplying the information required by the Contracting Authorities as a condition of participation in the call for proposals or fail to supply this information;

i) have attempted to obtain confidential information or influence the Joint Evaluation Committee or the Contracting Authorities during the evaluation process of current or previous calls for proposals.

In the cases referred to in points (a), (c), (d), (f), (h) and (i) above, the exclusion applies for a period of two years from the time when the infringement is established. In the cases referred to in points (b) and (e), the exclusion applies for a period of four years from the date of notification of the judgment.

In part VII of the grant application form [“Declaration by the applicant”], applicants must declare that they do not fall into any of the above categories (a) to (f).

2.1.2 Partnerships and eligibility of partners

Applicants must act in partnership with partner organizations from the border region as specified hereafter.

Partners In case of a SIMPLE PROJECT, applicant organizations must have at least one

partner from the other side of the border [Macedonian/Bulgarian]. This is a mandatory requirement;

In case of a COMPLEMENTARY PROJECT the Bulgarian and Macedonian applicants act in the proposals as mutual partners. This is a mandatory requirement;

In case of an INTEGRATED PROJECT the applicant and Cross border applicant act in the proposals as mutual partners. This is a mandatory requirement;

The applicant organization may act with other Bulgarian/Macedonian partner organizations, other than those stated above. However, that is not a mandatory requirement.

Applicant’s partners participate in implementing the action, and the costs they incur are eligible in the same way as those incurred by the grant Beneficiary. They must therefore satisfy the same eligibility criteria as applicants.

IMPORTANT

Partners located outside the specified border region are not eligible for funding under this Call for Proposals.

Partnership is not to be substantiated by legal documents. In regard to this the partnership statement in the Application form [section III.2] will need to be filled and signed by all the partners.

It is in fact cooperation and mutual agreement to ensure that the action have a strong cross-border nature, directly linked with the rationale of the CBC characteristics.

The following are not partners and do not have to sign the “partnership statement”

Associates

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Other organizations may be involved in the action. Such associates play a real role in the action but may not receive funding from the grant with the exception of per diem or travel costs. Associates do not have to meet the eligibility criteria referred to in section 2.1.1. and 2.1.2. The associates have to be mentioned in part IV - “Associates of the Applicant participating in the Action” of the Grant Application Form.

Subcontractors

The grant beneficiaries have the possibility to award contracts to subcontractors.Subcontractors are neither partners nor associates, and are subject to the procurement rules set out in Annex IV to the standard grant contract.

The applicant will act as the lead organization and, if selected, as the contracting party (the “Beneficiary”)

2.1.3 Eligible actions: actions for which an application may be made

In order to be eligible the projects must fall into one of the categories listed bellow: a. Simple Projects:

Projects have to be prepared by the applicant3 in cooperation with the partner/s from the other side of the border. In this case only one application is to be presented.

For this type of project the participation of at least one partner from the other side of the border is compulsory. The action expenditures are considered eligible for all partners, i.e. the applicant and his partner/s.

Direct and clear cross-border impact should be ensured.

These projects should gain cross-border effect taking place mostly or exclusively on one side of the border but for the benefit of both partners.

CARDS budget will finance only the applicants from the Macedonian side of the border while the applicants from Bulgarian side will be financed exclusively from PHARE budget.

b.Complementary Projects:

Complementary projects have to be prepared as a result of cross-border co-operation. Activities should take place on both sides of the border and show strong coherence (e.g. in content, partnership, impact).

One application is submitted on each side of the border, one for Bulgarian partner, to be funded from PHARE, one for the Macedonian partner, to be funded from CARDS.

The activities to be implemented on the different sides of the border are complementary. Clear reference should be made in the application referring to the mirror “neighbor” project, which could be either a new or mirror to already existing projects (PHARE, CARDS or other projects).

3 Applicant - organisation, legal person or administrative unit that submits an application to obtain a grant and in case their project proposal is selected by the Joint Evaluation Committee will receive the grant in order to realise the activities of the project. The applicant is responsible for the coordination of all involved project partners, harmonising project activities in each of the participating countries, and reporting on the project, including financial reporting.The Applicant in each country is responsible for the implementation of the project in line with the conditions and implementation modalities as outlined in the grant contract. The contract obliges the Applicant to ensure the correct use of funds from PHARE or CARDS respectively, and to comply with the conditions and requirements with respect to reporting, auditing and repayment.

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The complementary projects are not necessarily carried out parallel in time, but if so, and both project applications are submitted to the programme, two different applications should be prepared. Since these applications are registered independently, it is important to indicate the complementary project to facilitate the evaluation of the proposals. It is also possible to have more than one complementary project to a proposal. In this case all complementary projects should be indicated.

Complementary projects have to be applied for separately in each partner country comprising of actions to be carried out on one side of the border, therefore only one contract will be signed for each mirror project and the project budget should not be divided by countries. At least one partner from the other side of the border (which won’t be funded) is compulsory.

This type of project might include the extension of the impact of an already implemented project/investment on the other side of the border (e.g. adaptation of best practices). This means that there could be a time shift in the implementation of similar activities.

When complementary projects are planned to be realized parallel in time, the two applications have to be prepared in a way that allows even separate implementation, in case one of the projects is rejected during the selection process.

Special attention should be given to identify the cross-border impact of such mirror activities.

c. Integrated projects The project is developed jointly and foresees joint implementation of activities by the participating project partners from Bulgaria and from the former Yugoslav Republic of Macedonia. Partners on either side of the border contribute different elements to a single project. Separate grant contracts will be signed with the “Applicant” and the “Cross-border Applicant2”; one in both participating countries. This means that in case of integrated projects Applicants and partners from different side of the border will be financed from two different sources.

Single reporting system will be set up in order to harmonize the implementation of the different “national” parts of the joint projects.

The applicant organization may also have partnership with organizations on the same side of the border. However, this is not a mandatory requirement. [Please refer to section 2.1.3].

In this case only one Application Form is to be filled in, containing all the activities of the joint project, where the details concerning the national project parts should be described in the annexes. The applicant, however, needs to submit two Annexes B: Budgets, one for the Applicant and one for the Cross-border applicant. There should be one applicant organization from each participating country, which is to co-ordinate the activities and financial matters on its side of the border. These organizations should be indicated in the Section II of the Grant Application Form and they will be contracted and

2 Cross-border Applicant : organisation, legal person or administrative unit that co-ordinates the activities of a project in the partner states other than the Applicant and in case their project proposal is selected by the Joint Evaluation Committee will receive the subsidy/grant in this state. Cross-border Applicant is applicable only in case of an integrated project. The contract obliges the Cross-border Applicant to ensure the correct use of funds from Phare or CARDS respectively, and to comply with the conditions and requirements with respect to reporting, auditing and repayment. In case of secondary procurement the cross-border applicant will act as the contracting authority for its side of the border.

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will be held responsible for the national project parts.

This type of project is rational in case of networking or harmonized actions that have activities on both sides of the border and are a prerequisite for the success to each other.

It is important that in case one of the projects is eliminated during the selection process, the other one also will be eliminated (due to the fact that in this case the separate implementation is not possible).

In case integrated projects are approved by the Joint Evaluation Committee, both Applicants will receive funding. The Bulgarian project part will be financed from PHARE and National co-financing, whereas the Macedonian from the CARDS and National CARDS co-financing.Applicants from Bulgaria will be responsible for distributing funds to their (financing) partners in Bulgaria, whereas applicants from former Yugoslav Republic of Macedonia will be responsible for transferring funds to their partners in Macedonia.

Definition: An action [i.e. project] is composed of a set of activities.

Duration; The planned duration of an action may not exceed 12 months.

Sectors or themes: Actions have to be related to the following priority areas:

1. Preservation of biodiversity and sustainable development in protected areas, and agricultural and forestry areas;

2. Sustainable development through eco-, cultural tourism and valorisation of the cultural heritage;

Location: Actions must take place in one or more of the following countries: Republic of Bulgaria and the former Yugoslav Republic of Macedonia,

Namely in the bilateral border region:

For Republic of Bulgaria the following districts with its relevant municipalities are eligible for the action to be placed:

Kyustendil – 9 municipalities:Bobovdol, Boboshevo, Dupnitza, Kocherinovo, Kyustendil, Nevestino, Rila, Sapareva Banya, Trekliano;Blagoevgrad – 14 municipalities:Bansko, Belica, Blagoevgrad, Gotce Delchev, Garmen. Kresna, Petrich, Razlog, Sandanski, Satovcha, Simitli, Strumiani, Hadjidimovo, Yakoruda.

For the former Yugoslav Republic of Macedonia the following regions: North-East, South-East and East, covering the following municipalities are eligible for the action to be placed:

Kratovo, Kriva Palanka, Rankovce, Radovis, Konce, Strumica, Bosilovo, Vasilevo, Novo Selo, Berovo, Pehcevo, Vinica, Zrnovci, Kocani, Cesinovo – Oblesevo, Probistip, Stip, Karbinci, Delcevo, Makedonska Kamenica and Sveti Nikole.

Types of action

The following indicative types of actions may be financed under this Call for Proposals:

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Component 1 - Preservation of Biodiversity and Sustainable Development in Protected Areas, and Agricultural and Forestry Areas;

Component 1-AConservation of the great variety of biodiversity or habitats of unique or endangered species in the protected areas could be achieved by fulfilling the activities adopted in the management plans of protected areas or by implementing activities allowed by the legislation and supported by broad consensus of all interested parties. Activities can be grouped in the following categories to define the scope of interventions:

activities for integrated management of natural and cultural resources [such as procurement of equipment for effective public monitoring, control and maintenance activities; small conservation and promotional projects for restoration of habitats and set up of corridors; rehabilitation works and clean-up actions, etc.] valid only for Macedonian Applicants;

Integrated cross-border prevention of floods, fires and erosion [such as creation of isolation belts against fire in protected areas, fortification and clearing of river banks; reforestation activities against erosion and climate dryness; supply of equipment for overcoming natural disasters, etc.] valid only for Macedonian Applicants;

Promotion of nature-friendly economic activities to cope with loss and fragmentation of habitats and biodiversity [such as reasonable use and cultivating herbs, forest fruits and medicinal plants, development of pastures, etc.]

Development and use of cross-border information systems aim at the establishment of nature protected areas and nature protection networks;

Establishing and extending the network of protected territories in cross-border aspect, preparation of studies, (please not that Bulgarian applicants should strictly observe the provisions of article 3 (2) of the Regulation on Developing Protected Areas Management Plans (State Gazette No 13/2000);

Planning of future investments in joint nature/ culture protection activities The planning and organisation of a joint regional cross-border nature protection network [which does not exist at present], the protection of biodiversity around nature protected areas and the exploration of new areas that could become nature protected territories will contribute to maintaining biological diversity and sustainable development in the border region. Main types of activities to be supported include:

Identifying and establishing inventories of territories of valuable habitats, ecosystems and species’ presence for future establishment of new nature protected areas;

Elaboration of joint research projects, studies, concepts, feasibility studies related to natural resources, cultural heritage, and development of appropriate forms of economic activities;

Preparation and implementation of joint plans for protecting biodiversity and promoting the sustainable development around nature protected areas;

Sustainable use of agricultural and forest resources, protection of land, river and forest ecosystems and protection and regeneration of autochthon game stocks and fish around protected areas is a tool for biodiversity protection, sustainable development, and source for economic development of the border region. Main types of activities to be supported include:

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Development and introduction of organic farming in the border region;

Integrated cross-border actions, aimed at recovery and management of degraded ecosystems and habitats destroyed by fires, floods, erosion, withering, grazing and illegal logging in the agricultural lands and forests;

Design and implementation of cross-border systems for using alternative energy sources, i.e. like hydrothermal water, biomass and biogas, and sun as a tool for biodiversity protection and development;

Cross-border developing, managing and maintaining autochthon game stocks;

Restoration of fish resources through enhancement of the conditions for natural breeding in the water basins, as well as the resettlement of local species having suffered from uncontrolled fishing.

Maintenance and recovery of biodiversity in agricultural lands and forests;

Reconstruction, rehabilitation or extension of utilities related to sustainable use of agricultural and forest resources

IMPORTANT All actions proposed should include one or more of the investment activities presented above. Institutional-related actions may also be included as complementary to the investment ones. In this case the institutional-related actions must be directly related to the purpose of the action proposed. A list of the indicative types of institutional-related actions are presented below:

Component 1-B

Enhance public awareness and participation in biodiversity protection and sustainable development. In order to protect biodiversity and nature in the border area and to improve the socio-economic conditions in the settlements scattered around the nature protected territories, it is particularly important to carry out activities, aimed at raising public awareness and contributing to improving the community skills and involvement. This may be accomplished by the following:

Initiate partnerships between local stakeholders in the border region and joint actions aimed at awareness raising, marketing, promotional and capacity building activities and organizing round tables, workshops for discussing topics of common interest like sustainable development, biodiversity protection, nature protected territories management, sustainable eco and cultural tourism development, etc.;

Transfer of know-how and exchange of experiences on different levels and of information necessary to build-up institutional capacities for the project preparation and adoption of participative approach in the decision making process;

Develop and increase competence of local communities in prevention of natural disasters (floods, erosion, fires, etc.), EU and national environmental legislations and requirements including for NATURA 2000 and Balkan Green Belt ecological network;

Information, education and training of regional/ local institutions and population about the environmental values of the protected areas and the green corridors.

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Enhance public awareness and participation in biodiversity protection and sustainable development;

Component 2: Sustainable development through eco-, cultural tourism and valorisation of the cultural heritage;

Component 2-A

Eco-/ cultural tourism and valorisation of the cultural heritage is taken into consideration as a tool for revival and sustainable development of the declining settlements, raising the local population standard of living by creating new employment opportunities and establishing technical infrastructures for tourism.

The priorities of the national eco-tourism and cultural resources protection policies should be taken into account when implementing the proposed activities.

All actions proposed should be regional and/or municipal cross-border initiatives integrating biodiversity and nature conservation, as well as cultural heritage protection combined with expanding of the existing tourist routes by incorporating them into cross-border eco and cultural tourism networks, will be supported by actions directed at sites and areas with potential to develop economically viable eco and/or cultural tourism, with ability to CREATE A COMPLETE (COMPREHENSIVE) PRODUCT (OR TO BE INCLUDED IN SUCH A PRODUCT) and to attract visitors.

The main types of actions to be supported indicatively include:

Development of hunting and fishing tourism, combined with the necessary measures for protection and maintenance of the local game and fish breeds;

Reconstruction, rehabilitation or extension of access roads and related road infrastructure to sites of eco and cultural tourism interest/tourist attractions (with limited length up to 3 km);

Reconstruction, rehabilitation or extension of utilities related to improving the environment, landscaping, green areas, park facilities, toilets, lighting, paving, small waste collection facilities, etc.;

Construction, reconstruction, renovation/upgrading and extension of walking paths, hiking, riding and bicycling trails, picnic places; interpretation facilities, non-profit making cultural or natural attractions as part of a local tourism product (i.e. museums, historic buildings, ethnography complexes, cultural centres), non-profit making children, leisure and sport facilities, incl. water sport and activities infrastructure on rivers and internal reservoirs, etc.;

Reconstruction/refurbishment and/or equipment of tourist information/visitor centres;

Signposting of roads, walking, cycling and hiking paths/trails, areas around attractions, posters, navigation systems, information screens, etc.

Improving the access to and the infrastructure of existing (and already recognized) natural and cultural endowments [such as birds and animals watching and feeding places, systems of walks, zones for sports, visitors centers, historical monument sightseeing, etc.]

Activities for integrated management of natural and cultural resources [such as procurement of equipment for effective public monitoring, control and maintenance activities; small conservation and promotional projects for restoration of habitats and set up of corridors; rehabilitation works and clean-up

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actions, etc.] leading to sustainable eco and cultural tourism development - valid only for Macedonian Applicants;

Elaboration feasibility studies for future investment projects, spatial and regional development strategies for eco-/cultural tourism and valorization of the cultural heritage;

IMPORTANT All actions proposed should include one or more of the investment activities presented above. Institutional-related actions may also be included as complementary to the investment ones. In this case the institutional-related actions must be directly related to the purpose of the action proposed. A list of the indicative types of institutional-related actions are presented below:

Component 2-B

Enhance public awareness and participation in Eco-/ cultural tourism and valorisation of the cultural heritage. In order to achieve revival and sustainable development of the declining settlements, raising the local population standard of living by creating new employment opportunities and establishing technical infrastructures for tourism and to improve the socio-economic conditions in the settlements, it is particularly important to carry out activities, aimed at raising public awareness and contributing to improving the community skills and involvement. This may be accomplished by the following:

Initiate partnerships between local stakeholders in the border region and joint actions aimed at awareness raising, marketing, promotional and capacity building activities and organizing round tables, workshops for discussing topics of sustainable eco-/cultural tourism development, valorisation of cultural heritage, etc.;

Transfer of know-how and exchange of experiences on different levels and of information necessary to build-up institutional capacities for the project preparation and adoption of participative approach in the decision making process;

Develop and increase competence of local communities in prevention of natural disasters (floods, erosion, fires, etc.), EU and national environmental legislations and requirements including for NATURA 2000 and Balkan Green Belt ecological network; and also to Enhance public awareness and participation in biodiversity protection and sustainable development;

Joint research projects, studies, concepts and awareness raising/ training activities related to natural resources, cultural heritage and the development of appropriate forms of economic activities

IMPORTANT

For activities concerning cultural monuments within the territory of Republic of Bulgaria:

All activities concerning cultural monuments and cultural sites must be conformed to Article 20 and Article 21 of the Law on Cultural Monuments and Museums and the Regulation No 4 of 21 May 2001 of the Ministry of Regional Development and Public Works (State Gazette No 51, 2001); Regulation No 8 of the Ministry of Regional Development and Public Works (State Gazette No 57,

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2001). All regulations are available on the web-site of the Ministry of Regional Development and Public Works: http://www.mrrb.government.bg;

The applicant must check in advance the status of the cultural site as well as the availability of a Protocol including any obligatory recommendations made by the institution responsible and provide the number of the Protocol (if applicable) in the Application documents;

The applicants should submit evidence that during the preparation of the project proposal they have researched the documentation required by the Bulgarian legislation and obtained the approval from the corresponding competent institutions.

IMPORTANT

For actions containing investment activities: These should be implemented on a municipal or state-owned property (land and/or buildings).

Municipalities (if not acting as applicant/partner) and/or other public institutions, such as protected areas administration, district administration etc., must be involved as associates in the project proposals, which include activities to be implemented on the property owned/managed by that public institution.

The ownership of any long-term assets created/purchased and/or reconstructed/refurbished under the project shall be vested in the public institutions which own/manage the property involved in the project implementation.

All project proposals which envisaged works activities, should foresee a supervision of the construction/reconstruction works; - this is an obligatory requirement for the Bulgarian applicants;

IMPORTANTAll project proposals shall have positive environmental assessment or environmental impact assessment, if it is required by the national legislation for each particular case.

In order to be eligible for financing under this call for proposals, an action should also comply with:

The national legislation [Bulgarian and Macedonian] related to the environment and nature and biodiversity protection sector, national strategies for sustainable development of eco-tourism, agriculture and forest and

Indicative list of Bulgarian legislation which must be taken into consideration:

a. Environmental Protection Act;

b. Protected Areas Act;

c. Hunting and game protection Act;

d. Fishing and Aquacultures Act;

e. Medicinal Plants Act ;

f. Regulation No.4 on the conditions and order for issuance of permits for introduction of non-native or reintroduction of native animal and plant species into the nature;

g. Regulation No.5 on the conditions and order for the elaboration of action plans for animal and plant species;

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http://www.moew.government.bg/recent_doc/legislation/natural_prot/en/Medicinal%20Plants%20Act.zip

http://www.moew.government.bg/recent_doc/legislation/natural_prot/en/Protected%20Areas%20Act.doc



h. Administrative order No.РД-09-431/22.08.2005 of Ministry of Agriculture and Forests adopting rules for introduction of good practices against water population caused by nitrates;

Indicative list of the legislation of the former Yugoslav Republic of Macedonia, which must be taken into consideration:

a. Law on Environment (Official Gazette of the Republic of Macedonia No. 53/05, 81/05),

b. Law on Nature Protection (Official Gazette of the Republic of Macedonia No. 67/2004, 14/06)

c. Law on Fisheries (“Official Gazette of RM” No. 62/93)

d. Law on Hunting (“Official Gazette of RM” Nos. 20/96, 26/96, 34/97, 69/04)

e. Law on Forests (“Official Gazette of RM” Nos. 47/97, 7/00, 89/04)

f. Law on Pastures (“Official Gazette of RM” Nos. 3/98, 101/00)

g. Law on Plant Protection (“Official Gazette of RM” Nos. 5/98, 6/00)

EU requirements in nature protection [Directive 92/43/EEC on the conservation of natural habitats and of wild fauna and flora, Directive 79/409/EEC on the conservation of wild birds, requirements of European ecological networks “NATURA 2000” and the “Balkan Green Belt”] and

Sustainable Development* principles, set by Presidency conclusions of the European Council on Guiding Principles for Sustainable Development (16-17.06.2005) Annex I available at - http://ec.europa.eu/comm/sustainable/sds2005-2010/index_en.htm

The following actions are ineligible under this Call for Proposals:

Actions aimed at privately owned facilities;

Actions aimed at profit making activities;

Preparatory studies, Preliminary Works Design or other preparatory activities for works carried out within the action;

Actions concerning investments in windmills and water basins as alternative energy sources ;

Facilities used mainly for municipal purposes;

Actions without cross-border impact;

Actions which fall within the general activities of competent state institutions or state administration services, including local government;

Actions with provisions for financing the usual (routine) activities of the local organizations, especially covering their running costs;

Actions started before candidates have signed a grant award contract;* ’Sustainable Development is development that meets the needs of the present without compromising the ability of

future generations to meet their own needs” – World Commission on Environment and Development {the Brundtland Commission}, 1987

Sustainable Development is a key objective for all European Community policies, set out in the Treaty. It aims at the continuous improvement of the quality of life on earth of both current and future generations. It is about safeguarding the earth’s capacity to support life in all its diversity. It is based on the principles of democracy and the rule of law and respect for fundamental rights including freedom and equal opportunities for all. It brings about solidarity within and between generations. It seeks to promote a dynamic economy with a high level of employment and education, of health protection, of social and territorial cohesion and of environmental protection in a peaceful and secure world, respecting cultural diversity. Use the latest Sustainable Development Principles, June 2005.

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http://ec.europa.eu/comm/sustainable/sds2005-2010/index_en.htm


Actions covered by other community programmes;

Actions concerned only or mainly with individual sponsorship for participation in workshops, seminars, conferences, congresses;

Actions concerned mainly with individual scholarship for studies or training courses;

Actions linked to political parties;

Actions related to charitable donations.

Number of proposals and grants per applicant

An organization may submit only one proposal as Applicant or Cross-Border Applicant as well as may, at the same, time participate as Partner in only one proposal under this Call for Proposals.An applicant may not be awarded more than one grant under this call for proposals.

2.1.4 Eligibility of costs: costs, which may be taken into consideration for the grant

Only “eligible costs” can be taken into account for a grant. These are detailed below. The budget is therefore both a cost estimate and a ceiling for “eligible costs”.

Note that eligible costs must be based on real costs, not lump sums [except for travel and subsistence costs and indirect costs].

Recommendations to award a grant are always subject to the condition that the checking process, which precedes the signing of the contract, does not reveal problems requiring changes to the budget. The checks may give rise to requests for clarification and may lead the Contracting Authorities to impose reductions4

It is therefore in the Applicant/Cross-border applicant’s interest to provide a realistic and cost-effective budget.

Eligible direct costs

To be eligible under the call for proposals, costs must:

be necessary for carrying out the action, be provided for in the contract annexed to these Guidelines and comply with the principles of sound financial management, in particular value for money and cost-effectiveness;

have actually been incurred by the beneficiaries or their Bulgarian/Macedonian partners during the implementing period for the action as defined in Article 2 of the Specific Conditions, whatever the time of actual disbursement by the beneficiary or a partner; this does not affect the eligibility of costs for preparing the final report and as the case may be, of the final expenditure verification and final evaluation. The costs incurred by the beneficiaries ‘associates are not eligible (with the exception of subsistence and/or travel costs).

Costs are considered to have been incurred during the implementation period of the Action if the costs of goods/services/works are used/provided/delivered during the implementation period of the Action. The relevant contracts may have been awarded by the Beneficiary or his partners before the implementation period of the Action started, provided the provisions of Annex IV to the contract were respected. Such costs must be paid for before the final report is finalized.4 Please note that possible modifications of the budget may not lead to an increase of the amount of the grant requested from

the European Commission nor of the percentage of the co-financing.

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be recorded in the Beneficiary’s or Beneficiary’s Bulgarian/Macedonian partners' accounts or tax documents, be identifiable and verifiable, and be backed by originals of supporting documents.

Subject to those conditions and where relevant to the contract-award procedures being respected, eligible direct costs borne by the Beneficiary and his partners include:

the cost of staff assigned to the action, corresponding to actual salaries plus social security charges and other remuneration-related costs; salaries and costs must not exceed those normally borne by the Beneficiary or his partners, as the case may be, unless it is justified by showing that it is essential to carry out the action; Please note, the Applicant is not allowed to involve in the Action any civil servants or other officials of the central and regional administrations, regardless of their administrative status. In cases when municipal servants are proposed as a part of the team, the applicant must provide evidence [statement/declaration] that the proposed servants are not civil servants.

travel and subsistence costs for staff and other persons taking part in the action, provided they do not exceed those normally borne by the Beneficiary or his partners, as the case may be; any flat-rate reimbursement of the subsistence costs must not exceed the rates published by the European Commission at the time of signing the contract (available at following Internet address: http://europa.eu.int/comm/europeaid/perdiem/index_en.htm);

the cost of consumables

sub contracting expenditures;

Costs assigned for Supervision of construction/ reconstruction works must not exceed 3% of the total amount envisaged for the works activities;

Procurement of services will be allowed only in cases when the Beneficiary itself by its own and/or partner’s resources could not carry out the proposed activities by its own and/or his partner’s resources (clear justification is needed).

If the implementation of grants involves the procurement of services by the grant beneficiary, the contract award procedures set out in Annex IV to the contract must be applied.

costs arising directly from the requirements of the contract (dissemination of information, evaluation specific to the action, audit, translation, printing, insurance, etc.) including financial service costs (in particular the cost of transfers and financial guarantees);

Procurement of supervision of construction/reconstruction works;

Purchase or rental costs for equipment and supplies (new or used) specifically for the purposes of the Action, and costs of services, provided they correspond to market rates;

If the implementation of grants involves the procurement of supplies by the grant beneficiary, the contract award procedures set out in Annex IV to the contract must be applied.

Contingency reserve

A contingency reserve not exceeding 5% of the direct eligible costs may be included in the Budget of the Action. It can only be used with the prior written authorisation of the Contracting Authority.

Eligible indirect costs (overheads)

A lump sum not exceeding 7% of the total amount of eligible costs of the Action may be claimed as indirect costs to cover the administrative overheads incurred by the Beneficiary for the Action.

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http://europa.eu.int/comm/europeaid/perdiem/index_en.htm


Indirect costs are ineligible if the Beneficiary receives in other respects an operating grant from the European Commission.

Contributions in kind

Any contributions in kind made by the Beneficiary or the Beneficiary’s partners or any other source, which must be listed in Section I.4 of the application form, do not represent actual expenditure and are not eligible costs. They may not be treated as co financing by the Beneficiary. The cost of staff assigned to the Action is not a contribution in kind and may be considered as co-financing in the Budget for the Action when paid by the Beneficiary or his partners.

However, the Beneficiary must undertake to make such contributions as stated on the application form if the grant is awarded.

Ineligible costs

The following costs are not eligible:

– debts and provisions for losses or debts;

– interest owed;

– items already financed in another framework;

– purchases of land or buildings;

– local office expenses;

– currency exchange losses;

– taxes, including VAT, unless the Beneficiary (or the Beneficiary’s partners) cannot reclaim them and the applicable regulations do not forbid coverage of taxes;

– credits to third parties.

2.2 HOW TO APPLY, AND THE PROCEDURES TO FOLLOW

2.2.1 Application form

Applications must be submitted using Annex A: Application Form and the published annexes which have to be filled in [Annex B: Budget [comprising of Budget A (and Budget B)], Annex C: Logical framework , Annex D: CVs of the project team and Annex E: Works (no template provided, to be presented by the applicants in accordance with the established national practice/legislation as applicable)] annexed to these Guidelines.

The Annex A: Application Form includes a concept note which must also be completed.

Annex E: Works consists of:

Explanatory Note and Preliminary Works Design/Detailed Works Design and Indicative Priced Bill of Quantities –calculated in Euro.

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Applicants should keep strictly to the format of the application and fill in the paragraphs and the pages in order. Applicants must apply in English language.

Please complete the application form carefully and as clearly as possible so that it can be assessed properly. The applicant should be precise and provide enough detail to ensure the application is clear, particularly as to how the aims of the action will be achieved, the benefits that will flow from it and the way in which it is relevant to the programmes objectives.

The application package is available on the following web sites:

- the Ministry of Regional Development and Public Works, Republic of Bulgaria: www.mrrb.government.bg / (Latest Tenders) and www.npgrants.info;

- the European Agency for Reconstruction: www.ear.eu.int and the Secretariat for European Affairs: www.sep.gov.mk

Any error related to the points listed in the Checklist [section VI of Annex A: Application Form] or any major inconsistency in the application form (e.g. the amounts mentioned in the budget are inconsistent with those mentioned in the application form) may lead to the immediate rejection of the proposal.Clarifications will only be requested when information provided is unclear, thus preventing the Contracting Authorities from conducting an objective assessment.

Hand-written applications will not be accepted.Please note that only the Annex A: Application Form and the published annexes which have to be filled in [Annex B: Budget [comprising of Budget A (and Budget B)], Annex C: Logical framework , Annex D: CVs of the project team and Annex E: Works (no template provided, to be presented by the applicants in accordance with the established national practice/legislation as applicable)] will be transmitted to the evaluators and assessors.

It is therefore of utmost importance that these documents contain ALL relevant information concerning the action. NO SUPPLEMENTARY ANNEXES SHOULD BE SENT.

2.2.2 Where and how to send the applications

Applications must be received in a sealed envelope by registered mail, private courier service or by hand-delivery [a signed and dated certificate of receipt will be given to the deliverer] at the address below:

Postal address

1202 Sofia, Republic of Bulgaria17-19 St. St. Cyril and Methodius Str.Ministry of Regional Development and Public WorksPhare Implementing Agency Directorate

Address for hand delivery or by private courier service

1202 Sofia, Republic of Bulgaria17-19 St. St. Cyril and Methodius Str.Ministry of Regional Development and Public WorksPhare Implementing Agency Directorate

Applications sent by any other means [e.g. by fax or by e-mail] or delivered to other addresses will be rejected.

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http://www.sep.gov.mk/

http://www.ear.eu.int/




Applications [Application Form including Concept Note, Budget [comprising of Budget A (and Budget B)], Logical Framework, CVs and Works Annexes] must be submitted in one original and 2 printed copies. The complete application form, budget [comprising of Budget A (and Budget B)] and logical framework must also be supplied in electronic format (floppy disc or CD-Rom). The electronic format must contain exactly the same proposal as the paper version enclosed. Each component of the application (application form including concept note, budget and logical framework) must be submitted in a separate and unique electronic file [for ex. the application form must not be split into several different files].

IMPORTANT

The Checklist [Section VI of the grant application form] and the Declaration by the applicant [Section VII of the grant application form] must be stapled separately and enclosed in the envelope.

So as to facilitate the processing of application, please present the original dossier and 2 copies in A4 size, each bound.

IMPORTANTThe outer envelope must bear the:

- reference number: BG2004/016-786.01.01/Grants- 04MAC03/02/002 and

- the title of the call for proposals : Grant Scheme for Nature Protection, Valorization of Cultural Heritage and Co-operation among Public Institutions at Regional/Local Level and

- type of project (e.g. simple, complementary or integrated);

- the title and number of component :

Component 1 - Preservation of Biodiversity and Sustainable Development in Protected Areas, and Agricultural and Forestry Areas; or

Component 2 - Sustainable development through eco-, cultural tourism and valorisation of the cultural heritage; and

- the full name and address of the applicant and

- the words "Not to be opened before the opening session", in Bulgarian: “Да не се отваря преди откриването на търга” and in Macedonian “Да не се отвара пред почетокот на јавното отварање”

Applicants must verify that their application is complete using the checklist [section VI of the grant application form]. Incomplete applications will be rejected.

2.2.3 Deadline for receipt of applications

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The deadline for the receipt of applications is September 21 st 2006 at 16:00 local time . Any application received after the deadline will automatically be rejected even if the postmark indicates a date preceding the deadline or if the delay is due to the private courier service.

2.2.4 Further Information

The Implementing Agency in MRDPW, Republic of Bulgaria and the Programme Coordination Unit in SEA, former Yugoslav Republic of Macedonia, assisted by the Joint Technical Secretariat (JTS), located in the town of Kyustendil will be together responsible for:

Dissemination of information;

Public awareness campaign;

Instructions to applicants;

Provision of “questions and answers”;

Organization and conduction of info days in the eligible Bulgarian and Macedonian districts.Information about the exact dates and venues of the Information sessions will be available on the following Internet addresses: www.mrrb.government.bg; www.ear.eu.int; www.sep.gov.mk and www.npgrants.info.

Questions may be sent by e-mail no later than 21 days before the deadline for the receipt of proposals to the address listed below, indicating clearly the reference of the call for proposals:

E-mail address: [email protected]

Fax: + 359 78 55 11 85

Replies will be given no later than 11 days before the deadline for the receipt of proposals.

In the interest of equal treatment of applicants, the respective Contracting Authority cannot give a prior opinion on the eligibility of an applicant, a partner or an action.

Questions that may be relevant to other applicants, together with the answers, will be published on the Internet at the following websites: www.mrrb.government.bg, www.ear.eu.int, www.sep.gov.mk and www.npgrants.info.

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mailto:[email protected]






2.3 EVALUATION AND SELECTION OF APPLICATIONS

Applications will be examined and evaluated under the responsibility of the Joint Evaluation Committee comprising members from both the Republic of Bulgaria and the former Yugoslav Republic of Macedonia. Evaluation sessions will be held at the premises of the Ministry of Regional Development and Public Works with the possible assistance of independent external evaluators/assessors. All actions submitted by applicants will be assessed according to the following steps and criteria:

(1) STEP 1: OPENING SESSION AND ADMINISTRATIVE CHECK

The following will be assessed:

The deadline has been respected. If the deadline has not been respected the proposal will automatically be rejected [Please refer to paragraph 2.2.3];

The application form satisfies all the criteria mentioned in the Checklist [Section V of the grant application form];

If any of the requested information is missing or is incorrect, the proposal may be rejected on that sole basis and the proposal will not be evaluated further.

Following the opening session and the administrative check, the Contracting Authority will send a letter to all applicants, indicating whether their application was received prior to the deadline, informing them of the reference number they have been allocated, whether their application has satisfied all the criteria mentioned in the checklist and whether their concept note has been recommended for evaluation. *

(2) STEP 2: EVALUATION OF THE CONCEPT NOTEThe concept notes having respected the deadline and satisfied the criteria mentioned in the checklist will undergo an evaluation of the relevance of the action, its methodology and sustainability, as well as of the operational capacity and expertise of the applicant.

The concept note will be given an overall score out of 50 as shown in the Evaluation grid below. This first evaluation will lead to a provisional selection. Only those which will have passed this first selection will see their full application assessed.

Please, note that the scores awarded to this concept note are completely separate from those given in the second phase.

Concept Note evaluation Grid1. Summary of the action NO SCORE2. Relevance 252.1 How relevant to the needs and constraints of the target country(ies) or region is the

proposal and does it comply with: national legislation [Bulgarian and Macedonian] related to the environment and

nature and biodiversity protection sector, national strategies for sustainable development of eco-tourism, agriculture and forest and


Sustainable Development* principles, set by Presidency conclusions of the European Council on Guiding Principles for Sustainable Development (16-

* * Please note that the length of period between the opening session and the sending of this letter will depend on the number of proposals received

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17.06.2005) Annex I Note: Only Integrated and Complementary Project could obtain a score of 5……………........(5)2.2 How appropriately are the problems and the needs identified? …………………….. (5)2.3 How clearly defined and strategically chosen are those involved (final beneficiaries,

target groups) ?................................................................................................................(5)2.4 How relevant is the proposal to the objectives and to one of the priorities of the call for

proposals? …………………………………………………………………………………(5)2.5 Does the proposed action have an added value by reference to other interventions? ………………………………………………………………………………………………………………(5)3. Methodology and Sustainability 153.1 Are the activities proposed appropriate, practical, and consistent with the objectives and expected results? ................................................................................................................. (5)3.2 Is the partners' level of involvement and participation in the action satisfactory? ….…(5)3.3 Are the expected results of the action likely to have a sustainable impact on the target groups? Will it have multiplier effects? ……………………………………………………………..(5)4. Operational capacity and expertise. 104.1 Does the applicant have sufficient experience in project management? ………………... (5)4.2 Do the applicant and partners have sufficient technical expertise (notably knowledge of the questions to be addressed)? …………………………………………………………..…………….(5)

TOTAL SCORE 50Please note:Scoring:

The evaluation criteria are divided into sections and subsections. Each subsection will be given a score between 1 and 5 in accordance with the following guidelines: 1 = very poor; 2 = poor; 3 = adequate; 4 = good; 5 = very good.

Only the applicants who have been given a total average score of minimum 30 points will have their full application forms evaluated.

Following the evaluation of the concept note, the Joint Evaluation Committee will send a letter to the applicants, whose concept note has been evaluated, indicating the scores obtained for this first part of the evaluation whether their full application form will be evaluated. *

* ’Sustainable Development is development that meets the needs of the present without compromising the ability of future generations to meet their own needs” – World Commission on Environment and Development {the Brundtland Commission}, 1987


* * Please note that the length of period between the opening session and the sending of this letter will depend on the number of proposals received

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(3) STEP 3: EVALUATION OF THE APPLICATION FORM

An evaluation of the quality of the proposals, including the proposed budget, and of the capacity of the applicant and his partners, will be carried out in accordance with the evaluation criteria set out in the Evaluation Grid included below. There are two types of evaluation criteria: selection and award criteria.

The selection criteria are intended to help evaluate the applicants' financial and operational capacity to ensure that they:

have stable and sufficient sources of finance to maintain their activity throughout the period during which the action is being carried out and, where appropriate, to participate in its funding;

have the management capacity, professional competencies and qualifications required to successfully complete the proposed action. This also applies to any partners of the applicant;

The award criteria allow the quality of the proposals submitted to be evaluated in relation to the objectives and priorities set, and grant to be awarded to actions which maximize the overall effectiveness of the call for proposals. They enable the selection of proposals which the Contracting Authorities can be confident will comply with its objectives and priorities and guarantee the visibility of the Community financing. They cover such aspects as the relevance of the action, its consistency with the objectives of the call for proposals, quality, expected impact, sustainability and cost-effectiveness.

Please note:Scoring:The evaluation criteria are divided into sections and subsections. Each subsection will be given a score between 1 and 5 in accordance with the following guidelines: 1 = very poor; 2 = poor; 3 = adequate; 4 = good; 5 = very good.

Note on Section 1. Financial and operational capacity

If the total average score is less than 12 points for section 1, the Joint Evaluation Committee will reject the proposal.

Note on Section 2. Relevance

If the total average score is less than 16 points for section 2, the Joint Evaluation Committee will reject the proposal.

Provisional selectionFollowing the evaluation, a table listing the proposals ranked according to their score and within the available financial envelope will be established as well as a reserve list following the same criteria.Note: The scores awarded in this phase are completely separate from those given to the concept note of

the same application.Application Form Evaluation GridSection Max Score AF1. Financial and operational capacity 201.1 Do the applicant/cross-border applicant and partners have sufficient

experience of project management? 5 II.4.1, III.1 and CV’s

1.2 Do the applicant/cross-border applicant and partners have sufficient technical expertise? (Notably knowledge of the issues to be addressed.) 5 II.4.1, III.1

and CV’s1.3 Do the applicant/cross-border applicant and partners have sufficient

management capacity?(Including staff, equipment and ability to handle the budget for the action)?

5 II.4.2 and III.1

1.4 Does the applicant/cross-border applicant have stable and sufficient sources of finance? 5 II.4.2

2. Relevance 25

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2.1 How relevant is the proposal to the objectives and to one of the priorities of the call for proposals? (Including avoiding duplication and creating synergies with other EC initiatives.)

Note: A score of 5 (very good) will only be allocated if the proposal is Integrated or Complementary Project and specifically addresses one priority.

5 I.1.6.1

2.2 How relevant is the proposal to the needs and constraints of the target region and does it comply with:

national legislation [Bulgarian and Macedonian] related to the environment and nature and biodiversity protection sector, national strategies for sustainable development of eco-tourism, agriculture and forest and


Sustainable Development* principles, set by Presidency conclusions of the European Council on Guiding Principles for Sustainable Development (16-17.06.2005) Annex I?

Note: Only Integrated and Complementary Project could obtain a score of 5 (very good).

5 I.1.6.2

2.3 How relevant and strategic are the selected partners? 5 I.1.8.52.4 How clearly defined and strategically chosen are the target groups

(intermediaries, final beneficiaries)?5 I.1.6.3

2.5 Have the needs of the target groups proposed and the final beneficiaries been clearly defined and does the proposal address these appropriately?

5 I.1.6.4

3. Methodology 253.1 Are the activities proposed appropriate, practical, and consistent with the

objectives and expected results5 I.1.7& I.1.8.5.

3.2 How coherent is the overall action design? (In particular, does it reflect an analysis of the problems involved, take into account

external factors and anticipate an evaluation?)

5I.1.8

3.3 Is the partners’ level of involvement and participation in the action satisfactory?

Note: Only Integrated and Complementary Project could obtain a score of 5.

5 I.1.7 & I.1.8.5

3.4 Is the action plan clear and feasible? 5 I.1.93.5 Does the proposal contain objectively verifiable indicators for the outcome of the action?

5 Logframe

4. Sustainability 154.1 Is the action likely to have a tangible impact on its target groups? 5 I.2.14.2 Is the proposal likely to have multiplier effects? (Including scope for

replication and extension of the outcome of the action and dissemination of information.)

5 I.2.2 and I.2.3

* ’Sustainable Development is development that meets the needs of the present without compromising the ability of future generations to meet their own needs” – World Commission on Environment and Development {the Brundtland Commission}, 1987


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4.3 Are the expected results of the proposed action sustainable:- Financially (how will the activities be financed after the funding ends?)- Institutionally (will structures allowing the activities to continue be in place at

the end of the action? Will there be local “ownership” of the results of the action?)

-at policy level (where applicable) (what will be the structural impact of the action — e.g. will it lead to improved legislation, codes of conduct, methods, etc?)?

5 I.2.4

5. Budget and cost-effectiveness 155.1 is the ratio between the estimated costs and the expected results satisfactory? 5 I.35.2 Is the proposed expenditure necessary for the implementation of the action? 5 x 2 I.3Maximum total score 100

(4) STEP 4: Eligibility of the applicant and partners.

The eligibility verification, based on the supporting documents requested by the Joint Evaluation Committee (see 2.4) will only be performed for the proposals that have been provisionally selected according to their score and within the available financial envelope.

The Declaration by the applicant [Section VII of the grant application form] will be cross-checked with the supporting documents provided by the applicant. Any missing supporting document or any incoherence between the Declaration by the applicant and the supporting documents may lead to the automatic rejection of the proposal on that sole basis;

The eligibility of the applicant, the partners, and the action will be verified according to the criteria set out in sections 2.1.1, 2.1.2, 2.1.3 and 2.1.4.

Following the above analysis and if necessary, any rejected proposal will be replaced by the next best placed proposal in the reserve list that falls within the available financial envelope, which will then be examined for the eligibility of its applicant and the partners.

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SUBMISSION OF SUPPORTING DOCUMENTS FOR PROVISIONALLY SELECTED PROPOSALS

Applicants who have been provisionally selected or listed under the reserve list will be informed in writing by the Joint Evaluation Committee. They will be requested to supply the following documents in order to allow the Contracting Authority to verify the eligibility of the applicants and their partners:

For all Applicants

Attachment 1Sworn statement that the Applicant is not applying or receiving other funds in the form of grant for the same project activities;

In a free format, notary certified;

Attachment 2

Information for the certified auditor: - diploma and- registration number of the auditor within the

Institute of the Certified Public Accountants in Bulgaria and/or

- in case of auditing company: court registration,

Notary certified copy of the official certificate;

Attachment 3

A financial identification form conforming to the model attached at Annex F, certified by the bank to which the payments will be made. The bank must be located in the country where the applicant is registered. If the applicant has already signed a contract with the European Commission, a copy of the previous financial identification form may be provided instead, unless a change in its bank account occurred in the meantime.

Original;

Attachment 4

All project proposals shall have positive environmental assessment or environmental impact assessment, if it is required by the national legislation for each particular case.

If the activities are to be carried out on a territory of a protected area, it should be in a form of a permit in accordance with the applicable legislation.

Original or notary certified copy;

Attachment 5

For activities concerning cultural monuments within the territory of Republic of Bulgaria:

Evidence of approval of the requested work activities from the corresponding competent institutions (National Institute for Cultural Monuments) - dated and signed;


For BULGARIAN municipalities, acting as APPLICANTS/CROSS-BORDER APPLICANT or PARTNER/S:

Attachment 6 Tax registration Certified by the applicant/partner that is a true copy;

Attachment 7 BULSTAT registration Certified by the applicant/partner that is a true copy;

Attachment 8Accounts for the year 2005 [the profit and loss account and the balance sheet for the previous financial year for which the accounts have been closed];

Certified by the applicant/partner that is a true copy;

Attachment 9

Statements from National Income Agency for lack of overdue obligations [issued not earlier than 6 months prior the deadline for application] or plan for rescheduling of the debts in case of existing tax obligations

Original or certified by the applicant/partner that is a true copy;

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For BULGARIAN NGOs, acting as APPLICANT/ CROSS-BORDER APPLICANT and/or PARTNERS:

Attachment 10 Statue or Articles of Association Notary certified copy

Attachment 11 Court registration Notary certified copy

Attachment 12Most recent legal standing certificate , i.e. issued by the relevant court not earlier than 6 months prior the deadline of submission;

Notary certified copy

Attachment 13 Tax registration and VAT registration Certified by the applicant/partner that is a true copy;

Attachment 14 BULSTAT registration Certified by the applicant/partner that is a true copy;


Certified by the applicant/partner that is a true copy;

Attachment 16Statements from National Income Agency for lack of overdue obligations [issued not earlier than 6 months prior the deadline for application];


For MACEDONIAN municipalities, acting as APPLICANTS/CROSS-BORDER APPLICANTS OR PARTNERS:

Attachment 17 Registration in State Statistical Office Notary certified copy;



Attachment 19Statements from National Income Agency or relevant institution for lack of overdue obligations [issued not earlier than 6 months prior the deadline for application];


For MACEDONIAN NGOs acting as APPLICANTS/CROSS-BORDER APPLICANTS OR PARTNERS:

Attachment 20 Court registration; Original or notary certified copy;

Attachment 21 Most recent legal standing certificate; Notary certified copy

Attachment 22 Statute or Articles of Association; Original or certified by the applicant/partner that is a true copy;



Attachment 24Statements from National Income Agency or relevant institution for lack of overdue obligations [issued not earlier than 6 months prior the deadline for application];


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For Project Applicants whose actions involves WORKS /INVESTMENT

Attachment W1

Photographs, illustrating the respective intended for re-/construction sites NB! At the back of the photograph the following information has to be written- name of applicant, place {city/village}, the exact location of the object on the photograph, actual date

a photocopy ;

Attachment W2

Ownership act of the fixed assets (land and/or buildings) involved in the Works activities envisaged under the action

(1) not applicable in case of assets within the National Parks;

(2) in case of land within natural parks the ownership act is replaced by Scheme/Map from the Land Commission/Ministry of Agriculture and Forestry;

(3) in case of tourist routes passing through private territories the consent of the owners must be obtained and presented in the due legal form;


Attachment W3

In case of municipal ownership of the fixed assets (land and/or buildings) - Decision of the Municipal Council providing for the exploitation of the public asset involved in the Action.


Attachment W4

In case of state ownership of the fixed assets (land and/or buildings)

1. Letter of support signed by the District Governor/other state body, representing the owner as appropriate;

2. Signed contract between the applicant and the District Governor/other state body representing the owner, laying down the rights and obligations of both parties with regard to the exploitation of the public assets, involved in the Action;


Please Note If these documents are not provided before the set deadline (10 working days from the receipt of the letter sent by the Contracting Authority), the application will be rejected.

Where such documents are not in English, it is strongly recommended, in order to facilitate the evaluation a faithful translation into English of the relevant parts of these documents, proving the applicant’s eligibility, must be attached and will prevail for the purpose of analyzing the proposal.

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2.5 NOTIFICATION OF THE CONTRACTING AUTHORITY’S DECISION

2.5.1 Content of the decision

Please note! In case of Bulgarian Applicant, the Contracting Authority is the Ministry of Regional Development and Public Works, Republic of Bulgaria.

In case of Macedonian Applicant, the Contracting Authority will be the European Agency for Reconstruction.

Applicants will be informed in writing of the Contracting Authority’s decision concerning their application.

A decision to reject an application or not to award a grant will be based on the following grounds:

the application was received after the closing date;

the application was incomplete or otherwise non-compliant with the stated administrative conditions;

the applicant or one or more of its partners was not eligible;

the action was ineligible [e.g. the action proposed is not covered by the programme, the proposal exceeds the maximum duration allowed, the requested contribution is higher than the maximum allowed, etc];

the proposal was not relevant enough and/or the applicant's financial and operational capacity was not sufficient;

the proposal was considered technically and financially inferior to the proposals selected;

although the proposal fulfils the quality criteria required for a favorable opinion, another proposal of a similar nature was awarded a higher score;

one or more of the requested supporting documents were not provided before the set deadline;

The respective Contracting Authority's decision to reject an application or not to award a grant is final.

2.5.2 Indicative time table

The date on which the contracting authority plans to inform the applicants about the outcome of the opening session and the administrative check is September 29th 2006 /this date is indicative only/.

The date on which the contracting authority plans to inform the applicants about the outcome of the evaluation of the concept note is October 13th 2006 /this date is indicative only/.

The date on which the contracting authority plans to inform the applicants about the outcome of the evaluation of the full application form is October 27th 2006 /this date is indicative only/.

The date on which the contracting authority plans to announce the award decision after having verified the eligibility of applicant and partners is November 24th 2006 /this date is indicative only/.

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2.6 CONDITIONS APPLICABLE TO IMPLEMENTATION OF THE ACTION FOLLOWING THE CONTRACTING AUTHORITY'S DECISION TO AWARD A GRANT

Following the decision to award a grant, the Beneficiary will be offered a contract based on the Contracting Authority's standard contract [please, refer to Annex G: Standard Grant Contract].

The date planned for the start of actions, following the signing of the contract by the parties, is December 1st

2006 /this date is indicative only/. The action should be finalized before October 30th 2007.

The contract will, in particular, establish the following rights and obligations:

Auditor/Audit firm

Audit costs should be included in the project budget. An external audit of the accounts of the Action will be carried out by a Certified Auditor. In case of Bulgarian Applicant information on the Audit firm which will carry out the expenditure verification will have to be included in Article 5.2 of the Contract while the Macedonian applicant should propose a certified auditor to the Contracting Authority for approval after being awarded a contract. The auditor will be selected from the list of the certified auditors in accordance with the PRAG rules for sub-contracting. Audit costs are normally between 1-1.5 % of the total amount of the project costs.

Final amount of the grantThe maximum amount of the grant will be stipulated in the contract. As explained in point 2.1.4, this amount is based on the budget, which is itself only an estimate. As a result, it will be final only once the action has ended and the final accounts have been presented [please, refer to Articles 17.1 and 17.2 of the General Conditions].

Failure to meet the objectivesIf the Beneficiary fails to implement the action as undertaken and agreed in the contract, the contracting authorities reserve the right to suspend payments, and/or to terminate the contract please, refer to Article 11 of the General Conditions]. The respective Contracting Authority's contribution may be reduced, and/or the respective contracting authority may demand full or partial repayment of the sums already paid, if the Beneficiary does not fulfill the terms of the contract [please refer to Articles 12.2 and 17.4 of the General Conditions].

Amendments to the contract and variations within the budgetAny amendment to the contract must be set out in a written addendum to the original contract [Please refer to Article 9.1 of the General Conditions]. However, some amendments (addresses, bank account, etc.) may simply be notified to the Contracting Authority [please refer to Article 9.2 of the General Conditions].

The description of the Action (Annex 1 to the contract) and budget items may vary from the original figures provided that the following conditions are met:

(1) they do not affect the basic purpose of the action; and

(2) the financial impact is limited to a transfer between items within a single main budget heading or to a transfer between the main budget headings involving a variation of less than 15% of the original amount (as the case may be modified by addendum) of each relevant main budget heading.

In such instances, the Beneficiary may make alterations to the budget, and inform the respective Contracting Authority.

This method may not be used to amend the heading for overhead costs and contingency reserve [please refer to Article 9.2 of the General Conditions].

In all other cases, a written request must be made in advance to the respective Contracting Authority and an addendum is required.

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ReportsReports must be drafted in English. Narrative and financial reports conforming to the models attached to the contract are to be supplied together with payment requests [other than the first installment of pre-financing].

Additional informationIn accordance with Article 2.2 of the General Conditions, the respective Contracting Authority may request additional information.

Payments

The Beneficiary will receive pre-financing which will be 80% of the grant amount (see Article 15.1 option 1 of the General Conditions).

The final balance will be paid upon submission by the Beneficiary and approval by the respective Contracting Authority of the final report (see article 15.1 of the General Conditions).

Payments will be made to an Action-specific bank account or sub-account which identifies the funds paid by the respective Contracting Authority and allows calculating the interests produced by these funds.

Accounts of the actionThe Beneficiary must keep accurate and regular records and dedicated, transparent accounts of the implementation of the action [Please, refer to Article 16.1 of the General Conditions]. It must keep these records for seven years after payment of the balance.

Expenditure verification A report on the verification of the Action’s expenditures, produced by an approved/certified auditor

must be attached to the request for final payment.

In an expenditure verification report conforming to the model attached at Annex VII to the contract, the auditor will certify that the costs declared by the Beneficiary are real, exact and eligible in accordance with the Contract (see Article 15.6 of the General Conditions).

The contract will permit the Commission, the European Anti-fraud Office and the European Court of Auditors to carry out both record-based and on-the-spot inspections of the action (See Article 16.2 of the General Conditions).

PublicityAppropriate visibility and credit must be given to the grant made by the European Union, for example, in reports and publications stemming from the action or during public events associated with the action, etc. [Please refer to Article 6 of the General Conditions].

Implementation contractsWhere implementation of the action requires the Beneficiary to award procurement contracts, it must award the contract to the tenderer offering the best value for money, that is to say, the best price-quality ratio, in compliance with the principles of transparency and equal treatment for potential contractors, care being taken to avoid any conflict of interests. To this end, the Beneficiary must follow the procedures set out in Annex IV to the contract.

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3. LIST OF ANNEXES

Documents to be fulfilled by the Applicant:

Annex A: Grant Application Form [Word Format]Annex B: Budget [comprising of Budget A (and Budget B)] [Excel format]Annex C: Logical Framework [Excel format]Annex D: CVs [Word Format]Annex E: Works [Explanatory Note, Preliminary Works Design or Detailed Works Design, Indicative

Priced Bill of Quantities –calculated in Euro] - no template provided, to be presented by the applicants in accordance with the established national practice/legislation as applicable

Annex F: Financial Identification Form

Documents for Information:

Annex G: Standard Contract [Word format], available at the following address:

http://www.europa.eu.int/comm/europeaid/tender/practical_guide_2006/annexes_grants_en.htm

Annex H: Daily allowance rates [Per diem], available at the following address: http://europa.eu.int/comm/europeaid/perdiem/index_en.htm

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http://europa.eu.int/comm/europeaid/perdiem/index_en.htm

http://www.europa.eu.int/comm/europeaid/tender/practical_guide_2006/annexes_grants_en.htm

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