Call for proposals

Announcement for a call for proposals open competition under the Norwegian Financial Mechanism 2009 - 2014 for Programme PL04

31-01-2014, 14:03

 Logo Norway grants



The Minister of the Environment, as the Operator of the Operational Programme PL04 “Saving energy and promoting renewable energy sources” under the Norwegian Financial Mechanism 2009-2014 (2009-2014 Norway Grants), hereby announces a call for proposals under competition procedure for co-financing of projects for a total amount of EUR 12,639,8731, i.e. PLN 53 223 766,562.
1.  Programme objective
The Programme objective is to reduce the emission of greenhouse gases and air pollutants and increase the share of renewable energy in total energy consumption balance.
2. Types of projects eligible for co-financing
The projects eligible for co-financing are covered under the outcome of the Programme “Reducing waste production and emission to air, water and ground” consisting in modernisation or replacement of the existing heat sources along with modernisation of the combustion process or the use of a different energy medium (e.g. combustion of gas, oil or biomass by elimination of coal combustion). The co-financing does not cover projects consisting in construction of new heat sources or construction/modernisation/replacement of spare or emergency sources as well as projects consisting in the use of co-incineration of coal and biomass. Priority shall be given to projects concerning modernisation of heat sources of the highest carbon dioxide emission reduction rate (CO2).
Applications concern only projects not started before the submission of the application. Minimum required value of CO2 emission reduction/avoidance per year for the project amounts to 100,000 Mg per year.
3. Eligible applicants
The entities eligible for submission of applications are small, medium-sized and large enterprises, excluding:
  • enterprises covered by Council Regulation (EC) No 1198/2006 of 27 July 2006 on the European Fisheries Fund and enterprises covered by Council Regulation (EC) No 1698/2005 of 20 September 2005 on support for rural development by the European Agricultural Fund for Rural Development (EAFRD).
The type of activity conducted by the applicant cannot be excluded by way of provisions of a State aid scheme relevant for a given project.
4.  Amount allocated for funding of the projects
For projects under the open call for proposals, EUR 12,639,873 shall be allocated, i.e. PLN 53 223 766,56
The amount made available under the call for proposals covers also funds from the Norwegian Financial Mechanism 2009-2014.
5.   Project grant rate
A project grant rate shall not be higher than 30% of the value of eligible costs.
The maximum amount of grant assistance applied for is EUR 5,000,000, i.e. PLN  21 053 916,67, whereas the minimum amount of grant assistance applied for is  EUR 600,000, i.e. PLN  2 526 470,00 Moreover, the support should not result in exceeding the allowable aid intensity level specified in the relevant aid scheme (regulation).
The precise project grant rate shall be specified as a result of project assessment for each project on an individual basis. The requested co-financing may be subject to an alteration, which consists in a percentage- or amount-based reduction resulting from:
  • recognition of some project costs as non-eligible,
  • adjustment to relevant provisions concerning the State aid rules.
The funds to cover the other project costs are provided by the project applicant.
Project costs (grant + own contribution) payback time must not exceed 20 years.
6.  Expenditure eligibility period
The beginning of the project eligibility period: from the day when the project funding decision is made by the Selection Committee.
The end of project eligibility period: 30 April 2016.
7.  Project selection criteria
A two-stage verification of applications shall be conducted: 
  1. Access (formal, eligibility) verification, under which applications are checked for compliance with the formal and eligibility criteria,
  2. Selection (substantive and technical) verification according to the criteria adopted by the Selection Committee, during which applications are verified, for instance, for feasibility, relevance, economic efficiency, innovativeness, planned ecological effect, environmental impact and contribution to the achievement of aims, outcomes and outputs of the given Programme.
At the stage of formal assessment, the applicant will have an opportunity to improve or supplement the missing documents. The following shortages are to be supplemented:
  • obvious clerical and mathematical errors in the application and/or annexes,
  • the lack of the electronic version of the application and/or annexes,
  • incompliance of the paper version of the application with the electronic one,
  • the lack of annexes.
If supplementation is necessary, the applicant shall be requested via e-mail and fax (with proof of mailing) to supplement the application or provide explanations.
The request shall specify which criteria were not fulfilled and it shall contain detailed indication of the scope of incompliance. The supplementation and/or explanations will be submitted by the applicant within 3 working days after the request of the National Fund for Environmental Protection and Water Management (NFEPWM/National Fund) to provide the missing documents.
The substantive assessment is carried out by two experts from the National Fund who are not involved in the programme implementation and have the relevant expertise in the matters connected with the projects under evaluation.
The minimum total score (threshold) that enables a positive project assessment in substantive and technical terms and hence makes a project eligible for the ranking list ranges from 55 points to 100 points available in total.
The minimum score (threshold) under a given selection criterion in the substantive and technical assessment that makes a project eligible for further procedure and hence required for a project in order for it to be placed on the ranking list has been specified in Detailed criteria (download available below).
For the project to be placed on the ranking list, both of the above conditions have to be met simultaneously.
The approved detailed project assessment criteria (formal as well as substantive and technical ones) with the score for each criterion are available for download below.
8.  Payment system
The funding shall be provided in the form of reimbursement of the costs incurred, whereas the final payment shall be made after approval of the final report.
The reimbursement of incurred costs shall be made to a project promoter on the basis of interim reports (applications for payment).
Under the implementation of each project, a final payment is also planned (the retained amount), and it shall be paid to project promoter after approval of the final report. The specified retained amount shall amount to 5% of the total grant amount awarded.
9.   Eligible and non-eligible expenditure
The expenditure is eligible according to the general principles pursuant to Chapter 7 of the Regulation on the implementation of the Norwegian Financial Mechanism 2009-2014 with the following exception:
With reference to Article 7.3.1(c), the purchase of new or second-hand equipment is eligible under the projects, provided that the equipment constitutes an integral and necessary component that is essential for the achievement of project outcome, as defined in Article 2.1.7 of Annex I to the programme agreement.
Pursuant to Article 7.4.1(b) of the Regulation, the basis for the calculation of indirect costs in the projects is a lump sum of up to 20% of the total direct eligible costs, excluding the direct eligible costs for subcontracting and the costs of resources made available by third parties which are not used on the premises of the project promoter.
The detailed methodology of indirect costs calculation was developed by the Programme Operator, and it is available for download below.
The detailed conditions for settlement of direct costs shall be specified by the Programme Operator in a project agreement.
In-kind contribution is not eligible under the projects.
Project management cost cannot exceed 10% of project total eligible costs.
10.  Time, place and manner for submitting applications
Date of announcement of a call for proposals – 31.01.2014 r.
Start date for accepting applications – 3.02.2014 r.
Closing date for accepting applications – 7.04.2014 r., hour 15.00
A complete application along with the required annexes, filled in using the applicable form and signed by a person authorised to submit it, is to be submitted by the applicant in Polish in 1 copy in writing (paper) and in 3 copies in electronic version (a CD-R, DVD or a USB memory)3 to the following address:
Narodowy Fundusz Ochrony Środowiska i Gospodarki Wodnej
Departament Funduszy Norweskich
ul. Konstruktorska 3A
02-673 Warszawa
Applications may be submitted in person in the National Fund’s office in office hours, i.e. from 8:00 am to 3:00 pm or in a parcel via postal service provider or another courier service with confirmation of receipt. In case of applications dispatched via postal service provider or a courier service, the date of posting prevails. The documents have to be delivered to the National Fund’s seat within 10 days of the closing date for accepting applications.

11. Partner projects
The Programme Operator invites the applicants to submit applications together with project partners from Norway.
In case of applications submitted in partnership, it is required to attach a document that confirms the established partnership in the form of a letter of intent or a partnership agreement. Before entering into a project contract, it will be required to submit a signed partner agreement.
In order to support the process of establishing partnerships with partners from Norway, the Programme Operator encourages, inter alia, to contact following institution or visit the website:
Norwegian Water Resources and Energy Directorate (NVE)
International Section
Director General’s Office
Telephone +47 22 95 91 21
Mobile phone: +47 470 698 94
Additionally, it is worth to acquaint with information included on the following websites:

12.  Information about the means of appeal available to the applicant
In case of rejection resulting from the conducted formal or substantive and technical assessment of the submitted application, the applicant has the right to use a two-level appeal procedure. The Programme Operator is the appeal institution that examines an appeal in the first instance. The National Focal Point is the appeal institution that examines an appeal in the second instance.
The details of the proceedings under the appeal procedure are included in the document entitled: “Guidelines of the Minister of Regional Development on the procedure for the call for proposals under the EEA Financial Mechanism for 2009-2014 and the Norwegian Financial Mechanism for 2009-2014”, which can be downloaded from the address below.
The deadline for the applicant to lodge an appeal is calculated from the time of applicant’s acknowledgement of receipt of registered or courier mail.
13.  Legal framework and programme documents
When developing the application, the applicant is obliged to abide by the rules arising from the documents listed below:
  • Memorandum of Understanding on the Implementation of the Norwegian Financial Mechanism 2009-2014, available for download below,
  • Programme agreement between the EEA Financial Mechanism Committee and the NFP, as amended, available for download below,
  • Regulation on the implementation of the Norwegian Financial Mechanism 2009-2014, available for download below,
  • Guidelines of the Donor States (available on the website:,
  • Guidelines of the National Focal Point (available on the website:,
  • Rules of the competition, available for download below.
14.  Application form
The application should be filled in solely using the form intended for that purpose in accordance with the instruction on how to complete the application. The form and the instruction are available for download below.
15.  List of annexes required for the application
The list of applicable annexes required to be submitted with the application and detailed requirements have been mentioned/described in the “Instruction for filling in the application and the Project Implementation Plan”.
16.  Application language
The application together with all the required annexes should be submitted in Polish.
17.  Programme Operator contact details
Any questions about the call for proposals should be sent during the call for proposals to the following address:
Ministerstwo Środowiska
Departament Funduszy Europejskich
ul. Wawelska 52/54
00-922 Warszawa
tel. 22 57 92 779, 22 57 92 772
office hours: 9.00-16.00
Narodowy Fundusz Ochrony Środowiska i Gospodarki Wodnej
Departament Funduszy Norweskich
Narodowy Fundusz Ochrony Środowiska i Gospodarki Wodnej
ul. Konstruktorska 3A
02-673 Warszawa
tel. 22 45 90 373, 22 45 90 596, 22 45 90 312
office hours: 8.00-15.00
According to Article 35(1) of The Code of Administrative Procedure all questions shall be answered immediately (in principle within 21 working days but in justifiable cases this period may be extended).

1 The amount for the call for proposals can be increased in case of increase in available allocation.
2 The amount for the call for proposals is expressed in EUR, and then calculated by the Programme Operator into the national currency and expressed in PLN using the average monthly foreign exchange rate published in the Official Journal of the European Union (in the C series), calculated for the period of last six months, where EUR 1 = PLN 4,2108).
3 The application copy in writing should be drawn up in the A4 format and placed in a file with the programme and project name and the full applicant name.
The electronic application version should also contain all the annexes attached to the paper version and scans of all the signed original documents. Individual files should have a name that corresponds to the document nomenclature according to the application form. The storage medium should have the title of the application it concerns and the applicant’s name.


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