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2003 EN Official Journal of the European Union C 237/7




DG EAC No 55/03

Support for European discussion projects organised by non-governmental organisations for 2004
(2003/C 237/06)

1. INTRODUCTION authority and subject to the adoption by the legislator

either of the financial decision relating to this measure
In the context of the work of the European Convention and the or of interim provisions which will allow the appro-
discussions on the future Constitutional Treaty of the European priations to be used until such time as the final decision
Union, this call for proposals reflects the European is adopted.
Commission's desire to support discussions conducted by
players in civil society on subjects relating to European inte-
gration and the future Constitutional Treaty of the Union.
2.1. All applications must
These actions are inspired by the principles of subsidiarity,
proximity, transparency and partnership. Their purpose is to
strengthen the dialogue between the European Union and its
citizens with a view to encouraging the emergence of an active (a) be submitted by a non-profit, non-governmental organi-
and participatory European citizenship. sation (NGO) that has legal personality and is registered
in one of the countries referred to in section 1, is inde-
pendent of public authorities, has the appropriate qualifi-
This call for proposals relates to heading 15 06 01 01 cations and requisite financial and operational resources to
(ex-B3-305) of the European Union budget. This heading complete the project, and is of known legal and moral
provides for appropriations to fund general information and integrity;
communication activities concerning the European Union, with
the objective of providing all citizens with general information
on the work of the Community institutions, decision-making (b) contain a detailed description of the project, clearly
and the steps towards European integration. describing the activities planned, the products to be
developed or disseminated, the target group, the expected
results and the evaluation method to be applied as well as
The call for proposals is addressed to non-governmental the precise starting and finishing dates for all the activities
organisations associated with the project;

— in the Member States of the European Union; (c) relate to an action or series of actions starting (including
the preparatory phase) between 1 May 2004 and 15
November 2004 and finishing before 30 June 2005;
— in the countries which are due to join the European Union
on 1 May 2004, namely Cyprus, the Czech Republic,
Estonia, Hungary, Latvia, Lithuania, Malta, Poland, (d) be submitted by the stated deadline, using the appropriate
Slovakia and Slovenia. form, duly completed, and accompanied by the required
supporting documents; all the documents must be signed
where indicated;
Furthermore, as far as selection of projects is concerned, the
Commission may accept a proposal from an applicant in a
EFTA/EEA country or a candidate country only if, by the
deadline for submission of grant applications, agreements (e) relate to a project on the following subjects in the context
laying down the arrangements for those countries' participation of European enlargement, with a view to encouraging the
in the programme have been concluded. debate about Europe's future:

This call for proposals is published subject to the release — governance and European citizenship in the context of
of the necessary appropriations by the budgetary the new Constitutional Treaty,
C 237/8 EN Official Journal of the European Union 3.10.2003

— the European social model, (f) following another procurement procedure or grant award
procedure financed by the Community budget, they have
been declared to be in serious breach of contract for failure
— achieving enlargement, to comply with their contractual obligations.

— intercultural dialogue.
Administrative and financial penalties which are effective,
proportionate and dissuasive may be imposed on applicants
2.2. Types of action which will be supported who are excluded under any of the above conditions or who
have made false declarations when providing the information
Actions such as discussions, seminars and conferences, events, requested in connection with their participation in this call for
NGO networking, publications, IT products, and radio and proposals.
television broadcasts to implement the above objectives.

Innovative actions will be given priority, depending on their
quality. The Commission will establish a selection board to examine the
applications. It will decide whether a grant should be awarded
and, if so, the amount to be awarded based on the following
A typical action which will be supported by the Commission criteria:
will relate to the subjects set out in 2.1(e) and have the
following features:
(a) the quality of the programme and how it will be imple-
— it will foster open and transparent dialogue between the mented;
institutions and civil society;
(b) the probable impact on the target group, the programme's
— it will help create a network of civil society organisations so multiplier effect and its results in the longer term.
that the opinions of civil society on all areas of EU activity
can be made known and exchanged publicly.
The following organisations will have priority:

Candidates shall be excluded from participating in this call for — those established in more than one of the countries referred
proposals if: to in section 1 above; or

(a) they are in a state of or subject to proceedings for bank- — those carrying out their activities in close cooperation with
ruptcy or liquidation, are having their affairs administered organisations established in other countries referred to in
by the courts, have entered into an arrangement with section 1; or
creditors, have suspended business activities, or are in
any analogous situation arising from a similar procedure
provided for in national legislation or regulations; — those which propose an action aimed at setting up trans-
national partnerships and creating or extending sustainable
(b) they have been convicted of an offence concerning their
professional conduct by a judgement which has the force
of res judicata; Depending on the number and quality of projects submitted,
the Commission reserves the right to:
(c) they have been guilty of serious professional misconduct
proven by any means which the contracting authority can
justify; — give priority to actions offering the best value for money,

(d) they have not fulfilled their obligations relating to the — ensure an equitable geographical distribution of projects in
payment of social security contributions or the payment order to cover the territory of the EU as best as possible.
of taxes in accordance with the legal provisions of the
country in which they are established or with those of
the country of the contracting authority or those of the 5. TERMS AND CONDITIONS OF FUNDING
country where the contract is to be performed;
(a) The total annual amount available for the actions and
projects under this call for proposals will be fixed in
(e) they have been the subject of a judgment with the force of accordance with the sum allocated by the budgetary
res judicata for fraud, corruption, involvement in a criminal authority to heading 15 06 01 01 (ex-B3-305); for
organisation or any other illegal activity detrimental to the example, the sum for 2003 was in the region of
financial interests of the Communities; EUR 1,7 million.
3.10.2003 EN Official Journal of the European Union C 237/9

(b) The grant may not exceed 60 % of the total eligible costs of (b) overheads;
the project. Applicants must provide evidence that
co-financing amounting to at least 40 % of the total cost
of the project is available. (c) the cost of consumables and supplies;

(c) The maximum grant will be EUR 50 000 per project. (d) capital investment costs;

(d) Grants are awarded for one-off projects and confer no (e) general provisions (for losses, possible future liabilities,
automatic right to funding in subsequent years. They etc.);
cover the period during which the action is carried out.

(f) contingency reserves;

(e) The subsidised project may not benefit from any other
Community funding for the same action.
(g) debts owed;
(f) Applicants may not include in their budgets expenditure
before or after the period during which the project is (h) interest on debts;
carried out.

(g) The grant can in no circumstances generate a profit. (i) charges for financial services;

5.1. Eligible costs (j) bad debts;

The following direct costs are eligible:

(k) exchange losses, unless specifically provided for in excep-
tional cases;
(a) staffing costs for those staff working directly on the action,
corresponding to their actual salaries plus social charges;
(l) contributions in kind;
(b) travelling and subsistence expenses for staff on the basis of
the per diem scale approved by the Commission and (m) expenditure on luxuries.
annexed to this call for proposals (Annex);


(c) direct costs associated with the action:
(a) Applicants will be informed of the Commission's decision
— the costs of running conferences and seminars (organi- concerning their grant application as soon as possible. No
sation costs, travelling and subsistence costs for information will be released until the Commission's
participants and speakers, interpreting costs, fees); decision has been made public. The planned date for
closing the award procedure (the date on which affirmative
replies will have to be given) is 30 April 2004.
— information dissemination costs (publications, books,
CD ROMs, videos, Internet, etc.), translation, dissemi-
nation and distribution costs. (b) Should the Commission award a grant, a standard
agreement setting out the conditions and the amount in
The date as from which the aforementioned eligible costs will euro will be sent to the beneficiaries. For information
be taken into consideration will be stipulated in the grant purposes, a copy of the standard agreement is available
agreement and, other than in the circumstances described in at the Internet address given in section 8.5 below.
the following section, cannot precede the date on which the
grant agreement is signed by the Commission, which is (c) In the event of rejection, the reasons will be given.
expected to be 1 May 2004. The period during which
eligible costs will be taken into account must begin no later
than 15 November 2004. (d) An amount equivalent to 50 % of the amount of the grant
will be advanced within 45 calendar days of the signature
A grant may be awarded for an action which has already of the financing agreement by the Commission.
begun only if the applicant can provide evidence that the
action needs to begin before the grant agreement is signed. (e) The balance will be paid within 45 days of the Commission
In this case, the expenditure eligible for funding may be approving the final report and detailed final accounts of
incurred as from the first of the following two dates: either income and expenditure. The final accounts must be
1 May 2004 or the date on which the agreement is signed. balanced, dated, drawn up in euro, signed and certified
by the authorised person, as provided for in the organi-
5.2. Ineligible costs sation's articles of association. They must be presented,
using the same structure as the draft budget, in Annex
(a) ongoing operational, depreciation and equipment costs; III, which will be appended to the grant agreement.
C 237/10 EN Official Journal of the European Union 3.10.2003

(f) A variation of more than 10 % in the amount of a heading 8.5 no later than 14 November 2003. In this case, proof
in the draft budget must be authorised by the Commission of submission will be a receipt dated and signed by the
in advance, in accordance with the provisions set out in the official who takes delivery of the documents.

Applications submitted after this date will not be considered.

(g) Under no circumstances will any increases of more than
10 % which have not been authorised by the Commission
in advance be taken into consideration for the final 8. PRESENTATION OF APPLICATIONS
payment of the grant.
8.1. Only dossiers comprising all the documents in points
(a) to (e) below, received before the deadline, duly completed,
(h) Selection of a beneficiary does not oblige the Commission signed and dated where indicated, and accompanied by the
to grant a financial contribution equal to the amount requisite supporting documents, can be considered:
requested. The amount allocated may not exceed the
amount requested.
(a) the grant application form, duly completed, signed and
dated by the person empowered to enter into a legal
(i) Beneficiaries undertake to carry out the projects as they are commitment on behalf of the applicant organisation, and
presented in the grant application. Any change to the containing a detailed description of the project;
project must be authorised by the Commission in
advance. The inclusion in the final accounts of costs not
referred to in the agreement may lead the Commission to (b) A balanced forward budget — expenditure (including any
request reimbursement of all or part of the grant. non-eligible costs)/income — in euro, stating the unit costs
for the various items of expenditure and income in the
draft budget. This detailed budget must be dated and
signed by the person empowered to enter into a legal
(j) In cases in which the real eligible costs at the end of the
commitment on behalf of the applicant organisation. It
project are lower than the total estimated costs, the
must be presented in the table sent with the application
Commission will make a pro rata reduction of the grant
on the basis of the rate indicated in the contract and the
beneficiary will be obliged to reimburse amounts already
paid in excess of the amount due.
(c) official annual accounts of the applicant organisation for
the most recent financial year available;
(k) The projects selected may be subject to audits and to ex
ante and ex post evaluations. The responsible person in the
organisation will undertake, with his or her signature, to (d) the organisation's articles of association;
provide proof that the grant has been used correctly. The
Commission and the Court of Auditors of the European
Communities may check the use made of the grant, at any (e) the bank details form, completed by the beneficiary and
time during the term of the agreement and during a period certified by the bank.
of five years following expiry of the agreement.

8.2. Applications for funding must be submitted with three

(l) Beneficiaries are required to publicise the fact that they copies of all of the documents required in 8.1(a) to (e) (one
have received aid from the European Commission and to original clearly identified as such and two certified copies),
use the name and emblem of the European Commission on signed by the person empowered to enter into a legal
all their publications, posters, programmes and other commitment on behalf of the applicant organisation. The
products developed as part of the co-funded project. number of the call for proposals should be indicated clearly
on the envelope. Applications should be sent to the address
given in 8.5.
This call for proposals is administered in a single tranche. 8.3. Applications sent by fax or e-mail will not be accepted.
Applicants may choose to submit bids:

8.4. No changes to the dossier can be made after the

(a) either by registered mail, posted no later than 14 application has been submitted.
November 2003, as evidenced by the postmark;

8.5. The application form referred to in 8.1(a) must be used

(b) or by delivery (in person or by an authorised representative for submitting the grant application. This form may be
or private courier service) to the address given in section obtained from:
3.10.2003 EN Official Journal of the European Union C 237/11

European Commission 8.6. Applicants are reminded that the Commission is

Education and Culture Directorate-General required to publish the name and address of the beneficiary
Sector ‘Partnerships with civil society’ as well as the amount awarded, the level of funding and
VM-2 4/52 purpose of the grant. By signing the grant application form,
B-1049 Brussels the applicant authorises the Commission to publish the above
information, in any form and medium, including the Internet.
E-mail: eac-soc-civile@cec.eu.int
The text of the call for proposals, the grant application form,
the budget table to be completed, the bank details form and,
for information purposes, a copy of the standard agreement Upon a reasoned and duly substantiated request by the bene-
can also be found on the Internet at: ficiary and subject to the express approval of the Commission,
the Commission may agree to forgo such publicity if disclosure
http://europa.eu.int/comm/dgs/education_culture/ong/ of the information indicated above would risk compromising
index_en.html the beneficiary's security or prejudicing his business interests.


Per diem scale for calculating travelling and subsistence costs for staff

(section 5.1(b) of the call for proposals)

Country Maximum in EUR

BE Belgium 150
DE Germany 127
DK Denmark 179
GR Greece 113
ES Spain 141
FR France 130
IE Ireland 165
IT Italy 130
LU Luxembourg 143
NL Netherlands 148
AT Austria 122
PT Portugal 143
FI Finland 156
SE Sweden 157
UK United Kingdom 199
BG Bulgaria 205
CY Cyprus 110
CZ Czech Republic 175
EE Estonia 120
HU Hungary 165
LT Lithuania 170
LV Latvia 165
MT Malta 115
PL Poland 210
RO Romania 170
SK Slovakia 125
SL Slovenia 110
TU Turkey 165
Other countries 145