PO BISCOL kick off meeting14 BISCOL Kick-off Meeting, September 2009 Calls 2008 and 2009: results 2009: 56 green ideas out of 202 selected - 45 funded due to budget constraints Despite

Eco/09/256112 BISCOLKick-off meeting

13 September 2010

Executive Agency for Competitiveness and Innovation (EACI) European Commission

Fabio Leone, Project OfficerMarket Replication Eco-Innovation and Intelligent Energy Unit

2BISCOL Kick-off Meeting, September 2009

Content of the presentation

The Agency and the Eco-I Programme: a short introductionYour project and our expectationsGeneral contractual and financial topics


Who are we?

http://ec.europa.eu/eaci


THE EACI … EXECUTIVE AGENCY ?

created by the Commission

to implement Community programmes

for a limited duration, and

under Commission control and responsibility

The first Executive Agency created by the Commission - previously known as the IEEA


What do we do?

CIP: Competitiveness and Innovation Programme

EIP: Entrepreneurship and Innovation Programme


€ 730 million from 2007-13

Promotes policies and favourable market conditions for energy efficiency and renewables

Supports uptake of state of the art strategies

Helps convert policy into action

Promotion and Dissemination Projects and Creation of Energy Agencies

www.ec.europa.eu/intelligentenergy


€430 million from 2007-13

Supports European projects to shift freight transport from the road to sea, rail and inland waterways

Mainly for companies in the freight transport business - only commercial undertakings can apply

http://ec.europa.eu/transport/marcopolo/

Marco PoloMarco Polo


€ 320 million from 2008-13

Free support & advice to SMEs across the EU

100 consortia with 550 network partners in 44 countries

Environment = a priority

Important for your project exploitation and dissemination


http://ec.europa.eu/enterprise-europe-network/

InstanbulInstanbul Chamber of IndustryChamber of IndustryMesrutiyet CAD. NO:62 Tepebasi34430 Istanbul TurkeyTel: +90 212 252 29 00 Fax: +90 212 249 50 84 Email: [email protected]: http://www.iso.org.tr

AgentschapAgentschap OndernemenOndernemen VlaamsVlaams--Brabant OfficeBrabant OfficeBelgium Philipssite 5 - Ubicenter3001 Leuven BelgiumTel: +32 (0)16 31 10 50 Email: [email protected]: http://www.agentschapondernemen.be

Etruria InnovazioneEtruria InnovazioneVia Banchi Di Sopra 31 53100 Siena ItalyTel: +39 0577 247452 Fax: +39 0577 48727 Email: [email protected] Website: http://www.etinnova.it

ConfindustriaConfindustria ToscanaToscanaItaly Via Valfonda 9 50123 Firenze ItalyTel: +39 055 2707459 Fax: +39 055 216429 Email: [email protected]: http://www.confindustria.toscana.it


New services - greening businesses

New processes - cleaner production

New management methods, technologies and products

Eco-innovation

« All forms of innovation reducing environmental impacts and/or optimising the use of resources »


Support innovative ideas which have been technically demonstrated and can be turned into ‘marketable’ green products and services

These need incentives to penetrate the market

Potential for replication and wider application must be demonstrated

Budget ~ €200 million (2008-2013)

Eco-innovation market replication projects


How does it work?

Bridging the gap between RTD and commercialisation

Market orientation

Substantial environmental benefits - Life cycle assessment thinking

Good for business, good for the environment


How does it work?

Risk sharing for green ideas (50% of total costs co-funded)

Direct funding (no intermediaries)

Flexible - no partnerships required but EU added value important

Funding contracts are drawn up rather quickly

Good for business, good for the environment


Calls 2008 and 2009: results2009: 56 green ideas out of 202 selected - 45 funded due to budget constraints

Despite the economy context, 50% more proposals compared to 2008

59m€ to mobilise 120m€

Cross-cutting approach including services, products, processes and business

International consortia in ~70% of all projects

Selected projects

This summer, around 100 projects of 2008 and 2009 will be ongoing

Buildings 10%

Others 1% Green

Business 25%

Recycling 43%

Food and Drink 21%


15%

11%

73%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Reaching the target group: more than 70% SMEs!

SME

LARGE Enterprises

Universities/Public/Others

Our beneficiaries (Source: calls 2008 and 2009)

84% private sector

16BISCOL Kick-off Meeting, September 2009http://ec.europa.eu/ecoinnovationhttp://ec.europa.eu/ecoinnovation

Eco-Innovation website as source of informationNewsflash subscriptionCall for proposalsGuide for proposersFrequently asked questionsGrant Agreement and Financial GuidelinesInfo days + slides/recordingsContact including 2-page summaries for feedbackLink to EPSSTo come: projects database


Your project...... and our expectations


EACI’s role

To monitor the technical and financial execution of the project

Ensure that the EU financial contribution is provided under the conditions established by the grant agreement

To assess and approve deliverables & reports


Work ProgrammeThe working programme (Annex I)…

……is your basic work plan.

If you feel that you have to modify/adapt for whatever reason:

Inform your coordinator on time!The coordinator should inform the EACI on time!

Your project has started on 01 September and will run for 36 months


Cooperation BISCOL/ EACI

Contact to EACI always via coordinator...... but all partner are responsible for smooth and successful implementation of projectIn general: flag problems as early as possible Keep a good and continuous communication, internally -and the coordinator with EACI.

Please remember:The contract is generally not extendableproject schedule needs to be keptchanges only within restricted limits


Templates: www.ec.europa.eu/ecoinnovation

Under « How to take part/ Implementing yourproject »

Timesheet model (optional, you can use your existing system as long as you have timesheets)Communication Guidelines (use of logo on all yourcommunication material, disclaimer, project website etc.)Financial guidelinesTemplate for Project information sheetTemplates for reporting and financial statements


Technical Progress Report 1/2

The Technical Progress Report…

shows the status of implementation is a helpful tool to identify + flag problemsmust be comprehensive but can be short (5-10 Pages)


1. Progress of work plan in the periodSummary of objectives and achievement (max ½ p)Identified deviations, problems and corrective actionsProgress regarding performance indicators

2. Progress regarding market update and exploitation3. Work Plan for the next period (max 1 p)4. Other issues (Max 1 page)5. Overview of hours spent per WP (separate template)

Technical Progress Report 2/2


Performance Indicators

Performance indicators will illustrate to what extent the....

objectives have been achievedrelevant barriers been lowered (when applicable)market been transformed/up taken

Performance indicators are a project management and follow-up tool for consortium, coordinator and the EACI


A key strategic deliverable of your projectShould clearly outline your strategy for:

Successfully exploiting the actionReach, gain and expand your markets

Continuous process that develops together with your project implementation

Business Plan / Exploitation

Do not forget Enterprise Europe Network: they can help youhttp://ec.europa.eu/enterprise-europe-network/


Dissemination activitiesWork Package on Dissemination activities

Upon requestUpdate documents used for Programme dissemination (e.g. project fact sheets, reports, slides etc.)Participation and contribution to information and dissemination events (e.g. workshops, conferences etc.) Contribution to the preparation of common presentation material related to Eco_Innovation actions (e.g. newsletters, brochures)Project Web Site to be accessible at the latest 6 months after the project starts (+ 2 years after the project)


BISCOL steps to contract

Background for evolvement of« BISCOL as of today »


Evaluation Process

After several months and hundreds of hours of preparing the proposal:

3-7 evaluators look at all proposals2 weeks intensive workindividual assessments on basis of what is writtencheck against award criteriadiscussions among evaluators and conclusionsFeedback to coordinators via evaluation summaries with guidance for negotiations


Negotiations BISCOLA better analysis on the impacts of the substitution of traditional textile dyes with bio-dyes has been provided. A specific task to analyse the toxicity, persistency, mutagenic and carcinogenic properties of the bio-dyes has been added (in WP6 – Life Cycle Assessment).Location of the installation and foreseen capacity of the plant have been described in more detail. Market uptake aspects have been better presented. More detailed overview of the exploitation strategy. Better presentation of the IPR has been integrated in the Exploitation and business plan work package.


General contractual topics


Establishes the rights and obligations for all beneficiariesEstablished between the Commission and all beneficiariesOne beneficiary will act as co-ordinator with additional responsibilities vis-à-vis the Commission

Characteristics of the grant agreement


What is the grant agreement

Annex I: Description of the Action (comes from Part B proposal) Annex II: Estimated budget of the action (Detailed budget –Part C)Annex III: Technical Implementation Reports and financial statements (standard for all projects)Annex IV: Mandates conferring powers of attorney from the co-beneficiaries to the coordinator (standard, to be signed by all co-beneficiaries)Annex V: financial guarantee model (when requested)


The roles of the beneficiaries

The coordinator has a very active role, in particular:Intermediary for communication with the Commission (claims, requests for changes, etc.)Transfers funds to co-beneficiaries within 30 days of receiptResponsible for supplying information to the Commission and to the co-beneficiaries▪ Proactively inform the Project Officer (e.g. project summaries, access to project website,

upcoming meetings, etc.)▪ Provides proof of transfer of funds to the co-beneficiaries (compulsory)

Establishes payment requests

Co-beneficiaries are responsible for the proper performance of planned work and reporting to the coordinator in particular


Reporting 1/2Always through the coordinator: 2 original hardcopies and an electronic version in English – guidance in Annex IIITechnical progress reports (PR) – M8 and M29

Covers subsequent periods as defined in Art. I.6.2Within 30 days of end of reporting period defined in Art. 1.6.2

Interim report (IR) – M18Within 30 days of end of reporting period defined in Art. 1.6.3Includes interim financial statementApproval is one condition for paying the second pre-financing


Final report (FR)– M36Within 60 days of action completionIncludes PR for last reporting period and final financial statement

Layman Report – M33

Send reports also to functional mailbox ([email protected]) referencing project acronym and number in the subject

E.g. Interim report: 256112 – BISCOL

Reporting 2/2


The payments (Article I.5) 1/2

1st pre-financing is 30% of the contributionThe 1st pre-financing is the first step after the grant agreementPaid within 45 days of official receipt of agreement and mandatesConditional on receipt of financial guarantees requestedThe 1st pre-financing is not linked to the performance of the progress report and costs statementThe pre-financing is retained by the Agency until the financial guarantee is provided


The payments (Article I.5) 2/2

Aggregate amount of 1st and 2nd pre-financing are 60% of the contribution

Conditional on approval of IR and consumption of 1st pre-financingIn case of non submission of the financial guarantee, the pre-financing will be cancelled. The 2nd pre-financing will then represent 60%Co-ordinator must keep evidence proving transfer of 1st pre-financing to co-beneficiaries

Final balance within 45 days of approval of FREACI will check all incurred costsCo-ordinator must keep evidence proving transfer of 2nd pre-financing to co-beneficiariesNo audit certificate unless EC contribution to a single beneficiary is above pre-defined amount1

1 No audit certificate in any case for public bodies or international organisations


Contract AmendmentsArticle II.13 states:

No oral agreement may be considered as bindingAn amendment may not have the purpose or the effect of making changes to the agreement which might call into question the decision awarding the grant or result in unequal treatment of applicantsAn amendment must be submitted to the EACI in good time before it is due to take effect and in any case one month before the closing date of the action

Amendments are necessary when, for example:Beneficiaries change (some withdraw, are replaced, etc.)Change of name, legal status or bank details of a beneficiary1

Extension of contract durationSignificant changes in Annex I (change in a work package,, reporting schedule...)

1 Commission should be informed and takes note of address changes – no need for an amendment


Budget shifts have to be approved by the EACIBudget shifts do not require an amendment to the agreement provided that:

The budget shifts do not affect the implementation of the actionIf they are between cost categories for one beneficiary and the shift does not exceed 20% of the total eligible costs of this beneficiaryIf they are between beneficiaries and the shift does not exceed 20% of the total eligible costs of the receiving beneficiary and the transfer does not exceed 50% of the total costs of the giving beneficiaries

The request for a budget shift is simple:Registered letter through the coordinator to the Commission at least 1 month before the completion of the actionThe Commission has 20 days to approve or refuse the requestWithout response within 20 days, the request is deemed approved

Thank you for your attentionGood luck, success and fun!!

[email protected] +32 2 298 17 17

[email protected] (Financial Officer)


Financial aspects: Reminder


The rules for eligibility of costs must guide the fine-tuning of the budget

Ineligible costs (see grant agreement):return on capital;debt and debt service charges;provisions for losses or potential future liabilities;interest owed;doubtful debts;exchange losses;VAT, unless the beneficiary can show that he is unable to recover it;costs covered by another action receiving a Community grant;excessive or reckless expenditure;


The rules for eligibility of costs must guide the fine-tuning of the budget

Conditions for eligibility (see grant agreement):Costs must relate to the action and be necessary

Costs must be reasonable and justified

Costs must have been budgeted

Costs must be generated during the period of the action, i.e. from contract start (exception of costs relating to final reports and audit certificates -> Max. + 2 months)

Costs must abide by the relevant general accounting principles and participant's internal rules + comply with sound financial management

Costs must be identifiable and verifiable

Costs must be actually incurred


Some formal principles in establishing the budget will ease everybody's life

All costs should be budgeted in whole EurosRound the figures, do not just hide the decimals

All costs should be budgeted net of value added tax (VAT)

The proposer may only budget gross amounts (incl. VAT) if he provides a certificate from his tax authority stating he can not recover VAT


5 cost categories will be used (as in proposal)

Direct staff costsSubcontractingTravel costs and allowances for staffEquipment and InfrastructureOther specific costs


Direct staff costs

Only technical and specialised staff of the coordinator and partners may be budgetedCosts for administrative support staff belong to the indirect cost categoryIdentify each category of staff in a clear and unambiguous mannerExamples of staff categories: project manager, expert, senior expert, junior expert, senior engineer, technician, etc.The inclusion of freelance ‘staff’ (=inhouse consultants) depends on their contractual terms and conditions of work

they work in the premises of the proposer using its infrastructurethey take directions from the proposerthe outcome of the work belongs to the proposer


Travel and subsistence

Only for staff taking part in the action (travel costs of sub-contractors should be included in the subcontracts)The travel budget should be based on the beneficiary’s usual practices and reflect the most economical optionsCheck if reasonable amounts of trips


Subcontracting

Relates to purchase of services, not of goodsSubcontracting may only cover the execution of a limited part of the action:

Limited tasks outsourced by the beneficiary, and for hiring special expertise Does not include services ancillary to the main work, e.g. printing of documents, which should be budgeted under "Other specific costs"Subcontractors should be selected on transparent grounds, to the best offer, taking into consideration price and quality (best value for money)In a very simplified procedure, three different offers should be obtained and evaluated against common established criteria

Proposers cannot subcontract services or sell equipment to one another or internally (e.g. between departments or affiliates) !


Intellectual Property Rights Issues

Participants need to provide technical information to the Commission, both in the proposal and the project deliverables.The CIP Eco-innovation programme requests you to share information and disseminate project results Free service by the European Commission to assist with the protection of IPR: http://www.ipr-helpdesk.org/home.htmlFor regulation of IPR within the consortium, a consortium agreement might be set up.

Documents

PO BISCOL kick off meeting14 BISCOL Kick-off Meeting, September 2009 Calls 2008 and 2009: results 2009: 56 green ideas out of 202 selected - 45 funded due to budget constraints Despite