CIVINET ACTIVITY FUND CALL For New CIVITAS National Networks · CIVINET ACTIVITY FUND – CALL For...

CIVINET ACTIVITY FUND –

CALL For New CIVITAS National Networks

CIVINET WEBINAR, 11 September 2017

Jerome Simpson | Regional Environmental Center for CEE

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SATELLITE support for CIVINETs • 18 April 2016 • Marcel Braun SATELLITE support for CIVINETs • 11 Sept. 2017 • Jerome Simpson

Contents

• What are the CIVINETs?

• An Activity Fund

• Extra Points! (and More)

• Eligibility

• Documentation

• The Forms

• Evaluation

• Decision-making Timeline

• Funding Modalities

• Redress

• FAQs

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What are the CIVINETs?

• A group of cities with a common language typically managed by a non-governmental organisation, university, associations or SME (not a city).

• Tools for promoting the CIVITAS approach by translating European Commission initiatives, activities and results into local contexts and languages.

• Mechanisms for enriching and deepening European level discussions with national local perspectives.

civitas.eu

/civinet

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An Activity Fund

• Activities (not Action Plans)

• Four activity types :

Capacity building events – where your organisation hosts workshops,

seminars and webinars providing expert advice to members

Transfer and take-up activities – where you(r members) host fellow

members for peer-to-peer exchanges on specific measures (i.e. site visits),

study tours, work placements, undertake feasibility studies etc.

CIVITAS Dissemination – where your organisation prepares local language

promotional material such as postcards, the “Welcome to CIVITAS” booklet,

roll-ups; e-courses/learning material, thematic group content etc.

Other activities – where your organisation raises awareness of your

network outside the network zone and exchanges with cities, particularly

non-EU cities or attends third party events as speakers or participants (ie.

national conferences, trainings and consultations not organised by your

Network)

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Extra Points!

• Activities realising cleaner and better transport in cities

• Support to the implementation of the European Commission’s 2016 Low Emission Mobility ‘Decarbonisation’ Strategy1

• Activities which add value to the CIVITAS Initiative’s main assets (the Forum network and conference, the Thematic Groups, the Political Advisory Committee or ‘PAC’ and CIVITAS communication tools such as its website)

• …for activities that seek to specifically support the organisation of the CIVITAS Forum conference (Location TBC, Sept./Oct. 2018)

ec.europa.eu/transport/themes/strategies/news/2016-07-20-decarbonisation_en

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More Extra Points!

Tackling Congestion (RIAs)

CREATE CIPTEC FLOW TRACE

Urban freight and logistics (RIAs)

CITYLAB NOVELOG SUCCESS U-TURN

New CIVITAS Demonstrations

(IAs)

Integrated planning SUMPs projects (RIAs)

PORTIS

DESTINATIONSECCENTRIC

PROSPERITY SUMPs-Up

SUITS SUNRISE

‘Translating’ CIVITAS

activities and results

to neigbouring contexts

Moving from conventionally

fuelled vehicles

(RIAs) ELIPTIC

Mobility Management

(RIAs)

EMPOWER MUV

civitas.eu/projects/research

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More Extra Points! Collaborating Cities

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More Extra Points! Collaborating Cities 2

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Eligibility

• Applications for amounts ranging between Eur 10-11,000 are recommended per network, however, networks may apply for lower or higher sums depending on their foreseen activities.

• Applications should be supported by potential members, ie. cities, wherein one may function as the National Network Manager if wished (generally at own cost).

• No ineligibility (as yet) for applicants from non-EU countries!

CALL TWO*

€30,000

*Up to three *new* CIVINETs only

Deadline: Oct. 6, 2017

Contract: Feb. 1, 2018 –

July 2019

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Documentation

• Forms and templates can be downloaded from: civitas.eu/civinet-activity-fund. This includes:

application form

an annex for including details on

foreseen activities and budget

instructions

a sample form; and

the activity reporting templates*

*keep in mind reporting notes on last slides

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The Forms

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Form

s: A

ctiv

ity

De

scri

pti

on

Please consider the Forum network and conf., the Thematic Groups, the Political Advisory Committee or ‘PAC’ and CIVITAS comm. tools such as its website

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Forms: Budget and Costs

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Evaluation

A: RELEVANCE AND IMPACT OF EACH PROPOSED ACTIVITY (MAX. 20 PTS) 0-5: information unavailable, incomplete. 6-10: insufficient info to

understand the relevance, or anticipated impact is not realistic. - - - Score above 11 if this activity has the quality to be selected. - - -

11-15: realistically explains the relevance and impact of the activity, but could be more ambitious. 16-20: Clear relevance and anticipated impact is

realistic, ambitious and relates to the broader urban transport policy context including the European Commission’s 2016 Low Emission Mobility

‘Decarbonisation’ Strategy.

B: RESOURCE ALLOCATION OF EACH PROPOSED ACTIVITY (MAX 10 PTS)

0-5: budget allocation is missing, incomplete, unrealistic.

--- Score above 6 if this activity has the quality to be selected. ----

6-10: budget can achieve the given activity.

**Final grade to be prepared by REC based on most common (mode)

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Decisionmaking Timeline

Your submission deadline: Oct. 6, 2017

REC, POLIS and EUROCITIES to individually score applications by November 13, 2017

REC consolidates and ranks each activity per network ahead of Nov. 21, 2017 telco

Applicants of activities falling below the threshold score will receive a set of comments indicating shortfalls and possible improvements to be finalised by November 31, 2017

Results shared within SATELLITE team, November 31, 2017

The final set of proposals is put forward to INEA on December 8, 2017

EC reviews and provides its final decision on Activity Fund beneficiaries by December 22, 2017

Confirmation to applicants December 22, 2017

Contracts expected to be signed by January 15, 2017

Transfer of the first instalment (50 percent) by February 1, 2017 (when activities start)

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Funding Modalities

• A pre-payment of 50% following contract signature

• Final payment following the approval of an activity report (due one month after the last activity finishes) against an original invoice from you (+ copies of expenses)

• SATELLITE’s Grant Agreement states INEA/the EC may carry out third party audits up to two years after final payment. Please retain all original invoices (w VAT), tickets, receipts, pay slips, timesheets etc. and be ready to present your methods of overhead calculation

• You may *not* subcontract a third party (so if a potential network member wishes to host fellow members for peer-to-peer exchanges, site-visits etc. then you should budget for and pay their invoices)

• Would-be Network Secretariats (submitting full applications) will be treated as REC subcontractors and are asked to complete an ID sheet (annexed to the application form)

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Redress

Put your complaint in writing and indicate the:

– name of the applicant,

– activity type/specific activity for which the objection is being filed and

– reasons why the decision is being opposed

Address this to: [email protected] no later than Jan. 2, 2018

You can expect a response within five working days, i.e. by January 8, 2018

In parallel, we will continue to negotiate all other contracts

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FAQs

o Can the lead applicant assemble a consortium? Rather one party leads alone, because resources are limited. That said, an SME can lead and a city can join as network manager (n.b. we will only sign a contract with the lead)

o Regarding letters of support from municipalities, academic institutions, etc. Is there a certain template? No. An e-mail with the simple statement "I support the establishment of XXX CIVINET coordinated by xxx as the Secretariat“ is ok but a letter of support signed by the municipality's decisinmaker/legal rep. will be more convincing.

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CIVINET POLSKA

o Regarding REC’s qualified sub-contractor ID data sheet, I assume that we have to give you the general University account details, right? Or we have to create a new account and treat this fund like a new project? What is the procedure here? University account will be fine (preferably Eur)

o What does “Offered rate” mean exactly? Your workday/fee rate, e.g. Eur 450/day

o Concerning the Subcontractor qualifications will a short description of our university and longer for our department be enough (with fields of interests, main activities, international and national project implemented)? Yes, that sounds fine.

o Do we have to include (as for EU projects applications) the main personnel CVs? No

FAQs

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MAGYAR CIVINET

o Is there any regulation concerning the calculation of rates? No but they should be realistic. Be aware INEA/EC may carry out third party audits at which you can present methods of overhead calculation

o Does the daily rate given on the qualified subcontractor's form have to be in line with the monthly rate given on the budget plan? Yes (in other words, daily rate * 18 days/month or monthly rate/18).

o If we propose a series of workshops on sustainable urban mobility issues, do we have to give all the topics in advance? An outline of the content of *each* seminar (as a separate activity) would be advisable (you have 3.5 weeks to poll members)!

o How flexible is the budget during implementation? The activity description and budget/cost sheet is foreseen to be annexed to your subcontract w REC. Sums should represent the max. claim. We have modified one (budget neutral) annex under the current call

FAQs

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FAQs

CiViNET ROMANIA

o Does the Qualified Subcontractor form have to be signed? Yes

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FAQs

CiViNET España y Portugal

o Is it possible that two Networks apply together for the organization of one event/courses/other? Yes. The two networks need to coordinate and show how they will share the costs of the same event/course/etc. in their applications. Obviously the basis for the cost-share should be well justified, e.g. sourcing participants from within their network, covering travel costs etc.

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Thank you! Jerome Simpson & Anna Ruban

Contact Details

Regional Environmental Center

Ady Endre ut 9-11

[email protected]

[email protected]

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