QUESTIONS AND ANSWERS: CALL FOR PROPOSALS COMM/LON/ED/2018-2020 TO SELECT PARTNERS TO RUN EUROPE DIRECT INFORMATION CENTRES (EDICS) (updated 13/07/2017 second version) Questions may be asked until 12/7/2017 (five days before the submission deadline). This document will be updated with NEW next to the latest questions and will be available here: https://ec.europa.eu/unitedkingdom/business-funding/eu-funding/grants/comm/lon/ed/2018-2020_en Address your questions by email to: COMM-REP-LON-NETWORKS@ec.europa.eu with the reference number of the Call, COMM/LON/ED/2018-2020, in the subject line. General... 2 Corrigendum - 15/6/2017... 2 Sending the Application... 2 Filling in the forms... 2 Eligible Applicants... 5 Hosting organisations... 5 Subcontracting... 6 EDIC manager appointment... 6 EDIC actions start 1 January... 6 Budget... 6 Contribution of the host structure... 6 Spending the Grant Lump Sum... 7 Euros or GB Pounds... 7 Amount of the Grant... 7 Location of the EDIC... 7 Geographical coverage... 7 Walk-in centre... 8 Multiple locations... 8 Staffing the EDIC... 8 EDIC manager... 8 Volunteers... 8 Elements... 8 Core communication activities... 8 Events... 9 Communication Products... 9 Reporting on EDIC actions... 9 Final Report... 9 1/10
GENERAL CORRIGENDUM - 15/6/2017 Q: Why has a corrigendum been issued? A: The only change is that the following wording has been inserted: "Beneficiaries of the 2018 grant under this call for proposals should be advised that the grant amount requested for the implementation of the 2019 and 2020 annual communication plan respectively may not exceed the grant amount requested for the year 2018." This means that the maximum value of the grant requested per year is set by the 2018 action programme. SENDING THE APPLICATION Q: Deadline for sending applications: would you clarify the different methods of sending and what the deadline is? NEW A: By post: you should ensure that your application is sent in the post at the latest on the 17th July. In this case you should obtain a certificate of posting which proves that it was sent on that date. NOTE: a tracked delivery is not sufficient to show when the application was posted. In person or by courier service: the application must be received no later than 16:00 on 17th July at the address given and a receipt must be obtained from our security staff. The reasoning behind this is that all applications must be complete by the 17th July. FILLING IN THE FORMS Q: Could you explain what 'legal persons' and 'legal form' mean as they appear in the Declaration on Honour? A: A 'legal person' as referred to on this form means the organisation, as a legal entity. You should enter its official name. The request to provide the 'official legal form' requires you to state the type of organisation. For example, 'Not for profit Limited by Guarantee', 'Chamber of Commerce', 'Private Limited Company', 'Local Authority (NUTS Level 3)', 'Community interest company (not for profit)' and so on. Q: On the application form, could you explain how to complete the 'Summary' on the first page? A: The first box, 'Title', is up to the applicant but it should denote the type of host structure and the locality where it is proposed to base the Europe Direct centre. 'Name of the applicant' should be the official name (legal entity) of the applicant organisation. The next two boxes, 'Requested amount...' and 'Region/area...' must be completed according to the requirements set out in the Call text. Q: For section 1.1 of the application form, should the information relate to the organisation or to the individual making the application on behalf of the organisation? A: Section 1.1 relates to the organisation. Sections 1.3 and 1.4 relate to individuals. 2/10
Q: Section 1.2 and 1.3 on the application form: could you clarify what information is required here? A: Section 1.2 relates to the organisation. For example, the telephone number may be a general one and the email might be a general or mailbox address. Section 1.3 relates to the person responsible for dealing with the application, whom the Commission may contact directly (not necessarily a legal signatory). Section 1.4 must include the name(s) of legal representative(s) authorised to sign the agreement. A legal representative (whose name must be one of those included under 1.4) must sign the application on the last page. Q: 'Section II Financial capacity' in the application form: do you just require the declaration on honour? A: The declaration on honour is required under Section II Financial capacity. Information from the applicant regarding funding should be provided under IV Additional Funding. Q: How much should we write in the application form under 'Section III Information on the Proposed EDIC'? NEW - UPDATED A: The first point, 'Description of the Three-year Outreach Communication Strategy' should be no longer than two to three sides of A4 and must cover the points set out in Section 2.2.1 of the call for proposals. The next part, 'Description of the 2018 Annual Communication Plan' consists of all the various elements, starting with 'Core communication activities'. Description of all the actions comprising the 2018 annual communication plan should total no more than two to three sides of A4. The information required is indicated in Sections 2.2.2 and 2.3 of the call for proposals. UPDATE: depending on the number of elements you propose, we realise that it might be difficult to keep to these limits and we confirm that you will not be penalised if you exceed the requested length. The main aim is to ensure clarity and to avoid repetition. NOTE: use the numbering requested under each element, ensuring that you list each instance of each element separately. This will make your application far easier to read. Q: Grouping similar actions: would it be acceptable to group some instances together where the target audience, expected outcome and media plan are the same? NEW A: Yes, so long as each action is clear. Q: May we attach our own appendices to the application, containing additional information which we would like to convey? A: Your application should be completed using the boxes provided on the form. The only appendices are those requested and provided by the European Commission, for example, the declaration on honour, the budget form, CVs, and so on. Q: If we have made errors in our application form or have, for example, omitted something, will we be given a chance to re-submit? A: You should ensure that you carefully study all the Call documents before completing your application. Occasionally, an applicant who has missed providing a piece of essential information is given the opportunity to submit it late but this is very much the exception. To ensure compliance, see the checklist which can be found at the end of the application form. 3/10
Q: We are currently hosting a Europe Direct information centre so do we still have to submit all the information mentioned in the Call? A: Most information must be supplied afresh since this is for a new generation of EDICs. It makes no difference whether you are a new applicant or whether you already host an EDIC. Every application will be considered on the same basis. For exceptions which apply to organisations hosting existing EDICs, see these Q&As relating to legal entity and financial identification, and official certificates. Q: Why are some of the documents on the Call page pdfs which we cannot edit? A: The downloadable documents for the applicant to fill in are the following: application form (.docx), budget (.xlsx), declaration on honour (.docx). The legal entity and financial identifications forms are available at the links provided. All other documents are for information only. The Framework Agreement and all its annexes provide the detail of the agreements to which each successful applicant must eventually agree before the grant can be provided. Q: Legal Entity and Financial Identification forms: do we still have to supply these if we are already registered with the European Commission? A: If your legal entity status has not changed and your bank details have not changed since you last submitted the forms, there is no need to submit them again. If this is the case, you should state this on your application. Q: Would scanned copies of the legal entity and financial identification form (including copy of bank statement and ID documents) be sufficient? A: Scanned copies of ID and bank statements are acceptable. NOTE: if you attach a copy of a bank statement, we suggest that you black out all information and figures relating to transactions (we do not need to see any of these figures). Q: Official certificates: we currently host an EDIC so do we still need to provide 'a copy of an official certificate showing that it is legally constituted and registered' as requested under point 3.1 on the application form? A: If you currently host an EDIC, then you do not have to produce these documents again with this application. Q: Official certificates: would a signed membership agreement, showing that our organisation is part of a national body, be acceptable? A: Yes, this would be acceptable. Q: Official supporting documentation: Would you confirm whether you require three copies of all the supporting documents such as Articles of Association? NEW A: We would accept one copy of supporting documents such as Articles of Association. 4/10
Q: Our organisation does not have an official stamp, as required on the last page of the application form. Does this matter? A: If your organisation does not have its own official stamp, leave this box blank. Q: CVs of EDIC manager and team: Is it only the EDIC manager whose CV we should supply or do you require CVs for the whole team? NEW UPDATED A: The requirement for 'CV(s) of the EDIC manager or team', under point 8.2 Operational Capacity in the Call text, means that you should send us CVs for all members of the EDIC team, as well as the EDIC manager. By the EDIC team, we mean those who will allocate a portion of their work time to dealing with EDIC matters and with delivery of the action programme. Q: Format of CVs: is there a particular format which should be used? NEW A: Ideally, the Europass format, available at http://europass.cedefop.europa.eu Whatever format you use, the information should be clear and should include the required information. ELIGIBLE APPLICANTS Q: In section 6.1 of the Call, it states that the following bodies are eligible to apply: 'a proven public body; or a proven private body with a public-service mission'. What if a proven public body or a proven private body with a public-service mission is profit-making? Would it still be eligible? A: As long as the above-mentioned bodies would not make a profit from the EDIC project, they may be considered eligible. Q: Would a charity be eligible to apply? A: A registered charity would be able to apply. Q: Affiliated entities: we are part of a group of organisations. Would it be acceptable for one of the organisations to make the application and to include other organisations within the same body as affiliated entities? A: This would be acceptable so long as only one organisation submits the application and, if successful, would sign the agreements (Framework and Specific agreements) and therefore take full responsibility for the overall implementation of the EDIC activities. Information on affiliated organisations should be entered as required in the application. HOSTING ORGANISATIONS Q: We wish to apply to host more than one Europe Direct information centre. Is this permitted? A: Yes. For each EDIC which the organisation wishes to host, there should be a separate application. Q: May more than one organisation share the hosting of the EDIC(s)? A: Only one organisation may make the application but it may work with partners for the delivery of the EDIC's actions. This means that there may only be one host structure, ultimately responsible for the EDIC. Q: May we run the EDIC in conjunction with another centre, for example, Enterprise Europe? A: Yes, so long as you fulfil the actions agreed and ensure that there is no double-funding. Working in partnership with other networks and organisations is to be encouraged. 5/10
SUBCONTRACTING Q: Would we be permitted to subcontract any of the EDIC actions? A: Apart from 'core tasks of the action', certain subcontracting is permitted. For further detail, see the Call text, section 11.6.c), pages 22 to 23, regarding implementation contracts and subcontracting. EDIC MANAGER APPOINTMENT Q: The application form asks us to name the EDIC manager. How can we do this until we know that we have been awarded the grant? A: One suggestion would be to appoint someone already employed by your organisation. If you wish at a later date to engage a different person as EDIC manager, then you will simply have to submit the replacement person's CV to the European Commission for approval. EDIC ACTIONS START 1 JANUARY Q: How can the EDIC actions begin on 1 January 2018 if we won't sign the Framework Agreement until December and the Specific Agreement until around February 2018? A: To be eligible for the full amount of the EC grant, you must show that your actions run from 1 January. BUDGET CONTRIBUTION OF THE HOST STRUCTURE Q: Is there a requirement for the host structure to co-finance? A: There is no set minimum for co-financing by the host structure. However, it is expected that, to deliver the actions well, a contribution will be required. See the Call text, section 11.3 Balanced Budget. You are asked on the expenditure and revenue sheets of the estimated budget form to give an indication of this figure. This is for information purposes only and will not affect the points awarded on evaluation of your proposal. Q: Are we allowed to make a profit? A: The lump sums for the various elements have been calculated in such a way as to ensure that it is not possible to make a profit. See also the earlier question regarding Eligible Applicants. Q: May the co-financing contribution by the host organisation be spread across the action plan as a whole rather than being specifically tied to each element? A: Yes. Point 11.3 in the call for proposals provides a guideline concerning co-financing by the host structure. See also this earlier Q&A regarding co-financing. NOTE: On the estimated budget form, co-financing by the host structure may be indicated per element, or only for some elements or for the action as a whole. There is no stipulation to apportion it in any specific way or by any particular percentage. 6/10
SPENDING THE GRANT LUMP SUM Q: If we deliver an action successfully but have not spent the whole of the grant lump sum, may we use the remainder for other activities or other elements of our action plan? A: There is no rule against allocating left-over grant to another element although this situation is thought to be unlikely. Each lump sum has been designed with the intention that it will need to be fully spent on the associated element in order to achieve a good result. EUROS OR GB POUNDS Q: In which currency is the grant paid? A: The grant, consisting of the pre-financing payment and the final balance payment, is calculated and paid in Euros. Q: What about fluctuating exchange rates? A: The amount of the grant remains the same in Euros as agreed in the Specific Agreement. Any fluctuation in exchange rates does not change this. AMOUNT OF THE GRANT Q: Is the amount of the grant set for the three-year period or is there flexibility? A: You can see from the Call text, section 4 Budget available, that, depending on the elements you select for your action programme, you may apply for a grant of between 24,000 per year and a maximum of 48,000 per year. Note the corrigendum (issued on 15/6/2017) which explains that the yearly grant for 2019 and 2020 may not exceed that requested for 2018. LOCATION OF THE EDIC GEOGRAPHICAL COVERAGE Q: In the Call, point 9.2, you mention geographical balance. Does this mean that you only plan to have one EDIC per region? A: The applications will be evaluated according to Section 8 Selection criteria and Section 9 Award criteria as set out in the Call text. This includes geographical balance, point 9.2. We have not specifically made a restriction of one EDIC per region. A good geographical balance is one of our aims, but the awarding of the EC grant will take into account all the other criteria and is of course dependent on the proposals received. Q: When evaluating a proposal, how much priority will the European Commission give to the location of an EDIC? A: The European Commission is keen to reach as many people as possible via its network of EDICs. We will give priority to an applicant whose proposed actions interact with the most people. Q: To what extent would the EDIC have to cover the whole of its region? A: We would prefer that an EDIC covers, at least to some extent, the whole of its region (as described in the Call text list of regions at the top of page 2). Q: Regarding geographical coverage, is there a minimum population you wish each EDIC to cover? A: We have not set any limits as such. We recommend you to review relevant Q and As already asked on the 'Location of the EDIC'. 7/10
WALK-IN CENTRE Q: Is a walk-in centre compulsory? A: No, it is optional. A walk-in centre is a separate element from 'Core Communication Activities', and carries its own EC grant lump sum. MULTIPLE LOCATIONS Q: Would we be allowed to run the EDIC from multiple physical or virtual locations? A: Yes, so long as you fulfil the terms of your agreements. STAFFING THE EDIC EDIC MANAGER Q: Do we have to provide a full-time (or equivalent) EDIC manager? A: You must appoint someone as the EDIC manager but there is no requirement for this role to be performed on a full-time (or equivalent) basis. The European Commission (EC) grant is based on the fulfilment of actions. VOLUNTEERS Q: May we use volunteers to staff our EDIC? A: The EDIC manager should be a paid employee of the host structure. Apart from the EDIC manager, you may use volunteers to help with EDIC actions. ELEMENTS NOTE: 'Elements' have replaced 'modules' which were in the previous generation of EDICs. CORE COMMUNICATION ACTIVITIES Q: Website/webpage: can this be a page on the host organisation's site? A: Yes, if it provides the required information. It does not have to be a stand-alone website. Q: Participating in co-ordination/training meetings: what would this involve? A: The London EC Representation runs two training days per year at Europe House, for which we offer help with accommodation and travel costs. We have provisionally booked Thursday, 30th November 2017 for a first meeting, at Europe House, London, prior to the start of the next generation of EDICs in 2018. In addition, there are the following: A meeting mainly for 'new' EDIC managers (meaning EDICs which are entirely new), provisionally booked to take place on a couple of days during the week beginning 19 March 2018. The 2018 EU-wide AGM (for EDIC managers) will take place in Brussels, provisional dates are 4-6 June 2018. For this, accommodation and most meals are provided but the EDIC has to pay its own travel costs. There is usually an opportunity once a year to attend a training course in Brussels, for which accommodation and travel are provided. 8/10
Q: Does the telephone service, required under the mandatory core communication activities, have to be free of charge? A: The telephone service provided by the partner should not involve any cost to the user. See the Call text, section 2.5 Partners' Commitment, where it states that the partner should commit to 'carrying out all the centre s activities free of charge for users involved'. EVENTS Q: What if our foreseen events change after we have submitted and had our application approved? A: You must propose a replacement event to the European Commission for approval, in advance of undertaking it. Q: Are there performance indicators, such as number of people required at an event, or length of duration, to measure achievement of this element? A: For this new generation of EDICs, we have departed from this method of measuring performance. Instead, the focus will be on the outcome of the actions. The European Commission will assess the extent to which the EDIC's actions have been effective. Q: Organisation of events: could we propose several small events or a different series of events under each instance of this element instead of one larger event? A: Yes, there is room for flexibility. It is the outcome of the action which matters. COMMUNICATION PRODUCTS Q: For the elements within this group, are there specific minimum requirements or performance indicators which must be reached in order to fulfil the action, as in the last generation of EDICs? A: For this new generation of EDICs, we have departed from this method of measuring performance. Instead, the focus will be on the outcome of the actions. The European Commission will assess the extent to which the EDIC's actions have been effective. Q: May we take any of the Communication Product elements more than once? A: See Section 2.3 on page 5 of the Call text where it makes clear that each element which comes under the 'Communication Products' group may only be selected once. This is also clear on the budget form. REPORTING ON EDIC ACTIONS FINAL REPORT Q: Final Report budget: at the end of each year, in the final report, will we have to prove that we have spent the EC grant lump sums? A: To be eligible for the grant, you need to show that you have fulfilled the actions agreed. You should not submit to us any figures, receipts, timesheets, unless we specifically ask but you should keep a record in case of a future audit. 9/10
Q: What documentation should we provide to show that we have fulfilled the actions? A: Throughout the year, on an ongoing basis, you should keep documentation such as programmes (re events), photos, etc, showing that your actions took place. 10/10