2013 KEP CALL FOR PROPOSALS Financed by the CEI Fund at the EBRD. QUESTIONS AND ANSWERS (as of 30 May 2013)
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1 Office for the CEI Fund at the EBRD Via Genova 9 // Trieste // Italy tel // fax KEP CALL FOR PROPOSALS Financed by the CEI Fund at the EBRD QUESTIONS AND ANSWERS (as of 30 May 2013) Introduction As written in the Call for proposals (point 3.4): All the questions received by the Office and their related answers will be published on the CEI website in order to give a fair, transparent and equal treatment to all the applicants, therefore please find below all the questions received so far by the Office for the CEI Fund at the EBRD and their related answers: QUESTION n 1: QUESTION (received by the Office for the CEI Fund at the EBRD on 15 May 2013): Our organisation has developed a project which may fit the requirements of your programme. Could you be so kind to tell us if we need a contribution from the beneficiary partner? ANSWER (provided by the Office for the CEI Fund at the EBRD on 16 May 2013): Please note that there are no restrictions and /or indications as to the distribution of the project s budget between all the project partners (i.e. the Applicant, the Beneficiary(s), and the other know-how providers). All the parties involved in the projects have to decide together where to allocate the resources and then it has to be indicated at point 7.1 of the Application Form the confirmed or requested sources of financing. In this table, the Applicant, the other partners, the Beneficiary(s), etc, have to state which party will cover each specific cost indicate in the project s budget. Therefore it is up to the project partners to decide on any possible contribution by the beneficiary(s) partner(s). QUESTION n 2: QUESTION (received by the Office for the CEI Fund at the EBRD on 16 May 2013):
2 Our organisation is implementing a project concerning a film festival. Could you please be so kind to tell us if this proposal could fit the Call for Proposals and the KEP priorities? ANSWER (provided by the Office for the CEI Fund at the EBRD on 16 May 2013): Moreover, please note that CEI grants awarded under this Call for Proposals have to fulfill the requirement set out in point of the Call for proposals: Project implementation should indicatively start after 01 January Project duration should normally not exceed two (2) years. Whenever possible, the proposed project should also include post-implementation evaluation activities.. This means that projects that are already under implementation cannot be considered under this Call for Proposals. Concerning the objectives and priorities, we invite you to carefully read point of the Call for Proposals focused to objectives and priorities. QUESTION n 3: QUESTION (received by the Office for the CEI Fund at the EBRD on 20 May 2013): Our organisation is implementing a project co-financed by the CEI Fund at the EBRD through the CEI Knowhow Exchange Programme and we would like to participate to this new Call for Proposal. Could you please tell us if the project proposal we would like to submit will be evaluated also against the past experience between the CEI and our organisation? ANSWER (provided by the Office for the CEI Fund at the EBRD on 20 May 2013): As written in the Call for Proposals (point4): Project Proposals will be evaluated on the basis of the following steps: 1. Administrative control. (See point 4.1) 2. Eligibility check. (See point 4.2) 3. Comprehensive evaluation of the Project Proposals. (See point 4.3). Therefore your past experience with the CEI will not be taken into consideration. QUESTION n 4: QUESTION (received by the Office for the CEI Fund at the EBRD on 22 May 2013): Can we apply for a KEP grant even if the sources of co-financing other than the CEI have not told us yet if they are going to co-finance the project? ANSWER (provided by the Office for the CEI Fund at the EBRD on 22 May 2013): As written in the Call for Proposals at point 2.2: Any grant awarded under this Call for Proposals shall not exceed fifty per cent (50%) of the total cost of a given project, and the maximum grant amount allocated to
3 a single project cannot exceed forty thousand euro ( 40,000). Therefore a project s budget must include the necessary co-financing in order to be financially sustainable. At point 7.1. of Application Form you have to fill in a budget table where you have to state all the sources of financing, specifying if such sources are confirmed or requested. Therefore you can submit your project proposal even if you have not received yet a response from sources of co-financing other than the CEI. You can find more information on how to fill in point 7.1 of the Application Form in the document entitled Guidelines for the completion of KEP Application Form you can download at the following link: QUESTION n 5: QUESTION (received by the Office for the CEI Fund at the EBRD on 22 May 2013): Our organisation is planning to submit a project proposal concerning a webpage for farmers in Bosnia and Herzegovina. Could you please be so kind to tell us if this proposal could fit the Call for Proposals and the KEP priorities? ANSWER (provided by the Office for the CEI Fund at the EBRD on 22 May 2013): As per the nationality of the applicant and the beneficiary(s), please note that, as written in the Call for proposals (point 2.3.2): the applicant shall be from organisations from CEI member states which are also members of the European Union, i.e. Austria, Bulgaria, Croatia, Czech Republic, Hungary, Italy, Poland, Romania, the Slovak Republic and Slovenia.; while as written in the Call for proposals (point 2.3.3): the beneficiary(s) shall be organisations from CEI member states which are not members of the European Union, and that are ODA-eligible: Albania, Belarus, Bosnia and Herzegovina, Macedonia, Moldova, Montenegro, Serbia, and Ukraine. As per the objectives and priorities, we invite you to carefully read point of the Call for Proposals dedicated to objectives and priorities. QUESTION n 6: QUESTION (received by the Office for the CEI Fund at the EBRD on 27 May 2013): We got the information regarding the CEI call for proposal 2013, deadline 30 June As we are in close contact with agricultural institutions of the Republica Srbska (BIH), we would like to know in advance, whether a know how exchange project with them could be eligible. ANSWER (provided by the Office for the CEI Fund at the EBRD on 27 May 2013): As written in the Call for Proposals (point 3.3) The deadline for the submission of Project Proposals is 17 July 2013 at midnight GMT. Therefore the deadline is not the one you wrote in your question. In addition, and with reference to other call for proposals namely CEI Cooperation Fund: Call for Proposals 2013 whose
4 deadline is 30 June 2013 inquiries should be sent in written form to quoting "CF 2013 Call. As per the nationality of the applicant and the beneficiary(s), please note that, as written in the Call for proposals (point 2.3.2): the applicant shall be from organisations from CEI member states which are also members of the European Union, i.e. Austria, Bulgaria, Croatia, Czech Republic, Hungary, Italy, Poland, Romania, the Slovak Republic and Slovenia.; while as written in the Call for proposals (point 2.3.3): the beneficiary(s) shall be organisations from CEI member states which are not members of the European Union, and that are ODA-eligible: Albania, Belarus, Bosnia and Herzegovina, Macedonia, Moldova, Montenegro, Serbia, and Ukraine. QUESTION n 7: QUESTION (received by the Office for the CEI Fund at the EBRD on 28 May 2013): We have two questions: 1. Our organization could you please tell me if the eligible beneficiaries shall be only organizations or could be also individuals. We would like to implement a project focused on Sustainable Agriculture and we are not certain if we can involve farmers, who are not members of any organization or association. 2. Is it possible for the applicant organisation to hire experts for any proposed activities? 1. As written in the Call for Proposals (point 2.3.3) the beneficiary(s) shall be organisations registered in CEI member states which are not members of the European Union, and that are ODA-eligible: Albania, Belarus, Bosnia and Herzegovina, Macedonia, Moldova, Montenegro, Serbia, and Ukraine.. Therefore, in order to involve individuals, an organisation registered in CEI member states which are not members of the European Union should be identified in order to act as a link between the know-how provider and/or or the applicant and the know-how direct beneficiaries of the proposed projects (in your case the farmers). 2. Yes, the applicant organisation can hire experts for any proposed activities. QUESTION n 8: QUESTION (received by the Office for the CEI Fund at the EBRD on 28 May 2013): I would like to understand if partner co-financement can be "in kind" or just cash. If the latter, are H.R. expenditures and rent of the office included? As written in the document Guidelines for the completion of KEP Application Form (point 6.4) In-kind contributions may refer to values of contributions of time, materials, equipment for which no payment is made. Time of personnel involved in the project and hired by a project partner under fixed contracts (and thus whose salary is not paid from the project budget) should be recorded as an in-kind contribution. The value of in-kind contributions cannot exceed 25 per cent (25%) of a total project cost.. You can download the above mentioned Guidelines at the following link:
5 QUESTION n 9: QUESTION (received by the Office for the CEI Fund at the EBRD on 29 May 2013): My question is liked to question n 8. If the applicant hires a person only for the project (in case of approval), this is a non in-kind contribution but an actually faced expenses, while if the person is already an employee of the applicant organisation, then it can be considered as an in-kind contribution. Could you confirm, please? Yes we confirm. QUESTION n 10: QUESTION (received by the Office for the CEI Fund at the EBRD on 29 May 2013): In Call for Proposals (point 2.3.3) you write that The beneficiary(s) shall be organisations registered in CEI member states which are not members of the European Union, and that are ODA-eligible: Albania, Belarus, Bosnia and Herzegovina, Macedonia, Moldova, Montenegro, Serbia, and Ukraine. Could you please specify if by organisation you mean a public authority (local or central) or a profitmaking enterprise, or just a no-profit association? ANSWER (provided by the Office for the CEI Fund at the EBRD on 30 May 2013): Beneficiary(s) organisation(s) can be all public and private sector bodies, international and nongovernmental organisations operating in the public interest.
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