In the document entitled “Main features of the proposed project”, the final beneficiary can submit to the SMA an initial approach of the project that he plans to elaborate. Once this is done, the SMA helps in the preparation of the Proposal giving emphasis to the following:

Contents

Submission of proposals

Evaluation of the Final Beneficiary’s Proposal

Implementation of the Coordination Procedure

 

• Necessary guidelines for am appropriate description of the physical object 
• Inventory data
• System of administration of the project: group of the project, plan of duties
• Institutional framework governing the materialization of the project 
• Required description of the projects’ features
• Income produced by the implementation of the Act
• Publicity in the context of the project/subproject
• Elaboration of the Proposal’s preliminary plan.

Submission of Proposals

The Final Beneficiary submits the Proposal and the following:

• “Application for the Proposal’s submission” and a filled out “Technical Report of the Project and of the Subproject (TSP/S)”
• The Inventory Report of the Final Beneficiary (institution of implementation) which constitutes an indispensable part of any type of TSP (infrastructure, supports, ESF actions)
• “Cost Analysis form”
• Accompanying documents required by the Call for proposals
• Other documents which the Final Beneficiary considers necessary for the evaluation of his proposal.

Assessing the possibility of elaborating a complementary study through the TB of the OP.

In the context of the Priority Axis or of the Technical Assistance Measure, there is the possibility of co-financing studies and experts’ reports in accordance with the “TECHNICAL ASSISTANCE” Procedure. 

In the end, the decisions are registered in the OPS.

Evaluation of the Final Beneficiaries’ Proposals

The Head of the B Unit appoints the Person or the Group of Persons who will be responsible for the evaluation of the Proposals. If the human resources are insufficient he discusses with the SMA’s Director about the possibility of asking for the help of external evaluators/experts.

During the evaluation of the Proposals both the Operational Plans of the Institutions and their Evaluations are taken into account.

• Application of the method: “ Direct Evaluation” Analysis/Specialization/adaptation of the [B_1-D02-E02] “Criteria for the Integration of Actions/ Call for proposals No XX” to all of the Final Beneficiaries’ Proposals
• Application of the method: “Comparative Evaluation” Analysis/specialization/adaptation of the [B_1-D02-E02] “Criteria for the Integration of Actions/Call for proposals No XX” to all of the Final Beneficiaries’ Proposal and Publication of the “Table of the proposals’ classification” and notification of the candidate Final Beneficiaries
• Cooperation with Unit C for the conduct of the required preventive inspection. The Person (or the Group of Persons) responsible for the proposals’ evaluation send a “Service Note” to Unit C asking it to conduct a preventive inspection of certain TSP/S. Then Unit C sends to Unit B the “Conclusions of the preventive inspection of the TSP”.
• Filling out the Evaluation Form. The result of the evaluation, which is partly based on the conclusions of Unit C, is written down in the “Evaluation Form” of the Act. The evaluation form is then signed and attached to the Decision of Incorporation of the Act. If the method that was followed was the comparative evaluation, the Person responsible for the evaluation prepares a  “Table with the Proposals’ Classification” (the better the proposals the higher they score on the scale of classification) and asks the Special Secretary to ratify the Table.
• Registration of the SCCF in the OPS

The conclusions of the “Evaluation Form” are registered in the Report establishing the fulfillment of the criteria (SFC) of the OPS, which includes all the criteria that have been approved by the Supervisory Commission for the Measure into question.

Preparation of the File submitted for evaluation

Preparation of the File

For every Final Beneficiary’s Proposal the D Unit prepares the File, which is going to be evaluated. The file includes:

1. A Copy of the Call for proposals (only the first time in the case of an immediate evaluation)
2. The Application of the Potential Final Beneficiary 
3. TSP/S 
4. The Evaluation Form 
5. The Table with the proposals’ classification (in the case of a comparative evaluation)
6. A cost/benefit analysis (for infrastructure projects that produce income)
7. A cost / benefit study (for big projects).

Dispatch of the File submitted for evaluation

For a non binding opinion, Unit D send the files and the cover page to the following:

1. Competent Ministry for the Structural Fund
2. Ministry competent for the policy sector
3. Ministry of Economy/ GS of Investments and Development/ SS for the Coordination of the Operational Programs’ Implementation
4. Other public services/ GS of Regions (optional)

and for a concurrent opinion to the following:

1. ΥPΕSDDΑ /GS of ELECTRONIC GOVERNANCE (for the projects of the Measures 2.1, 2.2, 2.3, 2.4, 2.5)
2. Ministry of Economy, for the Minister’s concurrent opinion, in the case of infrastructure projects that create income more than 50 million Euros. It also attaches the cover page for a concurrent opinion”.

In the case of a comparative evaluation, Unit D sends also the Table of the Proposals’ Classification. The deadline set by the SMA must be adapted accordingly.
In the forwarding the SMA sets a rational deadline, which can not be less than 15 working days.

The decision can be:

• Positive
• Positive with certain remarks and terms (i.e. requirements that must be met, or terms that must be imposed with regards to the proposal)
• Expression of a reservation, along with a detailed documentation of the reasons for this reservation
• Negative, with an explanation of the reasons for the rejection.

Based on the aforementioned decisions the Person (or the Group) responsible for the proposals’ evaluation decide on:

• Documented revision of the proposal’s evaluation
• Documented modification of the proposal’s content (respecting the rules and the institutional framework governing the procedure of the projects’ incorporation)
• Ask the Final Beneficiary to provide more information
• Ask the person who took the decision to clarify the content of his decision.

In the end, the decisions are registered in the OPS.