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How can I print the application form from eMS?

Basic programme requirements

31.03.2017

To print the application form you first have to click „Save Phase 1 As Pdf File“. Saved file will appear under „Generated files“ (it might take a few minutes). Then you can open .pdf file and print it out.

 

In the Letter of intent please  state the total indicative budget amount of your organization what is planned in the project, including the co-financing of the Programme and your organization (in euros).

 

In accordance with the Guidelines, s.8.1.4, Intent Letter(s) should be submitted by the Applicant as original in electronical form with the digital signature in case of the Estonians or as original in paper form in case of the Russians.

In case Estonian Applicant submits an Intent Letter with digital signature (as original), then Russian partner(s) submits both versions: scanned Intent Letter(s) in electronical folder (all Project partners’ Intent Letters should be in one electronical folder) and original in paper form in one envelope by mail or by hand-delivery to JTS or Branch Office.

Small and medium size enterprises can act as a partner/beneficiary in the Estonia-Russia CBC Programme with some restrictions:
- SMEs cannot act as the only partner from the participating country (Chapter 4 of the Guidelines for the 1st Call for proposals).
- SMEs cannot act as the applicant (lead beneficiary) of the project (Chapter 7.2 of the Guidelines for the 1st Call for proposals).
- Participation of SME is allowed only under TO1 Business and SME development.

Small and medium size enterprises (SME) can act as a partner/beneficiary in the Estonia-Russia CBC Programme with some restrictions:
- SMEs cannot act as the only partner from the participating country (Chapter 4 of the Guidelines for the 1st Call for proposals).
- SMEs cannot act as the applicant (lead beneficiary) of the project (Chapter 7.2 of the Guidelines for the 1st Call for proposals).
- Participation of SME is allowed only under TO1 Business and SME development.

 

Investments are financed only in case they are necessary for reaching the results of the project and the Programme, including delivering a cross-border impact and benefits.

Technical documentation related to the infrastructure/investment works shall be submitted to the programme at the stage of Full Application Form that provides circumstantial evidence that design and construction works should be divided in the framework of one project.

In addition, realistic character of project outputs/results and its possible achievement within given resources – i.e. time, partners, budget and other resources will be assessed under award criterion of FAF (point 3.2.).

What content has to be reflected in the Feasibility study?

Basic programme requirements

1.03.2017

The structure of Feasibility Study for projects with investment component could be as following:

  1. Introduction (up to 5 pages)
  2. Overview of object (incl. history, description of existing situation and problem, location and ownership, previous preparatory development activities)
  3. Operational model/ idea of object (incl. need and corresponding objective of development, expected results and impact in case of implementation of project, project solution, clients of object, organisation and project team)
  4. Competition analysis (main competitors in the market, their share, advantages of competitors, advantages of partner)
  5. Sustainability analysis (which income from which sources will cover the costs of object in long term perspective)
  6. Financial/ cost-benefit analysis (incl. discount rate and the forecasts of macro indicators, scenarios, investment, operating income and costs, etc.; if clients will be charged for using the services at object, then use special table for calculations (provided by the Programme) concerning the operating profit of the investment
  7. Marketing analysis (size of market, growth rate, profitability trends, marketing channels)
  8. Socio-economic analysis (incl. overall economic environment, possible new investments emerging as a result of current project, direct and indirect impact on employment, new workplaces to be created, environmental protection, etc.)
  9. Risk analysis (possible risks and consequences related to project implementation and achievement of expected impact; ways of managing the risks)
  10. Summary

 

Using this structure is highly recommended by the Programme. In case the project partner orders the Feasibility study from independent contractor the additional independent quality review is not requested. In case partner composes Feasibility study by itself, the independent quality review has to be provided. The independent quality review has to follow the same structure as Feasibility study and to evaluate how and to which extend the provided review corresponds to the proposed content of Feasibility study.

Detailed budget provided in Full Application Form may differ from the preliminary budget provided in Project Summary Form up to 10%, except in case of changes requested by the JMC after evaluation of Project Summary Form.

No substantial changes are recommended between Budget Headings as well.

Can NGO be a Lead Beneficiary?

Basic programme requirements

16.02.2017

NGOs that are established and have their legal address in the Programme area can act as an Applicant (Lead Beneficiary).

How often audit is needed?

Basic programme requirements

16.02.2017

Each Interim Report and Final Report has to be audited. Reporting period is 6 months.

Lump sum of 1000 EUR is eligible for preparation costs incurred before submission of the Project Summary Form. These costs are limited to travel and subsistence costs of the staff involved in the project preparation.

Only awarded projects will be able to claim the reimbursement of the costs incurred before submission of the Project Summary Form.

Employees can be employed either full-time or part-time for the project. If staff is not working full time for the project, percentage of involvement should be indicated in the description of the costs.

Eligible costs are related to actual gross salaries including social security charges, compulsory taxes and other remuneration-related costs.

Staff costs are eligible only if they are sufficiently justified and documented in beneficiary document recording system and accountancy according to national legislation and internal procedures of concrete beneficiary

More information is available under Chapter 10.2, point 10.1.2. heading 1 (staff).

Can a national level organization be involved as a partner?

Basic programme requirements

16.02.2017

National, regional or local authorities and their associations are eligible. More information is available under Chapter 4.

Can project make profit of a grant?

Eligibility

16.02.2017

The rule of non-profit is essential in the calculation of the final amount of grant. Projects have to follow non-profit rule during its execution period of the project.

What are responsibilities of Beneficiaries?

Basic programme requirements

16.02.2017

All beneficiaries shall actively cooperate in the development and implementation of projects. In addition, they shall cooperate in the staffing and financing of projects. Each beneficiary shall be legally and financially responsible for the activities that it is implementing and for the share of the Programme funds that it receives. The specific obligations as well as the financial responsibilities of the beneficiaries shall be laid down in the partnership agreement.

More description can be found in Chapter 10, point 10.1.2.

Project Lead beneficiaries and beneficiaries must follow their national procurement legislation.

The project budget has to be in line with the principles of economy, efficiency and effectiveness.

PRAG rules may be followed as an example of sound financial management.

Presentations will be published on the programme web-site after holding all three seminars in Viljandi (24-25 January), Pskov (7-8 February) and St. Petersburg (20-21 February).

The main results of the project should be linked to the programme result indicator and their contribution to be described.

The achievement of programme result indicator will be evaluated at the end of the programme by conducting respective survey by the programme.

Flat rate is calculated on a basis of a fair, equitable and verifiable calculation method. Methods should relate to either statistical data/similar objective means or certified or auditable historical data of the beneficiary or its usual cost accounting practices.

Flat rate costs shall not be confirmed by supporting documents.

Own contribution has to come from partner budget and be paid from partner`s account. Sources of own contribution can be different and shall come from source other that the European Union.

Is contribution in-kind eligible?

Basic programme requirements

16.02.2017

Contributions in kind are not eligible.

What is co-financing rate?

Basic programme requirements

16.02.2017

Each project must have own contribution of at least 10% of the total eligible costs. With that, every beneficiary except of SMEs (small and medium enterprises) has to co-finance the project with at least 10% contribution of their own part of the project budget.

For the small and medium sized enterprises (SMEs) participating in the project from the Russian Federation the maximum co-financing from the Programme cannot exceed 50% of the total eligible costs for respective project partner.

In case of participation of the SME from the Republic of Estonia, the Programme co-financing rate shall be in the line with State aid regulations.

Can it be more than 2 partners in the project?

Basic programme requirements

16.02.2017

Yes, the number of partners is not limited and should be in accordance with needs and objectives of the project.

In order to be eligible for a grant, the applicant and the project partner(s) must be one of the following:
1) national, regional and local public authority;
2) association formed by one or several national, regional or local authorities;
3) public equivalent body (any legal body governed by public or private law):
a. established for the specific purpose of meeting needs in the general interest, not having an industrial or commercial character;
b. having legal personality;
c. is financed by national, regional or local authorities.
4) Other bodies that are governed by public legal acts, or which are subject to management supervision by those bodies, or which have an administrative, managerial or supervisory board more than half of whose members are appointed by national, regional, or local authorities, or by other bodies which are governed by public legal acts (such as, for example, municipal and national enterprises, trade unions, medical institutions, museums, etc.)
5)Associations formed by one or several bodies governed by public legal acts as defined under point 3 of this section above;
6) NGOs and other non-profit making bodies;
7) Educational organisations (schools, preschool institutions, vocational schools, colleges, institutes, universities);
8) Small and medium-sized enterprises (SME) (only under TO 1).

Technical documentation for (re)-construction works has to be provided in line with the national building legislation. Building permission (if applicable and available) should be submitted with Full Application.

What is the Large Infrastructure project duration?

Large Infrastructure Projects

25.07.2016

The latest date for signing the Grant Contract is 30 June 2019. The project duration cannot exceed 31 December 2021.

The information seminars aiming to provide information on the Programme‘s requirements will be organized in the eligible Programme regions of Estonia and Russia. Detailed time schedule of information events will be available on the Programme website.

The term “Applicant” means the body submitting the package on behalf of project partnership of documents necessary when submitting a proposal. In case of project award Applicant becomes a Lead beneficiary.

Project partner” is the body participating in the development of the project application, signing the Partnership Statement. In case of project award Project partner becomes a Beneficiary.

The “Lead Beneficiary” is a legal person with whom a grant contract is signed. The responsibilities of Lead Beneficiary are described in  Guidelines for Call for Proposals.

The “Beneficiary” is a participant in the project, legally and financially responsible for implementation of part of the activities, in accordance to the Application Form and to the Partnership Agreement signed with the Lead beneficiary.

What is the official working language of the Programme?

Basic programme requirements

25.07.2016

The official working language of the Programme is English. Project Summary and in second phase the Full Application shall be filled in English, Grant Contracts shall be concluded in English, all official documentation and communication related to the implementation of projects should be in English.

Interpretation and translation costs foreseen during the project implementation can be included in the budget of the project.

What are the Programme thematic objectives?

Basic programme requirements

25.07.2016

Strategic objectives are supported by four thematic objectives (TO) based on a socio-economic and environmental analysis of the Programme area, thematic seminars, and input from potential beneficiaries:

  • Business and SME development (strategic objective A, TO1)
  • Promotion of border management and border security, mobility and migration management (strategic objective A,B,C, TO10)
  • Environmental protection, climate change mitigation and adaptation (strategic objective B, TO6)
  • Support to local and regional good governance (strategic objective A,B,C, TO5)

The thematic objectives, in turn, aim at supporting specific areas within each strategic objective:

-TO1 Business and SME development

  • Increasing SME development and entrepreneurship by fostering cross-border business contacts and the development of services and products
  • Increasing SME competitiveness and entrepreneurship by fostering cooperation between public, private and R&D sectors
  • Improving the business environment through the development of business support measures and infrastructure

-TO10 Promotion of border management and border security, mobility and migration management

  • Increasing the throughput capacity of existing border crossing points through the development of BCP infrastructure and border management procedures
  • Increasing the throughput capacity of existing border crossing points by refurbishing and improving border crossing roads and supporting infrastructure

-TO6 Environmental protection, climate change mitigation and adaptation

  • Improving the biodiversity of joint natural assets
  • Improving the quality of shared water assets by reducing their pollution load (including improving wastewater treatment facilities, improving solid (household and industrial) waste management and relevant facilities, and reducing pollution that is caused by the agricultural sector
  • Increasing awareness of environmental protection and efficient use of energy resources
  • Fostering shared actions in risk management and a readiness to cope with environmental disasters

-TO5 Support to local and regional good governance

  • Improving cooperation between local and regional authorities and their sub-units
  • Improving cooperation between local and regional communities

What are the Programme’s strategic objectives?

Basic programme requirements

25.07.2016

There are three strategic objectives under the Programme:

  • A- Promotion of economic and social development in regions on both sides of the common borders;
  • B- Addressing common challenges in environment, public health, safety and security;
  • C- Promotion of better conditions and modalities for mobility of persons, goods and capital.

Each project shall involve at least two partners, of whom at least one project partner shall be located in the Programme area in Estonia and at least one project partner located in the Programme area in Russian Federation.

What organisations are eligible to submit the project?

Basic programme requirements

25.07.2016

In order to be eligible for a grant, the applicant and the project partner(s) must be one of the following:
1) national, regional and local public authority;
2) association formed by one or several national, regional or local authorities;
3) public equivalent body (any legal body governed by public or private law):
a. established for the specific purpose of meeting needs in the general interest, not having an industrial or commercial character;
b. having legal personality;
c. is financed by national, regional or local authorities.
4) Other bodies that are governed by public legal acts, or which are subject to management supervision by those bodies, or which have an administrative, managerial or supervisory board more than half of whose members are appointed by national, regional, or local authorities, or by other bodies which are governed by public legal acts (such as, for example, municipal and national enterprises, trade unions, medical institutions, museums, etc.)
5)Associations formed by one or several bodies governed by public legal acts as defined under point 3 of this section above;
6) NGOs and other non-profit making bodies;
7) Educational organisations (schools, preschool institutions, vocational schools, colleges, institutes, universities);
8) Small and medium-sized enterprises (SME) (only under TO 1).

The eligible territories of the Programme are following:

  • Estonia: Kirde-Eesti, Lõuna-Eesti, Kesk-Eesti; adjoining area: Põhja-Eesti including Tallinn
  • Russia: St. Petersburg, Leningrad and Pskov regions.