Call for proposals
Announcement of the call for proposals main open call under The Norwegian Financial Mechanism 2009-2014 for The Operational Prog
ANNOUNCEMENT FOR A CALL FOR PROPOSALS
UNDER THE NORWEGIAN FINANCIAL MECHANISM 2009-2014
FOR THE OPERATIONAL PROGRAMME PL04
“SAVING ENERGY AND PROMOTING RENEWABLE ENERGY SOURCES”
The Minister of the Environment, as the Operator of the Operational Programme PL04 ‘Saving energy and promoting renewable energy source’ under the Norwegian Financial Mechanism 2009-2014 (2009-2014 Norway Grants), hereby announces the call for proposals under competition procedure for co-financing of projects for a total amount of EUR 10,142,358.10, i.e. PLN 42,143,526.38
- Programme objective
The Programme objective is to reduce the emissions of greenhouse gases and air pollutants and increase the share of renewable energy in energy use.
- Type of projects eligible for funding
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).
Minimum required value of CO2 emission reduction/avoidance per year for the project amounts to 20,000 Mg per year.
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.
The co-financing does not cover projects consisting in:
- Construction of new heat sources
- Construction/modernisation/replacement of spare or emergency sources
- The use of co-incineration of coal and biomass.
- Eligible applicants
The entities eligible for submission of applications are small, medium-sized and large enterprises, excluding:
- enterprises covered by regulation of the European Parliament and of the Council (EU) No. 508/2014 of 15th of May 2014 on the European Maritime and Fisheries Fund and repealing Council Regulation (EC) No. 2328/2003, (EC) No. 861/2006, (EC) No. 1198/2006 and (EC) No. 791/2007 and Regulation of the European Parliament and of the Council (EU) No. 1255/2011 and enterprises covered by the Regulation of the European Parliament and of the Council (EU) No. 1305/2013 of 17th of December 2013 on support for development as rural by the European Agricultural Fund for rural Development (EAFRD) and repealing Council Regulation (EC) No 1698/2005.
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.
- Amount allocated for funding the projects
For projects under the open call for proposals, EUR 10,142,358.10 will be allocated, i.e. PLN 42,143,526.38.
The amount made available under the call for proposals consists of the funds obtained from the Norwegian Financial Mechanism 2009-2014.
- Project grant rate
A project grant rate will not be higher than 30% of total eligible costs. The maximum amount of grant assistance applied for is EUR 5,000,000 i.e. PLN 20 776 000, and minimum amount of grant is EUR 600,000 i.e. PLN 2 493 120. 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 projects costs are provided by the project applicant.
- Expenditure eligibility period
The beginning of the project eligibility period: from the day when the decision about project funding is made by Selection Committee.
The end of project eligibility period: 30 April 2017.
- Project selection criteria
A two-stage verification of applications will be conducted:
I. Formal assessment – verification of access criteria: under which applications are checked for compliance with the formal and eligibility criteria;
At the stage of formal assessment, the applicant will have 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, except for feasibility study.
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 10 working days after the request of the National Fund for Environmental Protection and Water Management (NFEPWM).
II. Merit-technical assessment – verification of selection and detailed criteria: is carried out according to selection and detailed criteria accepted by Selection Committee. Under this assessment applications are verified i.a. for feasibility, economic efficiency, innovativeness, planned ecological effect, environmental impact and contribution to the achievement of objectives, outcomes and outputs of the Programme.
The merit-technical assessment is carried out by two experts from the NFEPWM who are not involved in 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 point 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 in the ranking list, both of the above conditions have to be met simultaneously: obtaining minimum 55 points and for every criterium 1.1.-1.3, 2.1-2.2 minimum number of points must be higher than 0.
The approved project assessment criteria (formal as well as merit-technical ones) are available for download below.
- Payment system
The funding will be provided in the form of reimbursement of the costs incurred whereas the final payment will be made after the approval of the final report.
The reimbursement of incurred costs will be made to a beneficiary on the basis of interim reports (payment claims).
Under the implementation of each project, a final payment is also planned (the retained amount), and it will be paid to Project Promoters after approval of the final report. The specified retained amount will amount to 5% of the total awarded grant amount.
- 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 Appendix 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 is a flat rate of up to 20% of its total direct eligible costs, excluding its 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 cost calculation was developed by the Programme Operator, and it is available for download below.
The detailed conditions for settlement of direct costs will be specified by the Programme Operator in a project contract.
Material costs are not eligible under the projects.
Project management cost cannot exceed 10% of project total eligible costs.
- Time, place and manner for submitting applications
Date of announcement of a call for proposals – 9.07.2015
Start date for accepting applications – 10.07.2015
Closing date for accepting applications – 14.09.2015, at 3 pm.
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 one copy in writing and in three copies in electronic version (a CD-R or a USB memory) to the following address:
Narodowy Fundusz Ochrony Środowiska i Gospodarki Wodnej
Departament Ochrony Klimatu
ul. Konstruktorska 3A
Applications may be submitted in person in the NFEPWM’s office in working 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 dispatching prevails. The documents have to be delivered to the NFEPWM seat within 10 days of the stamp date.
- Information about the means of appeal available to the applicant
In case of rejection resulting from the conducted formal or merit-technical assessment of the submitted application, the Applicant has the right to take advantage of 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.
- 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 institutions or visit the website:
Norwegian Water Resources and Energy Directorate (NVE)
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:
- 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: www.eeagrants.org),
- Guidelines of the National Focal Point (available on the website: www.eog.gov.pl),
- Rulebook for the open call for proposals PL04, available for download below.
- 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.
- 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 Project Implementation Plan’.
- Application language
The application together with all the required annexes should be submitted in Polish.
- Programme Operator contact details
Any questions about the call for proposals should be sent during the call for proposals to the following address:
Narodowy Fundusz Ochrony Środowiska i Gospodarki Wodnej
Departament Ochrony Klimatu
Wydział Środków Zagranicznych
ul. Konstruktorska 3A
tel. 22 45 95 853, 22 45 95 818
office hours: 8.00-15.00
Departament Funduszy Ekologicznych
ul. Wawelska 52/54
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).
 In the case of release of additional funds, allocation may be increased
 The amount for the call for proposals 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 4,1552).
 An application copy in writing should be drawn up in the A4 format and placed in a file with the programme and project name and a full Applicant name.
The electronic application version should also contain all the appendices 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.