Call for Core-Partners

Practical Information

for applicants

Innovation Takes Off

Not legally binding

I Info Campaign C Call Open E Evaluation N Negotiation

N C E C E

CS2 Calls - Tentative Planning

Partner selection

1st Call [CfP]

2nd Call

3rd Call

GAM accession

2014 Q2 Q3 Q4 Q1 Q2

I C N

Q3 2015

Q4 Q1 Q2 Q3 2016

1st WAVE

2nd WAVE

GAP signature

3rd WAVE C

N

I

Core-Partner selection

Not legally binding

E

9th

Jul 16th

Oct

Mid

Dec April

Nov Feb

C

C N E

Feb May Jul Jan

Sept

E

GAM accession

N

Selected by “Calls for Core Partners” (type of call unique to CS2)

Strategic long-term commitment to the Programme

Key competences / capabilities

Contributes to the high-level objectives [HLO] of the programme

Leading role in the coordination of a major Work-Package(s) (WP)

Common goals and responsibilities in delivering the HLOs

Contribute to the management of demonstrators

Selected for Strategic Topic

Member of Clean Sky 2 JU

Participates in ITD/IADP Steering Committee

Manage Partners’ activities (from definition to results) in close relation with the CSJU.

Core-Partners: Definition and Role

Not legally binding

Selected by Calls for Proposals

Short/medium-term commitment;

Level and quality of resources adequate for the Topic concerned;

Competences / capabilities necessary to carry out the activities aiming at developing new knowledge, new technologies and solutions contributing to the action;

The scope and perimeter of activities is defined from the beginning and might be of various type (study, design, simulation, development, manufacturing, integration etc.);

The activities are limited in time and closely related to the needs as proposed by IADP/ITD Steering Committees and approved for CfP launch by the CSJU;

Partners: Definition and Role

Not legally binding

Core Partner Topic Description

Not legally binding

The Core Partner Topic descriptions: • Part of the Work Plan 2014-2015 approved by the CSJU GB • Derived from the CS2 JTP in support of HLOs of each ITD/IADP/TA • Define the essential scope of work

They contain the following : • Activities & outputs as required within the IADP/ITD • Indicative topic values (funding in M€) • Key Capabilities and technology areas concerned • Alignment with strategic objectives of the ITD/IADP/TA • Part of the WBS to which it refers to

Applicants can propose complementary content* where relevant and appropriate with respect to the CS2 HLOs

* Any complementary content proposed will be assessed during the evaluation

and will be subject to Board approval and CSJU availability of funding

Core Partner Topic Descriptions

Not legally binding

Funding Share

The funding share for Leaders (and their affiliates) if selected as Core Partners in an ITD/IADP/TA where they are not involved, will be accounted in the 40% budget share allocated to the Leaders

The funding share for Core Partners (and their affiliates) if selected as Partners in an ITD/IADP/TA where they are not involved, will be accounted in the 30% budget share allocated to the Core Partners

General Annexes (Highlights) 1/3

Not legally binding

Funding Rate

Core Partner / Member actions defined in the Work Plan are labelled “ Innovation Actions”

Core Partner applicants becoming Members of the CSJU will be reimbursed 70% (100% for Non Profit Entities “NPE”) of Total Eligible Costs (incl. a flat rate of 25% for Indirect Costs)

Funding = 70% x (Direct Costs (1) x 125%+Subcontracting costs)

Funding for NPE= 100% x (Direct Costs (1) x 125%+Subcontracting costs)

General Annexes (Highlights) 2/3

Not legally binding

(1) Direct Costs include direct personnel costs + other direct costs

Total Eligible Costs

Budget Flexibility

The topic funding value shall not be confused with the gross budget value for the project

The topic funding value was derived from the average funding based on the experience in the Clean Sky Programme and following the estimate of the cost of work provided by the Leaders

Topic funding value = Gross budget / 2

The final funding value per topic will entirely depend on

the costs structure of the winning entity (DC versus IC ratio)

the funding rate (70 or 100%)

the scope of work proposed in their application

General Annexes (Highlights) 3/3

Not legally binding

Gross budget and Topic funding value elaboration

Applicants must address the scope of the topic in full

Gross budget is derived from the topic funding value

The topic funding value is provided as an estimate in the Topic description

Applicants will detail the Gross budget value (full costs of work incurred by the applicant) for the proposed activity, with due justifications and explanations (see Part BI - Work Package Effort)

Value for money

One of the sub-criteria of the “Implementation” criteria

Gross budget value will be considered for the evaluation of the Best Value for money

The topic funding value remains indicative

How will “Value for money” be assessed?

Not legally binding

Implementation Best “value for money” on the activities proposed and efficiency of the allocation of resources

Topic funding value = 5 M€ Gross budget = 10 M€

(Leaders’ estimate (1) )

Applicant 1 Applicant 2

Non Profit Entity Enterprise

(100/25) (70/25)

Gross budget = 10 M€ Gross budget = 10 M€

Direct Costs(1) = 6 M€ Direct Costs(1) = 6 M€

S/C (Subcontracting) Costs = 1 M€ S/C= 1 M€

Total Eligible Costs (2) = 8.5 M€ Total Eligible Costs (2) = 8.5 M€ (6+6x0.25+1) (6+6x0.25+1)

Max JU contribution= 8.5 M€ Max JU contribution= 5.95 M€

How will “Value for money will be assessed? Example

Not legally binding

Eligible Direct Costs

(1) Based on CS experience (50% Reimbursement rate) (2) Total Eligible Costs equal to Eligible Direct Cots + Eligible Indirect Costs of 25%

• Part B-I: limited to 50 pages and detailing the main aspects of the proposal to be evaluated (budget, timeline, effort, WBS, Risks) according to the evaluation criteria (excellence, impact, evaluation)

• Part B-II: giving details about the applicant entity and any participant in the work * (legal entity, CV, core-competencies and background) and any related Ethics & Security aspects

Proposal Template

Not legally binding * Either Consortium, Clusters, single entity and any Third parties involved in the project

The applicants will submit a proposal, using a template composed of several parts, of which 2 constitute the technical proposal:

Applicants shall submit one proposal per Topic, in case of multi-applications.

The proposal template is structured to address all the sub-criteria composing each of the 3 evaluation criteria and they will be used during the evaluation to set up the scoring and the ranking.

Excellence (/5)

• Objectives

• Relation to the Work Plan

• Concept and approach

• Ambition

• Relevance and adequacy of Key capabilities and track record

• Complementary activities (where applicable)

Proposal Template: Part BI

Not legally binding

Impact (/5)

• Expected Impact • Measures to maximise impact Dissemination and exploitation of results Communication activities

Implementation (/5)

• Description of work — Work packages, deliverables and milestones • Management capabilities • Management structure and procedures • Risk management • Efficiency and internal coordination of the Consortium/ Clusters as a

whole (where applicable) • Allocation of resources to be committed and best value for money

Proposal Template: Part BI

Not legally binding

Proposal Template: Part BI - Work Package Effort

Work package number to:

Short name of participant Benef 0 Benef 1 Benef 2 Benef 3 Benef 4 Benef 5 Benef 6 Benef 7 Benef 8 Benef 9

2015 2016 2017 2018 2019 2020 & after Total

0 100.00 0%

1 50.00 0%

,,, 45.00 0%

TOTAL 195.00

Beneficiary

0

Beneficiary

0

TOTAL

SUMMARY OF PLANNED DIRECT COSTS

SUBCONTRACTING / 3RD PARTY

ANNEX A1 : WORK PACKAGE EFFORT - CLEAN SKY 2

Reporting period from:

STAFF RESOURCES / PERSONNEL COSTS

Beneficiary

TOTAL PM

(Person Month)

PLANNED

Planned Progress per year (%) TOTAL

PERSONNEL COSTS

PLANNED (Euros)

150,000

150,000

150,000

450,000

TRAVELSDEPRECIATION OF

EQUIPMENTOTHER GOODS AND SERVICES

TOTAL PLANNED

(in euros)

Description of servicesTOTAL PLANNED

(in euros)

on ground test .... 15,000

TOTAL 16,500

OTHER DIRECT COSTS

25,000 10,000 15,000 50,000

40,000 25,000 20,000 85,000

OTHER DIRECT COSTS 85,000

PLANNED COSTS

PERSONNEL COSTS 450,000

SUBCONTRACTING 16,500

TOTAL DIRECT COSTS 551,500

ESTIMATED INDIRECT COSTS

TOTAL COSTS 551,500

Indirect Cost estimated at company level

(Total project Value)

Core Partners will be selected by the JU through an open, transparent and competitive process as by CSJU Regulation n° 558/2014 of 6th May 2014 establishing Clean Sky 2 JU Proposals will be selected based on the following : the main principles of H2020 Rules for Participation and the

call specificities as set out in: CSJU Funding Regulation n° 558/2014 and its Statutes ( Annex I

of Regulation) of CSJU CSJU Rules for the Submission, Evaluation , Selection and

award criteria (specific to the calls for Core Partners) ; the eligibility, selection , admissibility criteria and special

conditions set out in the Work Plan and its General Annexes

Selection of Core-Partners: the applicable rules

Not legally binding

Not legally binding

Selection of Core-Partners: the applicable rules

Who can apply as Core-Partner? Eligibility

Applications can be submitted by: • Single entities (SMEs, large industries, ROs, Academia etc.) • Consortia of entities • Clusters (when established as a legal entity)

The place of establishment of the applicant shall be: • EU Member State • H2020 Associated Country Entities established in third countries are not eligible to become Core Partners (specificities of CSJU Statutes, Article 4.1). They may apply to Calls for proposal (CfP)

Not legally binding

• Leaders and their affiliates may apply to Calls for Core Partners and CfP only in another IADP/ITD where they are not involved as Members. In case of participation in the Programme, their participation will be accounted by the JU within the 40% budget share allocated to the Leaders

• The selected Core Partners and their affiliates may apply in subsequent waves of Calls for Core Partners in all IADP/ITD. They may apply to CfP only in another IADP/ITD where they are not involved as Members.

• The Partners selected by CfP may apply to Calls for Core Partners and CfP in all IADP/ITD

Admissibility criteria

Not legally binding

Eligibility, admissibility and special conditions

Selected Core Partners will become Member(s) of the CSJU

Core Partners selected in 1st wave will be entitled to participate to:

subsequent calls for Core Partners

1st call for Partners if they are not yet Member of the CSJU at the time of the closure of the call

any calls for Partners launched in other ITD/IADP/TA where they are not involved as Member

General Annexes (Highlights)

Not legally binding

Applicants shall declare in the submission forms: • any relation as affiliate to a Leader (or future Core Partners) according

to H2020 definition to assess the admissibility criteria

• shall submit a declaration ( signed by the legal representative) on non conflict on interest detailing any involvelent of the applicant in the topic definition/preparation ( CSJU will determine the admissibility)

• Their agreement to ensorse the Statutes in case of selection and to contribute to the funding of the Programme under Article 15 of the Statutes

• Detail a draft plan for the exploitation and dissemination of the results showing and committing on an exploitation path of the results showing the contribution to European competitiveness of the sector

Special conditions to apply

Not legally binding

Assessment by the experts of the operational capacity of the applying entity based on: • CV or description of profile of persons who will be primarily

responsible for carrying out the action; • reports of research and development activities, products,

services executed in the same relevant area; • previous projects and activities performed and connected to

the topic and Programme area; • description and evidences of the key capabilities of the

applicant significant infrastructures, technical equipment, design and test tools, facilities, design offices patents etc;

Selection/Evaluation

Not legally binding

The proposals will be evaluated against the H2020 criteria:

• Excellence • Impact • Implementation

The evaluation will be managed by the JU The evaluation will be performed by independent experts 3 steps process: individual evaluation, consensus group and panel

review to ensure consistency Possible hearings may be convened to clarify technical aspects and

compliance with topic specifications and requirements A ranking list will be drawn up and will be submitted for acceptance by the Board as laid down in the Statutes

Not legally binding

*refer to General Annexes to the WP (§22 Part F)

*

Evaluation

Negotiation phase starts after acceptance by the Board of

the ranking list and dispatch of invitation letters

Selected ITD/IADP applicants will enter negotiations jointly, at same time

CSJU staff, appointed representatives of the Leader(s) under NDA and the selected applicants will be involved

Negotiation Phase

Not legally binding

The negotiation will deal with the following aspects:

detailed definition of the activities across the 1st years (deliverables, milestones, technical description of work packages)

Definition of roles / contributions, and optimisation of the WBS Legal entity status (validated PIC) and financial vialibility/capacity check of the applicant

– applied at cluster/consortium level in case of joint applications. Joint and several liability may be requested by the JU where appropriate in case of joint

applications IP aspects and accession to the ITD/IADP Consortium Agreement – template will be

published soon on the call webpage Definition of options and accession to the Clean Sky 2 JU Grant Agreement for Members Set-up of the management structure within the ITD/ IADP

Negotiation Phase

Not legally binding

In case of successful negotiation on technical and admin aspects the following steps will follow: - endorsement of the Statutes and its rights and obligations by the

selected Core Partner via an official letter;

- accession to the relevant ITD/IADP Grant Agreement for Members as Core Partner and as such Member of the Clean Sky 2 JU via a contractual accession form

- the list of selected and appointed Core Partners will be notified to

the Board and published on the website

Negotiation Phase

Not legally binding

The Cluster is a grouping of entities applying as a single entity and to perform work jointly in the Programme. Clusters (single legal entity) and consortia shall appoint a Cluster/Consortium leader to act within the grouping as an intermediate level of coordination and single point of contact vs JU and Leaders and perform the following: • negotiate the GA with the CSJU and takes all operational, financial and

management responsibility for the Cluster/consortium as a whole; • ensures work is delivered and manage all operational aspects with its

cmembers; • ensures central coordination and execution of all payments (operational

and running costs to be paid to the JU) and financial information

A Joint and Several liability regime may be required by the Cluster where applicable depending on its financial viability

Joint applications: clusters or consortia

Not legally binding

Options for organization of Clusters

Depending on the legal structure and applicable national law:

• A Cluster organization exists as legal entity under national or EU law and is legally entitled to enter into contractual commitments. The Cluster organization signs the GAM and the funding agreement with the JU on behalf of its members. The Members of the Cluster participate as “third party” to the GAM and submit their statement of costs ( Form C)

• A Cluster organization does not exist as legal entity under national or

EU law, in this case the entities wishing to apply to perform jointly activities may apply via the “consortium type” application and all the members of the consortium will sign individually the GAM

Not legally binding

Assess the different options available in the Clean Sky 2 Model GAM (linked third parties option under Article 13) and check the FAQ release with additional clarifications on joint applications

Ensure the composition, management structure and functioning of the Cluster or Consortium and its operational / financial capacity and liability regime are duly explained and documented in the application

These aspects will be: Evaluated by the experts; Negotiated with the JU and the Leaders

Clusters and consortia need to ensure their combined capabilities result in an

organisation capable of executing the activities jointly and effectively

Some Recommendations for Potential Clusters

Not legally binding

Not legally binding

Disclaimer The content of this presentation is not legally binding. Any updated version will be regularly advertised on the website of the Clean Sky 2 JU.

Innovation Takes Off

Not legally binding

Q&A