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Call for proposals and appraisal

 

THE MINISTRY OF CULTURE AND NATIONAL HERITAGE AS THE PROGRAMME OPERATOR

ANNOUNCES THE II CALL FOR PROPOSALS FOR THE PROGRAMME “PROMOTION OF DIVERSITY IN CULTURE AND ARTS WITHIN EUROPEAN CULTURAL HERITAGE” WITHIN THE EUROPEAN ECONOMIC AREA FINANCIAL MECHANISM 2009-2014

for the amount of EUR 4 080 102 EUR  =  16 899 782 PLN[1]

(on the basis of the exchange rate set as the average of the official monthly exchange rate published in the C series of the Official Journal of the European Union calculated for the last 6 months, where EUR 1 = PLN 4.1420)

 1. Project thematic areas within which one may submit projects eligible for co-financing within the call

  • artistic and cultural education
  • cultural heritage (incl. tangible and intangible cultural heritage as well as literature and archives)
  • music and stage arts
  • fine and visual arts

2. Types of projects eligible for co-financing within the call

  • organization of exhibitions, performances, concerts, festivals (including film festivals) and other artistic events;
  • supporting cooperation and exchange of artists, within inter alia visual arts, stage arts, music, photography, film and others;
  • supporting cooperation of artistic schools and universities;
  • collaboration of experts in the field of modern conservation techniques (including digitalisation of cultural goods); documentation; protection, conservation and promotion of cultural heritage; combating threats to cultural goods, including prevention of crime against monuments and cultural goods; national heritage management;
  • inter-institutional cooperation between cultural institutions and archives.

Only “soft”, i.e. non-investment projects with a non-commercial character shall be eligible under the Programme.

3. Types of entities that are eligible to apply for co-financing

  • national and local government cultural institutions;
  • public artistic schools and universities;
  • public universities (in the case of projects implemented by their artistic faculties as well as faculties concerning cultural studies, history, cultural heritage and cultural management);
  • state archives;
  • local government units and their associations;
  • non-governmental organisations (NGOs) active in the field of culture. The term “non-governmental organization” shall have the respective meaning in line with the article 1.5 point 1(m) of the Regulations on the implementation of the EEA FM 2009-2014.

4.  Partnership projects

All projects shall have at least one Partner from the Donor-States, that is Norway, Liechtenstein, Iceland, confirmed at the stage of submitting the application by a letter of intent (or a partnership agreement), which constitutes one of the attachments to the application form.

The project promoter (Applicant) is always from Poland, and is responsible for submitting the proposal.

The donor partner(s) that participate in the project should meet the following requirements:

  • its participation in the project is reasonable;
  • does not draw profits from the participation in the project;
  • belongs to one of the following entities groups:

- cultural institutions;

- artistic schools and universities, incl. university colleges and special field universities

- independent artistic departments at universities, incl. departments concerning cultural studies, history, cultural heritage and cultural management at universities as well as artistic departments and departments concerning cultural studies, history, cultural heritage and cultural management at university colleges and special field universities;

- archives;

- local government units;

- non-governmental organisations from the field of culture;

- non-profit economic entities from the field of culture.

5. The amount of financial funds for project co-financing

The total allocation (funds from the EEA FM 2009-2014 together with Polish contribution) for the competition: EUR 4 080 102, that is 16 899 782 PLN, out of which:

  • app. 70% will be spent on the co-financing of large projects within the four thematic areas defined above, that is EUR 2 856 071 (11 829 847 PLN)
  • app. 30% will be spent on the co-financing of small projects within the four thematic areas defined above, EUR 1 224 031 (5 069 935 PLN)

In case of release of additional funds, this amount may increase.

6. The amount of co-financing

  • The level of co-financing – up to 90% of project eligible costs
  • Required own financial contribution – at least 10% of project eligible costs

In case of national institutions, state archives and public artistic schools and universities under the Polish Ministry of Culture and National Heritage, fully financed from the state budget, MCNH also provides its own contribution to the project, which means that those institutions may apply for 100% of project eligible costs from the Programme[2].

Small projects:

  • the minimum amount of co-financing is EUR 50 000 (that is 207 100 PLN), and the maximum amount of co-financing is EUR 150 000 (that is 621 300 PLN)

Large projects:

  • the minimum amount of co-financing is over EUR 150 000 (that is 621 300 PLN ), and the maximum amount of co-financing is EUR 1 000 000 (that is 4 142 000 PLN)

7. Eligible expenditures

  1. Costs of project content-related actions:
  • Costs of materials and services related to the organisation and service of events within the project
  • Costs of project information and promotion
  • Costs of publications, studies and analysis
  • Costs of remuneration of artists and experts involved in project implementation comprising actual salaries plus social security charges and other statutory costs included in the remuneration
  • Costs of travel, accommodation and food for people participating in the project
  • Licence fees
  • Cost of equipment indispensable for the implementation of the project content-related activities (the cost of purchasing new equipment is an eligible cost only in justified cases and only when the equipment is not entered as a capital expenditure).
  1. Management costs:
  • Costs of remuneration of people operating the project comprising actual salaries plus social security charges and other statutory costs included in the remuneration
  • Costs of materials and services indispensable for running the project
  • Fees (notarial fees, bank fees for opening and managing an account)
  • Costs of renting and hiring office space for the project
  • Costs of electricity, gas, water, internet and other indirect costs.

 Within the Programme, the following are non-eligible:

  • Purchase of land and real estate;
  • Amortisation and purchase of fixed assets, including purchase of musical instruments;
  • Awards, scholarships and penalties;
  • In-kind contribution, including voluntary work;
  • Charges for financial transactions and other purely financial costs, except costs related to accounts required by the FMC, the National Focal Point or the applicable law and costs of financial services imposed by the project contract;
  • VAT when legal provisions allow for its recovery.

The final date of costs’ eligibility may not go beyond 30 April 2016.

8. Bilateral Cooperation Fund

The Programme Operator sets aside a share of the Programme budget (1.5% of the total Programme eligible costs) for the needs of the Bilateral Cooperation Fund on the Programme level during its implementation.

From the total budget of the Bilateral Cooperation Fund:

  • approximately 83% will be allocated for the search for project partners from the Donor States prior to or during the preparation of a project application and the preparation of the partnership project application (measure “a”);
  • approximately 17% will be allocated for the networking, exchange sharing and transfer of knowledge, technology, experience and best practices between project promoters and entities from the Donor States (measure “b”).

Approximately EUR 40,000 of total allocation for the Bilateral Cooperation Fund will be allocated to activities organised by the Programme Operator, aiming at the achievement  of both measures (“a” and “b”).

The remaining part of the Bilateral Cooperation Fund, that is approximately EUR 126,000 of the total allocation for the Bilateral Cooperation Fund, will be available only for applicants who will receive grants from the Programme, as a refund of expenditures incurred both by applicants and project partners in order to establish partnership for the project (measure “a”).

If the applicant applies for funds from the Bilateral Cooperation Fund, it is obliged to fill the last part of the application form concerning the reimbursement of costs incurred by the applicant and partner/s for establishing partnerships (the applicants will submit to the Programme Operator a financial statement of properly documented expenditures in the application form that are compliant with the Fund rules).

The applicants may apply for a 90% reimbursement of eligible costs incurred within the Bilateral Cooperation Fund. The remaining costs of the project shall be provided by the applicant[3]. The level of reimbursement will depend on the available amount of funds, but it shall not exceed EUR 6 300 (26 094 PLN).

The following categories of expenditures are eligible within the Bilateral Cooperation Fund: 

  • Fees and travel costs for participation in conferences, seminars, courses, meetings and workshops;
  • Travel costs for study trips (incl. subsistence allowance);
  • Travel and salary costs for visits by experts;
  • Costs of conferences, seminars, courses, meetings and workshops;
  • Promotional and informational activities;
  • External consultancy fees;
  • Purchase of data necessary for the preparation of the application.

Expenditures incurred and refunded from this Fund will be eligible from the 9 of May 2012 to the day of submitting the application to the Programme Operator.

9. Project selection criteria

Project appraisal is a two-staged process and consists of formal and content-related appraisal. Only those projects that meet all the formal criteria will be subject to content-related appraisal.

The formal appraisal is conducted by Polish experts. Within the formal appraisal the 3 working days supplementing procedure will be carried out. The list of errors that can be supplemented is in the Formal appraisal sheet and Applicant Guide, that are in the attachment to this announcement.

The content-related appraisal is conducted by Polish and Norwegian experts. Each application is reviewed by two experts and the total scoring of the project is the average of the scores awarded by the two experts .

The final recommendation of the projects for co-financing is made by the Selection Committee. The Minister of Culture and National Heritage signs a decision on the co-financing of the projects.

Formal and content-related appraisal sheets together with detailed selection criteria are to be found in the attachment to this announcement.

Approved detailed content-related criteria for the second call for proposals are the following:

  1. Level of the Applicant’s own contribution financing
  2. Appraisal of the project budget, including expenditures for artistic / content-related activities and for the project management
  3. Institutional analysis of the Applicant
  4. Institutional analysis of the Partner(s)
  5. Project management model
  6. The quality and sustainability of the partnership
  7. Content-related schedule of the project
  8. Indicators
  9. Risk analysis
  10. The importance/need for the implementation of the project, including impact of the project on local communities and the evaluation of social and educational aspects
  11. The artistic value / importance and relevance of the project
  12. The complexity and variety of the project
  13. Promotion of cultural diversity, including participation of minorities in the project
  14. Information and promotion

Projects that receive at least 60% of possible points to obtain at the content-related appraisal will be placed at the ranking list.

10. Information on appeal measures available to applicants

Applicants may turn to appeal procedure against the decision to reject the application at the stage of formal or content-related appraisal. The appeal procedure consists of two instances. The Programme Operator is an appeal body of the first instance. The National Focal Point is an appeal body of the second instance.

There is no appeal procedure against the decision of the National Focal Point.

There is also no appeal procedure against the decision of the Selection Committee.

The allocation for the appeal procedure for projects submitted within the II call for proposals to the Programme is EUR 453 344 that is 1 877 750 PLN.

11. Payment system

Payments towards the end beneficiaries is in the form of advance payments with the exception of the last tranche, which will be paid in the form of reimbursement of incurred by the beneficiary and partner/s expenditures (based on approved final financial report).

Suggested amount of the first advance payment:

-        for small projects – may be up to 80% of the grant amount, but may not exceed EUR 50 000 (207 100 PLN);

-        for large projects – may be up to 40% of the grant amount, but may not exceed EUR 80 000 (331 360 PLN).

Total advanced payment to a beneficiary cannot exceed 80% of the grant amount. Each payment will be made only after the Programme Operator verifies that 70% of any previous payment has been properly incurred both financially and substantively.

Within the payment system for beneficiaries, the beneficiary submits to the Programme Operator the following documents:

  • interim reports (for periods January-April, May-August, September-December);
  • final report;

together with complete documentation confirming the incurred expenditures and confirming and justifying the correct project implementation, that is copies of financial documents such as: invoices (or other financial documents of equivalent probative value); debit/account notes with lists of expenditures incurred by project partner; payment confirmations; agreements with contractors; acknowledgement of receipts; payrolls; received works (if applicable – e.g. promotional and informational materials).

In case of project partners whose primary location is in a Donor State, reports by an independent and certified auditor certyfing that the claimed costs are incurred in accordance with the Regulation on the implementation of the EEA FM 2009-2014, the national law and accounting practices of the project partner’s country, shall be seen as sufficient proof of costs incurred by a project partner.

In case of additional questions, the Programme Operator may ask Beneficiary for further explanations/clarifications

12. Date, place and mode of submitting the applications for project co-financing

The call for proposals takes place from 15th of April 2013 till 16th of August 2013, till 15:00. The deadline refers both to the hard copy version and electronic version of the application submitted through the application form generator in the EBOI system.

The application form consists of two language versions: Polish and English. The application form must be obligatory submitted via application form generator that is to be found at www.eog.mkidn.gov.pl.

Then, the printed 2 originals of the application form together with 2 copies of attachments (all documents must be signed, initials must be at each page of the documents and if applicable – all pages must be certified as a true copies) and with CD/DVD with scans of all documents, must be delivered in envelope or parcel, through the post or dispatch-rider (in those cases, the deadline refers to a post stamp), or in person to the Ministry of Culture and National Heritage under the address:

Ministerstwo Kultury i Dziedzictwa Narodowego

Departament Funduszy Europejskich

ul. Krakowskie Przedmieście 15/17

00– 071 Warszawa

An envelope or a parcel with complete application form has to be marked with the following:

  • Application for project co-financing within the Programme “Promotion of Diversity in Culture and Arts within European Cultural Heritage” within the EEA FM 2009-2014,
  • Full name of the Applicant,
  • Applicants’ address,
  • Project title.

13. Documents to be downloaded

Application documents:

Programme documents:

For additional information, contact (working days, from 9.00 till 15.30):

  • Ms. Małgorzata Bacińska, tel. 22 42 10 538
  • Mr. Jacek Mikuszewski, tel. 22 42 10 466
  • Sekretariat of the Department for European Funds in the MCNH, tel. 22 42 10 302

Ministry of Culture and National Heriatge

Department for European Funds
ul. Krakowskie Przedmieście 15/17
00-071 Warszawa
Tel. +48 (22) 42-10-302
Fax . +48 (22) 42 10 371

According to the art. 35 § 1 of the Administrative Code all queries will be answered without undue delay (in general - within 21 working days, but in justified cases this period may be longer).

Correspondence concerning the submitted application shall be sent to the applicants by the Programme Operator through letter and fax or letter and mail – according to the information provided by the applicant in the application. The date of posting the letter will be counted from the date of sending the information to the applicant through fax (the date is counted from receiving the acknowledgment of receipt) or from the date of sending the information to the applicant through mail with acknowledgment of receipt. In case of lack of confirmation,  the correspondence shall be seen as delivered after 10 working days.

Contact details for additional information on partner search for Norway, Iceland and Liechtenstein:

 

Håkon Halgrimsen

Arts Council Norway/ Norsk kulturråd

Postboks 8052 Dep, 0031 Oslo

Norway

Tel.: +47 21045964 and +47 21 04 58 00

e-mail:kulturutveksling@kulturrad.no

website: www.norskkulturrad.no

 

Guðný Helgadóttir

Head of Division
Department of Cultural Affairs
Ministry of Education, Science and Culture
Sölvhólsgötu 4 IS-150 Reykjavík  
Iceland

Tel. +354 545 9500

E-mail: gudny(dot)helgadottir@mrn(dot)is

 

Kerstin Appel-Huston

Senior Advisor to the Minister of Cultural Affairs

Government – Principality of Liechtenstein

Regierungsgebäude

Peter-Kaiser-Platz 1

P.O. Box 684 9490 Vaduz

Liechtenstein

Tel.: +423 236 60 24

E-Mail: Kerstin(dot)Appel@regierung(dot)li

 

Detailed information concerning the call for proposals and the Programme, are to be found at www.eog2016.mkidn.gov.pl.

Supported by a grant from Iceland, Liechtenstein and Norway through the EEA Grants and co-financed by the Polish funds.


[1] In case of release of additional funds, this amount may increase.

[2] Institutions partly financed from other sources as institutions co-organized by the MCNH, cannot apply for 100% of co-financing.

[3] If the project promoter is an entity which belongs to the budget-line of the MCNH the grant rate can be 100%. This financial contribution can be also provided by the project partner/s.

 

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