Preparing a successful proposal 2018 CEF Energy Virtual Info Day 9 April 2018 Bianca Holdford Project Manager - INEA
Aims 1) What is the reader of the application looking for? 2) The 3Cs Test the key to quality Tips and examples on preparing a successful CEF-E application 2
What is the reader looking for? 1. Simple language 2. Information easy to find 3. Relevant maps, graphs etc. 3
The 3Cs Test the key to quality What? Where? How? Who? Deliverables? Overall logic Links among resources, scope and budget 4
The 3Cs Test the key to quality Clear: Action's scope Activity description Milestones 5
Action's Scope Application Form: Part A1 and D2.1 Guide for Applicants: 4.2.1 What What is the action about? Ex: feasibility study, preparation of permitting documents, the construction of an overhead line (OHL), preparation of the front end engineering design. What are the PCI/action technical parameters? Ex: +/-100km of 320kV double circuit OHL between X and Y, construction of an LNG terminal of a storage capacity xm³, preparation of permitting documentation to be approved by the competent authority. How How will the action's objectives be reached? Ex: a set of studies that will identify a gas pipeline route, consult stakeholders to generate consensus, specifications for procurement. Who Who will carry out the action? Ex: all activities of the Action will be carried out by internal and external resources. Deliverables What are the deliverables? Ex: a double circuit 320 kv OHL constructed, the commissioning of an LNG terminal, final procurement documents prepared, approval of permitting 6 documents.
Activities Application Form: Part A3.1 and Part D2.3 Guide for Applicants: 4.2.4 What What is the activity about? Ex: This activity encompasses data collection, creation of a common grid and description of scenarios, the construction of X between the substations of Y and Z in country/region A, preparation of the necessary documentation for submission to the competent authority. Clear activity's name matching its description. Ex: Detailed Design and Tender Documents, Construction of new 330kV substation, Preparation and submission of permitting documentation. Deliverables and interdependencies What are the deliverables? Ex: final procurement documents, the construction of a double circuit 320 kv OHL, application documents and the acknowledgement of receipt by the competent authority. Are the activities dependent on each other? Ex: the results of Activity 1 feed into Activity 2, Activity 2 must be completed before Activities 3 and 4 can start. 7
Milestones (1) Application Form: Part A3.1 Guide for Applicants: 4.2.4 3 Rules of thumb 1) Each activity should have at least 2 milestones START -> END. 2) Activities lasting >1year, at least one milestone per year. 3) Means of verifications should be reliable and realistic. Here are some examples 8
Milestones STUDY (2) EXAMPLE Milestones Activity Activity number 1 Activity name Preparation and submission of planning application to competent authority Implementing applicant(s) X Activity description Y Indicative start date 31/03/2018 START Indicative end date 31/12/2018 END Verifying milestone(s) 1,2 Milesto ne No. Milestone description Milestone Summary Indicative completion date Means of verification 1 Start of the preparation of planning application to the competent authority 2 Submission of the planning application to the competent authority The beneficiary kick starts the procedure for the start of the preparation of the planning application The beneficiary submits the planning application to the competent authority 3 Start of FEED study The beneficiary signs the contract to start the FEED study 4 End of FEED study The beneficiary approves the final FEED study 31/03/2018 START 31/12/2018 END Minutes of meeting by beneficiaries Receipt of acknowledgement by competent authority 31/12/2018 Award of contract by beneficiary to consultant 31/12/2019 Final report approved by beneficiary 9
Milestones WORKS (3) EXAMPLE Milestones Milestone No. Activity Activity number 1 Activity name Construction of 320 kv transmission line between X and Y Implementing X applicant(s) Activity description Y Indicative start date 01/01/2017 START Indicative end date 30/12/2019 END Verifying milestone(s) 1,2,3 Milestone description Milestone Summary Indicative completion date Means of verification 1 Kick-off meeting on implementation of 320kV transmission line 2 Start of tendering procedure 3 Commissioning of the 320kV transmission line The beneficiary holds a kick-off meeting The tender documentation was approved by the beneficiary. The procedure in the OJ was launched The construction contractor informs the beneficiary that 100% of the works have been done 01/01/2017 START 01/09/2018 Intermediate 30/12/2019 END Management Board minutes Publication of the notice of the tender in the appropriate media Signature of the deed 10
The 3Cs Test the key to quality Consistency between: data text 11
Consistency (1) Application Form: Parts A-D Action's start/end dates activity start/end dates Action start date: 01/01/2015 Action end dates: 31/12/2020 First Activity Activity number 1 Activity name Start of the extension of 320kV substation in X Implementing applicant(s) X Activity description Y Indicative start date 01/01/2015 START Indicative end date 31/12/2020 Verifying milestone(s) 1,2,3 Last Activity Activity number 5 Activity name Finalisation of the substations reinforcements and extensions Implementing applicant(s) X Activity description Y Indicative start date 04/01/2015 Indicative end date 31/12/2020 END Verifying milestone(s) 7,8,9 12
Consistency (2) Application Form: Parts A-D Activity start/end dates milestone start/end dates Activity Activity number 1 Activity name Start of the construction of the substation in X Implementing applicant(s) X Activity description Y Indicative start date 01/01/2015 START Indicative end date 31/12/2016 END Verifying milestone(s) 1,2 Milestone Milestone No. Milestone description Milestone Summary Indicative completion date Means of verification 1 Kick-off meeting on implementation of substation 2 Commissioning of the substation The beneficiary holds a kick-off meeting The construction contractor informs the beneficiary that 100% of the works have been done 01/01/2015 START 31/12/2016 END Management Board minutes Signature of the deed 13
Consistency (3) Application Form: Parts A-D Activity's start/end dates budget breakdown Activities Activity number 1 Activity name Start of the construction of the substation in X Implementing applicant(s) X Activity description Y Indicative start date 01/01/2015 Indicative end date 31/12/2017 Verifying milestone(s) 1,2 Costs incurred 2015 to 2017 Activity number 2 Activity name Finalisation of the substations reinforcements and extensions Implementing applicant(s) X Activity description Y Indicative start date 04/01/2016 Indicative end date 31/12/2018 Verifying milestone(s) 1,2 Costs incurred 2016 to 2018 Budget breakdown Activities 2015 2016 2017 2018 Estimated Total Eligible costs Requested cofunding rate (5) Requeste d CEF financing Activity 1 10,000 20,000 10,000 0 40,000 50 20,000 Activity 2 0 10,000 1,000 2,000 13,000 50 6,500 TOTAL 10,000 30,000 11,000 2,000 53,000 50 26,500 Costs incurred 2015 to 2017 Costs incurred 2016 to 2018 Verifiable and realistic 14
Consistency (4) Application Form: Parts A-D Information in one part of the application matches the information in another. Ex: the description of the activity in Part A and D match, supporting documents do not contradict the info in other parts of the application. Information is presented in a logical way. Ex: administrative procedures are presented in chronological order in the activity table, EIA precedes the permit for construction. Gantt chart is consistent with the activity dates, milestones etc. Ex: Gantt chart provided matches the planning set out in Parts A and D (activities, dates, milestones). 15
The 3Cs Test the key to quality Connection amongst: resources scope budget 16
Connectivity Interdependencies between activities Ex: Basic study finalised before Design study can start EIA precedes the award of a construction permit Application Form: Part A and D2.1 Justification of resources and connection to the action's scope Ex: Human resources: Construction of a substation, 2 staff members Financial resources: 3,000,000 for project management costs for a small study Application Form: Part D2.3 Guide for applicants: 4.5 Level of detail for the risk assessment and the complexity of the action Ex: Complex cross-border works, no risks identified for potential delays Mitigation measures Application Form: Part D2.9 Guide for applicants: 4.5 17
Checklist Read the Guide for applicants https://ec.europa.eu/inea/sites/inea/files/2017_cefenergy_guide_for_applicants_inea_superfinal.pdf 3C test Clarity Consistency Connectivity Proof read 18
INEA-CEF-Energy-calls@ec.europa.eu http://ec.europa.eu/inea @inea_eu Look for INEA!