tenders and grants

partnership

I. INTRODUCTION
In the framework of the ‚Culture 2000™ programme, this document is a call for applications for Community support concerning the organisation and award of a European Union prize in the field of cultural heritage conservation and enhancement. Under the present call for proposals, the assessment as to the selection of the institution to implement the organisation and award of the European Union prize in the field of cultural heritage conservation and enhancement will be carried out by the Commission services and the final decision will be taken by the Commission after consultation with the committee of the Culture 2000 framework programme.

II. GENERAL OBJECTIVES
The rich and diverse cultural heritage in Europe is undoubtedly one of the principal areas through which Europeans can identify themselves at local, regional, national and European level. Awareness about this heritage is, therefore, of paramount importance, as it is through this awareness that Europeans can acknowledge its important role in its contribution towards a better knowledge and understanding of the common elements that unite them. This could, in turn, contribute to an improved mutual knowledge, understanding and tolerance for each other and, thus, to a stronger sense of their European citizenship. The preservation and enhancement of the European cultural heritage in all its forms (architectural heritage and its related movable heritage, archaeology, cultural landscapes) are one of the priority areas of the Culture 2000 programme. In this context, the European Commission wishes to establish an annual EU prize, with the aim to give public recognition to exemplary initiatives and best practices by either individuals or organisations, which contribute, at European level, to the promotion and development of cultural heritage.

III. SPECIFIC OBJECTIVES
The European Union prize for cultural heritage preservation and enhancement should aim at the following objectives:
(a) The purpose of the prize is to give public recognition to exemplary initiatives and to skills of deserving individuals and/or organisations in the field of preservation and enhancement of cultural heritage (architecture and its related movable heritage, archaeology, cultural landscapes). Special consideration will be given to initiatives and skills having a symbolic and/or an educational value.
(b) Considering that initiatives contributing towards the pres- ervation and enhancement of cultural heritage can be of a multifold nature, the prize should reflect this aspect.
(c) In this context the prize will be awarded to each of the following categories:
- For a project ( 1 ) which concerns the exemplary restoration of architectural heritage (single building or complex of buildings) which will either retain its initial use or be used as a place of cultural and educational interest for visitors. The building or complex of buildings must be accessible to the general public. The prize may be awarded to either a European individual ( 1 ) (e.g. conservation/restoration specialist in scientific, technical or craftsmanship terms) or a group that may involve conservation/restoration specialists, owners, public authorities or non-govern- mental organisations. The prize should consist of a financial award of EUR 10 000 and a diploma with the logos of the EU Culture 2000 programme (obligatory) and the organisation (optional) responsible for the organisation of the prize. The owners or authorities responsible for the building or complex of building will be obliged to place, in situ and in a visible place, a plaque (or banner) with the logo of the EU Culture 2000 programme and that of the responsible organi- sation (optional) and mention the EU prize.
( 1 ) The awarded projects as well as prizewinners must be from one of the following countries: Member States of the European Union: Belgium, Denmark, Germany, Greece, Spain, France, Ireland, Italy, Luxembourg, Netherlands, Austria, Portugal, Finland, Sweden, United Kingdom; in addition: Bulgaria, Czech Republic, Cyprus, Estonia, Hungary, Iceland, Latvia, Liechtenstein, Lithuania, Malta, Norway, Poland, Romania, Slovakia, Slovenia, and Turkey
- For a project ( 1 ) concerning the exemplary preservation/ enhancement of a cultural landscape, while respecting its authentic historic and cultural character. The prize may be awarded to either a European individual ( 1 ) (e.g. conservation/restoration specialist in scientific, technical or craftsmanship terms) or a group that may involve conservation/restoration specialists, owners, public or non-governmental organisations. The prize should consist of a financial reward of EUR 10 000 and a diploma with the logos of the EU Culture 2000 programme (obligatory) and the organisation (optional) responsible for the organisation of the prizes. The owners or authorities responsible for the cultural landscape will be obliged to place, in situ and in a visible place, a plaque (or banner) with the logo of the EU Culture 2000 programme and that of the responsible organisation (optional) and mention the EU prize.
- For a project ( 1 ) concerning the exemplary conser- vation/restoration of a private or public artistic heritage collection accessible to the general public. The prize may be awarded to either a European individual ( 1 ) (e.g. conservation/restoration specialist in scientific, technical or craftsmanship terms) or a group that may involve conservation/restoration specialists, owners, public authorities or non-govern- mental organisations. The prize should consist of a financial award of EUR 10 000 and a diploma with the logos of the EU Culture 2000 programme (obligatory) and the organisation (optional) responsible for the organisation of the prizes. The owners or authorities responsible for the artistic heritage collection will be obliged to place, in situ and in a visible place, a plaque (or banner) with the logo of the EU Culture 2000 programme and that of the responsible organi- sation (optional) and mention the EU prize.
- For a project ( 1 ) concerning the exemplary preservation and/or enhancement of an archaeological site accessible to the general public. The prize may be awarded to either an European individual ( 1 ) (e.g. conservation/ restoration specialist in scientific, technical or crafts- manship terms) or a group that may consist of conservation/restoration specialists, owners, public authorities or non-governmental organisations. The prize should consist of a financial award of EUR 10 000 and a diploma with the logos of the EU Culture 2000 programme (obligatory) and the organisation (optional) responsible for the organisation of the prizes. The owners or authorities responsible for the archaeological site will be obliged to place, in situ and in a visible place, a banner with the logo of the EU Culture 2000 programme and that of the responsible organisation and mention the EU prize.
- For a project ( 1 ) concerning an exemplary study for the preservation and/or enhancement of cultural heritage (e.g. building, complex of buildings, cultural landscape, archaeological site) accessible to the general public. The prize may be awarded to either a European individual ( 1 ) (conservation/restoration specialist in scientific, technical or craftsmanship terms) or a group that may consist of conservation/restoration specialists, owners, public authorities or non-govern- mental organisations. The prize should consist of a financial award of EUR 10 000 and a diploma with the logo of the EU Culture 2000 programme (obligatory) and the organisation (optional) responsible for the organisation of the prize.
- For a European individual ( 1 ) or a group that may consist of individuals, public authorities or non-governmental organisations as a recognition of their arduous and commendable efforts over long periods for the preservation and enhancement of the European cultural heritage. The prize should consist of a financial award of EUR 10 000 and a diploma with the logo of the EU Culture 2000 programme (obligatory) and the organisation (optional) responsible for the organisation of the prizes. The decision as to the attribution of the prize should be based on the recommendations of a panel of European independent experts representing as many cultural heritage sectors as possible. The prize should provide the greatest visibility and impact possible in terms of its European dimension; hence the presence of the European Union institutions and in particular of the Commission during the prizes' ceremony is essential. The winning projects as well as the best submissions should be given the maximum publicity possible as for example through publications, press, radio and TV coverage, travelling exhibitions, etc.

IV. DURATION OF THE ACTION
In the context of the framework programme Culture 2000, this call for proposals aims at the organisation and implementation of an annual prize in the field of cultural heritage preservation and/or enhancement as from the year 2002 and until the year 2004 (included), the end of the Culture 2000 programme. The preparatory work for the first year prize must commence in spring of 2002 and the implementation of the first year's exercise must be concluded by the middle of 2003 at the latest. The successful applicant organisation will assume the organi- sation of the first year's EU prize (2002) and with the approval of the Commission, it may do so for the years 2003 and 2004.

V. FINANCING
The budget earmarked for this action is EUR 150 000 maximum towards the total organisation and implementation costs of the abovementioned prize on an annual basis. This contribution may not exceed 60 % of the total annual eligible organisation and implementation costs of the proposal submitted by the eventually selected applicant organisation.
Preference will be given to organisations with extensive experience, at European level, in the organisation of similar European initiatives in the field of cultural heritage preser-vation and/or enhancement. Community support will be granted on condition that the administrative and financial procedures are properly completed.

VI. ELIGIBILITY CRITERIA
Applicant organisers must be:
- Public or private organisations with a legal status and with extensive experience in the field of cultural heritage preservation and/or enhancement.
- Legal entities ( 2 ) of one of the following group of countries:
- 15 Member States of the European Union (Belgium, Denmark, Germany, Greece, Spain, France, Ireland, Italy, Luxembourg, Netherlands, Austria, Portugal, Finland, Sweden, United Kingdom),
- three EEA/EFTA countries (Iceland, Liechtenstein, and Norway),
- Candidate countries of central and eastern Europe which have ratified the Decision of the Association Council as to their participation to the Culture 2000 framework programme in 2002. Of these countries, Bulgaria, Czech Republic, Estonia, Hungary, Latvia, Lithuania, Poland, Romania and Slovakia have ratified the Decision for their participation in the programme as from 2001 while Slovenia has decided to ratify its participation as from 2002.
Applicants must:
- have the operational capacity to bring the organisation of the prize to a successful completion,
-provide guarantees of financial viability (approved accounts for the last three financial years) and professional standards (the statutes of the organisation and the curriculum vitae of the person(s) responsible for the organisation of the prizes,
- have noted the content of the Culture 2000 programme and of the European Commission's guide on grants (see Internet site:
http://europa.eu.int/comm/culture/index_en.html.

VII. EXCLUSION CRITERIA OF APPLICATIONS UNDER THIS CALL FOR PROPOSALS
The following are excluded:
- applications submitted by physical persons,
- applications receiving support under a different Community programme,
- applications whose immediate objective is commercial and profitmaking.

VIII. PROJECT SELECTION PROCEDURE
This will take place in three stages:
(a) Check on the conformity and acceptability of applications.
Commission staff will check on the conformity and acceptability of applications by reference to the following criteria:
- applications must have been properly completed, and have been received by the stated deadline (by reference to the postmark or delivery company stamp),
- applications must include:
- a letter of request addressed to the Commission,
- the application form (setting out the provisional budget and the organiser's (and if applicable the co-organisers') financial involvement), signed and dated.
- the form for acknowledgement of receipt, giving the address of the organiser (or the lead organisation in case of applications involving more than one organiser),
- in Annex 1, a certified copy of the organiser's (or the lead organisation's) statutes or some equivalent document (if it is private organisation),
- in Annex 2, the CV of the person in charge of overall coordination of the project,
- in Annex 3, the organiser's (or lead organisation's) latest business report (with the exception of public organisations),
- in Annex 4, the approved accounts for the last three financial years (unless the organisation (or lead organisation) is less than three years old and with the exception of public organisations).
(b) Selection
Applications will be assessed by the Commission services in accordance with the criteria as set out in this call for proposals. The Commission will proceed to the final selection after the approval of the proposed candidate by the Culture 2000 management committee. This committee consists of representatives of EU Member States, of the EEA/EFTA countries (Iceland, Liechtenstein, Norway) and of the candidate countries of central and eastern Europe, which have ratified the Decision of the Association Council as to their participation in the Culture 2000 programme.
Representatives of the EEA/EFTA countries and of the candidate countries will participate in the committee meetings with the same rights and obligations as those of the Member States, except as concerns the right of vote.
(c) Outcome
The outcome of the selection process will be announced on completion of the institutional decision process at the beginning of 2002. No information on the outcome will be given before that date.

IX. ELIGIBILITY OF EXPENDITURE AND PRACTICAL ARRANGEMENTS FOR THE PROVISION OF COMMUNITY SUPPORT
Eligible expenditure
Expenditure will be eligible as from the date on which a contract will be signed by the Commission and the selected organisation.
Only the categories of expenditure listed below are eligible, provided they are properly accounted for and evaluated in accordance with the market conditions, and are identifiable and verifiable. They must be direct costs (i.e. generated directly by the project and indispensable for its implemen- tation, having regard to the cost/benefit principle):
- personnel costs incurred exclusively in implementing the project,
- travel/accommodation/daily allowance costs associated with the project (e.g. meetings, European gatherings, travel for training),
- costs associated with conferences (e.g. hiring venues, interpreters),
- publication and dissemination costs,
- equipment costs (only the depreciation element of durable goods can be considered),
- cost of consumables and supplies,
- telecommunication costs.
Non-eligible expenditure
The following expenditure cannot be considered eligible:
- expenditure incurring before the signature of the contract between the Commission and the legal entity selected to carry out the organisation and implementation of the prize,
- capital investment,
- provisions of a general nature (e.g. for losses and possible future debts),
- debts,
- interest on debts,
- bad debts,
- exchange losses, apart from exceptional cases for which express provision is made,
- expenditure on luxuries,
- the production of material and publications for commercial purposes; however, consideration will be given to monographs, collections, reviews, records, CDs, CD-ROMs, CD-Is and videos provided they form an integral part of the project,
- investment or operating costs on the part of cultural organisations which do not form an integral part of the project,
- contributions in kind (e.g. land, immovable property whether in its entirety or in part, durable capital goods, raw materials and unpaid voluntary work). However, contributions in kind will be taken into account in calculating the rate of funding up to the level of 20 % of all eligible direct costs. They must appear on both sides of the provisional budget on the income side, as the money equivalent of the services or materials contributed, and as an equal amount on the expenditure side - but they must be separate from the rest of the budget since they cannot be counted as eligible costs.

X. FINANCIAL AND GENERAL ADMINISTRATIVE PROCEDURES
1. Project duration
Project applications must have clearly and precisely defined objectives and must be given a realistic timetable, which will not exceed the time allowed under this call for proposals. Applications must clearly state the project starting and finishing dates.
2. Contractual conditions
Community support will take the form of an agreement between the Commission and the organiser (or the lead organisation if applicable), which will be designated as the beneficiary. As a condition for the grant, the Commission may require the beneficiary and the other project partners to sign an agreement on the arrangements for the project, including the financial provisions. The beneficiaries will be required to adhere strictly to the relevant management rules. The Commission attaches the greatest possible importance to the quality of administrative and financial project management.
The contract between the Commission and the beneficiary will be valid only for the organisation and implementation of the prize and will be of a duration of one year maximum from the day of the signature of the contract. The Commission must be informed and closely involved in the implementation process. The Commission cannot be held legally liable for projects which have received financial support. The financial support awarded by the Commission does not constitute a financial claim against it and cannot therefore be transferred to a third party.
3. Deadline compliance
The deadlines indicated in the contract must be scrupulously adhered to. Exceptionally, where a project has been delayed, an extension of the contractual period may be granted. Any official request must state how much extra time is being applied for and why the delay came about, and must be submitted at least a month before the end of the period laid down in the contract. Only one such application will be entertained. Applications will be considered on their merits and be either accepted or rejected.
4. Co-funding
Any applications which do not include a balanced budget (total expenditure = total income) will be automatically rejected. Community funding under this programme will be subject to proof of an agreement binding the co-funding organisations (if any) on the amounts they will contribute for the organisation and implementation of the prize scheme.
5. Payment
Generally, grants are paid in two or three instalments as the project progresses. The first payment will be within two months of signature of the agreement. Subsequent instalments will depend on the Commission's approval of the beneficiary's activity and financial reports.
Since the Commission's contribution represents a given percentage of the total estimated cost of the project, the final payment will be calculated on the basis of real declared costs, bearing in mind any other contributions received or any other input from the project promoter. Should the total real cost be below the total estimated cost, the Commission will reduce its contribution pro rata and will, if necessary, seek to recover any excessive money it has paid over. In no circumstances may projects make a profit.
6. General provisions
The use to which grants are put by the beneficiary will be subject to inspection by the Commission.
Any concealment by any applicant of all or part of any information which might have an incidence on the Commission's final decision will automatically render the application invalid or, if it is discovered at a later stage, will entitle the Commission to terminate the agreement and demand the full reimbursement of all sums received by the beneficiary under the agreement.
7. Rejected projects
Projects which are not selected by the Commission will be returned to their applicants. The Commission will keep no copies of such projects.

XI. REPORT AND FINAL ACCOUNTS
On completion of a project which has received Community support, organisers must submit an activity report on the results and be prepared to supply the European Commission with any information it may need to enable it to evaluate the project. This report must give a succinct but full description of the results of the project and must be accompanied by any publications produced under the project.
If an action makes a financial profit, the funds awarded by the Commission must be repaid, to the level of the profit realised. If the actual cost of the project turns out to be less than the total estimated cost, the Commission will reduce its contribution proportionally. It is therefore in the applicant's interest to present a reasonable budget estimate.

XII. PUBLICITY
The organisers of selected projects are under a contractual obligation to ensure, by all appropriate means and in accordance with the conditions laid down in the contract, that the funding awarded by the European Union is fully publicised in all activities associated with the organisation and implementation of this action.