Question 1:
One of our partners is established in Prishtina but has its regional offices in the area covered by this call. Is it eligible to apply in this call?

Answer 1:
The Contracting Authority is not in the position to reply to such question, please refer to point 2.2.4 of the Guidelines for Applicants (GfA): to ensure equal treatment of applicants, the contracting authority cannot give a prior opinion on the eligibility of lead applicants, co-applicants, affiliated entity(ies), an action or specific activities.
Rules on eligibility for this call for proposals are mentioned in point 2.1 of the GfA.

Question 2:
The Association is non-governmental organization with headquarters in Veles, and work at the territory of Republic of Macedonia, providing training, exchange of information, good practices, knowledge, experiences and development in the area of financial management and control and internal audit in the LSGUs, budgets and budget users, public enterprises and other entities from the public sector.
The Association is interested in applying at the call Cross-Border Cooperation Programme Kosovo- former Yugoslav Republic of Macedonia under IPA II 2014 and 2015 allocations (EuropeAid/156446/DD/ACT/XK).
With this message we would like to ask are we eligible for applying on this call?

Answer 2:
Please refer to Answer 1.

Question 3:

• a. Can the contribution be from non-EU subjects?


• b. Section 2.2 of the Guideline summarizes the mode of application. My question is what is the form of application - when does the contribution needs to be shown i.e. during the application phase or after the approval of the Project?


• c. What is the subject for which the Bank Guarantee applies?


• d. Section 2.1.1 of the Guideline describes the eligibility of applicants. Just to be sure, can a public enterprise (in this case, from Macedonia) and a private consulting firm apply and are eligible for this call of proposal?


• e. What is the personal financial participation of the public enterprise and the private consulting firm?

 

Answer 3:

• a. In regard to the co-funding of the applicant, please see point 1.3 of the GfA: The balance (i.e. the difference between the total cost of the action and the amount requested from the Contracting Authority) must be financed from sources other than the European Union Budget or the European Development Fund.


• b. Please refer to point 2.2. of GfA. This is a restricted call with two steps. Concept notes, at a first step, must be submitted in accordance with the concept note instructions in the grant application form annexed to the guidelines (Annex A.1). Lead applicants invited to submit a full application following pre-selection of their concept note must do so using the full application form also annexed to the guidelines (Annex A.2).


• c. A financial guarantee may be requested to the beneficiaries of a grant contract in case the initial pre-financing payment after signature of the grant exceeds EUR 60,000 (see article 15.8 of the General Conditions-Annex II of the GfA).


• d. Rules on eligibility for this call for proposals are mentioned in point 2.1 of the GfA.


• e. In regard to the co-funding of the applicant, please refer to answer 3.a and Corrigendum 2.

Question 4:
We have two questions:

• 1. In a case of organizations which have head office and its branch offices (subsidiaries), is it possible to submit separate proposals by all offices?
  In our case, we have head office in Skopje, and subsidiary in Struga. Both offices have own stamps, separate archives, and different signers-representatives. Only the bank account is centralized in to one account for whole organization. Something similar as University-Rectorate and Faculties, where all finances are centralized in to rectorate, so the faculties does not have their own accounts and budgets.
  We are interested to submit project proposals with both offices, therefore we need confirmation from your site for the eligibility of both offices for applying in this call with two project proposals in cooperation with different partners (co-applicants)!


• 2. Within the eligibility criteria we didn’t recognized any limitation for the day of registering of organizations, as in previous calls where one year has been noted. Is there any limitation on the operational duration of applicant before the day of application or not?
  
  We are looking forward for your quick answer.

Answer 4:

• 1. Please refer to point 2.1.4 of the GfA:
  The lead applicant may not submit more than one (1) application under this Call for Proposals.


• 2. There is no limitation on the operational duration of the applicants or in the date of registering. However, the applicants and affiliated entities' operational capacity will be evaluated and in this regard they must have the management capacity, professional competencies and qualifications required to successfully complete the proposed action.

 

Question 5:
I would like to ask you if universities from Macedonia and Kosovo can be eligible partners for the 1st Call for Proposals for the Cross-Border Cooperation Program Kosovo * - the Former Yugoslav Republic of Macedonia 2014-2020.

Answer 5:
Universities are eligible as they enter in the category of civil society organisations and/or other youth education and/or small and medium enterprises (SMEs); (see point 2.1.1 of the GfA).

Question 6:
In the Guideline of the recently published call for applications there are listed institutions eligible for participation under this program. I have failed to identify that the universities are eligible for participation.
Page9, (2.1.1 Eligibility of applicants (i.e. lead applicant and co-applicant(s)))
(1) In order to be eligible for a grant, the lead applicant must:

• • be a legal person and


• • be established in either in Kosovo or the former Yugoslav Republic of Macedonia or and


• • be directly responsible for the preparation and management of the action with the co-applicant(s) and affiliated entity(ies), not acting as an intermediary and


• • be a specific type of institution or organisation such as:


• - Small and medium enterprises (SMEs);


• - Regional and local government institutions;


• - Civil society organisations (CSOs) ;


• - Business support centres;


• - Chambers of commerce;


• - Vocational education and training centres;


• - Professional tourism and cultural associations;


• - Schools and other youth education;


• - Regional development centres and agencies.

Please clarify the eligibility of the universities as in the current status, they do not exist.

Answer 6:
See answer 5.

Question 7:
Do lead applicant and/or co-applicant have to be established in Kosovo or Macedonia? (locally established with this meaning: "To be determined on the basis of the organisation’s statutes that should demonstrate that it has been established by an instrument governed by the national law of the country concerned and that its head office is located in an eligible country. In this respect, any legal entity whose statutes have been established in another country cannot be considered an eligible local organisation, even if the statutes are registered locally or a ‘Memorandum of Understanding’ has been concluded.")
Or, is it possible to be lead or co-applicant as locally registered branch if we are directly responsible for the preparation and management of the actions?
("be established in either in Kosovo or the former Yugoslav Republic of Macedonia or and be directly responsible for the preparation and management of the action with the co-applicant(s) and affiliated entity(ies), not acting as an intermediary")

Answer 7:
Lead applicant and/or co-applicant have to be established either in Kosovo or in the Former Yugoslav Republic of Macedonia.
Establishment is to be determined on the basis of the organisation’s statutes, which should demonstrate that it has been established by an instrument governed by the national law of the country concerned and that its head office is located in an eligible country. In this respect, any legal entity whose statutes have been established in another country cannot be considered an eligible local organisation, even if the statutes are registered locally or a ‘Memorandum of Understanding’ has been concluded.

Question 8:
Trying to identify most suitable method of equipment procurement, I am wondering if “bulk tendering” is allowed i.e. one partner prepares and executes the tendering procedure for both of the partners.

Answer 8:
Procurement rules to be applied by the grant beneficiaries during the implementation of the action are established in Annex IV of the GfA-"Contract award rules". Bulk tendering can be allowed as long as the procedure respects the principles in this Annex IV.

Question 9:
We are contacting you regarding important eligibility question in the Cross-Border Cooperation Programme Kosovo*- FYR of Macedonia under IPA II 2014 and 2015 programme.
According to the Guidelines for applicants 2.1.2 and 2.1.4 we cannot get the notion with certainty if the public Universities in Macedonia have the right to apply with one application only or with one application per unit (Faculty or Institute).
Namely, the Faculties and Institutes are affiliated entities with separate legal status but under the umbrella of the institution. In that regard, the project would be implemented by the faculty, but financial administration carried on by the University. As an applicant, we would have the faculty represented by the Dean, and approved by the Rector of the University.
Based on all of this, we would like to ask you for your interpretation on this situation.

Answer 9:
Please refer to point 2.1.4 of the GfA:
The lead applicant may not submit more than one (1) application under this Call for Proposals.
The lead applicant may not be co-applicant or an affiliated entity in another application at the same time.
A co-applicant may not submit more than one (1) application under this Call for Proposals
A co-applicant may not be the applicant or an affiliated entity in another application at the same time.
The affiliated entity(ies) may not take part in more than one (1) application.

Question 10:
In reference to the Cross-Border Cooperation Programme Kosovo*- Former Yugoslav Republic of Macedonia under IPA II 2014 and 2015 allocations (EuropeAid/156446/DD/ACT/XK), we’re sending the following questions:

• 1. Is partnership between a private company (LLC) as main applicant, and an non-profit as co-applicant allowed


• 2. In case the answer to question 1 is yes, then in terms of co-financing, what is the level of co-financing expected, if a non-profit is applying as a co-applicant?

 

Answer 10:

• 1. Please refer to point 2.1.1 of the GfA.


• 2. If non-profit eligible applicant applies together with profit making eligible applicant, percentage and financial support restrictions applicable to profit making applicants will apply (see Corrigendum 1.)

 

 

 

 

 

Question & Answers

Question 1:
In relation to call for proposal Europe Aid/156446/DD/ACT/XK Cross Border Cooperation Programme XK-MK could you please elaborate what result and achievement the Contracting Authority is expecting to achieve with the financial allocation of minimum 100.000 EUR and maximum 200.000 EUR, specifically EU contribution presented, in the guidelines having in mind the number of partners suggested to be part of the action? From our perspective the variation from 100.000 to 200.000 EUR for both countries it is a very low amount to reach the programme results?

Answer 1:
Referring to section 1.3. Financial allocation provided by the Contracting Authority, the minimum amount of 100.000 EUR and the maximum of 200.000 EUR are set based on European Union Office in Kosovo market research at regional and local level.
In regard to the question related to results and achievements: actions or operations under this call for proposals must fall under one of the specific objectives indicated in point 2.1.4 of the Guidelines for Applicants (GfA). Point 2.1.4 also indicates the results to be achieved under each specific objective.

Question 2:
The percentage (%) of con-financing in call for proposal under IPA I Programme 2007-2013 was 15%. Having in mind that association, NGO are not public profits making bodies the percentage of co-funding, minimum of 25% & maximum of 40 % for non profit making eligible applicants, and minimum 45% and maximum 49% for profit making eligible applicants, will be a huge problem for us to apply with such high % of co-financing. Does the Contracting Authority have accounted that this might be a problem?

Answer 2:
See corrigendum 2:
For LOT 1 (a) & LOT 2 (a) - non-profit eligible applicants

• • Minimum percentage: 60 % of the total eligible costs of the action.
• • Maximum percentage: 85 % of the total eligible costs of the action (see also section 2.1.5).


• In this regard the lead applicant's financial capacity is one of the selection criteria to be evaluated: the lead applicant must have stable and sufficient sources of finance to maintain their activity throughout the proposed action and to participate in its funding.

 

Question 3:
The 15 % of co-financing amount as presented in guidelines for all potential applicants in the Former Yugoslav Republic of Macedonia will be reimbursed by the Ministry of Local Self Government? What about the Kosovo side, can we expect to have equal treatment for us that are interested to apply?

Answer 3:
The Ministry of Local Self Government of the Former Yugoslav Republic of Macedonia, based on a national law, might cover the 15% of co-financing for this call for proposals. Such law does not exist in Kosovo and therefore the 15% co-financing by Kosovo Government is not foreseen.

Question 4:
Can you please tell us does the 2% for indirect cost apply for non profit making potential applicants?

Answer 4:
As indicated in GfA, point 1.3. Non-profit eligible applicants are allowed to request financial support for budget heading 8: Indirect costs up to maximum of 2%. For a definition of indirect costs please refer to point 2.1.5 of GfA and to article 14.7 of General Conditions (Annex II of the Guidelines.)

Question 5:
We would like to be informed in regard of the eligibility of application, emphasising in newly established SMEs or local NGOs?

Answer 5:
Please refer to GfA point 2.1.Eligibility criteria.

Question 6:
As stipulated in the guidelines for applicant it is clear what are the minimum is and maximum of EU grant contribution. Can you please tell us that amount of 200,000 EUR is the total amount for action or this is only EU contribution plus the co-financing percentage (%)?

Answer 6:
The minimum 100.000 EUR and maximum 200.000 EUR apply to the EU contribution (and no to the total amount.) Therefore, the co-funding is additional.

Question 7:
Who will do the evaluation of submitted applications? Kosovo, Macedonia or Brussels?

Answer 7:
As indicated in point 1.1 of the GfA, the European Union Office in Kosovo is the Contracting Authority for this call for proposals, thus it will be in charge of the evaluation of the concept notes and applications.

Question 8:
Please can you explain to us how the funds will be divided among partners/applicants? Should the main applicant be from Kosovo or from the former Yugoslav Republic of Macedonia? In IPA I programme they were two contracting authorities, in Shkup/Skopje and Prishtinë/Pristina?

Answer 8:
As indicated in point 1.1 of the GfA, the Contracting Authority for this call is the European Union Office in Kosovo. Therefore applicants must submit only one concept note/ one application (with one budget and one action for both countries), to the EU Office in Kosovo (trough Prospect). Once a grant contract is signed, the EU Office in Kosovo will transfer the funds to the bank account annexed to the grant contract.
As indicated in point 2.1.1 of the GfA, the lead applicant must be established either in Kosovo or in the Former Yugoslav Republic of Macedonia.

Question 9:
Recalling from IPA I Programme where we apply as well, in the 1st CFP launched in 2013 it was imposed that the Lead applicant should be from the Former Yugoslav Republic of Macedonia?

Answer 9:
The eligibility rules for lead applicants are not the same in all the call for proposals launched by the European Commission. The eligibility rules for this call (EuropeAid/156446/DD/ACT/XK) are stablished in point 2.1 of the GfA.

Question 10:
Will the requested funds needs to be divided for Lead applicant, co partner and potential affiliated entities?

Answer 10:
Please see reply 8: once a grant contract is signed, the EU Office in Kosovo will transfer the funds to the bank account annexed to the grant contract. The distribution of funds among the applicants and/or affiliated entities is an internal issue among them. However, as indicated in point 2.1.1 in GfA, in genuine cross-border operations, the applicant and co-applicant(s) shall cooperate in the development and implementation of the action. In addition, they shall cooperate in either the staffing or the financing of the action, or both.

Question 11:
What is the size of the grants for profit making potential applicants?

Answer 11:
Please refer to point 1.3. of the GfA: Financial Allocation provided by the Contracting Authority whereby is stipulated that:
Any grant requested under this call for proposals for LOT 1 (a+b) & LOT 2 (a+b) must fall between the following minimum and maximum amounts:

• • minimum amount: EUR 100,000
   
• • maximum amount: EUR 200,000

Any grant requested under this call for proposals must fall between the following minimum and maximum percentages of total eligible costs of the action:
For LOT 1 (b) & LOT 2 (b) - profit making eligible applicants:

• • Minimum percentage: 51 % of the total eligible costs of the action.
   
• • Maximum percentage: 55 % of the total eligible costs of the action

 

Question 12:
Can we support marginalized groups/families? By providing them with green houses, honey making equipment’s ect)

Answer 12:
Please do refer to sections 1.2 and 2.4 of the GfA, actions or operations must fall under only one of the programme specific objectives of the lots, and will have to prove their contribution to attain one or more of their expected results as described in GfA.
Under this section please see also: Applicants may not propose financial support to third parties therefore sub-granting is not allowed under this call for proposals.

Question 13:
Should the co-applicant be registered in PADOR?

Answer 13:
Please refer to GfA section 2.2. How to apply and the procedures to follow whereby it’s stipulated:
Please note that the registration of this data in PADOR is obligatory for this call for proposals:
Concept note step: Registration is obligatory for lead applicants applying for EU contributions of more than EUR 60 000.
Full application step: Registration is obligatory for co-applicant(s) and affiliated entity(ies). Lead applicants must make sure that their PADOR profile is up to date.

Question 14:
If there are two potential applicants that working on the same matter /subject, and there is lack of law enforcement can that be seen as potential activity in project proposal?

Answer 14:
The Contracting Authority is not in the position to answer such question (see point 2.2.4 of the GfA: to ensure equal treatment of applicants, the contracting authority cannot give a prior opinion on the eligibility of lead applicants, co-applicants, affiliated entity(ies), an action or specific activities). However, an indicative list of activities which may be funded under this call for proposals is included in the GfA, point 2.1.4.

Question 15:
Can a NGO from the countries that are members of European Union be our partner?

Answer 15:
Please see section 2.1.1 Eligibility of applicants (i.e. lead applicants and co-applicants):
Lead applicant:
(1) In order to be eligible for a grant, the lead applicant must:

• • be a legal person and
   
• • be established in either in Kosovo or the former Yugoslav Republic of Macedonia or and
   
• • be directly responsible for the preparation and management of the action with the co-applicant(s) and affiliated entity(ies), not acting as an intermediary a

Co-applicant(s):
The applicant must act with at least one co-applicant as specified hereafter. Co-applicants participate in designing and implementing the action, and the costs they incur are eligible in the same way as those incurred by the lead applicant.
If the lead applicant is established in Kosovo* at least one co-applicant must be established in the Former Yugoslav Republic of Macedonia, and vice versa. The maximum number of co-applicants that could be involved in the action is three (3).

Question 16:
Can a NGO registered in the Former Yugoslav Republic of Macedonia but their HQ it’s on the other countries apply under this call? As under the call with Montenegro there is footnote that gives explanation on this matter? Additionally can the ministries and state agencies apply for this call?

Answer 16:
Please see section 2.1.1 Eligibility of applicants (i.e. lead applicants and co-applicants).
In regard to the footnote under the call in Montenegro, as indicted in reply 9 above: The eligibility rules for lead applicants are not the same in all the call for proposals launched by the European Commission.

Question 17:
Can NGO and SME create partnership and apply? How about 2% of indirect costs, how the co-funding will be calculated as it various within non-profit and profit making potential applicants?

Answer 17:
Partnerships between SME and NGO are allowed under this call.
In regard to the question related to indirect costs, please refer to Corrigendum 1 published on the 4th July: If non-profit eligible applicant applies together with profit making eligible applicant, in this case percentage and financial support restrictions applicable to profit making applicants will apply.

Question 18:
Which are the indirect costs? How they are presented in GfA?

Answer 18:
Please refer to Section 1.3 Financial Allocation provided by the Contracting Authority under size of grants:
For LOT 1 (a) & LOT 2 (a) - non-profit eligible applicants

• • Minimum percentage: 60 % of the total eligible costs of the action.
   
• • Maximum percentage: 85 % of the total eligible costs of the action (see corrigendum 2)

Note: Non-profit eligible applicants are allowed to request financial support for budget heading 8 indirect costs up to a maximum of 2%.

• • For LOT 1 (b) & LOT 2 (b) - profit making eligible applicants
   
• • Minimum percentage: 51 % of the total eligible costs of the action.
   
• • Maximum percentage: 55 % of the total eligible costs of the action

Note: Profit making eligible applicants (i.e. SMEs, economic operators etc.) cannot request financial support for the following budget headings according to the budget template:

• 1.Human Resources
   
•  4. Local office
   
• 8. Indirect Costs

The definition of indirect costs is given in Section. 2.1.5 of the GfA and in Article 14.7 of the General Conditions (Annex II of the GfA.)

Question 19:
In case of partnership among SME and NGO? What are the best scenarios having in mind the different rules for profit making applicants and those that are not profit making?

Answer 19:
If non-profit eligible applicant applies together with profit making eligible applicant, percentage and financial support restrictions applicable to profit making applicants will apply (see Corrigendum 1.)

Question 20:
Please tell us which are the marginalized groups specified in GfA?

Answer 20:
Please refer to GfA section 2.1.4. : Actions should demonstrate an inclusive approach toward specific groups, for example but not exclusively: children, elderly, disabled, women, minorities etc. The implementation of the action should be based on the principles of equal treatment in order to avoid discrimination based on ethnicity, gender, nationality, age, sexual orientation, language or religion.

Question 21:
Are the consulting companies eligible to apply or to become partners, for example to do feasibility studies established in the Former Yugoslav Republic of Macedonia?

Answer 21:
Please refer to section 2.1.1 Eligibility of applicants (i.e. lead applicants and co-applicants).
And please note that actions should have an impact in both sides of the border.