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Organisation and implementation of an annual European Union Prize for Literature - EAC/S12/2018
Deadline: 14 Sep 2018   CALL EXPIRED

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1. INTRODUCTION – BACKGROUND

The European Union (hereafter "the EU") and the Creative Europe Culture Sub- programme (hereafter “the Programme”)1 support four Prizes in the field of culture; literature, contemporary music, architecture and cultural heritage.2

As one of four Prizes, the European Union Prize for Literature (hereafter “EUPL”) is foreseen in the Creative Europe Work Programme for 2018, C(2017)6002, adopted by Commission Decision of 6 September 20173 and revised by C(2018)2290 of 23 April 20184 (index reference 2.18)

The general aim of the EU Prizes is to highlight excellence in a number of fields in order that artists, works or cultural and artistic achievements become known beyond national borders, thereby encouraging mobility and exchanges. They are distinctive in their focus and all have a strong degree of complementarity with components of wider EU culture policies and all encourage the protection and promotion of cultural and linguistic diversity.

The purpose of this Call for proposals is to select an organisation/consortium capable of organising the EUPL for the three annual prize editions in 2019, 2020 and 2021. For each year’s prize edition, the preparatory work starts the year before; e.g. for the 2019 edition of the prize, the preparatory work will start with the signing of the contract in the last half of 2018. In brief, the work entails organisation of juries and selection procedures for up 

to 40 countries, organisation of awards ceremonies and other events as well as the continuous promotion of the Prize and its winning authors and books at local, national, European and international levels. The European Commission will sign a 3-year Framework Partnership Agreement (FPA) with the successful applicant. (See section 2.4.)

 

2. OBJECTIVE(S) – THEME(S) – PRIORITIES

2.1. General objectives and context

Europe is a fragmented cultural market with many small countries and a large number of languages. This cultural and linguistic diversity is a tremendous asset and resource and at the same time, it presents a range of challenges. The fragmentation leads to the sub- optimal transnational circulation of European literature and other cultural works and makes it harder for authors and other professionals to work internationally. It is difficult for cultural works to circulate across borders and this is especially true for literature. In turn, this leads to a more limited choice of literature for the European public. Whilst authors can be quite successful nationally, relatively few manage to reach audiences beyond their home country and to achieve either pan-European or global success. European literature, especially literature written in lesser-used languages, needs transnational promotion and increased visibility.

Against this backdrop, the European Commission launched the European Union Prize for Literature (EUPL) in 2009 in conjunction with the then existing EU Culture Programme (2007-2013).

The EUPL continues under the EU’s current Creative Europe programme (2014-2020) which has the following twofold general objective:

  •   To safeguard, develop and promote European cultural and linguistic diversity and to promote Europe’s cultural heritage;

  •   To strengthen the competitiveness of the European cultural and creative sectors with a view to promoting smart, sustainable and inclusive growth.

The Creative Europe programme responds to challenges that the cultural and creative sectors face in terms of market fragmentation, globalisation and the digital shift. More specifically, the Programme supports the cultural and creative sectors' capacity to operate across borders in Europe and beyond, encourages the development of new business models and adaption to change and funds transnational mobility of artists and creators. The Programme contributes to European cultural and linguistic diversity, including through grants to literary translations, and helps transnational circulation of European cultural and creative works to reach new and enlarged audiences and markets.

Developing a more level playing field and stimulating the translation of literature from smaller European language areas into the bigger language areas is a special challenge. Translation is the key to wider circulation of European literature and the Programme supports the translation, publication and promotion of European literary works. Since 2014, European publishers have received more than 12.3 million EUR in grants for close to 1700 literary translations, from and into a range of European languages. Many of these translations are of books that have won the EUPL5.

In addition, the Creative Europe programme supports hundreds of European cooperation projects, platforms and networks. All cultural sectors and all cultural operators in close to 40 European countries, EU Member States as well as non-EU countries, can participate. In its first 4 years, 2014-2017, the Programme supported the European cultural and creative sectors with more than 200 million EUR in total. 6

The book and publishing sector is important for Europe's economy and culture. In 2016, the EU/EEA, the total annual generated turnover of publishers of is 22-24 billion EUR and the estimated total market value is EUR 35-40 billion. Publishing houses directly employ some 150.000 people while the employment of the entire book value chain may be more than half a million people. About 500.000 new titles are published annually. 7

What is more, books and literature are unique vectors of knowledge, history, education and culture and can help foster dialogue, mutual understanding and active citizenship and contribute to the building of cohesive and inclusive societies and strengthening of European values and identity.

The EUPL thus supports the objectives of the Creative Europe programme and contributes in the broader picture of EU policies for the cultural and creative sectors.

2.2. Current organisation

Since 2009, the European Union Prize for Literature (EUPL) is organised annually by a Consortium representing the book chain in Europe. For the current period, 2015-2018, the Consortium operates under an agreement with the European Commission signed in 2014 after a Call for proposals. 8

In brief, the main principles and elements of the current organisation of the Prize are as follows: 9

  •   The EUPL is awarded annually to new and emerging authors for literary works of fiction (novels or short stories).

  •   Participating countries: The prize competition is open to authors from the countries that take part in the Creative Europe programme. So far, 37 European countries have participated in the prize competition at some point; i.e. the 28 EU Member States and a number of non-EU countries (Albania, Bosnia and Herzegovina, the Former Yugoslav Republic of Macedonia, Iceland, Liechtenstein, Montenegro, Norway, Serbia and Turkey).

  •   Unique literary prize: The EUPL is the only book award given to authors from such a range of European countries and linguistic areas.

  •   National juries: National expert juries in the participating countries select the winning authors. The national juries are typically composed of representatives from the respective countries’ organisations for publishers, booksellers, authors and critics. The Consortium is responsible for the organisation, guidance and follow-up of the national juries.

  •   Winning authors: By 2017, after nine annual prize editions, 108 authors have received the Prize. Normally, each prize edition selects as winners 12 authors from 12 different countries. Consequently, and as a rule, each participating country will have a winner every 3rd year. Each winning author receives 5000 EUR in prize money and benefit from special promotion.

  •   An annual EUPL Awards Ceremony celebrates the EUPL authors and books, attracts an audience from the worlds of politics and culture and receives press coverage at both national and European levels.

  •   Creative Europe literary translation grants: Publishers and translators of EUPL winning books profit from the literary translation grants under the Creative Europe programme.

  •   Promotion: The Prize and the winning authors and books are promoted throughout the year at local, national, European and international levels, for example at events in bookshops or at book fairs and literary festivals.

  •   Special EUPL 2018 edition: the 10th anniversary year in 2018 celebrates the 108 authors from 37 countries that have received the EUPL in the nine prize editions so far. The EUPL authors are all invited to write a short fiction under the title "A European Story”. All contributions, in the original language and in English translation, will be published in a special EUPL book and voted upon by a professional European jury as well as public votes. The announcement of the winners in several categories and the awards ceremony take place in the autumn of 2018 under the Austrian Presidency of the Council of the EU.

2.3. The EUPL - General and specific objectives

2.3.1. General objective:
The EUPL is a prize for literary talent, awarded annually to new and emerging European

authors for recently published literary works of fiction.

2.3.2. Specific objectives: The EUPL aims to:

  • 1)  showcaseandputaspotlightonEurope’sdiversewealthofcontemporary fiction;

  • 2)  raise the profile of winning authors outside their home country and help them cross borders and reach broader readerships;

  • 3)  raise general awareness and stimulate interest in the whole book sector about the literary diversity in Europe;

  • 4)  promote actively the publishing, translation, selling and reading of books from other European countries;

  • 5)  Encourage transnational circulation of literature, both in Europe and internationally.

 

The EUPL, a young literary prize celebrating its 10th anniversary year in 2018, has already earned a name as a unique multinational and multilingual literary prize and achieved a primary recognized standard. From this basis, the EUPL shall continue and grow stronger over the next three years, working to reach its own specific aims and thereby to contribute to the objectives of the Creative Europe programme and of EU policies for the cultural and creative sectors.

2.4. The EUPL Call for Proposals – Main objective and activities

2.4.1. Main objective:
The aim of this Call for proposals is twofold:

 To ensure the continuation of the EUPL for the period 2019-2021 and consolidate the EUPL’s position in the book sector and among the public;

 To modernise and strengthen the EUPL over its next three year period.

2.4.2. Main activities:
Accordingly, this Call shall select an organisation/consortium that can:

  • a)  Propose and implement a model for the organisation of the EUPL for the three prize editions 2019, 2020 and 2021.

  • b)  Proposeandimplementsolidandcrediblemechanismsandjurysystemstoselect as prize winners new and emerging European authors in the field of contemporary literature (fiction), covering potentially up to 40 countries.

  • c)  Propose and organise annual high quality and visible awards ceremonies from 2019 to 2021 editions. The ceremonies shall showcase European contemporary fiction, highlight Europe's literary and linguistic diversity and promote European emerging authors. The ceremonies are to be organised with a view to attract a wide range of representatives from the worlds of literature, culture and politics and to attract national and European media coverage.

  • d)  Plan and create momentum and interest ensuring visibility for the EUPL, for its past and new winning authors and books - and for the values that the prize promotes, in between the award ceremonies and throughout the three year period. This includes proposing concrete plans, methods and means for promotion and communication activities for the EUPL in general and for its past and new winning authors and books in particular, at local, national, European and international levels, aiming for the highest possible visibility.

  • e)  Develop and implement networking and partnership activities, engaging and involving relevant target groups, promoters, stakeholders and ambassadors, with a view to ensuring the long term follow-up and sustainable impact of the EUPL.

  • f)  Respectively, proposals under points a) to e) above shall build on the current organisation model, mechanisms, awards ceremony arrangements, promotion and communication activities and networking and partnership activities – and shall aim to modernise, innovate, strengthen and improve all of these. Proposed improvements and any proposed new features under these points shall be explained and justified.

Furthermore, note that the implementation of the EUPL editions in the next phase, 2019- 2021, takes place under the on-going Creative Europe Culture Sub-programme. The four countries that have recently joined the Programme (Georgia, Moldova, Ukraine and Tunisia) have not yet participated in the EUPL but may choose to do so over the coming years. Other countries may also apply to join the Programme and the EUPL. The proposed overall organisation of the EUPL in the next phase shall therefore be designed to be sufficiently flexible as to cover up to 40 participating countries.10

In addition, it is noted that over the coming couple of years, the next generation of programmes post-2020 are in preparation. The proposed overall organisation of the EUPL in the next phase shall therefore be designed to be sufficiently flexible as to give some margin and scope to highlight and anticipate possible new developments and priorities.

A steering committee, involving Commission representatives, will be set up to monitor and validate the selection process. Proposals must include a detailed description of the functioning of this steering committee.

2.5. Framework Partnership Agreement (FPA)

The European Commission will support the EUPL through a three year Framework Partnership Agreement (FPA) for the period 2019-2021 (as of the 2019 edition with preparatory work in 2018 - and until and including the 2021 edition with preparatory work in 2020), subject to the availability of funds.

The FPA will set out the conditions governing annual grants for the action, on the basis of a three year strategic plan. The FPA defines the respective roles and responsibilities of the Commission and the selected organisation(s) in implementing the partnership. It presents the common objectives agreed by the organisation(s) and the Commission; the type of activities envisaged; the procedure to conclude a specific agreement for an annual grant for the action as well as the general rights and the obligations of each party under the grant specific agreements. This FPA does not constitute an obligation for the Commission to conclude a specific agreement for an annual grant for the action.

The organisation(s) is/are required to submit a work programme for the FPA period as part of the application for the FPA. The work programme of the organisation(s) shall comprise an overall description of activities and outputs for the entire period of the FPA, and a description of how these will be divided into annual work plans.

In addition, a detailed annual work plan is requested for the first year (2019 prize), which will be subject to a specific grant agreement concluded at the same time as the FPA.

For years 2 and 3, the Commission will invite the organisation(s) with whom the FPA has been signed, to provide annually a detailed work plan for the next year of operation and a corresponding budget in order to conclude specific agreements for a grant for the action for each year of operation.

 

Please note that concluding the specific agreement for a grant for the action is subject to the Commission's assessment of the detailed annual work plan and the corresponding detailed budget, and of the annual activity report for the previous year, as well as to the availability of budgetary appropriations.

 

3. AWARD OF SPECIFIC GRANT AGREEMENTS

In order to ensure that the FPA activities get off to a timely start, a detailed work plan and an estimated budget11 is required for the first year of the action (2019 prize), which

will be subject to a specific grant agreement concluded after signature of the FPA. The work plan for the first year should demonstrate how the applicant intends to implement the FPA work plan; it will be subject to a separate evaluation and award decision.

Subject to the availability of funds, the Commission will ask the successful organisation or consortium to provide detailed annual work plans and budgets in order to conclude specific agreements for an action grant for the two following years of the prize. The work plans for each following year will be assessed against the award criteria set out in this call (see section 10).

The conclusion of specific agreements for an action grant is subject to the Commission’s assessment of the detailed annual work plans and budgets, and to the availability of budgetary appropriations.

 

4. TIMETABLE

a) Publication of the call

May 2018

b) Deadline for submitting applications

(14/09/2018 – 19:00 CET)

c) Evaluation period

September/October 2018

d) Information to applicants

October 2018

e) Signature of framework partnership agreement

October 2018

f) Signature of specific grant agreement

October/November 2018

g) Starting date of the action

October/November 2018

 

5. BUDGET AVAILABLE

The total budget earmarked for the co-financing of this action through a specific grant agreement for the 2019 edition of the prize is estimated at 500.000 EUR.

The EU annual specific grant is limited to a maximum co-financing rate of 80% of eligible costs. The appropriations for the subsequent years will be confirmed at a later stage.

Due to the specific and unique nature of the Prize, the Commission will only sign one partnership agreement under this call and will fund only one proposal for the purposes of this action.

The Commission reserves the right not to distribute all the funds available.

 

 

6. ADMISSIBILITY REQUIREMENTS

Applications must be sent no later than the deadline for submitting applications referred to in section 3.

Applications must be submitted in writing (see section 14), using the application form (see annex 1)13.

Applications must be drafted in one of the EU official languages.

Failure to comply with those requirements will lead to the rejection of the application.

 

7. ELIGIBILITY CRITERIA

7.1. Eligible applicants

The call is open to public or private organisations whose chief activity lies in the field of literature and books and which have at least five years proven experience in organising activities and events at a European level in the field of literature and must have a legal personality for at least 2 years as legal persons.

Only applications from entities established in EU Members States or in the countries mentioned in Article 16 of the proposal for a regulation establishing the Creative Europe programme15 are eligible, provided that, for these latter, on the date referred to in section 4b) of this call, agreements have been signed setting out the arrangements for the participation of those countries in the Culture sub-programme, including the Prizes under the Special Actions.

For British applicants: Please be aware that eligibility criteria must be complied with for the entire duration of the grant. If the United Kingdom withdraws from the EU during the grant period without concluding an agreement with the EU ensuring in particular that British applicants continue to be eligible, you will cease to receive EU funding (while continuing, where possible, to participate) or be required to leave the project on the basis of Article II.16 of the framework partnership agreement.

Affiliated entities described in articles 122(2)(a) and 122(2)(b) 16 of the Financial Regulation are accepted, under condition of presenting the appropriate supporting documents.

In order to assess the applicant's eligibility, the following supporting documents are requested from each applicant organisation and each affiliated entity:

- The legal entity identification form (http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entitie s_en.cfm) duly completed and signed by the person authorised to enter into legally binding commitments on behalf of the applicant organisation(s);

- private entity: extract from the official journal, copy of articles of association, extract of trade or association register, certificate of liability to VAT (if, as in certain
countries, the trade register number and VAT number are identical, only one of these documents is required);

- public entity: copy of the resolution or decision establishing the public company, or other official document establishing the public-law entity;

- proofs establishing that the person named as legal representative is the statutory legal representative of the applicant organisation(s).

The following entities will be considered as non-eligible: - natural persons

7.2. Eligible activities

Types of activities eligible under this call for proposals:

  •   Organisation and awarding of a prize including development and implementation of a selection mechanism and an award ceremony;

  •   Measures proposed to create a momentum between the award ceremonies;

  •   Communication and audience development activities;

  •   Networking and partnership activities

Implementation period

As mentioned in the timetable, it is expected that the starting date of the action will be between September and December 2018. The duration of the period of eligibility of costs of each specific grant agreement will be no longer than 12 months. No extension to the period of eligibility of costs beyond the maximum duration will be granted.

Applications for projects scheduled to run for a longer period than that specified in this call for proposals will not be accepted.
Under duly justified circumstances, and only upon express agreement of the European Commission, the applicant may start the project before the framework partnership and specific agreement are signed. This request should be made before the signature of the

- it is formed of several legal entities complying with the eligibility, non-exclusion and selection criteria set out in this call for proposals, and implementing together the proposed action;
- the application identifies the said entities.
These entities have a link with the beneficiary, in particular

  • a legal or capital link, which is neither limited to the action nor established for the sole purpose of its implementation.
  • In such a case, for the purpose of declaring eligible costs as specified under section 12.2, the entities composing the applicant organisations shall be treated as affiliated entities.
  • specific agreement. However, under no circumstances can the project start before the deadline for submission indicated in section 4 of this Call for Proposals.

 

8. EXCLUSION CRITERIA

8.1. Exclusion

The authorising officer shall exclude an applicant from participating in call for proposals procedures where:

(a) the applicant is bankrupt, subject to insolvency or winding-up procedures, where its assets are being administered by a liquidator or by a court, where it is in an arrangement with creditors, where its business activities are suspended, or where it is in any analogous situation arising from a similar procedure provided for under national laws or regulations;

(b) it has been established by a final judgment or a final administrative decision that the applicant is in breach of its obligations relating to the payment of taxes or social security contributions in accordance with the law of the country in which it is established, with those of the country in which the authorising officer is located or those of the country of the performance of the contract;

(c) it has been established by a final judgment or a final administrative decision that the applicant is guilty of grave professional misconduct by having violated applicable laws or regulations or ethical standards of the profession to which the applicant belongs, or by having engaged in any wrongful conduct which has an impact on its professional credibility where such conduct denotes wrongful intent or gross negligence, including, in particular, any of the following:

  • fraudulently or negligently misrepresenting information required for the verification of the absence of grounds for exclusion or the fulfilment of selection criteria or in the performance of a contract, a grant agreement or a grant decision;
  • entering into agreement with other applicants with the aim of distorting competition;
  • violating intellectual property rights;
  • attempting to influence the decision-making process of the [Commission] [Agency] during the award procedure;
  • attempting to obtain confidential information that may confer upon it undue advantages in the award procedure;

(d) it has been established by a final judgment that the applicant is guilty of any of the following:

  • (i) fraud, within the meaning of Article 1 of the Convention on the protection of the European Communities' financial interests, drawn up by the Council Act of 26 July 1995;
  • (ii)  corruption, as defined in Article 3 of the Convention on the fight against corruption involving officials of the European Communities or officials of Member States of the European Union, drawn up by the Council Act of 26 May 1997, and in Article 2(1) of Council Framework Decision 2003/568/JHA, as well as corruption as defined in the law of the country where the contracting authority is located, the country in which the applicant is established or the country of the performance of the contract;

 

  • (iii)  participation in a criminal organisation, as defined in Article 2 of Council Framework Decision 2008/841/JHA;

  • (iv)  money laundering or terrorist financing, as defined in Article 1 of Directive 2005/60/EC of the European Parliament and of the Council;

  • (v)  terrorist-related offences or offences linked to terrorist activities, as defined in Articles 1 and 3 of Council Framework Decision 2002/475/JHA, respectively, or inciting, aiding, abetting or attempting to commit such offences, as referred to in Article 4 of that Decision;

  • (vi)  child labour or other forms of trafficking in human beings as defined in Article 2 of Directive 2011/36/EU of the European Parliament and of the Council;

(e) the applicant has shown significant deficiencies in complying with main obligations in the performance of a contract, a grant agreement or a grant decision financed by the Union's budget, which has led to its early termination or to the application of liquidated damages or other contractual penalties, or which has been discovered following checks, audits or investigations by an authorising officer, OLAF or the Court of Auditors;

(f) it has been established by a final judgment or final administrative decision that the applicant has committed an irregularity within the meaning of Article 1(2) of Council Regulation (EC, Euratom) No 2988/95.

(g) for the situations of grave professional misconduct, fraud, corruption, other criminal offences, significant deficiencies in the performance of the contract or irregularity, the applicant is subject to:

  • (i)  facts established in the context of audits or investigations carried out by the Court of Auditors, OLAF or internal audit, or any other check, audit or control performed under the responsibility of an authorising officer of an EU institution, of a European office or of an EU agency or body;

  • (ii)  non-final administrative decisions which may include disciplinary measures taken by the competent supervisory body responsible for the verification of the application of standards of professional ethics;

  • (iii)  decisions of the ECB, the EIB, the European Investment Fund or international organisations;

  • (iv)  decisions of the Commission relating to the infringement of the Union's competition rules or of a national competent authority relating to the infringement of Union or national competition law.

  • (v)  decisions of exclusion by an authorising officer of an EU institution, of a European office or of an EU agency or body.

8.2. Remedial measures

If an applicant declares one of the situations of exclusion listed above (see section 7.4), it should indicate the measures it has taken to remedy the exclusion situation, thus demonstrating its reliability. This may include e.g. technical, organisational and personnel measures to prevent further occurrence, compensation of damage or payment of fines. The relevant documentary evidence which illustrates the remedial measures taken must be provided in annex to the declaration. This does not apply for situations referred in point (d) of section 7.1 .

8.3. Rejection from the call for proposals

The authorising officer shall not award a grant to an applicant who:

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  • is in an exclusion situation established in accordance with section 7.117;

  • has misrepresented the information required as a condition for participating in the procedure or has failed to supply that information;

  • was previously involved in the preparation of calls for proposal documents where this entails a distortion of competition that cannot be remedied otherwise.

The same exclusion criteria apply to affiliated entities.

Administrative and financial penalties may be imposed on applicants, or affiliated entities where applicable, who are guilty of misrepresentation.

8.4. Supporting documents18

Applicants and affiliated entities must provide a declaration on their honour certifying that they are not in one of the situations referred to in articles 106(1) and 107 FR, by filling in the relevant form attached to the application form accompanying the call for proposals (see annex 2).

This obligation may be fulfilled in one of the following ways:

a) for mono beneficiary grants
(i) the applicant signs a declaration in its name and on behalf of its affiliated entities OR

(ii) the applicant and its affiliated entities sign each a separate declaration in their own name.

b) for multi beneficiaries grants
(i) the coordinator of a consortium signs a declaration on behalf of all applicants and their

affiliated entities OR

(ii) each applicant in the consortium signs a declaration in its name and on behalf its affiliated entities OR

(iii) each applicant in the consortium and the affiliated entities sign each a separate declaration in their own name.

 

9. SELECTION CRITERIA

9.1. Financial capacity20

The financial capacity will be assessed based on the following methodology: https://ec.europa.eu/info/sites/info/files/methodology-grants-eac_en.pdf.

Applicants must have stable and sufficient sources of funding to maintain their activity throughout the duration of the grant and to participate in its funding. The applicants' financial capacity will be assessed on the basis of the following supporting documents to be submitted with the application:

Grants with a pre-financing value of EUR 600 000 or less

For grants of this type, proof of financial capacity is constituted by a declaration on the honour by the grant applicant (see Annex 1 of the Application form).

However, in case of doubt and only for grants exceeding EUR 60 000, the assessment committee reserves the right to request supporting documents and to carry out a financial analysis as described at point 4 of the above mentioned methodology (cf. Article 131(3) of the FR)

Moreover for grants exceeding EUR 60 000, entities falling into one of the high-risk categories mentioned at point 3.1 of the methodology must provide proof of their financial capacity and are required to undergo the financial analysis provided for in point 4 of the same methodology.

On the basis of the documents submitted, if the RAO considers that financial capacity is weak, s/he may:

  •   request further information;

  •   decide not to give pre-financing;

  •   decide to give pre-financing paid in instalments;

  •   decide to give pre-financing covered by a bank guarantee (see section 11.4 below);

  •   where applicable, require the joint and several financial liability of all the co- beneficiaries.

    If the RAO considered that the financial capacity is insufficient s/he will reject the application.

  • 9.2. Operational capacity21
    Applicants must have the professional competencies as well as appropriate qualifications necessary to complete the proposed action. Applicants must demonstrate:

    - Proven experience of minimum 5 years within the literature sector;
    In this respect, applicants have to submit a declaration on their honour, and the following supporting documents:

  •   curriculum vitae or description of the profile of the people primarily responsible for managing and implementing the operation (accompanied where appropriate, like in the field of research and education, by a list of relevant publications);

  •   the organisation's activity reports;

  •   an exhaustive lists of previous projects and activities performed and connected to the policy field of a given call or to the actions to be carried out.

In the case of legal entities forming one applicant (the "sole" applicant), as specified in section 6.1, the above requirements apply to each one of those entities.

 

10. AWARD CRITERIA

Eligible applications/projects will be assessed on the basis of the following criteria:

A. Relevance of the proposal and its compliance with the objectives of the Prize and the specific aims of the call (including activities – see sections 2.3 & 2.4) - (30 points)

  • The nature and suitability of the mechanisms (procedure and quantitative/qualitative criteria) proposed to select the authors and literary works for the European Union Prize for Literature (EUPL), with a view to ensuring a balanced geographical spread of winners and developing the reputation and credibility of the prize within the literature sector, specialised and mass-media and among the general public as far as possible;

  • The nature and suitability of the concept proposed for the award ceremony with a view to ensuring a high quality, high profile and accessible event, good for the visibility, attractiveness and establishment of the prize and suitable for the sector;

  • The nature and suitability of the measures proposed to create a momentum and raise awareness of the prize during the period between the award ceremonies with a view to enhancing the recognition and reputation of the prize within the literature sector, the media and the general public and raise its impact.

  • The suitability of the proposed steering committee mechanism (see section 2.4).

  • B. Appropriateness of visibility and communication activities (30 points)

  • The nature and suitability of the communication strategy proposed, including media partnerships, social media and new technologies in order to:

    •   reinforce the branding acquired so far by the prize among professionals, and;

    •   develop further awareness of the prize among the media and the general public as far as possible and stimulate engagement of diverse audiences;

  • The nature and suitability of the measures proposed to make the support of the EU visible in the promotional tools as well as during and after the award ceremony. The applicant will have to give an indication of the number of people (by target group: literature sector, media and general public) who can potentially be reached (directly and indirectly) by the planned activities (attendance at the ceremony, number of participants, press, website and social media etc.) and how this information will be collected.

  • C. Ability to mobilize key stakeholders and relevant partners in the literature sector (20 points)

    a. The evidence of the applicant's ability to involve and effectively mobilize key stakeholders of the European literature sector with a view to further embedding and actively promoting the prize within the sector;

    22 Article 132 FR, 203 RAP

    14

  • The evidence of the applicant's ability to involve and effectively mobilize key stakeholders and partners, including sponsors, with a view to linking the prize and the winners with other relevant and high-visible initiatives that would help reach new target groups in Europe and beyond;

  • The ability to work creatively with the sector and other relevant sectors through networking activities with a view to achieving a multiplier effect.

  • D. Effectiveness of the proposed methodology and organisation of the EUPL (20 points)

  • The ability to organise, coordinate and implement the various aspects of the award process, in particular the selection process and the ceremony, in line with the objectives specified under point 2;

  • The quality of the work plan and time schedule, including decision-making structures and the organisation of partnerships with the European literature sector;

  • The relevance and quality of the human resources foreseen, the appropriateness of the human resources allocation as well as the adequacy of the experience of the staff involved with the tasks assigned to them;

  • The relevance and allocation of the budget with regard to the planned activities.

    Scoring

- 20 points for criterion A,
- 20 points for criteria B
- 15 points for criteria C,
- 15 points for criterion D.
The Commission will use this list when deciding on the award of the grant.

 

11. LEGAL COMMITMENTS

In the event of a grant awarded by the Commission, a grant agreement, drawn up in euro and detailing the conditions and level of funding, will be sent to the applicant, as well as the information on the procedure to formalise the agreement of the parties.

The 2 copies of the original agreement must be signed first]by the beneficiary on behalf of the consortium and returned to the Commission immediately. The Commission will sign it last.24

 

In the event the application for framework partnership is selected, a framework partnership agreement detailing the conditions of cooperation will be sent to the applicant, as well as information on the procedure to formalise the agreement of the parties.

 

12. FINANCIAL PROVISIONS

11.1 Eligible costs

Eligible costs shall meet all the following criteria:

  •   they are incurred by the beneficiary.

  •   they are incurred during the duration of the action, with the exception of costs

    relating to final reports and audit certificates;

  • o The period of eligibility of costs will start as specified in the grant

    agreement.

    o If a beneficiary can demonstrate the need to start the action before the agreement is signed, the costs eligibility period may start before that signature. Under no circumstances can the eligibility period start before the date of submission of the grant application.

  •   they are indicated in the estimated budget (see annex 3);

  •   they are necessary for the implementation of the action which is the subject of the grant;

  •   they are identifiable and verifiable, in particular being recorded in the accounting records of the beneficiary and determined according to the applicable accounting standards of the country where the beneficiary is established and according to the usual cost accounting practices of the beneficiary;

  •   they comply with the requirements of applicable tax and social legislation;

  •   they are reasonable, justified, and comply with the requirements of sound

financial management, in particular regarding economy and efficiency.

The beneficiary's internal accounting and auditing procedures must permit direct reconciliation of the costs and revenue declared in respect of the action/project with the corresponding accounting statements and supporting documents.

The same criteria apply to costs incurred by the affiliated entities.

Eligible costs may be direct or indirect.

11.1.1. Eligible direct costs

The eligible direct costs for the action are those costs which:

with due regard for the conditions of eligibility set out above, are identifiable as specific costs directly linked to the performance of the action and which can therefore be booked to it directly, such as :

(a) the costs of personnel working under an employment contract with the beneficiary or an equivalent appointing act and assigned to the action, provided that these costs are in line with the beneficiary’s usual policy on remuneration.

Those costs include actual salaries plus social security contributions and other statutory costs included in the remuneration. They may also comprise additional remunerations, including payments on the basis of supplementary contracts regardless of the nature of those contracts, provided that they are paid in a consistent manner whenever the same kind of work or expertise is required, independently from the source of funding used;

The costs of natural persons working under a contract with the beneficiary other than an employment contract or who are seconded to the beneficiary by a third party against payment may also be included under such personnel costs, provided that the following conditions are fulfilled:

  • (i)  the person works under conditions similar to those of an employee (in particular regarding the way the work is organised, the tasks that are performed and the premises where they are performed);

  • (ii)  the result of the work belongs to the beneficiary (unless exceptionally agreed otherwise); and

  • (iii)  the costs are not significantly different from the costs of staff performing similar tasks under an employment contract with the beneficiary;

The recommended methods for calculation of direct personnel costs are provided in Appendix.

(b)  costs of travel and related subsistence allowances, provided that these costs are in line with the beneficiary’s usual practices on travel;

(c)  the depreciation costs of equipment or other assets (new or second-hand) as recorded in the beneficiary’s accounting statements, provided that the asset:

  • (i) is written off in accordance with the international accounting standards and the beneficiary’s usual accounting practices; and
  • (ii) has been purchased in accordance with the rules on implementation contracts laid down in the grant agreement, if the purchase occurred within the implementation period;

The costs of renting or leasing equipment or other assets are also eligible, provided that these costs do not exceed the depreciation costs of similar equipment or assets and are exclusive of any finance fee;

Only the portion of the equipment’s depreciation, rental or lease costs corresponding to the implementation period and the rate of actual use for the purposes of the action may be taken into account when determining the eligible costs. By way of exception, the full cost of purchase of equipment may be eligible under the Special Conditions, if this is justified by the nature of the action and the context of the use of the equipment or assets;

(d)  costs of consumables and supplies, provided that they:

  • (i) are purchased in accordance with the rules on implementation contracts laid down in the grant agreement; and

  • (ii) are directly assigned to the action;

(e)  costs arising directly from requirements imposed by the Agreement (dissemination of information, specific evaluation of the action, audits, translations, reproduction), including the costs of requested financial guarantees, provided that the corresponding services are purchased in accordance with the rules on implementation contracts laid down in the grant agreement;

(f)  costs entailed by subcontracts, provided that specific conditions on subcontracting as laid down in the grant agreement are met;

(g)  costs of financial support to third parties, provided that the conditions laid down in the grant agreement are met;

(h)  duties, taxes and charges paid by the beneficiary, notably value added tax (VAT), provided that they are included in eligible direct costs, and unless specified otherwise in the grant agreement.

11.1.2. Eligible indirect costs (overheads)25

Indirect costs are costs that are not directly linked to the action implementation and therefore cannot be attributed directly to it.

A flat-rate amount of 7%26 of the total eligible direct costs of the action, is eligible as indirect costs, representing the beneficiary's general administrative costs which can be regarded as chargeable to the action/project.

Indirect costs may not include costs entered under another budget heading.

Applicants’ attention is drawn to the fact that if they are receiving an operating grant financed by the EU or Euratom budget, they may not declare indirect costs for the period(s) covered by the operating grant, unless they can demonstrate that the operating grant does not cover any costs of the action.

In order to demonstrate this, in principle, the beneficiary should:

  • use analytical cost accounting that allows to separate all costs (including overheads) attributable to the operating grant and the action grant. For that purpose the beneficiary should use reliable accounting codes and allocation keys ensuring that the allocation of the costs is done in a fair, objective and realistic way.
  • record separately:
    • all costs incurred for the operating grants (i.e. personnel, general running costs and other operating costs linked to the part of its usual annual activities), and all costs incurred for the action grants (including the actual indirect costs linked to the action) If the operating grant covers the entire usual annual activity and budget of the beneficiary, the latter is not entitled to receive any indirect costs under the action grant.

11.2 Ineligible costs

  • a)  return on capital and dividends paid by a beneficiary;

  • b)  debt and debt service charges;

  • c)  provisions for losses or debts;

  • d)  interest owed;

  • e)  doubtful debts;

  • f)  exchange losses;

  • g)  costs of transfers from the Commission charged by the bank of a beneficiary;

  • h)  costs declared by the beneficiary under another action receiving a grant financed from the Union budget. Such grants include grants awarded by a Member State and financed from the Union budget and grants awarded by bodies other than the Commission for the purpose of implementing the Union budget. In particular, beneficiaries receiving an operating grant financed by the EU or Euratom budget cannot declare indirect costs for the period(s) covered by the operating grant, unless they can demonstrate that the operating grant does not cover any costs of the action.

  • i)  contributions in kind from third parties;

  • j)  excessive or reckless expenditure;

  • k)  deductible VAT27.

The projects will be evaluated by an internal evaluation committee of the European Commission. A ranked list of applications will be established for those scoring at least - 70 points in total, and at least:

 

 

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