The Programme Operator decided to extend the open call  duration. The call for proposals takes place from 15^th March 2013 till 28^th June 2013 till 16:15.

The Minister of Health as the Operator for Programme PL07 Development and better adaptation of health care to demographic and epidemiological trends financed by the EEA Financial Mechanism, Norwegian Financial Mechanism and Polish state budget announces the open call for proposals for the amount of

194 616 833 PLN i.e. 46 995 275 EUR¹

1. Project thematic areas within which one may submit projects eligible within the open call

a. Amelioration of perinatal care - preventive services, diagnostics and treatment with a view to increase the number of live births,

b. Better adaptation of health care in order to meet needs of the fast-growing population of chronically-ill and dependant as well as elderly persons,

c. Cancer prevention aimed at reducing cancer morbidity and mortality indicator in Poland.

2. Exemplary types of activities eligible for co-financing within the given thematic areas

a. Amelioration of perinatal care - preventive services, diagnostics and treatment with a view to increase the number of live births, including:

• collective forms of health education for pregnant women;
• in-service training for medical personnel in early detection methods of foetus defects as well as neonatal intensive care;
• development of centres for diagnostics as well as intrauterine therapy of foetus through purchase of equipment, implementation of new medical technologies as well as extensions, rebuilding and refurbishment (modernisation) of centres;
• development of neonatal intensive care units through purchase of equipment, implementation of new medical technologies as well as extensions, rebuilding and refurbishment (modernisation) of centres;
• elaboration of quality assessment system as well as supervision of three stages of perinatal care;
• dental prevention for pregnant women.

b. Better adaptation of health care in order to meet needs of the fast-growing population of chronically-ill and dependant as well as elderly persons, including:

• tele-care centres, i.e. tele-counselling and immediate assistance of nurses and patient care technicians upon request;
• nursing and patient assistance equipment rental as well as counselling on equipment selection, training in equipment use and preparing conditions for home care;
• purchase of diagnostic and therapeutic equipment for health care institutions, including long-term care centres;
• extensions, rebuilding and refurbishment (modernisation) of health care institutions, including long-term care centres;
• training for nurses and patient care technicians in senior care;
• publications on long-term care standards.

c. Cancer prevention aimed at reducing cancer morbidity and mortality indicator in Poland, including:

• prevention programmes including screening examinations as well as training for medical personnel conducting screening examinations;
• health education and health promotion concerning preventive examinations and healthy lifestyle;
• rebuilding, extension, refurbishment (renovation) as well as the purchase of equipment for radiotherapy units;
• purchase of early cancer detection equipment for health care institutions.

3. Types of entities that are eligible to apply for co-financing

All Polish public and private bodies as well as non-governmental organisations constituted as legal entities and operating in the public interest are eligible applicants, including:

• Public and non-public health care institutions providing health services financed from public funds and their founding institutions, including

- public health care institutions transformed into capital companies providing health services financed from public funds;

• research institutions functioning in the health care system;
• medical universities or public universities conducting didactic and research activity in the medical science;
• long term care centres financed from public funds and their founding institutions;
• Non-Governmental Organisations operating in the health care field.

Only Polish entities are entitled to apply for financial means within the Programme.

The applicants for whom the assistance would  constitute the state aid will be rejected during the formal assessment.

Entities providing health care services are entitled to apply under the condition that they operate in the public health care system i.e. services provided by them are contracted with the National Health Fund (NFZ) or financed from other system of public medical services.  Long term care centres are required to operate within the public welfare system.

4. Partnership projects

The Programme Operator encourages to implement the projects in partnership with institutions from the Donor States, however, no extra points will be awarded to partnership projects at the stage of assessment of the proposals.

5. The amount of financial means for the co-financing of the  projects

The total allocation available within the EEA FM and NFM 2009-2014 grants is 194 616 833  PLN i.e. EUR 46 995 275.

National contribution is financed by the Project Promoters that are awarded with grants and constitutes at least 20% of the total project eligible costs.  

6. Grant rate (amount of co-financing)

• Grant rate (co-financing level) for all Project Promoters - up to 80% of the total project eligible costs,
• Required Project Promoter's contribution - at least 20% of the total project eligible costs.

The minimum project value (total project eligible costs) is 1 552 950 PLN i.e. EUR 375 000 - EEA FM/NFM grant is 1 242 360 PLN i.e. EUR 300 000.

The maximum project value (total project eligible costs) is 31 059 000 PLN i.e. EUR 7 500 000 - EEA FM/NFM grant is 24 847 200 PLN i.e. EUR 6 000 000.

The assistance will be granted in PLN.

7. Special rules on eligibility of expenditures

All activities planned in the Project shall stay in line with the Regulations.

Expenditures eligible under the project have been set forth in Art. 7.3 of the Regulation on the implementation of the EEA FM and NFM 2009-2014, but there are the following exceptions:

• Cost of new or second hand equipment is eligible under condition that the purchase is an integral part of the implemented project;
• Purchase of land or real estate is not eligible;
• Building of real estate is not eligible.

Regarding indirect costs, the Project Promoters may choose between two options of reimbursement:

• in line with Article 7.4.1. a of the Regulation on the implementation of the EEA FM and NFM 2009-2014 - expenditures are identified and reimbursed on the basis of actual costs incurred by the Project Promoters and partners that have an analytical accounting system to identify their indirect costs; or
• in line with Article 7.4.1. b of the above mentioned Regulation - as a flat rate of up to 20% of the total direct eligible costs, excluding direct eligible costs for subcontracting and the costs of resources made available by third parties which are not used on the premises of the Project Promoter. Reimbursement of expenditures shall be based on the report made by an independent and certified auditor certifying that the flat-rate overheads represent a fair apportionment of the overall overheads.

The applicant is obliged to indicate the chosen option for reimbursement of indirect costs in the application form. 

Within a project the following activities will be eligible:

1. activities;

2. project management;

3. information and publicity activities;

4. the reserve for unforeseen expenditures.

Limits within the project budget:

• The value of investment expenditures in total cannot exceed 70% the total project eligible costs;
• The maximum amount of management costs is 10% of the total project eligible costs;
• The project budget should contain financial means that allow to meet the Information and publicity requirements, available at www.zdrowie.gov.pl;
• The maximum value of reserve within the project budget is 5% of the total project eligible costs. The financial means can be spent on unforeseen expenditures, according to Art. 6.7.3 k) of the Regulation.

Expenditures mentioned in Art. 7.6 of the Regulation, as well as:

• incurred before and after the date of eligibility
• not related to the project;

shall not be regarded as eligible.

Final date of eligibility is 30.04.2016.

8. Selection procedures and criteria

Two-step assessment consist in verification of formal and content related criteria. Nothing but the projects that meet all formal criteria will be a subject of the content related appraisal.The open call and selection criteria reflect the principles of anti-discrimination and tolerance.

Formal evaluation will be carried out by the Formal Assessment Team (ZOF) that will check whether the project meets the given criterion or not (0/1 assessment).

Content related appraisal will be performed by the Content Related Assessment Team (ZOM-T). Experts (ZOM-T) score the project according to the selection criteria mentioned in the content related evaluation chart. Basing on the awarded score a ranking list will be elaborated.

Percentage threshold required for the project to be put on the ranking list is 55 points to be awarded for health criteria and  25 points  to be awarded for finance and management criteria.

Detailed criteria are the following:

I Formal criteria

a) Criteria towards which any corrections or document supplementation cannot be made:

1. Was the application submitted to the proper institution before given deadline?

2. Was the application filled in on the relevant application form (at least one hard copy)?

3. Does the applicant belong to the group of eligible applicants under the Programme (including the verification of the absence of state aid)?

4. Is the project located in the directory of eligible activities under the Programme and consistent with the Programme objectives?

5. Does the amount of the grant requested comply with the ceilings of possible funding?

6. Were the funds for co-financing secured in the requested amount?

7. Does the project duration exceed allowed time limit?

8. Does the project generate income?

9. Is there double financing in the project?

10. Does the applicant operate in the public health system?

b) Other criteria towards which corrections or document supplementation to the proposal can be made

11. Does the project include realization of at least 1 outcome indicator and 1 output indicator (out of adequate outcome) defined by the Programme Operator?

12. Are there given the target values for obligatory indicators?

13. Is the project consistent with the EU and national regulations?

14. Are all requested cells in the form filled in?

15. Was the application submitted with all attachments in 2 hard copies and 1 electronic version that is consistent with its paper version?

16. Does the electronic version include the application form and attachments saved in formats described in instruction for completing the application form?

17. Are the application form and attachments completed in Polish (in case of partnership projects, statement on eligibility of VAT paid by the partner is required in English)?

18. Are the paper version of the application form and all attachments signed by an authorized person and dated?

19. Are planned expenses presented in split between eligible and non-eligible costs?

20. Do planned investment costs exceed the limit i.e. 70% of the total eligible costs?

21. Does application form include Information and publicity plan?

22. Are there any sustainability mechanisms of the project results presented?

23. Are all required attachments attached?

24. Are all copies properly confirmed as a true copy (i.e. confirmed by the legal representative of the entity)?

II Content related criteria referring health care

1. Presentation of the diagnosed problem

2. Target group

3. Location where the problem occurs

4. Cohesion of the project objectives with the diagnosed problem

5. Cohesion of the activities with the project objectives

6. Impact of the project

7. Comprehensiveness of the project

8. Compatibility with the European, national, regional and local development strategy

9. Impact on cross-cutting issues

10. Additional indicators given by the applicant

11. Feasibility of the project in time in the context of assumed objectives

12. Information and publicity in the context of diagnosed problem and target group

III Content related criteria referring management and financial matters

1. Obligatory indicators

2. Measurability of the obligatory indicators

3. Risk analysis

4. Timeline of the project

5. Durability of the project

6. Multiplier effects in the project

7. Rationality and necessity of the project expenses

8. Correctness of the planning of expenses

9. Eligible expenses

10. Correctness of the budget

11. Functionality of the project mechanisms management

12. Quality management

13. Monitoring and evaluation of the project

14. Organizational potential of the project team

15. Experience of the applicant as regards the realization of the projects financed from external foreign sources.

Formal and content related evaluation charts with detailed criteria have been attached to the announcement.

After the final date for content related assessment appeal, the Programme Operator estimates the value of projects for which the applicants appealed. Subsequently, the PO establishes a financial reserve for these projects.

The Selection Committee receives a ranking list to be reviewed. The Committee may in justifiable cases modify it.

The list of projects recommended by the Committee is submitted to the Programme Operator.

The PO checks if the process of projects' recommendation was carried out according to the Regulation on the implementation of the EEA FM and NFM 2009-2014, as well as the rules and objectives of Programme PL07.

After this verification the results of the call are sent to be approved by the Minister/Deputy Minister of Health. Subsequently the Minister/Deputy Minister of Health issues a decision on granting the selected projects. When the applicant accepts all conditions mentioned in the decision the project contract is to be signed.

In case of Projects that are restored as a result of appeal, the procedure is consistent with described above i.e. the Selection Committee reviews the ranking list and PO submits the list to the Minister/Deputy Minister for approval.    

Projects under the Programme cannot generate the income.

9. Information on appeal measures available to applicants

Applicants may turn to appeal procedure against the decision to reject the application at the stage of formal or content-related appraisal. The appeal procedure consists of two instances. The Programme Operator is an appeal body of the first instance. The National Focal Point is an appeal body of the second instance.

There is no appeal procedure against the decision of the National Focal Point.

There is also no appeal procedure against the decision of the Programme Operator and Selection Committee.

10. Payment system

Payments from the EEA FM and NFM towards the Project Promoters are in the form of advance payments with the exception for a final payment which will be in the form of reimbursement. Total advance payments cannot exceed 90% of the grant amount.

First advance payment, up to 10% of the grant, shall be paid when the project contract is signed. Further payments will be transferred under the condition that the Programme Operator finds proper use of funds previously paid in advance to the Project Promoter. Verification covers the legitimacy of expenditures and financial matters. The final payment i.e. 10% of the grant will be paid when the project completion report is approved. 

Within the payment system, the Project Promoters submit to the Programme Operator the following documents:

• Interim reports (Payment claims) ; reporting periods: January - April; May - August; September - December)
• Final Report

Project Promoters submit the payment claim no later than 10 days after the given reporting period.

All expenses related to the project should be evidenced by copies of: accounting documents, payment confirmations, agreements with contractors and confirmations of delivery/performed services attached to payment claim forms.

In case of projects implemented in the partnership with entities from Beneficiary State or Donor States, the Project Promoter attaches to the payment claim - copies of: accounting documents, payment confirmations, agreements with contractors and confirmations of delivery/performed services. Alternatively  reports by an independent and certified auditor certifying that the claimed costs are incurred in accordance with the Regulation, the national law and accounting practices of the project partner's country, shall be seen as sufficient proof of costs incurred by Project partner.

11. Reserve list

Applications scored above the required threshold, not granted with the assistance due to limited allocation of the open call, will be placed by the Project Promoter on a reserve list.

In case additional funds become available, for example by giving up on assistance by other Project Promoter or due to transfer between Programmes, the Programme Operator signs project contracts with applicants according to their ranks on the reserve list.    

12. Project durability period

For projects where building or purchase of equipment are considered, the project durability period will not be shorter than 5 years  from the date of acceptance of the project completion report by the PO.

For other projects the durability period will not be shorter than 3 years from the date of acceptance of the project completion report by the PO.

13. Date, place and way of submitting the applications for project co-financing

The call for proposals takes place from 15.03.2013 till 31.05.2013 till 16:15.

NEW DEADLINE: 28.06.2013 TILL 16:15.
The application must be submitted on a form to be found at the PO's website www.zdrowie.gov.pl, fold: MF EOG i NMF 2009-2014 - PL07 konkurs 1/2013 - Dokumenty .

Application  must be submitted in 2 hard copies, signed by an applicant's legal representative together with 1 copy of its electronic version recorded on a compact disk. Files recorded on the CD must be in formats possible to be open in MS Office Pack (.xls, .xlsm, .doc, .docx) or  Adobe Reader (.pdf). 

Then, the application form together with all attachments must be delivered in an envelope or a parcel, through the post, dispatch-rider  or personally. When it comes to the post or dispatch-riders the deadline for application submission refers to a post stamp/day of dispatch with restriction that actual delivery must come no later than 10 days from the deadline for submission of applications.  While calculating, please remember that only working days should be taken into consideration i.e. days from Monday to Friday (8:15-16:15) with exclusion for public holidays.

Place for the submission of documents:

Ministerstwo Zdrowia

Departament Fudnuszy Europejskich

ul. Długa 38/40 pok. 109 (sekretariat)                                                                                         

00-238 Warszawa

A parcel/an envelope with complete application has to be closed and marked with the following:

• Application for funds within PL07,
• Number of call: 1/MFEOG NMF/PL07/2013,
• Full applicant's name and address,
• Full legal name (Ministerstwo Zdrowia - Departament Funduszy Europejskich) and address of the Programme Operator (ul. Długa 38/40, 00-238 Warszawa).

14. Documents

The application form should be developed in line with following documents, which are the attachments to the call for proposal announcement.

The list of documents and templates can be found at www.zdrowie.gov.pl, fold: MF EOG i NMF 2009-2014 - PL07 konkurs 1/2013 - Dokumenty  

Programme documents:

• Memorandum of Understanding on the implementation of the EEA Financial Mechanism 2009-2014;
• Memorandum of Understanding on the implementation of the Norwegian Financial Mechanism 2009-2014;
• Regulation on implementation of the EEA Financial Mechanism 2009-2014,
• Regulation on implementation of the Norwegian Financial Mechanism 2009-2014,
• Guidelines issued by the Donor States, available at http://eeagrants.org/Who-we-are/Our-legal-framework
• The Minister of Regional Development guidelines on call for proposals procedure within the EEA FM 2009-2014 and NFM 2009-2014,
• Other guidelines of the Minister of Regional Development availble at

  http://www.eog.gov.pl/dokumenty/wytyczne/strony/default.aspx.

Application documents

• NEW! Instruction on completing the application form (verson 1, amandement 1) with templates of forms and documents essential to apply,
• Application form
• Instruction on completing the application form with templates of forms and documents essential to apply,
• User Guide - Rules for the preparation of the application and applying within Programme PL07 Development and better adaptation of health care to demographic and epidemiological trends, with attachments
• Formal evaluation chart,

• chart: health care and chart: finance and project management

• Guidelines on the feasibility study under the Programme PL07 Development and better adaptation of health care to demographic and epidemiological trends with attachment

15. Fund for bilateral relation (Programme level)

Details on the call under the Fund for bilateral relation (FBR) will be released on the www.zdrowie.gov.pl website fold: MF EOG i NMF 2009-2014 - FWD PO.

16. Contact details in case additional information is needed

For additional information please contact our info-line that operates on working days 10:00-14:00.

Phone number: 22 530 01 66 or via e-mail: eog@mz.gov.pl

According to art. 35 § 1 of The Code of Administrative Procedure all questions shall be answered immediately (in principle within 21 working days but in justifiable cases this period may be extended). 

All information essential to apply is available on the Operator's website www.zdrowie.gov.pl, fold: MF EOG i NMF 2009-2014 - PL07 konkurs 1/2013.

¹on the basis of the exchange rate set as the average of the official monthly exchange rate published in the C series of the Official Journal of the European Union for the six month period up until one month preceding the announcement of the call, that is 1 EUR = PLN 4,1412