The document provides guidance on how to prepare a proposal for submission to the GSA (European GSA). It outlines the different sections and forms that make up the administrative, technical, and financial packages of the proposal. The administrative package includes forms for contact details, objectives, descriptions of work, and profiles for the coordinator and co-applicants. The technical package focuses on the concept, approach, expected impact, and implementation plan. The financial package includes forms for estimated budget and costs. Advice is provided on financial capacity assessment, reimbursement rates, and payment schemes.

1. HOW TO PREPARE A PROPOSAL
GSA Market Development and
GSA Administration

2. PROPOSAL OVERVIEW

3. FORM CONTENT CO-ORDINATOR CO-APPLICANT(S)
A1 PROPOSAL OVERVIEW X
A2 PROPOSAL SUMMARY X
A3 COORDINATOR PROFILE X
A4 CO-APPLICANT PROFILE X
A5 DECLARATION OF HONOUR X X
A6 FINANCIAL CAPACITY X X
B1 TECHNICAL PROPOSAL X
B2 OPERATIONAL CAPACITY X X
C1 PRELIMINARY BUDGET X X
Proposal Submittal – WHO does WHAT?
ADMIN
PACKAGE
TECHNICAL
PACKAGE
FINANCIAL
PACKAGE

4. ADMINISTRATION PACKAGE

5. Overview of the submittal templates
It serves 2 purposes:
COVER PAGE (TO BE FILLED BY THE COORDINATOR + GSA)
 Checklist for the applicants: list of the submission set +
number of docs to be submitted
 Basic information on the Proposal for GSA: project
acronym and consortium composition + receipt of the
documents.

6. Overview of the submittal templates
 Contact details: Name/Surname, Organisation, ..
 Proposal Abstract: high level description of the proposed technical solution
 About the participants: name, role in the project and represented country
FORM A1. PROPOSAL OVERVIEW (TO BE FILLED BY THE COORDINATOR)
FORM A2. PROPOSAL SUMMARY (TO BE FILLED BY THE COORDINATOR)
 Objectives of the proposal: target of the proposal, including value
proposition and benefit for the users
 Description of the work: high level project’s workflow
 Milestone and Expected results

7. Overview of the submittal templates
FORM A3. COORDINATOR PROFILE
(TO BE SUBMITTED BY THE COORDINATOR WITH: LEGAL ENTITY AND FINANCIAL IDENTIFICATION FORMS)
 Legal Information: LEF (Legal Entity Form: private or public company,
registration info)
 Financial Identification: (FIF) banking details and account holder’s info
 Power of attorney: to commit the company/organisation
 Information on co-financing: how the applicant would do it? under which
form?
 Previous EU contracts/grants: to check the no-double payment principle.
 Stamp: in UK it’s not common however for admin purposes EC needs it!
FORM A4. CO-APPLICANT PROFILE
(TO BE FILLED BY THE CO-APPLICANTS WITH: LEGAL ENTITY FORM)
 Same as for Coordinator: to be filled by the co-applicant.

8. Overview of the submittal templates
FORM A5. DECLARATION OF HONOUR
(TO BE SUBMITTED BY ALL APPLICANTS)
 It serves to check the exclusion and selection criteria
 To be filled and submitted by ALL applicants
 Generic text used by EU.
 (The template was made after the amendment of the EU Financial
Regulations as of 1 Jan 2016.)
 Consider to start early enough collecting all the evidences; since might be
time consuming
FORM A6. FINANCIAL CAPACITY
(TO BE SUBMITTED BY ALL APPLICANTS)

9. Financial forms
• 2 forms to fill in
– A6 form – financial capacity
– C1 form – estimated budget
• Additional forms will be evaluated, e.g.:
– B1 form – technical proposal

10. A6 form – financial capacity
• Filled in with figures from your annual
(audited) accounts
• GSA calculates ratios (e.g. profitability,
indebtedness, financial independence)
• Used to assess your financial viability
• Not applicable to public bodies,
international organisations or no-profit
organisations

11. C1 form – estimated budget
Project Name Participant Name
Project Acronym
Estimated eligible direct costs
Estimated eligible indirect
costs
Total estimated eligible costs Total requested GSAgrant
(EUR) (EUR) (EUR) (EUR)
A B C = A+B D = 60% x C
Direct eligible costs
(Numbering of categories as in "Eligible Direct
Costs" section 11.2 of the Call for Proposals - apply
the rules detailed thereunder)
declared on the basis of flat rate of 7%
of 1. + 2. w/o costs of subcontractors
and costs of third parties not working
on beneficiary premises
Total requested GSA grant at the
maximum reimbursment rate of 60%of
total costs
1.1 Personnel under direct empl. contract 0.00 € 0.00 € 0.00 €
1.2 Personnel under other than under empl.
contract (in-house consultants) - under
instructions and on premises of the
beneficiary, results belonging to the
beneficiary, and costs not significantly
different from beneficiary staff performing
similar tasks
0.00 € 0.00 € 0.00 € 0.00 €
Sub-total for cost category 1 0.00 € 0.00 € 0.00 € 0.00 €
2.1 Travel costs 0.00 € 0.00 € 0.00 € 0.00 €
2.2 Costs for equipment and other assets
procured for the action
a) Full purchase costs
b) Depreciation costs
2.3 Costs for equipment or other assets not
procured but used for the action (depreciation
costs only)
0.00 € 0.00 € 0.00 €
2.4 Costs for rental or lease of equipment or
other assets only to the portion of use and
limited to the duration of the action
0.00 € 0.00 € 0.00 € 0.00 €
2.5 Costs for use of technical facilities or
laboratories
0.00 € 0.00 € 0.00 € 0.00 €
2.6 Costs for consumables and supplies 0.00 € 0.00 € 0.00 € 0.00 €
2.7 Costs arising directly from requirements
imposed by the grant agreement
0.00 € 0.00 € 0.00 € 0.00 €
2.8 Costs relating to a pre-financing
guarantee lodged by the beneficiary of the
grant
0.00 € 0.00 € 0.00 € 0.00 €
2.9 Costs entailed by subcontracts as
described in the proposal
0.00 € Not applicable 0.00 € 0.00 €
2.10 costs of financial support to third parties
2.11 Duties, taxes and charges paid by the
beneficiary
0.00 € 0.00 € 0.00 € 0.00 €
Sub-total for cost category 2 0.00 € 0.00 € 0.00 € 0.00 €
Total direct eligible costs 0.00 €
Total indirect eligible costs 0.00 €
Total eligible costs 0.00 €
5. Total EU contribution 0.00 €
Estimated eligible costs of the action and GSA contribution (Table 1)
1. PERSONNEL COSTS
2. OTHER DIRECT COSTS
Not applicable in this call for proposals
ESTIMATED BUDGET FOR THE ACTION
Not applicable in this call for proposals

12. B1 form
• During evaluation it will be checked:
– Staff effort – in relation to estimated budget
for personnel
– Description of other direct costs
– List of subcontracts
– Cumulative budget overview
The amounts
should fit
with amounts
in C1 form

13. Budget and reimbursement rates
• Maximum EU contribution: 4,3 mil EUR
• Max. reimbursement rate: 60%
• Reimbursement of actual costs
• Indirect cost rate: 7%
– Indirect costs = 7% * (total eligible direct costs
- subcontracting)

14. Payment scheme
• 3 payments in total:
– Pre-financing 30%
– Interim payment up to 40%
– Final payment

15. Subcontracting
• When the tasks in B1 cannot be done by the
consortium
• Principles:
– Best value for money or the lowest price
– No Conflict of Interest
– May only cover a limited part of the action and
can not cover the core activities
– Necessary for implementation
– Stated in the proposal
– Subcontracting among beneficiaries is not possible

16. TECHNICAL PACKAGE

17. TECHNICAL PACKAGE
• Every proposal shall be assessed against the
criteria set out in the relevant Call for Proposal.
• In particular, for the technical package:
The Technical proposal (B1 Form) shall be assessed
against the AWARD criteria (CfP sect. 9)
The Operational capacity (B2 Form) shall be
assessed against the SELECTION criteria (CfP sect. 8.2)

18. B1 – TECHNICAL PROPOSAL
The co-ordinator, on behalf of the consortium, shall
submit the TECHNICAL PROPOSAL.
1. CONCEPT and APPROACH (max. 30 pages)
2. EXPECTED IMPACT (max. 10 pages)
3. IMPLEMENTATION (max. 20 pages)
4. TECHNICAL ANNEXES

19. B1 – CONCEPT and APPROACH
1. This section shall contain, as minimum:
 Description of the proposed technical solution and its compliance
with the CfP’s objectives
 Technology involved (focusing on innovation elements), E-GNSS
differentiators, etc.
 Description of the applied methodologies which shall be used in
the implementation of the action
 The feasibility of the proposal targeting market implementation
 Considerations about the engagement of the key stakeholders
(e.g. chipset manufacturer, system integrator, service provider,
etc.)

20. B1 – EXPECTED IMPACT
2. This section shall at least address the following
topics:
 Which benefits to the user will derive from the implementation of
the project? Which additional applications shall be enabled?
 Elaboration of a Preliminary Business Plan, describing the
strategy to exploit the results.
 Elaboration of a Preliminary Dissemination Plan, establishing the
measures to disseminate the achievements of the project among
relevant stakeholders in the appropriate phases of the project

21. B1 – IMPLEMENTATION (1/2)
3. Structured section guiding the applicant through
the following points:
 Work Plan definition
 Work Packages: description, effort, resp., objectives, ..
 WP schedule: Gantt chart, or similar
 WP inter-dependencies: Pert chart, or similar
 List of Deliverables (e.g. specification, report, demo kit, ..)
 Project management
 Milestones, and relevant decision making
 Preliminary Risk register

22. B1 – IMPLEMENTATION (2/2)
3. Structured section guiding applicant is guided
through the following points:
 Consortium as a whole:
 Partners complementarity
 Tasks allocation
 Effectiveness in the project execution and to target
commercialisation
 Project’s Resources:
 Planned staff effort
 Other Direct Costs
 Subcontracting
 Budget overview

23. B1 – TECHNICAL ANNEXES
4. Table to be filled out with the following information:
 Partners name (Organisation/Company)
 Company category (e.g. Research institute, chipset
manufacturer, other)
 Country
Legal person: origin meaning “established”: having a registered
office OR central administration OR principal place of business in
one of those countries.
Natural Person: citizenship

24. B2 – OPERATIONAL CAPACITY
Every applicant (coordinator and co-applicants), shall
submit the OPERATIONAL CAPACITY Form.
Objective: to demonstrate compliance with SELECTION criteria
set out in the CfP
Ref. CfP section 8.2 – “Applicants must show they have the
operational (technical and management) capacity to complete the
activities to be supported by this Call for Proposal and must
demonstrate their capacity to manage the activities corresponding
to the size of the project for which the grant is requested.”

25. GRANT AGREEMENT

26. Draft Grant Agreement
• NOT part of the submitted proposal
• Please read it before submitting a
proposal!
• It contains important elements on
payments, reporting, IPR etc.

27. Communication re Grants
• No direct contact with anyone in GSA.
• All communication must be in writing
• Clarification questions to be sent to:
gnss.grants@gsa.europa.eu
• Reminder: the deadline for both calls is
13 May 2016
• Clarifications will be published regularly. Last
publication is 20 May 2016.

28. THANK YOU FOR YOUR
ATTENTION!

29. Subscribe to GSA Newsletter: www.gsa.europa.eu/subscribe-gsa-today
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