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Social Sciences (MaGW) Physical Sciences STW Technology Foundation
Call for Proposals
URSES+: application in the urban context
2016 - Second round
The Hague, January 2016
Netherlands Organisation for Scientific Research (NWO)
Contents
1 Introduction 1 1.1 Background 1
1.2 Available budget 1
1.3 Validity of the Call for Proposals 1
2 Purpose 2 3 Guidelines for applicants 3
3.1 Who can apply 3
3.2 What can be applied for 3
3.3 When can applications be submitted 3
3.4 Preparing the application 3
3.5 Specific grant conditions 3
3.6 Submitting the application 3
4 Assessment procedure 5 4.1 Procedure 5
4.2 Criteria 5
5 Contact details and other information 6 5.1 Contact 6
5.1.1 Specific questions 6
5.1.2 Technical questions about the electronic application system, ISAAC 6
5.2 Other information 6
6 Appendices 7
1
Chapter 1: Introduction / URSES+: application in the urban context
1 Introduction
1.1 Background
Shell, Amsterdam Institute for Advanced Metropolitan Solutions (AMS),
Switch2SmartGrids (S2SG), a Top Consortium for Knowledge and Innovation
(TKI)1 and NWO are collaborating in the URSES research programme, which
focuses on R&D in smart and renewable energy systems. AMS’s involvement
means that the researchers now have the possibility to test their potential
innovations in the urban context of the Amsterdam metropolitan area. This Call
offers ongoing research projects the opportunity to submit an application for
funding to further develop their current URSES research in terms of practical
applications. We call this a ‘lead project’. A total of eleven URSES research
projects at different universities in the Netherlands can submit a proposal for a
lead project.
There is a huge demand for more intelligent applications in the electricity grid,
from generating electricity at home with solar panels, plugging electric cars into
the grid, to developing better systems for heat and cold storage in the ground.
Smart energy systems are vital for reliable energy supply and for keeping
electricity generated from new energy sources affordable.
AMS has joined the URSES research programme, which Shell has been involved
with as an industrial partner since its inception. AMS’s participation and
contribution will enable the researchers to translate their URSES projects into
relevant project results and practical applications in the Amsterdam metropolitan
area.
Collaboration between the different research disciplines and with businesses, or
transdisciplinary research, is ultimately aimed at practical applications of the
research results. It is important to look beyond technical innovation, as the
transition to smart and renewable energy systems also requires research into the
societal aspects of introducing these new and smart energy systems.
The URSES research programme falls under the NWO contribution to the Energy
Top Sector, specifically the NWO theme of Sustainable Energy. The programme is
entirely consistent with and geared to the Switch2SmartGrids Top Consortium for
Knowledge and Innovation (S2SG TKI), which is part of the Energy Top Sector.
URSES is a joint initiative of the NWO divisions of Social Sciences (MaGW),
Physical Sciences (EW), STW Technology Foundation, and Shell. The duration of
the research is four years; the maximum duration of the lead projects is two
years.
1.2 Available budget
The available budget for this Call is a maximum of €1.7 million.
1 In the 2016-2019 period, three TKIs (Switch2SmartGrids, Solar Energy and EnerGo) will collaborate in the
Urban Energy TKI.
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Chapter 1: Introduction / URSES+: application in the urban context
Researchers in the lead projects will cooperate with private and/or public
partners. These partners will make in-kind contributions to this research project
(see 3.2: What can be applied for).
1.3 Validity of the Call for Proposals
This Call for Proposals is valid until the closing date of 28 April 2016.
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Chapter 2: Purpose / URSES+: application in the urban context
2 Purpose
Objective of the funding instrument
Much of our energy consumption takes place in the major cities and metropolitan
areas of the world, and this has a significant impact on the quality of life.
Focusing on smarter and more sustainable energy systems at the urban scale is
therefore essential to ensure more efficient use of increasingly scarce raw
materials and energy sources. Large cities with high population densities are
generally more efficient in terms of average energy consumption per capita than
sparsely populated areas, and they offer ample opportunities for further efficiency
improvements and integration of renewable energy sources. At the same time,
the scarcity of available space and resources as well as more stringent
regulations and institutional frameworks present major challenges.
The purpose of this funding instrument is to finance additional research aimed at
designing, developing and testing the solutions researched in the URSES projects,
as well as determining how these solutions can be made suitable for the future
energy systems of large cities and metropolises and what the preconditions are
for successful application.
Ultimately, the additional research should contribute to the application,
integration and valorisation of the knowledge and solutions acquired in the URSES
programme within this metropolitan context.
Sub-objectives of this funding round
This includes applied research aimed at developing URSES project results that are
relevant for solving metropolitan energy supply issues into applicable methods,
models, principle solutions or prototypes that can be tested or validated in pilots,
proof-of-concepts or case studies.
The solutions must be relevant for the Amsterdam metropolitan area (i.e. they
must have a bearing on issues or specific challenges in the energy supply for the
Amsterdam metropolitan area), or must be capable of being implemented in the
Amsterdam metropolitan area or the City of Amsterdam, or being tested in a
pilot, proof-of-concept study or case study in this region.
Knowledge utilisation by public and private parties must be strengthened by
focusing on the integration and implementation of design principles, solutions,
and research in the urban energy systems developed in URSES projects.
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Chapter 3: Guidelines for applicants / URSES+: application in the urban context
3 Guidelines for applicants
3.1 Who can apply
Project leaders with an ongoing project in the URSES programme can apply. They
will be personally invited to submit a proposal.
The URSES+: application in the urban context Call for Proposals is
interdisciplinary, and is aimed at collaboration with partners in the business
sector, public sector and civil society organisations. The existing consortia,
possibly expanded with new partners or continuing without partners who have
left, are invited to submit an application. Any new partners should be included in
the existing consortium agreements. It is also possible for existing consortia to
jointly submit an application.
The main applicant/project leader submits the application on behalf of the entire
project consortium and is responsible for the consistency and results as well as
financial accounting for the proposal. Members of the consortium should be listed
as a co-applicant in the application when submitting the proposal in ISAAC.
3.2 What can be applied for
The application is divided into a project part A and a project part B. With respect
to project part A, a maximum of 16% of the total project budget of the individual
project (URSES budget (84%) plus URSES+ budget (16%) = total project
budget) can be applied for. In project part B, an additional €100,000 can be
applied for per project.
A maximum of 16% funding per project is available from AMS in respect of the
total project budget (URSES budget (84%) plus URSES+ budget (16%) = total
project budget). The application for this part is called ‘project part A’. Project part
A of each project can be awarded on condition that the application is rated
Excellent or Very Good. Project leaders will be given the opportunity to jointly
submit an application. In that case the available budgets for the relevant projects
are combined. If a project leader decides not to submit an application, the
relevant budget will not be available for other projects.
An additional €100,000 per project is available from the S2SG TKI for the projects
with the highest ranking, with a total available budget of €400,000. The
application for this part is called ‘project part B’. Applicants are not required to
apply for the full amount of €100,000 for project part B; they may also apply for
less. This means it is possible for more than four projects to be financed from the
S2SG TKI contribution.
Applications for project parts A and B are reviewed against all the criteria
mentioned under 4.2 Criteria; all three criteria are equally weighted.
It may be the case that only project part A of the application is awarded. To
qualify for project part B, project part A must have been approved. Applicants are
asked to take this into consideration when drawing up the requested budget. The
application must clearly specify what will be financed from part A and what from
part B. Project parts A and B must be described separately on the application
form.
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Chapter 3: Guidelines for applicants / URSES+: application in the urban context
The following table indicates, for each project, which amount may be requested
for project part A.
Co-financing required
The compulsory in-kind contribution for project part B is 20% of the amount
applied for. The non-academic partners in the consortium must make a concrete
contribution to this part of the research (see 6.2 Arrangement on in-kind
contributions from private and public/semi-public parties).
NWO is the main financier, and co-financing should not exceed the budget
requested from NWO: this means that the maximum co-financing that can be
applied for is 100% of the grant requested from NWO.
The in-kind contribution should be described and expressed in monetary terms in
an official letter (Letter of Commitment; see 3.4) to be enclosed with the full
application by the private and/or public partners acting as co-financier.
Project number Project title Project leader Maximum amount to be requested for project part A
(16% of project budget)
408-13-001 Car as Power Plant Dr. ir. Z. Lukszo €142,221
408-13-005 Smart Regimes for Smart Grids
Dr. M.J. Arentsen €78,508
408-13-009
Realizing the smart grid: aligning consumer behaviour with technological opportunities
Prof. E.M. Steg €94,604
408-13-011 Gaming beyond the Copper Plate
Dr. M.M. de Weerdt €117,738
408-13-012
Stable and scalable decentralized power balancing systems using adaptive clustering
Prof. F.M.T. Brazier €94,929
408-13-025 PMU Supported Frequency-Based Corrective Control of
Future Power Systems
Dr. ir. M.S.E.E.
Popov €155,400
408-13-029 Transition Patterns to Smart Energy Systems
Dr. D.A. Loorbach €116,475
408-13-030 Aquifer Thermal Energy Storage Smart Grids
Dr. T. Keviczky €113,305
408-13-031 Emerging Energy Practices in the Smart Grid
Prof. G. Spaargaren €104,582
408-13-037
ENergy-Based analysis and control of the grid: dealing with uncertainty and mARKets (ENBARK)
Prof. C. De Persis €112,880
408-13-056 Distributed Intelligence for Smart Power routing and mATCHing
Dr. H.P. Nguyen €177,552
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Chapter 3: Guidelines for applicants / URSES+: application in the urban context
Staffing costs
Funding can be requested for the salary costs of staff members to be appointed
for the research. The duration of these appointments may never exceed the
duration of the grant awarded for the research. This includes the staffing costs of
at least one or more junior researchers and/or postdocs (Professor or Associate
Professor), replacement grants, fees for non-academic staff and material costs.
The grant for fundamental research at universities is awarded subject to the
Agreement on Funding Scientific Research 20082 concluded between NWO and
VSNU on 2 October 2008, including the latest standard salary tables (see the
NWO website).
Academic staff
The term academic staff is defined as the staff performing the research. The
following criteria apply for each category.
Junior researcher (maximum 2 years)
A junior researcher must have graduated at the time of the appointment, or
the graduation date should already have been set and take place within six
months of appointment.
The appointment period for a junior researcher is a maximum of two years.
A junior researcher is in the same salary scale as PhD candidates, but may
start in a different grade depending on the relevant experience of the
envisaged candidate.
Postdoc researcher (maximum 2 years)
A postdoc researcher must have obtained their PhD at the time of the
appointment or the date of the PhD defence should already have been set
and take place within six months of appointment.
The term of appointment for a postdoc researcher is a maximum of two
years.
It is possible to perform all or part of the research at one of the private and/or
public partners in the consortium. This should be substantiated in the research
proposal.
Replacement grant
A Professor or Associate Professor may be exempted from part of their teaching
duties through a replacement grant so that they can devote a certain period of
time to the funded research. A replacement grant for conducting research will
only be awarded if the applicant can demonstrate that a grant for a junior
researcher or postdoc researcher will not meet the intended purpose. The
replacement grant may be used to cover the salary costs of the temporary
replacement, based on the fixed salary rate of a postdoc researcher and up to a
maximum of €100,000 per replacement.
Non-academic staff
Non-academic staff are staff members who support the academic staff by
performing specialist non-academic tasks related to the research, such as
computer programming or setting up and developing demonstrations and pilots.
Grants can be requested for non-academic staff at secondary vocational, higher
vocational or university level. The contribution of non-academic staff must be
explicitly substantiated, both in terms of level and duration.
2 The Agreement on Funding Scientific Research can be found on the NWO-website.
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Chapter 3: Guidelines for applicants / URSES+: application in the urban context
Bench fee
Postdoc researchers are allocated a personal bench fee. This is a fixed amount for
the researcher, e.g. for attending conferences, publication of the dissertation, etc.
The maximum amount of the bench fee is €5,000. The allocated amount is made
available separately as a lump sum.
Material costs
Funding may also be applied for in the application to cover material costs such
as: procuring special equipment and consumables needed for the research,
except for computers; conducting interviews and surveys; acquiring databases;
travel and accommodation costs; management of the project consortium, for
example a process manager (non-academic staff), up to 5% of the grant;
organising national and international workshops and meetings; student
assistance.
Material costs should be accounted for both financially and substantively.
Expenses not covered:
The costs of using computers in university computer centres and the costs
of using laboratories.
Accommodation, overhead and depreciation costs.
Costs incurred to obtain an auditor’s statement, costs incurred for arranging
and/or acquiring and performing contract research, including any other
indirect costs related to this, and reservations for future costs or the
formation of reserves.
The costs of equipment, consumables, or administrative or technical
assistance that are part of the standard facilities of a university or research
institute.
Administrative and support tasks.
Granting the application
An awarded grant is subject to the condition that the funding parties have made
their cash contribution, if any, available to NWO in a timely manner.
3.3 When can applications be submitted
The closing date for submitting applications is 14:00 CET on 28 April 2016.
Applications submitted after this deadline will not be included in the procedure.
3.4 Preparing the application
A grant application consists of two documents: a fact sheet and the application
form.
The fact sheet must be completed directly in NWO’s electronic application
system, ISAAC.
The application form can be found on the grant page for this programme on
the NWO website. As soon as you have completed this form you can attach
it to the fact sheet as a PDF file.
Application form
Applications must be written in English and will only be accepted if the application
form has been used. Further instructions can be found on the application form,
which can be downloaded from the grant page on the NWO website or
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Chapter 3: Guidelines for applicants / URSES+: application in the urban context
www.nwo.nl/URSES. To guarantee proper processing of your application you
should not protect the PDF file in any way.
You must enter one or more discipline codes that apply to the proposed research
on the application form. You can only use the NWO discipline codes for this, which
are available atwww.nwo.nl.researchfields. This information must also be entered
in ISAAC (in the ‘General’ tab under ‘Disciplines’) before submitting the
application.
Letter of Commitment
When submitting the full application, the in-kind contributions of the public and
private partners must be confirmed by a Letter of Commitment. This letter
consists of an explicit statement of the agreed contribution of human or financial
resources and an explanation of how the co-financing will be used. The amounts
stated in the letter must correspond to the amounts in the application budget.
The Letter of Commitment must be attached to the application. Further
agreements must be recorded in a consortium agreement (see 3.5 and Appendix
6). Most URSES agreements already have a consortium agreement, which may be
revised or adjusted if necessary.
3.5 Specific grant conditions
During the period for which a grant is applied for, the main applicant and co-
applicants must remain effectively involved in the research covered by the
application. The institution must give the applicants the opportunity to provide
adequate research supervision during the course of the application process and
the research.
The maximum duration of the projects is two years and the projects should start
within three months after the grant is awarded. A shorter duration of projects or
appointments is also permitted.
NWO’s Intellectual Property policy
At the start of the project the consortium partners must conclude an agreement
on the rights (e.g. copyrights, intellectual property, etc.) on products,
technologies, etc., developed in the project. If consortium agreements have
already been concluded for URSES, these can also be used for URSES+. Any new
partners can be added to the existing agreements. AMS and Shell will have a
non-exclusive right to use all the results of the URSES+ projects. This right of use
should also be included in the agreements of the consortium partners. These
consortium agreements must be submitted to NWO for approval. After approval,
the projects can begin.
More information on NWO’s Intellectual Property (IP) policy is available at
http://www.nwo.nl/over-nwo/organisatie/nwo-onderdelen/magw/projectbeheer.
Applicants can contact NWO in case of questions concerning intellectual property
(see 5.1.1). On submission of a researcher’s proposal, the consortium partners
must confirm that they have taken note of NWO’s Intellectual Property policy. A
draft consortium agreement is available through the link above.
Other specific grant conditions
A matchmaking event will be held at the AMS Institute on Tuesday 9 February
2016 to give the project consortia of URSES projects the opportunity to liaise with
relevant partners in the business sector, public sector and civil society
organisations. Applicants are expected to participate actively in the matchmaking
event.
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Chapter 3: Guidelines for applicants / URSES+: application in the urban context
AMS can mediate in providing URSES+ projects with data from parties such as
the City of Amsterdam and Alliander, as well as providing access to data collected
in previous AMS projects.
NWO and AMS reserve the right to have an application modified for substantive
scientific, policy or budgetary reasons as a condition for granting the application.
If an application is granted, NWO and AMS will in principle appoint the main
applicant as the project leader. The project leader will receive the instructions for
project leaders and the general grant conditions of NWO.
NWO and AMS will jointly monitor progress and evaluate the results of the funded
research in relation to the planning and envisaged results set out in the
application. If a significant – negative – discrepancy is found, NWO and AMS
reserve the right to apply sanctions as specified when granting the application.
3.6 Submitting the application
Only applications submitted through the online application system, ISAAC, will be
processed. A main applicant is obliged to submit their application through their
own ISAAC account. If the main applicant does not have an ISAAC account, they
should create this at least one day before submitting the application so that any
registration problems can be resolved in time. If the main applicant already has
an account with NWO, they need not create a new account to submit a new
application.
When submitting your application in ISAAC you will have to enter some additional
details online, so be sure to plan sufficient time for this.
In case of technical questions, please contact the ISAAC helpdesk (see 5.2.1).
10
Chapter 4: Assessment procedure / URSES+: application in the urban context
4 Assessment procedure
4.1 Procedure
The first step in the assessment procedure is a review of whether the application
can be taken into consideration (admissibility check). This verifies whether the
conditions set out in Chapter 3 of this Call for Proposals have been met.
If a modification of the application is possible, the applicant will have the
opportunity to modify the application within a specific period. If the application is
not modified within this period, the application will not be processed. Modified
applications will be processed after approval.
The NWO code on conflict of interest applies to all individuals and NWO
employees involved in the assessment and/or decision-making process.
Assessment procedure
An assessment committee will be established for this funding round. The URSES+
assessment committee for lead projects will comprise representatives of the
private sector, the public sector, academia, and an official chairperson. The
assessment committee will be established by NWO. Applications that have been
declared admissible by the bureau will be processed by the assessment
committee.
The members of the assessment committee draw up preliminary
recommendations, which are sent to the main applicant along with any relevant
questions. The applicant may submit a written response to the preliminary
assessment (the reply). The assessment committee rates each application as
Excellent, Very Good, Average or Poor. Finally, the assessment committee
compiles a ranking of the submitted research projects.
The assessment committee’s method with respect to project parts A and B is as
follows: all proposals are assessed on project part A. Proposals with a Very Good
or Excellent rating qualify for funding of project part A. The assessment
committee compiles a ranking in which the four highest applications can be
awarded project part B.
Decision
The programme committee, which consists of representatives from NWO, Shell,
AMS and S2SG TKI, issues its final recommendations on the projects that can be
granted based on the assessment committee’s assessment and ranking. Only
applications rated Excellent or Very Good qualify for a grant. The formal allocation
decision is made by the NWO Social Sciences Board.
NWO gives all full proposals a qualification, which is communicated to the
applicant after it has been decided whether or not to award the grant. For further
information about the qualifications see: http://www.nwo.nl/kwalificaties.
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Chapter 4: Assessment procedure / URSES+: application in the urban context
Indicative timeframe
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a
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t
s
c
a
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track the progress of the assessment procedure through their ISAAC account. No
rights can be derived from this.
4.2 Criteria
The applications are assessed against the following three criteria, which are
weighted equally:
I. Quality and innovation
A. Research questions and objectives
Have the definition of the problem and the research questions been clearly
defined, sufficiently demarcated and sufficiently detailed?
B. Approach and methods
Is the proposal theoretically well substantiated? Are the proposed methods and
techniques and the proposed framework suitable for addressing the defined
problem and answering the research questions? Is the work plan logically
structured, well phased and realistic? Does the project make use of existing
technology or solutions, such as PowerMatcher? In developing a new solution,
has the case been made why this solution is better than or different to existing
solutions/technology? Are the listed sources accessible and suitable to answer
the research questions? Is the proposed timeframe feasible and realistic?
II. Implementation and approach
A. Utilisation
Will the project lead to new techniques, methods or important applications? Is
the research required to be able to use new technology or new insights? Will
results from the URSES project be used and are these results an essential part of
the application? What is the expected economic impact? Does the research
involve collaboration between researchers and businesses?
B. Added value of knowledge valorisation
Is the intended purpose of knowledge valorisation sufficiently clear? In what way
is ongoing knowledge valorisation guaranteed in the value chain?
5 January 2016:
9 February 2016:
Call for Proposals
Matchmaking meeting
28 April 2016 Deadline for submitting applications
May 2016 Secretariat confirms processing of the application and
notifies the applicants
May/June 2016 Drafting of preliminary recommendations by
assessment committee
July 2016 Response by applicants
August 2016 Preparation of recommendations by assessment
committee
September 2016 Final recommendation by the URSES Programme
Committee
End of September
2016
Allocation decision by NWO Social Sciences Division
Committee
12
Chapter 4: Assessment procedure / URSES+ application in the urban context
C. Effectiveness and feasibility of the approach
What steps will be taken to make the knowledge useful for third parties? Will
activities be undertaken to reach the target group? Is the proposed approach
effective? Will the potential of the consortium be put to optimal use? What
revenues will the specific activities generate? Is the activity or product suitable
and useful for the intended purpose and the target audience?
III. Relevance
What will the research deliver in terms of solutions to relevant issues or
challenges in the energy supply of the Amsterdam metropolitan area or the City
of Amsterdam?
To what extent will the solutions under research be (physically) tested, validated
and demonstrated in the Amsterdam metropolitan area or City of Amsterdam?
To what extent will research be done in cases in Amsterdam or use be made of
data from or on the Amsterdam metropolitan area or the City of Amsterdam?
How will the project results be translated into the urban context in a practicable
way?
13
Chapter 5: Contact details and other information / URSES+: application in the urban context
5 Contact details and other information
5.1 Contact
5.1.1 Specific questions
For specific questions about URSES+: application in the urban context and
this Call for Proposals please contact: Wendie Kingma
w.kingma@nwo.nl
+31 (0)70 3440 583
5.1.2 Technical questions about ISAAC, the electronic application system
You can contact the ISAAC helpdesk if you have any technical questions about
ISAAC. Please read the ISAAC manual before consulting the helpdesk. The ISAAC
helpdesk is available Monday to Friday from 11:00 to 17:00 CET on +31 900 696
4747. Unfortunately, not all foreign providers allow you to call 0900 numbers in
the Netherlands. You can also send your queries by email through
isaac.helpdesk@nwo.nl. You will receive a response within two working days.
14
Chapter 6: Appendices / URSES+: application in the urban context
6 Appendices
6.1 Arrangement on in-kind contributions from private and
public/semi-public parties
Definitions
Private parties
Businesses are deemed private partners. NWO defines a business as: the activity of
an organisational association or person aimed at sustainable participation in
economic transactions by means of labour and capital, with the aim of making
profit. International private parties can also participate.
Public and semi-public parties
Public partners are defined as institutes that do not fall under the research institutes
recognised by NWO (these are institutes that may not submit proposals to NWO,
such as TNO and DLO) and that do not belong to the category of private parties.
Conditions
1. Possibility of participation by private parties and public/semi- public
parties with in-kind contributions
Private parties and public/semi-public parties usually participate in NWO research
programmes through a financial contribution to the programme or project budget.
Private and public/semi-public parties can participate in the NWO projects with an
in-kind contribution under the following conditions:
The private and public partners in the project consortium must jointly
contribute at least 20% of the project costs of project part B in this Call,
besides the NWO funding. Contributions from public and private parties must
be in kind. The total in-kind contribution should not exceed 100% of the
requested NWO funding. The terms of reference for the project costs of project
part B is therefore: a maximum of 80% NWO funding plus at least 20% in-kind
contributions from partners.
In-kind contributions must:
be essential for the project;
be included in the budget approved by NWO for the research costs of the
project application in which the private or public/semi-public party is
participating;
fall within one of the cost categories mentioned under 3.
2. Commitment
If an external partner will be participating in the research project with an in-kind
contribution as described above, this public or private party will commit to the NWO
project in respect of the relevant in-kind contribution.
3. In-kind contributions
In-kind contributions that may be made to a research project by private and public
parties include the following costs directly attributable to the research project and
incurred by the external private or public parties (see Condition 1):
Wage costs, provided these are based on an hourly wage calculated on the
basis of the annual salary for full-time employment according to the wages
column for the wage tax section of the payroll sheet, increased by the
statutory social charges or social charges under an individual or collective
employment contract, and 1,650 productive hours per year. This may be
increased by a charge for other general costs of up to 50% of the wage costs
mentioned above. The resulting hourly rate to be attributed to the project,
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Chapter 6: Appendices / URSES+: application in the urban context
including the 50% increase for general costs, is capped at €100. Project
management, supervision, coordination and consultancy are not covered by
the matching.
The costs of consumables, research tools and software (licences) directly
related to the project, based on the original purchase price.
Use of equipment, machines and infrastructure:
The costs of acquisition and use of equipment, machinery, and
infrastructure, on the understanding that this concerns the depreciation
costs to be attributed to the project, calculated on the basis of the original
purchase prices and a depreciation period of at least five years; the costs of
consumables and maintenance during the period of use.
The costs of acquisition and use of equipment, machines and infrastructure
which are not purchased solely for the project will only be considered as
project contributions in proportion to their use for the project, provided
there is a comprehensive time sheet for each machine or for the
equipment.
In-kind contributions in the form of a discount on the list price of
equipment, machines and infrastructure; the discount must be at least 25%
of the list price. In that case, the costs charged to the equipment budget of
the project amount to the list price minus the discount.
In-kind contributions through the provision of software.
4. Accounting for in-kind contributions
Private and public parties must account for their in-kind contributions to NWO
through a statement of contributed costs, to be provided to NWO within three
months after the end of the research project to which the in-kind contribution was
made. The application to establish the in-kind contribution must be submitted at the
same time as the application for establishing funding by the academic
partner/partners, together with a joint substantive final report. If the in-kind
contribution to be accounted for exceeds €125,000 an auditor’s statements is
required. In other cases, a written statement that the in-kind contributions are
attributable to the project will suffice.
If a private or public party has committed an in-kind contribution to a research
project and is later unable to provide or account for this in-kind contribution, NWO
will invoice this party for (the relevant part of) the in-kind contribution so that the
total contribution committed is maintained.
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