How to apply

Stages of evaluation under Phare Grant Schemes

Practical Guide 2006

The evaluation procedure starts with the receipt of project proposals by the Contracting Authority / MEE-Phare Implementing Agency / and finishes with the decision to grant funding to the approved applicants.

Receipt and registration of project proposals
Project proposals received by mail are registered and, in the case of personally submitted proposals, the applicant receives a receipt for a personally submitted proposal with a serial number, date and time of receipt.

Session for opening and verification of administrativecompliance
All proposals received within the application deadline, as well as those received outside the application, are opened in the order of arrival, checked and registered with a fixed number.

Only project proposals received within the defined deadline for submission of application forms are subject to an assessment of administrative compliance according to criteria in an Assessment Table.

Each project proposal is checked by only one appraiser for administrative compliance. In case of missing documents or incompleteness of the application form, the   project proposals are disqualified from further participation in the evaluation process.

Upon completion of the administrative compliance assessment, a Report on the Results of the Opening Session of the Project Proposals and the Administrative Assessment shall be prepared and submitted to the Program Manager (the Contracting Authority) and the Delegation of the European Commission to Bulgaria for approval.

Any proposal for a project undergoing an administrative assessment is allowed for an independent assessment of the concept of the concept proposal /

Assessment of the concept /concept note /
The evaluation of the concept of the project proposal is carried out by two independent evaluators according to criteria for compliance with the objectives of the grant scheme, methodology and sustainability, operational capacity and competence of the applicant according to the Scoreboard. Each sub-criterion evaluates. The final mark is an arithmetic mean of the estimates of the two evaluators.

A report on the received points and comments on all evaluated project proposal concepts is presented and presented to the Program Manager (the Contracting Authority) and the European Commission Delegation to Bulgaria for approval.

Project evaluation (application form)
The project quality assessment is carried out by two independent evaluators according to the Evaluation Criteria Table.

Each sub-criterion carries a certain amount of points, as well as requires a commentary from the evaluator to be written. The final mark is an arithmetic mean of the estimates of the two evaluators.

A list of all evaluated proposals, ranked by points and the evaluators’ comments, shall be prepared and submitted to the Evaluation Committee for a decision.

Verification of the admissibility of the proposal proposal
This assessment is based on the Applicant’s Declaration, which is an integral part of the application form as well as the criteria set out in the Guidelines for Applicants. Each draft proposal is evaluated by an appraiser.

Decisions of the Evaluation Committee
The Commission may not change the points or comments and filled-in evaluation tables. In some cases, the Commission may request a review of the outcome of the evaluation of the independent evaluators (eg with a major difference in the assessment of the two independent valuers). All such decisions must be recorded in the Evaluation Report.

The Evaluation Committee draws up a final list of projects to be funded and signed by all members of the Commission.

The Commission has the right not to offer a full utilization of the available budget in cases where insufficient number of quality proposals have been received. The Commission may draw up a Reserve List containing a number of draft proposals that have received the highest score after that of the last ranked draft proposal. In cases where there are legal barriers to the conclusion of contracts with ranked candidates, eg. due to the failure to produce the necessary documents after the evaluation, the Commission proposes to conclude contracts with candidates from the reserve list.

Approve proposals for funding.
The evaluation report, signed by all Commissioners, is submitted to the Program Manager (the Contracting Authority) and the European Commission Delegation to Bulgaria for final approval.

Notification of candidates.
The Phare Executive Agency at the Ministry of Economy and Energy sends letters to the ranked candidates with a proposal to conclude a Grant Contract. Emails are also sent to unsuccessful candidates, indicating the reasons for non-classification.

The entire procedure and documentation related to the evaluation of the subsequent proposals are confidential.

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