3 rd Call for Project Proposals

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1 IPA CROSS-BORDER PROGRAMME "GREECE THE FORMER YUGOSLAV REPUBLIC OF MACEDONIA " 3 rd Call for Project Proposals Project Selection Criteria CCI: 2007 CB 16 I PO 009

2 The following Project Selection Criteria are proposed for the Calls for proposals that will be published in the framework of the Greece The former Yugoslav Republic of Macedonia IPA Cross-Border Programme This document describes the project selection procedure, based on traceable, transparent, and binding criteria. The aim is to increase transparency and facilitate the decision making process. Potential project partners prepare a proposal in cooperation with the Overall Lead Partner who submits the proposal to the Joint Technical Secretariat (JTS). After submission, each project proposal will be subjected to a two-phase evaluation procedure, carried out by the Joint Technical Secretariat and based on the selection criteria described below. In order to carry out the evaluation procedure, the JTS may be assisted by external experts (assessors), as referred in the Greece-The former Yugoslav Republic of Macedonia IPA Cross-Border Programme (Section: Submission of Proposals and Project Selection). The procedure, as well as the criteria for the selection of these experts will be mutually agreed by the participating countries and will be approved by the Joint Monitoring Committee. The cost for the engagement of those experts will be paid by the Technical Assistance Budget of the Programme. 1 st phase: Projects will be checked for their administrative compliance and eligibility criteria, in order to ensure that they fulfil the administrative and technical requirements of the Programme. This is an on-off procedure. Projects which fail to fulfil the above requirements of the Programme will be excluded from the 2 nd phase. 2 nd phase: Only projects that demonstrate administrative compliance and satisfy the eligibility criteria will be subjected to quality assessment. The quality assessment is based on a scoring system and results in a ranked list of all the applications that have passed the 1 st phase. It will be carried out by the JTS. The JTS may be assisted by external experts (assessors) during the project evaluation. The JTS and external experts (assessors) nominated by the program management bodies will examine three different sets of criteria, in order to make a decision on the project s approval. Namely: 1 st phase Projects will be checked against two sets of criteria, in order to ensure that they fulfil the administrative and technical requirements of the Programme. Administrative compliance: It confirms that a proposal has been submitted within the deadline set, as well that the Application Form has the official form specified by the JTS/Managing Authority, it is complete and meets all the Document No. 15. Annex Ib.: PROJECT SELECTION CRITERIA 2

3 requirements set in the respective Call regarding specific documents to be enclosed with. Project proposals that are not compliant with the administrative criteria set are excluded from any further evaluation. Eligibility criteria: These criteria examine whether the proposal fulfils the minimum requirements for being eligible for funding by the Programme. These requirements are, for instance, the compliance of the project proposal with relevant EU legislation and policies, the general compatibility with the Programme objectives and principles, the structure of the cross-border partnership, the cofinancing requested, duration, etc. Eligibility criteria can be answered with YES or NO and are not subject to interpretation. Proposals which do not fulfil the eligibility criteria are identified. If further clarifications are needed then additional information is requested by the Applicants or the proposals are rejected, depending on each particular case and upon decision of the participating countries. If a clarification is required, the deadline for providing clarification is two weeks after the date of requested clarification. The valid date for clarification request is the stamp of the mail courier for regular mail or the date of the sent. 2 nd phase Quality assessment of the project: The quality assessment will only apply to projects that have successfully gone through the 1 st phase. During this phase, proposals are evaluated using the core selection criteria. These entail evaluating the nature of the proposed operation, its relevance with and its contribution to the Programme s overall objectives, its timeframe, viability and results in the eligible territory, the quality of the cross-border partnership as well as the monitoring, management and evaluation methodology proposed. The Core selection criteria are divided into: Content-related criteria (relevance of the proposal, quality of results/ sustainability, innovation, cross-border character) and Implementation-related criteria (quality of the partnership, quality of management, quality of the methodological approach, budget and finance). The different sets of criteria are presented below: Document No. 15. Annex Ib.: PROJECT SELECTION CRITERIA 3

4 1 ST PHASE - ADMINISTRATIVE AND TECHNICAL REQUIREMENTS 1. Administrative compliance (YES/NO) Clarification a) The application was submitted within the deadline set b) The application was submitted in the required formats: hardcopy of the Application Form with the requested documents attached in 1 original and 1 copy & CD/DVD including the Application Form and the Specification of budget costs in the excel format required c) The Application Form used has the official form specified by the JTS and is properly filled in, in English, stamped and signed by the Overall Lead Partner d) The requested documents are properly filled in, and are attached to the Application Form: i. the Partnership Declaration signed and stamped by all partners ii. the Co-financing Statements (including the declarations of non double financing) signed and stamped by every partner iii. the declaration of not generating revenues (in case of revenue generating projects there is a costbenefit analysis attached) signed and stamped by the Overall Lead Partner iv. Activity Break-Up Tables v. the Documentation required for bodies governed by public law (if applicable) NA vi. the Documentation required for private organizations(if applicable) YES NO NA vii. the Documentation for Infrastructure Projects (if applicable) e) The additional documents requested from the Financial Lead Partner from the former Yugoslav Republic of Macedonia (IPA Partners) are properly filled in; i. the Specification of Budget Costs, presented in the requested format, expressed in euro, signed and stamped by the Financial Lead Partner ii. Legal Entity Form, signed and stamped by the Financial Lead Partner iii. Financial Identification Form dully signed and stamped iv. Declaration by the IPA Financial Lead Partner, signed by the Financial Lead Partner NA NA = Non Applicable

5 2. Eligibility criteria (YES/ NO) a) The project proposal is in line with the relevant EU legislation and policies b) The project objectives and the proposed activities are clear and in-line with the Programme s priorities and has impact on the Programme area c) The project partners cooperate in at least one of the following ways: Joint Development Joint Implementation Joint Staffing Joint Financing d) All project partners fall under the eligible categories of beneficiaries according to the 3 rd Call for proposals e) The partnership consists of five (5) partners at the most f) The Financial Lead Partners are established, registered or accredited in the respective countries i.e. the organisations are established by or accredited under an instrument governed by the internal law of the respective country for at least 12 months before the launching of the call for proposals g) The project budget and costs are in line with the limits set in the 3 rd Call for proposals h) The requested EU-contributions are in line with the limits set in the 3 rd Call for Proposals i) The duration of the project is in line with the time frame set out in the 3 rd Call for Proposals

6 2ND PHASE QUALITY ASSESSMENT Content-related criteria Criteria Sub-criteria Analysis Score Justification of the score Relevance of the proposal Quality of results / Sustainability a) Are the objectives and expected results of the project addressing specific problems, issues, opportunities of the area? b) Does the project take into account one or more horizontal issues of the Programme (sustainable development, positive environmental impact, equal opportunities and non discrimination, fair competition)? c) To which extent are there synergies or complementarities with other implemented interventions and /or policies at the European, national, regional or local level within this particular thematic area? a) Are the results specific, measurable, achievable - realistic, time based? b) To what extent do the project results provide added value for the Programme area? c) Demonstration of the ways that the project contributes to the development of the local communities (e.g. through the creation of new job positions) Very Good reference, Analytical and precise analysis based on a strategic analysis (9 points) Good reference (7 points) Adequate reference (5 points) Basic reference (3 points) Minimum reference (1 point) All four issues (4 points) 3 out of four issues (3 points) 2 out of four issues (2 points) 1 out of four issues (1 point) At all four levels (4 points) At 3 out of four levels (3 points) At 2 out of four levels (2 points) At 1 out of four levels (1 point) All four characteristics (4 points) 3 out of four characteristics (3 points) 2 out of four characteristics (2 points) 1 out of four characteristics (1 point) 1-7 points (degree of continuation-improvement of existing outputs, structures, products, transfer of outputs, know-how, experience, usability of results in other sectors, by other stakeholders etc) 1-7 points (degree of contribution to the development of the local communities)

7 d) Does the project have the concrete and realistic possibility to have a follow up and/ or to be sustainable after the end of the Programme contribution? Secure funding and commitment of stakeholders (4 points) Commitment of stakeholders (3 points) Initiatives by stakeholders (2 points) Basic planning (1 point) e) Is the project's strategy for communication and dissemination of results well structured and efficient? Full Communication strategy existing (3 points) Developed communication activities (2 points) Poor communication activities indicated (1 point) Innovation Cross-border Character a) To what extent does the project clearly demonstrate innovative character? b) To what extent does the project demonstrate new solutions that go beyond the existing practice in the sector or in the programme area? a) To what extent does the project capitalize previous cross-border cooperation experiences, especially in the Programme area? b) In how many ways (joint development, joint implementation, joint staffing, joint financing) do the project partners cooperate? Maximum total score: 56 points Application of innovative results of the project (4 points) Development of new innovative methods, products, tools (3 points) Use of new methods, products, tools for the implementation of the project (2 points) Basic innovation references (1 point) Application of new solutions of the project (4 points) Development of new solutions, methods, products, tools (3 points) Use of new solutions, methods, products, tools for the implementation of the project (2 points) No new solutions references (1 point) 1-3 points (Capitalization of partnerships, outputs, experiences etc.) All 4 ways (3 points) 3 out of 4 ways (2 points) 2 out of 4 ways (1 point)

8 Implementation-related criteria Criteria Sub-criteria Analysis Score a) To what extent does the Overall and the Financial Lead Partners demonstrate the capacity to coordinate, manage, control and monitor the overall implementation of the project? Very good (3 points) Adequate (2 points) Low (1 point) Justification of the score Quality of the partnership (appropriate synthesis and organizational arrangements) Quality of management b) Is the professional capacity (structure and experience) of the partners sufficient to implement the project activities undertaken successfully? c) Do the project partners possess sufficient knowledge of the eligible Programme Area and its distinct features? a) To what extent is an appropriate project management methodology clearly demonstrated? b) To what extent are the specific roles (actions and responsibilities) clearly and appropriately distributed among the Overall Lead Partner and the partners? Very good (3 points) Adequate (2 points) Low (1 point) (1 7 points from excellent to poor knowledge) Excellent (7 points) Very good (6 points) Good (5 points) Adequate (4 points) Basic (2 points) Poor (1 point) Very well developed methodology connected to outputs and results (4 points) Well developed methodology (3 points) Basic Management procedures described (2 points) Minimum references (1 point) Clear and specific roles, distributed to the partners in relation to their capacity (3 points) General distribution of tasks without specific references (2 points) Not clear enough distribution of responsibilities and tasks (1 point)

9 Quality of the methodological approach concerning the content of the project Budget and finance a) To what extent is there coherence among the identified project objectives, expected outputs and results and the activities to achieve them? b) How mature is the project (in which stage of completion are the administrative procedures etc. that allow the realization of the project?) a) Is the budget coherent with the activities? b) Is the budget balanced among partners? b) Are the estimated expenditures of the proposed activities necessary for the implementation of the project? c) How reasonable and realistic is the overall budget of the proposal submitted? Maximum total score: 44 points How clear, realistic and appropriate is the work plan of activities in order to achieve the expected results and the objectives of the project within the specific Axis? (Minimum to maximum, 1-7 points) All necessary administrative procedures completed- no administrative procedures necessary (5 points) Advanced stage of realization of administrative procedures- light administrative procedures required (3 points) Medium realization of administrative procedures (2 points) Low non realization of administrative procedures. (1 point) (Minimum to maximum, 1-5 points) (The budget lines correspond to the planned activities. Distribution of the budget secures the active participation of each partner and secures the successful implementation of the activities) All estimated costs are eligible and necessary (3 points) Some costs are not relevant to the activities proposed (2 points) Most estimated costs are not strictly necessary (1 point) High value for money (4 points) Good value for money (3 points) Justified costs (2 points) Overestimated costs (1 point)

10 Evaluation Summary Assessor 1 Assessor 2 Name Signature Name Signature

11 Scoring The afore-mentioned criteria will be taken into account by the evaluators to assess the projects. The purpose of the core selection criteria is to assess the quality of the eligible project proposals. The maximum total score a project may achieve is 100 points. Quality criteria are closely linked to the nature and objectives of the IPA Cross-border Programme Greece-The former Yugoslav Republic of Macedonia and are common to all Priority Axes or Measures. The Joint Technical Secretariat carries out the evaluation of proposals, based on these selection criteria, approved by the Joint Monitoring Committee. The submitted project proposals will be evaluated by two assessors. The final score of the proposals will be defined in the following way: for evaluations with a difference up to 6 points in the score of the two assessors, the average score will be calculated and will define the final score obtained. for evaluations with a difference equal or higher than 7 points, the assessors will re-evaluate the project in a cooperative way. If a common agreement cannot be reached by the assessors, the Coordinator of the JTS will have the final say. The projects are ranked according to the results obtained (Ranking List) and applications are divided into three categories (based on the budget available and the results of evaluation): Applications proposed to be accepted Applications proposed to be rejected and Applications proposed to be further discussed at the Joint Steering Committee (acceptable under conditions). To be financed by the Programme, a project must: obtain a rating equal or greater than the minimum score entitling a project to be financed (60 points); obtain at least 50% of the maximum score in each of the two afore-mentioned categories of the Core selection criteria (Implementation-related criteria, Content-related criteria); In case that more than one proposals receive the same score and qualify for the last project to be financed within the specified allocation of funds of the Call for Proposals - preference shall be given to the project with the highest aggregate score in the Quality of the Partnership criterion.

12 After the Managing Authority has accepted the evaluation, it submits to the EU Delegation in the former Yugoslav Republic of Macedonia the Ranking List, accompanied with the Evaluation Report (containing details about the evaluation process and the decisions taken, cfr. the PRAG evaluation report), for endorsement. Selection The Joint Steering Committee selects the projects to be funded. If a proposal is accepted under conditions, the Managing Authority will have to check that these conditions are taken into account before the contracts are signed by the competent Authorities (a new approval by the Joint Steering Committee is not necessary). In case that the Joint Steering Committee s decision deviates from the Ranking List and the EU Delegation has any reservation concerning the contracting of selected operation(s), it informs the MA immediately and either suspends the Decision of the Steering Committee for the particular operation(s) until the problem is clarified/resolved, or, if the issue cannot be clarified/resolved, the MA may ask for a new Decision. Confidentiality and independence Project proposals and Application Forms submitted by project applicants will be kept confidential. The content of project proposals and application forms should not be published or forwarded to persons or institutions which are not directly engaged in the applications assessment procedure or decision making. The project idea itself, as well as the description and concept of the project and the structures of the applications remain the property of the project applicants. All actors included (JSC members, JMC members, JTS assessors and external experts) participating in the assessment procedure have to guarantee that the privacy and confidentiality of all applications submitted in the framework of the call for proposals will be kept and that all national privacy laws and EU Directive related to the protection of personal data (95/46/EC) will be respected. It is not allowed to forward applications and assessment documents to actors outside the regular assessment procedure, particularly not to project applicants or the wider public. Furthermore, the Joint Steering Committee members, JMC members, JTS assessors and external assessors (if applicable) will declare that they do not have a conflict of

13 interest and/or political influence. All actors involved in assessment, evaluation and selection must sign a declaration of Confidentiality.

14 ANNEX 1 The fields of minimum criteria of joint character of the project will be interpreted as follows. Each project should satisfy at least one of the following: Joint development All partners should contribute to the development of the project. Partners should define how the project will operate, i.e. joint development of objectives and outcomes, budget, timing and responsibilities for work packages and tasks to achieve the objectives. Partners should identify knowledge and experience that each one of them brings into the project, as well as what each partner expects to get from the project. Joint implementation The Overall Lead Partner should bear the overall responsibility for the project. All partners should undertake responsibilities for different parts of the implementation. Each project partner responsible for a work package should coordinate and ensure that planned activities are carried out, interim targets are met and unexpected challenges to implementation are dealt with. Several partners may contribute to each work package. Joint staffing All project partners should have a defined role and allocate staff to fulfil this role. Staff members should coordinate their activities with others involved in the activity or work package and exchange information regularly. There should be no unnecessary duplication of functions in different partner organizations. Joint financing The project should have a joint budget with funding allocated to partners according to the activities they are carrying out (the budget split should reflect partner responsibilities). The budget should include annual spending targets and spending targets per work package. The project should have joint bank accounts for the ERDF and national cofinancing contributions; Applicants from the former Yugoslav Republic of Macedonia should open dedicated bank accounts specifically meant for their part of the project. In general, all partners should contribute with co-financing.

15 ANNEX 2 OPERATIONAL PROGRAMME PRIORITY AXIS AREA OF INTERVENTION CALL CODE FINAL BENEFICIARY STRATEGIC ENVIRONMENTAL ASSESSMENT COMPATIBILITY CHECK SHEET IPA CROSS-BORDER PROGRAMME GREECE THE FORMER YUGOSLAV REPUBLIC OF MACEDONIA PROJECT TITLE ENVIRONMENTAL SECTORS (The Directive 2001/42/EC determines the environmental sectors for which the environmental consequences have to be appraised) EXPECTED CONSEQUENCES ACCORDING TO THE S.E.A. OF THE O.P. GREECE - THE FORMER YUGOSLAV REPUBLIC OF MACEDONIA ENVIRONMENTAL CONSEQUENCES OF THE PROPOSED ACTION COMMENTS BIODIVERSITY - FLORA - FAUNA Interventions in protected areas Number of projects related to risk prevention and response to natural, technological and environmental disasters POPULATION - QUALITY OF LIFE - HUMAN HEALTH Number of research and relative actions that contribute to the improvement of the quality of life and have an environmental added value (including eco-innovation actions)

16 GROUND - LAND USES Waste management projects Flood prevention projects WATER Impact on the water quality CULTURAL ENVIRONMENT Number of cultural sites promoted (museums, monuments, archaeological sites, tourist recreation parks, etc) Number of urban environment interventions (restorations, refurbishments, etc) LANDSCAPE - URBAN ENVIRONMENT Impact on the sustainability and/or attractiveness of the urban environment

17 CLIMATE FACTORS - ENERGY Contribution in energy saving and RES promotion CONCLUSION REMARKS Conditions in case of co-financing

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