Even though the single procedure, as described in PRAG, allows inviting only one tenderer, the Programme has decided that at least two offers must be evaluated by the beneficiary in procurement procedures between 2,500 € and 20,000 €. Additionally, article 52.2(a) of the ENI CBC obliges that the contract is awarded to the tender offering best value for money, or as appropriate, to the tender offering the lowest price. Having two offers will allow the contracting authority to justify more easily either best value for money or the lowest price was chosen and will also:
• increase openness of the procedure by increasing competition,
• increase the possibility to get a better value for money.
If some invited tenderer is not able to submit an offer in time and you only have one tenderer, extend the deadline and invite other tenderers, so you can evaluate two offers.
The competitive negotiated tender procedure without publication applies to:
– Service contracts and work contracts between 60 000 and 300,000 Euros;
– Supply contracts for a value between 60 000 E and 100,000 Euros.
For the definition of Service contracts, Supply Contracts and Work contracts, please consult Chapter 5 of the Annex 3 of the Project Implementation Manual, Guide on Procurement by private project beneficiaries.
The thresholds that require submission of the procurement notice by Lead Beneficiaries / Beneficiaries are laid down in REGULATION (EU) No 897/2014 Chapter 4 (section 1) and repeated in the Annex 3 of the Project Implementation Manual, Guide on Procurement by private project beneficiaries.
– over 300 000 Euros follow international restricted tender procedure, with publication beyond the programme area. Considering the size of the grants under BSB programme, this procedure would be exceptional.
– with a value from 100 000 up to 300,000 Euros the projects follow open tender procedure, with publication in the programme area
– valued 300 000 Euros or more shall apply international open tender procedure, with publication beyond the programme area
– with a value of 300 000 Euros but lower than 5 000 000 Euros – open tender procedure, with publication in the programme area is applied.
In addition, please also note, that Lead Beneficiaries / Beneficiaries have a responsibility to arrange publication of procurement notices in any other appropriate media on the programme territory.
Please indicate in the subject of email your project number and procurement procedure.
Please use the following text in the body of email: Please be informed that project BSB (eMS number and title) will require … (nature of services/supplies/works) for (estimated amount) using (name of the procedure). The contract notice will be published (date), at/on (site, Facebook, any other media). The contact person is (Name, title, telephone no, email). You may add any other relevant information.
There are 3 types of reports:
Progress reports (several)
– every 4 months;
– includes only narrative description on progress made in the implementation;
– shall be elaborated by each beneficiary and submitted to the Lead Beneficiary (chose in eMS option “submit to the Lead Partner”) who prepares the Project progress report;
– project partners shall not include expenditure in partner progress reports and shall not submit them to the controllers.
Interim report (one)
– half way through the project implementation period or when 70% of the advance payment has been spent;
– includes both narrative and financial parts;
– shall be elaborated by each beneficiary and submitted to the controllers and then to the Lead Beneficiary (Lead Partner in eMS) who consolidates and prepares the project report.
Final report (one)
– 6 months after the end of the implementation period;
– includes both narrative and financial parts
– shall be elaborated by each beneficiary and submitted to the controllers
and then to the Lead Beneficiary (Lead Partner in eMS) who consolidates and
prepares the project report.
All promotional materials (leaflets, brochures, roll-ups, videos etc.) and ocuments (deliverables, outputs, reports, agendas etc.) produced during the implementation of a BSB project must contain the following elements:
a. The logo of the European Union must appear on all the communication and promotional materials with the following text „Project funded by EUROPEAN UNION”.
b. The Programme’s logo must appear on all communication and promotional materials.
c. The project’s logo should appear on all communication and promotional materials.
d. The Programme’s slogan “Common borders. Common solutions.” will be used on all
communication materials in a very visible place.
Also, please note that on the back-cover page of any publication a technical box will be placed which will contain: the title of the Programme; the editor of the material; date of publishing; the Programme text and disclaimer. Please check the compulsory information chapter from the Communication and Visibility Manual (CVM).
Other institution logos, like beneficiaries’ logos, are allowed in BSB project materials and documents, but they will not interfere with the Programme visual identity elements (EU and Programme logo) which will be the biggest and most visible ones.
Moreover, any visual element in an additional logo may be wider OR higher (but not both) than the Programme visual identity elements.
In accordance with the provisions of the Guidelines for Grant Applicants Section 2.5. Partnerships – Eligibility Requirements: „A Lead Partner may submit more than one application under this Call for Proposals” and „A Lead Partner or a Project Partner may at the same time be partner in other application(s)”. However, any organization has to take into consideration the requirements regarding the professional and financial capacity.Also, be aware that a Lead Partner may not be awarded more than two grants under this Call for Proposals, one grant per each Specific Objective.
According to section 2.4 Applicants – Eligibility Requirements, (2.4.2) Geographical location, of the Guidelines for Grant Applicants, eligible applicants (Lead Partners and Project Partners) have to be a legal entity effectively established (registered and located) in the eligible area of the programme. If an organization has offices that are legal entities effectively established (registered and located) in the eligible area, then they are eligible, even though the central office is outside of the eligible area. If these offices do not have a legal personality, then these entities/offices are not eligible. However, please note that the eligibility of the applicants will be assessed and decided during the administrative and eligibility check by the assessors.
Our strong recommendation is to include in the project budget for each project partner an amount for maximum 2 events/ each project implementing year, for 2 participants/event.Such costs shall be budgeted under the Management group of activities.
According to Guidelines for grant applicants, Section 3.4 – DEADLINE FOR SUBMISSION OF THE APPLICATIONS: The deadline for the submission of Applications is 24:00 hrs. Bucharest time, 31st of May 2017.However, please note that the eMS system does not allow submission of applications after 23:59:00 hrs.
In order to upload a project idea on our website, we recommend you to create an account on www.blacksea-cbc.net, and after that to go to Section „Project Ideas Search” where you have the opportunity to upload a project idea.Also if you access “Partner Search” section on the website, you can add your organization and contact details so that potential beneficiaries that are looking for partners to be able to contact you.
Applicants have to complete and submit their applications electronically via the electronic monitoring system of the programme (e-MS) – http://ems-bs.mdrap.ro
All Applications should be solely submitted through the electronic Monitoring system (eMS) of the Programme. The eMS does not allow submission of any Application after the deadline.
Any Application submitted by mail / postal services or courier shall not be taken into consideration unless otherwise instructed by the Managing Authority.
The applications will be submitted in one phase only.
According to Guidelines for grant applicants, Section 2.3 – Indicative Allocation for this Call for Proposals: The national co-financing may take the following forms:
We recommend each applicant to contact the National Authority of their country related to this issue.
Although employed staff or external experts, if the case, may perform the same type of tasks related to the project management and/or implementation, the costs for their involvement shall be budgeted from different budget lines, namely:
With regard to the project management consulting services, according to Guidelines for grant applicants, Section 2.4.3 – Type of costs/expenditure: „Where the Lead Beneficiary and/or beneficiaries do(es) not have the adequate professionals to perform some of the tasks related to the Project, external experts may be contracted for these tasks. These costs shall be budgeted under the budget line “External expertise and services”.
Also, please have in mind, that the staff allocated by the lead partner and by the project partners for the management and coordination of project activities will be assessed during the Evaluation and selection process (see annex 09 – Quality Assessment Grid from the Guidelines, Operational assessment criteria).
According to Section 2.4.3 – Type of costs/expenditure, (2) Eligible direct costs have to meet several criteria including the following: a) they are incurred during the implementation of the Project, in particular: – costs relating to services and works shall relate to activities performed during the implementation period.
Notwithstanding the paragraph above, costs related to studies and documentation for projects including an infrastructure component, which are required during the evaluation stage (see section 2.4.3. Type of costs/expenditure –(6) Budget line specifications) are eligible even if they are incurred during the project preparation period which starts after the approval date of the Programme, respectively 18 December 2015.
Organisations which are not entitled to recover any paid VAT (Value Added Tax) by whatever means should include VAT in the costs. Organisations which are entitled to recover any paid VAT (Value Added Tax) by whatever means should not include VAT in the costs. Organisations which are partially entitled to recover any paid VAT (Value Added Tax) by whatever means, should not include VAT in the costs. For the partially non-recoverable paid VAT (Value Added Tax) by whatever means, the organisations should include VAT in the costs.
Please be aware that there is no separate column/raw for the VAT, but it should be included in the costs foreseen in the Budget, whenever it is the case.
The purpose of requesting an external audit report is to be able to verify that the financial capacity of the entity in question is sufficient to implement the future grant contract.
Since there are two separate entities and two separate grant contracts, an external audit report is requested in the following cases:
1) from the ENPI future Beneficiary if the ENPI grant requested exceeds 500,000 EUR (excluding co-financing);
2) from the IPA future Financial Lead Beneficiary if the IPA grant requested exceeds 500,000 EUR (excluding co-financing).
Consequently, in this example (ENPI grant of 400,000 EUR and IPA grant of 200,000 EUR), it is not necessary to submit an audit report by either of the future beneficiaries.
In case one person is working part-time, the salary should be proportionally with the percentage of time dedicated for the project; in this example, the salary should be split by half. The number of units (in this case month) should reflect the length of the period while the respective person is involved in the project, which may be the entire duration of the project or a shorter period. For each part time staff, please insert as in the following example:
– Description: Regional Coordinator Bulgaria (working 50% over a 18 months period, part time salary 1000 Euro);
– No. of units: 18*50%;
– Unit rate: 2000 Euro.
Please be informed that the formulas in the budget tables were simplified. The previous budget forms included ROUND UP and OFFSET components which caused some errors, while the simplified budget forms have simple SUM UP formulas. If you have already filled out your budget forms, you may manually include simple SUM UP formulas instead of the initial ones. Otherwise you may use the new (simplified) ENPI and IPA budget forms.
Legal Entity Sheet (Annex D) will be requested from provisionally selected applications. Applicants who have been provisionally selected or listed under the reserve list will be requested by the Chairperson of the Selection Committee to supply the following documents in order to allow the Selection Committee to verify the eligibility of the Applicants and their partners.
Financial Identification Forms (Annex E to these Guidelines) will be requested from the Beneficiary, the IPA Financial Lead Beneficiary (if is the case) and partners in the pre-contracting phase.
Partners do not have to provide external audit report. It is requested from the applicant and the IPA Lead Beneficiary (if it is the case). As stated in section 2.2.2 of the Grant Application Form:
“External Audit Report must be submitted by the Applicant where the ENPI grant requested exceeds EUR 500,000 and by the IPA Financial Lead Beneficiary where the IPA grant requested exceeds EUR 500,000… This obligation does not apply to public authorities, bodies governed by public law and international organisations”
Conversions into Euro from other currencies shall be done at the rate published in InforEuro. Please find InforEuro exchange rates in the following link:
This section (columns G-J) must be completed if the Action is to be implemented over a period of more than 12 months. If this is the case, the costs for each component of items must be divided into two years. The costs only for the first year must be included in the second group of columns (Year 1, columns G-J) while the total (Year 1 and Year 2, columns
C-F) must be included in the first group of columns.
The list for documents that need to be submitted in the application phase is present in the Guidelines for Grant Applicants, particularly section “2.2.2 Annexes and supporting documents to be submitted with the application”
As stated in section “2.4 Submission of Annexes and Supporting Documents for Provisionally Selected Applications” the Legal Entity Sheet (Annex D), Statutes or Articles of Association or other applicable documents and Registration Acts will only be requested from the provisionally selected applications. At this stage these documents do not need to be submitted.
In order to see a full list of documents to be submitted with the application, please check the Guidelines for Grant Applicants, particularly section “2.2.2 Annexes and supporting documents to be submitted with the application”. In this section you can also find the documents listed according to applicant(and IPA Lead Beneficiary)/partner.
For your review, a list of documents is presented below. Please see the Guidelines for the detailed explanations.
1. Budget of the joint Action
2. Logical Framework Sheet
3. Declaration by the Applicant
4. Declaration by the IPA Financial Lead Beneficiary
5. Partnership Statements
6. Latest annual accounts
7. External Audit Report