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Action Planning network Call

Do non-city partners count in the 7-10 project partners or do they count in addition to city-partners?

Non-city partners are full project partners so they are to be counted in the 7-10 project partners. Like any city-partner, a non-city partner would have to participate in the project, take on roles and implement activities as indicated in the work plan, more especially they commit to participate in the transnational meetings planned, to set up an URBACT Local Group and work with key stakeholders to co-produce an Integrated Action Plan (final local output) and to contribute to the delivery of expected outputs at both network and local levels.

As full partners, they count in the balance of cities from EU regions; the partnership shall include at least 3-5 (city and non-city) partners from less developed regions (depending on the total number of partners).

Is it possible to include a partner and a non-city partner (e.g. University) from the same country?

It is a question of relevance of partners, rationale and added-value of the proposed partnership (why it makes sense to integrate the university as a full project partner and not as a member of the URBACT Local Group for example? why this city partner needs the University to respond to their specific needs and policy challenge addressed by the network? etc.). It shall be duly justified and clearly explained in the application; this will be assessed by the external assessment panel using the assessment criteria as outlined in the Terms of reference of the call.

Are there some basic lead expert profile qualifications that should be covered?

During Phase 1, approved Action Planning Networks will be supported by a validated URBACT Lead Expert which contributes to the design and implementation of the network methodology, reviewing the suitability of partners, coaching support for the exchange and learning process and the identification and sharing of learning outputs.

In Phase 1, Lead Experts will support network partners with the following tasks:

  • Producing the Baseline study to be used as a key input for the Phase 2 Application
  • Supporting Lead Partner and Project Partners in defining the transnational exchange and learning methodology and work programme for Phase 2
  • Supporting partners in identifying the key stakeholders to be involved in the URBACT Local Group
  • Supporting Lead Partner and Project Partners in organising and delivering transnational meetings to be held during Phase 1
  • Delivering an article for outlining the Network’s core business, challenges and partners’ profiles based on the URBACT Writing Guidelines
  • Supporting the Lead Partner with the content for the Phase 2 Application set out in the Baseline Study.
    The Lead Expert will be the person responsible for the production of the Baseline Study. In this perspective the Lead Expert shall visit all partners.

In their application form, project applicants should generate a profile of the skills and experience required from their Lead Expert. In many cases these will be generic, including:

  • Experience in working with complex transnational partnerships
  • A track record in getting results
  • Expertise in the design and use of partnership tools and exchange and learning methodologies
  • A commitment to the URBACT principles of participation and integrated approaches
  • Relevant thematic knowledge
  • Solid facilitation skills
  • Coaching skills
  • Perfect spoken and written English
    In some cases, applicants may have specific additional competencies in mind when considering their expertise requirements.
Should ad hoc experts be proposed in Phase 1?

Not in Phase 1.

In addition to the Lead expert, further ad hoc experts shall also be selected to deliver specific services not provided by the Lead expert.

Ad hoc URBACT Experts may also be recruited (in Phase 2 only) to provide support on specific needs identified by networks concerning the methodology for exchange and learning, thematic expertise or support to local partners.

They may be appointed from the dedicated expertise budget.

Each network shall have a maximum allocation of EUR 127,500 to cover the costs of expertise over the lifetime of the project (Phase 1 and Phase 2). This expertise budget is in addition to the network budget.

In Phase 2, the allocation of days to the Lead expert shall not exceed 80% of the total days remaining at the end of Phase 1. Therefore a minimum of 20% of the available days shall be allocated to ad hoc experts supporting the network from the dedicated expertise budget in addition to the network budget so within the envelope of EUR 127,500 to cover fees/days of expertise only. Travel and accommodation costs for Lead and ad hoc Experts must be covered by the network budget (usually mainly covered by the LP budget but could also be covered by partners' budgets if for example going to a transnational meeting hosted by a partner).

Shall the budget relate to the Phase 1 activities?

Yes, the budget for Phase 1 only has to be input into the Phase 1 application so a total budget up to 150,000€ (ERDF and local co-financing included).

Which costs are eligible before and during the project?

First of all, no preparation costs are eligible. That means that you cannot get reimbursed from hiring external consultants for instance to help you in preparing your Application Form. Costs will be eligible starting from 2nd September 2019.

Now, concerning the eligibility of costs during the project’s life (Phase 1 and Phase 2), we invite you to read the Factsheets 2E (Network Management) and 2F (Financial Management and Control) of the Programme Manual (available on the URBACT website) which provide more information about the eligible costs and the claim procedures, types of documents to be provided to get reimbursement, etc.

Is there a possibility to get an advance from the Programme? How does the ERDF refunding procedure works?

Please note that the URBACT programme doesn’t give you money in advance. All costs must be paid first and are then to be claimed. The reimbursement by ERDF is made after each reporting period based on the costs claimed by each partner. It is the responsibility then of the Lead Partner to refund the ERDF due to its partners.

Of what is the budget composed? How is the ERDF amount due to the network calculated?

When preparing your budget, please note that as stated in the Terms of Reference, 150,000€ is the maximum you can allocate for Phase 1. If your budget exceeds this sum, your network’s proposal will not be eligible and therefore won’t even be assessed.

The total budget of maximum 150,000€ for Phase 1 is comprised of local co-financing and of ERDF.

Depending on your partnership, the ERDF co-financing rate can vary depending on the cities forming the partnership: 85% for cities coming from a less developed or transition region and 70% for cities coming from a more developed region.

The complementary local co-financing has to be borne by the LP/PP institutions. The local co-financing is formalised in the form of letters of commitment to be submitted as part of the application package. These letters of commitment are to be found in Annex 2 and 3 of the Terms of Reference, filled in and signed by each partner.

Can we fill in the Application Form in Synergie-CTE in several steps (on several days)?

A unique login and password are linked to a network proposal in the Synergie-CTE system. This is an online system; therefore, you can come back to it any time to keep on completing it and work on your application at any time until the submission deadline. Nevertheless, do not forget to SAVE the information before going to next chapter, otherwise the information will not be saved.

You are welcome to draft your application using the other following files (Budget Phase 1 and Application Form) which are meant to help you with the preparation of your network’s proposal, but keep in mind that the formal application needs to be submitted through the online Synergie-CTE system.

Anyhow, please be careful: the system might get overloaded and thus could be slower so avoid last minute online completion to ensure that your application is submitted properly and on time by the deadline 17 April 2019, 15:00 pm (CET).

Note that a webinar will be specifically dedicated to last chance troubleshooting - especially in relation to SYNERGIE-CTE online application platform related questions on 11 April 2019, 14:00 – 15:00 pm (CET).