Call for proposals

The Minister of the Environment, as the Programme Operator of PL04 Programme Saving energy and promoting renewable energy source

31-03-2017, 15:27

The Minister of the Environment, as the Programme Operator of PL04 Programme „Saving energy and promoting renewable energy source” announces the call for applications within the framework of the Fund for Bilateral Relations from the resources of the Norwegian Financial Mechanism 2009-2014 at the Programme level for co-financing the projects with the amount of EUR 100 000, i.e. PLN 435 930,00 [1].

 

1. Objective of the Fund for Bilateral Relations at the level of the Programme PL04

The objective of the Fund is to establish and strengthen cooperation between the beneficiaries – Polish entities and their partners in the projects – Norwegian entities, which consists in exchanging experience, knowledge, technologies and best practices to increase awareness and build competence in the area of energy efficiency, renewable energy sources.

 

2. Type of projects eligible for co-financing

Projects eligible for co-financing are the bilateral projects submitted in partnership with an organisation from Norway operating in the field of energy efficiency, renewable energy sources and adaptation to climate change, which consist in organising study visits, conferences, workshops and seminars, which will contribute to the exchange of experience, knowledge, technologies and best practices among the beneficiaries and international organisations and those from the Donor State(pursuant to Article 3.6 (1b) of the Regulation) and at the same time they match with one of the following thematic areas of bilateral cooperation, associated with the following outcomes of the Programme:

  • Outcome:        Improved energy efficiency in buildings.
  • Outcome:        Increased renewable energy production.
  • Outcome:        Reduced production of waste and reduced emissions to air, water and ground.

The areas of cooperation include:

  • Energy plans for the regions/municipalities (energy systems-production-consumption);
  • Mitigation of long-term climate change;
  • Cooperation between institutions dealing with the energy efficiency and/or renewable energy;
  • Increase in the energy efficiency in the sector of public services (energy providers and distributors, etc.);
  • Alternative energy (the use of biomass in district heating systems);
  • Prerequisites for the use of alternative energy (infrastructure for alternative fuel, etc.);
  • Conversion of combustion installations into environment-friendly ones;
  • Common EU regulations, directives and objectives with regard to the energy efficiency in the industrial sector and to the reduction in emissions of gases and dust;
  • European and national experience and best practices in the area of the energy efficiency in the industrial sector and the reduction in emissions of gases and dust;
  • European and national environment-friendly combustion (co-combustion) technologies aimed at increasing the energy efficiency in the industrial sector and reducing emissions of gases and dust;
  • Cooperation platforms (linking of researchers and entrepreneurs, policy-makers and entrepreneurs, etc.)

 

3. Entities which may apply for co-financing

Co-financing from the resources of the Fund for Bilateral Relations from Norwegian Financial Mechanism may be applied for by the following categories of entities pursuant to Article 6.2.(1) of the Regulation and to the provisions of the Fund for Bilateral Relations Strategy for the Operational Programme PL04 called: „Saving energy and promoting renewable energy source”:

 

 

  • Organisations bringing together or acting on behalf of local government units, as well as associations and partnerships of cities, municipalities, districts and regions whose statutory activity covers the issues related to:

     

    • Improving the energy efficiency in the sector of public services;
    • Using renewable energy in district heating systems serving the public sector;
    • Creating infrastructure for the use of renewable energy in the public sector;
    • Improving the quality of energy planning in municipalities/regions (energy-production-consumption system);
    • Cooperation between institutions dealing with the energy efficiency and/or renewable energy (cooperation platforms);

     

  • State-owned organisational units[2];
  • Non-governmental organisations within the meaning of Article 1.5(1)(m) of the Regulation as well as foundations and associations;
  • Economic self-government organisations (economic chambers), whose statutory activity covers the issues related to:

     

    • improving the energy efficiency in the industry;
    • increasing the share of industrial enterprises in production of energy from renewable sources;
    • reducing waste generation and reducing emissions of pollutants into the air, water and land, including reducing in emissions or avoiding CO2 emissions by industrial enterprises.

     

4. Amounts of the resources allocated for co-financing the projects

For supporting the projects under the call, the amount of EUR 100 000., i.e. PLN 435 930,00 will be allocated.

The amount made available under the call consists of the resources from the Fund for Bilateral Relations of the Norwegian Financial Mechanism 2009-2014 and the state budget resources.

As far as more funds are available, the allocation will be increased.

 

5. Level of co-financing the project

The maximum level of co-financing applied for is 100% of the eligible costs of the project. The grant from the NFM resources amounts to 85% of the eligible costs of the project and the contribution of the Programme Operator from the state budget resources amounts to 15% of the eligible costs of the project.

 

6. Maximum and minimum amount of co-financing the project

In the call for applications, the minimum amount of co-financing is EUR 20,000 i.e. PLN 87 186,00 and the maximum amount of co-financing is EUR 50,000 i.e. 217 965,00.

 

7. Eligibility period of the expenses

The beginning of the eligibility period of the project since the decision of the Programme Operator on granting co-financing.

 The end of the eligibility period of the project: 30 September 2017.

 

8. Project selection criteria

The applicants shall complete the applications for co-financing and then shall submit them for assessment and approval along with the required attachments.

The assessment of the projects is two-stage and consists of the formal and substantive assessment. Only those projects that meet all formal criteria will be subject to the substantive assessment. The formal and substantive assessment are of zero-one nature. Meeting all the substantive criteria by the application means the assessment is positive.

The applications submitted will be assessed by the experts appointed by the Programme Operator in terms of their compliance with the formal and substantive criteria in continuous mode. The experts carrying out the assessment will sign a declaration of impartiality and confidentiality.

The formal assessment will be completed within 10 working days from the date of submitting the application, and the substantive assessment will be completed within 10 working days from the date of completing the formal assessment.

During the formal assessment, the Applicant will have a one-time opportunity to supplement lacking documents. At the stage of the formal assessment, supplementing will cover:

  • obvious typographical errors and accounting errors in the application and/or in the attachments;
  • lack of an electronic version of the application and/or the attachments;
  • lack of the compliance of the paper and electronic version of the application;
  • lack of the attachments.

During the substantive assessment, the Applicant will have a one-time opportunity to supplement/clarify as regards a failure to meet the substantive criteria.

In case of a need to make supplements or present clarifications, the Applicant will receive a notice by electronic means and by courier.

The notice will specify what criteria have not been met, and will precisely indicate the scope of the non-compliance. A supplement and/or clarifications will be provided by the Applicant within 5 working days counted from the date of delivering to the Applicant a courier parcel containing the notice to make supplements by the National Fund for Environmental Protection and Water Management.

The formal assessment will be completed within 10 working days from the date of submitting the application, and the substantive assessment will be completed within 10 working days from the date of completing the formal assessment.

The list of the Applicants who have been granted co-financing as a result of the call from the resources of the Norwegian Financial Mechanism within the framework of the Fund for Bilateral Relations for the Programme PL04 will be published on the websites of the Programme Operator (Ministry of the Environment and the National Fund for Environmental Protection and Water Management).

The Applicants, who have been granted co-financing, will be notified by the Programme Operator of granting the grant and invited to sign an agreement on the bilateral project.

The agreements on the bilateral projects will be signed in Polish, and the amount of co-financing will be expressed in PLN. To the competition, the Guidelines of the Minister of Regional Development on the procedure of the call for competition projects under the EEA Financial Mechanism 2009-2014 and the Norwegian Financial Mechanism for 2009-2014, including the appeal procedure described in the above Guidelines, shall not apply.

 

9. Payment system

Co-financing will be implemented only in a form of refunding the eligible costs incurred in connection with the implementation of the project based on the submitted and accepted interim reports (applications for payment).

In case of the verification of the expenses incurred by the project partner from the Donor State, the settlement may take place based on a report from an independent auditor confirming that the declared costs have been incurred in accordance with the Regulations, national law and accounting practice of the project partner’s country.

The above report should be seen as a sufficient proof of the costs incurred. This rule applies only to the project partner from the Donor State pursuant to Article 7.13(5) of the Regulations.

 

10. Eligible and ineligible expenses, contribution in kind

The following categories of expenses pursuant to Article 7.7 of the Regulations are eligible under the bilateral projects financed from the resources of the Fund for Bilateral Relations, with the exception of the contribution in kind and indirect costs which are not the eligible costs in the bilateral projects.

The expenses related to strengthening the bilateral relations between the entities from Poland and those from the Donor State in the thematic areas identified in the announcement on the call, including the expenses related to building the network of cooperation, establishing contacts, exchanging experience, knowledge and technology as well as best practices are eligible provided that they would be proportional and directly referring to strengthening bilateral cooperation.

The costs of travelling include allowances pursuant to para. 1(b) of Article 7.3. of the Regulations.

The costs incurred by the partners from the Donor State are eligible, however, the applications for their refund may be submitted only through the beneficiaries. In case of recognising the eligibility of the costs, they will be refunded to the beneficiaries.

All the cost ineligibility rules, as indicated in the Regulations, Article 7.6 shall apply. The partners from the Donor State must include their costs in the application for payment submitted by the beneficiary of the project.

 

11. Date, place and method of submitting the applications

 he calendar of the call for applications

Date of announcing the call for applications – 31.03.2017

Date of starting accepting applications from the applicants – 18.04.2017

Date of finishing accepting applications from the applicants – 31.05.2017

Should the resources not be used in whole, it is possible to extend the date of ending the call or shifting the resources to other bilateral activities.

Co-financing is granted in the order of receiving the applications provided the assessment is positive and the resources are available.

The complete application for co-financing along with the required attachments, completed on the applicable form and signed by a person authorised to its submission, shall be submitted by the Applicant in 1 paper copy and 1 electronic copy (CD/DVD or pen drive) to the following address:

National Fund for Environmental Protection and Water Management
Departament Środków Zagranicznych
Konstruktorska 3A
02-673 Warszawa

The application in paper form must be drawn up in A4 format and placed in a folder with the name of the programme, of the project and the full name of the Applicant. The electronic version on the electronic medium should also be accompanied by the name of the project and of the Applicant.

The applications may be submitted in person at the Office of the NFEPWM during the working hours of the Office, i.e. 8.00-15.00, or in a form of a parcel sent through a postal operator or by courier mail, against confirmation of receipt. In case of applications sent through a postal operator or by courier mail, it is the date of sending which should be taken into account.

 

12. Partner projects

It is required that all applications were bilateral and were partner applications i.e. drawn up and submitted jointly with a partner from the Donor State and/or with an international organisation. The partnerships established in order to implement the bilateral project with the entity other than the entity coming from the Donor State and/or international organisation, are not eligible in the present call. In order to confirm meeting the requirement of the partnership, it is required to attach to the application a letter of intent or a partnership agreement. Prior to the conclusion of the agreement on the implementation of the project, it will be required to submit the signed partnership agreement in Polish and English.

In order to support the process of establishing partnerships with the partners from the Donor Countries, the Programme Operator invites to contact the following person by e-mail:

  • Mr Bjorn Aulie from the Norwegian Water Resources and Energy Directorate – NVE ()

Moreover, it is worth getting familiar with the information included in the following websites:

 

13. Legal framework and Programme documents

The bilateral application submitted by the Applicant must comply with the provisions of the following documents:

  • Memorandum of Understanding agreed between the Kingdom of Norway and the Beneficiary State (Republic of Poland), signed on 11 June 2011,
  • Agreement on the Programme PL04 „Saving energy and promoting renewable energy sourcesunder the Norwegian Financial Mechanism and EEA Financial Mechanism 2009-2014,
  • Regulations on the implementation of the Norwegian Financial Mechanism 2009-2014,
  • Guidelines of the Donor State,
  • Framework Fund for Bilateral Relations Strategy for the Programme PL04 entitled: „Saving energy and promoting renewable energy source” – part II i.e. Supplement to the approved Framework Fund for Bilateral Relations Strategy,
  • Rules of the competition,
  • Formal and substantive criteria of the assessment of the applications.

 

14. Form of the application for co-financing

The application for co-financing should be completed only on the form designed for this purpose, available for downloading below, along with the instructions for completing the application.

 

15. The list of attachments required for the application

The application should be accompanied by the following attachments:

  1. Documents confirming the partnership in the project (letter of intent or partnership agreement);
  2. The statutes and/or foundation act
  3. Programmes of study visits/conferences/seminars/workshops determining the objective to carry out the event, its duration and the profile and number of participants, as well as a detailed calculation of the costs (if provided for in the project);
  4. Concept of creating a cooperation platform (if provided for in the project).
  5. Concept of promotional and information campaigns (if provided for in the project).
  6. Project description and project budget in English.
  7. Declaration on the compliance of the paper version of the application form with the electronic version, the compliance of the English version with the Polish version (refers to the application form, part 3.2 – Project description and 3.4 – Measures and schedule of the implementation).
  8. Other documents considered necessary to be submitted by the Applicant.

 

16. Language of the application

The application for co-financing, together with all required attachments, should be submitted in Polish, with the exception of the letter of intent, which should be submitted in Polish and/or English and the partnership agreement, which should be submitted in Polish and English. In addition, the project description and project budget contained in the application should also be submitted in English.

 

17. Contact to the Programme Operator

Any inquiries regarding the call for applications should be sent, in its course, to the following addresses:

National Fund for Environmental Protection and Water Management

Departament Środków Zagranicznych
Konstruktorska 3A
02-673 Warszawa

phone 22 45 95 819, 22 45 95 838
e-mail:

 

Ministry of the Environment
Departament Funduszy Ekologicznych
Wawelska 52/54
00-922 Warszawa

phone 22 36 92 823
e-mail:

 

Annexes

Regulamin naboru wniosków (plik .pdf, rozmiar 275 kB)

Formularz wniosku aplikacyjnego (plik .xlsx, rozmiar 156 kB)

Karta oceny formalnej (plik .pdf, rozmiar 453 kB)

Karta oceny merytorycznej (plik .pdf, rozmiar 450 kB)

Wzór umowy partnerstw (plik .docx, rozmiar 16 kB)
 

[1] The amount of the call expressed in EUR and then converted by the Programme Operator into the national currency and expressed in PLN, using the average monthly exchange rate published in the Official Journal of the European Union (series C) and calculated for the last 6 months preceding the month of announcing the call for applications, where EUR 1 = PLN 4,3593)

[2] State-owned organisational unit is a unit established by the state authority in order to carry out tasks and objectives of the state and whose status, scope of activity and competence have been described in the Act and its activity is financed from the state budget. These are, inter alia, the Units which act in a form of budgetary units and companies and which may include: - research and development units, - Polish Academy of Sciences and scientific institutes of universities operating based on special regulations, - appointed by the state (sometimes with the majority ownership of the state) legal persons in a form of corporations (commercial law companies) and foundations or, more frequently, state-owned legal persons of foundation type, - National Polish Bank, - schools and public educational establishment, - government administration offices, - etc.

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