Call for proposals
PROGRAMME “CONSERVATION AND REVITALIZATION OF CULTURAL AND NATURAL HERITAGE”
Small Grant Scheme “Conservation of Cultural Heritage”
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 ouptuts, 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 2009-2014 planning period. 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 Mechanism 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 States
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 2009-2014 period was signed
on 28 April 2011.
In accordance with the Memorandum of Understanding, around 31.96 million euros from the EEA
Financial Mechanism and 35.52 million euros 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
Conservation of Cultural Heritage
Grant scheme’s target group:
Society in general, especially – visitors of architectural heritage buildings, tourists, researchers and the population
of the respective region where the renovated cultural heritage objects are located, as well as the providers of
various cultural services, cultural and art events in the surrounding area, and donor state and Latvian institutions
that work in the sphere of conservation of cultural heritage.
Under the Small Grant Scheme we especially welcome and encourage project promoters to submit applications
for any cultural heritage monuments, especially those regarding the conservation and restoration of cultural
monuments of national minorities, including Jewish cultural monuments.
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3. Grant Scheme “Conservation of Cultural Heritage”
3.1.
The objectives of the Small Grant Scheme “Conservation of Cultural Heritage” are: restoration and
renovation of the cultural heritage objects, by facilitating development of various economic activities within
them, and diversification, thus promoting economic activity in the respective areas.
3.2.
Output indicators:
3.2.1. The Small Grant Scheme “Conservation of Cultural Heritage” envisages the achievement of the following
outcome indicators:
- 4 restored and conserved cultural heritage monuments.
3.2.2. The Small Grant Scheme “Conservation of Cultural Heritage” envisages the achievement of the following
output indicators:
- Two wooden architectural monuments have been restored, and conserved;
- One Art Nouveau architectural monument has been restored and conserved;
- One cultural heritage monument has been restored and conserved.
The Small Grant Scheme contributes to the following horizontal priorities:
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Economic sustainability;
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Social sustainability;
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Environmentally friendly activities;
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Good governance;
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Gender equality.
The Small Grant Scheme supports these activities:
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Conservation of the cultural heritage, especially ensuring restoration for wooden and Art Nouveau
architectural monuments of local or national significance and their elements, ensuring the preservation of
authenticity;
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Improvement of professional skills for restoration specialists and craftsman involved in the conservation
process of cultural heritage objects;
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Project management activities;
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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.
3.3. Financial Parameters for the Small Grant Scheme
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 “Conservation of Cultural Heritage” is EUR 1 287 928, from
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which EUR 1 094 738 comes from the EEA Financial Mechanism and EUR 193 190 from the national state budget.
The minimum amount of Programme grant assistance applied for one project is EUR 50 000; the maximum
amount is EUR 250 000.
Rate of co-financing at project level: The amount of project level co-financing for the project to be implemented
is defined according to the status of the project promoter:
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for state institutions the co-financing rate is set at 0%;
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for municipalities and municipality institutions the co-financing rate is set at 5%.
The grant from the Programme for the selected project shall depend on the status of the project promoter and
shall be 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 municipalities or municipal institutions 95% of the total eligible project costs.
3.4. Eligible Project Promoter and Project Partners
In order to enhance cooperation between Latvia and the Donor States, partnerships between organizations in
Latvia and in the Donor States are widely encouraged.
In the Small Grant Scheme “Conservation of Cultural Heritage” project promoters with a partner from one of
the Donor States will be given additional points in the evaluation of the project proposal.
The following project promoters are eligible under the Small Grant Scheme “Conservation of Cultural
Heritage”:
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municipalities that own a cultural monument;
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municipality institutions that own a cultural monument;
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state institutions that own, possess or use a cultural monument.
Under the Small Grant Scheme “Conservation of Cultural Heritage”, the project promoter may submit a
project application in cooperation with the following project partners:
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state institutions registered in Latvia;
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municipal institutions or non-governmental organizations registered in Latvia;
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public or private institutions registered in one of the Donor States: Norway, Liechtenstein, Iceland;
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public or private institutions registered in one of the Beneficiary states: Poland, Rumania, Hungary,
Czech Republic; Bulgaria, Slovakia, Slovenia, Greece, Portugal, Spain, Italy, Malta, Cyprus.
If a partnership is considered to be carried out within a project, 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 project 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 of both parties in accordance with Article 6.8
of the Regulation on the implementation of the European Economic Area (EEA) Financial Mechanism 2009-2014.
Project promoters will be informed of the selection results after the project evaluation period, no later than 4
months after the project submission deadline.
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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). The advance payment can reach up to 30% of the programme grant
available for the project.
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:
- interim project progress report(s) on project implementation;
- 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 verify incurred expenditure are to be submitted when required by the Programme
Operator. The Programme Operator shall verify the expenditure declared by the project promoter 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 promoter will be obliged to submit two kinds of reports to the
Programme Operator:
- interim project progress report(s) on project implementation;
- 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
the basis of a random selection. The detailed monitoring plan for the projects will be presented in the Annual
Programme Report.
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3.6.
Eligible expenditures
All project costs must be directly linked with the implementation of the proposed activities. All project costs have
to be proportionate and indispensible for the implementation of the project and actually incurred by the Project
Promoter. Grants 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 “Conservation of Cultural
Heritage”:
3.6.1. 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, stationary costs and communication
costs (telecommunications, internet, post) for project Promoter and for project partner(s);
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. 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);
3.6.4. External audit costs for project partners from the Donor states and other beneficiary states excluding
Latvia;
3.6.5. Costs of organizing cooperation activities (including, but not limited to, exchange of experience, training,
seminars, conferences, etc.):
- Expenses of experts from the Donor states;
- Expenses of organizing training seminars and conferences (costs of premises, equipment,
catering, translation, audiovisual materials etc.);
- Travel and accommodation costs of experts from the Donor states, representatives from the
partner institutions;
- Travel and accommodation costs of Latvian experts and Latvian project staff travelling to the
Donor states
- Expenses for renting premises and equipment for cooperation activities in both Latvia and the
Donor states;
- Travel and accommodation costs for participants from the Latvian Project Promoter;
- Travel and accommodation costs for donor project partner(s);
- Salary costs for participants from the Latvian Project Promoter;
- Salary costs for donor project partner(s);
3.6.6. Costs of restoration and conservation of the cultural heritage object in accordance with the construction
design:
3.6.6.1. Costs related to the preparation of the construction design (up to 10% of total eligible costs of the
project):
- Costs of elaboration of the construction design;
- engineering investigation costs;
- object inspection costs;
- cultural history investigation costs;
- cultural history inventory costs;
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- archaeological inventory costs;
3.6.6.2. Costs of supervision of construction works:
- construction monitoring costs;
- Author’s supervision;
- Archaeological supervision;
3.6.6.3. Costs of restoration and conservation of the cultural heritage object including costs of restoration and
conservation of the interior and its elements;
3.6.6.4. Costs of landscaping works in the adjacent area of the object not exceeding 5% of the total eligible costs
of the project;
3.6.6.5. Reserve for unforeseen expenses that can occur during the construction, calculated at not more than 5%
of the eligible costs of construction. The reserve for unforeseen expenses may be used after a prior
coordination with the Programme Operator.
Within the project, the value added tax that directly relates to the project may be eligible if the project promoter
cannot recover it completely or partly according to taxation laws and regulations.
3.6.
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 the completion of the
project.
The minimum and maximum periods for implementation of projects are: 6 to 26 months, but no later than until
March 31st 2016.
4.
Application procedure
The deadline for submission of project applications is 6th 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,
though some parts of it must be filled both in Latvian and English. Brief project summary translation in English
should be added to each project application. 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. Handwritten 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 – The 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.
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5.
Selection criteria and selection process
5.1. Selection criteria
The Selection Committee of each Small Grant Scheme will evaluate the submitted project applications for their
compliance with
- Administrative criteria,
- Eligibility criteria,
- Quality acceptance criteria.
Additional selection criteria
In the Small Grant Scheme “Conservation of Cultural Heritage” additional selection criteria have been set to
evaluate conservation and restoration of cultural monuments of national minorities, including conservation and
restoration of Jewish cultural monuments.
The evaluation period shall be concluded no later than 4 months after the application deadline. The Programme
Operator will inform all applicants individually of the results of the evaluation and will also provide details of the
results on its webpage http://www.km.gov.lv/en/eea-grants-culture/
All approved projects will be published on the Programme Operator’s homepage: http://www.km.gov.lv/en /eeagrants-culture/ .
5.2. Selection procedure
The Programme Operator will establish the Selection Committee for evaluation and approval of project
applications. The Selection Committee will involve at least 2 external experts for evaluation of project applications
in compliance with the 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 Selection Committee within the Small Grant Scheme “Conservation
of Cultural Heritage”:
1) Committee members with voting rights from the following institutions:
- Programme Operator – MoC (3 representatives);
- State Inspection for Heritage Protection (1 representative);
2) Observers from the following institutions:
- National Focal Point – MoF;
- Donor programme partner – The Norwegian Directorate for Cultural Heritage;
- 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 the project application;
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If the project application meets all non correctable administrative criteria, it is examined in compliance
with the non correctable eligibility criteria;
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If the project application meets all non correctable eligibility criteria, it is examined in compliance with the
quality acceptance criteria;
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If the project applications meet all of the criteria mentioned above, they are ranked in an ascending
order, by compliance with the specifiable administrative eligibility and the 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 Project approval.
The Selection Committee will decide on the approval or the conditional approval of the selected projects. If the
Programme financing is incapable to support all of the project applications, those with the lowest score in quality
criteria will be rejected due to insufficient funding.
Project applications that do not meet the non-specifiable administrative and the eligibility criteria or do not meet
the minimum score are excluded from further evaluation.
The applicant may appeal against the decision to reject the project application in compliance with the procedure
established by the law on the EEA and Norwegian Financial Mechanism for the 2009-2014 period.
For reasons of transparency, equal treatment and non-discrimination, no communication with the Project
Operator is allowed during the selection procedure, except in exceptional cases. The selection procedure begins
after the deadline of submission 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: Dāvids Zalāns
Phone: +371 67 330 233
E-mail: Davids.Zalans@km.gov.lv
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All donor countries may assist in finding relevant project partners. Contact details for additional information on
partner search in Norway, Iceland and Liechtenstein:
Aleksandra Einen
Adviser
The Norwegian Directorate for Cultural Heritage
Dronningensgate 13, Pb. 8196 Dep., 0034 Oslo, Norway
Tel: 0047 98 20 27 16
E-mail: akpe@ra.no
www.ra.no
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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
Agnes Stefánsdóttir
Deildarstjóri/Department Manager
Minjastofnun Íslands / The Cultural Heritage Agency of Iceland / Islands kulturarvsstyrelse
Suðurgata 39 | 101 Reykjavík | Sími/Tel. 5701300 | Fax: 5701301
agnes@minjastofnun.is / www.minjastofnun.is
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