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					                                          Project no. IP 011815

                                     Project acronym: NEXT


Instrument: Integrated Project

Thematic Priority: PRIORITY 3 – NMP, Research Area New and user

                  friendly production technologies, and their incorporation into the

                  factory of the future.

           Guide for Proposers of an
          SME Collaborative Agreement

Prepared by:              The SME Office of NEXT
                          CECIMO, Brussels

     Draft Guide for Proposers 20070521                                          1
1 Introduction
   1.1      Structure and content of the Guide for Proposers
   This Guide for Proposers contains the basic information needed to guide you in
   preparing a proposal for a NEXT Collaborative Agreement within the NEXT consortium.
    Documents which you will need to consult during the preparation of your proposal
   include the Proposal and Description of Work for the IP NEXT Generation Production
   Systems IP 011815. Also, the Model Contract and its Annexes for NEXT Collaborative

   1.2      Specific information
   An eligible SME is a legal entity that complies with the SME definition as set out in the
   Commission Recommendation 2003/361/EC (OJL124 of 20/05/2003 pp.36-41) and is
   not a research centre, research institute, contract research organisation or consultancy
   According to Article 2 of the annex of Commission Recommendation 2003/361/EC of 6
   May 2003, which will apply from 01 January 2005, an SME (Micro, Small or Medium
   sized Enterprise) is an enterprise which:
           has fewer than 250 employees,
           has an annual turnover not exceeding 50 million euro,
           and/or
           an annual balance sheet total not exceeding 43 million euro.
   Please be aware that according to the new SME definition, you may have to take into
   account possible relationships with other enterprises when calculating the data of your
   For further information please consult the SME definition (Commission
   Recommendation2003/361/EC of 6 May 2003), in particular the Articles 1-6 of the
   Annex on

2. Proposal Preparation
     2.1      Proposal submission as applied in the current call
   Proposals for NEXT Collaborative Agreements can be submitted to the Co-ordinator
   (Rikardo Bueno at Fatronik – at any time up to 1 September
   2008 and are submitted in a single stage – by submitting a complete proposal
   application as set out in the Call for proposals as published in the Official Journal of the
   European Union.

     2.2      Consortium composition
   Proposals must be presented by a consortium comprising a minimum number of two
   mutually-independent legal entities (organisations or individuals) established in one or
   more Member States of the EU, Associated candidate countries or Associated States.
   The EU Member States are: Austria, Belgium, Cyprus, Czech Republic, Denmark,
   Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania,
   Luxembourg, Malta, Netherlands, Poland, Portugal, Slovakia, Slovenia, Spain, Sweden
   and United Kingdom. International organisations of European interest and the

   Draft Guide for Proposers 20070521                                                        2
   European Commission’s Joint Research Centre (JRC) are considered on the same
   footing as legal entities established in an EU Member state. The Associated Candidate
   Countries are: Bulgaria, Romania and Turkey. The Associated States are: Iceland,
   Israel, Liechtenstein, Norway and Switzerland. Organisations from countries which are
   on the FP6 INCO (International Cooperation) target list which are taking part in a
   project will be funded on the same basis as organisations from the EU. This list
   includes the countries of the former Soviet Union, the Western Balkans, the
   Mediterranean partner countries and developing countries elsewhere in the world. It
   also includes Croatia, which is a candidate to join the European Union but which is not
   at present an Associated Candidate Country for FP6. Organisations from countries
   other than these may also in some cases receive a Community financial contribution,
   as defined in the Rules of Participation in FP6. Co-operation with international
   organisations with intergovernmental agreements is welcomed.

     2.3      Structure of a proposal
   A proposal has two parts. Full details about preparing these parts are annexed to this
   Guide Proposals do not meet the regulations as described in this document will be
   Part A is a set of forms which collect necessary administrative information about the
   proposal and the proposers e.g. proposal name, proposers’ names and addresses,
   brief description of the work, total funding requested by type of activity, etc.
   Part B comprises a structure or list of headings, which should be followed to describe
   the scientific and technical content of a proposal (see Annex 2), rather than a pre-
   prepared form. It describes among other things the nature of the proposed work, the
   participants and their roles in the proposed project. It describes the reasons for carrying
   out the work, and the benefits, which would come from it. A maximum length is
   specified for the different sections of Part B.
   Any additional material sent with the proposal (company brochures, supporting
   documents and reports, videos etc.) will be disregarded. In proposals submitted
   electronically, other embedded material (audio, video multimedia etc.), attached files or
   hyperlinks to other documents will be disregarded. Evaluations will be based on black-
   and-white paper copies of the A forms and the Part B of the proposal.

     2.4      Proposal language
   Proposals must be submitted in English and an abstract must be included in Part B of
   the proposal.

     2.5      Pre-proposal check
   In the first instance, Proposers are advised to submit an Expression of Interest - a brief
   one-page extract of the project objectives, work plan, potential impact, consortium and
   project management - to CECIMO ( prior to compiling a full

3 Evaluation and negotiation
     3.1      Timetable of evaluation
   All proposals that fulfil the eligibility criteria are evaluated to determine their quality and
   following the criteria of the “NEXT Description of Work”. The NEXT Steering Committee
   will evaluate the eligible proposals. After the completion of the evaluation, the results
   will be finalised and all proposers will receive an Evaluation Summary Report giving the
   opinion of the NEXT Steering Committee on their proposal. These reports will be sent

   Draft Guide for Proposers 20070521                                                           3
out within 2 months of the proposal being submitted and make recommendations to the
General Assembly for budget approval. Unsuccessful proposers will subsequently
receive a formal notification of a NEXT Steering Committee Decision not to retain their
proposal. Successful proposals that involve ethical issues will go through an ethical
review prior to the contract negotiation. This may raise issues that may need
clarification prior to or during the negotiations.

  3.2      Contract negotiations
If the proposal has been successful in the evaluation and has been selected for
possible funding, contract negotiation will start through a letter sent by the Co-ordinator.
Negotiations apply at two levels: scientific and technological, and administrative and
financial. The Co-ordinator conducting these negotiations on behalf of the Commission
will be working within a predetermined budget envelope for the proposal and also within
the framework of any recommendations which the General Assembly may have made
concerning modifications to the work presented in the proposal. Members of the
proposal consortium may be asked to meet the Co-ordinator to facilitate the negotiation.
Before a negotiation can begin, the Co-ordinator may request certain legal and financial
information on participating organisations (and in particular the Co-ordinator may ask
for copies of the documents, which legally establish each organisation, which is in the
consortium). The consortium partners may be required to sign the NEXT Consortium
agreement and thus abide by its conditions.
If the negotiation is successful, the project may begin work in accordance with the
provisions in the contract signed with the Co-ordinator regarding the project start date.

  3.3 Submission, evaluation and negotiation summary
     table for this call
        Publication of call: 1 June 2007
        Deadline for Expressions of Interest :       30 June 2008, 17.00
        Deadline for submission of proposals:        31 July 2008, 17: 00
        First evaluation of proposals:       August 2007
        Evaluation Summary Reports sent to proposal coordinators:        August 2007
      Invitation letter to successful coordinators to launch contract negotiations with
      NEXT Co-ordinator: August 2007
      Signature of first contracts: from September 2007

  3.4      Support for proposers
The coordinates of the NEXT SME Office responsible for this call for proposals is:-
SME Enquiry Point
Avenue 66
B-1050 Brussels
Tel: 32 (0)2 502 70 90
Fax: 32 (0)2 502 60 82
E mail:

Draft Guide for Proposers 20070521                                                        4
   Annex 1 - Proposal Part A: forms and instructions
   Annex 2 - Proposal Part B: outline, headings, instructions

Annex 1 - Proposal Part A: Forms

   Draft Guide for Proposers 20070521                           5
                          Proposal Submission Forms
                         EUROPEAN                            NEXT Collaboration
                         6th Framework Programme for
                         Research, Technological
                         Development and
                                                             Agreement for SMEs   A1

Proposal Number                                         Proposal Acronym

                                         GENERAL INFORMATION ON THE PROPOSAL

Proposal Title
      (max. 200 char.)

Duration in months                  Call (part) identifier

Activity code(s) most
relevant to your topic

Keyword code 1

Keyword code 2

Keyword code 3


                                                 Abstract (max. 2000 char.)
                             Proposal Submission Forms
                           EUROPEAN                         NEXT Collaboration
                           6th Framework Programme for
                           Research, Technological
                           Development and
                                                            Agreement for SMEs                        A2

Proposal Number                                          Proposal Acronym

                                                  INFORMATION ON PARTICIPANTS

Participant number

Participant organisation

Organisation legal name

Organisation short name

Legal address

PO Box                                           Postal Code                    Cedex

Street name and number

Town                                                                  Country

Internet homepage

Activity Type HE, RES, IND, OTH                      Legal Status GOV, INO, JRC, PUC, PRC, EEIG PNP

If Legal Status “PRC”, specify

Is the organisation a Small or Medium-Sized Enterprise (SME)?

Are there dependencies between the organisation and (an)other participant(s) ?             YES/NO

If yes, participant number                     If yes, participant short name

Character of dependence SG, CLS, CLB

If yes, participant number                     If yes, participant short name

Character of dependence SG, CLS, CLB

If yes, participant number                     If yes, participant short name

Character of dependence SG, CLS, CLB

        Person in charge

Name                                                     First name(s)

Title                          Sex: Female=F, Male=M
Laboratory name

Address (if different from above)

                                           Reference source not
PO Box                                     found.Error!                       Cedex
                                           Reference source not

Street name and number

Town                                                              Country

Phone 1                                                           Phone 2

e-mail                                                            Fax

Previously submitted similar proposals or signed contracts?                 YES/NO    N

If yes, programme name(s)
and year

If yes, proposal number(s) or
contract number
                                     Proposal Submission Forms
                                    EUROPEAN                                NEXT Collaboration
                                    6th Framework Programme for
                                    Research, Technological
                                    Development and
                                                                            Agreement for SMEs                          A3

Proposal Number                                       .                  Proposal Acronym

                                                                     Financial Information

                                Management activities                    Co-ordination activities             Total

Partici        Cost             Costs (€)       Requested                Costs (€)       Requested      Costs (€)     Requested
pant           model                            grant to the                             grant to the                 grant to the
n°                                              budget                                   budget (€)                   budget (€)
                                                Reference      source
                                                not       found.Error!
                                                Reference      source
                                                not found.


Reference      source     not
Annex 2 - Proposal Part B: Guidelines for Drafting

Instructions for preparing proposal                            Part      B    for     NEXT
Collaborative Agreements for SMEs

     In addition to the detailed technical information provided in Part B, a proposal must also
     contain a Part A, containing basic information on the proposal and the consortium
     making the proposal. Incomplete proposals are not eligible and will not be evaluated.
     Part B submitted should not be longer than 12 pages, including title and tables,
     written in a font no smaller than 12 pt size. The Co-ordinator reserves the right
     not to evaluate any extra pages. Proposals submitted in small letter types may be
Front page
                Proposal full title
                Proposal acronym
                Date of preparation
                Type of instrument: NEXT Collaborative Agreement for SMEs
                List of participants
Proposal summary page (max. ½ page)
                Proposal full title
     In the event of inconsistency between information given in Part A and that given in Part
     B, the Part A version will prevail
                Proposal acronym
                Strategic objectives addressed (If more than one objective, indicate their
                order of importance to the project)
                Proposal abstract, copied from Part A (in English)
B1 Relevance to the objectives of NEXT IP Work Programme (max. 1 page)
     Describe the extent to which the proposed project addresses specific scientific and/or
     technological needs of the NEXT consortium and Description of Work (DoW). Specify
     clearly how the proposed work improves the competitiveness of the SME(s) and
     facilitates trans-partner cooperation. Specify clearly the need for the proposed project
     and its relevance to the SME proposers, their sector and, if relevant, other sectors.
B2 Scientific and Technological excellence (Maximum length – 5 pages)
     B.2.1 State-of-the-art
     Describe the international state-of-the-art on which the project’s approach is based, by
     means of a documentary study including, for example, literature, publications, patents,
     standards and data-base searches.
     Briefly describe the technical limitations of existing products/processes/services and
     include comments on competing techniques.
     Specify the main innovations claimed, defining the scope of development of new or
     improved products, processes or services, and show that it represents a significant step
     forward beyond the state-of-the-art.

     Draft Guide for Proposers 20070521                                                     10
     B.2.2 Workplan
      The proposed project should have clearly defined, well focussed and realistic
     objectives. Describe in detail the research approach and technical programme in terms
     of its structure and methodology for the full duration of the proposed project. An
     introduction should explain the structure of this Workplan and how this plan will lead the
     participants to achieve the objectives. The Workplan should be broken down according
     to types of activities: Research and innovation related activities and consortium
     management activities. It should identify significant risks, and contingency plans for
     these. Describe how the proposed scientific and technical (S&T) approach is likely to
     enable the project to achieve its research and innovation objectives. Give a critical
     appraisal of the level of technical risk and any relevant factors which may influence the
     chance of success. For each type of activity divide the plan into work packages (WPs),
     which should follow the logical phases of the project, and include management of the
     project and assessment of progress and results. Essential elements of the plan are:
          a) Implementation plan introduction – explaining the structure of this plan and the
          overall methodology used to achieve the objectives;
          b) Work planning, showing the timing of the different WPs and their components
          (Gantt chart or similar);
          c) Graphical presentation of the components showing their interdependencies
          (Pert diagram or similar);
          d) Detailed work description broken down into work packages and deliverables.
          The deliverables should be measurable or quantifiable where possible.
B3 Potential impact (max. 2 pages)
     Explain how the results of the project will improve the competitiveness of SME
     proposer(s). Provide economic justification for the proposed research, i.e. its cost
     effectiveness, taking into account the overall cost of the project in relation to its potential
     direct economic benefits for the individual SME proposers.
     Describe the extent to which the proposed project will lead to new and improved
     products, processes or services with clear market potential. Give the estimated time-to-
     market and indicate any further technical development or demonstration activities
     required after the completion of the research project to produce marketable products,
     processes or services by the SME(s).
     Explain why the project would contribute to solving problems at the European level, i.e.
     why the expected impact of carrying out the work at European level, with a
     transnational approach would be greater than the sum of the impacts of national
     projects. The proposed project should take account of any relevant research activities
     at national level and under European initiatives (e.g. Eureka). Explain how the research
     may increase transnational technological cooperation among SMEs and between SMEs
     and research organisations or other organisations at the European level. Identify the
     project’s contribution to the implementation or the evolution of one or more EU policies
     (including “horizontal “policies, such as towards SMEs, etc
     Describe the industrial or commercial routes envisaged for the exploitation of the
     Describe the steps that are foreseen to ensure that the SME proposer(s) will be able to
     assimilate and exploit the results of the project. Specify in particular the role of each
     participant and the tasks to be implemented during the project to validate the
     technology and facilitate the absorption of results by the SME proposers. Describe, if
     relevant, the scope, any intended measures and time scale for dissemination of the
     results and transfer of technology to other organisations. Identify directly expected
     applications and potentially patentable ideas and explain how the SME proposers could
     benefit from these.

     Draft Guide for Proposers 20070521                                                          11
B.4 Quality of the consortium (Maximum length – ½ page per participant)
 Present a profile of each participant: organisation name, type, size, and full range of
business activities, contractual role, and role in the research project, degree of
involvement and qualifications for these roles. For each individual participant, outline
the consistency between its business activities, its intended role in the project and the
benefits it expects to derive from participating. It should be clear that the SME
participants should be well suited and committed to the tasks assigned to them in the
project and to exploiting the results. For the RTD performers, explain why they were
selected to carry out the work including their competence in the appropriate field and
identify the principal research personnel who will be involved. Justify the structure of the
group of participants in terms of their common or complementary interests in the RTD
and in the exploitation of the results, e.g. as suppliers, manufacturers, end-users. If
other enterprises or end users are included in the consortium describe their relevance
to the project and how their participation is in the interest of the SME participants. If one
or more of the participants is based outside of the EU and its Associated states, the
INCO target countries or countries having an RTD co-operation agreement with the
European Community, explain in terms of the project’s objectives why this/these
participants have been included, describe the level of importance of their contribution to
the project. (Recommended length –1 page)
If any part of the work is foreseen to be sub-contracted by the participant responsible
for it, describe the work involved and explain why a sub-contract approach has been
chosen for it. (Recommended length – 1 page).
B.5 Quality of the management (Maximum length – 1 page)
Demonstrate the management capability of the Project Leader in terms of experience
and available resources. Describe the management and decision making structures and
outline the communication strategy of the partnership and its interaction with the NEXT
consortium. Identify methods for monitoring and reporting progress, and documenting
results. Ensure that there is a plan for the management of knowledge, of intellectual
property and of other innovation-related activities arising in the project and how it
relates to the NEXT Collaboration Agreement and PUDK.
B.6 Mobilisation of resources (Maximum length – 1 pages)
 Describe the resources, human and material, that will be deployed for the
implementation of the project. Include a “Co-operative Research Project Effort Form”,
as shown below, covering the full duration of the project. Demonstrate how the project
will mobilise the critical mass of resources (personnel, equipment, finance…) necessary
for success; and show that the overall financial plan for the project is adequate.
Describe here the resources needed to carry out the project (personnel, equipment,
finance…) for each of the contractors. Demonstrate that the resources are convincingly
integrated to form a coherent project; Show that the financial plan for the project is
Contractors using the additional cost reporting model must indicate clearly the other
own resources that they intend to contribute to the project (not the additional eligible
costs that will be covered by the Community contribution) and give an approximation of
the value of those resources.
B.7 Other issues
B.7.1 Ethical issues: If there are ethical issues associated with the subject of the
proposal, show they have been adequately taken into account - indicate which national
and international regulations are applicable and explain how they will be respected.
Explore potential ethical aspects of the implementation of project results.
B.7.2 Gender issues: If there are gender issues associated with the subject of the
proposal, show how they have been adequately taken into account.

Draft Guide for Proposers 20070521                                                        12
B.7.3 Policy issues: Are there other EC-policy related issues, and are they taken into
account? Demonstrate a readiness to engage with actors beyond the research to help
spread awareness and knowledge and to explore the wider societal implications of the
proposed work; if relevant set out synergies with education at all levels. (No
recommended/maximum length – depends on the number of such other issues which
the project involves).

Draft Guide for Proposers 20070521                                                 13
                Co-operative Research Project Effort Form
                Full duration of project
                (insert person-months for activities in which partners are involved)

                        Partner 1       Partner 2    Partner 3   Partner 4     Partner 5     etc      TOTAL
                        Short           Short        Short       Short         Short                  PARTNERS
                        name            name         name        name          name


WP name

WP name

WP name




WP name

WP name

WP name


Total management


          A list of Work Packages should be provided giving Workpackage number, Workpackage title,
          Lead Contractor, Person months, Start month and End month.
          A list of Deliverables should also be provided for the full duration of project with Deliverable
          titles and delivery dates, nature and dissemination level.

                Draft Guide for Proposers 20070521                                                     14

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