HOW TO PREPARE A PROPOSAL

GSA Market Development and

GSA Administration

PROPOSAL OVERVIEW

FORM CONTENT CO-ORDINATOR CO-APPLICANT(S)

A1 PROPOSAL OVERVIEW X

A2 PROPOSAL SUMMARY X

A3 COORDINATOR PROFILE X

A4 CO-APPLICANT PROFILE X

A5 DECLARATION OF HONOUR X X

A6 FINANCIAL CAPACITY X X

B1 TECHNICAL PROPOSAL X

B2 OPERATIONAL CAPACITY X X

C1 PRELIMINARY BUDGET X X

Proposal Submittal – WHO does WHAT?

ADMIN

PACKAGE

TECHNICAL

PACKAGE

FINANCIAL

PACKAGE

ADMINISTRATION PACKAGE

Overview of the submittal templates

It serves 2 purposes:

COVER PAGE (TO BE FILLED BY THE COORDINATOR + GSA)

Checklist for the applicants: list of the submission set +

number of docs to be submitted

Basic information on the Proposal for GSA: project

acronym and consortium composition + receipt of the

documents.

Overview of the submittal templates

Contact details: Name/Surname, Organisation, ..

Proposal Abstract: high level description of the proposed technical solution

About the participants: name, role in the project and represented country

FORM A1. PROPOSAL OVERVIEW (TO BE FILLED BY THE COORDINATOR)

FORM A2. PROPOSAL SUMMARY (TO BE FILLED BY THE COORDINATOR)

Objectives of the proposal: target of the proposal, including value

proposition and benefit for the users

Description of the work: high level project’s workflow

Milestone and Expected results

Overview of the submittal templates

FORM A3. COORDINATOR PROFILE(TO BE SUBMITTED BY THE COORDINATOR WITH: LEGAL ENTITY AND FINANCIAL IDENTIFICATION FORMS)

Legal Information: LEF (Legal Entity Form: private or public company, registration info)

Financial Identification: (FIF) banking details and account holder’s info

Power of attorney: to commit the company/organisation

Information on co-financing: how the applicant would do it? under which form?

Previous EU contracts/grants: to check the no-double payment principle.

Stamp: in UK it’s not common however for admin purposes EC needs it!

FORM A4. CO-APPLICANT PROFILE(TO BE FILLED BY THE CO-APPLICANTS WITH: LEGAL ENTITY FORM)

Same as for Coordinator: to be filled by the co-applicant.

Overview of the submittal templates

FORM A5. DECLARATION OF HONOUR(TO BE SUBMITTED BY ALL APPLICANTS)

It serves to check the exclusion and selection criteria

To be filled and submitted by ALL applicants

Generic text used by EU.

(The template was made after the amendment of the EU Financial

Regulations as of 1 Jan 2016.)

Consider to start early enough collecting all the evidences; since might be

time consuming

FORM A6. FINANCIAL CAPACITY

(TO BE SUBMITTED BY ALL APPLICANTS)

Financial forms

• 2 forms to fill in

– A6 form – financial capacity

– C1 form – estimated budget

• Additional forms will be evaluated, e.g.:

– B1 form – technical proposal

A6 form – financial capacity

• Filled in with figures from your annual (audited) accounts

• GSA calculates ratios (e.g. profitability, indebtedness, financial independence)

• Used to assess your financial viability

• Not applicable to public bodies, international organisations or no-profit organisations

C1 form – estimated budget

Project Name Participant Name

Project Acronym

Estimated eligible direct costs Estimated eligible indirect

costs Total estimated eligible costs Total requested GSA grant

(EUR) (EUR) (EUR) (EUR)

A B C = A +B D = 60% x C

Direct eligible costs (Numbering of categories as in "Eligible Direct

Costs" section 11.2 of the Call for Proposals - apply

the rules detailed thereunder)

declared on the basis of flat rate of 7%

of 1. + 2. w/o costs of subcontractors

and costs of third parties not working

on beneficiary premises

Total requested GSA grant at the

maximum reimbursment rate of 60% of

total costs

1.1 Personnel under direct empl. contract 0.00 € 0.00 € 0.00 €

1.2 Personnel under other than under empl.

contract (in-house consultants) - under

instructions and on premises of the

beneficiary, results belonging to the

beneficiary, and costs not significantly

different from beneficiary staff performing

similar tasks

0.00 € 0.00 € 0.00 € 0.00 €

Sub-total for cost category 1 0.00 € 0.00 € 0.00 € 0.00 €

2.1 Travel costs 0.00 € 0.00 € 0.00 € 0.00 €

2.2 Costs for equipment and other assets

procured for the action

a) Full purchase costs

b) Depreciation costs

2.3 Costs for equipment or other assets not

procured but used for the action (depreciation

costs only)

0.00 € 0.00 € 0.00 €

2.4 Costs for rental or lease of equipment or

other assets only to the portion of use and

limited to the duration of the action

0.00 € 0.00 € 0.00 € 0.00 €

2.5 Costs for use of technical facilities or

laboratories 0.00 € 0.00 € 0.00 € 0.00 €

2.6 Costs for consumables and supplies 0.00 € 0.00 € 0.00 € 0.00 €

2.7 Costs arising directly from requirements

imposed by the grant agreement 0.00 € 0.00 € 0.00 € 0.00 €

2.8 Costs relating to a pre-financing

guarantee lodged by the beneficiary of the

grant

0.00 € 0.00 € 0.00 € 0.00 €

2.9 Costs entailed by subcontracts as

described in the proposal0.00 € Not applicable 0.00 € 0.00 €

2.10 costs of financial support to third parties

2.11 Duties, taxes and charges paid by the

beneficiary0.00 € 0.00 € 0.00 € 0.00 €

Sub-total for cost category 2 0.00 € 0.00 € 0.00 € 0.00 €

Total direct eligible costs 0.00 €

Total indirect eligible costs 0.00 €

Total eligible costs 0.00 €

5. Total EU contribution 0.00 €

Estimated eligible costs of the action and GSA contribution (Table 1)

1. PERSONNEL COSTS

2. OTHER DIRECT COSTS

Not applicable in this call for proposals

ESTIMATED BUDGET FOR THE ACTION

Not applicable in this call for proposals

B1 form

• During evaluation it will be checked:

– Staff effort – in relation to estimated budget

for personnel

– Description of other direct costs

– List of subcontracts

– Cumulative budget overview

The amounts

should fit

with amounts

in C1 form

Budget and reimbursement rates

• Maximum EU contribution: 4,3 mil EUR

• Max. reimbursement rate: 60%

• Reimbursement of actual costs

• Indirect cost rate: 7%

– Indirect costs = 7% * (total eligible direct costs

- subcontracting)

Payment scheme

• 3 payments in total:

– Pre-financing 30%

– Interim payment up to 40%

– Final payment

Subcontracting

• When the tasks in B1 cannot be done by the consortium

• Principles:

– Best value for money or the lowest price

– No Conflict of Interest

– May only cover a limited part of the action and can not cover the core activities

– Necessary for implementation

– Stated in the proposal

– Subcontracting among beneficiaries is not possible

TECHNICAL PACKAGE

TECHNICAL PACKAGE

• Every proposal shall be assessed against the

criteria set out in the relevant Call for Proposal.

• In particular, for the technical package:

The Technical proposal (B1 Form) shall be assessed

against the AWARD criteria (CfP sect. 9)

The Operational capacity (B2 Form) shall be

assessed against the SELECTION criteria (CfP sect. 8.2)

B1 – TECHNICAL PROPOSAL

The co-ordinator, on behalf of the consortium, shall

submit the TECHNICAL PROPOSAL.

1. CONCEPT and APPROACH (max. 30 pages)

2. EXPECTED IMPACT (max. 10 pages)

3. IMPLEMENTATION (max. 20 pages)

4. TECHNICAL ANNEXES

B1 – CONCEPT and APPROACH

1. This section shall contain, as minimum:

Description of the proposed technical solution and its compliance

with the CfP’s objectives

Technology involved (focusing on innovation elements), E-GNSS

differentiators, etc.

Description of the applied methodologies which shall be used in

the implementation of the action

The feasibility of the proposal targeting market implementation

Considerations about the engagement of the key stakeholders

(e.g. chipset manufacturer, system integrator, service provider,

etc.)

B1 – EXPECTED IMPACT

2. This section shall at least address the following

topics:

Which benefits to the user will derive from the implementation of

the project? Which additional applications shall be enabled?

Elaboration of a Preliminary Business Plan, describing the

strategy to exploit the results.

Elaboration of a Preliminary Dissemination Plan, establishing the

measures to disseminate the achievements of the project among

relevant stakeholders in the appropriate phases of the project

B1 – IMPLEMENTATION (1/2)

3. Structured section guiding the applicant through

the following points:

Work Plan definition

Work Packages: description, effort, resp., objectives, ..

WP schedule: Gantt chart, or similar

WP inter-dependencies: Pert chart, or similar

List of Deliverables (e.g. specification, report, demo kit, ..)

Project management

Milestones, and relevant decision making

Preliminary Risk register

B1 – IMPLEMENTATION (2/2)

3. Structured section guiding applicant is guided

through the following points:

Consortium as a whole:

Partners complementarity

Tasks allocation

Effectiveness in the project execution and to target

commercialisation

Project’s Resources:

Planned staff effort

Other Direct Costs

Subcontracting

Budget overview

B1 – TECHNICAL ANNEXES

4. Table to be filled out with the following information:

Partners name (Organisation/Company)

Company category (e.g. Research institute, chipset

manufacturer, other)

Country

Legal person: origin meaning “established”: having a registered

office OR central administration OR principal place of business in

one of those countries.

Natural Person: citizenship

B2 – OPERATIONAL CAPACITY

Every applicant (coordinator and co-applicants), shall

submit the OPERATIONAL CAPACITY Form.

Objective: to demonstrate compliance with SELECTION criteria

set out in the CfP

Ref. CfP section 8.2 – “Applicants must show they have the

operational (technical and management) capacity to complete the

activities to be supported by this Call for Proposal and must

demonstrate their capacity to manage the activities corresponding

to the size of the project for which the grant is requested.”

GRANT AGREEMENT

Draft Grant Agreement

• NOT part of the submitted proposal

• Please read it before submitting a

proposal!

• It contains important elements on

payments, reporting, IPR etc.

Communication re Grants

• No direct contact with anyone in GSA.

• All communication must be in writing

• Clarification questions to be sent to:

gnss.grants@gsa.europa.eu

• Reminder: the deadline for both calls is

13 May 2016

• Clarifications will be published regularly. Last publication is 20 May 2016.

THANK YOU FOR YOUR

ATTENTION!

Subscribe to GSA Newsletter: www.gsa.europa.eu/subscribe-gsa-today

www.linkedin.com/company/european-gnss-agency

@EU_GNSS

www.facebook.com/EuropeanGnssAgency

This presentation is available on SlideShare