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Call for Action planning networks 07 January – 17 April 2019

URBACT is a unique opportunity to learn from peers in Europe to find integrated solutions to urban challenges. Together we are setting foundations for better lives and a better Europe. Call for Action planning networks 07 January – 17 April 2019. A few words before we start.

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Call for Action planning networks 07 January – 17 April 2019

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  1. URBACT is a unique opportunity to learn from peers in Europe to find integrated solutions to urban challenges. Together we are setting foundations for better lives and a better Europe.

  2. Call forAction planning networks07 January – 17 April 2019

  3. A few wordsbeforewestart • Click on « ConnectAudio » sothatyoucanhear us • Keepyourselfmuted in order to avoid background noises • Switch off your camera • Use the chat to reach us

  4. URBACT bringing EU cities togetheras a European Territorial Cooperation (ETC) programme co-financed by ERDF and Member/Partner States • Main objective: To promote integrated sustainable urban development in Europe • Target: EU city administrations (city staff – policy makers, decision makers, practitioners) nearly 1000 cities Since 2002 139 Networks Call for Action Planning networks 2019

  5. Following the first successful round of Action Planning networks 2ndcall in URBACT IIIfor up to 23 Action Planning networks You can learn more about the results from first round of Action Planning networks here: • ‘Cities in Action Stories of Change’ publication (LINK) • Webpages of networks(LINK) • Articles on the URBACT website and blog (LINK 1, LINK 2) Call for Action Planning networks 2019

  6. In the framework of the call for Action Planning networks, five webinars are foreseen in order to provide cities with all the necessary support. WEBINAR #1 11 January - General presentation of the call WEBINAR #2 7 February-Building the partnership WEBINAR #3 7 March –Phase 1 activities You can follow up on the material delivered at each webinar at this link. 5 INFO Webinars Call for Action Planning networks 2019

  7. WebiNarFocus on…Developing Your budget and submitting your application form 04 aPRIl 2019

  8. BudgetPhase 1 • Total Network budget up to 150,000€ > ERDF and local co-financing included > covering Phase 1 activities > covering travel & accommodation costs for the Lead Expert • In addition to the network budget, allocation of 30 000€ to cover the costs of lead expertise > covering expertise fees only • All partners need to confirm their commitment to engaging the funds needed to co-finance ERDF by way of a letter of commitment • ERDF co-financing rates: *The map of regions for co-financing rates of Structural funds is availablehere ion Planning networks 2019 Call for Action Planning networks 2019

  9. Eligibility of costs • No preparation costs are eligible • Costs are eligible starting from 02/09/2019 • Eligibility of costs during the project’s life > 5 budget categories • Staff costs • Office and administration • Travel and accommodation • External expertise and services • Equipment > Programme Manual, Factsheet 2F Call for Action Planning networks 2019

  10. Eligibility of costsper budget category • Staff Costs • Lead Partner staff costs • Project Partner staff costs Def°: appointed staff directly employed by the partner • contract • pay slip • salary payment actually paid out i.e. debited from the Partner/Lead Partner’s institution’s bank account Call for Action Planning networks 2019

  11. Eligibility of costsper budget category • Office & Administration (3%) • LP office & administration • PP office & administration Def°: operating and administrative expenses of the partner organisations that support delivery of project activities • office rent • electricity • heating • maintenance • cleaning • etc. Office and administration costs = 3% eligible staff costs Call for Action Planning networks 2019

  12. Eligibility of costsper budget category • Travel & Accommodation • Staff Travel & Accommodation Def°: travel costs of staff employed in the (lead) partner organisation to deliver the project • travel (flight/train/bus tickets) • public transport, economic class • accommodation (hotel bills) • meals or dailyallowances/per diems (based on EU, national or local legislation) Call for Action Planning networks 2019

  13. Eligibility of costsper budget category • External Expertise & Services • LP Ext. Exp. Project Coordination • PP Ext. Exp. Project Coordination • Exp. Meeting Organisation • Exp. Communication • Exp. & other non-staff Travel • Exp. First Level Control Def°: Expenditure for external expertise &services provided by a public or private body or a natural person outside of the partner organisation • external support for project management or local coordination • external experts or speakers involved in meetings and seminars other than the URBACT validated Lead Expert • event/meeting organisation(rent of venue, catering, translation, etc.) • communication(production, lay out of logo; creation of visual identity) • travel and accommodation for external experts, speakers, ULG members including travel costs for the URBACT validated Lead Expert • external first level controller (certification/audit of expenses to be claimed) Call for Action Planning networks 2019

  14. Eligibility of costsper budget category • Equipment • Equipment Def°: usually IT equipment (small item) • if used solely for the purpose of the project In Phase 1, normally no equipment costs should be presented Call for Action Planning networks 2019

  15. Ineligible costs • The list includes examples of costs that are not eligible in ETC programmes. This is not an exhaustive list: • fines, financial penalties and expenditure on legal disputes and litigation • intereston debt • recoverable Value AddedTax (VAT) • charges for national financial transactions • advance payments Call for Action Planning networks 2019

  16. For Phase 1, it is encouraged that only LP staff costs be budgeted > the LP should appoint a project coordinator, a finance officer and a communication officer (if not taken over by another partner) • Travels (internal or external) = +/- 650€ on average per person > 2transnational meetings (kick-off + final) for LE + LP (2-3 pax) + each PP (1-2 pax) > max. 10 Baseline study visits for LE + possibly LP > foresee some budget in case you might have to add or replace a partner (shared among PPs or covered by LP only) Budgeting Phase 1Hints and Tips Call for Action Planning networks 2019

  17. External expertise > variations based on the needs for external support > minimisemeeting organisation costs by using rooms in (lead) partners’ premises > foreseecommunication costs (logo, visual identity) but limited in Phase 1 (about max. 4-5% total budget) Budgeting Phase 1Hints and Tips (cont.) Call for Action Planning networks 2019

  18. Share between budget categories Budgeting Phase 1Indicative breakdown • Share between LP // PPs > LP budget usually corresponds betw. 40 -50% of the total budget to coordinate the whole process, monitor the expert's work programme, consolidate the partnership, assist partners where necessary, organise and participate as often as possible in the partners visits for the Baseline Study, complete and submit the Phase 2 Application, etc. > PP total budgets maybe approx. equal but split betw. budget lines can vary considerably based on PP needs Call for Action Planning networks 2019

  19. Questions… Call for Action Planning networks 2019

  20. How to draft the proposal?Budgetaryproposal • Outline of the application form and the criteria are available in the Terms of Reference of the call Avoid last minute submission to ensure that your application is submitted properly and on time On 17 April 2019, the system might get overloaded and thus could be slower Call for Action Planning networks 2019

  21. How to complete the budget?within Synergie (1/2) • Practical guide to SYNERGIE application • Online demonstration Call for Action Planning networks 2019

  22. How to complete the budget?within Synergie (2/2) • Online demonstration Call for Action Planning networks 2019

  23. How to submit the application form?within Synergie • Online demonstration Call for Action Planning networks 2019

  24. Questions… Call for Action Planning networks 2019

  25. Eligibility criteria • Application package complete and in English, through SYNERGIE (then sent via email) within the deadlines • The proposal is complete (incl. letters of commitment from all PPs using the official templates) • Phase 1 partnershipbringstogether 7-10 partners (incl. LP) • Balance partners from More Developed / Less Developed regions • Candidate Lead Partner in one URBACT proposal only • All candidate partners are eligible • Maximum budget Phase 1 150,000€ total isrespected Call for Action Planning networks 2019

  26. Assessment criteria • Assessment by the External Assessment panel based on the assessment criteria: • Relevance of the topic/theme/policy issue addressed (10%) • Quality of Partnership (15%) • Quality of the proposed methodology and activities (15%) • Project Management and Expertise (10%) 6) The project budget is coherent with the work plan and the main outputs in the proposal 7) The total partner budgets reflect real partner’ involvement (are balanced and realistic) 8) The project budget is justified, clear and realistic • Added Value of the Proposal (25%) • Coherence of the Proposal (25%) Call for Action Planning networks 2019

  27. Submissionprocedure To submit a network proposal, applicants shall complete two steps: • Complete and submit their Phase 1 Application through Synergie-CTE in English. Only applications submitted using Synergie-CTE will be accepted. • Detailed information on how to create and submit a Phase 1 Application through the online system Synergie-CTE is provided in the Practical guide to SYNERGIE application. The deadline for the online submission of the Phase 1 Applications is 17 April 2019, 15.00 CET. • Send the application package by email to APN@urbact.eu The email shall be received no later than 18 April 2019, 15.00 CET. Call for Action Planning networks 2019

  28. Submissionapplication package Lead applicants shall send by email allof the following documents: • Scanned signed PDF version of the submitted Phase 1 Application generated through Synergie-CTE. It must be duly signed by the Project Coordinator in the Lead Partner city; • Letters of commitment in English for ALL partners included in the partnership (one letter for the Lead Partner plus one letter for each Project Partner) using the templates provided in annexes 2 and 3 of this Call for Proposals. Letters of Commitment shall be signed by an elected representative of the partner institution; • CV of the Project Coordinator at the Lead Partner; • CV of the 3 proposed URBACT validated Experts to be potentially appointed for phase 1; • Letters of intent from the 3 proposed experts using the template provided in annex 4 of this Call for Proposals Call for Action Planning networks 2019

  29. GUIDANCEWhat we offer • ProgrammeManual - especially Factsheets (2E and 2F) • Practical Guide to Synergie application Other materials to help you All proposals shall be complete in terms of information and data required in the documents (ToR annexes). You are welcome to draft your application using the other following files: • Terms of Reference (ToR) annexes- Word version of template letters • Application Form - Word versionfor drafting • Budget Phase 1 - Excel versionfor drafting Call for Action Planning networks 2019

  30. Partner Search Tool http://urbact.eu/partner-search-tool • INFODAYS of National URBACT Points http://urbact.eu/come-find-out-more-about-next-action-planning-network-call • Publication: ‘Cities in Action Stories of change’ > LINK • URBACT articles on our website & blog • http://urbact.eu/ • http://www.blog.urbact.eu/ Summary of other usefulresources • Reference documents: • The Terms of Reference • The Guide to Action Planning Networks– Phase 1 • The Programme Manual Factsheet 2A – Action Planning Networks • URBACT Secretariat • For all questions concerning the call you are • invited to contact the URBACT Secretariat on the following email address: apn@urbact.eu • + 5 Info Webinars scheduled*: • 7 February, 14:00 CET: Focus on… Building the partnership • 7 March, 14:00 CET: Focus on… Phase 1 activities • 4 April, 14:00 CET: Focus on… Developing your budget and submitting your application form • 11 April, 14:00 CET: Last chance troubleshooting - especially in relation to SYNERGIE-CTE online application platform • *You need to register via the call webpage All links available on the dedicated webpage: http://urbact.eu/urbact-last-call-action-planning-networks-now-open • http://urbact.eu/faq Call for Action Planning networks 2019

  31. Questions… Call for Action Planning networks 2019

  32. Webinar evaluation • Has the webinar met your expectations? • Yes • No • How much have youlearnedduring the webinar? (1-not much; 5-really a lot) • 1 • 2 • 3 • 4 • 5 • Did the webinaransweryour questions? • Yes • No • I didn’taskany questions • Pleaseleave us a comment / suggestions for improvement Call for Action Planning networks 2019

  33. We are looking forward to driving change for better cities with you! www.urbact.eu

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