Call for proposals
PROGRAMME “CONSERVATION AND REVITALIZATION OF CULTURAL AND NATURAL HERITAGE”
Small Grant Scheme “Cultural Exchange”
Contents
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3.
3.1.
3.2.
3.3.
3.4.
3.5.
3.6.
3.7.
4.
5.
6.
Introduction
Basic information
Small Grant Scheme: objectives, outcomes and outputs and financial parameters
Objectives
Outcome and output indicators
Financial parameters
Eligible project promoter and project partners
Payment flows, verification of payment claims, monitoring and reporting
Eligible expenditures
Period of eligibility
Application procedure
Selection process and selection criteria
Contact information
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1. Introduction
The EEA Grants provide funding to 15 EU countries in Central, Eastern and Southern Europe. EUR 1.79 billion
has been set aside under the EEA and Norway Grants for the period 2009-2014. There are 32 programme areas
within different sectors ranging from environmental protection and climate change to civil society and research.
All countries have different needs and priorities.
The overall objectives of the Financial Mechanisms 2009-2014 are to contribute to the reduction of economic
and social disparities within the EEA and to strengthen the bilateral relations between the Donor State and the
Beneficiary State.
In order to ensure the implementation of the EEA Financial Mechanism, a Memorandum of Understanding
between the Kingdom of Norway, the Republic of Iceland, the Principality of Liechtenstein and the Republic of
Latvia on the implementation of the EEA Financial Mechanism for the period 2009-2014 was signed on April 28,
2011.
In accordance with the Memorandum of Understanding, about 31.96 million EUR from the EEA Financial
Mechanism and 35.52 Million EUR from the Norwegian Financial Mechanism are allocated for Latvia in the new
planning period 2009-2014. ”Protecting cultural heritage” has been set as a priority in Latvia for receiving financial
support from the EEA Financial Mechanism. The Programme LV04 “Conservation and Revitalization of Cultural
and Natural Heritage” has been designed and is being implemented within the framework of this priority.
2. Basic information
Name of the Programme
Conservation and Revitalization of Cultural and Natural Heritage.
Name of the Programme Operator
Ministry of Culture of the Republic of Latvia.
Name and country of origin of Programme partners
The Norwegian Directorate for Cultural Heritage (RA), Norway.
The Arts Council Norway, Norway.
Small grant scheme
Cultural exchange
Grant scheme’s target groups are:
- Society, especially organizers of cultural events and participants working in the respective cultural areas,
especially music, dance, theatre, circus, visual and audiovisual art (including new media), design,
photography, literature and cinema.
3. Grant Scheme “Cultural exchange”
3.1. The objective of the Small Grant Scheme “Cultural Exchange” is: development of cooperation in the culture
sphere between the providers of cultural services and cultural institutions in Latvia and the donor countries, by
promoting international movement of culture products, culture services and works of art. Project promoters are
encouraged to submit project applications which reflect the principles of anti-discrimination and tolerance,
including the fight against anti-semitism; cultural diversity and intercultural dialogue, including national
minorities.
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3.2.
Outcomes and Outputs:
The Small Grant Scheme “Cultural Exchange” envisages the achievement of the following outcome indicators:
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20 cultural and art events have been organized fostering the creation of a common cooperation network
and development of wider cooperation within the field of culture between Latvia and the Donor states;
- Ensured participation of at least 1 000 persons in the implemented cultural and art events.
Under the Small Grant Scheme “Cultural Exchange” envisages the achievement of the following output indicators:
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Created new or enhanced already existing 10 partnerships between cultural operators from Latvia and
the Donor states;
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Ensured mobility for at least 100 persons, occupied by cultural operators, participating in the
Programme’s project activities.
The small grant scheme contributes to the following horizontal priorities:

Economic sustainability;

Social sustainability;

Environmentally friendly activities;

Good governance;

Gender equality.
The following activities will be supported under the Small Grant Scheme “Cultural Exchange”:

Organization of international cultural and art events and participation in exhibitions, performances,
concerts, festivals, etc;

Exchange of experience and practice among cultural institutions within the supported cultural sectors;

Project management activities;

Project information and publicity activities in compliance with the Regulation on the implementation of
the European Economic Area (EEA) Financial Mechanism 2009-2014, Annex 4, Information and Publicity
Requirements, Article 4. and 5.
Supported cultural sectors under this Small Grant Scheme are: music, dance, theatre, circus, visual and
audiovisual arts (including new media), design, photography, literature and cinema.
3.3. Financial Parameters
Rate of co-financing at Programme level: EEA Financial Mechanism co-financing constitutes 85% of the
Programme co-funding whereas national co-financing – 15%.
Assigned total budget for the Small Grant Scheme “Cultural Exchange” is EUR 589 929, consisting of EUR 501
440 of EEA Financial Mechanism grant co-financing and EUR 88 489 from national state budget.
Rate of co-financing at project level: The amount of the project level co-financing for the project to be
implemented is defined according to the status of the project promoter:

for state institutions the co-financing rate is set at 0%;

for municipalities and municipal institutions the co-financing rate is set at 5%;

for non-governmental organisations – associations and foundations – the co-financing rate is set at 10%,
50% of which may be provided through contributions in kind. Contributions in kind are possible only in
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the form of work on a voluntary basis, specifying the daily rate for work performed within the project
limits, which does not exceed the rate set for performing similar work.

according to aid scheme N 233/2008 ”Latvian film support scheme”, the maximum available amount of
the Programme may not exceed 50% of total eligible costs of the project implemented by state, municipal
authorities and non-governmental organizations in the field of cinematography, by ensuring co-financing
of the project promoter at the amount of at least 50%. When non-governmental organisations provide
co-financing in the field of cinematography, 50% thereof cannot be provided in kind.
The minimum amount of Programme grant assistance applied for one project is EUR 25 000; the maximum
amount is EUR 100 000.
The grant from the Programme for the selected project shall depend on the status of the project promoter and is
as follows:
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In the case of state institutions, 100% of the total eligible project costs;
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In the case of municipal institutions, 95% of the total eligible project costs;
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In the case of associations and foundations, 90% of the total eligible project costs;
3.4. Project Promoter and Project Partners
In order to enhance cooperation between Latvia and the Donor States, partnerships between organizations in
Latvia and the Donor States are widely encouraged.
The following project promoters are eligible under the Small Grant Scheme “Cultural Exchange”:
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municipal institutions whose core sphere of activity is culture;
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state institutions whose core sphere of activity is culture;
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associations and foundations registered in the register of associations and foundations of the Republic of
Latvia whose core sphere of activity is culture.
In the Small Grant Scheme “Cultural Exchange”, the project promoter can apply for funding in cooperation with
the following project partners:
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Compulsory: public or private institutions, or cultural associations registered in one of the Donor States:
Norway, Lichtenstein, Iceland, whose core sphere of activity is culture (culture and creative industries);
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state institutions whose core sphere of activity is culture;
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municipal institutions whose core sphere of activity is culture;
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association or foundation registered in register of associations and foundations of the Republic of Latvia
whose core sphere of activity is culture;
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public or private institutions registered in one of the following Beneficiary states: Poland, Rumania,
Hungary, Czech Republic; Bulgaria, Slovakia, Slovenia, Greece, Portugal, Spain, Italy, Malta, Cyprus and
whose core sphere of activity is culture.
Both parties shall agree on their role in the proposed project. The partner shall sign a Letter of intent to be
submitted together with the application.
Should the partnership project be selected for funding, the project promoter will be asked to provide a
Partnership Agreement which will regulate the future cooperation in accordance with Article 6.8 of the Regulation
on the implementation of the European Economic Area (EEA) Financial Mechanism 2009-2014.
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Project promoters will be informed of the selection results after project evaluation period, no later than 4 months
after the project submission deadline.
3.5. Payment flows, verification of payment claims, monitoring and reporting
3.5.1. Payment flows
Payments to projects will be made on the basis of approved payment claims. Payment flows are adjusted to the
project promoter’s status. In the application form the project promoter may request an advance payment (not
applicable for state budget institutions).
In the Small Grant Scheme “Cultural Exchange” advance payments up to 40% of the project funding available for
the project can be requested.
Subsequent interim payments shall be made through payment claims, but may not exceed 90% of the eligible
project costs. The Programme operator will retain 10% of the project grant until the final project report is
approved.
3.5.2. Verification of payment claims
Project promoters shall submit:
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interim project progress report(s) on project implementation;
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final report following project completion.
The timing and frequency of the submission of interim project progress report(s) shall be specified in the project
contract.
Payment claims are submitted by the project promoter to the Programme operator at least once a quarter.
Verification and approval of payment claims will be approved by the Programme operator through desk checks
covering 100% of the payment claims.
Supporting documents to justify incurred expenditure shall be submitted when required by the Programme
operator. The Programme operator shall verify the expenditure declared by the project promoters by performing
desk checks of the supporting documents based on risk assessment and/or using random samples.
A report by an independent and certified auditor, certifying that the claimed costs were incurred in accordance
with the Regulation, national law and accounting practices shall be deemed sufficient proof of costs incurred by
the project promoter or the project partner whose primary location is in a Donor State or in a Beneficiary State.
3.5.3. Monitoring and Reporting
During project implementation, the project promoters will be obliged to submit two kinds of reports to the
Programme Operator:
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interim project progress report(s) on project implementation;
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final report following project completion.
The timing and frequency of the submission of interim project progress report(s) shall be specified in the project
contract.
On-the-spot checks will be conducted by the Programme operator on the basis of a risk analysis. Projects with a
high risk level will be monitored at least once a year. Projects with a medium risk level will be monitored at least
once during the implementation period. Certain projects perceived as low risk will be selected for monitoring on
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the basis of random selection. The detailed monitoring plan for the projects will be presented in the Annual
Programme Report.
3.6. Eligible expenditures
All project costs must be directly linked to the implementation of the project. All project costs have to be
proportionate and indispensible for the implementation of the project and actually incurred by the Project
Promoter or the Project Partner. Financing will be calculated on the basis of a detailed budget that shall be
submitted together with the application. Should a project application be selected, the estimated budget will be
reviewed.
The following project costs are considered eligible costs under the Small Grant Scheme “Cultural Exchange”:
3.6.1. Costs of organizing international cultural and art events:
3.6.1.1. Costs of the organizing and participation in cultural and arts events;
3.6.1.2. Author royalties; expenses of organizing training seminars and conferences (costs of premises,
equipment, translation, audiovisual materials etc.);
3.6.1.3. Expenditures for renting premises and equipment for bilateral cooperation activities in both Latvia and
the Donor States;
3.6.1.4. Travel and accommodation costs of experts from the Donor states, representatives from partner
institutions;
3.6.1.5. Travel and accommodation costs for participants from the Latvian Project Promoter;
3.6.1.6. Travel and accommodation costs for donor project partner(s);
3.6.1.7. Service charges of art and cultural events (including catering costs);
3.6.2. expert and lecturer costs (For Latvian experts and lecturers not exceeding 8,54EUR/hour, including social
security payments) not exceeding 18.70 EUR/hour)
3.6.3. administration and management costs (up to 10% of total eligible costs of the project, including salary
costs (For project promoters registered in Latvia not exceeding 8.54EUR/hour, including social security
payments) ,travel and accommodation costs for project personal and communication costs
(telecommunications, internet, post) for project Promoter and for project partner(s).
3.6.4. Expenditures for renting equipment related to the organization of the cultural and art events;
3.6.5. Stationery costs required for implementation of the project;
3.6.6. Information and publicity costs according to the project publicity plan that are elaborated in accordance
with the Regulation (including, for example, printing of publications, brochures, folders, posters related to
press/radio/TV briefings, printing of logo, organization of information and publicity for conferences under
the Small Grant Scheme);
3.6.7. External audit costs for project partners from the Donor states and other beneficiary states excluding
Latvia;
3.6.8.
Other expenses incurred during the implementation of the project in order to achieve the objectives and
results of the particular project:
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translation/explanation costs;
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payments to experts conducting cultural and art events;
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Technical and financial expertise if indispensible for implementation of the project.
3.6.9. Staff costs of persons involved in the project are eligible expenses if:
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The delegation or employment term does not exceed the term of cost eligibility;
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The sphere of an employee’s activities is directly and solely related to the implementation of
the project.
Within the project, the value added tax that directly relates to the project can be eligible if the project promoter
cannot recover it completely or partly according to taxation laws and regulations.
3.7. Period of eligibility
The eligibility period will be defined in the Project Contract. Expenses are eligible from the moment of signing of
the project contract between the project promoter and the Programme operator until completion of the project.
The minimum and maximum periods for implementation of projects are: 3 to 24 months, but no later than March
31st, 2016.
4. Application procedure
The deadline for submission of project applications is: 20th December, 2013 (postmark), at 17:00 local time (handdelivery).
Project applications must be submitted as a filled application form according to the Regulations of the Cabinet of
Ministers Nr.763 of 3rd September 2013. The application form is available on the website of the Programme
operator at http://www.km.gov.lv/lv/eea-grants-culture/pieteikties.html. The application form is in Latvian and
English, the Latvian and English language parts are both integral parts of the project application and must both be
filled in order for the project application to be considered complete. If any of the supporting documents is in a
language other than Latvian, a translation approved by the responsible official of the Project Promoter must be
attached. Hand-written applications will not be accepted.
Applications can be submitted in one of the following ways:
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one paper copy in a sealed envelope with an enclosed electronic copy submitted by hand or by regular
mail addressed to: Programme operator – Ministry of Culture of the Republic of Latvia, K.Valdemāra iela
11a, Riga, Latvia, LV-1364;
one electronic copy signed with a secure electronic signature and certified with a time-stamp submitted
by e-mail addressed to: pasts@km.gov.lv.
5. Selection process and selection criteria
5.1.
Selection criteria
The Selection Committee of each Small Grant Scheme will evaluate the submitted project applications for their
compliance with
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Administrative criteria;
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Eligibility criteria;
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Quality acceptance criteria.
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Project applications in the field of cinematography will be additionally evaluated according to eligibility criteria,
which are defined in Cabinet Regulation No. 975 of 12 October 2010 on “The National Film Centre of Latvia
Procedure for the Assignment of Public Funds to Film Industry Projects” in order to ensure state aid for the film
industry according to business aid scheme No. 233/2008 „Latvian film support scheme”. Film production costs will
not be considered eligible costs.
Additional selection criteria:
In the Small Grant Scheme “Cultural Exchange” two additional selection criteria have been set:
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Artistic and cultural quality;
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Principles of anti-discrimination and tolerance (including the fight against anti-Semitism), cultural
diversity and intercultural dialogue (including national minorities).
The evaluation period shall be concluded no later than 4 months after the application deadline. The Programme
operator will inform all applicants individually by e-mail and post on the result of the evaluation and will also
provide details of the results on its webpage http://www.km.gov.lv/lv/eea-grants-culture/
All approved projects will be published on the Programme operator’s homepage: http://www.km.gov.lv/lv/eeagrants-culture/ .
5.2.
Selection procedure
The Programme Operator will establish the Selection Committee for the evaluation and approval of project
applications. The Selection Committee will involve at least 2 external experts for the evaluation of project
applications in compliance with quality acceptance criteria. The external experts will be chosen according to the
requirements of the Public procurement law.
The following persons shall be included in the membership of the Selection Committee within the Small Grant
Scheme “Cultural Exchange”:
1) Members of the Committee possessing voting rights from the agencies specified below:
- Programme Operator – MoC (3 representatives);
- the State Agency of Intangible Cultural Heritage (1 representative);
2) Observers from the following institutions:
- National Focal Point – MoF;
- Donor programme partner – Arts Council Norway;
- EEA Financial Mechanism Committee or a representative from a Donor State embassy;
- Embassy of Norway in Latvia;
- Programme Operator.
The Selection Committee will evaluate all project applications in the following order:
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compliance with non correctable administrative criteria of project application;
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If the project application meets all non correctable administrative criteria, it is examined in compliance
with non correctable eligibility criteria;
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If the project application meets all non correctable eligibility criteria, it is examined in compliance with
quality acceptance criteria;
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If project applications meet all the criteria mentioned above, they are ranked in ascending order, by
compliance with specifiable administrative eligibility and quality criteria;
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Project applications which have received the highest scores by meeting administrative, eligibility and
quality criteria are given priority to be selected for Programme co-financing and for Project approval.
The Selection Committee will decide on the approval or conditional approval of the selected projects. If the
Programme financing is insufficient to support all project applications, those with the lowest score in quality
criteria will be rejected due to insufficient funding.
Project applications which do not meet non-specifiable administrative and eligibility criteria or do not attain the
minimum score are to be excluded from further evaluation.
An applicant may appeal against a decision to rejected the project application according to the procedure
established by the law on the EEA and Norwegian Financial Mechanism for the period 2009-2014.
For reasons of transparency, equal treatment and non-discrimination, no communication with the Programme
Operator is allowed during the selection procedure, except in exceptional cases. The selection procedure begins
after the submission deadline and ends with the publication of the selection results.
6. Contact information
For further information please contact the Programme Operator:
The Ministry of Culture of the Republic of Latvia
Contact person: Zanda Saulīte
Phone: +371 67 330 265
E-mail: Zanda.Saulite@km.gov.lv
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All donor countries may assist with finding relevant project partners. Contact details for additional information on
partner search for Norway, Iceland and Liechtenstein:
Håkon Halgrimsen
Arts Council Norway/ Norsk kulturråd
Postboks 8052 Dep, 0031 Oslo
Norway
Tel.: +47 21045964 and +47 21 04 58 00
e-mail:kulturutveksling@kulturrad.no
website: www.norskkulturrad.no
Guðný Helgadóttir
Head of Division
Department of Cultural Affairs
9
Ministry of Education, Science and Culture
Sölvhólsgötu 4 IS-150 Reykjavík
Iceland
Tel. +354 545 9500
E-mail: gudny(dot)helgadottir@mrn(dot)is
Kerstin Appel-Huston
Senior Advisor to the Minister of Cultural Affairs
Government – Principality of Liechtenstein
Regierungsgebäude
Peter-Kaiser-Platz 1
P.O. Box 684 9490 Vaduz
Liechtenstein
Tel.: +423 236 60 24
E-Mail: Kerstin(dot)Appel@regierung(dot)li
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