Meridian 2: connected vehicles data exchange - application process
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The Centre for Connected and Autonomous Vehicles (CCAV) in partnership with Meridian Mobility and Innovate UK, part of UK Research and Innovation, will invest up to £5 million in a single project. This is to develop one or more platforms for the exchange of connected vehicle data. Read more: https://ktn-uk.co.uk/funding/meridian-2-connected-vehicles-data-exchange Watch the competition briefing: https://www.youtube.com/watch?v=AcYQu0QPGCY
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Meridian 2: connected vehicles data exchange - application process
- 2. Joe Lyford – Portfolio Manager Phillip Haddow – Portfolio Manager Welcome and Introductions
- 3. • Eligibility Criteria • Application process • Application form • Funding Rules • Assessment and selection • Q&A Agenda
- 5. Project Eligibility ü Lead must be a UK-based business or research organisation ü Must carry out work in the UK ü commit to exploit the results from the UK ü Must be collaborative Project cost Up to £10 million Project length Start by March 2019 and be fully operational in 12 months Application form 10 marked questions Appendices Yes – see GFA J-eS output document Yes Competition details
- 6. • Business – Small/Micro, Medium or Large (EU definition) • Research Organisation (RO): • Universities (HEIs) • Non profit distributing Research & Technology Organisation (RTO) including Catapults • Public Sector Research Establishments (PSRE) • Public sector organisations and charities doing research activity Types of Organisation
- 7. • to be considered collaborative, at least 2 organisations must be requesting grant funding from Innovate UK. The lead organisation must request grant and no single organisation should have more than 70% of the costs • only UK-based companies and research organisations are eligible to receive funding from Innovate UK • projects can be led by any organisation type. There is no restriction to the total level of project participation by research organisations Participation rules
- 8. Timeline Dates Competition Opens Monday 4th June Briefing Event Monday 11th June Submission Deadline Wednesday 5th September Invite to interview Friday 21st September Interviews 15th – 18th October Applicants informed Friday 9th November Key Dates
- 11. All applications are assessed by independent assessors drawn from industry and academia Application assessment What do they look for? • Clear and concise answers • The right amount of information • not too much detail • no assumptions • Quantification and justification • That the applicant (team) has presented a viable opportunity for growth, a level of innovation that necessitates public sector investment and an appropriate team and approach to take it forward
- 12. Forms required • Application form • Project finance form for all grant claiming organisations (except for HEI’s) • Appendices (Optional) • JeS output document confirming “With Council” status (for each academic partner)
- 13. Application form
- 14. Please refer to the Competition Guidance Application form Application details Summary of proposed project Public description of the project Gateway Question Scope Question 1 Aim for the facility Question 2 Market opportunity Question 3 Impact the facility will have Question 4 Supporting Meridian Test Bed and beyond the project Question 5 Governance structure Question 6 Project management and timelines Question 7 Risks and risk management Question 8 Project team Question 9 Financial commitment Question 10 Funding and added value Other funding from public sector bodies Finance summary table
- 15. Project summary Summary of Proposed Project (Not Scored) Question Guidance Please provide a short summary of the content and objectives of the project including what is innovative about it. This summary is not scored, but provides an introduction to your proposal for the benefit of Innovate UK staff and assessors only. It will not be used for any public dissemination. It should cover, in brief: • The business vision of the project • The approach to be taken and how this will improve on current state-of-the-art • The difference the project will make to the competitiveness and productivity of the partners involved • What the next steps will be after the project This part of the application is not marked
- 17. Gateway question: Scope Question Guidance Gateway question: Scope - How does this application align with the specific competition scope? To be considered in scope applications must align with the specific competition scope criteria as described in the relevant competition brief to demonstrate alignment, you need to show that a clear majority of the project’s objectives and activities are aligned with the specific competition You must also show how your proposal will improve business growth, productivity and/or create export opportunities. This part of the application is marked Yes or No Gateway question: Scope How well does the project fit the competition? Key points: • “must align” • “clear majority of the project’s objectives and activities”
- 18. • detail the aim and vision for the facility you intend to deliver, both in terms of the capabilities or services offered to customers • detail each of the facility’s major features and set out their associated benefits • describe how the facility’s future operational model matches the organisation’s corporate strategy and vision. • give a clear explanation of how the facility will operate on an open access basis and explain how you will ensure SMEs and smaller organisations will be aware of and able to use the facilities • detail your expected operational hours per day, days per week and any restrictions that the facility may face. • describe how the facility builds on any existing or proposed test facilities or centres of excellence and what benefits this offers, for example enhancing existing capabilities, cost or time saved in delivery by using existing infrastructure and/or operating models Question 1 : What is the aim of this facility and what capabilities will it deliver?
- 19. • describe the market and customers the facility and operating model will target • detail the market analysis that shows the size of the attainable market, competitors (especially international) both existing and expected in the short, medium term and long term • describe where your proposal fits, and what market share you believe you can secure including the strategy that will deliver that share. Provide evidence where possible to support this (include letters of support with clear financial commitments). • describe the main benefits to your target customer of your facility and how the product/services you will offer will be different from or better than competitors • show analysis of your proposal’s strengths, weaknesses, opportunities, and threats • the scope requires that business plans must demonstrate how the facility is ‘customer friendly’ for all, including international customers. Detail how you meet this requirement. Please especially consider international customers and competitor benchmarking in this section • set out the metrics you will use to measure the facility performance and international competitiveness • describe how you will market capabilities and services, and how the organisations involved are best placed to commercially exploit the investment Question 2 : What is the size of the market opportunity?
- 20. • describe the impact on the UK and international automotive or CAV community that you expect the proposed facility to create. Consider a high, medium and low impact scenario approach • describe how the proposed facility will add value and increase the UK’s reputation for being a focal point for CAV development and testing • detail how you will maximise value from the facility through measures like the time the facility is available for use • indicate the scale of operation (how many customers, staff and vehicles) you expect to see using the facility in any day, week and year. • set out the return on investment that the project could reasonably achieve in low, expected and high cases (we strongly encourage a range of returns, risk weighted and not single number estimates). • detail the number of jobs that will be created or retained directly by the facility and in any direct or indirect supporting roles. • describe all envisaged benefits that result from establishing this test facility • demonstrate how you intend to exploit the facility. • how will companies which are not part of the funded consortium benefit from the project outputs? • set out any plans for scalability in the proposals. For example, if provision to expand exists should demand exceed planned capacity? • describe any links to CAV collaborative research and development (CR&D) projects • set out any wider social and economic impacts the project may contribute towards, being careful to highlight where this is direct or indirect Question 3 : What will be the impact of the facility?
- 21. • detail how the facility will cooperate with other test facilities as part of the Meridian UK testing community for CAV: this should include how the facility will support Meridian in promoting UK CAV capability as well as how the facility can work seamlessly with other facilities to offer a joined up benefit to customers • describe how you ensure a strong link between the proposed facility and the other facilities within the Meridian testbed • indicate how the facility will be further developed or improved beyond the timeframe or outside of the scope of this project; detail any follow-on projects or future improvement opportunities currently envisaged Question 4 : How will the facility support the Meridian test bed and how will it be developed beyond what is delivered inside of the defined project?
- 22. • Detail the project governance structure for the facility once it is operational. This could include: – overarching project governance (including structure of the team including responsible or accountable project director) – management reporting lines – roles of consortium members – milestones and gateways – deliverables with timings – leading KPIs – communication management • Detail how the governance team will be kept informed of progress and highlight concerns or issues early to all impacted stakeholders, including CCAV and Innovate UK. • Detail main commitments and responsibilities of each partner. This may take the form of a RASIC matrix. Question 5 : What is the governance structure and operating model of the facility during operation?
- 23. • identify who will lead the project day-to-day (the project manager) and how the project team will be structured • detail a clear project plan that links to the deliverables, milestones and gateways • outline the management reporting lines • describe your approach to project management, identifying any major tools and mechanisms that will be used to ensure a successful project outcome • identify the main work packages including resource, capital and management requirements. These should be clearly linked to the costs allocated • describe how the project will achieve effective project team integration between the partners, as well as the supply chain and any other main actors • identify any internal and external support that is required and indicate what is agreed at time of writing, and what is still to be agreed (any external project or cost management support should be estimated and justified) • detail which stakeholders the project needs to address and how these have been or will be engaged. Question 6 : How will the project be managed through the build phase?
- 24. • identify the main risks and uncertainties of the project during the build phase and operational period and provide a detailed risk analysis for the project content and approach. Rate the main risks as high/medium/low (H/M/L) • state how the project would avoid these main risks. You should tackle all significant and relevant risks and their mitigation, transfer or avoidance • identify vital project management tools and mechanisms that will be used to minimise operational risk and promote a successful project outcome. Proposals should specifically address any legal agreements or consents that need to be put in place to enable the project to be undertaken (software licences, copyright, etc.) Question 7 : What are the risks to project success and what is the project’s risk management strategy?
- 25. • Describe the track record of the project team members in undertaking and exploiting the results of data infrastructure or data test facility projects. This should highlight your capability to deliver the proposal on time, to cost and quality. • For the consortium, is there evidence of additional benefit from the collaboration? If the consortium is greater than the sum of its parts, how will the organisations achieve more working together than if they were working individually? Question 8 : Do the project team have the right skills, experience and access to capabilities to deliver the project and identified benefits?
- 26. • detail the estimated project cost per work package, making clear the level of contribution from any project participants and the level of funding required from Innovate UK. This information should be provided in the financial summary table in the application form • detail a cost plan with details of how costs have been assessed, including any professional cost advice and benchmarking • detail the spend profile by month, linked to milestones, gateways and deliverables as needed • detail how the works, equipment or software will be procured to ensure best value for money and high UK content is obtained by describing tendering route • clarify expected investment after the project to achieve 50% industry contribution, if required Question 9 : What is the financial commitment required for the project?
- 27. • explain what the contribution requested from government is per work package and why is it good value for money • detail how the funding required for the project to be able to proceed allows you to undertake the project both in terms of time to market and at scale. Explain why this would be beneficial to the UK • give clear indication of the match funding from industry and any direct follow-on funding from industry. detail the financial benefits inside and outside of the consortium should the project go ahead (in addition to benefits that would be achieved if funding was not awarded) • demonstrate the return on investment for the partners involved in the project, as well as the UK tax payer. This should be linked to the outcomes from the project • why would this project not be viable in the absence of government funding? Question 10 : How does financial support from CCAV and Innovate UK add value?
- 29. Finance summary table Organisation name Company registration number Enterprise category Postcode where majority of work will be done Contribution to project by each organisation (£) Funding sought from Innovate UK (£) Other funding from public sector bodies (£) Total (£) Lead org. 0 0 0 0 Partner 1 0 0 0 0 Partner 2 0 0 0 0 Partner 3 0 0 0 0 Partner 4 0 0 0 0 Partner 5 0 0 0 0 Partner 6 0 0 0 0 Partner 7 0 0 0 0 Partner 8 0 0 0 0 Partner 9 0 0 0 0 Partner 10 0 0 0 0 Total (£) 0 0 0 0 Project cost summary (for each project participant) 1. Organisation name 2. Organisation registration number 3. Enterprise category 4. Postcode where the majority of the work will be done 5. Contribution to project by each organisation 6. Funding sought from Innovate UK 7. Other funding from public sector bodies 8. Total
- 30. Funding rules
- 31. Non-Economic Activity Project - Grant dependent upon type of organisation Organisation Type Investment Aid for Research Infrastructures Notes Business (economic activity) Micro/Small – 50% Medium –50% Large – 50% Research Organisation (non-economic activity) Universities – 100% (80% of Full Economic Costs) Other research organisations can claim 100% of their project costs – see note: Other research organisations must: • be non-profit distributing • disseminate the project results & explain in the application form how this will be done • Demonstrate how match-funded investment will be contributed Public Sector Organisation or Charity (non-economic activity) 100% of eligible costs Must be: • Be performing research activity & • disseminate project results & explain in the application form how this will be done • ensure that the eligible costs do not include work / costs already funded from other public sector bodies • Demonstrate how match-funded investment will be contributed
- 32. Project participation • The State Aid scheme for this competition is different to the ‘usual’ Innovate UK CR&D state aid. The state aid category for this competition is investment aid for research infrastructures: – “Support given for construction or upgrade or research infrastructures that perform economic activities” • The lead organisation must claim grant. • This competition is limited to grant payments of up to 50% of the investment costs. If some project partners are grant funded above 50%, other partners must provide non-government investment in the facility. This does not have to happen during the project, but must be evident within 10 years from the start of operation of the facility. • Your project must have at least 30% industry contribution to the initial investment, and a 50% industry contribution up to 10 years from the start of the operation • Overall grant funding must not exceed 70% of the eligible costs at the end of the project. • Please see Guidance for Applicants for an example
- 33. Project finance forms – capital projects • Each non-academic organisation claiming a grant must complete a Project Finance Form. • IMPORTANT: Figures on the individual Project Finance Forms must total the same as those shown on the Finance Summary Table on the application form. • The form includes a tab for each cost category which needs to be completed. The figures in each cost category tab populates the summary/total fields. • Cost categories are split into operating (O) and capital (C). In this competition we will only fund capital costs. • Form must show the status as “complete” before submitting.
- 34. Eligible project costs – capital costs (businesses and all other non-academic partners) ü Capital equipment ü Property capital costs ü Capitalised labour ü Other costs • Usually one-off expenditure on the acquisition, construction or enhancement of significant fixed assets including land, buildings and equipment that will be of use or benefit for more than one financial year.
- 36. Property Capital Costs • All costs associated with the capital build • Land purchase costs • Property acquisition (including acquisition price, Land Registry fees, Stamp Duty Land Tax) • Construction costs (new build, refurbishment and fit-out) • Equipment procured via a works contractor (furniture, fixtures and fittings, IT and AV costs) • Professional fees (legal, PM/QS, design fees, commissions, statutory fees, consultant fees, project insurance etc)
- 39. Ineligible project costs – operating costs • Labour Costs • Overheads • Materials • Capital Equipment Usage • Sub-Contracts • Travel & Subsistence • Other Costs We would not expect to see any costs associated with your day to day operations in this project.
- 40. Project costs • Business & non-academic partners – Eligible Project Costs – Partner Finance Form • Academics – Je-S
- 41. Why Je-S? • The Research Councils Joint Electronic Submission System (Je-S) is being used to collect ALL academic finance forms • Also to collect project finance details from non-HEIs (e.g. RTOs) that are claiming they are carrying out academic quality work and want to be funded on an FEC basis • The Je-S system automates the collection of Full Economic Costs (FEC) based costs from academic partners and tells them exactly what numbers should be used in the application form for their costs • Using Je-S enables Research Councils to easily co-fund Technology Programme projects
- 42. Eligible costs (academic partners) • Eligible costs are based on FEC calculation • RC Contribution is the total eligible cost of academic partners. • The 20% difference between this and the FEC total DOES NOT represent a contribution to the project and should not be included anywhere within the application.
- 43. Normal Je-S application elements Not just the financials – E.g. Justification of resources – E.g Pathways to impact • Full details on the Je-S system • Queries about Je-S via the Je-S Helpdesk – JeSHelp@rcuk.ac.uk – 01793 44 4164
- 47. Check: your application number matches your login username number Naming a) Your documents should contain your unique application number (e.g. App12345.docx) b) Appendices begin with APPENDIX and should contain the last 6 digits of your unique application number Format a) Application Form submitted as a Word file (.doc /.docx) b) Finance forms submitted as an Excel file (.xls / .xlsx) c) Appendices, including Je-S form (where applicable) submitted as PDF file - check the guidance for page limits & naming convention COMPLETE documents
- 49. Interviews
- 51. Interviews • If you are invited to progress to interview, you will be able to bring representatives from your consortium to answer questions from the panel. • You will have an opportunity to respond to the technical and economic feedback so the panel can read it prior to interview • You will be invited to present to the panel, followed by a Q&A session. • The response to feedback, presentations and presenters’ names have to be provided ahead of the interview. • You will need to bring a draft collaboration agreement in paper and electronic formats • Further details will be provided to those applicants who are invited to the interview stage.
- 54. Conditional Offer Letter • Project lead organisation • Total grant amount • Project title • Terms & Conditions of offer • Payment terms • Changes affecting the Project • Publicity • State Aid Obligations • Role of the Lead and project management • Confidentiality and Intellectual Property • Exploitation • Acceptance of Offer • Dispute Resolution
- 55. Collaboration Agreement • To be completed prior to interview and brought with you as a digital and paper copy • Original agreement signed by all participants • Key Features: – Who is in the Consortium? – What are the aims, and how is the work divided up? – Ownership of IPR – Management of consortium Note: Negotiating a Collaboration Agreement can be complex and time consuming. Start work on this at an early stage in the process, ideally before submitting your full application.
- 56. Project finance Overview • Looking after the public purse • Ensuring monies are appropriated to legitimate/valid enterprises - Applicant viability checks, reviewing; audited accounts, management accounts, cash flow forecast, working capital, current ratios, etc. - to ensure that the company legally exists, and to assess whether it can meet its financial obligations for the project. • Ensuring costs meet eligibility/State Aid/competition rules - Project cost eligibility checks involve reviewing an applicant’s project costs - labour costs, administration overhead rates, materials, sub-contactors, travel, capital equipment, other costs and overall project costs - and intervention rates, to check that the project costs meets the published eligibility criteria.
- 57. Grant claims and payments • Claims can only be made for costs incurred and paid between the project start and end dates • Claims may be subject to an independent audit (including all academic partners) according to grant size • Claims are only paid once quarterly reporting and necessary audits are complete • Projects over 6 months are monitored on a quarterly basis including a visit from the appointed Monitoring Officer. Anything outside of this will be discussed on a case by case basis. • The monitoring will be carried out against a detailed project plan and financial forecast
- 60. Thank You