Call for proposals GR/001/17
Support for awareness raising activities about the value of Intellectual Property and the damages of counterfeiting and piracy
Beneficiaries taking part in a funded action will find below the annexes V, VI & VII of the Grant Agreement and information relating to the publicity obligation of a project, such as guidelines, logos and templates.
Annex VII of the Grant Agreement
This document contains practical guidelines on:
- How to manage your project
- Performance Monitoring System: KPI form (for information purpose)
- Changes in the course of the project
- Contacting the Office
- Financial rules
- Subsistence rates
- Guidance on models of Timesheets: Daily Based Timesheet, Hourly based Timesheet
Annexes V & VI of the Grant Agreement
The Final Reporting templates are:
Publicity and use of the relevant logo (article I.11 of the Grant Agreement)
This document contains instructions related to the obligation to display a logo and to acknowledge the support received under the relevant grant agreement in all communication and promotional materials.
Logo to use:
Note on graphical file formats:
- EPS: recommended for professional use and vector programmes
- PNG: standard image format transparent for general use
As the call for proposals has now closed, all the documents below are made available for information purposes only.
Only applications corresponding to at least one of three lots below will be considered.
- Lot 1: Reaching children through educational activities for schools
- Lot 2: Reaching to younger generation and citizen
- Lot 3: Reaching policy makers and opinion leaders through conferences and fora
The Call for proposals includes three different pack of documents
- The Call notice (short version of the call for proposals) published in the Official Journal in all EU official languages
- The Call for proposals – Guidelines for applicants containing the Priorities, Administrative and Financial information (published only in English)
- Annexes of the Guidelines for applicants including the application package (published only in English)
1. Call notice
Call notice GR/001/17 as published in the Official Journal of the European Union on 28/07/2017:
This call has been published in the Official Journal with the wrong title heading (see below corrigendum). The title heading should read:
EUROPEAN UNION INTELLECTUAL PROPERTY OFFICE’
Corrigendum to the call notice GR/001/17 as published in the Official Journal of the European Union on 03/08/2017:
2. Call for proposals
Below you will find the full text of the call for proposals with instructions on how to submit a proposal.
- Call for proposals GR-001-17 - Guidelines for applicants
- Annex 1 - Narratives (covering key IP challenges raised by EU young citizens following the latest studies published by the Observatory)
- Annex 2 - Application package (templates listed below)
- Annex 3 - Model of grant agreements (for information for the applicants)
3. Application package:
Below you will find all the templates you need to submit a call for proposals
- Annex A: Description of the project form
- Annex B: Budget Form
- Annex C: Declaration on honour
- Annex D:Third Party File
- Annex E: Letter of intent
Annexes A to D are compulsory to be attached to the e-Form.
If partners declared Annex E is also compulsory to be attached to the e-Form.
4. Electronic Application Forms – e-Forms:
|Call reference||Electronic application||Version||Released on|
The e-Form is available only in English. The applicant can start the process of creation of the e-Form using the following document: e-Form User Guide
We strongly advise applicants not to wait until the last moment for submitting their on-line application.
After the deadline for submission of applications ends, the online application system will be closed.
As an Applicant, please:
- read the call for proposals carefully before to start completing your application
- complete the relevant templates of the application package
- use the official e-Form. Please fill in the e-Form by referring to the User Guide and don’t forget to also upload the compulsory annexes.
- submit your application online before the specified deadline. You should receive a confirmation email.
- save and view your application to which you have applied on your local computer
If, after referring to the e-Form User Guide you still have a question and/or if you experience a technical problem when submitting your application, please contact directly the mailbox: email@example.com
5. Questions & answers
Replies to your questions will be published in this section. Therefore, we recommend you to check frequently whether any new information/document is posted.
As indicated in the call,
- the last date for requesting clarifications from the Office is 15/09/2017.
- the last date on which clarifications are issued by the Office is 19/09/2017.
A new version of the budget form is available due to some errors in the formulas involving currencies other than EURO
|Questions & answers (click on the question to expand the answer underneath)||Date|
I am looking into the call, "Support for awareness raising activities about the value of Intellectual Property and the damages of counterfeiting and piracy", and i was wondering whether the grants for the different lots will be given to just one candidate with the best project or if more than one project will be funded?
According to the budget plan of the call, it is estimated that the Office will co-finance at least 6 projects under lots 1 & 2 each and 5 projects under lot 3. However, the Office reserves the right not to distribute all the funds available.
I cannot locate the Annexes referred to in the model grant agreement for this call. Please assist me as I need to see in particular Annex V, model financial statement, before deciding on applying.
The annexes referred to in the model of grant agreement will be available after signature of the grant agreements with the selected applicants. Nevertheless the model of budget form (available in the application package) to be submitted at the application stage is very similar to the final report. As example, you may consult the final report templates of the call for proposals 2015 as information only because the contractual documents may vary from a call to another one.
Come da oggetto (“Delucidazioni circa Inviti a presentare proposte "Sostegno ad attività di sensibilizzazione sul valore della proprietà intellettuale e sui danni causati dalla contraffazione e dalla pirateria") vorremmo sapere se una ditta individuale è considerata un candidato ammissibile alla partecipazione
Le persone fisiche non possono presentare domanda di partecipazione. Per essere considerati ammissibili al presente invito i candidati devono: essere persone giuridiche, pubbliche o private registrati in uno dei ventotto Stati membri dell’UE e fornire prove di registrazione rilasciate dal loro paese atte a certificare che il candidato in questione è regolarmente stabilito e registrato da oltre due anni. Quindi, se la vostra ditta individuale è considerata come una società privata come persone giuridiche, questa può presentare domanda di partecipazione alla gara d’appalto.
Escribo en relación a la convocatoria GR/001/17 relativa al ‘Apoyo las actividades de sensibilización respecto al valor de la propiedad intelectual y los perjuicios de la falsificación y la piratería’. En concreto, me gustaría saber si, al igual que se lanzó ya en 2015, se tiene prevista una convocatoria similar en 2019? Por otro lado, me gustaría, de ser posible, conocer un poco más acerca de cuáles fueron las respuestas/la actitud general por parte de los jóvenes tras la puesta en marcha de los proyectos que constan en el Compedium 2005.
En este momento, lamentablemente no sabemos aún si existirá una convocatoria similar en 2019, por lo que no podemos ofrecerle esta información. En cuanto a la respuesta por parte de los jóvenes, solo podemos remitirle al Compendium público en el que encontrará información sobre las iniciativas. Le invitamos también a que lea los resultados del último estudio recientemente publicado IP Perception Study en el que justamente aparecen diferentes aspectos de la respuesta de los jóvenes Europeos en relación a la propiedad intelectual. También le puede resultar interesante la lectura del estudio Youth Scoreboard publicado en 2016 que se centra exclusivamente en el comportamiento de la juventud Europea relativo a diferentes aspectos de la propiedad intelectual.
1) what is the maximum number of proposals one applicant can submit?
2) our organisation was established two years ago, the date of the foundation act and signing the statute was 2015-06-09 and the date of registry entry to National Court Register was 2015-10-22. Which date should we take into account to check our eligibility for a grant? Should we fullfill those eligibility criteria at the moment of deadline for submitting the applications, the moment of signing the grant agreement, or in another way?
1) An applicant may submit more than one proposal, but is not entitled to receive more than one grant by lot under this Call. The applicant may take part in other projects as partner. A project is to be submitted only once and will be rejected if submitted also by another associated partner.
2) The applicant has to fulfil eligibility criteria, in this case the entity applying has to be correctly established and registered for more than 2 years in one of the 28 EU Member States on the date of the deadline for submission. When submitting the application, the applicant must provide evidence from their country of registration demonstrating their existence as a legal entity for more than 2 years.
We're planning to participate and develop a project for two lots:
Lot 2: Reaching to the younger generation and citizen
Lot 3: Reaching policymakers and opinion leaders through conferences and fora:
We would like to ask you more clarifications about the meaning of 'international conferences in the EU context'.
- Do these conferences need to be organised in partnership or in the premises of EU Institutions?
- Do these conferences need to involve EU officials and/or policy makers?
- What do you mean "fora"? Could we consider it as a structured public open debate at the University or European Public Space?
- Is it required that the consortium would include partners from more then EU Member States?
- Can we participate if we are only Italian partners?
- Could you clarify/suggest what are the KPIs to follow or we can set by our own?
As stated in point 8.2.3 of the Guideline for applicants, the type of eligible activities which may be financed under the call for the different lots is non-exhaustive and therefore opened to other suggestions. However, when referring to international conferences in the EU context, this refers to international conferences taking place in the EU space.
As stated in point 4 of the Guideline for applicants, the event(s) should include the participation of private and public sector and/or civil society and should be complementary to Observatory activities, not intending to overlap Observatory existing or planned events as mentioned in the Observatory work programmes. The substance and content of the event(s) should be aligned with the objectives of the Observatory and with the European Commission’s general objective on IP protection and enforcement.
Participants should not be exclusively from the Member State where the action is taking place. At least one third of participants and speakers should be from a different Member State where the action is taking place. This means that if the event takes place in Italy, at least one third of participants and speakers should be from a different MS than Italy.
EUIPO/Observatory should have a prominent slot or presence in the agenda to present/discuss its research, data and activities, integrating IP and IP infringement topics and attracting significant media exposure.
There is no limitation in the number of associated partners or geographic limits that an applicant can be associated with.
In regards to KPIs, the results of the project under this lot should be measured by:
o The number of people directly (in the event) and indirectly reached (media, social media, other dissemination tools);
o Number of policy makers and opinion leaders engaged;
o Level of engagement of the policy makers, opinion leaders, politicians measured by intention for action, initiatives, announcement and follow-up IP related steps and actions to be taken. The list of participants should be shared with the Office before the event.
Interviews with key policy makers, opinion leaders and politicians may be requested before, during and after the event for EUIPO use. The beneficiary will need to include a quantitative and qualitative estimation of the
I'm supporting some consumer associations to evaluate the opportunity to submit a proposal.
They need to better understand the following issues:
- beneficiary and associate partners can co-financing through real staff costs claimed?
- the minimum and maximum amount concern the only rate of 80% of eligible costs? For instance: the maximum grant amount requested for the lot 2 is it € 75.000? "
1) The co-financing contribution of at least 20% must come from other funding sources other than the Office grant. This contribution can be provided by the applicant/beneficiary in whole or may come from associated partners (if applicable) or from public or private sources. It will be evaluated against the total expenditures of the budget, regardless of the nature and amount of items included (not limited to staff costs).
2) As indicated in the call under section 10.2.a, the grant for lot 2 is limited to a maximum co-financing rate of 80% of eligible costs and to the maximum grant amount of 60.000 EUR.
Please find below concrete examples:
- In the case that you present a budget for your project of 75.000 € the maximum grant amount representing 80% is of 60.000 EUR which is the maximum amount than can be awarded for such lot.
- In the case that you present a budget for your project of 90.000 € the maximum grant amount representing 80% is of 72.000 EUR. However, as the maximum amount that can be awarded for such lot is limited to 60.000 EUR, the grant amount will be of 60.000 EUR.
- In the case that you present a budget for your project of 50.000 € the maximum grant amount representing 80% is of 40.000 EUR which is the maximum amount than can be awarded for this lot being below the limit of 60.000 EUR.
As regards the Lot 3: “Reaching policy makers and opinion leaders through conferences and for a”, we would like to receive a clarification about:
-What is the minimum and maximum length of the event, eg. a conference?
-“Events including implementation in more than 1 MS will be privileged”: Would it be then possible to organize for example a 2-day debate in Italy in January 2018 and a final conference in Poland in April 2018? Or only one-single event will be considered?
There is no specific indication in the call in regards to the duration of the events. Therefore, applicants are invited to make their own suggestions. In regards to the second question, as stated in the Guideline for Applicants (point 4), the implementation of event or events in different MS will be privileged and therefore is indeed possible.
Could you maybe indicate, how detailed the proposals called for should be, more or less?
A secondary school teacher I know and I were thinking about submitting a proposal which would involve us, i.e. a teacher-judge-combination, going into secondary schools in our region (i.e. city and the metropolitan area) and talking to the kids and young adults (aged between 10 and 18) about IP, thereby highlighting its value, societal and economic problems of counterfeiting and purchasing counterfeits as well as of illegal file sharing and the legal (civil and penal) consequences of such illegal activity for themselves.
As stated in point 8.2.3 of the Guideline for Applicants, all projects must be elaborated in line with the narratives (Annex 1) to the call. Eligible activities must be linked to awareness raising activities, should contain 3 pre-defined mandatory key performance indicators (KPI), that need to be clearly mentioned and established from the planning stage of the project.
As stated in point 4 of the Guideline for Applicants, Applicants are required to explain precisely how they intend to measure the results of their action.
For lot 1 (Reaching children through educational activities for schools), the beneficiary will need to include a quantitative and qualitative estimation of the results’ expectations. The application will need to ensure the effectiveness of the planned objectives. The real figure will be provided at the end. The results of the project under this lot should be measured by:
-The number of students directly and indirectly reached
-Number of teachers
-Number of schools
-Qualitative assessment on the level of engagement of the students (the beneficiary will need to provide at the end of the action a concrete percentage on the evolution linked to the change of perception and improved understanding of IP of the target audience - measurement therefore should be done at the start and end of the action with questionaries or other effective ways which have to be suggested by the applicant
As regards the Lot 3: “Reaching policy makers and opinion leaders through conferences and fora”. Page 7 says: “Targeting (…) opinion leaders”.
Could you please provide a short definition of ‘opinion leader’? This seems a very broad concept which can include a big group of ‘leaders’ with some sort of influence, for example, journalists, trade unions, businesses and even popular artists.
Opinion leaders are well-known individuals having the ability to influence public opinion on the subject matter for which the opinion leader is known. This is indeed can be applied to several fields as the ones mentioned. As stated in page 7 (point 4), the third lot is reserved for events targeting opinion leaders, but also decision makers and politicians in the EU.
Regarding the Call for Proposals GR/001/17, there appears to be a calculation error in the Budget Form/Consolidated Budget sheet.
The sum of TOTAL EXPENDITURES adds the individual line items for costs to the subtotal DIRECT COSTS, thereby doubling the total amount. As this cell is locked and the formula cannot be changed manually, we kindly request a corrected Budget Form.
The Budget form available on the webpage has been duly corrected.
As regards the Lot 3: “Reaching policy makers and opinion leaders through conferences and fora”. Page 7 says: “EUIPO Observatory should have a prominent slot or presence in the agenda”. Could you please clarify if costs associated to travelling and accommodation for EUIPO representatives, and also for other possible EU institutions (EC or EP) must be covered by this grant? Or if they would use their own financial means to travel and attend the event?
Travel and accommodation costs associated to the participation of EU representatives, including EUIPO staff, to the project are not covered by the grant.
Regarding Annex D – „Third Parties File Form“: Please specify whether it is necessary to attach a power of attorney of an authorized representative if this individual is named in the official document showing the name of the legal entity, the address of the head office and the registration number given to it by the national authorities. If so, please provide a sample text for the power of attorney.
Please note that the Power of Attorney will be mandatory at the time of the awarding of the grant agreement. So if it was missing at the submission stage, it will then be requested for the projects selected. There is no standard template as the contents depend on the country of establishment.
A local authority intends, together with an associated partner, to submit a project within the aforementioned Call for Proposals. The project we intend to submit will aim at informing about intellectual property in order to raise awareness of its value and benefits, which will ultimately lead to increased respect for intellectual property and changes in user behaviour.
The project's activities will consist in analyzing the current degree of information on intellectual property (1), producing and disseminating information materials (2), and analyzing the impact of the information and dissemination measures carried out within the project (3).
Target groups - Lot 1: Reaching children through educational activities for schools Taking into consideration that the applicant does not have the necessary specialized expertise in order to prepare the information on intellectual property to be communicated to the target groups, it is necessary to subcontract a specialized company, which activates in this field and can provide the necessary expertise. From perspective of Article II. 11 "Subcontracting of tasks forming part of the action", p. 11.1 a) from the Model of Grant Agreement - Annex II General conditions, the activities performed in order to prepare the information to be communicated to the target groups (which need to be outsourced), can be considered as core tasks of the action?
The applicant organisation may need the externalisation of specific tasks or activities which form part of the project which cannot be performed by them. It may only cover the implementation of a limited part of the action. However, we remind that the Beneficiary remains responsible for the management of the project: the conception and the development of the project, the attainments of its objectives, the implementation of the work programme and the use of appropriate tools which are considered as core tasks. Applicants wishing to submit a proposal including subcontracted activities must ensure that they are clearly stated and justified to be necessary for the implementation of the project.
As regards the Lot 3: “Reaching policy makers and opinion leaders through conferences and fora”. Page 11 says: “Eligible applicants: (…) be registered in one of the 28 Member States”.
Of course, the applicant must be registered in an EU country. But, would it be possible that the grant covers the travelling and accommodation costs for participants/speakers coming from non-EU countries such as Russia, Turkey or Uzbekistan?
Any expenditure related to the participation of the persons from non-EU countries are not considered eligible. However, these persons may participate to the project at their own costs or through other support schemes than the grant.
I'm writing to ask some information about Call for proposal GR/001/17 "Support for awareness raising activities about the value of Intellectual Property and the damages caused by counterfeiting and piracy". The subject I represent never performed any activity in the same field in the last 5 years, so I would like to know from you if it can participate to this call or if it is forbidden.
Applications must fully comply with the eligibility, exclusion and selection criteria common to all lots. Only applications complying with these criteria will be the subject of an in-depth evaluation. So, the selection criterion related “to demonstrate their operational capacity with a list of previous relevant activities performed by the applicant organisation in the last 5 years in the same field” must be respected.
We are planning to develop a project and apply for all 3 lots of Call GR/001/17 (as part of a comprehensive national awareness campaign with various associated partners) and would like to know the following:
- Can all 3 lots can be assessed within one application (and common project) - or 3 separate applications are required?
- Is the maximum grant amount 60.000€ (40.000€) meant per application or per individual lot?
- Are Professional Associations within Chambers of Commerce and/or Colective Rights Management Organizations eligible partners?
- 3 separate applications are required.
- The maximum grant amount is per application.
- Associated partner must comply with eligibility, selection and non-exclusion criteria as set for the applicant notably elements identified under point 8.2.1. (to be established and registered for more than 2 years in one of the 28 EU Member States).
After reading the guideline for applicants regarding the above call for proposals, I remain with the following doubt: Can a DNGO (Development Non-Governmental Organization) with public utility be an Associated Partner (as it "contributes to the designing and implementation of the project") and simultaneously a service provider of the project?
An organisation may not be simultaneously a service provider (subcontractors) and an associated partner in a project.
Applicants may set partnerships with partner organisations, the so-called ‘associated partners’ Associated partners contribute to the designing and implementation of the project(s), and the costs they incur are eligible in the same way as those incurred by the applicant.
Sub-contracting is considered to be specific tasks or activities which form part of the project and which cannot be performed by the partnership (applicant itself and associated partners). Subcontractors are not partners and are subject to procurement rules set out in section 11 of the guidelines for applicant.
We are considering a project that would involve all levels of education (from primary to higher education). This means that our proposal would refer to both Lot 1 (ages between 5 and 18 years old – primary and secondary education) and Lot 2 (ages between 15 and 30 years old – higher education), as these have been defined in the Call for Proposals Documentation.
In this case, could we submit a single proposal that would refer to both Lots? Would such a proposal be treated as one, or would it be possible that only the part that refers to one Lot would be granted while the part that refers to the other Lot would be rejected? If we submit a single proposal that would refer to both Lots, the limit for its budget would be 60.000 € or 120.000 €?
As stated in point 4 (Targeted projects by lot), an entity may apply in the different lots and consequently by default be awarded a grant in the different lots. Therefore, in the case you want to apply, a separate application is required by lot adapting your application to the defined lots.
As stated in point 10.2.a, the maximum grant amount is per application for each lot.
After reading the "e-Form User Guide", it's unclear to me if is it possible (or not) to gradually fill, change and save the electronic form (in several steps) or if it's a single-step-process for submitting the application.
The e-Form may be used in several steps. As indicated in the guide under section C, you may save your e-Form using the button “Resume later” in order to continue to fill in later.
Al acceder a la información por la web está en inglés y no nos da la opción de trasladarla español. Necesitamos la información, la documentación a rellenar y que el proceso que tengamos que hacer este en español. Es esto posible?
La convocatoria de propuestas que se ha publicado en el Diario Oficial de la UE, que es una versión reducida, está disponible en todos los idiomas oficiales de la UE. El texto íntegro de la convocatoria de propuestas, denominado «Directrices para los solicitantes», y los anexos (incluido la documentación para las solicitudes), que deben tenerse en cuenta, sólo está disponible en inglés. Sin embargo, las solicitudes pueden redactarse en cualquiera de las lenguas oficiales de la UE, incluso si se propone que los solicitantes presenten sus candidaturas en inglés para facilitar su evaluación.
While filling the "Declaration on honour", I realized that the last item ("9 - acknowledges that the applicant[s] may be subject to rejection from this procedure and to administrative sanctions (exclusion or financial penalty) if any of the declarations or information provided as a condition for participating in this procedure prove to be false") seems to miss a yes/no check-box to tick. Is it so or is it just a statement of tacit acceptance?
Checkboxes are not missing at this level (item 9) as this acknowledgement is simply confirmed when the applicant signs the declaration on honour.
"La convocatoria de propuestas que se ha publicado en el Diario Oficial de la UE, que es una versión reducida, está disponible en todos los idiomas oficiales de la UE. El texto íntegro de la convocatoria de propuestas, denominado «Directrices para los solicitantes», y los anexos (incluido la documentación para las solicitudes), que deben tenerse en cuenta, sólo está disponible en inglés.
Podemos nosotros pedir tener acceso a esa información en español ?
Quien seria el contacto para estas cuestiones en España ?"
"Tal y como informado en nuestro respuesta de ayer, la documentación solicitada únicamente está disponible en inglés.
En cuanto al punto de contacto, puede ud. dirigirse a la dirección de correo electrónico a la que nos ha dirigido sus preguntas."
We are working on the submission of a project proposal under LOT 3. We have a question about the target. In the Guidelines it is stated that the Office targets three audiences. For LOT 3 the targets are policy/decision makers and opinion leaders: do you mean that they should be the audience (participants) or the speakers of events?
Targets of lot 3 cover both participants and speakers. Any entity interested to submit a proposal for lot 3 is also encouraged to consider the general media and public outreach of the event they are envisaging as well as promotion and dissemination.
Who shall fill in the form “Third parties’ file form” (Annex D)? Is it only a mandatory obligation for the applicant or both associated partners and applicant?
Only the Applicant has to sign and stamp the 3rd party file, as indicated in 8.2.1 of the Guidelines. Associated partners have to sign a letter of intent (see 8.2.2).
Do all the Annex have to be signed by digitally or is it possible to upload pdf file of signed documents?
Uploading signed PDF is sufficient.
Regarding the Staff Costs of the Annex B (Budget Form):
• Column "(a) Quantities" refers to the NUMBER of people per category of staff that have the same purpose?
• Column "(b) Duration (day or month)" refers to the SUM of days or months dedicated to the project by the above mentioned people?
• Column "(c) Unit Cost" refers to day or month, accordingly to the unit that has been chosen in (b), right?
Yes, under the tab "staff costs" of the Budget Form, "quantities" refers to the number of persons, "duration" is for the total number of days or months and "unit cost" concerns the daily or montly fee applicable.
Our organizations aims to present 2 applications to 2 different lots. We have to submit the 2 applications simultaneously (that is, the documentation for both applications must be sent at the same time), right? Regarding the documentation, we only have to present 1 Declaration on Honour and 1 Third Parties' file form for both projects?
The e-Form, including all documentation related for the participation in any of the lots, must be submitted only once. Indeed, one declaration on Honour and one Third Party file form related to the applicant organisation must be presented.
We are a private company specialized in education and we would like to apply. Our partner is a law firm composed of a group of professionals, even though they are not registered as a professional association under Italian law (each professional has its own VAT number). Are they eligible? In case they are not, could we appoint them as subcontractors? Wouldn't that be a disadvantage in the evaluation?
As indicated in the guidelines, natural persons may not apply for a grant, either as applicant or associated partners. These persons could be considered subcontractors and therefore are subject to procurement rules set out in section 11 of these guidelines. Sub-contracting is considered to be specific tasks or activities which form part of the project and which cannot be performed by the partnership (applicant itself and associated partners).
Querría saber a qué se refieren exactamente con “third parties” ¿Patrocinadores u organizaciones que no financian parte del proyecto pero que lo apoyan institucionalmente?
Contribuciones financieras de terceros (Third parties) se refiere a cualquier entidad que financia parte del proyecto pero que no participa en su desarrollo ni en su implementación.
1. - Is a youth training course on project theme eligible for Lot 2?
2. - In the framework of a grant for Lot 2 it is possible to organize 2/3 training sessions for young people?
3. - Is there a document for detailed cost description?
4. - Subsistence and accommodation cost (198 euros RO) for a person throughout the project or for a day?
1- The list of possible activities stated in point 8.2.3 of the Guideline for Applicants is not exhaustive. Therefore, any activity can be suggested provided that all the specific criteria stated in point 4 relating to Lot 2 of the Guideline for Applicants are met. This includes the criteria regarding the target audience, the alignment with the Office´s narratives, the involvement of relevant leverage partners for dissemination and reach, as well as all the requested quantitative and qualitative measurements included in that point.
2- The same criteria apply to this question. There is no specification in regards to the number of activities organised, and therefore several can be suggested as part of a same campaign, provided that all criteria stated in point 4 of the Guideline are met.
3- Regarding the description of eligible direct costs, please refer to section 10.2.D of the Guidelines.
4- Regarding Subsistence and accommodation cost, these costs per day cannot exceed the maximum rates provided by the Office and must be in line with the beneficiary's usual practices on travel costs.
We would like to receive further clarification to the Call criterion related to the experience of the Applicant. We are an association of TV channels, telecoms and other companies, with a focus on IPR protection. As a legal entity the Applicant has still very limited experience in awareness raising campaigns, but the founding members have extensive experience, as do members of the senior staff, and the associated partners. Will this be considered eligible for a Lot 2 project?
The operational capacity will be measured through 2 specific criteria: one is the experience of the key persons responsible for the project (through CV) and the other one is indeed the experience of the Applicant organisation in the same field of activities during the past 5 years. Therefore, it is requested to the Applicant organisation to have experience in awareness raising activities of similar nature at least in the last 5 years in order to be further considered in the process. This can be demonstrated by organisation activities, case studies or other elements.
1. Re Lot 2 - may the awareness campaign focus on 1 Narrative, or at least 2, or all 3, provided it covers both specific objectives, and aims to achieve the expected results of the Call?
2. Re Lot 3 - should Applicant coordinate its event with the Observatory before preparing/submitting the application? Or should we consider the Multiannual plan's KI's/schedule as a broad guideline?
3. Should the documents proving Applicant's legal status (attached to Annex C ) be in the original language of the issuing authority, or should they be translated into English?
4. If the Applicant is not VAT registered, and cannot recover VAT part of the cost, will it be eligible in the budget?
1- In regards to the narratives, the awareness activities suggested can focus either on one, two or three of the narratives, but should not contradict or be in conflict with any of the 3 in any case. Please note that activities should also involve relevant leverage partners for dissemination and reach to the audiences and include a quantitative and qualitative estimation of the result´s expectations in line with the measurement indicators provided in point 4 – Lot 2- of the Guideline for applicants.
2- As stated in point 7.3 of the Guidelines for applicants, proposals must be submitted by the deadline mentioned in the call for proposals using the online application form and based on the information provided in the Call for proposals. Applicants will be evaluated fairly based on the information provided. For lot 3, all information can be found in section 4 of the Guidelines. The Office is publishing the answers to questions that are frequently asked by potential applicants. These FAQs are made public to ensure that all applicants are treated fairly with respect to having access to the same information on the webpage of the call for proposals.
3- Evidence of Applicant's legal status or equivalent in a country can be submitted in the language of the applicant country.
4- As indicated in section 10.2.D of the Guidelines, VAT is not eligible, unless the beneficiary can prove that he is unable to recover it according to national legislation.
It is stated in 10.1.D) that “Costs of staff from the Beneficiary or associated partners assigned to the action, comprising actual salaries plus social security charges and other statutory costs included in the remuneration”.
Do staff costs include normal salaries of the staff of the beneficiary when they are working for the project during regular working times (e.g. when not travelling in order to claim remuneration)? For example, in the case that a member of the staff, works for the project during his normal working hours (9 to 5) in the beneficiary’s premises, is his wage for this work eligible for the staff costs category? If so, we assume that it is the beneficiary that will keep the staff costs paid by the EUIPO, correct? Please note that according to our national legislation employees cannot receive extra payment during their normal working hours.
Personnel from the Beneficiary involved in the activities for which a grant is requested may only be charged to the project insofar as they correspond to the actual time devoted to the project. Where a staff member works full-time for the organisation, but is allocated only part-time to the project, only the equivalent part of his/her salary is an eligible cost for the project. For this reason every Beneficiary and associated partner must establish a time registration system such as time sheets. So, beneficiaries should report staff costs based on real daily staff cost rates, corresponding to the beneficiary's usual policy on remuneration, comprising actual salaries plus social security charges and other statutory costs included in the remuneration.
1 - the eligible applicants, can a partnership be held between a NGO (as the applicant) and a public body with Intellectual Property as core business (as an associated partner)? If so, once the Beneficiary will be a private entity, how does it work in terms of procurement contract?
2 - If the VAT is not eligible for the Beneficiary but it is for the Associated Partner, or vice-versa, how does the budget should be presented? With or without VAT?
1- According to point 8.2 of the call for proposals, the applicant must be a legal entity public or private, and be registered in one of the 28 Member States for more than 2 years. So, the proposed partnership may apply for a grant. Regarding procurement, the Beneficiary shall abide by the applicable national public procurement rules and must award the contract to the bid offering best value for money or the lowest price (as appropriate), avoiding conflicts of interests and retain the documentation for the event of an audit.
2- An applicant is the sole responsible for applying to a grant and not the associated partner. Therefore, the budget must be submitted without the value added tax (VAT), unless the applicant can prove that he is unable to recover it according to national legislation and consequently present the budget with VAT.
1 - "the endorsement of the Ministry of Education" (referred in "Guidelines for applicants | Item 4 - Lot 1", p.6), what kind of document must be presented (e.g. a protocol,...) or a support statement is enough?
2 - the eligible costs:
2.1 - must the human resources subcontracted described in "staff costs" sheet (Annex B - Budget Form) or just the services to which they're allocated? If the human resources subcontracted must be described, what is the "category of staff" applied?
2.2 - is it eligible the creation of a reserved online area (on the site of the public body, as the applicant) to register users of the materials to be produced?
3 - For lots 1 and 2 and in order to have a greater impact of the activities, can the project calendar be defined according to the school calendar even if it requires execution in 2019?
1- In regards to the endorsement of the Ministry of Education referred in Guidelines for applicants, there is no specific requirement on the nature of the document, provided that this one is official and proves the endorsement of this Ministry.
2.1- Individuals who may be self-employed e.g. who are responsible for their own social security or social contributions, pensions and taxes entailed by procurement contracts must be declared as subcontracting costs. Costs related to subcontracting to cover the implementation of a limited part of the action are eligible and must be declared under the related Technical and/or Communication costs that will be subcontracted (to be indicated in the last column of these budget sheets).
2.2- The applicant has the responsibility to submit a proposal ensuring activities that respond to the scope and the criteria defined in the call for proposals. Evaluation of proposals will be based on the selection and award criteria as mentioned in the call and weighted accordingly. Related costs will be considered eligible if they comply with the eligibility of costs as indicated in section 10.2 of the guidelines.
3- As stated in point 8.2.4 of the Guideline for applicants, the initial planned duration of a project may not exceed 12 months from the date of signature of the agreement. However, if after the signing of the agreement and the start of the project it becomes impossible for the beneficiary, for fully justified reasons beyond its control, to complete the project within the scheduled period, an extension to the eligibility period may be granted. A maximum extension of 6 additional months will be granted, if requested before the deadline specified in the agreement.
1. In which section of the budget file should the subcontracting costs be considered?
2. Should subcontracting costs be considered for the calculation of indirect costs?
3. The Annex 1 (Narratives) lacks the section of the third target ‘Policy/decision makers’. Is it possible to have some examples like for the other two targets? Or we should consider the same narratives also for Lot 3?
4. Are there any words/letter/page limits to follow in the redaction of the project form?
5. Is it correct to assume that costs regarding rent of spaces, the related catering and other costs for the organization of the event that represent the project’s core go under the category of communication costs? If not, in which category they fall upon?
1- Costs related to subcontracting to cover the implementation of a limited part of the action are eligible and must be declared under the related Technical and/or Communication costs that will be subcontracted (to be indicated in the last column of these budget sheets).
2- No, indirect costs are only foreseen to cover the beneficiary's general administrative costs such as premises and related expenses (e.g. office rent, insurance, electricity, water, cleaning, etc) and offices expenses and consumables (e.g. telephone/fax/Internet connections, postage, photocopies, etc).
3- The narratives provided cover indeed the 3 lots. As stated in point 8.2.3 of the Guidelines, all projects must be elaborated in line with the narratives (Annex 1) to the call and so as to achieve at least one of the Call's expected results.
4- There is no specific limit to follow in terms of words/letter/pages in the project presentation. You can check the award criteria in point 8.5 of the Guideline to check on which specific criteria the project will be evaluated.
5- Indeed, as indicated in section 10.2.D of the guidelines, costs entailed for the organisation of events must be declared under the budget heading “Communication, promotion and dissemination costs”.
1. Are Associated Partners allowed to incur Staff costs under this Call?
2. If Applicant produces materials which will be promoted/distributed by an Associated Partner, will that be considered Communication cost, or Partner's Staff Cost?
1- As indicated in the guidelines, costs of staff from the Beneficiary or associated partners assigned to the action are eligible under the budget heading “Staff costs”.
2- Staff from the Beneficiary or associated partners that is involved under activities related to Communication, promotion and dissemination costs must only be presented under the budget category “Staff costs”.
In one of your earlier answers, it was stated that Observatory representatives' travel and accommodation costs in a Lot 3 event are not eligible costs under the Call. Should the Applicant budget these costs in the co-financing part of the budget (outside the Grant money), or will they be paid by EUIPO directly, as per diem?
The participation of Observatory representatives to a project will be paid by the Office so these costs must not be reflected in the budget of a project.
1. Can SME be an associated partner under this Call?
2. If the Applicant is an NGO with no VAT registration, should we use its Commercial Trade Register ID as a fiscal identification in the Third Parties form? Although not fiscal per se, Trade Register ID is used here to identify the company in tax-related issues.
1- According to point 8.2 of the call for proposals, the applicant as well as associated partner must be a legal entity public or private, and be registered in one of the 28 Member States for more than 2 years. So, a SME being a private entity may p participate in a grant application.
2- Yes, an NGO with no VAT registration may apply as applicant with a Commercial Trade Register ID as fiscal identification in the Third Parties form.
Regarding your answer: "An applicant is the sole responsible for applying to a grant and not the associated partner. Therefore, the budget must be submitted without the value added tax (VAT), unless the applicant can prove that he is unable to recover it according to national legislation and consequently present the budget with VAT."
I'm not sure I understood what you're trying to say... so, if the associated partner contributes financially to the project and if he is able to recover VAT, he can't present VAT as an eligible cost because what it counts is the applicant's VAT position?
In practice, when VAT is deductible the financial statement should present the eligible costs exclusive of VAT. VAT should only be recorded in the financial statement if VAT cannot be recovered. So, the expenditures relating to the two types of organisations, those giving right to deduction of VAT and those not giving right to deduction of VAT, will have to be accounted for separately in the final financial report. This separation is not applicable in the budget form at the submission stage of the application.
Any cost, including staff costs, related to the activities to be implemented can be considered as co-financing contribution and must be reported accordingly in the consolidated budget sheet.