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					                             GRANT APPLICATION FORM



       Preparatory Action on Maritime Spatial Planning in the Baltic Sea

This application form and templates and the documents to be included in the application have to
be sent to the European Commission not later than30.04.2010.

The paper versions of applications, which will legally constitute the application, must be
submitted in a sealed envelope by registered mail, by courier service, or by hand-delivery to the
address indicated below:
Post:                                               Courier service / Hand delivery:
European Commission                                 European Commission
Directorate-General for Maritime Affairs            Directorate-General for Maritime
and Fisheries                                       Affairs and Fisheries
Unit MARE-E-1 (Ref. MARE/2009/16)                   Unit MARE-E-1 (Ref. MARE/2009/16)
Office: J-79 2/30                                   Office: J-79 2/30
B – 1049 BRUSSELS                                   Avenue du Bourget 1
                                                    B - 1140 BRUSSELS (Evere)




All the sections of the application form should be completed. Please mention if a section is not
applicable.

Contact in the European Commission:

E-mail: MARE- E1@ec.europa.eu


DECLARATION OF CONFORMITY

I, the undersigned, hereby declare that the attached information is accurate and in accordance
with the facts.

…………………………………………..

Signature and official stamp of applicant

Name / first name: …………………………………………………

Title of position in the applicant organisation: …………………………………………….


   Place and date: …………………………………………………………………………….




                                               1
                              1. INFORMATION ON THE APPLICANT

Any modification to the data given below must be justified and notified to the DG Maritime Affairs
and Fisheries responsible before the grant agreement is signed.


     1.1. IDENTITY OF THE LEAD PARTNER

     Official name in full:

     Short name or acronym:



     Official address:

          Street:

          Number:

          Post code:

          City:

          Country:

          Telephone:

          Fax:

           E-mail address:

           Internet site:

     Contact person responsible for the organisation of the project’s work (the coordinator):

          Name:

          Position:

          Telephone:

          Fax:

          E-mail address:


     Contact person responsible for the accounts, financial reporting, and the internal handling of
     EU funds and national co-financing (The financial manager):

          Name:

          Position:


                                                   2
     Telephone:

     Fax:

     E-mail address:

Contact person responsible for verifying the legality and regularity of the expenditure (the controller):

     Name:

     Position:

     Telephone:

     Fax:

     E-mail address:




                                               3
Any modification to the data given below must be justified and notified to the DG Maritime Affairs
and Fisheries responsible before the grant agreement is signed.


     1.1.1. IDENTITY OF THE PARTNER NR 1

     Official name in full:

     Short name or acronym:



     Official address:

          Street:

          Number:

          Post code:

          City:

          Country:

          Telephone:

          Fax:

           E-mail address:

           Internet site:



     Contact person responsible for the organisation of the project’s work (the coordinator):

          Name:

          Position:

          Telephone:

          Fax:

          E-mail address:


     Contact person responsible for the accounts, financial reporting, and the internal handling of
     EU funds and national co-financing (The financial manager):

          Name:

          Position:


                                                   4
     Telephone:

     Fax:

     E-mail address:

Contact person responsible for verifying the legality and regularity of the expenditure (the controller):

     Name:

     Position:

     Telephone:

     Fax:

     E-mail address:




                                               5
Any modification to the data given below must be justified and notified to the DG Maritime Affairs
and Fisheries responsible before the grant agreement is signed.


     1.1.2. IDENTITY OF THE PARTNER NR 2

     Official name in full:

     Short name or acronym:



     Official address:

          Street:

          Number:

          Post code:

          City:

          Country:

          Telephone:

          Fax:

           E-mail address:

           Internet site:



     Contact person responsible for the organisation of the project’s work (the coordinator):

          Name:

          Position:

          Telephone:

          Fax:

          E-mail address:


     Contact person responsible for the accounts, financial reporting, and the internal handling of
     EU funds and national co-financing (The financial manager):

          Name:

          Position:


                                                   6
     Telephone:

     Fax:

     E-mail address:

Contact person responsible for verifying the legality and regularity of the expenditure (the controller):

     Name:

     Position:

     Telephone:

     Fax:

     E-mail address:




                                               7
Any modification to the data given below must be justified and notified to the DG Maritime Affairs
and Fisheries responsible before the grant agreement is signed.


     1.1.3. IDENTITY OF THE PARTNER NR 3

     Official name in full:

     Short name or acronym:

     Official address:

          Street:

          Number:

          Post code:

          City:

          Country:

          Telephone:

          Fax:

           E-mail address:

           Internet site:

     Contact person responsible for the organisation of the project’s work (the coordinator):

          Name:

          Position:

          Telephone:

          Fax:

          E-mail address:



     Contact person responsible for the accounts, financial reporting, and the internal handling of
     EU funds and national co-financing (The financial manager):

          Name:

          Position:

          Telephone:

          Fax:

                                                   8
     E-mail address:

Contact person responsible for verifying the legality and regularity of the expenditure (the controller):

     Name:

     Position:

     Telephone:

     Fax:

     E-mail address:




                                               9
Any modification to the data given below must be justified and notified to the DG Maritime Affairs
and Fisheries responsible before the grant agreement is signed.


     1.1.4. IDENTITY OF THE PARTNER NR 4

     Official name in full:

     Short name or acronym:



     Official address:

          Street:

          Number:

          Post code:

          City:

          Country:

          Telephone:

          Fax:

           E-mail address:

           Internet site:

     Contact person responsible for the organisation of the project’s work (the coordinator):

          Name:

          Position:

          Telephone:

          Fax:

          E-mail address:


     Contact person responsible for the accounts, financial reporting, and the internal handling of
     EU funds and national co-financing (The financial manager):

          Name:

          Position:

          Telephone:


                                                   10
     Fax:

     E-mail address:

Contact person responsible for verifying the legality and regularity of the expenditure (the controller):

     Name:

     Position:

     Telephone:

     Fax:

     E-mail address:




                                              11
Any modification to the data given below must be justified and notified to the DG Maritime Affairs
and Fisheries responsible before the grant agreement is signed.


     1.1.5. IDENTITY OF THE PARTNER NR 5

     Official name in full:

     Short name or acronym:



     Official address:

          Street:

          Number:

          Post code:

          City:

          Country:

          Telephone:

          Fax:

           E-mail address:

           Internet site:


     Contact person responsible for verifying the legality and regularity of the expenditure (the controller):

          Name:

          Position:

          Telephone:

          Fax:

          E-mail address:

     Contact person responsible for the accounts, financial reporting, and the internal handling of
     EU funds and national co-financing (The financial manager):

          Name:

          Position:

          Telephone:


                                                   12
     Fax:

     E-mail address:

Contact person responsible for the organisation of the project’s work (the coordinator):

     Name:

     Position:

     Telephone:

     Fax:

     E-mail address:




                                              13
       1.2 BANK DETAILS OF LEAD PARTNER


       The account or sub-account to be used for the action for which a grant is being requested
       must be reserved exclusively for EU funds paid for carrying out the operation being
       funded.


             Name of the bank:


             Address of branch:


             Precise name of the account holder:


             Full account number (including bank codes):


             IBAN (or BIC code if not applicable):


       The attached Financial Identification Form should only be filled in and submitted with this
       application if the above account is not already registered in the accounting system of the
       Commission.



       1.3 APPLICANT’S STRUCTURE AND COMPOSITION


             Give the name(s) of the person(s) authorised to enter into legally binding commitments on behalf
              of the Lead Partner

       o      Name / first name:

       o      Position:

       o      Mandate1:




1   May be different from the position.

                                                      14
       1.4 OTHER EUROPEAN UNION FUNDING


       1.4.1 European Union grants, procurement contracts or loans obtained directly or
             indirectly during the last 2 years from a European institution or agency.


       For each grant, contract or loan please specify:

       (repeat as many times as necessary)

             The European Union programme concerned (if applicable):

             Title of the operation:

             The European Union institution which took the award decision:2

             The year of the award and the duration of the operation:

             The value of the grant, contract or loan:



       1.4.2 Grant/loan applications or offers of services submitted (or due to be submitted) to
             European institutions in the current year:

       For each grant, contract or loan please specify:

       (repeat as many times as necessary)

             The European Union programme concerned (if applicable):

             Title of the operation:

             The European Union institution which will take the award decision:

             The planned duration of the operation:

             The estimated value of the grant, contract or loan:



NB: The applicant is required to inform without delay the Commission department to which
    this application is submitted of any application for funding made to other Commission
    departments or European Union institutions or any funding approved by them AFTER
    submission of this grant application.




2   Where appropriate, indicate the unit responsible within the institution.

                                                           15
 2.      Information on Preparatory Action on Maritime Spatial Planning in
                                        the Baltic Sea
2.1 DESCRIPTION     OF THE ACTION    (explain the objectives of the proposed action), detailing the
following points:


   1. Project components: for each of the components listed in the terms of reference under
      3.1, please provide a detailed description of how the component will be developed.

   2. Durability: How will you ensure that the results of the project are durable?

In addition, you should provide information as follows:

   1. Relevance: describe your understanding of the objectives of the preparatory action and
      how your proposal addresses these objectives.

   2. Added value and innovation: Demonstrate how the preparatory action would add to the
      existing knowledge and experience relevant for the development of a common approach to
      MSP within the EU, and to what extent the proposal represents an innovative approach to
      MSP. In particular, you should give attention to the selection of appropriate area(s) for
      cross-border MSP.

   3. Methodology: Describe your proposed working methodology to achieve a timely and
      successful implementation of the preparatory action. You should provide a detailed
      timetable/work plan (use annex 7 for this purpose). You should also describe how you will
      ensure a sufficient exchange of data that are required for MSP between the participants in
      the preparatory action and where you see the main challenges for such data exchange (e.g.
      legal, administrative or technical obstacles).

   4. Means of implementation of the preparatory action: You should demonstrate that the
      resources (personnel, equipment, financing, etc.) that you will mobilise for the preparatory
      action are adequate to achieve a timely and successful implementation of the preparatory
      action. In particular, you should demonstrate that the implementation means are cost-
      effective. Use Annex 6 for this purpose.

   5. Project management: You should demonstrate that the organisation and management
      structure proposed for the project are sufficient to achieve the required quality, meet the
      deadlines and establish a real partnership. Use annex 6 for this purpose.

   6. Dissemination and visibility: You should describe the information dissemination plan and
      how you intend to ensure that the results of the preparatory action are used optimally by
      others not participating in it.




      2.2 INVOLVEMENT OF THIRD PARTIES IN THE ACTION


       Please fill in Annex 1 (where applicable)



                                                16
     2.3 GRANT APPLIED FOR (GIVE AMOUNT IN EUROS)




                    Total     Estimated        Amount of   Contribution   Grant rate
                  estimated   total eligible   grant       by the         percentage
                     costs    costs            requested   applicants     of eligible
                                                                             costs
Component 1                                                                          %
Component 2                                                                          %
Component 3                                                                          %
Component 4                                                                          %
Component 5                                                                          %
Total                                                                                %




                    Total     Estimated        Amount of   Contribution   Grant rate
                  estimated   total eligible   grant       by the         percentage
                     costs    costs            requested   applicants     of eligible
                                                                             costs
Lead Partner                                                                         %
Partner 1                                                                            %
Partner 2                                                                            %
Partner 3                                                                            %
Partner 4                                                                            %
Partner 5                                                                            %
Total                                                                                %




                                  3. BUDGET SUMMARY




Please fill in Annex 2 (budget template)




                                               17
    4.     OTHER SOURCES OF EXTERNAL FINANCE, EXCLUDING ANY EUROPEAN
                               UNION GRANT


4.1 FUNDS CONFIRMED CO-FINANCING AND PARTNERSHIP AGREEEMENT
Please provide a written confirmation from each donor confirming details of the agreed financial
arrangements as proof that other sources of co-financing have been allocated. A model "Commitment for
allocation of a contribution" is attached as annex 4.

Please provide a list of donors on the basis of these written confirmations.



4.2 OTHER FUNDS REQUESTED, BEING APPLIED FOR OR AWAITING CONFIRMATION


(Add further sheets if necessary.)


    Organisation concerned:


    Official address:


    Activities:


    Amount requested:


    Any pre-allocation of these funds:


    Any conditions or reservations:




                                                18
                           5. DECLARATION BY THE APPLICANT


I, the undersigned, ….., authorised to represent the applicant, hereby request from the Commission a
grant of EUR …. 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 European Union 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 European Union 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 European
   Union's financial interests;
– is not currently subject to an administrative penalty for having been found guilty of serious
   misrepresentation in supplying the information required by the authorising department, or for
   failing to supply such information, or for having 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 European Union budget;
– is not subject to a conflict of interest;
– is not guilty of misrepresentation in supplying the information required by the authorising
   department or of failing to supply this information.



I have been informed that, under the Financial Regulation of 18 June 2002 applicable to the general
budget of the European Union,3 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
European Union budget for a maximum of two years from the date on which the infringement is

3   Official Journal of European Union L 248 of 16.9.2002, Regulation amended by Council Regulation (EC,
    Euratom) No 1995/2006 of 13 December 2006 (Official Journal of European Union L 390/1 of 30.12.2006).

                                                   19
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 / first name:



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 European
                                                                        4
Union 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 European Union 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.




Annexes: 1.          Involvement of third parties in the action
              2.     Estimated budget for a grant
              3.     Supporting documents to be attached to the grant application
              4.     Model for "Commitment for allocation of a contribution"
              5.     Check-List for applicants
              6.     The project management and resources
              7.     Duration and summary timetable for carrying out the action



4   Official Journal L 8, 12.1.2001.
                                                        20
                                                  ANNEX 1
                             Involvement of third parties in the action


Contracts for implementing the action

Reasons must be given for contracting out implementation work.

Contracts must be awarded to the tender offering best value for money, that is to say, to
the tender offering the best price-quality ratio, care being taken to avoid any conflict of
interest. Any special rules in this connection contained in any other document governing
the grants concerned must be complied with.

The information below must be given for each contract covering a heading or sub-heading
of the costs of the action concerned:
(add further sheets if necessary)

   Tasks involved:

   Reasons for contracting out implementation work:

   Selection procedure:

   Contractor’s official name (if known):

   Percentage of total costs to be outsourced:




                                                    21
                                                      ANNEX 2: ESTIMATED BUDGET FOR A GRANT

The budget estimates must be detailed,5 in balance6 and presented in Euros, exclusive of VAT unless the applicant can demonstrate that VAT
cannot be recovered.
The applicant certifies that the costs given below are necessary and exclusively related to the implementation of the action or work
programme.

A — ELIGIBLE COSTS7                                                        EUROS             B — FUNDING                                                                  EUROS
A.1) staff costs8

A.2) travel expenses and subsistence allowances costs (for                                   B.1) contribution by the applicant
     project staff)

A.3) administration costs9
                                                                                             B.2) contribution requested from the Commission11
A 4) external expertise and services

A.5) equipment10




5   A detailed statement for each heading of eligible costs must be provided in a separate document.
6   Subject to possible changes in exchange rates.
7   Refer if necessary to the call for proposals or other documents intended for grant applicants which may contain specific rules on cost eligibility.
8   Staff costs must correspond to real costs including social security contributions and other statutory wage costs. A statement must be provided detailing the qualifications of each
    staff member concerned, the corresponding unit cost and the number of days/months of work scheduled. Particular attention should be given to the costs of the permanent staff of
    public administrations. Salary costs of the staff of national administrations are considered eligible where they correspond to the cost of activities that the public authority concerned
    would not carry out if the project in question were not undertaken. On the other hand, defrayal by the European Union of salary costs corresponding to activities that the public
    authority was already carrying out before the project was launched would generate a profit for the beneficiary, as these costs are already borne by the budget of the state (or regional
    or local authorities') in the context of their ordinary activities.
9   Administration costs can not go above 20 % of total staff costs.
                                                                                             22
                                                    ANNEX 2: ESTIMATED BUDGET FOR A GRANT

The budget estimates must be detailed,5 in balance6 and presented in Euros, exclusive of VAT unless the applicant can demonstrate that VAT
cannot be recovered.
The applicant certifies that the costs given below are necessary and exclusively related to the implementation of the action or work
programme.

TOTAL ELIGIBLE COSTS                                                                     SUB-TOTAL

A’.1) other non-eligible costs12                                                         B’.1) contributions allocated to these other costs



TOTAL COSTS                                                                              TOTAL FUNDING




10 Equipment must be written off in accordance with the tax and accounting rules which apply to the applicant. Only the portion of the equipment's depreciation corresponding to the
   duration of the action or work programme is eligible.
11 See point 2.3 of the grant application form.
12 Such costs may under no circumstances be financed from European Union funds.
                                                                                        23
                                            ANNEX 3

              Supporting documents to be attached to the grant application




SUPPORTING DOCUMENTS

   The estimated budget
   The financial identification form
   The legal entity form
   The co-financing statements from all partners including the Lead partner
   A copy of the VAT registration document if applicable
   An exhaustive presentation of the preparatory action (max 20 pages)



OTHER DOCUMENTS

- Letters of commitment from any third parties involved in implementing the action

- Letters of commitment from any external sponsors




                                                  24
                                            ANNEX 4

                  Model for "Commitment for allocation of a contribution"

A written confirmation concerning co-financing for the action for which a grant is requested is to
be provided by each external donor. This confirmation should contain the following elements:



   Official name in full:

   Official legal form:

   Official address


   Person responsible within the sponsoring organisation that signs the present commitment
    (name/first name, title or position):


   Amount of funding which the organisation undertakes to provide for the operation:



   Any pre-allocation of these funds:



   Any conditions or reservations:



   Signature / Stamp of the organisation




                                                25
                                                ANNEX 5




                                 CHECK-LIST FOR APPLICANTS


Before sending in the form, please check the following:


                                                                                           □
- All the sections of the application form have been completed, where appropriate in
  accordance with the call for proposals and/or any other reference document made
  available by the Commission in relation to the pilot project.


                                                                                           □
- The eligibility criteria for the applicant and for the action as laid down in the call
  for proposals have been met.


                                                                                           □
- Any rules relating to the period for carrying out the action mentioned in the call for
  proposals have been complied with.


                                                                                           □
- The budget for the action has been drawn up in Euros and is exclusive of VAT
  (failing which, reasons must be given for non-recovery of VAT), has costs and
  revenue in balance and contains a detailed statement of all estimated eligible costs.


                                                                                           □
- Where necessary, letters of commitment have been produced by partner
  beneficiaries and external sponsors.


                                                                                           □
- The grant requested complies with the ceilings laid down in the call for proposals
  or equivalent in relation to the total estimated cost of the action and the eligible
  costs proposed.


                                                                                           □
- The application has been made within the deadline for submitting proposals as laid
  down in the call for proposals and has been dated and signed by the lead partner.


                                                                                           □
- References/qualifications in the relevant field have been specified and/or produced.




                                                      26
                                               ANNEX 6

                     THE PROJECT MANAGEMENT AND RESOURCES


1) Detailed activity planning.

2) Deliverables chart and a description of work packages.

(3) Resources assigned to each task necessary to achieve a timely and successful implementation of the
project (in particular, mention the organisation, qualifications and skills for the action of the staff who
will be assigned to it especially in terms of project management).




                                                    27
                                         ANNEX 7

DURATION AND SUMMARY TIMETABLE FOR CARRYING OUT THE ACTION

The period during which an action is carried out determines the period of eligibility of
the corresponding costs.

Applicants are here requested to indicate and justify:

     the planned dates for starting and completing the action, or the dates of their budgetary
      year:

     the timetable for carrying out each stage of the action showing the main key dates and the
      objectives/expected results for each stage:

As a general rule, costs incurred prior to the signature of the contribution agreement are not
eligible. However, if the applicant believes that the nature of action requires that costs incurred
before signature of the agreement but after submission of the grant application should be
considered eligible, please provide detailed justification:



In any event, it will be up to the European Commission to decide whether costs incurred
prior to signature of the agreement can be considered eligible.




                                             28

				
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