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									                          INTEGRATED INITIATIVES
Creation of Local and Regional Energy Agencies

                      GUIDE FOR PROPOSERS




                     For further information, contact the EACI on
           http://ec.europa.eu/energy/intelligent/contact/index_en.htm




                                                  Note:
     The instructions given in this Guide for Proposers are for the Creation of Energy Management
  Agencies.For proposals regarding SAVE, ALTENER, STEER and other INTEGRATED ACTIONS,
         a separate Guide for Proposers is provided and separate Application forms must be used.
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies



                                                    Table of contents:

INTRODUCTION...................................................................................................................... 4
  Who can be supported, for what and why ? .................................................................................. 4
  Intelligent Energy – Europe (IEE) as part of the Competitiveness and Innovation Programme (CIP)
  (2007-2013) ............................................................................................................................. 5
  The Executive Agency for Competitiveness and Innovation (EACI) ............................................... 6
  Before you start.......................................................................................................................... 6
  Background documents and information: ..................................................................................... 7
  You apply to the IEE programme – what happens with your proposal? .......................................... 8
GENERAL INSTRUCTIONS ................................................................................................... 9
 Application Form (“Which documents will you fill out?”) ............................................................ 9
 Submission deadline and how to submit ("when and how do I submit our application? ") ............... 9
 Language of your application ...................................................................................................... 9
 Signing of forms (“Who has to sign what?”) ................................................................................ 9
 Submission of confidential documents (“How to submit legal documents etc.?”) .......................... 10
 Certification of documents (“What is meant by certified documents?”) ........................................ 10
 Proposal Checklist.................................................................................................................... 11
I. INSTRUCTIONS FOR PART I ........................................................................................... 14
   Proposal cover sheet ................................................................................................................. 15
   Administrative overview............................................................................................................ 15
   Proposal summary .................................................................................................................... 16
   Participant Data ....................................................................................................................... 16
      Form 1 - Participant Profile / Information ........................................................................... 16
      Form 2 - Direct Staff Costs ................................................................................................. 17
      Form 3 - Other Direct Costs................................................................................................ 19
   Budget..................................................................................................................................... 20
      BUDGET - Cost summary in EUR...................................................................................... 21
      BUDGET - Income summary in EUR.................................................................................. 21
      BUDGET - Human resources summary................................................................................ 21
      BUDGET - Financial resources summary.............................................................................. 21
II. INSTRUCTIONS FOR PART II......................................................................................... 23
A.     ESTABLISHMENT OF THE PROPOSED NEW AGENCY......................................... 23
A1         Description of the area covered by the agency.................................................................... 24
A2         Population numbers for the area to be covered by the new agency (give recent figures) ............. 24
A3         Legal status of the agency................................................................................................. 24
A4       Decision-making body of the agency (Management Board)................................................. 24
       A4.1 Composition of the Management Board.................................................................... 24
       A4.2 Chairman of the Management Board......................................................................... 25
A.5      Key staff of the Agency.................................................................................................... 25
       A5.1 Director of the Agency ............................................................................................ 25
       A5.2 Other staff employed by the Agency ......................................................................... 26
       A5.3 Secondments........................................................................................................... 26
A6         Advisory Committee or Advisory Board ............................................................................ 27

Guide for proposers - Introduction                                                                                                Page 2 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies

A7          Premises of the Agency .................................................................................................... 27
A8          Relationships with other energy organisations, agencies, or networks ................................... 27
A9          Sustainability and future financing of the agency after three years of EC Grant Agreement .... 28
A10         Autonomy of the agency .................................................................................................. 28
A11         Evaluation of Agency’s activities ....................................................................................... 28
B      WORK PROGRAMME OF THE NEW AGENCY ........................................................ 29
    B1.   Summary (max. 3000 characters)...................................................................................... 29
    B2.   Local needs and priorities ................................................................................................ 29
    B3.   Objectives – Results – Impacts of the Action (Award criteria 1 and 2)................................ 29
    B4.   Target Groups and Key Actors (Award criteria 1 and 5) .................................................... 31
    B5.   Community Added Value (Award criterion 3) (Maximum 6.000 characters) ....................... 32
    B6.   Work Programme (Award criteria 2 and 4)....................................................................... 32
       B6.1 Introduction to the Work Programme (maximum 1 page).......................................... 33
       B6.2 Work Packages ....................................................................................................... 33
       B6.2.1     Work Package 1: Legal establishment of the agency ............................................... 36
       B6.2.2     Work Package 2: Management (Award criterion 5) ............................................... 36
       B.6.2.3 Work Package 3: Energy planning ........................................................................ 36
       B.6.2.4 Work Package 4: Sector activities ......................................................................... 36
       B.6.2.5 Work Package 5: Horizontal activities .................................................................. 36
       B.6.2.6 Work Package 6: Capacity building through European cooperation ........................ 37
       B.6.2.7 Work Package 7: Communication / dissemination at local, regional, national levels . 37
       B.6.2.8 Work Package 8: Common dissemination activities ............................................... 38
       B.6.2.9 Work Package 9: Optional .................................................................................. 39
       B.6.2.10       Work Package 10: Optional............................................................................. 39
    B6.3     Overview Lists of Outputs and Deliverables .................................................................. 39
       B6.3.1     List of Outputs: (Please insert outputs of each work package in this overview table) 39
       B6.3.2     List of Deliverables (Please insert deliverables from each work package) ................. 40
    B6.4. Schedule ......................................................................................................................... 40
       B.6.4.1 Schedule for legal establishment of the Agency ...................................................... 41
       B6.4.2      Schedule of new Agency Work Programme .......................................................... 42
    B7. Co-financing (Award criteria 4)........................................................................................ 43
    B8 Declaration by the applicant (Eligibility criteria)................................................................ 43
    B9 Commitment by the applicant (award criteria 1 and 5)....................................................... 45
    Annex 1 Where to find help with preparing a proposal ........................................................... 46


                                                              Please note:
                    This Guide is based on the rules and conditions contained in the
                     legal documents relating to Competitiveness and Innovation
                        Programme (CIP) and Intelligent Energy-Europe (IEE)
                                       programme (2007-2013).
                     The Guide does not in itself have legal value, and thus does not
                                     supersede those documents.


Guide for proposers - Introduction                                                                                               Page 3 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies


INTRODUCTION

Who can be supported, for what and why ?
The Intelligent Energy – Europe (IEE) programme supports the establishment of new regional or local
energy agencies in order to help public authorities, and the communities which they serve, to improve
their energy efficiency and to make the most of renewable energy resources (often locally based),
thereby contributing to sustainable development (in economic, social and environmental terms), in line
with the objectives of EU policy. Existing agencies cannot be supported using this type of action.
Local and regional energy Agencies, established with Community support should be independent
organisations, operating on a “not-for-profit” basis, providing a public service, in particular energy
advisory services (information, assistance and awareness raising, training, etc) for local decision makers
in both the public and private sectors, as well as for householders and individual citizens. Agencies may
also help local and regional authorities and businesses to formulate energy plans and strategies, and
enable or improve the ability of local decision-makers to take appropriate decisions in relation to the
setting up and monitoring of energy projects.
The new Agencies are required, during the three year work programme supported by the IEE
programme, to promote the concept and added values of a Local Energy Agency to other public
authorities in the EU, with the aim of encouraging other public authorities to set up local energy
agencies, potentially without EU support.
Agencies, established with Community support, should make a long term commitment to providing a
public service, notably energy advisory services to their local communities, and to creating a well trained
team of staff that will continue for at least 5 years after the end of the IEE grant agreement. Therefore,
it is very important that Agencies should work from the beginning to establish long term financial
support from a broad base of local stakeholders.
Support from the IEE programme is provided for the start up costs of a new Agency, including a 6
month period for completing the legal establishment of the Agency, followed by a 3 year work
programme, during which a team of at least 3 permanent staff in the Agency must be trained and receive
both technical and management capacity building. Overall, the period of Community support will
therefore cover 42 months, excluding the time taken to amend the grant agreement in order to
introduce the new Agency as a co-beneficiary.
There are more than 350 local or regional energy agencies in the EU, many of which have already
received Community support. You can find more information on the Managenergy website (Annex 1).
Who can submit a proposal ?
The proposal must be submitted by a regional or local public authority based in a country which is
eligible to participate in the IEE programme (please check IEE programme web site to see which
countries are eligible). The proposer must be committed to the creation of a new energy Agency within
its geographical area of responsibility. The proposal must be signed by an authorised representative
(usually elected) on behalf of the authority concerned. By signing the proposal, the authority undertakes
to implement the proposal under a grant agreement with the EACI, if the proposal is accepted.
The EACI will not work via intermediaries.
Other stakeholders may support the establishment of a new Agency, for example by providing funds to
the budget, free technical assistance, scientific or legal advice, or political support. Such stakeholders
may be invited to join the Agency’s executive or policy-making body (Management Board).
Universities, technical institutes, or consultants may contribute to the work of the agency, for example
by serving on an advisory board or by working for the Agency as sub-contractors. Nonetheless it is not
acceptable for third parties to carry out core activities of the Agency.


Guide for proposers - Introduction                                                              Page 4 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies




Intelligent Energy – Europe (IEE) as part of the Competitiveness and Innovation Programme (CIP)
(2007-2013)
The objective of the IEE II Programme is to contribute to secure, sustainable and competitively priced
energy for Europe, by providing for action:
− to foster energy efficiency and the rational use of energy resources;
− to promote new and renewable energy sources and to support energy diversification;
− to promote energy efficiency and the use of new and renewable energy sources in transport.
It will in particular contribute to the Commission's proposed integrated energy and climate change
package including the renewable energy road map and the Energy Efficiency Action Plan. Intelligent
Energy – Europe II (IEE II) builds on the experience gained from its predecessor, the first Intelligent
Energy - Europe (IEE) Programme running from 2003 to 2006. This Programme has become the main
Community instrument to tackle non-technological barriers to the spread of efficient use of energy and
greater use of new and renewable energy sources. IEE II should also help with faster and smooth
implementation of energy-specific legislation.


IEE II has been included in the overall Competitiveness and Innovation Framework Programme (CIP)
in order to contribute to achieving the objectives of EU energy policy and to implementing the Lisbon
Agenda. The Competitiveness and Innovation Framework Programme is composed of three pillars:
(1) Start up and growth of SMEs: the “Entrepreneurship and Innovation Programme” including eco-
    innovation, will facilitate SMEs access to finance, better integrate the existing networks of business
    support services (EuroInfoCentres and Innovation Relay Centres) and support innovation activities
    (INNOVA, Pro-Inno etc). It will also boost the financial instruments managed by the European
    Investment Fund (EIF), which co-invest in venture capital funds and provide co-guarantees on
    loans.
(2) Information and communication technologies: the “ICT Policy Support Programme” will
    contribute to competitiveness, growth and jobs through stimulating a wider adoption and more
    efficient take up and better use of ICT. In particular, it will include support for pilot actions using
    innovative ICT-based services of public interest; for the development of digital content and for
    enhancing the security of, and trust and confidence in, ICT and its applications.
(3) Increased use of renewable energy and reduced energy consumption the “Intelligent Energy-Europe
    Programme” will support energy efficiency, new and renewable energy sources, and non-
    technological solutions to reduce greenhouse gas emissions caused by the transport sector.


                                More information on the CIP:
             http://ec.europa.eu/enterprise/enterprise_policy/cip/index_en.htm




Guide for proposers - Introduction                                                              Page 5 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies




The Executive Agency for Competitiveness and Innovation (EACI)
The Executive Agency for Competitiveness and Innovation (EACI) implements the Intelligent Energy -
Europe programme. With about 50 staff, the EACI follows the projects funded under the IEE
programme, and disseminates the know-how and best practices. This gives the programme a sharper
focus and greater visibility.
The EACI is the first of a number of new Executive Agencies created by the European Commission to
put policies into action more efficiently and with improved results, helping the Commission concentrate
on its policy-making and institutional tasks. In the execution of the programme, it works in close
collaboration with its parent Directorate General: the Directorate-General for Energy & Transport.
The decision to create an executive agency to manage the IEE programme was taken at the end of 2003.
Since 2006, the executive was fully responsible for the implementation of the IEE programme. During
2007, it is expected that the management of other parts of the CIP will also be delegated to the
Executive Agency, with its parent Directorates-General DG Energy & Transport, DG Enterprise and
DG Environment.


Before you start
Optimise your chances! This Guide for Proposers which accompanies the application forms is intended
to help you to complete them comprehensively and correctly. However, regarding the content of your
proposal, you should consult and benefit as much as possible from the available information:

    Look at the presentations and slides given during the IEE European Info Day.
    Read the Frequently Asked Questions and do not hesitate to contact the EACI, the IEE National
    Contact Point in your country or European Associations working at local and regional level (see
    Annex I to this Guide) for any additional information you may need.
    Subscribe (free of charge) to our News Alerts to automatically receive the latest news and updates.
    Read carefully the 2007 call text and the 2007 work programme to find out which actions may be
    funded, this year's priorities, the conditions to apply, the evaluation criteria, and how to submit
    your proposal (see reference list below).
    Look at the activities of ongoing agencies which were supported by the IEE and its preceding
    (SAVE) programme. Check out the Energy Agency area on the programme website and read out
    latest news reviews and project brochures.
    Refer to background documents related to the IEE programme and the current EU energy policies
    on renewables and energy efficiency (see the main reference list below).




Guide for proposers - Introduction                                                          Page 6 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies


Background documents and information:


− Local and Regional Energy Agencies:
− Manag'Energy website [ManagEnergy is an initiative of the European Commission Directorate-General for
    Energy and Transport, which aims to support the work of actors working on energy efficiency and renewable
    energies at the local and regional level]
−   Intelligent Energy – Europe Programme's Energy Agency part of the programme website

- CIP-IEE programme and Call documents
−   Decision No 1639/2006/EC of the European Parliament and of the Council of 24 October 2006
    establishing a Competitiveness and Innovation Framework Programme (2007 to 2013)
−   Intelligent Energy - Europe Annual Work Programme 2007
−   IEE Call for proposals 2007
−   Model Grant Agreement for Energy Agencies of the “Intelligent Energy – Europe” Programme
−   Financial Guidelines for the IEE programme

    Copies of these documents can be downloaded from the following website:
    http://ec.europa.eu/energy/intelligent/call_for_proposals/call_library_en.htm
    http://ec.europa.eu/energy/intelligent/negotiation/index_en.htm

- Current related EU energy policy initiatives and legislation:

EU Directives:
−   Directive on the Promotion of End-use efficiency and Energy Services (2006/32/EC),
−   Directive on establishing a framework for the setting of Eco-design requirements for Energy-using Products
    (2005/32/EC),
−   Directive on the promotion of cogeneration based on a useful heat demand in the internal energy market
    (2004/8/EC),
−   Directives on biofuels (2003/30/EC and 2003/96/EC),
−   Directive on the energy performance of buildings (2002/91/EC),
−   Renewable Electricity Directive (2001/77/EC),
−   Energy Star Agreement (2006/1005/EC)
−   Labelling Directive (92/75/EEC) 1992 on the indication by labelling and standard product information of
    the consumption of energy and other resources by household appliances.

White Papers and Green Papers:
−   Green Paper- A European Strategy for Sustainable, Competitive and Secure Energy (COM(2006) 105 final)
−   Energy efficiency action plan (COM (2006) 545)
−   Green Paper on Energy Efficiency or doing more with less (COM (2005) 265),
−   Energy Efficiency Action Plan (COM (2000) 247 final)
−   White Paper on Renewable Energy Sources (COM (97) 599 final),
−   White Paper “European Transport Policy for 2010: Time to Decide” (COM (2001) 370),
−   Green paper on security of energy supply (COM (2000) 769),

Other policy documents:
−   Integrated energy and climate change package (COM(2007)1 final) and the Presidency Conclusions of the
    Brussels European Council (8/9 March 2007).
−   The Biomass Action Plan (COM(2005) 628 final)
−   The support of electricity from renewable energy sources (COM(2005) 627 final)



Guide for proposers - Introduction                                                                 Page 7 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies

Copies of these documents can be downloaded from the following websites:
− http://ec.europa.eu/energy/energy_policy/index_en.htm (Energy and climate change package)
− http://ec.europa.eu/energy/res/legislation/index_en.htm (renewable related legislation)
− http://ec.europa.eu/energy/demand/legislation/index_en.htm (energy efficiency related legislation)
− http://ec.europa.eu/transport/index_en.html (transport related legislation)
− http://ec.europa.eu/dgs/energy_transport/home/consultation/index_en.htm


You apply to the IEE programme – what happens with your proposal?

                                                         ▼ April 2007
                                                  Publication of the call for proposals
 The IEE programme publishes annual work programmes which define the funding rules and priorities. The Call for
 proposals 2007 implements the 2007 annual IEE work programme. You will find it on the IEE website. The call for
 proposals informs you on the policy priorities, the objectives and the specific fields, the arrangements for the submission of
 applications as well as the eligibility, selection and award criteria.
                                              Deadline ▼ 28 September 2007
                                              How do we 'receive' your proposal?
 An opening committee checks whether your proposal fulfils the formal requirements, namely that your application was
 submitted before the closing date, in a sealed envelope and in the required format. Please remember that applications which
 do not satisfy the formal requirements are rejected.

                                                         ▼ December 2007/January 2008
                                                Evaluation of your proposal
 Your proposal will be evaluated by an evaluation committee on the basis of the eligibility, selection and award criteria
 announced in the call. Independent external experts assist the evaluation committee by providing a technical advisory
 opinion. Based on the evaluation, the committee draws up a ranking list which is submitted for approval to the Director of
 the Agency.
                                                         ▼March 2008
                                                 Information on your result
 Upon approval of the Director, applicants are informed of the results of the evaluation. The proposer will receive -
 recommended or not recommended for funding - a summary report on the conclusions of the evaluation of your proposal.
 Some proposers might be informed that they are placed on a reserve list, due to budgetary constraints.
                                                         ▼April-May 2008
                                          Negotiation of your proposal (if successful)
 If your proposal was recommended for funding, you will be invited for negotiation. In this process, the Agency's project
 and financial team will clarify with you the detailed technical and financial aspects of the proposal based on the conclusions
 of the evaluation. Proposals on the reserve list might be invited for negotiations, should budgetary possibilities exist at a
 later stage of the process.
                                                         ▼
                                      Internal consultation of other Commission services
 The parent Directorate General for Energy & Transport consults other services within the European Commission which
 could be interested by the actions proposed to be financed and in order to make sure that the action in question is not
 already financed by the Community budget.
                                                         ▼June-July 2008
                                     Your grant agreement is being definitely decided
 Once your negotiations are completed, i.e. the exact amounts and contents for your proposal are set, the Director takes the
 'Award Decision' and your grant agreement can be drawn up.

                                                         ▼July or September 2008
                                Start of your action and follow up of your grant agreements
 The grant agreement is duly signed by both parties and the action can start. EACI staff (project and financial officers) are
 responsible for the monitoring of projects.
                                                         ▼
                                                       Ex-post publication
 All grants awarded in the course of a financial year are published on the Internet site of the Commission during the first 6
 months of the year (n+1).

Guide for proposers - Introduction                                                                                Page 8 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies




GENERAL INSTRUCTIONS


Application Form (“Which documents will you fill out?”)
The application form consists of two parts:
• Part I – Proposal summary and budgetary / administrative data:
  You must use the separate Part I application form provided (EXCEL form). The cover page of the
  Part I form must be the first page of the proposal. Proposers should follow the structure and
  instructions given in I. INSTRUCTIONS FOR PART I of this Guide for Proposers.
• Part II – Detailed description of the proposed action (Work programme):
  You must use the separate Part II application form provided (WORD form). Proposers should
  follow the structure and instructions given for each section included in II. INSTRUCTIONS FOR
  PART II of this Guide for Proposers.

Both parts must be completed. Please fill in the forms using a computer. Keep a copy of the complete
proposal for your own file.


Submission deadline and how to submit ("when and how do I submit our application? ")
The deadline for submission is 28th September 2007. If you deliver the package personally, the cut-off
hour is at 16h. For all other means of delivery (postal or delivery service) and the practical way where to
send, please refer to the Call for Proposals 2007, Section 12. Please pay attention to the different ways
of delivery and the addresses to be used!


Language of your application
The application (Part I and Part II) should preferably be submitted in English. If the proposal is
written in a Community language other than English, the proposer must provide a translation of the
summary in English and it is recommended to include an English summary of all sections of Part II of
the proposal.


Signing of forms (“Who has to sign what?”)
    The proposer (CO) has to
        originally sign the worksheet Administrative Overview of Part I of the Application form
        originally sign and stamp the “Declaration by the applicant” (B8 of Part II of the application
        form)
        originally sign the "Commitment by the applicant" (B9 of Part II of the application form)
        originally sign a financial identification form (downloadable from the IEE programme website
        http://ec.europa.eu/budget/execution/ftiers_en.htm.
        originally sign the legal entity form (downloadable from the IEE programme website
        http://ec.europa.eu/budget/execution/legal_entities_en.htm

The “Declaration by the applicant” and the "Commitment by the applicant" should be submitted using
letterhead of the proposing organisation.



Guide for proposers – General instructions                                                      Page 9 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies

Submission of confidential documents (“How to submit legal documents etc.?”)
A series of confidential documents must be submitted. To ensure their confidentiality, an extra -sealed-
envelope is necessary. Please find the instructions hereafter:
The proposing organisation must provide:
        One certified copy of the legal documents (see also note 20)
Even if these documents have already been provided for another proposal submitted to the IEE
programme under this Call for proposals 2007, the proposer is kindly asked to provide these
documents for each submitted proposal.
The proposer puts the envelope together with the Application Form as a package.

    Call for proposals EACI 2007
    IEE Programme                                                                        Contents of sealed envelope:
                                                                                         (1) Legal Entity Form
    Action Acronym: __________________________                                           (2) Legal documents
    Name of the Proposer: ____________________

    For the use of the EACI only!



Certification of documents (“What is meant by certified documents?”)
The purpose of the certification of the requested legal documents is to confirm that your copies of these
documents correspond to the original. This certification can be given by any authorised person of the proposing
organisation by stating on the document “Corresponding to the original” and having this statement signed,
stamped and dated. In case (some of) these documents have to be published in an Official Journal, the copies do
not need to be certified.




Guide for proposers – General instructions                                                          Page 10 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies



Proposal Checklist

Checking before submission
    Part I is duly completed.
    The form Administrative Overview is originally signed by a person duly empowered to legally represent and
    commit the co-ordinating organisation who submits the proposal.
    Parts I and II, both duly completed are put together as one document.

The original of your proposal:
    Includes an original, signed Administrative Overview,
    Includes an originally signed Declaration by the applicant (B8. of Part II),
    Includes an originally signed Commitment by the applicant (B9. of Part II),
    Includes any letters of support and / or offers of financial contributions from stakeholders
    is clearly labelled as “original”
    has as attachment an extra sealed envelope including the Legal Entity Form, Financial Identification Form,
    and Legal documents.



Eligibility criteria (see point 7 of the Call for Proposals)
    The proposing organisation is a local or regional public authority.
    The proposing organisation is established in the territories of EU-27 or countries having taken the necessary
    steps to join the programme. Up-to-date information on which countries are part of the programme is
    available on the programme website - please check regularly our website
    http://ec.europa.eu/energy/intelligent/call_for_proposals/index_en.htm)
    The proposal complies with the priorities of Annual Work Programme 2007.
    The duration of the Agency work programme is 36 months, following the legal establishment of the agency.



Submission (see point 12. and 14. of the Call for proposals 2007)
The package to be sent to the EACI includes:
    1 signed original and 5 copies of the original application: application forms for Part I and Part II and
    annexes,
    attached to the original, one sealed envelope containing the confidential documents, as described on page 10
    a disk or CD-ROM with Part I named “IEE2007-actionacronym.xls” and Part II named “IEE2007-
    actionacronym.doc”. Please note that electronic versions do not need to be signed.




Guide for proposers – General instructions                                                           Page 11 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies

The package to be sent to the EACI:
    is put in an “inner” envelop/box that must be sealed (in order to prove that this envelope has not been
    opened between sealing by the proposer and the start of the evaluation by the EACI) and bear the words:
    Call for proposals EACI 2007 - IEE Programme
    - Not to be opened by the postal service -
    European Commission
    Executive Agency for Competitiveness and Innovation
    MADO 1 Office 04/06
    B-1049 Brussels

    This sealed “inner” envelope/package is then to be put into another “outer” envelope/package. If a self-
    adhesive envelope is used, it should be sealed with adhesive tape and the sender must sign across that tape.
    Your (outer) package is correctly addressed and sent within the time limit: Points 12 and 14 of the Call for
    Proposals 2007 :

         Registered Letter or Parcel by            Private delivery services                    Personal delivery
                 postal services
                  ADDRESS:                                ADDRESS:                                ADDRESS :
      European Commission                    European Commission                     European Commission
      Executive Agency for                   Executive Agency for                    Executive Agency for Competitiveness
      Competitiveness and Innovation         Competitiveness and Innovation          and Innovation (EACI)
      (EACI)                                 (EACI)                                  Central Mail Service
      MADO 04/06                             Central Mail Service                    Rue du Bourget 1
      B-1049 Brussels                        Rue du Bourget 1                        B-1140 Bruxelles
                                             B-1140 Bruxelles
      Deadline for submission to             Deadline for submission to              Deadline for submission to
      the post office: 28 September 2007     the private delivery service:           the Central Mail Service:
                                             28 September 2007                       28. September 2007 - No later than
                                                                                     16:00 (Brussels time)
      Stamp of the post office on the        Receipt from the delivery service       Dated and signed receipt issued by the
      letter/parcel or a receipt from the    identifying clearly the object of       receiving official in the above
      post office identifying clearly the    delivery (e.g. by proposal acronym),    mentioned department identifying
      object of delivery (e.g. by proposal   the exact address of delivery and its   clearly the object of delivery
      acronym), the exact address of         date of deposition                      (e.g. by proposal acronym)
      delivery and its date of deposition




Documents to submit electronically:

    Please send the electronic version of the application (Part I and Part II – named as indicated above) to the
    special e-mail address EACI-IntelligentEnergy@ec.europa.eu.

    Note: this information is used to process the proposals in an automated way. The electronic versions do not
    have legal value in view of complying with the rules of Point 12. and 14. of the Call for proposals – hence,
    these e-mails could be sent also after the submission date. However for efficient processing of proposals, you
    are kindly invited to send them as soon as possible after your submission.




Guide for proposers – General instructions                                                              Page 12 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies




  - Creation of Local and Regional Energy Agencies -



              I. INSTRUCTIONS FOR PART I




Guide for proposers - Instructions for PART I of the application form   Page 13 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies




I. INSTRUCTIONS FOR PART I


  How and when to plan the costs/budget of your action?
  The budget is best established once the work programme and its division into work packages is sufficiently
  well specified to be able to estimate the resources needed to fulfil the tasks.
  Part I of the application form is constructed in a strict bottom-up manner. This means that it requires a few
  input data and then sums up automatically to the total budget of the action and allocates the total costs to
  work packages. It consequently also means that without these input data the budget cannot be established.
  The input data needed are the following:
    hourly rate per staff category;
    number of hours spent per staff category for each work package;
    other direct costs (subcontracting, travel, etc.) allocated to the work packages.



Part I – “Proposal summary and budgetary, administrative data” is set up as spreadsheet in order to facilitate the
processing of the data and to facilitate the calculation of the budget of the action. It consists of:
                               Name of worksheet                                        N° of pages
 Proposal cover sheet                                                                       1
 Administrative overview                                                                    1
 Proposal summary                                                                           1
 Budget                                                                                     4
 Participant Data – consisting of                                                           3
           Form 1 – Participant Profile / Information
           Form 2 – Staff costs
           Form 3 – Other direct costs




The part 1 form is a largely protected EXCEL document into which you can only insert information into the
foreseen cells. You cannot copy-paste whole rows or a series of rows from another EXCEL document into this
file. It is also not possible to add or delete columns or rows, or worksheets. This protection is to ensure the
consistency of the data for automatic data processing.

   Data from Part I are automatically imported into the evaluation tool from which print-outs for the evaluation
are generated. Any changes to the format of the application form might cause inconsistencies that could affect the
evaluation of your proposal.

The following pages provide you with practical guidance on how to fill in Part I of the application form.
   Only uncoloured ("white") cells are to be filled!
   Additional instructions are also given directly in the forms.




Guide for proposers - Instructions for PART I of the application form                                 Page 14 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies


Proposal cover sheet

  1.   Full title of the proposed     Define a name for your proposal that characterises the new agency which your action will create
       action                         – you may use the name of the proposed agency if it is already known.

  2.   Acronym of the proposed        The acronym is the most frequently used identifier of the project. Please use the name of the
       action (Action acronym)        city, town or region concerned (identifying uniquely the location / region in which the new
                                      agency will work), and stick to 20 characters maximum. Please use only letters, no symbols.
                                      You should use the same acronym to identify your proposal in the header of Part II.

  3.   Addressed key actions          This section of the form is already set for Integrated Actions, creation of local and regional
                                      energy agencies.

  4.   Distribution of requested      Please give a rough estimation of how your estimated total budget would divide between the
       budget                         programme’s fields (SAVE, ALTENER, STEER). These data are used by the EACI for
                                      reporting purposes.




Administrative overview
This form is to be signed by an authorised representative of the proposer.
  5.   Proposal abstract              The proposal abstract should be a very short and precise presentation of the main features of
                                      the proposal. What are the specific objectives, which barriers do you want to overcome? How
                                      will the objectives be achieved? Which target group(s) are addressed?
                                      This proposal abstract will be used together with the proposal summary in the evaluation
                                      process and in communications about the proposals to the interested parties (Commission
                                      services and programme committee, etc.).
                                      Please use plain typed text, avoiding formulae and other special characters. The abstract
                                      provided here should be in English language.
                                         If you paste this abstract from a text editing programme, you have to paste it in the formula
                                      bar at the top directly below the menu bar of EXCEL and NOT into the cell, as this is not
                                      possible for merged cells.

  6.   Key words                      This section of the form is not applicable for the creation of local and regional energy agencies.

  7.   Duration (in months)           The duration of the work programme for agencies is 36 months.

  8.   Resubmission                   Please state whether your proposal has been already submitted to another European programme
                                      (e.g. previous IEE calls). Indicate the name of the programme and the year of submission.
  9.   Contact person                 You should provide the name and contact details of the person who will act as contact during
                                      the evaluation and the negotiation of the proposal.
                                         This person will receive a letter of confirmation of the receipt of the proposal from the
                                      EACI and will be informed about the results of the evaluation. These letters will be sent by
                                      post and by e-mail.
  10. Organisation legal name         You must use the complete legal name of the organisation.

  11. Post Code                       If applicable, enter the numerical (alphanumeric for United Kingdom and The Netherlands)
                                      post code without being prefixed by the country identifier, e.g. 1000 and not B-1000 or SW1H
                                      9AS and not UK-SW1H 9AS.
  12. E-mail, Telephone and Fax       Please give the direct e-mail address, telephone and fax numbers (including the country code
      numbers                         number, the area code number and the subscriber’s number) of the contact person for the
                                      proposal.
                                         Please regard the importance of the e-mail address (see note 9), e.g. do not use general info
                                      e-mail addresses.
  13. Signature of duly empowered     This form needs to be originally signed by a person duly empowered to legally represent and
      person                          commit the organisation who submits the proposal. This should normally be an elected
                                      representative of the authority.




Guide for proposers - Instructions for PART I of the application form                                                    Page 15 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies

Proposal summary
This summary will be used as the description of the proposal in the evaluation process and in communications to
the programme management committees and other interested parties. It must therefore be short and precise.
If the proposal is written in a language other than English, you must provide the proposal summary in English.

  14. Proposal summary                The proposal summary should, at a glance, provide the reader with a clear understanding of the
                                      proposal's specific objectives, with which activities (how?) the objectives will be achieved, and
                                      what will be the major outputs and results at the end of the project.

                                      Please follow the given structure and note that each section is limited to 1000 characters in
                                      order to guarantee a complete transfer of the data during the evaluation process.

                                        Please use plain typed text, avoiding formulae and other special characters.
                                        Major outputs and results should include quantitative figures.
                                        Make sure that the proposal summary is coherent with the abstract given in the worksheet
                                      Administrative overview.

Participant Data
This worksheet gathers all administrative and financial data of the proposing organisation. It consists of three
forms of a total length of three pages:
              Form 1 – Participant Profile / Information
              Form 2 – Staff costs
              Form 3 – Other direct costs
It needs to be filled in, but does not need to be signed at the proposal stage.
  Subcontractors should not fill in this form.

Form 1 - Participant Profile / Information
  15. Participant Role                The only option for an organisation proposing to create a local or regional energy agency is
                                      CO, which stands for co-ordinator of the project. CO signs the contract with the EACI.

  16. Participant number              This section of the form is not applicable for the creation of local and regional energy agencies.

  17. Short Name                      Where applicable, please indicate the official short name of the organisation. This should not
                                      be more than 20 characters long.
                                      If an organisation has no official short name, please choose one for identification of the
                                      organisation within this proposal. The same short name must be used in Part I and Part II of
                                      the application form and in any other application submitted to this call.

  18. Organisation Name in English    Please provide the English translation of your organisation's legal name.
                                         If the organisation legal name is originally in English, please repeat it as the English name in
                                      this cell is used for reporting purposes.

  19. Legal Registration Number       If applicable, provide the organisation’s legal national registration number.
                                      If not applicable, please indicate N/A.

  20. Legal documents                 Legal documents should be treated as confidential documents for the use of the EACI only.
                                      The legal documents should document the legal existence of the organisation and that the
                                      organisation is established according to the respective national law(s). Legal documents should
                                      be coherent with the legal status on Form 1 of the participant data. If the applicable national
                                      law requires a registration, a copy of this registration should be included as well. Legal
                                      documents can be submitted in national language.
                                      For public bodies (e.g. cities, regions and municipalities, …), it is sufficient to provide a
                                      certified copy of the resolution, law, decree or decision establishing the body in question, or if
                                      not available, any other official document originating from this body (an invoice for example).
                                      For cities and municipalities a certified copy of a printed document provided by the
                                      city/municipality is sufficient if the header contains the name, address and when applicable the
                                      registration number.
                                          For information on how to certify legal documents and how to submit confidential
                                      documents, see paragraphs ‘Certification of documents’ and ‘Submission of confidential
                                      documents’ of this guide.



Guide for proposers - Instructions for PART I of the application form                                                     Page 16 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies


  21. VAT number                        Please provide the organisation’s Value Added Tax (VAT) number from the VAT register.
                                        If the organisation has no VAT number, please indicate N/A.

  22. Legal Status                      This section of the form is already set for GOV, since only local or regional public authorities
                                        are eligible to submit proposals for the creation of local and regional energy agencies.

  23. If you are a private commercial   This section of the form is not applicable for the creation of local and regional energy agencies.
      organisation (PRC), specify

  24. Organisation details              This section is for statistical information only. Public bodies should only fill in the number of
                                        employees.

  25. Annual turnover                   This section of the form is not applicable for the creation of local and regional energy agencies.

  26. Year                              This section of the form is not applicable for the creation of local and regional energy agencies.

  27. Number of employees               The indicated range of employees (0-5, 6-10, 11-20, etc.) should be for the legal organisation
                                        as a whole and not only for the department carrying out the work. The contribution of part-
                                        time staff should be accounted as the equivalent number of full-time staff.

  28. Is your organisation an SME?      This section of the form is not applicable for the creation of local and regional energy agencies.

  29. Year of the financial             This section of the form is not applicable for the creation of local and regional energy agencies.
      documents attached

  30. Independency/affiliation of       This section of the form is not applicable for the creation of local and regional energy agencies.
      the organisation

  31. Has your organisation ever        Indicate, independently of the success, whether you have already been involved in an application
      applied for funding under the     to the IEE Programme and how frequent was the case. This can be as co-ordinator or as
      IEE programme before?             partner. Please choose one of the following choices:
                                           -     No, never;
                                           -     Yes, from time to time (<10 times);
                                           -     Yes, regularly (>10 times).

  32. Has your organisation ever        Indicate whether you have ever received funding – as partner or as co-ordinator - from the IEE
      received funding under the IEE    Programme and how frequent was the case. Please choose one of the following choices:
      programme?                          -     No, never;
                                          -     Yes, from time to time (<5 times);
                                          -     Yes, regularly (>5 times).

  33. Type of organisation              This section of the form is already set for public authorities, as only local or regional
                                        authorities are eligible to submit proposals for the creation of local and regional energy
                                        agencies.

  34. Only for associations with        This section of the form is not applicable for the creation of local and regional energy agencies.
      members

  35. Person in charge of the action    Person who follows the action as project leader ("project manager") for the participating
                                        organisation.

  36. Authorised legal representative   Give the name and contact details of the person authorised to sign the grant agreement with the
                                        EACI on behalf of the proposing organisation. This should normally be an elected
                                        representative of the authority. This data will be part of the grant agreement.


Form 2 - Direct Staff Costs
  37. Number of productive hours /      Average number of chargeable hours per month normally available for recharging purposes (i.e.
      month                             after allowances for holidays, sickness etc.) for each employee and for 12 months per year.
                                        Total productive hours per year can be obtained either from timesheets or from summaries of
                                        time records, or on the basis of the total workable hours according to the employment contract,
                                        less certain provision for non-chargeable time such as sickness, holidays etc.. It covers hours
                                        spent on both, external projects (‘billable hours’) as well as hours spent on internal work. An
                                        example for determining the total productive hours per year could be as follows:
                                                Days/year...................................365 days
                                                Less 52 weekends......................104 days
                                                Subtotal.......................................261 days
                                                Less
                                                Annual holidays............................26 days
                                                Statutory holidays.......................15 days


Guide for proposers - Instructions for PART I of the application form                                                      Page 17 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies


                                              Illness/other.................................5 days
                                              Total-Productive days.................. 215 days

                                              Productive hours/year (215 days x 7 hrs/day)            1505 hrs
                                              Productive hours/year (215 days x 7,5 hrs/day)          1613 hrs
                                              Productive hours/year (215 days x 8 hrs/day)            1720 hrs

                                              Divided by 12 months (for a full-time employee):
                                              Productive hours/month (1505 hours/12 months)               125 hrs
                                              Productive hours/month (1613 hours/12 months)               134 hrs
                                              Productive hours/month (1720 hours/12 months)               143 hrs

  38. Categories of staff to work on    Identify each category of staff in a clear and unambiguous manner. You may charge only
      the project                       specialised staff directly working on the implementation of the action. Such persons must be
                                           -     directly employed by the proposer or to be employed in the future by the newly created
                                                 agency in accordance with his/her national law;
                                           -     under the participant’s sole technical supervision (in essence the technical output must
                                                 belong to the participant);
                                           -     remunerated in accordance with the normal practices of the participant provided these
                                                 are acceptable to the EACI / European Commission.
                                        Administrative and secretarial staff to be employed by the new agency may be charged as direct
                                        costs of the agency (see special conditions of the IEE grant agreement, Article I1.14.2).
                                           Examples of staff categories: Director of agency, project manager, expert, administrator, etc.
                                           Freelance staff, in-house consultants who join the participant's project team and work at the
                                        participant premises can be classified and charged under direct staff costs, as long as no profit is
                                        included and the following conditions are met:
                                        • The consultant's rate is reasonable and is remunerated in accordance with the normal
                                            practices of the participant provided these are acceptable to the EACI;
                                        • The output of the consultant is under the supervision of the participant;
                                        • The consultant works on the participant's premises and can be considered a member of the
                                            project team.
  39. Hours on project                  The total hours per staff category are added automatically from the table below in which the
                                        hours per staff category are allocated to work packages (see note 44).

  40. Hourly rate                       The hourly rate for every category of staff calculated on the basis of the annual gross
                                        remuneration (gross salary or wages plus pensions, obligatory social charges, and other
                                        employment costs) divided by the number of productive hours per year.
                                        Salary for a category may be based on average rates if they fairly reflect the grades working on
                                        the project. In either case, the average must reasonably reflect the cost of personnel on the
                                        project.
                                           As a general rule, no overtime may be charged to IEE projects, unless this element has also
                                        been taken into account in the calculation of the total productive hours, or overtime is
                                        reimbursed specifically by the participant. For more information on how to calculate the
                                        productive hours per month please refer to note 37.
                                           Participants should be prepared to justify their hourly rates upon request from the EACI.

  41. Direct Staff Costs                Multiplication of the total hours per staff category and the hours worked on the project.

  42. Total hours on project            Addition of the hours worked on the project per staff category.
                                           This amount is taken into column F of the cost summary of the budget.

  43. Total direct staff costs          Addition of the direct staff costs per staff category.
                                           This amount is taken into column G of the cost summary of the budget.

  44. Allocation of staff hours/costs   The total estimated hours should be allocated for each staff category to the work packages as
      to work packages                  described in Part II of the proposal..
                                        Hours related to general project management, including project meetings should be always
                                        allocated to work package 2 ‘Management’.




Guide for proposers - Instructions for PART I of the application form                                                       Page 18 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies

Form 3 - Other Direct Costs
All amounts in this form should be given to the nearest whole EURO and must exclude value-added tax (VAT),
unless the proposer can show that he/she is unable to recover it.

    Make sure that all costs are allocated to work packages as otherwise your budget table n°4 (Financial
resources summary) will not be correct.
 45. Subcontracting (= external       Indicate the name of the subcontractor, if already known or TBD (to be determined), the
     services)                        country code (please refer to note 10), and a short, but clear description of the work to be
                                      undertaken.
                                      External services are those performed by third parties outside the proposing organisation and
                                      outside the newly created agency. They relate exclusively to purchases of services not of goods.
                                      Subcontracting may only cover the execution of a limited part of the action. When work is
                                      subcontracted, it must first of all be identified in Part II of the application form. Furthermore,
                                      subcontracts must be awarded in accordance with the conditions set out in the general
                                      conditions of the grant agreement (Article II.9). In summary this means that 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 to ensure that each of them is
                                      treated fairly and equitably.
                                      The subcontracts have to specify tasks and remuneration for these tasks. There are limits to
                                      subcontracting such as:
                                        -     subcontracting should be reserved for limited tasks outsourced by the proposer, and for
                                              hiring special expertise.
                                        -     proposers who issue subcontracts will have to pay 100% of the subcontractors’ invoice
                                              before claiming reimbursement from the EACI at the agreed level of co-funding.
                                      Travel costs for subcontractors are to be included under subcontracting costs.

                                      In order to ease the future management of the project budgets, the following three cost
                                      categories "Travel and subsistence allowances", "Purchase costs for equipment" and "Other
                                      specific costs" will be merged during contract negotiations into one category of "other direct
                                      costs".
 46. Travel costs and subsistence     The amount of travel and subsistence of personnel categories (i.e. staff only !) working directly
     allowances for staff             for the project, calculated on the basis of the usual practices of the participant.
                                      A clear description of travel should be given:
                                           • Reason for travel: please use categories such as (internal) project meetings, training,
                                               dissemination workshop, etc. Use same terms as in Part II of the proposal;
                                           • Destination, if known. If unknown, apply average estimates.
                                           • Number of persons travelling: as a general guideline it is seldom justified for more
                                               than 2 persons to travel to external meetings, unless particular individuals have specific
                                               roles at the meeting.
                                           • Travel costs per person: travel costs of the whole trip.
                                           • Subsistence costs per person and day: includes hotel costs, daily allowance etc. per day
                                               of travel and should be calculated on the basis of the usual practices of the participant.
                                         As a general rule travel to project meetings (which are not combined with other events)
                                      should be allocated under work package 2 ‘Management’.
                                         Travel costs for subcontractors are to be included under subcontracting costs.
                                         Subscription fees to conferences or dissemination events should be charged under "Other
                                      specific costs".
 47. Purchase costs for               Due to the type of action (creating local and regional energy agencies), equipment costs may be
     equipment/Description of the     accepted with prior agreement from the EACI, e.g. database software, specific monitoring
     equipment                        equipment, standard office equipment, PC, laptop, printer, etc. Give a brief description of
                                      equipment to be purchased specifically for use in the project in the relevant work package under
                                      Part II of the application form.
                                      Please also describe the use of the equipment clearly and convincingly in the related work
                                      package in Part II of the application form.
                                      If eligible, only a portion of the equipment's depreciation corresponding to the duration of the
                                      action and the rate of actual use for the purpose of the action may be taken into account as
                                      eligible costs.
                                      Equipment costs must be capitalised in the books of the participant, according to the national



Guide for proposers - Instructions for PART I of the application form                                                    Page 19 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies


                                      accounting rules.
                                      The costs to be charged to the action shall be calculated according to the following formula:

                                                                               (A/B) x C x D
                                              A – Period of months used for the action
                                              B – Total period of depreciation (in months)
                                              C – The actual cost/value
                                              D – The percentage of usage of the equipment for the action
 48. Other specific                   Give a short but clear description of the ‘Other specific costs’ making it convincing that these
     costs/Description                costs are necessary for the action.
                                      ‘Other specific costs’ should be costs that cannot be included under the previous cost
                                      classification of direct costs. Examples:
                                      -     costs related to the organisation of trainings and events (excluding costs where a
                                            subcontract has been concluded with a service provider, which must be charged under
                                            'Subcontracting');
                                      -     dinner costs at project meetings: Dinner costs are accepted as eligible costs within the
                                            limit of a maximum of €40/person. Furthermore, the total number of dinners is limited
                                            to a maximum of two per beneficiary. Per meeting only the costs for one dinner will be
                                            accepted as eligible costs;
                                      -     printing of promotion and dissemination material;
                                      -     travel costs for persons who are not members of staff nor subcontractors;
                                      -     subscription fees to conferences or events;

 Consumables                          Please note that ‘consumables’ are no longer described and accounted for in a separate cost
                                      category, but are to be listed under ‘Other specific costs’.




Budget

The budget consists of four pages. Most of the information is generated automatically from the data input by the
proposer.

The only information which the proposer must fill directly into the budget sheets is the amount of EU funding
as well as the expected funding from 3rd parties including the names of the institutions (columns U, W and Y).

The budget should include only eligible costs. All eligible costs have to be given in Euro (and not in thousands
of Euro) and must exclude value-added tax (VAT), unless the proposer can show that he/she is unable to
recover it.

The eligibility of costs is defined in Article II.14.1 of the model agreement for actions funded in the framework
of the IEE programme:
“To be considered as eligible costs of the action, costs must satisfy the following general criteria:
  - they must be connected with the subject of the agreement and they must be provided for in the estimated
      budget annexed to it;
  - they must be necessary for performance of the action covered by the agreement;
  - they must be reasonable and justified and they must accord with the principles of sound financial
      management, in particular in terms of value for money and cost-effectiveness;
  - they must be generated during the period from the date of entry into forces of the agreement as specified
      in Article 1.2.1 to the completion date of the action as specified in Article 1.2.2;
  - they must be actually incurred by the beneficiary, be recorded in his accounts in accordance with the
      applicable accounting principles, and be declared in accordance with the requirements of the applicable tax
      and social legislation;
  - they must be identifiable and verifiable;
  - they must exclude any profit margin.
The beneficiary’s internal accounting and auditing procedures must permit direct reconciliation of the costs and
revenue declared in respect of the action with the corresponding accounting statements and supporting
documents.”

Guide for proposers - Instructions for PART I of the application form                                                    Page 20 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies

Furthermore Article II.14.2 and Article II.14.3 define the direct eligible costs and the indirect eligible costs. It is
strongly recommended to consult the model agreement and the notes below. The model grant agreement can be
downloaded from the IEE website: http://ec.europa.eu/energy/intelligent/negotiation/documents_en.htm

The following costs shall not be considered eligible (see Article II.14.4 and II.14.5 of the model 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 declared by the beneficiary and covered by another action or work programme receiving a
      Community grant,
 - excessive or reckless expenditure,
 - in-kind contributions,
 - marketing, sales and distribution costs for products and services.


BUDGET - Cost summary in EUR
All information is generated automatically from the data of the participants.
 49. Indirect eligible costs          For newly established Agencies, all eligible costs are to be claimed as direct costs (see Article
     ("overheads")                    1.5.2 of the grant agreement).



BUDGET - Income summary in EUR
 50. Requested funding from IEE       The contribution requested from the EU in Euro. For actions aiming to create new local or
     programme                        regional energy Agencies, the total community funding must not exceed 75% of the total
                                      eligible costs and cannot exceed 250 000 € per new Agency.

                                      In this context, IEE support is intended to contribute to the operating costs of the new
                                      Agency’s premises and mainly the wages, social costs and activities of its employees.

                                      As a rule, funding from the EU under the IEE programme can only be granted for participants
                                      from Member States (EU-27) and States with a signed association agreement for their
                                      participation in the IEE programme. For actual list of countries with an association agreement
                                      please consult the IEE website. Organisations from countries without association agreements
                                      cannot be beneficiaries and cannot receive funding from the IEE programme
 51. Expected funding from 3rd        Please insert the funding you expect from third parties (including other public funding, private
     parties (public + private)       funding as well as income from conference fees, trainings or sales of publications etc.).
                                          Own-co-funding is not 3rd party funding, but is calculated in column Z as residuum of total
                                      eligible costs minus EU funding and 3rd party funding.
 52. Sources of funding from 3rd      Please fill in the expected sources of funding (name of the organisation, expected amount of co-
     parties                          funding in EUR). This information, in a more detailed manner, has also to be included in Part
                                      II of the proposal (Section B6).
                                        Confirmation of this funding or letters of intent may be attached to the proposal but are not
                                      mandatory at the proposal stage.




BUDGET - Human resources summary
Please insert name of any additional work packages. These should be the same as in Part II of application form.
All other information is generated automatically from the participant's information forms 1, 2 and 3.

BUDGET - Financial resources summary
All information is generated automatically from the data of the participants.


Guide for proposers - Instructions for PART I of the application form                                                  Page 21 of 46
  IEE CALL FOR PROPOSALS 2007
  Creation of Local and Regional Energy Agencies




                                  INTEGRATED INITIATIVES
Creation of Local and Regional Energy Agencies


                     - GUIDE FOR PROPOSERS -

              II. INSTRUCTIONS FOR PART II




  Guide for proposers - Instructions for PART II of the application form   Page 22 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies




II. INSTRUCTIONS FOR PART II
The following instructions refer to the structure of Part II of the application form (section 1-8) and use
the same headings and numbering of headings as in Part II of the application form.
− Proposals should be precise and concise, and must follow exactly the proposal structure described
  in this document, which is designed to correspond to the evaluation criteria which will be applied.
− Remember, please keep to maximum page lengths where these are specified. Even where no page
  limits are given, or where limits are only recommended, it is in your interest to keep your text
  concise since over-long proposals are rarely viewed in a positive light.
− Maximise your chances: edit your proposal tightly, strengthen or eliminate weak points. Put
  yourself in the position of an evaluator. Remind yourself again of the selection and award criteria
  given in the Call for Proposals. Arrange for your draft to be evaluated by experienced colleagues;
  use their advice to improve it before submission.



A.       ESTABLISHMENT OF THE PROPOSED NEW AGENCY


What has to be done in the first 6 months after an EC grant agreement is signed ?
The proposing authority will have six months in which to establish their new agency (see Article I.2.3
of the grant agreement). After this, the authority will have to confirm that :
     •   Agency is established as new “not for profit” legal entity and has submitted its Statute to EACI;
     •   Management Board is established including at least one elected representative;
     •   Director of the Agency is appointed, with at least 2 other permanent members of staff;
     •   Suitable premises are available for occupation;
     •   The necessary funding has been secured from sources other than the European Community
     •   A Bank account has been opened under the name of the new agency
The actual work programme of the Agency will start after the Agency has been established and has
acceded to the grant agreement.
Agencies must NOT be constituted before signature of the grant agreement between the proposing
organisation / public authority and the EACI. New agencies should be constituted NO LATER
THAN six months after signature of the agreement between the proposing organisation / public
authority and the EACI (see Article 1.3.2. of the grant agreement).

In this Part II Section A of the application form, you are invited to describe the context in which the new
agency will work, highlighting the proposed structure and staffing of the new Agency. (Please see also the
information contained in the section at the front of this Guide for Proposers “0.General Instructions”,
“Introduction”)




Guide for proposers - Instructions for PART II of the application form                          Page 23 of 46
IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies

A1       Description of the area covered by the agency

Indicate here the exact geographical area covered by the agency (region, island, city or cluster of
communities), and provide also a detailed map showing the area covered and its boundaries (maps may be
included as additional pages labeled a, b, c in the application form, e.g.A1a, A1b etc. ).
Please verify that all maps are easily readable in all copies of your proposal.


A2       Population numbers for the area to be covered by the new agency (give recent figures)

The area covered by the Agency should have more than 100.000 inhabitants. (except for islands and Arctic
regions).


A3       Legal status of the agency

Please give details of the proposed legal form of the new agency and its statutes.

The agency must be a newly set up entity and cannot in any case be the extension of an existing body.
The way the agency is set up depends on national and regional legislation and practices, but the creation
of a new non profit legal entity is a compulsory condition. Each new agency must have its own decision
making body that is its Management Board.

Explain the state of advancement of the local decision making process concerning the establishment of the
new Agency, stating clearly whether or not a proposal to establish the proposed new agency has been
presented to the local or regional elected Council for decision.


A4       Decision-making body of the agency (Management Board)

Executive power related to the Agency is in the hands of the agency’s Management Board. This is the
decision making body, which formulates the policies to be followed by the agency, adopts the strategies
and decides on the instruments for their implementation. Its members come from local organisations
working in the field of energy management, including senior representatives of the regional or local
authorities, chambers of commerce, consumer’s organisations, energy suppliers, professional
associations, other competent authorities in the energy sector, etc. Representatives from the private
sector such as banks, specialised companies, technology providers, etc. may also be members of the
Management Board.

The responsibilities, powers and funding of the Agency should be shared between the supporting
entities involved, so that a good balance is reached and the majority of seats are not in the hands of only
one type of interest group. The roles and financial support (if applicable) of each of the members of the
Management Board should be clearly explained in the proposal.

A4.1     Composition of the Management Board
Explain the proposed structure of the Management Board of the new Agency, indicating the number of
Members of the Board and its composition in the Table below :

 Management Board of the Agency                                                         Number             %
 (Specify the background and numbers of members in each category)
     Local or regional elected representatives :



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      …………………………………………………..……………………
      …..……………………………………………………………………
      ……..
      Representatives of consumers :
      ………………………………………………………………………
      …..……………………………………………………………………
      ……..
      Representatives of enterprises or professional associations :
      ………………………………………………………………………
      …..……………………………………………………………………
      …..
      Representatives of national, regional or local energy management agencies :
      ………………………………………………………………………
      …..……………………………………………………………………
      ……
      Other members (producers / distributors, university, research centers etc.):
      ………………………………………………………………………
      …..……………………………………………………………………
      ……..
                                        TOTAL                                                               100


A4.2     Chairman of the Management Board
The Chairman of the Management Board is responsible for overseeing the application of its decisions,
and should be a local or regional elected representative of the proposing authority in order to ensure the
public mandate of the Agency, unless there are provisions in the national, regional, or local regulations
forbidding this. The aim of having an elected representative as chairman is to involve the public
authority closely in the development of the Agency from the beginning and to draw them into it. They
will in any case be involved in carrying out the projects, which the agency is able to initiate in its public
service role.

Please explain how the Chairman will be appointed, and any requirements concerning his / her skills and
competences. Please also outline the proposed roles and responsibilities of the Chairman.


A.5      Key staff of the Agency

The Agency must employ a team of at least 3 permanent staff, including the Director. Please explain
the proposed roles and responsibilities of the key staff below :

A5.1     Director of the Agency
The day to day management of the agency’s staff will be delegated to the Director of the Agency,
who will become responsible for all aspects of the management of the agency. The Director must be
a full time member of the permanent staff of the agency. She/he should become a key player in the
promotion of the agency actions and services at local and regional level. He/she should keep in
contact with energy partners and seek their involvement in the main activities / projects carried out
by the agency. Therefore, a proven capacity in networking and public relations is one of the
prerequisites for a good Director, which often weighs more than his technical background.

The Director must be specifically recruited by the agency, and will account for the agency’s activities
only to the Management board. Please explain how he / she will be recruited, and any requirements


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IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies

concerning his / her skills and competences. Please explain the proposed roles and responsibilities of the
Director of the Agency.


A5.2      Other staff employed by the Agency
(Indicate here only the personnel employed by the agency and under the responsibility of its Director.)

Agencies must have their own permanent staff, in line with the Commission’s intention of building
capacity at local level through the establishment of new energy agencies in Europe. The aim is not to
provide financial support for a limited period, but to help the establishment of sound and reliable
organisations that will be able to continue their activities beyond the 3-year period of the grant
agreement with the EACI.

The profiles of the permanent agency staff may vary considerably according to the type of work to be
done. The staff should be trained and skilled in both energy technology and in local development, with
very good capabilities of stimulating, negotiating, communicating and training. This combination is
rare, so agencies should recruit staff whose training and skills will complement each other, for example
an energy specialist, someone with knowledge of local development, and an administrator can form a
good starting team.

Please explain how the agency staff will be recruited, and any requirements concerning their skills and
competences.


A5.2.1       Agency’s own staff (including the Director, but excluding trainees):
         How many will be :                    Number              %
 Full time new jobs
 Part time new jobs
 Seconded full time
 Seconded part time
 Total equivalent full time                                       100


A5.2.2       Profile of the agency staff (including the Director, how many of each category):
Category                                                           Number
Energy Specialists
Secretaries / book-keepers / clerk :
Trainees :
Others (specify) :


A5.3      Secondments
Indicate here only secondments (full or part time) which are long term (more than 2 years) and under
the responsibility of the Director of the Agency. Explain from which organisations the seconded staff
will come.



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Creation of Local and Regional Energy Agencies



Core activities of the agency should not be performed by seconded staff, since the objective of this
programme is to support the creation of in-house expertise in the new Agencies. However if, in
addition to the required level of permanent Agency staff, some stakeholders (local or regional
authorities, universities, etc) wish to contribute to the Agency by seconding their own staff, either
without payment or with partial reimbursement of the salary and social costs of the persons concerned,
then this is to be welcomed. Temporary staff or consultants are not considered as members of the
permanent staff of the Agency for the purposes of the IEE grant agreement.


A6       Advisory Committee or Advisory Board

Some Agencies may find it useful to appoint an advisory board or committee, in order to bring in extra
expertise and support for the Director and his team. If this is the case, then please describe the
composition, powers and roles of the members of the proposed Advisory Committee or Advisory Board.


A7       Premises of the Agency

Please explain how the location of the new Agency has been or will be selected, and how it will meet the
needs of the Agency and its staff.

Each agency should have its own premises, which may be paid for by the agency or by a supporting
organisation. The premises of the Agency must be clearly separated from the premises of other bodies,
and should be situated in a location which allows easy contacts with energy consumers (enterprises,
citizens, etc.) and which is clearly visible from the outside.


A8       Relationships with other energy organisations, agencies, or networks

In order to avoid duplication of effort, it is important to confirm either that there will be no
overlapping with the work of similar bodies operating in the geographical area to be covered by the
future agency, or that cooperation agreements will be established with existing energy organisations
operating in the same geographical area; for example, an energy service company serving local authority
buildings, or an existing regional or national agency, or an existing Euro-Info Center, which also covers
the proposed operating area of the new energy Agency. Letters of intent from relevant organisations,
which are willing to cooperate with the proposed new Agency, should be attached to the proposal as
additional pages.

For new Agencies it is highly recommended to establish relations with an experienced Agency or “Mentor”,
which has been established for more than four years, and which can give guidance based on their own
practical experience of dealing with similar problems and challenges. Please describe any relevant
relationships and cooperation, and any support which is planned from existing energy management
agencies or networks at national, regional and local levels and include this in relevant parts of Work
Programme. Also, please explain any potential areas of overlapping, and how they will be addressed.
• Relationships at National level :
• Relationships at Regional level :
• Relationships at Local level :




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Creation of Local and Regional Energy Agencies

A9       Sustainability and future financing of the agency after three years of EC Grant Agreement

Explain how the future of the agency will be ensured after the period of the grant agreement with the
EACI, identifying as far as possible the planned share and sources of public and private funding. In
particular, describe its future status and present any plans for continuing its local, national and European
partnerships. Please provide an overview of the planned focus and balance of its long term future work
programme.

The aim of the IEE programme is to establish sound and reliable organisations at local and regional
level, which will continue to provide public services into the future, so it is important to ensure that a
new Agency, which has been established with the support of Community funding, will not disappear at
the end of the 3 year grant agreement. This grant agreement therefore permits the EACI to recover the
Community contribution in case an Agency disappears within 5 years after the end of the grant
agreement, without a justification that has been accepted by the EACI (Article I.12.1).

For this reason, it is very important that the Agency should not depend only on one source of funding,
but rather should work from the beginning to establish long term financial support from a broad base
of stakeholders, such as user groups (consumers and householders), the national energy Agency, other
associations, and private enterprises, as well as the public authorities which it serves. Such support can
be strengthened, for example, by appointing the relevant stakeholders to the Management Board.


A10      Autonomy of the agency

Each new Agency should be established as an independent “not for profit” entity in order to guarantee
a degree of autonomy vis-à-vis its supporting authority. The Agency should be autonomous for the
implementation of the measures undertaken within the strategy defined by its own Management Board.
Moreover, its staff should develop their own in-house know-how and competence (energy efficiency,
renewables and energy in transport), so that the Agency can operate independently of other service
providers in the region.

In order to achieve these aims, the Agency should have its own separate and transparent financial
accounts, adequate funding, and its own Bank account.

Explain how the autonomy of the agency will be protected, in particular in relation to its links with the
Authority which has established it.


A11      Evaluation of Agency’s activities

An Agency is set up to deliver concrete results that would be more difficult to achieve through other
approaches. Therefore, the principle of evaluating performance and providing regular monitoring of
achievements is essential.

Describe how the work of the Agency will be evaluated (methodology), who will carry out the evaluation,
and how frequently it will be done. It is strongly recommended that an external body should carry out this
task in order to ensure objectivity.




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Creation of Local and Regional Energy Agencies




B        WORK PROGRAMME OF THE NEW AGENCY


The proposing authority is required to propose a detailed work programme for the new agency, which
will be evaluated as an integral part of the proposal. It is therefore important that this work programme
be carefully prepared and convincingly presented.

This work programme will form an initial basis for the work of the new Agency. However, during the
first 6 months after the new Agency has been established, the new Director of the Agency will be
expected to review the work programme. He may submit any proposed changes to the work
programme for negotiation with the EACI as part of his "inception report", which is due six months
after the work of the new Agency has started.


B1.      Summary (max. 3000 characters)
Please give a short summary of your proposal based on sections B2, B3 and B6 of Part II of the
application form (can be identical with the summary given in Part I of the application form). This
summary is a relevant part in the evaluation of your proposal. It should be coherent with the detailed
description of the action and with the abstract presented in Part I of the application form. It is
recommended that applicants edit this text at the very end of their proposal writing process in order to
make sure that the main information is still valid. Please bear in mind that it should be self-explanatory
and easy to understand. Please follow the subheadings (a)-(c):
(a) Specific Objectives:
(b) Description of the work (summary of the work programme):
(c) Major outputs and Results (including main result indicators):



B2. Local needs and priorities
Please explain the energy related needs and priorities of the local or regional community, which the new
Agency will serve, including those of the public authorities, local businesses and individual
householders. In the work packages, which follow in Section B6, you are expected to present tasks and
activities that will help towards meeting these needs.



B3. Objectives – Results – Impacts of the Action (Award criteria 1 and 2)
Please give a focused presentation of the objectives and the related indicators of the proposedactions of
the agency? . It will be important that you describe the specific and strategic objectives of your proposed
workplan in a clear, measurable, and realistic way. Linked to them, you are asked to formulate your
performance indicators that will provide a basis for judging when and to what extent your actions have
been successful. For your presentation, please adopt the approach and terminology which are illustrated
in the diagram below :




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Creation of Local and Regional Energy Agencies


                     Project Lifetime                         Beyond Project Lifetime



                                                    Performance Indicators

                                Result Indicators                         Impact Indicators



                                   Results                                    Impacts



                              Project Outputs



                              Specific Objectives                        Strategic Objectives


                                                       Project



Please follow the subheadings (a)-(c).
(a) Specific objectives of the proposed actions: Please describe the specific objectives of the proposed
    workplan of the agency, i.e. what you are aiming to achieve / changes in the market and which
    effects you seek to achieve on your target population/market etc. Show how your proposal
    responds to the policy objectives and topics addressed by the Call and to the priorities of the IEE
    Work Programme. Show also how your proposed workplan responds to the local needs and
    priorities, which you presented in Section B2. Please remember that specific objectives should be
    achieved by the end of your project. They should be formulated in a way so that they can be
    measured and verified.
    ! Important Note: Please bear in mind that the outputs of your work packages (Section B6) must be
    consistent with the specific objectives, i.e. the actual outputs and deliverables of your proposed
    action must match and be able to achieve the objectives.
(b) Strategic objectives of the proposed actions: Please describe the longer-term effects on the
    markets/society that can be realistically expected from a successful agency performance. The
    interventions through your actions should at least induce a change in the direction of the strategic
    objective – even if fully achieving strategic objectives will usually also depend on other factors.
    Please bear in mind that strategic objectives are expected to go beyond the immediate results of
    your proposed actions. They are your projections into the future – based on an extrapolation of the
    results of your actions into the future, taking account of market potentials, and potentials through
    transferability or 'snow-ball effects' etc. Please shortly explain your predictions and explain how the
    measurements of your impacts will allow your predictions to be confirmed.
(c) Performance Indicators: Performance indicators provide an important framework for assessing the
    projects' results and potential impacts.
        "Result indicators" measure the achievements against your specific objectives;
        "Impact indicators" measure the projected impact against your strategic objectives.




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    Your performance indicators will serve as targets to assess progress, and as an early-warning-system
    so that corrective action to be taken. Please use the following tables to present your performance
    indicators:

      Specific Objectives              Result Indicators:                 Quantification of success:
          x
          x
          x

                                            …
                                            Additional renewable energy
                                            produced
                                            (or) Energy savings

      Strategic Objectives             Impact Indicators:                 Quantification of success:
          x
          x
          x                                 …
                                            Additional renewable energy
                                            produced
                                            (or) Energy savings



    This section should show clearly that your proposed actions follow a sustainable and consistent
    approach, with appropriate performance indicators and a clear potential for a significant impact at
    European level. Proposals without clear and measurable objectives and coherent performance
    indicators will be given lesser priority.


B4. Target Groups and Key Actors (Award criteria 1 and 5)
This section is dedicated to your target groups and key actors. IEE actions distinguish:
(a) Target Groups: these are the market actors that your proposal intends to reach and to influence.
    They will essentially benefit and take forward the project outcomes in the future (e.g. architects,
    bankers, local policy makers, urban planners, utilities, ESCO's, social housing companies,
    householders, installers). It will be essential that you credibly demonstrate how they will be
    'engaged' in the project so that they will naturally take on ownership of the results and use them in
    the future;
(b) Key Actors: key market actors which are essential to achieving the project results and will work
    closely with you to deliver them. They can be multiplier organisations (e.g. associations) or
    facilitators or specific sub-groups of your target groups.
Please describe your proposed approach both for target groups and key actors. In order to give a concise
summary at the end of this section, please use the table format below. You can choose to group them as
most appropriate for your proposal (by sector, by geographical groups, local-regional-national-
European etc).

In describing your target group(s) and key actor(s) please have in mind how they:
− have been involved in the preparation of the proposal (e.g. by discussing the proposal, by involving
  them in a needs analysis, or by signing an accompanying letter of interest);



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− will be committed to and involved in the project (e.g. by being a co-financer, a member of a project
  advisory committee, by interviews, workshops, reviewing draft documents , etc.)
− will be involved in the dissemination of the project results.
− address opportunities of involving SMEs;

Please describe all target groups and key actors which are deemed essential to fulfil the aims of your
proposed action. Note that involvement of these target groups and key actors is expected to be “active”,
not e.g. just mailing lists of persons receiving information without any follow-up, but active
participation and feedback from the target group in decisive phases of a project. This part of your
proposal should be consistent with your work packages and the target groups indicated in the List of
Deliverables in section B6.3.2.


Overview of target groups and key actors:

(a) Target Group(s)           Proposed approach            of    involvement   Benefit to the target group
                              /engagement

−
−   ….
(b) Key Actor(s)              Proposed approach of involvement /
                              engagement

−
−   ….

    Proposals without clear and credible involvement of key actors and target groups will be given lesser
    priority


B5. Community Added Value (Award criterion 3) (Maximum 6.000 characters)
Using the following sub-headers (a-c), please describe the added value of supporting the new agency to
work with other organisations across the EU, as well as working at local, regional or national level:
   a) how the new agency will work with stakeholders, networks, and associations in other EU
        countries, excluding energy agencies
   b) how the new agency will work in cooperation with other energy agencies, including (if
        appropriate) the national energy agency in its own country, and in other EU countries
   c) how the new Agency will promote the concept and added value of a local energy agency to
        other public authorities in its own country and (if appropriate) across the EU

    Proposals with no clear or justified Community added value will be given lesser priority


B6. Work Programme (Award criteria 2 and 4)
The work programme describes the tasks you propose to perform during the course of the action and
outputs performed/deliverables produced. When drafting these sections of your application, it will be
important that you keep in mind the specific and strategic objectives of your proposed workplan, and
that you describe the steps and tasks that you propose in order to achieve these.



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Creation of Local and Regional Energy Agencies




Your work programme should consist of the following sub-sections:
   Introduction: Rationale and structure of your work programme including a flow chart of the logic
   Work Packages: Work Plan broken down into manageable steps including main outputs and
   deliverables
   Overview list of Outputs / Deliverables
   Time schedule.
Please follow this structure closely, keeping in mind the related award criteria. Please put yourself into
the position of an evaluator, who will have to assess the quality of the methodology. Try to be as clear
and concise as possible.


B6.1     Introduction to the Work Programme (maximum 1 page)
(a) Rationale and structure of your work programme: Introduce briefly the rationale and structure of
    the work programme (local needs and priorities to be met, main project phases, work packages,
    logics and links between work packages), the methodology applied and how it will lead to concrete
    impacts on local markets.
(b) Flow chart of your work programme: Provide a simple flow chart, showing an overview of the work
    programme of the proposed actions.

B6.2     Work Packages
Describe the work programme of the proposed actions broken down into work packages. It is
recommended that not more than 10 work packages be used in total. Each work package should
represent a major, tangible and measurable sub-division of the project.
Please use the following work package template for Work Packages 1-7, in the order given in the
application forms. For work package 8 “Common Dissemination Activities”, please use the given text
without changes. Spare templates are included in the application form in case you may wish to add up
to two extra work packages.
The level of detail given should correspond with the amount of the requested resources (small work
packages need less detail than larger ones).
Please maintain the Work Packages in the order given in the application forms as follows :
   −     Legal establishment of the Agency
   −     Management
   −     Energy planning
   −     Sector activities
   −     Horizontal activities
   −     Capacity building through European cooperation
   −     Communication and Dissemination at local, regional and national levels
   −     Common Dissemination Activities (text in application forms is not to be changed)
   −     Optional
   −     Optional




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! Important notes:
   Within each work package, you should illustrate the main steps necessary to reach the objectives of
   the proposed workplan, describe the tasks with sufficient detail.
  Outputs and deliverables should be related to the performance indicators of your action (See Section
  B3 above):
  − Outputs are essentially the services and outcomes of your tasks. Please be specific as to the scope
      and the level of ambition. Use quantitative descriptions where appropriate.
  − Deliverables are the concrete products produced.
  Note: Deliverables could be identical with outputs in certain cases. Please see the examples given in
  the work package template.
   The description of the work packages should be sufficiently detailed to justify the proposed effort
   and allow progress monitoring. Efforts (person-hours) per work package expressed in Part I of your
   proposal should be consistent with the task description and vice-versa.
   When presenting the individual tasks in your work packages, please keep in mind your target groups,
   key actors and the European added value – how is this translated into tasks and outputs/deliverables
   in your work programme?
   "Major other specific costs" and "major subcontracts": should be shortly described, if they are vital
   to understand the work package or if their costs are substantial. Further details for all specific and
   sub-contracting costs are to be given in Part I (Form 3, see Notes 45 / 48 of the Instructions for
   Part I).




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Work Package Template: Each work package should be described in about 2-3 pages using the following
template:
   N° of work package: X          [Please insert the name of your Work Package and keep consistency with Part I]

   Duration in months: X

      I. Description of the work:
      a) Work package overview:
      Please present a concise overview of the work package: objective within the project and what will it deliver? (One paragraph)
      b) Tasks:
           Structure the planned activities into tasks and subtasks and explain them shortly. Number the tasks to facilitate reading.
           Add specific information (e.g. which regions are covered, which type of tool developed, how will you undertake a survey
           (desk, field visits etc), which parameters will be covered by a new model etc, what is covered by an energy plan, which
           type of audits and how will they be undertaken, which type of events and their participant profiles etc).
           Help the evaluators: be specific where a word might be understood differently by different readers (such as tool, plan,
           audit, analysis, etc).

      1.
      1.1.
      …

      2.
      2.1.
      …

      IIa. Outputs of this work package:
           List the outputs of the activities to be carried out under this work package. Be specific as to the scope and level of ambition,
           therefore use a quantitative description where applicable, as for example:
          1000 hours of training (100 bus drivers trained)
          Consumer survey conducted with 3000 consumers
          Regional biomass action plan developed
          2 regional seminars organised with 80 participants each (x% local authorities, x% financing institutions, x%...)
      ! Please use the same name as in the 'Overview list of Outputs' (Section 6.3)

      IIb. Deliverable(s) of this work package:
           List the deliverables produced under this work package. Please do not present the key quantitative data here (such as
           number of prints, languages etc – you are invited to do that in the overview list in Section 6.3.) Examples:
      D1: Ecodriving Training manual for bus drivers
      D2: Report on Consumer Survey including an executive summary for the local authority
      D3: Regional biomass action plan (extended and executive versions)
      D4: Seminar reports including feedback analysis
      ! Please use the same number and name as in the 'Overview List Deliverables' (Section 6.3)

      Major other specific costs (tasks and foreseen amount):
         Please list major specific costs and shortly describe them. For definition and use of other specific cost, see: Instructions for
         Part I, note 48


      Major subcontracts:
         Please list major subcontracts and shortly describe the tasks and name, if already available, of the organisation. For
         definition and use of subcontracts, see: Instructions for Part I, note 45

      Mandatory phrase to keep: The subcontractors identified / to be identified were / will be selected following the provisions of
      Article II.9 of the Grant Agreement on competitive grounds on the basis of best value for money.




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B6.2.1 Work Package 1: Legal establishment of the agency

Please briefly explain the Tasks, which will be carried out, in order to establish the new Agency as
defined in Part II A of the application form. (Do not repeat all of the information, which you have
already given in Part II A of the application form.)

B6.2.2 Work Package 2: Management (Award criterion 5)
Describe the organisational structure and decision-making mechanisms of the project. It is
recommended to provide a management chart visualising the reporting channels.

Describe the management and coordination tasks; whilst designing this work package, please address the
following important questions:
− How will you work together – between the Agency and the proposing authority, and externally
  with the relevant target groups and key actors?
− How will the quality of the work and of the outcomes be reviewed and assured? And how will you
  monitor the progress in relation to each of the performance indicators?
   Proposals without a clear project management and internal communication plan will be given
lesser priority.

B.6.2.3 Work Package 3: Energy planning
One of the first activities of each newly established agency should be to prepare an energy plan, where
none exists, or to up-date existing plans in the geographical area covered by the Agency. This
strategically important action usually comprises several steps including energy data collection,
establishing an energy balance, as well as the development of short, medium and long-term energy
policies and plans. You should indicate how your proposed plans will be influenced by Community
policies and targets related to greenhouse gas emission reductions and reducing the consumption of
conventional fuels. Please present a concise overview of the work to be done, followed by descriptions
of each of the concrete tasks.

It is important that the permanent staff of the agency be committed to supervising and managing the
energy planning tasks, even if detailed energy planning studies are subcontracted to an external body
such as a university, national agency, or consultants. The energy planning should not be very lengthy.

B.6.2.4 Work Package 4: Sector activities
An important part of the planned activities and budget of the Agency will fall under this work package.

Please describe the specific activities which are foreseen to cover Energy Efficiency and the increased use
of Renewable Energies (wind, solar, biomass, geothermal, hydro, etc), in each of the relevant sectors of
energy demand, for example: schools, sport centres, social housing, individual houses, apartment blocks,
commercial premises, industry, agriculture, etc., as well as for the more efficient use of energy in
transport.

Please include here any technical or non-technical assistance which may be foreseen to support those
responsible in the public authority for issuing licences / permits for the construction or refurbishment
of new or renewable energy plants (such as CHP, solar, biomass or wind power generators, etc).

B.6.2.5 Work Package 5: Horizontal activities
An important part of the Agency’s public service activities and budget will fall under this work package.




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IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies

Please explain here the advisory services, which are foreseen to cover the needs of the relevant target
groups of the Agency, such as public authorities, consumers, enterprises, farmers, etc.

Please include here plans for training, and for specific information services, explaining the types of
information tools (events, electronic media, documentation, etc.), which will be used.

General dissemination and awareness raising activities should be covered in Work Package 7.

B.6.2.6 Work Package 6: Capacity building through European cooperation
The Commission has supported the creation of a significant number of new Agencies in recent years,
and has noted that important benefits can result at a European level when these Agencies work together
and share their experiences both within and across national borders. Please present your work plan and
tasks related to EU cooperation, particularly those activities which are planned for sharing the results of
your successful actions with others at national, European and international levels.

A new Agency can benefit substantially by establishing a Partnership with an experienced regional or local
energy management agency (Mentor – see point A8 above), which has more than about 4 years of
operating experience, because experience can be shared not only on technical issues, but also on how to
provide good public services and advisory services as well as on day to day operation and management
issues. If one or more such Partnerships are foreseen, then please present the activities which are planned
for working with them here.

New agencies, whose creation is being supported by the IEE programme, are expected to promote the
concept and added values of a Local Energy Agency to other public authorities, with the aim of
encouraging other public authorities to set up local energy agencies. Please explain your proposed
approach to this, and the tasks which will be carried out.

Please note that some European capacity building actions will be offered via the Commission's
Managenergy service providers, who are contracted to provide some training workshops and other support
services to energy agencies. A few days per year should be allocated for participation in Managenergy
activities (details will be finalized with successful applicants during contract negotiations).


B.6.2.7 Work Package 7: Communication / dissemination at local, regional, national levels
Your communication and dissemination activities towards the addressed target groups and key actors
are of major importance. Therefore one work package should be dedicated to communication and
dissemination activities. Describe here the new Agency's communication and dissemination plan,
excluding those activities which are specifically included in the Common dissemination activities (the
following work package).
Overall, dissemination activities should take place throughout the whole duration of the project.
Communication activities directly linked to one of the work packages and necessary to achieve the work
package objectives, may be included in the respective work package.
Communication and dissemination should be ambitious and tailored according to the proposed
workplan and in particular to the characteristics and needs of each specific target group. To reach the
addressees in the best way, communication and dissemination need special skills and expertise. These
activities should be carried out with a similar professional approach to that used for the other work
packages. You are welcome to (sub)contract external expertise where appropriate and /or needed.
The communication and dissemination activities in this work package should be planned, described and
budgeted carefully and should address, amongst others, the following questions:


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IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies


•    What? What exactly do you plan to communicate and disseminate? What is your product? What
     is your message? Which format and at what level of detail?
•    To/with whom? Who are the specific target groups you need to inform and communicate with?
     Who needs to be actively involved in your information/dissemination activities? Please refer to the
     target groups and key actors which you defined earlier in your proposal.
•    How, when and which level? Through which means and media do you plan to disseminate your
     outputs and to communicate with your target groups? Will you organise separate events or would
     it be more effective to take advantage of existing (regular) meetings of the target groups to spread
     the message?
•    How do you plan to measure and assess the effectiveness of your information/dissemination
     activities? How will you adapt your actions if you do not achieve what you want?
Information on how to communicate IEE projects is available at
http://ec.europa.eu/energy/intelligent/implementation/communication_en.htm

Specific note on your project webpage:
The contractual requirements of the IEE projects require each project to set up a project website(page).
It has to be maintained for at least two years after the end of the project. Guidelines on how to develop
the project webpage are provided at
http://ec.europa.eu/energy/intelligent/implementation/communication_en.htm#website.
Please include a specific task for work on your project webpage in your work package. The website
should be online within the first 6 months of the work programme of the new Agency. Your planned
efforts should foresee that the website/page will be professional, attractive, user-friendly, and
systematically updated.

    Proposals without a specific, complete and coherent information/dissemination strategy and plan
    will be given lower priority


B.6.2.8 Work Package 8: Common dissemination activities

The EACI foresees common dissemination activities for all IEE projects and in particular for specific
programme areas (“project families”) in order to enhance synergies, promote the projects in important
European events, provide information on the central IEE programme web-site, participation in
contractor’s meetings and promotion of the projects via different media tools. The ultimate aim of this
work package is to enhance the visibility of the IEE projects and, in turn, to contribute to their
dissemination and the promotion of their results at all levels.

These activities involve shared efforts between the staff of the EACI and the project teams, who are
expected to contribute actively upon request of the EACI. It is therefore necessary to include limited
but adequate resources in your proposal for these activities. The budget amount depends on the
complexity and the nature of the action. It should be in the range from 7,000 to 15,000€ including
typically up to 150 hours of work, travel costs and some other specific costs for presentations.

The content of this work package is given as a standard text for all projects in the application forms.
Please do not change this standard text. This work package does not replace your own communication
and dissemination work package, but it is complementary to it.




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IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies

B.6.2.9 Work Package 9: Optional
This form is provided in case you may wish to include an extra work package

B.6.2.10           Work Package 10: Optional
This form is provided in case you may wish to include an extra work package



B6.3       Overview Lists of Outputs and Deliverables

Please fill the List of Outputs and Deliverables provided in the following templates. They should be
identical with the information given in the Work Packages; they are listed in this summary table to
facilitate their assessment and monitoring. With reference to the description and justification given in
the relevant work package, please give the appropriate key data on each output and deliverable.

Important note on deliverables:
   Limit the number of deliverables and do not include minor sub-items (such as invitations to
   workshops) or internal working papers (such as internal coordination reports). Similar deliverables
   for several countries should be grouped, where appropriate.
   Technical progress reports (PR), interim reports (IR) or final reports (FR) and deliverables from the
   Common Dissemination Activities should not be included in the List of Deliverables.
   Concerning the dissemination level, it is expected that all IEE deliverables will be publicly available
   and free of charge for potential users.
   Unless specified differently, deliverables are to be submitted to the EACI together with the next up-
   coming report (Progress-, Interim- or Final Report).


B6.3.1 List of Outputs: (Please insert the outputs of each work package in this overview table)

Work Package N°                       Outputs a)                          Specification as appropriate b)




a) Please use the same output name/description & quantitative data as you used in the work package itself
b) Please add here additional information which is not yet provided in the Work Package itself and which may be helpful to
  explain the characteristics/scope/level of ambition of the output(s)




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IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies



B6.3.2 List of Deliverables (Please insert the deliverables from each work package in this overview table)

Work         Deliverable     Deliverable    Type of        Size/Form     Language(s)      Target    Dissemination      Month of
Package      N°              name a         deliverable    c             d
                                                                                          group     level f            completion
                                            b                                             e                            g
N°
             D1
             D2
             Etc




a
    Please use the same deliverable name as indicated in the work package descriptions in section B6.2. The deliverable name
    should be self-explanatory.
b
    The type of deliverable could be: a publication (flyer/brochure/working paper/paper/article/press release/slides/Cd-
    rom),website/webtool, etc.
c
    The Size/ Form could be: printed and/or electronic (downloadable), the approx. number of pages / number to be
    printed of a publication
d
    It is expected that most deliverables will be prepared in local language(s). Only the management reporting to the EACI
    must be in English language.
e
    Please indicate the specific target group for each deliverable. The target groups indicated should be consistent with section
    B3. Indicating 'all' is not sufficient.
f
    Please indicate the dissemination level using one of the following codes:
            PU = Public, to be freely disseminated, e.g. via the project website
            CO = Confidential, for proposing authority, new Agency, Commission/EACI (only in exceptional cases)
g
    Month in which the deliverables will be actually completed (not the submission to the EACI services). Month 1 marks
    the start of the work programme of the new Agency, and all deadlines should be relative to this starting date.



B6.4. Schedule

Show the time schedule for the work packages described under B6.2., adapting the following template
to your needs. Please do not use anything other than “month 1, month 2, etc.” (no fixed dates such as
Jan 08, Feb 08 etc.). Take into account that the maximum duration of the Agency work programme (as
specified by the call for proposals, point 7.4) is 36 months.
Please take into consideration that the dissemination of information on your activities must be a part of
the project, and will require your project to continue for some time after you have achieved your results.
Also the final report should be written during the contract period if the costs of its preparation are to
be considered eligible. Note: the IEE grant agreement allows you to submit your Final Report at the
latest 2 months after the end of your project duration – however no costs incurred after the contract
period (= project duration) can be claimed for IEE funding.
Schedule carefully, taking account of time needed to work at international level, holiday periods,
cultural differences, and language obstacles.




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IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies

B.6.4.1 Schedule for legal establishment of the Agency
Legal establishment of the agency must occur after the signature of the Grant Agreement between the proposer and the EACI. The legal establishment of the agency
will be marked by submission of the official declaration to the EACI (see Articles 1.3.4 and 1.3.5 to the grant agreement), certifying that the beneficiary has set up the
agency as a new legal entity, has set up its Management Board, has recruited its Director and at least 2 other permanent staff, has installed it in its own premises, has set
up its own bank account, and that the funding from sources other than the European Community has been secured. This declaration is to be sent to the EACI within
6 months after the signature of grant agreement. The grant agreement with the EACI will then be amended, to include the new Agency as a partner, after which the
three year Work Programme of each Agency may begin. Completion of the grant agreement is planned for 36 months after the Agency has been legally established
and the addendum to the grant agreement has been signed (see Articles I.3.2 to I.3.6 of the grant agreement).

Please use landscape format to complete the schedule (B6.4.2) for the work packages which are described in section B6.2, and use the separate Table below for the
period for establishment of the Agency. Please use only month E1, month E2, etc. in the Table below for the period of establishment of the Agency, and only month
1, month 2, etc in the schedule of the Agency work programme (no fixed dates such as Jan 08, Feb 08, etc. are to be used.).
Please note that the final report must be written during the period of the grant agreement if the costs of its preparation are to be considered eligible.


       Work Package 1: Legal Establishment of the Agency
                                         Work package / Duration of the   E1      E2          E3         E4          E5         E6
                                         establishment phase (months)
                                         Work Package 1
                                         Statute of new legal entity
                                         Set up Management Board
                                         Recruitment of Director
                                         Recruitment of support staff
                                         Install in suitable premises
                                         Funding secured
                                         Bank account opened
                                         Docs to EACI




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IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies



B6.4.2 Schedule of new Agency Work Programme

     Project phase /
     Duration (in months)      1   2   3   4   5    6    7     8   9   10   11   12   13   14     15   16   17   18   19   20   21   22   23   24   25   26   27   28   29   30   31   32   33   34   35   36
     Work package 2:
     Management
     Work package 3:
     Energy planning
     Work package 4:
     Sector activities
     Work package 5:
     Horizontal activities
     Work package 6:
     Capacity building
     Work package 7:
     Communication and
     Dissemination
     Work package 8:
     Common
     Dissemination
                                                                                                                                                                             c
     Reports to EACI b)                                 ICR                                                      IR                                                PR                                      FR
     Fact Sheet to EACI            X                                   X                                              X                                                      X
     Project Webpage/site                          X
     creation and update
     Project deliverables b)                            D1
                                                        D2
                                                        etc.


a)
     According to the model grant agreement the minimum number of reports to the EACI is:
             •        1 Inception Report (ICR within 6 months after the signature of the Addendum to the Agreement), + publishable summary slides and project factsheet
             •        1 interim report (IR – technical and financial, covering months 1 to 17),
             •        1 technical progress report (PR- covering months 18 to 27) and
         •     1 final report (FR – technical and financial, covering the whole 36months of the work programme).
Please note that the periods to be covered by each report are specified in the grant agreement (Article I.7), and submission deadlines for all four kinds of reports are to be indicated in the time schedule.
PR / IR / ICR must be submitted within 1 month after the end of the period. FR must be submitted at the latest 2 months after the end of the project duration – however no cost incurred during
this two months period can be claimed for IEE co-funding as they are outside the duration of the action (note: the Final Report can of course be submitted at the end of the action also).
b)
   Please ensure that the deadlines indicated in the List of Deliverables and the Schedule are consistent.




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IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies




B7.       Co-financing (Award criteria 4)


Please explain clearly the co-financing sources foreseen for the new Agency.
(a) In case that you are proposing to co-fund from own resources, please explain your
    rationale/motivation behind this decision;
(b) In case that you are expecting co-financing from 3rd parties (not own co-funding), please identify
    the co-financing party and describe the steps you have undertaken to apply for this co-funding and
    the state of advancement in the confirmation of this funding*.

Participant     Co-financing source                 Comments related to case a) or b) above
Agency



* Confirmation of this funding or letters of intent may be attached to the proposal, but are not mandatory at proposal stage.


B8        Declaration by the applicant (Eligibility criteria)
The proposing organisation has to provide an originally signed and stamped declaration with the text
which is printed in Part II of the application form (see below), signed by an authorised representative of
the organisation. It should be printed on letterhead of the organisation.


I, the undersigned, ………………………….., authorised to represent the applicant, hereby request a grant
from the IEE programme with a view to implementing the action on the terms laid down in this application.

I certify that the information contained in this application is correct and that the applicant organisation has
not received or applied for any other Community funding to carry out the action, which is the subject of this
grant application.

I certify on my honour that the applicant organisation is not in one of the situations which would exclude it
from taking part in a Community grant programme and accordingly declare that the organisation:

- is not bankrupt or being wound up, is not having its affairs administered by the courts, has not entered into
  an arrangement with creditors or suspended business activities, and is not in any analogous situation arising
  from a similar procedure provided for in national legislation or regulations;
- has not been convicted of an offence concerning its professional conduct by a judgment which has the force
  of res judicata;
- is not guilty of grave professional misconduct proven by any means which the contracting authority can
  justify;
- has met its obligations relating to the payment of social security contributions or taxes under the legislation
  of the country in which it is established;
- has not been the subject of a judgment which has the force of res judicata for fraud, corruption,
  involvement in a criminal organisation or any other illegal activity detrimental to the Communities'
  financial interests;
- has not been declared to be in serious breach of contract for failure to comply with its contractual
  obligations subsequent to another procurement procedure or grant award procedure financed by the
  Community budget.



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IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies



I have been informed that, under the Financial Regulation of 25 June 2002 applicable to the general budget of
the European Communities,1 applicants found guilty of false declarations may be subject to administrative
and financial penalties in accordance with the conditions laid down in that Regulation.

The administrative penalties consist in being excluded from all contracts or grants financed from the
Community budget for a maximum of two years from the date on which the infringement is established, as
confirmed after an adversarial procedure with the applicant. This period may be extended to three years in the
event of a repeat offence within five years of the first infringement. Applicants who are guilty of making
false declarations will also receive financial penalties representing 2% to 10% of the value of the grant being
awarded. This rate may be increased to 4% to 20% in the event of a repeat offence within five years of the
first infringement.

Name of organisation:


Name / first name of legal representative:


Title or position in the applicant organisation:


Signature and official stamp of applicant:


Date:

Your grant application will be processed by computer. All personal data (such as names, addresses, CVs, etc.) will be
processed in accordance with Regulation (EC) No 45/2001 of the European Parliament and of the Council of
18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community
                                                                 2
institutions and bodies and on the free movement of such data. Your replies to the questions in this form are necessary
in order to assess your grant application and they will be processed solely for that purpose by the department responsible
for the Community grant programme concerned. On request, you may be sent personal data and correct or complete
them. For any question relating to these data, please contact the Commission department to which the form must be
returned. Beneficiaries may lodge a complaint against the processing of their personal data with the European Data
Protection Supervisor at any time.
If, at any stage of the administrative treatment of grant applications, the persons or entities concerned consider that they
have been affected by an instance of maladministration, they may, irrespective of any other means of redress, make a
complaint to the European Ombudsman in accordance with Article 195(1) of the EC Treaty and as provided by the
Parliament Decision of 9 March 1994 on the regulations and general conditions governing the performance of the
Ombudsman's duties published in Official Journal of the European Communities L 113 of 4 May 1994.




1
    Official Journal L 248, 16.9.2002.
2
    Official Journal L 8, 12.1.2001.



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IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies

B9       Commitment by the applicant (award criteria 1 and 5)
The proposer must provide an originally signed and stamped commitment with the text which is
printed in Part II of the application form (see below), signed by an authorised representative of the
organisation. It should be printed on the letterhead of the organisation.


With reference to the proposal <TITLE-OF-ACTION>, submitted by:
Proposing organization:……………………………………….…….

covering the geographical area of …………………………………………………..

I hereby certify that for the new Agency ..<NAME> :

1) There are no energy management agencies in the same geographical area and that there is no risk of duplication
    of effort with existing bodies.
2) The Agency will be set up as a new non-profit legal entity.
3) The Agency will be financially and administratively autonomous.
4) The Agency will recruit the competent permanent staff which it requires (minimum 3 full time permanent jobs).
5) If our application is selected by the EACI, we undertake to set up the energy management agency and to sign the
    agreement with the EACI.
6) As far as information is available, the information given in this proposal is correct.
7) The Agency will continue in operation for at least 5 years following the end of the IEE grant agreement.

For the proposer :
Name of proposing authority: ……………………………………..
Name of authorised representative ………………………………..
Title and position: …………………………………………………
Date and place: ……………………………………………………



Signature and stamp: ………………………………………………



   The information requested in Sections B7, B8, and B9 is crucial for assessing the proposal
against, a.o., the selection criteria. Failure to submit information or to comply with these criteria
may result in the proposal not being evaluated further by the evaluation committee.


Recall: In addition to the information requested here, the proposing authority must submit supporting
documents demonstrating its legal status. For details, please see the General Instructions of this Guide
for Proposers.


                                                           ***




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IEE CALL FOR PROPOSALS 2007
Creation of Local and Regional Energy Agencies




Annex 1            Where to find help with preparing a proposal


Managenergy
The Managenergy web site www.managenergy.net includes information on existing local & regional
energy agencies.


European Associations
A number of potentially helpful organisations act at European, national, regional and local levels, and
specialise in energy matters. These organisations can help local and regional authorities to prepare
their proposals, to seek different forms of co-operation, to give shape to co-operation projects and
sometimes to take part in their implementation. Some of these organisations are listed below:

•   FEDARENE, the Federation of Regional Energy and Environment Agencies;
    Rue du Beau-Site 11
    B1050 BRUXELLES
    Fax : +32.2.646.89.75
    http://www.fedarene.org

•   ENERGIE-CITES, association of towns and cities that are interested in urban energy
    management and their agencies;
    2, Chemin de Palente
    F25000 BESANCON
    Fax : +33.3.81.50.73.51
    http://www.energie-cites.org

•    ISLENET, association of Energy and Environment Agencies in Islands;
     Av. des Renoncules 6,
     B1300 LIMAL
     Fax : +32 10.41.99.76
     http://www.islenet.net




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