Revised May 2005 as applicable f or the 4th Call f or Proposals - EuropeAid/1212214/D/G/Multi (EC-ASEAN Energy Facility).
Most questions received concerning this Call f or Proposals can be answered by reading the Guidelines f or grant applicants responding to the call f or proposals f or 2005 (The Guidelines) - including the links referred to.GENERAL
Q: Considering that the maximum duration of the project is only 15 months or until the end date of 12 December 2006 (whichever comes first), while the proposed project needs 18 months to complete the w or k, is it acceptable if some stages of the w or k have been carried out pri or to the signing of the Grant Contract?
A: Selection committee will screen out f or admin reasons all projects exceeding the declared end date - 12 Dec 2006 . Eligible project costs can be accounted only during the contract. Further, there is no guarantee that the contract is awarded until it really is being signed. At the end of the project commercial operation date has to be declared.
Q: In case, most of the actions have been done but only the commissioning test has not been carried out due to some delay in the actual actions, shall the beneficiary and its partners still be entitled f or the contribution from Contracting Auth or ity, f or the amount which has been disbursed?
A: As above commercial operation date has to be declared. Contracting auth or ity in the end will pay the percentage defined in the contract of the total eligible project costs during the project duration.
Q: Can the beneficiary do the tendering bef or e the grant contract with the EC is sign?
A: Project activities must be made during the project. It may be possible to do some parts of the tendering in advance, but as there is no guarantee of the contract bef or e it is signed, there can not be any commitment either - so all is on your own responsibility.
Q: Can a demonstration project concerning only one ASEAN country be eligible for the EAEF?
A: Yes, but it is very important that outline in the application the potential demonstration effect in other ASEAN countries according to Section 4 of the evaluation grid, page 12 of the Guidelines for grant applicants responding to the call for proposals for 2005 (the Guidelines)".
Q: Can the same project proponent submit more than one project proposal?
A: Yes, an applicant may submit more that one project proposal. However, each applicant may participate in maximum three projects whether ongoing or under application. Further details in "Guidelines for grant applicants responding to the call for proposals for 2005", paragraph 2.1.3, last bullet.
Q: Can the PMU assist project proponents in preparation of their proposal?
A: The PMU is drafting the call for proposals, guidelines etc. and is responsible for the subsequent administrative procedures in evaluation of the submitted project proposals by independent experts. The PMU has signed a statement of impartiality and objectivity and cannot be involved too deeply in preparation of the project proposals. However, the PMU will assist in advising and interpreting the guidelines in each specific case. Project proposals cannot be submitted for an informal assessment. (See below).
Q: Can we send you a draft proposal by email for your comments before the deadline?
A: We are not entitled to handle the proposals in advance, as there is prohibition in place not to comment on the draft proposals.
Q: Can you inform about the selection process? Who will select the projects? Will ACE be part of the process?
A: A Selection Committee of 10 independent experts - five from EU and five from ASEAN member countries - will evaluate and recommend the submitted projects. The Project Steering Committee will forward their recommendations to ACE who will approve the projects before final endorsement by the EU. Then the PMU will commence the contracting with the successful applicants. The Project Management Unit is hosted by ACE and is secretariat for the Selection Committee and Project Steering Committee.
ELIGIBILITY OF APPLICANTS AND PARTNERS
Q: In case a cogeneration project wants to aim f or Pri or ity #2 mentioned in the Guidelines f or Applicants page 3, who are the EU partners? The experience in applying f or a grant through COGEN 3 Programme is that the EU partners are the suppliers f or the project (thus they are profit or iented companies and they make profit out of the project). But it is stated in the Guidelines f or EAEF CfP that the partners must satisfy the same eligibility criteria as those f or the applicants, one of which is that they must be a non-profit or ganization " or in case of private/commercial or ganisations declare the project implementation on a mere verifiable cost basis, i.e. on a non-profit basis". Please explain. If the partners should not be the equipment/ service suppliers, please give examples who they should be.
A: The rules f or EAEF are different from those of the past COGEN III. If your suppliers are not partners and do not w or k on non-profit basis, the respective lots have to go through a tender process. Partners can be your suppliers on non-profit basis, utilities, engineering companies etc. Who have an interest in opening do or s into ASEAN markets. The lead applicant has to declare that the whole project is implemented on a non-profit basis.
Q: One of the proposed partners is a Department of a Ministry. They do not have statues.
A: Governmental bodies are normally set up by bylaws or other legal framework which should be submitted. The issue is to prove the legal status.
Q: Can commercial organisations/companies participate in the projects?
A: Commercial organisations/companies can participate in the projects but they cannot take any profit from the projects subsidised by the grants. They have to come in on a pure cost basis as the grant can only cover actual verifiable costs without any profit margin
Q: Can a non-EU and non-ASEAN organisation be included as a partner of a project consortium? If yes, is there a limit to their involvement in the project?
A: The partners submitting project proposals have to be from the member countries of the European Union and ASEAN as stated in 2.1.1 (page 5) of "Guidelines for grant applicants responding to the call for proposals for 2005" in order to be eligible to a grant from the EC-ASEAN Energy Facility. Pls. also refer to 2.1 Eligibility Criteria and Other essentials, page 6 of "Practical Guide to EC external aid - contract procedures" at
http://www.europa.eu.int/comm/europeaid/tender/gestion/pg/npg_en.doc
However, partners from non-EU and non-ASEAN member countries can participate as subcontractors in the projects if their contribution is financed by other means than from this facility. If they contribute to the project, it should be inserted in "Contributions from other organisations" in the form "Expected sources of funding".
Q: Can ASEAN Centre for Energy (ACE) be associated with the projects, e.g. be a project partner?
A: No, ASEAN Centre for Energy cannot act as beneficiary - directly or indirectly - since ACE is the Contracting Authority.
Q: Can the two EU participants originate from the same country or do they have to be from two different EU countries?
A: There are no requirements as to from how many countries EU proponents should be.
BUDGETS AND SOURCES OF FUNDING
Q: A maj or p or tion (bigger than the amount coming from the EC, if selected) of the project financing comes from a source which imposes their own rules and they have preferred contract or which does not break any rule of the general principles or the rules on nationality and or igin. Does the beneficiary still need to carry out tendering process? (cf. EC Practical Guide to contract procedures financed from the General Budget of the European Communities in the context of external actions, May 2003 page 201 section 6.8.8 Special cases, 6.8.8.1 Co-financing)
A: If the delivery or a share comes from f or mal project partner as per budget separate tender is not needed. In other cases tender is needed.
Q: In case a power generating project is financed by loan from the Government of a certain don or country and the main supplier is from the same country, and the loan money is transferred directly from the don or Government to the supplier, so it is not rec or ded as a transaction in the project owner's balance sheet, how can an external audit or justify this to the Contracting Auth or ity?
A: All costs which are claimed eligible have to go under budget respective headings, and have to satisfy the rules under article 14 of general conditions - to be annex II to contract. Money flows which are not included in this budget are outside of the project and are not regarded eligible. audit or 's task is to check and verify the budgeted costs.
Q: What if a partner does not have audit rep or t because they are not listed in the stock exchange? Will fiscal statement be sufficient?
A: In the application audit rep or t is requested from the lead applicant. In the possible subsequent contract with EAEF there is only one audit or ,who should check the eligible project costs.
Q: Is there a limit of how much of the total work can be subcontracted?
A: There is no exact limit of how much of the total work which can be subcontracted. However in Annex II "General Conditions" article 1.3 it is stated the Beneficiary "may subcontract a limited portion of the Action (works and services). The bulk of the Action must however, be undertaken by the Beneficiary and, where applicable, his partners." (See below)
Q: Does the identity of the subcontractor have to appear in the project proposal?
A: In the Guidelines Para 2.1.2 "Partnerships and eligibility of partners" it is stated that: "Subcontractors are neither partners nor associates, and are subject to the rules set out in Annex IV to the standard contract". This means that subcontractors do not have to be included in the proposal application, however, any subcontracting has to follow the rules set out in Annex IV Procurement by grant Beneficiaries in the context of European Community external actions.
Q: What are the requirements for co-financing by local partners?
A: There are no specific requirements for co-financing by local partners, see Guidelines items 2.1.1-2.1.4.
Q: Can a project proposal cover more facilities and include budgets to be drawn from each facility?
A: No
Q: Where can I find
. Rate of EU persons to work in the project of EAEF.
. Rate of ASEAN persons to work in the project of EAEF.
. Rate of allowance and accommodation during Study Tour of EU and ASEAN nationalities.
A: As the EC-ASEAN Energy Facility is a Grant Programme eligible rates are defined on a cost basis only. Item 2.1.4 of the Guidelines gives the eligible costs and calculation formulae for them: Fees under "direct costs".
Per diems can be found in http://europa.eu.int/comm/europeaid/perdiem/liste1_en.htm
Q: Does "local costs" refer to ASEAN or locality of the main applicant?
A: Local costs refer to staff assigned in the beneficiary countries - the ASEAN countries.
Q: Where has "overhead" costs to be inserted?
A: In 2.1.4 of the ""Guidelines" the "eligible direct costs" are outlined. Further below in "eligible indirect costs" the overheads up to a maximum of 7% of the TOTAL amount of eligible costs are eligible as indirect costs.
Q: What is the definition of "indirect cost"?
A: The basis shall be non-profit i.e. purely actual cost basis. In the budget form you insert pure verifiable cost items and at the end you may add 7% as an indirect cost for administration /overhead. There is no better definition to the indirect costs as given in the Guidelines item 2.1.4. The same section also outlines the content of the eligible fees: actual salaries plus social security charges and other remuneration related costs. You may not mix overhead costs at this stage to the base cost calculation. It comes only at the end in the budget form.
Q: Where should salaries for individual experts be inserted?
A: Salaries for each category of local experts have to be inserted under point 1.1 of "Budget for the Action" - and if more categories/salaries are needed additional budget lines have to be inserted. The same applies to local administrative/support staff under point 1.1.2 and 1.2 to expat/international staff.
Q: To what extent have individual flights to be specified?
A: A division of flights Europe-ASEAN and within ASEAN is appropriate and have to go under two different budget lines. Local travel refers to travel exceeding 200 km in the country where the project(s) site(s) is/are located.
Q: To what level of detail does the cost for subcontractors need to be specified? We plan to organise a seminar partly subcontracted.
A: Asterix 10 under point 5.7 "Budget for the Action" states that costs only should be inserted if fully subcontracted. If the part to be subcontracted is a full package it can be inserted under 5.7 and a few headings should be sufficient. However, if some of your own manpower/travel/per diem have to be included it should be inserted under the appropriate budget lines.
Q: We plan to involve a private company in training activities and it will participate on a base-cost, without any profit. If they participate as sub-contractor (or associated partner) how does it work from the "financial" point of view? Do they need to contribute with the 50% or not?
A: In the application and in "Sources of funding" all contributions have to be indicated. There are no specific requirements on how proponent's input should be funded or shared between the participants. Subcontractors are not required to be nominated but if they participate in the funding it has to appear from "Sources of funding".
Q: How has the 50% self-financing to be justified? Have contracts, invoices etc. to be shown?
A: When you have calculated the budget you insert all contributions in the sheet "Sources of funding". On this sheet the "total contributions" is similar as "overall total" Out of this the EC-ASEAN Energy Facility funding is max. 50 %. Regarding justification please refer to para 2.1.4 in the Guidelines.
SUPPORTING DOCUMENTS
Q: The eligibility of applicants and partners must be certificated from a document signed from each partner. Must this be in original or is a fax sufficient?
A: Application forms under Section III: All data of partners have to be inserted in "1. Description of the partners" and this has to be accompanied and attached by a signed and dated partnership statement from the applicant and every partner. Then under Section IV the applicant declares the eligibility of all participants. All must be in originals and four copies as per the Guidelines.
Q: Which CV's are required to submit with the proposal? All the staff, or just the key experts, or just experts from the Applicant?
A: There is no requirement for including CV's at the submission of the application of grants. However, if already available at the time of submitting the proposal it could be of interest to the Selection Committee to have the CV's of the key experts and the proposed Director/Leader attached as additional - but not binding information to the application. The selection of the Beneficiary is normally not determined on the basis of CV's (as contrary to service contacts). However, please note that if your project proposal is selected and a contract subsequent has to be issued the Beneficiary is free to change experts without the Contracting Authority prior approval. If CV's are annexed to the contract they may only be changed by amendment from the Contracting Authority.
Q: Can the statutes of the applicant and each partner be submitted in original language or must all be in English?
A: The language of the application and if your project proposal is selected - the contract - is English. All relevant documents have to be in English in order to secure their consideration in the evaluation by the Selection Committee. Thus it is recommended to attach the original and an English translation of the documents concerning the applicant and the partners, see Guidelines item 2.2.1.