Call for Solutions & administrative documents


Purpose

The main objectives of this phase are to determine the following aspects: the legal framework of the Call and to agree between the partners on the conditions of the Call to be published. In order to achieve them the following actions have been implemented..

WHAT

Visioning

WHEN

Exploratory scenarios

SUGGESTED SESSION PREPARATION

A few weeks

The framework of the call has to follow the H2020 rules and, in order to make it sustainable, the usual procedures of Funders, in particular the European Regional Development Fund model, or a combination of both, would be taken into consideration. Partners will also consider and implement previous practices developed in EU funded projects. It is essential to keep the local stakeholders in the partner regions duly informed about the process, in order them to be committed from the beginning of the Project.

Content of the Call for solutions

  • Description of the challenge they need to tackle.
  • Funding scheme: Maximum amount of financial support. Define the nature of the cost that would be covered: only staff costs will be covered. If health restrictions allow, physical meetings are foreseen in the region of the challenger. If the solution provider lives in a different region / country the solution provider will be responsible for all their own travel expenses. The Grant will not cover them. 
  • Different types of activities that qualify for financial support.
  • Duration period.
  • Project specifics.
  • Application requirements
  • Criteria of eligibility and selection
  • Phases of the selection process
  • Ethics and IPR. 
  • Declaration of Honour model, declaration made by the solution provider as a statement of oath to be sent with the application form.
  • The Subgrant Agreement Model.

During this phase the following documents will be prepared:

  • The application forms.
  • Declaration of Honour model, declaration made by the solution provider as a statement of oath to be sent with the application form.
  • The Subgrant Agreement Model.

Publication of the Call:

  • The calls and support documents will be published on the EU funding and tendering portal, the project website and will be disseminated within the territories.
  • The calls will be published individually as there is a specific call for each region, aimed to be in conformity with the peculiarities of each territory concerning time frame, formalities, administrative requirements, etc.  
  • The calls should be open for two months.
  • Call documentation should be submitted to the relevant regions directly, not to the European Commission. In the submission process, there should be an online receipt/confirmation of applications.
  • The calls will be published in English and translated to the language of the Region if required. The application might be sent in English or in the local language. Even if the application is sent in English, the solution provider must be able to communicate in the local language with the challenger and the rest of stakeholders involved in the co-creation process. 
  • The call texts will include relevant information regarding Ethics and IPR (Intellectual Property Rights).
  • Monitoring and reporting processes will also be detailed on the complete call definition.
  • It should include a preliminary definition of how much of a time commitment is expected for the co-creation process. This will clarify the estimated amount of work including interactions with stakeholders.

Once the Call for Proposals is considered to be completed, it is time to undertake the publication. Four procedures are to be put in place for this purpose:

  • The call documentation should be submitted to the Project Officer 30 days in advance of the proposed call publication date.
  • Call announcement in the Participant Portal (PP).
A brief announcement about the call (making use of the model proposed by EC) is sent to publication on the Horizon 2020 Participants Portal. Thus, the Project coordinator receives the indication of the Funders to pass the template for publication. This announcement briefly contains the main topics of the call and makes an invitation to visit the project website where the full call details are ulteriorly published.
  • In parallel to the publication in the PP, the Partner in charge of communication will publish the Full Call Details on the project's own website.
  • The partner regions/ project partners may also publish the call in their domestic official bulletins. It depends on the legal status of each Funding/contracting body and the conformity with its habitual procedures.
  • A workshop will be organized in each region to present the call and explain how to participate. This workshop will be addressed mainly to potential solution providers.

Evaluation and Notification:

  • A Selection Committee will be established in each of the RIPEET regions. Call evaluations will be carried out in two phases. Phase 1 will include an assessment of eligibility, Phase 2 will include detailed assessment of eligible proposals.  
  • The Award criteria are scored according to a grid consisting of a quantitative score for each evaluation criteria-sub criteria. A ranking list is the final output of the call.
  • In the first phase of the evaluation, the eligibility of the solutions proposed will be assessed considering:
    • The completeness of documentation and eligibility of each submitted proposal will be assessed.
    • The solution providers should be established in eligible countries.
    • The list of eligible cost for financial support is simplified and only personnel cost is considered eligible.
    • The list of activities that qualify for financial support should be aimed to deploy business development and testing activities together with project partners in a real-world environment.
    • To ensure the feasibility of the co-creation model within the available budget and duration, it is important to select concrete pilots able to provide quantifiable results at the end. In the case of technical solutions, pilots should be ready for replication and scale- up, as established in the objectives of the call. Each region, depending on the solution needed, will specify the required level of development according to the Innovation Maturity Level defined by CIMIT.
In conformity with the eligibility criteria, in justified cases, the applicants may be requested to provide additional explanations clarifying some inconsistences of their proposal but no changes to the application documentation are allowed once the application is submitted. Complementary documentation or information will be electronically requested and submitted via a dedicated email. If so, applicants may dispose on 7-calendar day term to correct or provide documents to complete their initial application. The on-line list is updated with the results of the checking for all the proposals received.
  • Those applications that fulfill the eligibility criteria will be presented to the Selection Committee.
  • The second phase of the evaluation will be organised as follows:
    • Each Selection Committee member first individually assesses the proposals.
    • A selection workshop is organised with all members where the best three solution providers are pre-selected and will be invited to oral presentations session with the Committee to clarify the contents of their proposal.
  • All the applicants will be informed of their results and the results will be publicly available.

Composition of the Committee 

Evaluation Criteria

Templates

The Selection Committee will be composed in each partner region by a number of professionals. The provenance of such advisors may vary from region to region. Eventually, advisors can be also recruited from the Advisory Board of the project, but members from the challenger and funding/contracting body must take part.
The role of the Selection Committee will be to oversee the proper execution of the evaluation process which will be carried out in the light of the same basic principles which govern Commission calls: i. Excellence, ii. transparency. iii. Fairness and impartiality. iv. Confidentiality. v. Efficiency and speed.

The Call will provide a clear explanation of the criteria to be taken into consideration in the evaluation procedure.
The Criteria table shows the general evaluation criteria defined by the consortium, but each region/partners will be able to make amendments according to its need.

A complete list of Templates is provided in order to facilitate the Call implementation: 

  • Individual Evaluation form for Selection Committee 

  • Acknowledgement of receipt

  • Administrative eligibility checklist

  • Committee Selection Guidelines

  • Eligibility pass

  • Evaluators confidentiality statement

  • Rejection notice

  • Territorial selection Report

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