III.3. Proposal evaluation
III.3.1. General principles
The evaluation of proposals will be based on the fundamental principles
of transparency and equality of treatment. The entire selection process and the description
of the criteria by which the proposal will be evaluated are presented in the Evaluation Manual
(see also Box 5).
In general, and in order to help the Commission, panels
of independent, external experts14 will be constituted covering
a wide range of relevant expertise, without linguistic or geographic bias. Proposers’
confidentiality will be fully respected, both to avoid conflicts of
interest and to maintain the impartiality of the independent experts.
III.3.2. Conformity check and eligibility
On receipt, all proposals will be subject to a validation process, to ensure they conform to
the requirements of the Call, of the submission procedure and of the rules for participation.
Only proposals that conform to these requirements will be subject to evaluation.
III.4. Proposal selection
Proposals will be evaluated according to criteria grouped into five categories, as laid down in
the Work Programme applicable to the relevant Call. The content and the respective
weighting of the criteria are described in the Evaluation Manual. Programme specific
information on evaluation may also be explained if appropriate in Part 2 of this Guide. Ethical
aspects have to be taken into account in the process.
The experts examine proposals individually, then meet as a panel to agree a ranking. At this
stage, they may recommend, that certain proposals should be combined into larger projects or
linked together as clusters (see section I.3.3- Guide for proposers Part.1).
Following the evaluation, and in accordance with the interests of the
Community, the Commission will establish a list of proposals in order of priority.
This list will take into account the budget available (which has been set out in the call for
proposals) plus, if necessary, a percentage of the call budget to allow for withdrawal
of proposals and/or savings to be made during contract finalisation. Late or ineligible proposals,
those of inadequate quality or for which there is not adequate budget will be subject to
a “non-retained” decision by the Commission. This information, with the main reason for non-retention,
will be communicated to the proposers concerned.
The co-ordinators of proposals, which have been retained, will be notified
in writing. This notification, however, does not ultimately commit the Commission to
fund the project concerned.
A brief report on the evaluation prepared by the Commission will be
sent to the proposers via the proposal co-ordinator. Further administrative and financial information
will be required to assess the viability of the proposed project.
Hence, participants will have to demonstrate that they have all the
necessary resources15 needed for carrying out the project. The Commission will check these,
and may seek to safeguard its interest by asking for a bank guarantee or by other measures.
The Commission may also propose modifications to the original proposal
based on the result of the evaluation, or in terms of grouping or combination with others.
On successful conclusion of these negotiations, the Commission will
then offer contracts for the commencement of work, based on a timetable determined by the needs
of the Specific Programme concerned.Energy, environment and sustainable development
Any proposal, which is finally not taken up, due to a lack of available
funding for example, will be subject to a “non-retained” decision by the Commission. This
information, with the main reason for non-retention, will be communicated to the proposers
14 - Experts shall be selected following a call for candidates. However,
in exceptional cases, the evaluation process may be conducted without them.. The Commission's
services shall however follow the rules set out in the Evaluation Manual.
15 - These include human resources, infrastructure, financuial resources
and, where appropriate, intangible property.