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Agri-Food Quest Project Proposal
Agri-Food Quest invites its members to put proposals forward for its second call before 10th
May 2016. This project call is limited to projects less than £250,000 in total cost and/ or less
than 2 years in duration.
For criteria details, please refer to Annex 1.
For allowable costs, please refer to annex 3 and 4.
Agri-Food Quest Reference Number:
To be updated by Agri-Food Quest Administration
1. Project details
Project title
Project summary (max 250
words)
Project details including
existing knowledge,
uniqueness of the proposed
solution(s) (max 1000
words)
What is the problem or
opportunity which the
project aims to address?
(max 250 words)
Which theme(s) does this
project align within the
Research Strategy (Cf Annex
1 & 2) – Please describe how
(max 250 words)
Project deliverables and
duration
Please attach individual organisation project plan with milestones in an annex.
Issued : 10th February 2016
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2. Participating organisations
2.1 Industrial (minimum 3 company members)
Company Names
Registered Addresses
Contact names and
position in the company
Contact telephone and
email
1
2
3
4
5
2.2 Research Organisation(s)
Research Organisation
Entity undertaking the
research (School, Research
cluster, Division)
Name of principal
investigator
Contact telephone
and email
1
2
3
2.3 Key staff with responsibility for project management
Note: a Minimum of one project manager (Project Investigator) from a research
organisation and one company champion is required for the project.
Name
Issued : 10th February 2016
Position
Organisation
Contact details
funded by
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3. Project costs
Please detail below the total project costs. Individual company and research costs to be detailed separately.
3.1 Total Research Organisation costs (Research organisations)
Year 1
Year 2
Year 3
Total
Labour
Overheads
Consultancy
Sub-Contract
Materials
Other (IP/Travel)
Total
3.2 Total Research Expenditure (Industry)
Year 1
Year 2
Staff Costs
Owner / MD
Senior Manager
Manager
Senior Technician
Technician
Administration
Finance / Legal
Year 3
Total
Total Staff Costs
Non Staff Costs
Equipment
Consultancy
Sub-Contracting
Licenses
Consumables /
Materials
Flights and
Accommodation
Other
Total non-staff
costs
Year 1
Year 2
Year 3
Total
Please attach individual organisation project costs in an annex.
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4. Scientific Quality and benefit to the Research Organisation(s).
Research to be conducted under Agri-Food Quest must be sound research, originating from a
scientifically excellent programme. The level of innovation and the benefit the research organisation
should be stated. Please provide details below. (max 500 words)
5. Commercial Potential / Exploitation
The commercial potential of the idea including: potential benefits to customers, market need (size of
market, geographic spread and potential value, nature of competition, any gaps in knowledge),
impact to Northern Ireland economy (environment, labour market, inward foreign investment,
export…). Please provide objective evidence to support. When appropriate a Net Present Value
calculation will be submitted. (max 500 words)
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6. Added Value:
The application must describe how Agri-Food Quest funding will enhance the prospect of
commercialisation and/or increase the value of the technology. There must be evidence to indicate
that the project is cost effective and that funding is likely to increase the prospect of significantly
greater exploitation (Max 500 words)
7. Intellectual Property.
The default position is that any IP will be owned by the Research Organisation(s). Please note any
background IP or issues. Please include any foreground agreement that has been agreed (which part
IP will be taken by which organisation incl. exclusivity…) (Max 500 words)
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8. Project risks.
Please outline the risks associated with this project and how they are to be mitigated
Application signed by an authorised signatory of each organisation party to this application:Name
Issued : 10th February 2016
Position
Organisation
Signed
Date
funded by
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Annex 1 : Success Criteria (For Reference Only)
Successful proposals will have the following characteristics
1.
2.
3+ member companies.
For proof of concept projects requiring less than £50,000 and less than 1 year in duration will require
a minimum of 2 member companies.
3. Project linked to one of the 5 research themes (cf Annex 2 for detail).
4. Within these 5 themes, the industry has identified 4 areas of interests :
a. Human health and diet
b. Animal production optimisation
c. Shelf-life extension
d. Track & trace from farm to fork.
These areas will be given higher ratings for approval.
5. The collaboration partners provide the right skills to create a solution
6. The problem or the opportunity is clearly identified
7. Cost is within the call max cost of £250,000 / project
8. Project is less than 2 years in duration.
9. The project proposal is forwarded to the Agri-Food Quest Manager before 18pm on 10th May 2016.
An email to confirm receipt will be sent to the author by the AFQ manager.
10. The impact to NI economy is clearly identified.
11. Commercialisation plan is well thought through.
12. IP management has been identified and agreed among collaborators
13. Risks are clearly evaluated.
14. The scientific approach is sound.
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Annex 2 : Agri-Food Quest Research Themes (For Reference Only)
STRATEGIC R&D THEME 1
HYGIENE & SHELF-LIFE EXTENSION
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Non-thermal technologies for improved hygiene during processing or packing
Novel interventions for product/produce sanitisation
Bio-preservation
Modified atmospheric packaging & packaging materials for extended shelf-life
Novel methods to prevent browning
Advanced packaging materials
SMART packaging
STRATEGIC THEME 2
INNOVATIVE PROCESSING & PACKAGING
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Controlling environmental pollution and odours
Rapid, in-line micro-particle measurements
Nano-particles for nutrient protection during processing & delivery
Advanced heating & cooling technologies
In-line measurements
Advanced microwave technologies
Low-temperature extrusion methods
STRATEGIC R&D THEME 3
INNOVATIVE PRODUCTS & CONCEPTS
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Animal feed additives to promote intestinal integrity & feed conversion efficiency
Functional feeds and foods
Methods for ensuring/protecting provenance
Methods to improve the health benefits of food
Modern convenience foods for export markets
STRATEGIC R&D THEME 4
SAFETY & TRACEABILITY
 Emerging risks - assessments, baseline studies and identification of critical control
points
 Methods for food authenticity
 Rapid detection methods for feed bio-security and food safety (chemical, viral,
microbial)
 “Dry” sanitisation technologies
 Acrylamide issues in cooked/baked products
 Full traceability from farm-to-fork
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STRATEGIC R&D THEME 5
BI-PRODUCTS & SUSTAINABILITY
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Creating value from bi-products
Waste mapping
Nitrate and phosphate reduction
Extraction of bioactive ingredient from food production waste / bi-products
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Annex 3 :
Competence Centre Programme Industry In-Kind Contributions
In-Kind Contribution
Labour costs –
PAYE
Evidence Required

P60

Timesheets
Notes
All timesheets must be signed
by employee and authorised
by a manager.
Hourly rate will be verified
by Invest NI at least once
during the project (depending
on project duration).
Labour Costs –
Non-PAYE

HMRC Returns for self-employed
or
Completed Dividends/ Drawings
Schedule
Labour Costs – Nonsalaried*

Timesheets

Contract of employment
or
Job Description.
Raw Materials/
Consumables
Equipment
Depreciation

Timesheets

Original Invoice

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Invoice for the equipment
Equipment listing on asset register.
Copy of Depreciation Policy

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Rental contract
Inventory list of the rented
equipment.
User logs for equipment.
All timesheets must be signed
by employee and authorised
by a manager.
Hourly rate will be verified
by Invest NI at least once
during the project (depending
on project duration).
All timesheets must be signed
by employee and authorised
by a manager.
Hourly Rate Agreed with
Invest NI at project outset.
*Currently under review.
Materials consumed directly
on the project.
Rented Equipment
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Equipment Running
Costs
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Runtime and/or downtime reports
User logs for equipment
Running cost calculation
Evidence based methodology
for determination of running
costs must be verifiable.
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Original Materials Invoice.
Evidence of labour costs and/or
equipment use associated with
processing verified as above.
For equipment used on
project, downtime will be
eligible as would the staff
costs incurred during
downtime.

Original invoice to show material
was bought into stock
Stores Requisition – order sheet to
show the quantity of material
taken from stores. The cost price
per unit will be replicated from the
original invoice to the stores
requisition.
Items from Stores may be
supported if they can be
demonstrably apportioned
back to the original purchase
and complete stores
requisition records are
maintained.
Invoice showing licence fees
Where a piece of software is
required specifically for the
project, then the full cost of
this software will be eligible
and this will be supported by
an invoice.
Processed Materials
Materials from Stores

Software

Annual licence fees will be
applied pro-rata to software
usage or project duration.
Training
Issued : 10th February 2016

Staff time/materials associated
with training
or

Evidence of cost charged to
external candidates on training
course – this will be supported via
an invoice
Where staff time and
materials this will be backed
by salary requirements,
materials will be backed by
invoiced costs.
funded by
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Data

Cost associated with generating
the data (in-house) or invoice
showing cost of purchasing of data
from third party.
Data must be shared directly
with all project partners or be
of benefit to the majority of
project partners through use
in the project.

Invoice showing cost incurred by
company in protecting or licensing
IP.
IP must be shared with
project partners or be of
benefit to the majority of
project partners through use
in the project.

Travel Claim form, appropriately
authorised.
Invoices/receipts
IP
Travel Expenses

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Annex 4 : Competence Centre Programme Eligible Costs
Eligible Research costs – Competence Centre Programme
Expenditure
Eligible
Not Eligible
Notes
Labour costs –
Wages &
Salaries
To be eligible for support
staff must be employees of
the university / research
institute and paid through
the payroll system. All staff
must maintain timesheets
detailing the hours worked
on the project and activities.
All timesheets must be
signed by employee and
authorised by a manager.
All other employment
costs – e.g.
performance related
bonus, car allowances,
healthcare costs etc,
are not eligible for
support.
In all instances there
should be a clear audit
trail created for staff
costs from timesheet
to payroll record to
payment by employer.
Eligible Salary Costs =
Gross Salary + Employers
National Insurance
Contribution + Pension
Contributions.
Overheads
Overhead payments are
provided to cover the
costs such as employing
staff not directly engaged
on the project and non
staff costs e.g. heating,
lighting, insurance, rates
and other accommodation
costs.
Costs that would
normally be
considered an
overhead are not
eligible to be claimed
under any other
subheading.
Overhead are payable
up to a maximum rate
46% of direct labour
costs.
Consultancy
costs
Third party consultancy
costs associated with
technical and design
aspects of the research
project are eligible for
support.
Companies or persons
associated with the
Competence Centre
cannot be used as
consultants. In the
case of a competitive
tender, member
companies may bid to
provide their service.
If the tender is
awarded to a member
company, that
company is excluded
from preferential
For the purposes of
spend under a grant
from Invest NI,
CPD’s procedures
should be adhered
to. PGN 04/12 and
PGN 05/12 provide
specific detail on
the procedures to be
followed.
A recommended
maximum daily rate of
£700 applies.
Issued : 10th February 2016
Please note –
If/when CPD
funded by
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Universities will be required
to provide proof of
compliance with relevant
procurement rules.
access to any IP
generated within that
specific project.
University employees
cannot provide
consultancy services
to the Competence
Centre projects in a
personal capacity.
guidance is updated
it is the Grant
Recipient’s
responsibility to
ensure adherence to
the new Guidelines.
Consultancy costs
exceeding the daily
rate maximum of
£700 will not be
eligible for support
unless this would
exclude inputs from
those most qualified,
experienced and able
to assist with the
project. This should
be duly documented.
Single Tender Actions
should be avoided for
appointments.

Sub-contracting
charges
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Sub Contract costs
relate to work carried
out by third party
organisations that are
not part of your
project. You may sub
contract work that is
essential to the
success of your
project where it would
not be cost effective to
develop in – house
skills for your project.
Sub contract services
supplied by
associated companies
/ organisations should
exclude any profit
element and be
charged at cost
Members companies
or persons associated
with the Competence
Centre cannot be used
as sub-contractors.
University employees
cannot provide subcontracting services to
the Competence
Centre projects in a
personal capacity.
*Inter-departmental
Charging
Universities will
be required to
provide proof of
compliance with
relevant
procurement
rules as above.
*Inter-departmental
charging e.g. use of
equipment in another
department will only
be supported at the
actual cost to the
university (not the
charged out rate).
University must
demonstrate how the
rate is calculated. If
projects require use of
internal equipment in
another department
the reimbursement
rate should be agreed
upfront with Invest NI
before costs are
incurred.
funded by
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Travel /
Accommodation
& Subsistence
Where it is deemed
necessary
for
the
purposes of the research,
assistance will be provided
in relation to the cost of
travel, accommodation &
subsistence on the part of
university personnel.
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Such assistance will
be restricted to claims
for reasonable costs
of Receipted Travel
(Air/Boats/Trains/Carhire) and
Accommodation.
Issued : 10th February 2016
All international travel
requires Invest NI
preapproval
and
Invest NI will wish to
be satisfied as regards
the
number
of
individuals travelling,
the
location
or
organisation to be
visited, the proposed
duration of the visit
and the aims of the
visit. All travel costs
must
be
directly
related
to,
and
essential for, the
effective delivery of
the project.
Certified travel claims
must be retained and
must show the actual
cost
for
each
participant for each
day. Only actual costs,
up to a maximum of
mileage at the public
sector rate per mile or
economy class travel
on public transport
may be claimed.

The costs of materials
/ consumables to be
consumed directly on
the project are eligible
costs, providing that
they are purchased
from third parties.

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
In exceptional cases
HMRC Hotel rates
may be exceeded for a
duly justified business
reason. This must be
documented and
approved by Invest NI
at the time of preapproval of travel.
Subsistence costs not
exceeding HMRC
worldwide subsistence
rates.

Materials /
Consumables
Subsistence Costs
exceeding the HMRC
worldwide subsistence
rates (even if
receipted and paid by
the university.)
HMRC Rates
Software that you
have purchased
specifically for use
during your project
should be included in
materials. However if
you already own
software which will be
used in the project,
only additional costs
incurred & paid
**Items from
stores
Universities will be
required to provide
proof of compliance
with relevant
procurement rules.
**Items from Stores
may be supported if
they can be
demonstrably
apportioned back to
the original
purchase and
complete stores
requisition records
are maintained.
Only unit cost will
be supported i.e.
mark up cost from
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between the start and
end of your project will
be eligible. Examples
of costs that may be
eligible are those
related to the
preparation of disks,
manuals, installation,
training or
customisation.
Instruments and
Equipment
Costs of small instruments
and equipment (typically
less than £1000 in value)
which are consider necessary
for the project are eligible
for support. Typical
examples might include data
acquisition hardware, or lab
scale power supplies etc.
the stores will not
be reimbursed.
Method of
calculating the unit
cost is required.
Typically equipment
that would be
considered as capital
investments or
equipment that would
retain much of it value
and useful life after
the project is
completed is deemed
ineligible for support.
If the university is not
declaring the
instrument/equipment
as an asset in their
accounts; the costs are
project specific and
they pay up-front,
then Invest NI will
reimburse up-front.
If the university is
claiming the
instrument/equipment
as an asset in their
accounts – i.e. item is
depreciated in line
with company
accounting policy then
it is only eligible
under Equipment
Depreciation.
Equipment
Depreciation
Depreciation of larger
instruments (typical value
greater than £1000) that are
claimed as an asset in the
university accounts will be
reimbursed on a claim by
claim basis in line with the
depreciation policy of the
university.
When the equipment
is not for exclusive
use on Competence
Centre projects, the
eligible costs will be
apportioned
accordingly.
Depreciation of
existing equipment
(purchased prior to
commencement of the
project) will be
eligible for support
only if appropriate
evidence can be
provided
demonstrating (i)
Current Net Book
Value, (ii)
Apportionment
Policy, (iii)
Equipment runtime
reports demonstrating
use for project.
IPR Costs
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The cost of initial registration
of patent applications and
costs associated with patent
and information searches, are
eligible for support
Any patent costs
beyond the initial
filing are ineligible
Competence Centre
Funding will not
Assistance will be provided provide assistance in
in this respect where the relation to any
purchase of a licence is litigation proceedings
essential to the project, and
where further development
will be required during the
course of the project.
Assistance in this respect
may only be approved for a
portion of the total licence
fee, commensurate with the
duration of the project.
Audit
Certificates
Cost of Auditor’s reports
required to accompany
claims to Invest NI.
Recruitment
Costs
Advertising costs associated
with the recruitment of new
staff are eligible for support.
Issued : 10th February 2016
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