Cohesion Policy 2007 – 2013
Operational Programme II
Empowering People for More Jobs and a Better Quality of Life
European Social Fund
Application Form
CALL 14 – PA 4
Title of the Project: (max 10 words)
Name of Applicant Organisation:
Line Ministry (if Applicable):
For office use only – Ref no. ______
Operational Programme II – Cohesion Policy 2007-2013
Empowering People for More Jobs and a Better Quality of Life
Part-financed by the European Union
European Social Fund (ESF)
Investing in your future
Table of Contents
Executive Summary .................................................................................................................. 4
Priority Axis - ............................................................................................................................. 4
SECTION 1 – THE APPLICANT................................................................................................................5
1.1 Organisation’s Details ........................................................................................................ 5
1.2 Type of Organisation .......................................................................................................... 5
1.3 Legal status ......................................................................................................................... 5
1.4 VAT Status ........................................................................................................................... 6
1.5 Involvement of any other Organisation (Local or Transnational) .................................. 6
1.6 Institutional Framework ...................................................................................................... 8
1.6.1. Experience in EU Funded projects ..............................................................................................8
1.7 Co-ordinating body (where applicable)............................................................................. 9
SECTION 2 – OPERATIONAL PROGRAMME ......................................................................................9
2.1 Priority Axis ......................................................................................................................... 9
2.2 Operational Objectives ....................................................................................................... 9
2.3 Focus Area of Intervention ................................................................................................. 9
2.4 Links with the Priority Axis, Operational Objective/s and Focus Area/s Selected .... 10
SECTION 3 – PROJECT DETAILS .........................................................................................................11
3.1 Project Title [maximum of 10 words] .............................................................................. 11
3.2 Project Intervention Code ................................................................................................ 11
3.2.1
Code by Priority Theme .........................................................................................................11
3.2.2
Code by Economic Activity ....................................................................................................11
3.4 Project Purpose ................................................................................................................. 12
3.5 Background and Justification .......................................................................................... 12
3.6 Results ............................................................................................................................... 13
3.6.1 Results - Gozo .............................................................................................................................13
3.7 Activities ............................................................................................................................ 13
3.7.1 Activities - Gozo ..........................................................................................................................13
3.8 Project Duration ................................................................................................................ 13
3.9 Target Groups .................................................................................................................... 13
3.9.1 Target Group to be Supported by the Project .............................................................................13
3.9.2 Type of Project ............................................................................................................................14
3.10 Participants’ Eligibility and Selection Criteria ............................................................. 14
3.11 Other related activities ................................................................................................... 14
3.12 Performance Indicators .................................................................................................. 15
3.12.1 Output and Result Indicators ....................................................................................................15
3.12.2 Verification of Output/Result Indicators ...................................................................................15
3.12.3 Impact Indicators ......................................................................................................................16
3.12.4 Verification of Impact Indicators ..............................................................................................16
3.12.5 Other Targets ............................................................................................................................16
SECTION 4 – NATIONAL PRIORITIES ................................................................................................17
SECTION 5 – EUROPEAN EMPLOYMENT STRATEGY AND NATIONAL REFORM
PROGRAMME............................................................................................................................................17
5.1 Community Strategic Guidelines/ Integrated Employment Guidelines ....................... 17
5.2 National Reform Programme ........................................................................................... 17
SECTION 6 – HORIZONTAL PRIORITIES ..........................................................................................18
6.1 Equal Opportunities .......................................................................................................... 18
6.2 Sustainable Development ................................................................................................ 18
SECTION 7 - FINANCIAL DETAILS (INDICATIVE) ..........................................................................19
7.1 Estimated Budget Breakdown (In Euros) ....................................................................... 19
7.2 Revenue Generation (all figures must be quoted in EUR) ............................................ 20
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7.3 Other Community financing sources .............................................................................. 21
SECTION 8 – CONTRACTING AND IMPLEMENTATION ...............................................................21
8.1 Procurement Table ............................................................................................................ 21
8.2 Implementation Schedule ............................................................................................... 23
8.3 Contracting and Disbursement Forecast Schedule (incl. VAT) ................................... 24
8.3.1 Projects with total costs above €1 million ................................................................... 24
8.3.2 Projects with total costs below €1 million ................................................................... 25
8.4 Planning and Environmental Permits ............................................................................. 27
SECTION 9 – STATE AID .........................................................................................................................27
SECTION 10 – PUBLICITY ......................................................................................................................29
SECTION 11 – ADDED VALUE ...............................................................................................................32
SECTION 12 – READINESS .....................................................................................................................32
SECTION 13 – SUSTAINABILITY OF THE PROJECT .......................................................................33
SECTION 14 – CONDITIONALITY AND RISKS ..................................................................................33
SECTION 15 – ADDITIONAL INFORMATION ....................................................................................34
SECTION 16 – DATA PROTECTION .....................................................................................................34
SECTION 17- DECLARATION ................................................................................................................35
SECTION 18- CHECKLIST OF ATTACHMENTS................................................................................36
APPENDIX I TO THE APPLICATION FORM ......................................................................................37
APPENDIX II TO THE APPLICATION FORM ....................................................................................38
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Executive Summary
Project Title (not more than 10 words)
The Applicant – Name of organisation
Priority Axis 
P.A. 4 – Strengthening of institutional and administration capacity
Non-Technical Short Summary of the Project/Project Phase
In the box below, give a short description of the Project to be used for the Structural Funds
Database
Project Time Frame
Start Date: _________________ / quarter of 20_________________
Closure Date: _________________ / quarter of 20_________________
Budget
Total eligible cost:
€ _____________
Total co-financing cost:
€ _____________
Total other non-eligible costs:
€ _____________
Total1 project costs:
€ _____________
Grant Requested:
€ _____________
1
The total sum of eligible and non-eligible costs
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Section 1 – The Applicant
1.1 Organisation’s Details
Name of Organisation
Postal address
Post code
Project Leader
Position within Organisation
Phone number
Fax number
Email address
VAT number (if any)
Contact Person
2
Position within Organisation
Phone number
Fax number
Email address
1.2 Type of Organisation
Choose from the list below:

Government Ministry or Department

Government Entity/Authority/Commission/etc

Other (please specify)________________________
1.3 Legal status
Choose from the list below:
2

Public sector organisation

Public equivalent body

Other (please specify) _____________________________
Cannot be same as Project leader
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Kindly provide one copy of the Deed of Foundation/Statute or equivalent Legal Act by which
the entity constituted.
1.4 VAT Status
1.4.1 Does the organisation have any sales on which VAT is charged or zero rated sales
(exempt with credit)?
Yes
No
If No, the organisation has no right of recouping VAT from the VAT Department.
If Yes, please provide a short description of the Sales on which VAT is charged:
1.4.2
Please identify whether the project is:
Yes
No
Partial
either directly related to the Sales on which VAT is
charged
or to sales which are zero rated (exempt with credit)
If Yes to either option, the organisation cannot charge VAT to the project but can recoup
VAT from the VAT Department.
If No to either option, the organisation can charge VAT as a cost to the project but does
not recoup VAT from the VAT Department.
If Partial to either option, the organisation cannot charge VAT to the project but can
recoup VAT from the VAT Department.
1.5 Involvement of any other Organisation (Local or Transnational)
Applicants should note that the Partnership (local or transnational) principle is important for
ALL ESF projects. Extra marks are given for projects having partnerships, especially
between public and non-public (e.g. NGO) organizations and also with transnational partners.
Applicant should demonstrate the expertise of the partner in the respective policy area. No
marks will be given for partner organisations that have no responsibility for implementation
within their remit.
Will any organisation other than the Applicant be involved in the implementation of the
project?
Yes
No
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If yes, fill in the details below:
Name of Organisation
Contact Person
Position within Organisation
Phone number
Fax number
Email address
Legal Status
 Public Organisation
 Public Equivalent
 Voluntary Organisation
 Other (please specify)
In the case of transnational partners, please identify the action that the project will support

Collaboration on a number of issues of mutual interest to enhance the activities
and performance of project promoters, and perhaps produce common results

Establishing and/or enhancing networks with a common affiliation such as
Social Partners to collaborate on matters ranging from information exchange to
common activities, products or policies

Twinning arrangements between institutions which facilitate the provision of
support between each other in addressing common issues
In the box below, please describe the role of the partners in the project (local and/or
transnational) in the project (in bullet format )
Will the partner organisation/s be receiving ESF funds?
Yes
No
If yes, please indicate the amount and the exact activity for which funds will be claimed (bullet
format).
Will the partner organisation/s be providing co-financing?
Yes
No
If yes, please indicate the amount, the exact activity (if this is specific) and source.
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NB: If other partners are involved please include the information requested above for the other
partners.
1.6 Institutional Framework
In the box below, clearly describe the institutional framework within which the project will have
to operate. Also please indicate who/which unit will be responsible to carry out the different
roles (procurement, payments, financial control, etc). Please also indicate the size and nature
of the organisation.
Institutional Framework
Furthermore, kindly provide details of the tasks to be assigned to the project manager/
administrator (if one is to be contemplated for the project) and the source of funds to be used.
Applicants must also describe the measures of control they intend to adopt in order to verify
the performance of external project management (given that responsibility remains in the
hands of the Beneficiary). [
Project Management
Please provide Project Organisational Framework (organigram)
1.6.1. Experience in EU Funded projects and/or similar projects
Identify and summarise any experience in EU funded projects or national/own funded projects
of similar nature and/or magnitude. Please include name of Programme, details of the
awarding body, year of award, name of project, amount of funds received, reference number
and overall assessment of the project’s implementation).
Name of
Programme
Details of
the
Awarding
Body
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Year of
Award
Name of
Project
Amount
of Funds
Received
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Reference
Number
Overall
Assessment of
the Project’s
Implementation
8
1.7 Co-ordinating body (where applicable)
Ministry
Director (Programme Implementation)
Phone number
Fax number
Email address
EU Fund Manager/ EU Officers/ and
/or equivalent position
Phone number
Fax number
Email address
Section 2 – Operational Programme
Identify and describe, from the ESF Operational Programme, the Priority and the Focus Area
of intervention that the project is intended to help deliver.
2.1 Priority Axis

P.A. 4 – Strengthening of institutional and administrative capacity
2.2 Operational Objectives
The project must contribute towards at least one Operational Objective within the Priority Axis
selected under section 2.1. Please choose the relevant objective/s from the grid below:
P.A. 4 – Strengthening of institutional and administrative capacity
A. To strengthen the efficiency and effectiveness of the public sector
B. To contribute towards the development of effective partnerships in a wide
range of policy areas
2.3 Focus Area of Intervention
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Applicants can select more than one Focus Area within the Priority Axis
P.A. 4 - Strengthening of institutional and administrative capacity
1. Supporting Public Sector Reform
2. Lifelong Learning for the Public Sector
3.
Strengthening the quality of employment services
4. Promoting a more effective social and civil dialogue in Malta
5. Innovative Activities
2.4 Links with the Priority Axis, Operational Objective/s and Focus
Area/s Selected
2.4.1 In the box below, give a brief description of how the project fits within the Priority Axis,
its Overall Objective, Operational Objective/s and Focus Area/s of intervention selected under
sections 2.2 and 2.3 respectively
2.4.2 Innovation and Transnationality
Is the project innovative?
Yes
No
If Yes, please explain how in the box below
Does the project have a Transnational Dimension?
Yes
No
If Yes, please explain how this adds value to the Project’s Innovative Activities
2.4.3 Below, please indicate if the project is contributing to Gozo’s socio-economic
development.
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Yes
No
If yes, please specify whether the project will contribute towards:
 Achieving a better skilled Gozitan labour force
 Creating job opportunities in Gozo
In the box below, briefly explain how the Project Activities will contribute to Gozo’s socioeconomic development and which actions will be taken in this respect. This information must
be supported by statistical data and research on Gozo and Malta.
Section 3 – Project Details
3.1 Project Title [not more than 10 words]
3.2 Project Intervention Code
3.2.1
Code by Priority Theme
From the list provided in the guidance notes, please identify the code by Priority Theme that is
most relevant for the proposed project.
If a project is relevant to more than one intervention code, please provide a percentage
allocation of the project cost towards each intervention code selected.
Category
Activities of the Project relating to the
selected code.3
Estimated % allocation of
the project cost
A clarification should also be provided as to which part of the project relate to the relevant
intervention code/s. Applicants are to avoid detailed fragmentation and focus on the code
most relevant to the general thrust of the project.
3.2.2
Code by Economic Activity
From the list provided in the guidance notes, please identify the code by Economic Activity
that is relevant for the proposed project. If the project is relevant to more than one economic
3
Please provide the list of activities as provided in section 3.7.
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activity, please provide the percentage allocation of the project cost towards each intervention
code selected.
Economic
Activity
Relevance to the project
Estimated % allocation of
the project cost
A clarification should also be provided as to which part of the project relate to the relevant
intervention code/s. Applicants are to avoid detailed fragmentation and focus on the code
most relevant to the general thrust of the project.
3.3 Project Objectives
In the box below, state clearly what the project is intended to achieve
3.4 Project Purpose
In the box below, state clearly the specific purpose of the project (in not more than 3 bullets)
including the direct benefit of the project for the target groups
3.5 Background and Justification
This section is extremely important as it provides the justification for using public funds for
the project. It is advisable to strictly follow the guidance provided in relation to this section.
In the box below, outline why the project is being undertaken. The Applicant should give
proof of demand and explain the need for the project including a summary (in the application
form) of the key findings of any: market research; statistical evidence of market failure;
statistical evidence of gaps in provision. Projects should be able to substantiate and quantify
this failure and also the demand that exists for the service/resource/support that they are
proposing. Applicants also need to be able to demonstrate that the project/solution being
proposed is the most appropriate and effective way of addressing this need. This could be
based on previous experience of a pilot project, for example.
Describe also the situation in Gozo if different from Malta.
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3.6 Results
In the box below, describe what will be achieved by the end of the project. Please note that
the results are NOT outputs (e.g. 20 people trained) or indicators but what will be achieved by
the end of the project. (See section 3.6 of Guidance Notes for examples). Results are to be
expressed in bullet format and quantified with baselines.
3.6.1 Results - Gozo
Please list separately any results that are specific to Gozo.
NB: Results are binding and contribute to the selection of the project. If they are not met,
there may be the case for full or partial recovery of funds.
3.7 Activities
In the box below, give a breakdown and description of the activities to be carried out and the
means to achieve them.
3.7.1 Activities - Gozo
3.8 Project Duration
Please indicate the duration of the project, together with its starting date and date of closure.

Start date:

Closure:
/quarter of 20
/quarter of 20
3.9 Target Groups
3.9.1 Target Group to be Supported by the Project
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Target groups should be focused in order to achieve maximum impact. The Applicant should
seek collaboration, where applicable, with those public bodies (e.g. ETC in case of
unemployed) that are directly mandated to address the selected target groups. This will
ensure financial concentration as well as avoid duplication of effort.
Please choose the target groups from the following options:
Priority Axis 4
Operational Objective A
Public Administration (organisations
and employees)
Operational Objective B
Socio-economic partners
Civil Society
3.9.2 Type of Project
Please select from the following options:

The project will support individuals

The project will support companies only

The project will support companies and their employees

The project will support companies, their employees and individuals not employed by
the company

The project will not directly benefit individuals or companies (for example this may be a
research project or may only be delivering capacity)

The project will support policy/policy reform
3.10 Participants’ Eligibility and Selection Criteria
ESF funds should be focused on those that will deliver the desired results and objectives.
Selecting the most appropriate participants for project activities is important to ensure best
use and optimum benefit of public money as well as facilitate measurement of impact of the
interventions.
In the box below please list the eligibility (what makes an interested participant eligible to
apply) and selection criteria (how the Applicant intends to rank and select participants).
Kindly specify if there will be any specific criteria aimed at ensuring Gozitan
participants and strengthening Gozo’s socio-economic development.
3.11 Other related activities
Identify and summarise linked activities being undertaken and/or that have already been
undertaken by the Applicant organisation and/or other parties in connection or in support of
the same project or policy. Please also identify which funds have been utilised for linked
activities.
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3.12 Performance Indicators
3.12.1 Output and Result Indicators
Applicants can select more than one indicator for the project under the same Priority Axis and
must provide the quantification for each indicator.
Priority Axis 4
Output Indicators4
A1.
Number of persons participating in training
A2.
Number of studies/actions/campaigns/research activities
carried out
B1.
Number of projects supporting partnership5
Priority Axis 4
Result Indicators
Target
Target
Target
Malta
Gozo
Total
Target
Target
Target
Malta
Gozo
Total
% of participants gaining a qualification/certification 6
A1.
% increase in the technical capacity (secretariat) at MCESD
to support Council (and sub-committees) in reaching
informed opinions in policy issues7
B1.
In the box below, please provide an explanation of how the proposed targets for ‘outputs’ and
‘results’ have been calculated
3.12.2 Verification of Output/Result Indicators
In the box below, please provide an explanation on how the data for the indicators will be
collected / monitored and how it will be verified. Please also include whether this or similar
data is already available (indicating whether it is available for free or at a cost, including the
amount and source of funding if data needs to be procured). If data is unavailable, please
indicate how Applicant intends to generate the required data and how this will be financed.
4
The Output indicators A1 and A2 are also valid for projects falling within Operational Objective B.
This indicator is ONLY valid for projects falling within Operational Objective B.
6
This indicator is also valid for projects falling within Operational Objective B.
7
This indicator will also capture enhancement to the technical capacity of the social dialogue network in Malta.
5
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3.12.3 Impact Indicators
From the following options, please tick the impact indicator/s towards which the project shall
contribute. In the column ‘Target’ please quantify realistic targets that the project aims to
achieve.
Impact Indicators
Target %

Increasing the employment rate8

Increase in participation rates in upper secondary education level or
more, of 20-24 years old

Decrease of early school leaving rate

Increase in the number of adult participation in lifelong learning

Increase in female employment
In the box below, please provide an explanation of how the proposed target/s for ‘impact’
have been calculated.
3.12.4 Verification of Impact Indicators
In the box below, please provide an explanation on how the data for the indicators will be collected
/ monitored and how it will be verified. Please also include whether this or similar data is already
available (indicating whether it is available for free or at a cost, including the amount and source of
funding if data needs to be procured). If data is unavailable, please indicate how Applicant intends
to generate the required data and how this will be financed.
NB: Indicators are binding and contribute to the selection of the project. If they are not met, there
may be the case for full or partial recovery of funds.
3.12.5 Other Targets
Please identify any other targets, additional to the ones mentioned in the list of indicators
provided, that are envisaged to be achieved by this project. Applicants should note that this
section is obligatory for those applicants that have identified only output indicators above.
8
Net increase post project implementation (not during the project).
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Section 4 – National Priorities
In the box below, please indicate how the project will be contributing towards Malta’s National
Priorities. In this section the Applicant should substantiate claims by citing national (e.g. the
2008 Pre-Budget document targets family-friendly work environments in pg.34 – the project
will contribute to this through the support offered during training courses aimed for parents)
and sectoral strategies (e.g. the 2004-2006 National Action Plan for Poverty and Social
Inclusion…) including detailed references and page numbers.
Section 5 – European Employment Strategy and National
Reform Programme
5.1 Community Strategic Guidelines/ Integrated Employment Guidelines9
Indicate towards which of the Community Strategic Guidelines / Integrated Employment
Guidelines the project will contribute. Please select from the following (Applicants may choose
more than one):

Attract and retain more people in employment, increase labour supply and
modernise social protection system

Improve adaptability of workers and enterprises

Increase investment in human capital through better education and skills

Administrative capacity
Indicate and explain how the Project will contribute towards the CSGs/IEGs selected (Specific
reference should be made to the Guidelines.
5.2 National Reform Programme10
Please indicate towards which of the NRP Strategic Themes the project will contribute:
To select from the following (Applicant may choose more than one)
9
10

Employment

Research & Development

Energy

Education




CSGs: http://ec.europa.eu/regional_policy/sources/docoffic/2007/osc/050706osc_en.pdf
http://ec.europa.eu/europe2020/pdf/nrp/nrp_malta_en.pdf
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

Poverty
In the box below, please indicate how the Project will contribute towards the NRP Strategic
Themes selected Specific reference should be made to the NRP (including page number).
Section 6 – Horizontal Priorities
6.1 Equal Opportunities
Projects should make a positive contribution to equality for all. Outline how equal
opportunities have been integrated into the project design and implementation. Please
mention any specific components that demonstrate the specific effort made towards equal
opportunities. No additional marks will be given for obvious statements or for citing
measures that are obligatory by law
6.2 Sustainable Development
How will the project support sustainable development (development that can be maintained) in
terms of:

Protecting the environment

Careful use of natural resources

Progress which recognizes the needs of everyone

Maintaining high and steady levels of economic growth and employment
Please explain in the box below how sustainable development will be supported. Reference
should be made to the National Sustainable Development Strategy [
Special attention should be given to how the project has been structured to ensure that
environmental issues (e.g. low carbon measures, environmental themes as part of training,
green procurement measures) will be mainstreamed throughout the project’s aims and
operation (
No additional marks will be given for obvious statements or for citing measures that are
obligatory by law.
6.2.1 Environmental Sustainability
Please explain how the project has been structured to ensure that environmental issues will
be mainstreamed throughout the project’s aims and operation.
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Section 7 - Financial Details (Indicative)
7.1 Estimated Budget Breakdown (In Euros)11
Items of expenditure
NET
VAT
Other
Costs12
Total
ESF kind of activity
Project Management Costs
Training costs
Studies/R & D
Rent of venues for training
Hire/leasing of equipment
Consumables13
Publicity14
Costs claimed by Transnational
Partners
Other Costs (please specify)15
Other Costs (please specify)
Overheads
Sub total ESF related expenditure
ERDF related expenditure16
Equipment
Furniture
Sub total ERDF related expenditure
11
See Guidance Notes for information on the compilation of the detailed breakdown (to be produced as Appendix II).
Employer’s Social Security Contributions
13
Applicants are reminded that the list of consumables should be provided in Appendix I to the Application Form and
eligibility depends on the Applicant being able to keep good records of the consumables used.
14
Applicants are reminded that these should be kept proportional to the objectives and target groups of the project.
15
Indirect costs. For rates of indirect costs and implementation of the flat rate please see the Guidance Notes to the
Call for Proposals.
16
ERDF related expenditure cannot exceed 10% of the Community Funding. In the case of measures falling within
the scope of Article 3 paragraph 1 (c)(i) of the ESF Regulation 1081/2006, the 10% limit may be raised to 15%.
12
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Other ineligible expenditure
Other costs (please specify)
Grand Total
Please indicate below what percentage of the above budget will be allocated to the Gozo
commitment as per Section 2.4.3 above and explain the methodology used to calculate this
percentage.
7.2 Revenue Generation (all figures must be quoted in EUR)
This section should also be filled in if any fees will be charged for courses to continue to be
offered also post project implementation, even where these do not result in profits for the
organisation.
7.2.1
Is the project expected to generate revenue? Yes
7.2.2
If Yes, please fill in the following sections:
No
a. Please specify how revenue will be generated

Participation fee

Copyright charges on publications

Development and sale of products

Other_________________________

Other ________________________
b. Indicate the revenue estimated amount below.
c. Determine the EU Grant in the box below (Please refer to section 7.2 in the Guidance
Notes)
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7.3 Other Community financing sources
7.3.1 Has an application been made for assistance from any other Community source
(including ERDF, ESF, Cohesion Fund, EAFRD, EFF, PROGRESS, LLP, LIFE+…) for this
project, any part thereof or for any earlier phase of this project (including feasibility and
preparatory phases)?

Yes

No
If yes, please give details (financial instrument concerned, reference number/s, dates,
amounts
requested, amounts granted, etc.):
7.3.2 Is this project complementary to any project already financed or to be financed by the
ERDF, ESF, Cohesion Fund, other source of Community finance?

Yes

No
If yes, give details (provide precise details, reference number/s, dates, amounts requested,
amounts granted, etc.):
7.3.3 Has an application been made for loan or equity support from EIB / EIF or any other
banks or financial institutions for this project?

Yes

No
If yes, please give details (financial instrument concerned, reference number/s, dates,
amounts requested, amounts granted, etc.):
Section 8 – Contracting and Implementation
8.1 Procurement Table
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State the expected number of tenders/calls for proposal and total value of each tender/call for
proposal in Euros (€). VAT should be quoted separately.
Also state the expected calls for employment costs and the total value for each call in Euros
(€).
All such services must be obtained in a transparent and competitive manner following the
principle of good governance. Social Security and National Insurance contributions should be
quoted separately.
Any costs pertaining to Transnational Partners should also be listed in the table below.
Name of
Tender/Call/
Employment
contract
Type
of
tender
Procedure
Contract
Duration
Indicative
Estimated
Value
(€)
Social Security
contributions
and Income
Tax (€)
VAT
(€)
Total
(Including
VAT, Social
Security
Contributions
and Income
Tax)
(€)
Tenders
Tender 1 name
n/a
n/a
Tender 2 name
n/a
n/a
€
Sub-total Tenders
Employment
Contracts
Employment
n/a
n/a
n/a
n/a
contract 1 name
Employment
contract 2 name
€
Sub-total Employment Contracts
Others
Call
for
n/a
n/a
quotations 1
Sub-total Others
Overheads
n/a
n/a
n/a
n/a
n/a
€
TOTAL
In relation to tenders, briefly describe how services/works/supplies will be procured in a
transparent and competitive manner following the principle of good governance and the spirit
of the national Public Contracts Regulation. With regard to employment contracts, briefly
describe the recruitment procedures which will be applied by the organisation in order to
ensure that this is done in a fair, transparent and competitive manner.
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8.2 Implementation Schedule
In the table below, indicate the stage of the tender/call per quarter. Please use the following acronyms:
D – Design
P – Tender Published
Year
(please specify
the Nth year)
Quarters
Tender/Call 1
(please
specify)
Tender/Call 2
(please
specify)
Tender/Call 3
(please
specify)
Tender/Call 4
(please
specify)
1st
E – Evaluation
I – Implementation
C – Closure
Nth Year*
N+1
N+2
N+3
200 ….
200 …
200….
200….
2nd
3rd
4th
1st
2nd
3rd
4th
1st
2nd
3rd
4th
1st
2nd
3rd
4th
Note: The Public Contracts Regulations LN 177 and LN 178 of 2005 as amended by LN 296 of 2010 and Contracts Circular 13/2010 and any
subsequent amendments made to it should be consulted in order to establish realistic timeframes
* N represents the starting year of the project.
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8.3 Contracting and Disbursement Forecast Schedule (incl. VAT)
8.3.1 Projects with total costs above €1 million 17
(a)
If the tender (s) has/have been advertised, please indicate:
i.
ii.
(b)
Advertisement number
Date (please supply a copy of the advert)
_____________________
_____________________
If no, please provide reasons and details of the tendering arrangements anticipated ________________________________________________
Year
(please specify the Nth year)
Quarterly
1st
2nd
N+1
N+2
N+3
200 …
200….
200….
3rd
4th
1st
2nd
3rd
4th
1st
2nd
3rd
4th
Contracted
Tender/Call 1
(please specify)18
Disbursement
Contracted
Tender/Call 2
(please specify)
Disbursement
Contracted
Overheads
VAT (eligible or not)
17
18
Disbursement
Contracted
This section should be filled in ONLY in the case of projects of which total costs exceed €1 million
Amount should include NET cost including NI
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Disbursement
Contracted
TOTAL
Disbursement
Add Additional Rows if applicable
* N represents the start year of the project
8.3.2 Projects with total costs below €1 million 19
(a)
If the tender (s) has/have been advertised, please indicate:
i.
Advertisement number
_____________________
ii.
Date (please supply a copy of the advert)
_____________________
(b)
If no, please provide reasons and details of the tendering arrangements anticipated.
____________________________________________________________________________________________________________________
Year
(please specify the
Nth year)
N+2
N+3
200 …
200….
200….
1st
Bi Annual
Tender/Call 120
(please specify)
N+1
2nd
1st
2nd
1st
2nd
Contracted
Disbursement
Tender/Call 2
(please specify)
19
20
Contracted
This section should be filled in ONLY in the case of projects of which total costs do not exceed €1 million
Amount should include NET cost including NI
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Disbursement
Overheads
Contracted
Disbursement
VAT eligible or
not
Contracted
Disbursement
Contracted
TOTAL
Disbursement
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8.4 Planning and Environmental Permits
Do any of the activities or purchases envisaged within the project require a planning or an
environmental permit.
Yes
No
If YES, please specify below:
If Yes, has MEPA already been contacted at this stage?
Yes
No
If Yes, what was the outcome of discussions with MEPA. Please also indicate reference to any
official correspondence with MEPA.
If you have answered ‘No’ to both questions, please indicate how the Applicant reached its
conclusion that no components of the project require MEPA approval.
Section 9 – State Aid
The Applicant should ideally include the State Aid Monitoring Board (SAMB) position with the
Application. In any case, the Applicant must submit the state aid position from SAMB within one
month of the closing date of the submission of the Application. Projects involving state aid are
NOT eligible under this call.
9.1 Does the project involve State Aid?
Yes
No
9.2 Have discussions with the State Aid Monitoring Board (SAMB) been held?
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Yes
No
9.3 If you have answered Yes to question 9.2, please outline the outcome of the discussions held
with SAMB and any reference to correspondence with SAMB:
9.4 If you have answered No to both questions 9.1 and 9.2, please explain how it has been
concluded that the project does not involve state aid.
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Section 10 – Publicity21
The Applicant needs to identify the tools that will be used to publicise the project, the audience that will be targeted and the indicative budget
allocation for each tool. Applicants should exercise restraints and ensure that any publicity activities beyond obligatory are necessary for the
project to reach its results and objectives. The Applicant is also reminded that there are a lot of free publicity options (see section 10) of the
Manual of Procedures.
10.1 Obligatory Tools22
Tool/
Action
Access
Points
Press Release/
Launch Event
n/a
Posters/Signs
On site
Stickers25
On physical
items
Presentation
Mode
Audience
Method of
procurement
Quantity23
Reason for opting
for this method of
publicity
Budget in €24
Sub total
21
See Guidance Notes for information on the compilation of the detailed breakdown.
NB: It is a condition of the grant that the ESF contribution is publicised in accordance with EC Regulation 1828/2006. The forms of publicity identified above are indicative and may not
be appropriate to all types of projects. Please indicate those that will be used for this project.
23
E.g. 7 newspapers
24
The total budget must be in line with the budget allocation proposed under Section 7 above.
25
Projects involving purchase of physical items/ equipment / furniture or other objects should have stickers or plastic plaques attached to each smaller or portable co-financed item
22
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10.2 Other Tools
Tool/
Action
Access
Points
Billboards
Plaques
Presentation
Mode
Audience
Method of
Reason for opting for this method
Quantity26
procurement
of publicity
Budget in €27
On site
On site
Newspapers28
Print Media
Broadcast
Media
Internet
and
Websites
Seminars,
Conferences
or
Industry/
Business/
Organisation
Journals and
Magazines
International
Publications
TV
Radio
Local
Websites
International
Websites
Sectoral
business
groups
26
E.g. 7 newspapers
The total budget must be in line with the budget allocation proposed under Section 7 above.
28
Adverts for the Publishing of Tenders/ Quotations/ Calls for Employment
27
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Workshops
Promotional
Material
Direct Mail
Actions
Posters
Organised ad
hoc
Participation
during trade
exhibitions,
fairs, national
events, etc
Supplied
during national
events or
events
focused at
different target
groups (ex:
pens, note
pads, etc)
Distribution to
households on
a national or
regional basis
Sectoral,
business
groups or
interests
Other
Sub total
Total Publicity Budget29 - €_____________
29
This amount should include the sum of Obligatory and Other Tools
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10.3 Justification
In the box below please provide a justification (to attract participants to training) for the
publicity measures proposed (why it needs to be undertaken 30). Indicate how the publicity
measures chosen are needed for the effective implementation of the project and are also
proportionate to the operation (project). The Applicant should also indicate who will bear the cost
of the different publicity actions identified.
Section 11 – Added Value
11.1 Will the project take place without ESF support?
Yes
No
11.2 Will the project fund more activities or better provision?

more activities

better provision

earlier provision
11.3 In the box below, please give reasons why the project cannot be implemented with own
resources.
Section 12 – Readiness
12.1 Current Level of Implementation of Project
The Applicant should indicate the state of readiness of the project (particularly in relation to public
procurement and any approvals/permits required from other entities e.g. MEPA, SAMB before the
project can start). The Applicant should clearly specify the status of tenders at the stage of
submission and whether work is expected to be undertaken before approval of the project by the
MA.
30
In cases where this is merely to inform general public of ESF contribution it should be stated as such.
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In the table below31, please indicate at which stage the project is in the design and tendering
process.
Tender Name
Status (Please tick one of the boxes reflecting the current
status for each Tender/Call. Please repeat for each Tender)
Tender Name 1 / Call Name 1
Tender Name
1.Design
2.Drafted
3. Launched32
4.Evaluated33
5. Contracted
6. Appeals
Status (Please tick one of the boxes reflecting the current
status for each Tender/Call. Please repeat for each Tender)
Tender Name 2 / Call Name 2
1.Design
2.Drafted
3. Launched
4.Evaluated
5. Contracted
6. Appeals
In the box below, please indicate whether any work has been carried out so far on the project or
parts of it [apart form the submission of the proposal]. Please also specify the status of this work
and indicate whether any further preparation/implementation work will continue regardless of the
grant decision or whether further progress is dependent on the outcome of the Grant Decision.
Section 13 – Sustainability of the Project
Describe how the benefits of the project will continue to be delivered after grant support comes to
an end. In this regard the Applicant should submit an indication of the annual operational costs
required and their potential source (e.g. course fees or organisation’s annual training budget)
Section 14 – Conditionality and Risks
Conditionality and risks are issues pertaining to the project which could jeopardise its timely and
effective implementation. These should be indicated clearly highlighting what could be done, by
31
This table should tally with table 8.1
If applicable
33
Ibid.
32
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when and by whom. Conditionality/ies not within the control of the project is/are deemed to be
risks and should also be included. If the Applicant fails to identify risks or the extent of the risks,
projects which receive approval may have the grant agreement withdrawn by the Managing
Authority at a later stage when the foreseeable risks become apparent.
Risk
Description
Consequence
Probability
(High,
Medium,
Low)
Impact
(High,
Medium,
Low)
Response
Strategy
Technical
Risks
Financial Risks
Legal Risks
Capacity Risks
Public
Procurement
Risks
Implementation
Risks34
Section 15 – Additional Information
In the box below please add any information that may be relevant to all the sections within the
Application Form.
Section 16 – Data Protection
Personal data transmitted to PPCD within the scope of implementation of projects being cofinanced by Cohesion Policy funds are processed in accordance with the Data Protection Act,
2001 by PPCD and by other stakeholders and competent authorities mandated to implement,
monitor, execute payments, control and audit the project / contract. For any data protection
queries email on datapro-ppcd.opm@gov.mt
34
Implementation Risk can include, but is not exhaustive to, lack or no expertise of service providers (example
researchers/trainers in a particular area), change of service providers, lack or no project applicants; lack or no uptake of
trainees.
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Section 17- Declaration
I declare that the entries in this form and the details in the Application Form and any other
annexes enclosed are, to the best of my knowledge and belief, correct and the EU Funds applied
for is the minimum required for the project to proceed as described.
I can also confirm that I am not aware of any reason why the project may not proceed or be
delayed other than those reasons declared and the commitment can be made within the
timescales indicated in the Operational Programme to which this project relates. I acknowledge
that the application will be subject to regular monitoring/auditing and undertake to keep adequate
records for this purpose in line with instructions received from the MA and the Manual of
Procedures.
I declare that this project is not being supported through other Community Funding and that I will
abide by the principle of good governance and the spirit of the Public Contracts Regulation on
matters related to procurement. I also declare that I will use fair, transparent and competitive
procedures in any employment contracts.
I also declare that by submitting this application, I am hereby giving my consent for the
publication of information related to the organisation and the project (including budget) as
required by the relevant Council and Commission Regulations on Cohesion Policy.
I declare to abide to the durability clause enshrined in Council Regulation (EC) 1083/2006 which
states that, an operation retains the contribution of the funds, only if that operation does not,
within five years from the completion of the operation, undergo a substantial modification in line
with said article. I also declare that if equipment is damaged, stolen or becomes obsolete during
these five years, it will be replaced through the funds of the organization implementing the project
to be able to sustain the financing.
I understand that if the information included in the Application Form is found to be not factually
correct, the project application may be rejected. I understand that if the application is not
complete in all relevant detail and every aspect, including this section, it may also be rejected.
Project Leader (Name in Block Letters)
Signature and stamp
CEO/Head of Applicant Organisation
Legal Representative of the Organisation
(Name in Block Letters)
Signature and stamp
Permanent Secretary (Name in Block Letters)
(only in case of Public Sector Organisation)
Signature and stamp
Date
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Section 18- Checklist of Attachments
The following is the list of possible supporting documents mentioned elsewhere in this form or in
the Guidance Notes. It is the responsibility of the Applicant to ensure that all the documents that
apply to this application form are enclosed. It is also the responsibility of the Applicant to ensure
that all documentation presented is properly bound. The Managing Authority will not be held
responsible for the misplacement of any unbound documents.

Original signed (in blue ink where possible) and stamped application form
(including supporting documentation) (obligatory)

One (1) original copy in paper format of the application form including
supporting documentation and annexes. (obligatory)
One (1) copy (on CD - in Word and PDF format) of the Application Form
(including supporting documentation and annexes) (obligatory)
Proof of Co-financing – Joint declaration by executive/head and
treasurer/financial controller (obligatory in cases where Government is
not co-financing the project from the national budget)
Proof of Co-financing - a note from the organisation’s auditor stating that the
organisation is likely to be able to meet the co-financing obligations and
cover any ineligible costs (obligatory in cases where Government is not
co-financing the project from the national budget)
Proof of Co-Financing and sustainability check - Audited accounts of the last
2 financial years35 (obligatory in cases where Government is not cofinancing the project from the national budget36)
Copy of certificate issued by DIER (where applicable) 37







One copy of the Deed of Foundation (or equivalent) (obligatory for non
public entities)
Letter/s of intent (in case of partnership)

Organigram / Organisation Chart (obligatory)

Calculations of the annual (operational) costs involved in sustaining the
project following the termination of the grant (obligatory)

Appendix I to the Application Form – List of Consumables (obligatory)

Appendix II to the Application Form – The compilation of the estimated
budget breakdown in Section 7.1 (obligatory)

Other supporting documents - please specify below
35
In cases where the organisation has been set up for only one year, the audited accounts of the year would suffice.
Obligatory for local councils that are receiving part or full co-financing support from the Directorate for Local
Government.
37
In the case of NGO’s not listed as a voluntary organisation
36
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Appendix I to the Application Form
Consumables
Name of Item
Method of
Procurement
Quantity
Activity / what
the item will be
used for
Total Cost
(incl. VAT)
€
Grand Total €
In the box below, please illustrate how the cost has been calculated:
Kindly also state how record of the consumables utilised will be kept and indicate who will be
responsible for verifying the usage of the consumables.
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Appendix II to the Application Form
The Compilation of the Estimated Budget Breakdown in Section 7.1
Kindly list a detailed breakdown of each cost centre identified in Section 7.1:
Items of expenditure
Workings
ESF kind of activity
e.g. salary pegged to Beneficiary’s Collective Agreement; no.
Project Management Costs
of months of employment; service or employment contract;
part-time (in which case no. of hours per week would be
requested) or full-time;
Training costs
e.g. costs for trainers and/or trainees; are they going to be
paid hourly or per session?; how were the training costs
established? (quotations / collective agreement…)
Studies/R & D
e.g. how was the final amount decided upon? (research, a
similar study was conducted prior to this one etc…)
Rent of venues for training
e.g. how was the final amount decided upon? (market
research, previous experience…)
Hire/leasing of equipment
e.g. how was the final amount decided upon? (market
research, previous experience…)
Other Costs (please specify)
Other Costs (please specify)
ERDF related expenditure
Equipment
e.g. how was the final amount decided upon? (market
research, obtaining quotations…)
Furniture
e.g. how was the final amount decided upon? (market
research, obtaining quotations…)
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