Connecting Cities of the United Kingdom and Western Balkans through Digital Industries
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1 British Council: Digital Cities: Call for Proposals 2018 Connecting Cities of the United Kingdom and Western Balkans through Digital Industries Background 1. Call for Proposals is a call for grant applications for selected participants on the project Digital Cities for mobility and exchange, as well as collaboration projects. Digital Industry Professionals and SMEs resident in the UK and WB are eligible to apply. The individuals and SMEs applying must work in one of three key areas: Digitalising Cities, Innovation in Creative Industries and Digital Education and must work either in tech start-ups, digital and creative hubs or digital micro, small and medium-sized enterprises (SMEs) 2. As part of selection process in WB in the period Dec 2017-Jan 2018, 129 companies and HUBs expressed interest in participation and took part in the need analysis. 21 companies and HUBs have been selected to participate under the categories of mobility, and full beneficiary. (A list of selected participating hubs and companies attached in Annex1). Hence this call is open to those 21 participating companies and hubs from across the Western Balkans and companies and HUBs in the UK wishing to establish collaboration and exchange with them. 3. The Call for Proposals is part of a wider programme which connects 12 cities across the United Kingdom (UK) with 12 cities across the Western Balkans (WB), including Albania, Bosnia and Herzegovina, Kosovo, Macedonia, Montenegro and Serbia, through digital industries. Our focus is on three areas: Digitalising Cities, Innovation in Creative Industries and Digital Education. 4. The programme is overseen and managed by the British Council in the Western Balkans, working in partnership with Creative England in the UK and Culture Code in Western Balkans. This intensive pilot project runs until 31 March 18, covering a range of activities including mobility to UK and within WB, skills development and collaboration projects. 5. Connecting Cities of the United Kingdom and Western Balkans through Digital Industry (Digital Cities) project builds on the focus on economic growth through the enhancement of digital capability in preparation for the Western Balkans Summit planned for the UK in summer The Digital Cities Programme is funded by the FCO and aims to increase digital links and business capability between the below-stated countries.
2 6. The overall project addresses the following two areas: a) Digital Policy and Strategy: we plan to collate examples of best practice of cityspecific digital policy and strategy in the UK and compare them to the existing policies and strategies in WB. We will bring city policy and strategy makers together through events in which we will present best practice, facilitate dialogue, and produce recommendations for further work on policy development in this area across the UK and Western Balkans. We will also identify the key aspects of a business environment, created by policy-makers, which have a positive impact on the development and growth of digital SMEs. b) Connecting, and developing the capacity of, digital industry professionals from the UK and WB, who work in Digitalising Cities, Innovation in Creative Industries and Digital Education in start-ups, digital and creative hubs and digital micro and Small and medium-sized enterprises (SMEs) by providing mobility, networking, collaboration and exchange opportunities. 7. The programme is aimed at Digital Professionals, including entrepreneurs and Hub Managers operating at national, regional and local levels in UK and Western Balkans countries Call for Proposals 8. This call includes funding for international mobility and collaboration grants, and is divided into three separate lots. Lot 1: UK - Western Balkans International Mobility (budget: 0-2,000 GBP per person) 1. The programme will provide grants for UK Digital Professionals to apply for travel to WB countries, or WB Digital professionals to travel to the UK for up to days in the period 1 February 15 March For Western Balkans, applicants must be applying on behalf of a hub or a company selected for participation on the project Digital Cities under category full beneficiary or mobility.
3 3. The aims of the mobility grants are to encourage learning and skills exchange between SMEs in the UK and WB, Mobility grants should support professional development and can focus on shadowing, staff exchange and sharing learning for professional development reasons. 4. The proposed traveller or their proposed host are eligible to apply. The traveller should supply a letter confirming their employment with an SME. 5. Applicants will need to identify the mobility opportunity themselves and make all necessary travel and accommodation arrangements. Applicants will also need to map out the programme and skills development content of the mobility opportunity and how it will be approached and supported both in the UK and in the WB. Even though this programme is for individuals, we want to ensure that participants have a positive experience of the exchange and the manner of hosting by the host SME or organisations in the host country will contribute to this. Participants will need to provide a letter / of confirmation from their partners in the host country confirming the activities and support they will offer, with the application. 6. The successful applicant must be willing to present the results and impact of the mobility scheme at the final project conference in the UK in March 2018 and draft a short report under the following headings: Rationale for the Mobility opportunity, profile of the individual and the host SME(s), Aims of Mobility, Mobility Programme activities undertaken and with whom/where, timescale/schedule, Skills focus area, learning from the mobility opportunity benefit to the individual, benefit to the SME/organisation where individual works. The presentation at the final project conference should be in an engaging format and ideally should use digital content gathered throughout the mobility programme and participant documentation of their learning. 7. The maximum all-inclusive grant amount available per mobility under this Lot will be 2,000 GBP pp. This can be used for: International travel Visas Airport transfers Accommodation Meals Local travel in the hosting country Conference fees
4 Coaching and / or mentorship fees Participants who wish to use the grant for a Mentor should identify the mentor, provide a biography, and outline the number and focus of the mentoring sessions. Creative England and Culture Code also have a pool of mentors and can potentially recommend and/or connect you to a potential mentor. Be aware that most professional mentors will charge professional daily rates which will need to be included in your budget.. 8. Mobility grants will be paid 80% upon signing of the agreement and the balance on receipt of an acceptable report to be received no later than days after completion of mobility scheme. The report should follow the headings structure outlined above. The participant should also submit copies of all digital content gathered throughout the mobility and all paper-based materials too. 9. Grants will be awarded as accountable grants.. Mobility grants awarded must be utilised until 15 March 2018 (see the timeline section below) with reports submitted no later than days after mobility completion. Lot 2: International mobility within Western Balkans (budget: 1,000 GBP per person) 11. The programme will provide grants for WB Digital Professionals to apply for participation in the mobility scheme in WB countries for up to days, in the period 1 February 15 March Applicants must be applying on behalf of a hub or a company selected for participation on the project Digital Cities under category full beneficiary or mobility. 13. The aims of the mobility grants are to encourage learning and skills exchange between SMEs from six countries of the WB, Mobility grants should support professional development and can focus on shadowing, staff exchange and sharing learning for professional development reasons. 14. The proposed traveller or their proposed host are eligible to apply.. The traveller should supply a letter confirming their employment with an SME. 15. Applicants will need to identify the mobility opportunity themselves and make all necessary travel and accommodation arrangements. Applicants will also need to map out
5 the programme and skills development content of the mobility opportunity and how it will be approached and supported both in the UK and in the WB. Even though this programme is for individuals, we want to ensure that participants have a positive experience of the exchange and the manner of hosting by the host SME or organisations in the host country will contribute to this. Participants will need to provide a letter / of confirmation from their partners in the host country confirming the activities and support they will offer, with the application The successful applicant must be willing to present the results and impact of the mobility scheme at the final project conference in the UK in March 2018 and draft a short report under the following headings: Rationale for the Mobility opportunity, profile of the individual and the host SME(s), Aims of Mobility, Mobility Programme activities undertaken and with whom/where, timescale/schedule, Skills focus area, learning from the mobility opportunity benefit to the individual, benefit to the SME/organisation where individual works. The presentation at the final project conference should be in an engaging format and ideally should use digital content gathered throughout the mobility programme and participant documentation of their learning. 18. The maximum all inclusive grant amount available per mobility under this Lot will be 1,000 GBP per person. This can be used for: International travel Visas Airport transfers Accommodation Meals Local travel in the hosting country Conference fees Coaching and / or mentorship fees Participants who wish to use the grant for a Mentor should identify the mentor, provide a biography, and outline the number and focus of the mentoring sessions. Culture Code also have a pool of mentors and can potentially recommend and/or connect you to a potential mentor. Be aware that most professional mentors will charge professional daily rates which will need to be included in your budget. 19. Mobility grants will be paid 80% upon signing of the agreement and the balance on receipt of an acceptable report to be received no later than days after completion of mobility scheme. The report should follow the headings structure outlined above. The
6 participant should also submit copies of all digital content gathered throughout the mobility and all paper-based materials too. 20. Grants will be awarded as accountable grants. 21. Mobility grants awarded must be utilised until 15 March 2018 (see the timeline section below). Lot 3: WB and UK Collaboration projects (minimum budget for this call:,000, maximum budget for this call: 49,500) 22. The programme will provide grants to partnering applications including at least 1 UK and 1 WB Digital Hub or business to carry out a significant Collaboration project in one of the following areas: Digitalising Cities, Innovation in Creative Industries and Digital Education. 23. Western Balkans applicants must be applying on behalf of a hub or a company selected for participation on the project Digital Cities under category full beneficiary. This call is open to those 14 participating companies and hubs from across the Western Balkans. 24. The call is also open to companies and HUBs in the UK wishing to establish collaboration and exchange with one of the 14 HUBs or companies from Western Balkans under the category of full beneficiaries (list attached in Annex 1),. 25. The joint collaboration should take place through intensive and focussed activity and address one of the following objectives: 1. Research and Development (RnD) collaboration 2. Idea / project development 3. Prototype development 4. Product development 5. Product testing 6. Market testing 7. Collaborating to commercialise IP 8. Other please specify It should have a clear rationale, a budget breakdown outlining how the funds will be spent across both SMEs, outline the engagement of both SMEs and describe how the project
7 and funds will be managed. Biographies of company staff most involved with the proposed project should also be submitted. 26. Projects can be based around a wide range of the digital and creative industries subsectors, but they have to be categorised as one of the following: 1. Digitalising cities 2. Innovation in creative industries 3. Digital education 27. The application can be submitted by one of the collaborating SMEs, but it must be accompanied by copies of the last two years audited accounts of both SMEs. If one SME is applying on behalf of both companies, they must attach a letter of support from the other SME outlining their commitment to the collaboration Projects have to be completed in the period between 1 February 15 March 2018, with results presented at the end of March The grant cannot be used for equipment purchase, office rental costs, ongoing organisational costs, language training, costs covered by other donor-funded projects, the salaries of public officials or company employees. 30. It is expected that most grants will fall between, 000 and 20, 000. Applications for grants above 20,000 will be approved by exception subject to quality review and unanimous panel agreement. 31. Cooperation grants will be paid 80% upon signing of the agreement and the balance on receipt of an acceptable report to be received no later than days after completion of the cooperation project. The report should follow the headings structure outlined above. The companies should also submit documentation of the project, as well as copies of all digital content gathered throughout the collaboration and all paper-based materials too. 32. Projects may be financed up to 0% using the programme funds, however co-funding of up to 30% will be encouraged and such applications will be scored more highly. This matched funding can include staff time contribution to the collaboration project and company resources, but need to be detailed in the application form with a clear explanation of how they have been costed. The programme cannot, however, be used to access funds to satisfy co-funding requirements for other programmes.
8 33. This lot is only open to Digital Professionals located in WB and UK countries, including entrepreneurs and Hub Managers operating at national, regional and local levels in WB and UK countries, who work in one of the following areas: Digitalising Cities, Innovation in Creative Industries and Digital Education. You will also need to demonstrate that your company has some experience of working internationally and trading in international markets, and has the capacity to manage the project. 34. Collaboration grants awarded must be fully utilised by March (see the timeline section below). Summary of Lots Eligible type of Applicant Eligible location of applicant Eligible location of activity Maximum grant available Minimum grant available Lot 1 WB - UK International Mobility WB and UK Digital Industry Professionals (WB project participants under mobility or full beneficiary category) Lot 2International Mobility within WB WB Digital Industry Professionals (WB project participants under mobility or full beneficiary category) Lot 3 WB and UK Collaboration projects UK and WB Digital Industry Professionals (WB project participants under full beneficiary category) WB or UK WB WB or UK WB or UK WB WB or UK 2,000 1,000 49, ,000 Application Process 35. Applicants should use the application form available at: and Guidelines and FAQs are also available on the website in English. Please note that the application forms and associated guidance is available from the website, and will not be distributed otherwise.
9 36. Failure to use the required application form or to provide the required additional documentation will result in applications not being considered. 37. Applications for international mobility and collaboration grants must be submitted in English. 38. Enquiries about the call or about the application process and your tender response should be submitted to by 2 February 2018 by Enquiries which may be of general interest to other applicants will be added to the FAQs. Evaluation Process 40. Applications will be evaluated in a two-stage process, for technical eligibility and quality. Eligibility Check 41. Applications will be checked to ensure that they meet the following requirements: They have been submitted by the stated deadline. They have been submitted using the correct form and in the correct language. The correct accompanying documentation has been provided. The applicant is eligible to apply for the type of grant requested. The location and timescale of the proposed activity is eligible. The type of proposed activity is eligible. 42. Failure to meet any of these requirements will result in the application being rejected at the eligibility check stage. Quality Assessment Mobility grants Criteria Definition Points 1. Relevance of the mobility Is the stated aim of the mobility and the proposed programme of activities relevant to the applicant s current professional / personal position and ambitions? Is there a clear
10 explanation of how it could benefit his/her business? 2. Does the proposed mobility programme make Relevance of the proposed sense in relation to the stated aim of the mobility programme mobility? 20 Is it clear how the proposed mobility could bring 3. Personal longer-term impact professional / personal longer-term benefit to the 5 applicant? 4. Wider longer-term impact Is it likely that the mobility could lead to longerterm collaboration / cooperation between the applicant and their host? Are there clear 5 processes which will be put in place to ensure continued communication and involvement? 5. Budget Are the activities appropriately reflected in the budget? Are the proposed costs reasonable and based on likely costs? Does the budget provide value for money? Total [total = multiplied by 2 to give score out of 0] 50 WB and UK Collaboration projects grants Criteria Definition Points 1. Identification of the need to be addressed / the problem to be resolved / the change to be effected 2. Logical links between the development activities proposed and the challenge/need addressed. 3. Clarity and feasibility of the action plan / deliverability Is the project relevant to the needs of the target group / region and has it been identified through a rigorous process? Has the applicant carried out research / analysis to confirm the need for the project? Have potential customers/clients/users been included in the development of the project idea? Is the proposed programme of activities linked to the need, clear and appropriate to and consistent with the project s aim and expected results? Are there clear reasons why this suits of activities have been identified? Are the activities proposed practical and achievable? Is there a clear project management structure in place and an action plan to deliver it within the timescale? Are clear roles and responsibilities defined between the partners? Is the delivery of the action plan dependent on other stakeholders? If yes, is the project clear and convincing about how their contribution / support will be ensured? 4. Evidence of success Is there (or will there be) a baseline against which the project s achievements can be measured? Does the project include objectively verifiable indicators of success? Does the proposal clearly spell out how you will document the project and how you will know you have met your aims at the close of 5
11 the project. Does it outline who will take responsibility for tracking the impact of the project on the work of both SMEs? 5. Sustainability of the project Will the project s achievements be sustained beyond the project s immediate impact? If yes, is the project clear and convincing about how this will be ensured? 6. Visibility / dissemination of the project Could the project have a wider impact / potential multiplier effects beyond its own objectives? Will the project enable long-lasting cooperation, collaboration and/or networking between the project partners? How will this be sustained? Will the activities and achievements of the project be appropriately communicated at the appropriate time? Will the achievements and lessons learned of the project be effectively shared with other digital industries who might use it as a model? Is there a clear process for documenting the project, through photography, video, blogs, online platforms, etc? 7. Added-value of the project Does the project involve innovation, e.g. delivering a new product for your company(new to the market) or developing a new innovation in how the company works (new to the company)? Is the project linked to other relevant programmes / initiatives / networks in your city contextor sector that could bring added value to the project for the collaborating SMEs? Does the project have any social outcomes, potential social impact benefits? 8. Capacity of the project applicant 9. Experience of the project applicant Does the project applicant have sufficient capacity to deliver the expected project results? Does the application clearly spell out how the project will be managed and where capacity and accountability sits? Does the project applicant have previous experience of international working, types of projects, especially in UK and WB and/or in the digital sector?. Budget Are the activities appropriately reflected in the budget? Are the proposed costs reasonable in relation to the expected result? Does the budget provide value for money? Does the project include co-funding and is the co-funding/matched funding clearly broken down and costed? Total 0 15 Timeline
12 43. The timeline for the stages and processes associated with the call is as follows: Action / Activity Date Launch of the call 26 January 2018 Application documentation available 26 January 2 February 2018 Deadline for clarification questions 2 February 2018 Deadline for submission of applications 5 February 2018 Notification of results By 12 February 2018 Contracting and payment WB 12 February 2018 Start date of international mobility and collaboration projects Upon signing of the contract Deadline for completion of international mobility and collaboration projects 15 March 2018 Deadline for submission of final report, details of expenditure and documentation 22 March 2018 Contracting, Payment and Reporting 44. The grant contract will be issued by the British Council, through its local offices in WB or UK. 45. Grants will be paid in local currency for applicants based in the Western Balkans and UK according to the British Council s Global Bookkeeping Rate. All payments will be made by bank transfer. 46. Grants will be paid on the basis of an 80% advance, paid within 15 days of the grant contract being signed by both parties, and with the balance payable on submission and approval of a satisfactory final report. The grant contract will specify the reporting requirements, including any ongoing audit obligations.
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