1 Zasady obowiązujące podczas naboru wniosków w Programie OLSZTYN, 13.06.2017

2 Praktyczne informacje dotyczące naboruDaty – III-IV kwartał 2017 Orientacyjna alokacja środków EU – ,60 EUR Orientacyjna alokacja środków Federacji Rosyjskiej – ,08 EUR Nabór wniosków jest otwarty dla wszystkich CT i Priorytetów: DZIEDZICTWO ŚRODOWISKO DOSTĘPNOŚĆ GRANICE This Call for proposals is opened for all thematic objectives (TO) of the Programme. Indicative financial allocation provided by the European Union for this call for proposal is up to ,60 EUR. The JMC reserves the right not to award all available funds. Indicative financial contribution of the Russian Federation is around ,08 EUR. Funds of the Russian Federation will be used for implementation of the project activities on the territory of the Russian Federation. The final allocation for each Thematic Objective will be decided upon by the Joint Monitoring Committee, taking into account the final decisions on support of Large Infrastructure projects.

3 Kwalifikowalność projektów (1)Wdrażany w obszarze Programu Okres realizacji do 24 miesięcy Skład partnerstwa – min 1 Polski oraz min 1 Rosyjski beneficjent Dofinansowanie – ≤ 90% całkowitych kosztów kwalifikowalnych Wysokość grantu – min EUR – max EUR Projects shall be implemented in the Programme area. In special cases, projects may be partially implemented outside the Programme area. The planned duration of the project may not exceed 24 months. All project activities financed by the Programme shall end on 31 December 2022 at the latest. The partnership within the project must be composed with at least one Polish and at least one Russian beneficiary. No grant may exceed 90% of the total eligible costs of the project. The balance must be financed from the lead beneficiary’s and/or beneficiaries’ own resources, or from sources other than the European Union budget. mplemented in the Programme area (or partially outside the Programme area) Requested Programme contribution ≤ 90% of the total eligible costs. The lead beneficiary’s (and beneficiaries’, if applicable) financial contribution is equal to or higher than 10% of the total eligible costs

4 Kwalifikowalność projektów (2)Beneficjent wiodący + beneficjent(ci) = partnerstwo Wspólne przygotowanie Wspólna realizacja OBOWIĄZKOWO Wspólne finansowanie Each project shall designate one lead beneficiary to represent the partnership. One of the institution in every project shall play the role of the lead beneficiary. The lead beneficiary must be either from Poland or Russia. Other organizations implementing the project are beneficiaries. Lead beneficiary and beneficiaries are legally and financially responsible for the activities that they implement and for the share of the grant they receive. For each project at least three of the following four cooperation criteria must be met: Joint project preparation (obligatory) Joint project implementation (obligatory) Joint project staff (optional) Joint project financing (optional) The lead beneficiary may submit more than one Application form. The lead beneficiary may at the same time be a beneficiary in another project proposal. Where several proposals submitted by the same lead beneficiary are selected for financing, but the lead beneficiary does not prove to have the necessary capacity required to implement all selected proposals for which grants may be awarded, the proposal(s) which has (have) been awarded a lower score shall be rejected, and the proposal(s) that the lead beneficiary has the capacity to implement shall be select. Beneficiaries may take part in more than one application. A decision may be taken to limit the number of grants awarded to one lead beneficiary. Wspólny personel OPCJONALNIE ← LUB →

5 Kwalifikowalność projektów (3)Projekty powinny wykazywać jasny efekt transgraniczny oraz posiadać wartość dodaną w stosunku do strategii i programów EU, Polski oraz Rosji. Mają charakter: projektu zintegrowanego; projektu symetrycznego; projektu prostego. Projekty powinny przyczynić się do osiągnięcia przynajmniej jednego wskaźnika produktu zdefiniowanego w liście wskaźników dla każdego priorytetu. Projects shall deliver a clear cross-border cooperation impact and benefits as described in the Programming document and demonstrate added value to the strategies and programmes of the EU, Poland and Russia. Project shall be covered by the Programme TO/priority (the project can only be attributed to one TO/priority) The overall/specific objectives of the project shall correspond to the selected TO and priority. Projects shall contribute to at least one of the output indicators defined in the list of indicators for each priority.

6 Kwalifikowalność projektów (4)5 years N O P R O F I T Celem ani skutkiem dotacji nie może być osiągnięcie zysku dla żadnego z beneficjentów! Działania oraz zakupy finansowane ze środków Programu powinny być dostępne dla wszystkich mieszkańców, włączając w to osoby z niepełnosprawnościami. Każdy projekt inwestycyjny lub zawierający komponent infrastrukturalny będzie musiał zwrócić wkład UE jeśli w ciągu pięciu lat od zakończenia projektu (...) nastąpiła istotna zmiana wpływająca na jego charakter, cele lub warunki realizacji. No profit principle. Grants shall not have the purpose or effect of producing a profit for any beneficiary! The income to be potentially generated within the project implementation may constitute the lead beneficiary’s or the beneficiaries their co-financing (10%) of the project. Any investment project or project including an infrastructure component shall repay the Union contribution if, within five years of the project closure (or within the period of time set out in state aid rules, where applicable), it is subject to a substantial change affecting its nature, objectives or implementation conditions which would result in undermining its original objectives. Activities and purchases financed from the Programme funds should be accessible to all citizens, including persons with disabilities. Persons with disabilities should participate in and implement projects equally to other persons.

7 Wymagania dotyczące składania wnioskówSkładanie wniosków w trybie on-line poprzez stronę Programu Data zakończenia naboru zostanie określona później język angielski Zestaw dokumentacji zawiera: ANEKSY Aplikacja projektowa DEKLARACJĘ BENEFICJENTA WIODĄCEGO A 1(A) OŚWIADCZENIE O PARTNERSTWIE A 1 (B) A2 A3 The applicants shall fill in their Application Form (Annex 1) using the e-application provided on the Programme website and submit it to the JTS on-line with the use of the e-application. The Application Form shall be filled in only in English[1]. Application Form submitted in language(s) other than English will be rejected. The Application Form must be computer-typed using the e-application published for this call for proposals and available on the Programme website. A properly generated, validated and submitted Application Form will get a unique identification number by the e-application [1]Does not apply to field where proper names in national languages are requested. The whole package contains the following documents: Deadline for the submission of the Application Form The deadline for the submission of e-version of the Application Form is …………(15:00 CET). The e-application allows to submit Application Form with annexes until date and hour set in the announcement for the 1stCall for proposals. After the deadline submitting of the documents will not be possible. Please note that annexes: A0, A1A, A1B, A4, A7, A9, A10, A11, A13, A14 will be generated by the e-application. They need to be filled in, printed, signed, scanned and uploaded into tie e-application before validating the application form and sending it to the JTS. A4 A…

8 Ewaluacja oraz procedury wyboru (1)Zasady przejrzystości, równego traktowania, niedyskryminowania, obiektywności oraz uczciwej konkurencji Aplikacja Projektowa będzie przedmiotem dwuetapowej oceny: Aplikacja Projektowa 1. Ocena administracyjna i kwalifikowalności 2. Ocena jakościowa The project evaluation and selection is the overall responsibility of the JMC. The evaluation process starts immediately after the closing of the call for proposals. and ends with the JMC approval of a ranking list of submitted proposals. Project selection procedures shall ensure that the principles of transparency, equal treatment, non-discrimination, objectivity and fair competition are followed. Application Form submitted to the JTS are subject to a two-step evaluation procedure:Application Form1 Administrative and eligibility check2 Quality Assessment Applications which do not meet the criteria of the Administrative and eligibility check will not be subject to the Quality assessment. 8

9 Ewaluacja oraz procedury wyboru (2)Ocena administracyjna i kwalifikowalności Ocena jest prowadzona w oparciu o kryteria ewaluacji. Wniosek aplikacyjny zostanie odrzucony jeżeli: beneficjent nie dostarczy wyjaśnień lub nie uzupełni brakujących aneksów lub przesłane wyjaśnienia lub uzupełnione brakujące aneksy właściwe, potencjalny beneficjent wiodący/beneficjent nie będzie kwalifikowalny. Completeness and correctness of the submitted documents are checked. It is carried out in accordance with the evaluation criteria . If some of the criteria described in this Manual are not fulfilled, the applicant will be asked to submit clarifications and/or supplement missing annexes to its Application Form. Please make sure that the Application Form include all the necessary information and annexes. If the submitted documents are not complete or the provided information and documents are not clear or annexes are missing, the JTS will ask the applicant to provide clarifications and/or supplement missing annexes within the deadline set by the JTS but not later than within 14 calendar days since the request was sent via . The project application will be rejected: in case the applicant fails to submit the clarification or supplement missing annexes or the submitted clarification or supplemented annexes are not adequate, if any potential lead beneficiary/beneficiary proves to be ineligible. Therefore, please make sure that all beneficiaries in the project, including the lead beneficiary are eligible and that your Application Form is clear correct and complete. 9

10 Ewaluacja oraz procedury wyboru (3)Ocena jakościowa Ocena jest prowadzona w oparciu o kryteria ewaluacji. Następujące aspekty zostaną poddane ocenie: Kryteria oceny strategicznej. Kontekst projektu (związek z tematem oraz strategia) Charakter współpracy oraz efekt transgraniczny Wkład projektu w spodziewane rezultaty i produkty Znaczenie partnerstwa Operational assessment criteria Zarządzanie Komunikacja Plan pracy Budżet Trwałość The Quality assessment is carried out in accordance with the evaluation criteria set out in the evaluation grid. Following aspects of the project will be assessed: Strategic assessment criteria 1. Project’s context (relevance and strategy) How well is a need for the project justified? 2. Cooperation character and cross-border impact What added value does the cooperation bring on both sides of the border? 3. Project’s contribution to the Programme’s expected results and outputs To what extent will the project contribute to the achievement of Programme’s objectives? 4. Partnership relevance To what extent is the partnership composition relevant for the proposed project? Operational assessment criteria 1. Management To what extent are management structures and procedures in line with the project size, duration and needs? 2. Communication To what extent are communication activities appropriate and forceful to reach the relevant target groups and stakeholders? 3. Work plan To what extent is the work plan realistic, consistent and coherent? 4. Budget To what extent does the project budget demonstrate value for money? To what extent is the budget coherent and proportionate? 5. Durability 10

11 Decyzja o przyznaniu dofinansowania oraz podpisanie umowy o dofinansowanieWybór aplikacji projektowych z najwyższą punktacją w ramach dostępnej alokacji dla każdego CT Projekt może zostać zatwierdzony pod warunkami, które muszą być spełnione w określonym czasie przed podpisaniem umowy. Umowa o dofinansowanie musi zostać podpisana nie później niż 6 miesięcy od decyzji przyznającej dofinansowanie lub daty podpisania Porozumienia Finansowego, w zależności od tego co nastąpi później. A ranking list of projects reflecting the scores given by the internal and external assessors and with the division on Thematic objectives is to be annexed to the Report on the Evaluation of the Application Form. Projects selected for financing are those that following the Quality assessment received the highest number of scores and are covered by the budget foreseen for each Thematic Objective within this Call. Following the JMC decision on the grant award, the JTS shall inform in writing all lead beneficiaries whether their applications were selected for financing. If the decision is negative, the reasons for it shall be provided in the letter. The JMC may approve the projects with conditions. If the conditions are not fulfilled by the lead beneficiary in the given timeframe before signing the grant contract with the MA, the project shall not be supported under the Programme. The JMC may also establish a reserve list of projects, ranked by the scoring. If the lead beneficiary awarded a grant does not decide to follow the conditions set of the JMC or decides not to implement its project, the support may be selected to a reserve project from the same Thematic Objective and priority, starting from the project ranked on the first place. Lead beneficiaries believing that they have been harmed by an error or irregularity during the assessment or in case the lead beneficiary does not agree with the final decision of the JMC is entitled to file a complaint. 11

12 Płatności Opcja 1 Opcja 2 ZALICZKA max. 35% KOLEJNA ZALICZKA max. 50%PŁATNOŚĆ KOŃCOWA 15% max. 85% wartości dofinansowania w formie zaliczki Opcja 1 Opcja 2 PŁATNOŚĆ KOŃCOWA 100% dofinansowania REFUNDACJA po zakończeniu realizacji projektu The projects selected for financing will have to choose one of the following options of receiving funds from the MA: Option 1 Pre-financing representing maximum 35% of the grant foreseen for the implementation of the project will be paid by the MA within 30 days as from the date of receipt by the MA of signed contract accompanied by: request for payment conforming to the model which will be provided on the Programme website. Interim payment representing maximum 50% of the grant foreseen for the implementation of the project will be paid by the MA within 60 days as from the date of receipt by the MA of: request for payment conforming to the model which will be provided on the Programme website; project progress report (narrative and financial parts); expenditure verification certificates of all project beneficiaries. Final balance payment representing at least 15% of the grant as a final balance will be paid by the MA within 60 days as from the date of receipt by the MA of: project final report (narrative and financial parts) submitted to the MA not later than 3 months after the implementation period as defined in the grant contract; expenditure verification certificates of all project beneficiaries.PREFINANCING max. 35%INTERIM PAYMENT max. 50%FINAL BALANCE PAYMENT 15%max. 85%* IN ADVANCE PAYMENTS *of the grant Option 2 In case of all activities the project will be pre-financed by the lead beneficiary/beneficiaries and the expenditures incurred will be reimbursed (applicable only at the request of the lead beneficiary). Final balance (one-off) payment representing 100% of the grant foreseen for the implementation of the project will be paid by the MA within 60 days as from the date of receipt by the MA of : project final report (narrative and financial parts) submitted to the MA not later than 3 months after the implementation period as defined in the grant contract; 12

13 Kwalifikowalność kosztów – zasady ogólne (1)Kryteria kwalifikowalności kosztów: są ponoszone w trakcie realizacji projektu (...); są przewidziane w budżecie projektu; są niezbędne do realizacji projektu; możliwa jest ich identyfikacja i weryfikacja, w szczególności są one ujmowane w zapisach księgowych beneficjenta i ustalane zgodnie ze zwyczajową praktyką księgowania kosztów oraz zgodnie ze standardami rachunkowości mającymi zastosowanie do beneficjenta; są zgodne z wymogami mających zastosowanie przepisów podatkowych i socjalnych; są racjonalne, uzasadnione i zgodne z zasadą należytego zarządzania finansami, w szczególności pod względem oszczędności i wydajności; są udokumentowane fakturami lub dokumentami o równoważnej wartości dowodowej; nie zostały opłacone z innych źródeł (zasada braku podwójnego finansowania). Eligible costs are costs actually incurred by the lead beneficiary/beneficiary which meet all of the following criteria: they are incurred during the implementation period of the project. In particular: costs relating to services and works shall relate to activities performed during the implementation period. Costs relating to supplies shall relate to delivery and installation of items during the implementation period. Signature of a contract, placing of an order, or entering into any commitment for expenditure within the implementation period for future delivery of services, works or supplies after expiry of the implementation period do not meet this requirement; cash transfers between the lead beneficiary and the other beneficiaries may not be considered as costs incurred; costs incurred should be paid before the submission of the final reports. They may be paid afterwards, provided they are listed in the final report together with the estimated date of payment; an exception is made for costs relating to final reports, including expenditure verification, audit and final evaluation of the project, which may be incurred after the implementation period of the project; procedures to award contracts and following, may have been initiated and contracts may be concluded by the beneficiary(ies) before the start of the implementation period of the project, provided the provisions of Art. 52 of the IR and following have been respected; they are indicated in the project’s estimated overall budget; they are necessary for the project implementation; they are identifiable and verifiable, in particular being recorded in the accounting records of the beneficiary (separate accounts shall be created for the project purpose) and determined according to the accounting standards and the usual cost accounting practices applicable to the beneficiary; they comply with the requirements of applicable tax and social legislation; they are reasonable, justified, and comply with the requirements of sound financial management, in particular regarding economy and efficiency; they are supported by invoices or documents of equivalent probative value; they have not already been covered from different co-financing sources (no double-financing rule). Commission Implementing Regulation (EU) No 897/2014 of 18 August 2014 laying down specific provisions for the implementation of cross-border cooperation programmes financed under Regulation (EU) No232/2014 of the European Parliament and the Council establishing a European Neighbourhood Instrument. In case of expenditure covered by flat-rates or lump sums supporting documents will not be required for project reporting purposes. Expenditures related to lump sums should be documented by project results, for example, documents proving that the activities envisaged in the project have been accomplished. These do not have to be financial documents but rather proves of non-financial nature such as photographs, samples of project results, such as publications and other materials. 13

14 Koszty niekwalifikowalne (1)Następujące koszty będą traktowane za niekwalifikowalne: zadłużenie i opłaty związane z obsługą zadłużenia (odsetki); rezerwy na straty lub zobowiązania; koszty zadeklarowane przez beneficjenta i już sfinansowane z budżetu Unii, lub budżetu federalnego/regionalnego/lokalnego Federacji Rosyjskiej; zakup gruntów lub budynków na kwotę przekraczającą 10 % wydatków kwalifikowalnych danego projektu; straty z tytułu różnic kursowych; The following costs relating to the implementation of the project shall not be considered eligible: debts and debt service charges (interest); provisions for losses or liabilities; costs declared by the beneficiary and already financed by the Union budget or federal / regional / local budget of the Russian Federation. purchases of land or buildings for an amount exceeding 10% of the eligible expenditure of the project concerned; exchange-rate losses; duties, taxes and charges, including VAT, except where non-recoverable under the relevant national tax legislation, unless otherwise provided in appropriate provisions negotiated with CBC partner countries; loans to third parties; fines, financial penalties and expenses of litigation; contributions in kind; other costs specified as ineligible in the budget heading description. 14

15 Koszty niekwalifikowalne (2)cła, podatki i opłaty, w tym VAT, z wyjątkiem przypadków gdy nie ma możliwości ich odzyskania na podstawie obowiązujących krajowych przepisów podatkowych, chyba że określone zostanie inaczej w odpowiednich postanowieniach uzgodnionych z krajami partnerskimi uczestniczącymi we współpracy transgranicznej; pożyczki na rzecz osób trzecich; grzywny, kary finansowe i wydatki związane ze sporami sądowymi; wkłady rzeczowe zgodnie; other costs specified as ineligible in the budget heading description. Any provision of non-financial resources free of charge by a third party shall be considered as contributions in kind at project level. Contributions in kind are not eligible costs and may not be considered as a part of the minimum 10 % co-financing by the lead beneficiary/beneficiary. The cost of staff assigned to a project shall not be considered a contribution in kind and may be considered as a part of the minimum 10% co-financing presented in the budget when paid by the lead beneficiary/ beneficiaries. Notwithstanding the above, if the description of the action as proposed by the lead beneficiary foresees the contributions in kind, such contributions have to be clearly presented in the application form but must not be presented in the project budget. Koszty związane z personelem przydzielonym do projektu lub programu nie mogą zostać uznane za wkład rzeczowy, ale mogą zostać uznane za współfinansowanie z tytułu minimalnej proporcji 10 % 15

16 Budżet projektu (1) 1. Koszty osobowe2. Podróże oraz koszty utrzymania 3. Wyposażenie oraz dostawy Koszty związane z zarządzaniem projektem 1.1 Wynagrodzenia pracowników projektu Koszty podróży oraz noclegów pracowników zarządzających projektem związanych z realizacją projektu 2.1 Podróże i noclegi 2.2 Przygotowanie silnego partnerstwa Wydatki na finansowanie sprzętu kupionego lub wynajętego przez projekt 3.1 Zakup lub wynajem pojazdów 3.2 Meble 3.3 Sprzęt komputerowy 3.4 Inne(proszę podać) During the preparation of the Application Form, the project budget (i.e. sheets 1.1 Budget and 1.2 Budget Justification), enclosed as Annex 2 to the Programme Manual Part I – Applicant should be filled-in. Please be thorough when preparing the budget and make sure that all expenditure is eligible, clearly described and justified and put into the right budget heading. Budget Heading “Staff costs” shall include costs related to the project management (e.g. costs of project coordinator, project manager, financial manager, project manager assistant etc). Staff costs can be settled by the programme either on the basis of: Lump sum (staff costs of EUR of eligible costs per project), or Real costs Every beneficiary must decide on the reimbursement option and indicate the choice in the project budget. The same reimbursement option will apply to all project management staff members employed by all beneficiaries. It will be set for the entire project duration. The level of staff costs assigned to the every beneficiary participating in the project (including the lump sum share) should be stipulated in the Partnership Agreement. Travel costs Expenditure on travel and accommodation costs of the management staff of the lead beneficiary/beneficiary organisation related to the project implementation. 2.1Travel and accommodation 2.2Preparation of strong partnership (LUMP SUM) 16

17 Budżet projektu (2) 4. Usługi 5. Komponent infrastrukturalny6. Koszty administracyjne Koszty ekspertyz oraz usług związanych z wdrażaniem projektu 4.1 Wynagrodzenia personelu technicznego (brutto) 4.2 Publikacje 4.3 Studia, badania 4.4 Koszty audytu zewnętrznego .... Wydatki na finansowanie infrastruktury i robót budowlanych (roboty, usługi, inne działania związane z planowanymi pracami) Wydatki na biuro i koszty administracyjne. Do 7% bezpośrednich kosztów kwalifikowalnych, z wyłączeniem kosztów poniesionych w związku z zapewnieniem infrastruktury Cost of expertise and services related to the project implementation, with an exception of project management costs, provided by a public or private law body or a natural person other than the beneficiary. Expenditures for financing of infrastructure and construction works. “Infrastructure and construction works” also covers costs related to creation of infrastructure that do not fall into the scope of other budget lines. This includes costs for site preparation, delivery, handling, installation, renovation, and purchase of land or building, other costs related to planned works, e.g.: costs of supplies including purchase of fixed assets, costs of technical documentation if they were incurred before implementation of the project under the grant awarded retroactively, etc., when applicable. Two stage projects (covering preparation of technical documentation and implementation of investment) will not be supported. Expenditure on office and administration costs. They cover operating and administrative expenses of the lead beneficiary/beneficiary organisation that support delivery of project activities. Examples of eligible administrative costs: office rent, utilities (e.g. electricity, heating water), office supplies (e.g. pens, paper-clips, binders, paper, photocopy toner coffee/biscuits for small project meetings), archiving of documents, data archiving and storage, maintenance and cleaning of office premises, security, license fee for the use of software (e.g. accounting system), communication costs (e.g. telephone, mobile phone subscription, fax, Internet, postal services, charges to use Skype or other online applications for communication) etc. 17

18 Informacja i promocja działań projektuNależy opracować krótki plan informacji i komunikacji projektu. Działania promocyjne mają na celu potwierdzenie wsparcia udzielonego projektowi przez UE. Na terytorium Federacji Rosyjskiej należy zapewnić odpowiednie działania promocyjne informujące o wsparciu projektu przez środki Rosyjskie. Działania komunikacyjne muszą stanowić integralną część projektu i nie są postrzegane jako odrębne dodatkowe czynności. 18

19 Odniesienia do innych dokumentówProgram Operacyjny; Porozumienie dotyczące finansowania i realizacji Programu Współpracy Transgranicznej Polska-Rosja (Porozumienie Finansowe); Podręcznik Programu Część I – Wnioskodawca; Podręcznik komunikacji i promocji dla działań zewnętrznych UE. 19

20 DZIĘKUJĘ!