The Programme Operator kindly informs all interested parties that the deadline for the submission of applications under PL07 Development and better adaptation of health care to demographic and epidemiological trends subsidised with EEA and Norway Grants 2009-2014 has been extended until 28 June 2013, 4:15 p.m.

We further inform that the Application form user guide under the said Programme has been updated. The modification concerns the requirement to secure own contribution by entities reporting to and supervised by competent ministers.

Explanation of the Programme Operator concerning eligible entities under PL07

In order to avoid doubts concerning the interpretation of point 3 of the notice of the call for proposals under PL07, i.e. Types of entities that may apply for grants, the Programme Operator clarifies that participation in the call for proposals has been limited to legal persons.

The limitation applies to all entities listed in the notice, i.e. public entities, private entities and non-governmental organisations.

The Minister of Health as the Operator of

PL07 Development and better adaptation of health care to demographic and epidemiological trends financed with the funds of the EEA Financial Mechanism,

 the Norwegian Financial Mechanism and the state budget

publishes a call for proposals for project grants

in the amount of PLN 194,616,833 = EUR 46,995,275 ¹.

1. Thematic areas for projects submitted to the call for proposals

(a) Amelioration of perinatal care - prevention services, diagnostics and treatment to increase the number of live births;

(b) Better health care adaptation to meet the needs of the fast-growing population of chronically-ill, dependent and elderly people;

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

2. Example measures eligible for financing under the indicated areas of intervention

Amelioration of perinatal care - prevention services, diagnostics and treatment to increase the number of live births, through e.g.:

• collective health education for pregnant women,
• professional training for medical staff on the methods of early detection of defects in a developing foetus and neonatal intensive care,
• development of centres providing comprehensive intrauterine foetus diagnosis and treatment through the purchase of equipment, implementation of new medical technologies, as well as extension, reconstruction or renovation (modernisation) of existing centres,
• development of centres providing intensive neonatal care through the purchase of equipment, implementation of new medical technologies, as well as extension, reconstruction or renovation (modernisation) of existing infrastructure,
• development of a quality assessment scheme and supervision over three levels of perinatal care,
• preventive dental care for pregnant women.

Better health care adaptation to meet the needs of the fast-growing population of chronically-ill, dependent and elderly people, through e.g.

• telecare centres, i.e. teleconsultations and direct aid of nurses and other medical staff on request,
• equipment rental for patients and nurses, consultancy concerning the choice of equipment, training on the use of equipment and home preparation for home care,
• purchase of diagnostic and therapeutic equipment for health care institutions, including long-term care facilities,
• extension, reconstruction or renovation (modernisation) of the infrastructure of health care institutions, including long-term care facilities,
• training for nurses and other medical staff on elderly care,
• publications on long-term care standards.

Cancer prevention aimed at reducing cancer morbidity and mortality indicator in Poland, through e.g.

• preventive programmes including screening tests and training for medical staff in charge of screening,
• health education and health promotion related to routine checkups and healthy lifestyle,
• extension, reconstruction or renovation (modernisation) and equipment purchase for radiotherapy units,
• purchase of equipment for early detection of neoplastic diseases for health care institutions.

3. Types of entities that may apply for funding

Applications may be submitted by all Polish public and private entities, as well as non-governmental organisations constituted as legal persons and acting in the public interest, including:

• public health care institutions transformed into limited companies providing health services financed from public funds and their founding institutions, including:

- health care institutions transformed into limited companies that provide health services financed with public funds,

• research institutes operating in the health care sector,
• medical universities or public institutions of higher education carrying out didactic and research activities in the field of medical sciences,
• nursing homes financed with public funds and their founding institutions,
• non-governmental organisations operating in the health care sector.

Only Polish entities may apply for funds under the Programme.

Applicants in the case of which support might take the form of state aid will be rejected at the stage of formal review.

Health care institutions may apply for grants as long as they operate within the public health care system, i.e. they need to have a contract with the National Health Fund (NFZ) or operate within a different scheme of public health services. The requirement to operate under the public system of social care financing applies also to nursing homes.

4. Partnership projects

The Programme Operator encourages project implementation with partner institutions from Donor States, yet no extra points at the stage of application appraisal will be awarded to partnership projects.

5. Amounts allocated to project financing

The total allocation available within the EEA FM and the NFM 2009-2014 grants is PLN 194,616,833, i.e. EUR 46,995,275 - national contribution is financed by the Project Promoters that have been awarded grants and constitutes at least 20% of the total eligible project costs.

6. Grant rate

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

The minimum value of total eligible project costs amounts to PLN 1,552,950, i.e. EUR 375,000 - EEA FM/NFM minimum grant amounts to PLN 1,242,360, i.e. EUR 300,000.

The maximum value of total eligible project costs amounts to PLN 31,059,000, i.e. EUR 7,500,000 - EEA FM/NFM maximum grant amounts to PLN 24,847,200, i.e. EUR 6,000,000.

The grant will be paid in PLN.

7. Specific terms of expenditure eligibility

All measures planned under a project have to comply with the Regulations.

Eligible expenditures under the project have been specified in Article 7.3. Regulations on the implementation of the EEA FM and the NFM 2009-2014, and exceptions to them are as follows:

• the cost of purchase of new or used equipment is eligible as long as the purchase constitutes an integral part of the implemented project,
• the cost of land or real estate purchase is not eligible,
• the construction of real estate is not eligible.

In the case of indirect costs, the Project Promoter may choose between two options of reimbursement:

• in line with Article 7.4.1a of the Regulations on the implementation of the EEA FM and the NFM 2009-2014 - expenditures are identified and reimbursed on the basis of actual indirect costs borne by those Project Promoters and project partners that have an analytical accounting system to identify their indirect costs,

or

• in line with Article 7.4.1b of the said Regulations - as a flat rate of up to 20% of 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 is based on a report made by an independent certified auditor confirming that the flat rate overheads represent a fair apportionment of the overall overheads.

The applicant is obliged to indicate the selected method of settling indirect costs in the application.

The costs of the following items shall be eligible under the project:

1. project activities,

2. project management,

3. information and publicity,

4. reserve for unforeseen expenditures.

Budget limits:

• The total amount of investment expenditure under a project may not exceed 70% of the total amount of eligible project costs.
• The maximum amount of management costs represents 10% of the total amount of eligible project costs.
• The project budget has to include sufficient funds for information and publicity to meet the requirements specified in the Information and Publicity Requirements available at www.zdrowie.gov.pl.
• The maximum amount of reserve within the project budget represents 5% of the total amount of eligible project costs. Funds may be allocated to unforeseen expenditures in accordance with Article 6.7.3 (k) of the Regulation.

Expenditure specified in Article 7.6 of the Regulation and

• expenditure unrelated to project objectives;
• expenditure incurred before or after the eligibility period

shall not be considered eligible.

Final date of expenditure eligibility: 30 April 2016.

 8. Selection procedures and criteria

The projects are evaluated in two steps: formal review and content-related appraisal. Only projects that comply with all formal criteria will be subject to content-related appraisal. The call for proposal and the selection criteria shall adhere to non-discrimination and tolerance principles.

Formal review is carried out by the Formal Review Team (ZOF). The review is carried out with zero-one method, which means that the fulfilment or non-fulfilment of formal criteria is verified.

Content-related appraisal of each application is carried out by the Content-Related Appraisal Team (ZOM-T).

ZOM-T experts score projects according to the content-related appraisal chart. Based on the given scores a ranked list is developed. A project has to score at least 55 points for content-related criteria in the field of health care and 25 points for content-related criteria in the field of finances and management to enter the ranked list.

Detailed selection criteria are as follows:

I Formal criteria

(a) Criteria in relation to which no supplements or adjustments to an application can be made:

1. Was the application submitted to a correct institution before the deadline?

2. Was the application submitted on a correct form (in at least one hard copy)?

3. Is the applicant eligible under the programme (including the verification of a lack of state aid)?

4. Is the project compliant with eligible measures and programme objectives?

5. Does the requested grant amount fall within the limits specified in the programme?

6. Has the applicant secured funds for co-financing in the required amount?

7. Does the term of the project fall within the specified time limits?

8. Does the project fail to generate revenues?

9. Is the project free from double funding?

10. Does the applicant operate within the public health care system?

(b) Other criteria that can be supplemented or adjusted in accordance with the Guidelines of the Minister of Regional Development on the procedure of the call for proposals under the EEA Financial Mechanism and the Norwegian Financial Mechanism 2009-2014:

11. Does the project achieve at least 1 outcome indicator and 1 output indicator for each outcome related to the project among those identified by the Programme Operator?

12. Are target values provided for mandatory indicators?

13. Is the project compliant with EU and national legislation?

14. Are all mandatory boxes in the application form filled in?

15. Is the application submitted with a complete set of annexes in 2 hard copies and an electronic version identical with the hard copy?

16. Does the electronic copy include the application and all annexes in formats specified in the Application form user guide?

17. Are the application and all annexes prepared in the Polish language (in the case of partnership projects the statement on VAT eligibility of a partner from the Donor State is required in English)?

18. Is the application and each annex signed by a person authorised to represent the applicant and dated?

19. Is the planned expenditure broken down into eligible and ineligible?

20. Is the planned investment expenditure less than 70% of total eligible expenditure?

21. Does the application include a publicity plan?

22. Are mechanisms for ensuring sustainability of suggested outcomes presented?

23. Does the application include all required annexes?

24. Are copies of annexes certified as true copies of the original documents (i.e. by a person authorised to submit the application)?

II Content-related criteria in the field of health care:

1. Presenting diagnosed problem

2. Target group

3. Problem site

4. Compliance of project objectives with the diagnosed problem

5. Compliance of measures with project objectives

6. Project impact

7. Project comprehensiveness

8. Compliance with European, national, regional and local development strategy

9. Impact on horizontal issues

10. Additional indicators specified by the applicant

11. Time feasibility of the project in the context of set objectives

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

III Content-related criteria in the field of finances and management:

1. Mandatory indicators
2. Measurability of mandatory indicators
3. Risk analysis
4. Project schedule
5. Project sustainability
6. Multiplier effects in the project
7. Rationality and necessity of project expenditure
8. Correctness of planned expenditure
9. Eligibility of expenditure
10. Budget accuracy
11. Functionality of project management mechanisms
12. Quality management
13. Project monitoring and evaluation
14. Organisational capacities of the project team
15. Applicant's experience in the implementation of projects financed with non-refundable funds from foreign sources

Formal review charts and content-related appraisal charts together with detailed criteria are annexed to the notice.

After the expiry of the deadline for the submission of appeals against the results of the content-related appraisal, the Programme Operator estimates the value of projects in the case of which applicants lodged an appeal and shall set aside a financial reserve for these projects.

The ranked list is submitted to the Selection Committee. The Committee reviews the ranked list and may modify it in justified cases. The Selection Committee presents a list of recommended projects to the Programme Operator. The Operator checks whether the process of project recommendation was in line with the Regulations on the implementation of the EEA FM and the NFM 2009-2014 and whether the recommendations of the Selection Committee comply with the principles and objectives of PL07. After such verification, selection results are approved by an Officer in the Ministry of Health. Next, the Officer in the Ministry of Health issues a decision on granting support for selected projects. Once the applicant accepts the terms and conditions of grant assistance provided in the decision of the Officer in the Ministry of Health, a project contract is signed. 

In the case of projects placed on the ranked list as a result of an appeal, the procedure is the same as described above, i.e. the Selection Committee reviews the ranked list, and the Programme Operator submits the list for approval to the Officer in the Ministry of Health.

Projects that apply for Programme grants may not generate profit.

9. Information on the means of appeal available to applicants

Applicants may appeal against the decision to reject an application at the stage of formal review and content-related appraisal. The appeal procedure follows a two-tier principle. The appeal in the first tier is considered by the Programme Operator. The appeal in the second tier is considered by the National Focal Point.

No appeal is envisaged against the decision of the National Focal Point.

No appeal is envisaged against the decision of the Selection Committee and the Programme Operator concerning the ranked list.

10. Payment system

EEA FM and NFM project grants take the form of advance payments, with the exception of the final balance, which shall take the form of expenditure reimbursement. The total assistance transferred to a project promoter in the form of advance payments shall not exceed 90% of the allocated grant.

The first advance payment up to 10% of the grant is made after the conclusion of the project contract. Interim payments are only made if the Programme Operator certifies that previous interim payments settled in the payment claims have been spent correctly in substantive and financial terms. The final balance in the amount of 10% of the granted assistance will be paid after the approval of the final project report.

The Project Promoter submits the following documents to the Programme Operator:

• interim reports (payment claims) for: January-April, May-August, September-December),
• final project report.

Project Promoters submit payment claims no later than 10 days after the end of the reporting period.

Any expenditures related to the project implementation must be confirmed by copies of accounting documents accompanied with copies of documents certifying the payment and receipt of purchased goods or completed works or services, payroll and agreements with contractors.

In the case of projects implemented with partners from Poland or Donor States, the Project Promoter submits the payment claim together with copies of accounting documents accompanied with copies of documents certifying the payment and receipt of purchased goods or completed works or services, payroll and agreements with contractors related to Partner's expenditure. Alternatively, a payment claim may be accompanied by a report by an independent certified auditor certifying that the reported costs have been borne in accordance with the Regulation, the national law and accounting practices of the project partner's country, which is a sufficient proof of expenditure incurred by the project partner.

11. Standby list

Projects that have been positively verified and exceeded a threshold specified in the notice, but have not been awarded grants due to limited allocation for the programme, are placed by the Programme Operator on a standby list.

If any additional funds are released e.g. due to a Project Promoter abandoning a project or shifts between programmes, the Programme Operator shall sign a project contract with applicants in accordance with their order on the standby list.

12. Project sustainability

Each project that encompasses construction works or equipment purchase is subject to sustainability period of 5 years from the approval of the final project report by the Programme Operator.

In the case of other projects, the sustainability period is 3 years from the approval of the final project report by the Programme Operator.

13. Time, place and manner of submitting applications

The call for proposals takes place from 15 March 2013 to 31 May 2013 until 4:15 p.m.

NOTE: The deadline for the submission of proposals has been extended to 28 June 2013 until 4:15 p.m.

The application form should be downloaded from the website of the Programme Operator www.zdrowie.gov.pl, section EEA FM and NFM 2009-2014 à PL07 call for proposals 1/2013 - Documents, and submitted in Polish in hard copy and electronic version.

The application should be submitted in two hard copies signed by a person authorised to represent the Applicant and in one electronic version (CD). The data carrier containing completed application form with annexes (files with extensions read by MS Office (xls, xlsm, doc, docx) or Adobe Reader (pdf) should be attached to the hard copies of the application.

The application should be submitted in an envelope or a parcel by post, courier mail or in person. In the case of sending the application in a post office or by courier mail, the applicable date is the date as postmarked or of the postal receipt, yet the date of delivery to the seat of the PO shall not be later than 10 days from the deadline for application submission - this period consists of working days from Monday to Friday (from 8:15 a.m. to 4:15 p.m.) with the exception of bank holidays.

Place of filing the documents:

Ministry of Health

Department of European Funds

ul. Długa 38/40 room 109 (secretariat)

00-238 Warsaw

The application should be submitted in a sealed envelope or parcel described as follows:

• Wniosek aplikacyjny w ramach PL07 [Application form for PL07]
• Nr konkursu: [Call number] 1/MFEOG NMF/PL07/2013
• full name and address of the applicant,
• Programme Operator's full name (Ministry of Health - European Funds Department) and address (ul. Długa 38/40, 00-238 Warszawa).

14. Documents

The application form should be prepared in line with the following programme and application documents annexed to the notice.

Full application documentation for the applicant is available at www.zdrowie.gov.pl, section EEA FM and NFM 2009-2014 - PL07 call for proposals 1/2013 - Documents.

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 the implementation of the EEA Financial Mechanism 2009-2014
• Regulation on the implementation of the Norwegian Financial Mechanism 2009-2014
• Guidelines of the Donor States, also available at: http://eeagrants.org/Who-we-are/Our-legal-framework
• Guidelines of the Minister of Regional Development on the procedure of the call for proposals under the EEA Financial Mechanism and the Norwegian Financial Mechanism 2009-2014
• Other guidelines of the Minister of Regional Development http://www.eog.gov.pl/dokumenty/wytyczne/strony/default.aspx

Application documents

• NEW! Application form user guide ver. 1 - update no. 1 (currently applicable version) together with documents and statements templates
• Application form
• Application form user guide together with  documents and statements templates
• Applicant's Manual - Principles of application preparation and participation in the call for proposals for the programme Development and better adaptation of health care to demographic and epidemiological trends with annexes
• Formal review chart
• Content-related appraisal charts (concerning health care and finances & project management)
• Guidelines on developing feasibility studies for projects under PL07 Development and better adaptation of health care to demographic and epidemiological trends supported by the EEA FM and the NFM 2009-2014 with an annex

15. Fund for Bilateral Relations at Programme level

Details on the call for proposals for the Fund for Bilateral Relations at Operational Programme level will be provided at www.zdrowie.gov.pl, section EEA FM and NFM 2009-2014 - FBR OP.

16. Contact details for additional information

Additional information may be obtained on working days from 10:00 a.m. to 2:00 p.m., by calling 22 530 01 66 or writing at: eog@mz.gov.pl.

In accordance with Article 35 § 1 of the Code of Administrative Procedure, all inquiries shall be processed without delay (in general - within 21 working days; however, in justified cases this deadline may be extended).

All information required to submit an application is available on the website of the Programme Operator www.zdrowie.gov.pl, section
EEA FM and NFM 2009-2014 - PL07 call for proposals 1/2013

¹ calculated on 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 notice publication i.e. EUR 1 = PLN 4.1412