Applying to EFSA calls Stef Bronzwaer Advisory Forum and Scientific Cooperation Unit Istituto Superiore di Sanita, Roma, 12 March 2012
Grants and procurement The project cycle Planning phase: Identifying the need for scientific/technical support Preparing the Annual Work-Programme and related budget Preparatory phase: preparing the calls for launching (e.g. terms of reference, other internal procedures) Launching the calls for proposals/tenders (EFSA website and email) Evaluation phase: Reception and evaluation of proposals (quality criteria: eligibility, selection, award) Implementation phase Signature of the grant agreement/contract with the beneficiaries/contractors Implementation of the tasks, reporting, publication 2
www.efsa.europa.eu Planned calls for proposals 3
Calls for proposals planned to be launched under the EFSA 2012 Annual Work Programme for Grants 1. Support to Member States to facilitate chemical occurrence data entry in conformity with the Standard Sample description, with particular focus on food description according to the EFSA harmonised system ( 220K) 2. Risk Ranking ( 100K) 3. Systematic literature review on the bioavailability of trace elements when they are combined or a component of the animal diet ( 93.5K) 4. Data collection and methodology support in GMO risk Assessment of GM animals ( 135K) 5. Database and reporting applications in the area of Zoonoses ( 400K) 6. Mineral hydrocarbons toxins - data needs identified in order to refine risk assessment ( 209) 7. Assistance to Member States to map database structures to EFSA requirements and to submit data using the xml protocol ( 180K) 8. Emerging Risk Identification ( 250K) 4
www.efsa.europa.eu Planned calls for tenders 5
Financial regulation Grant and Procurement: based on EU Financial regulation and Implementing rules 6
Application procedure The main documents are the Call for proposals, the EFSA Standard Application Form and the Grant Agreement The Call for Proposals is the main document where the activities requested are described, together with the financial and legal aspects and the instructions on how to submit an application The EFSA Standard Application Form is the document to be completed and submitted by the applicant organisation The Grant Agreement which will be signed at the end of the procedure by the successful applicant organisation and EFSA 7
How to apply for an Art.36 Call Applicants for grants need to be on the Art. 36 list Permanent Representations of the MS to the EU designate organisations based on defined criteria (filled-in questionnaire) EFSA s Management Board adopts the list A living list to be regularly updated Ensure contact person is correct (as that person will receive the notifications) 8
How to apply for an Art.36 Call Organisations can apply alone or in a consortium (organisations taking part to the consortium must be on the approved Art.36 list) Submission of a proposal using the EFSA Standard Application Form available on the website Applicant organisation must complete and submit the EFSA Standard Application Form together with all indicated annexes following the instructions given in the Call for Proposal Proposal must be sent within the deadline to the address indicated on the published Call for Proposal 9
Questions and answers You can submit questions to EFSA (to the e-mail adress indicated). Replies will be made public on the website. After the final deadline for submission of proposals EFSA will proceed with the compliance check of the submission requirements followed by the evaluation of the proposals received. 10
Evaluation and selection of proposal After having verified the compliance with all the submission requirements, an evaluation committee selects admissible proposals through a procedure that involves 3 types of evaluation criteria*: Eligibility and exclusion criteria Selection criteria (financial and operational capacity) Award criteria Only proposals which have satisfied the requirements of the eligibility and selection criteria will be evaluated against the award criteria *These criteria are always stated in the Call for Proposal 11
Example Award Criteria 12
Awarding phase Proposals are assessed by the evaluation committee against the award criteria Proposals satisfying the thresholds set for the award criteria will be ranked The highest ranked proposal will be awarded a grant. 13
Grant agreement Following the decision of the Authorising Officer to award a grant, a Grant agreement will be proposed to the successful applicant for signature All the applicant organisations will be notified on the outcome of the procedure. The applicant signs first, then EFSA The project starts with the last signature, unless specified and agreed otherwise 14
Meetings and Payments Inception meeting, ideally with administrative colleagues form the Article 36 organisations (in particular for the first grant agreement) 1-2 follow up meetings, depending on the duration and budget of the project Normally 1 3 payments (first payment at the start, sometimes interim payment, normally with the delivery of an interim report, final payment after acceptance of the final delivery and after submission of supporting documents).
Deliverables Tasks Article 36 calls (2007-2011) Tasks / Budget (in EUR) Data collection and/or analysis Literature review Modelling Methodology or practice development Database development Statistical support Preparatory work to scientific outputs Research Development of document 0 500.000 1.000.000 1.500.000 2.000.000 2.500.000 3.000.000 3.500.000 4.000.000 2,245,235 (34 calls) 1,704,094 (22 calls) 482,100 (2 calls) 3,846,467 (42 calls) 637,780 (5 calls) 33,289 (1 call) 0 618,385 (4 calls) 234,402 (3 calls) 16
Active Article 36 organisations Number of Article 36 organisations having participated/not participated in at least one grant and/or procurement project (2007-2011) per country
Successful applications to grants Application for EFSA grants by Member State organisations in the period 2007-2011
Applications for EFSA science procurement by country 19
Grazie mille! 20