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Contents of the proposal for project funding

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Contents of the project proposal for project funding

Many infrastructure projects are funded by state or financial institutions. We will describe the most common sections needed to describe the details needed to apply for project funding.

Applicant's description

Applicant's basic information includes the name of the organization, legal status, Company number, VAT number, official address, correspondence address, telephone number, fax number, e-mail address, website, contact person, date of establishment of the organization, the main activities of the organization related to the specific project.

This section details the applicant's financial and operational capacity. This information will be used to assess whether the applicant has the necessary resources to complete the project. The financial information is based on the income statement and the balance sheet of the organization. The available resources are described - number of employees by category, material, and technical resources and other resources, for example, volunteers, associated organizations, networks, which can also contribute to the implementation of the project.

Experience in the implementation of projects similar to this project proposal is evidenced by the submission of detailed information on each project implemented by the organization in recent years. Information shall also be provided on the applicant's participation in on-going procedures for the submission of project proposals for programs and projects funded by the European Union or other international donors, as well as from the national budget.

Partner description (s) (if applicable)

The required information for each partner organization should be completed, describing their experience and capacity. Emphasizes the aspects related to the cooperation between the applicant and the partner, as well as the role of the partner in the implementation of the project.

Description of the project proposal

The description of the project proposal includes:

  • Place of project implementation - planning area, district, municipality, settlement;
  • Objectives - general purpose and the specific purpose (s).

The overall objective provides information on the long-term benefits to the community or sector targeted by the project and the long-term social and/or economic benefits to which the project will contribute. The overall objective of the project is related to the main problem which the project will support. The defined overall objective of the project proposal must be consistent with the objective of the operation and the grant scheme.

The specific objective (s) is the specific objective that will be achieved as a result of the project implementation. It is defined as a benefit to the beneficiaries and the target groups of the project implementation. It should be clearly stated how the project will contribute directly to the objective of the scheme.


It provides essential information on the need or problem that led to the preparation and proposal of the project.

The justification may include information on problems and previous activities, as well as the relevance of the project on a local, regional, and national scale.

In this part, it must be demonstrated that the project is in accordance with the objectives of the program operation, as well as with the planning document for the target territory (district, district, municipality). Describes how the project complements the impact of other strategic documents, priorities, and needs initiatives.

The justification should include information on the compliance of the project with the specific needs, limitations, and problems of the target area and target groups and how it contributes to their satisfaction/overcoming.

Target groups

Target groups (groups / organizations that will be directly and positively impacted by the project) and final beneficiaries (those who will benefit from the project results in the long term at community or sector level) should be described in detail, including identifying their expected number and characteristics - gender, age, education, employment. The justification should include information on the reasons for selecting the target groups and identifying their needs. It describes the problems that will be solved with the project and how it addresses the problems of disadvantaged people, including the Roma, what is the demand for the project's products by the target groups and final beneficiaries.

Financial allocation - in line with the project budget.

A brief description of all key studies such as market studies should be included in the justification of relevance, local demand, and market effect; statistics proving the absence of a well-functioning market or service; statistics proving supply shortfalls. The project must provide evidence and quantitative evidence that there is local or regional demand for the infrastructure services it seeks to provide in the most appropriate and efficient manner.

A detailed description of project activities.

The description of the activities should be structured as follows: name of the activity, description, and justification of the activity, expected products/results of the activity.

Information and publicity activities should be presented in a separate table.

In the presence of a partner (s), indicate the role of each of them in the implementation of the activities.

The detailed description of the activities should not duplicate the action plan.


The methodology presented includes information on the main stages of the project implementation, the methods chosen for the implementation of the activities, their sequence, and the reasons for the choice, as well as issues related to accountability.

If the project proposal is a continuation of a previous project or is a prerequisite for a subsequent project, it should be clarified how the project proposal complements/builds on the results of the already completed project or helps to start the next project.

The team directly involved in the organization and management of the project shall be described, justifying the need to include relevant posts. The respective requirements for the occupation of each position shall be indicated. The functions and responsibilities of the team members are clearly defined.

This section describes the envisaged procedures for carrying out internal monitoring and self-assessment of project implementation - monitoring of contractor activities assigned by the applicant, periodic reporting of progress in the implementation of project activities.

Duration and plan of action.

The duration of the project (months, years) is determined.

The action plan must include the name of the activities and be sufficiently detailed to provide a summary of the preparation and implementation of each activity.

Product and result indicators.

These indicators are used to monitor project progress and evaluate the achievement of project objectives. The following values ​​are determined: the quantitative value of the indicator which the applicant seeks to achieve with the project implementation, indicator value by year, the baseline value of the indicator before starting the project.

Only the indicators applicable to the application component should be included, and their quantitative dimension should be presented to carry out internal monitoring and self-assessment of project implementation. Other indicators at the applicant's discretion may be added to help track project progress.

Impact indicators.

Indicate the quantitative value of the indicators that the applicant seeks to achieve with the project implementation.

Expected results.

The specific (immediate) results of the implementation of each project activity are described. The results must be measurable, verifiable, and reliable over time. The reasons for the applicant's assessments, including projections, assumptions, etc. should be indicated.

Sustainability of the project.

The expected impact of the project on the target groups is described. Particular attention is paid to the possibilities of multiplying the achieved project results, such as: applying project results in other areas or other target groups, positive project results that contribute to the development of the sector concerned and bring additional benefits to the target groups.

It also describes how the results will be maintained after project funding is completed (financial sustainability) and whether the project structures established will continue to exist after completion (institutional sustainability).

Requirements for the implementation of the project activities

In order to carry out the project activities, it is necessary to describe: its project readiness, the assessment of the current stage of its development, and the risks associated with its implementation.

Project readiness is certified by the following documents: technical / work design, resource price analysis, technical specification, energy efficiency survey, assessment of the conformity of the project with the existing construction requirements, building permit, environmental impact assessment.

If the project has already started, indicate at what stage of implementation it is currently at.

The risks associated with the implementation of the project are identified. It describes their impact on the end result and the opportunities for reducing them.

Contribution of the project to the achievement of horizontal Community policies

In accordance with the rules laid down by the European Union for the implementation of the Structural and Investment Funds, horizontal Community policies should be ensured:

Equal Opportunities

Indicates to what extent the project will contribute to the integration of the principle of equal opportunities and social inclusion (people with disabilities, ethnic minorities, etc.);

Environmental protection and impact - the project must be structured in such a way that it does not have a negative impact on the environment, contributes to its conservation and preservation;

Sustainable development

Does the project contribute to enhancing competitiveness and the related promotion of employment and added value? Describes the contribution of the project to overcome regional disparities, the application of the polluter pays principle, and more.

Innovation and policymaking

Describes to what extent the project offers innovative approaches to its implementation or shares good practices. Some products and services, new activities and processes, new tools and tools, new organizational structures, new partners and networks, etc. can be considered as innovations.

Requirements for publicity

It is a prerequisite that the financial support received is publicized and promoted. The methods and measures for providing information and publicity applicable to the project are described. Typical forms are billboards, signs, posters, information and communication materials, information events, publications.

Revenue generation

A revenue-generating project is one that involves an investment in infrastructure, the use of which generates revenue during the period of its implementation, and during the relevant subsequent reference period.

The information should include the type of revenue - derived from sales, rents, services, collection of fees, provision of services for remuneration, and other equivalent revenue that is received directly by users of the infrastructure built under the project.

Financial analysis is attached to the application form, which must be prepared by an independent expert in accordance with the Guide to Cost Analysis - Benefits of Investment Projects.


When the applicant assigns the implementation of the project activities to a contractor, the expected number and type of procedures (under the Public Procurement Act) and the estimated value of each contract shall be indicated.

The information includes the name of the contract selection procedure, type of contract (services, construction), type of procedure (open, restricted, etc.), expected value excluding value-added tax, the start of the contract selection procedure (month/year).

Consistency with Community policies and legislation

Information shall be provided on the availability of funding for the project proposal from other Community sources, as well as on the relation of the requested funding to State aid.

The details of the amount requested/provided for the project shall be described in the following cases: an application for assistance from another financial instrument; the project is complementary to another project already funded or to be funded by Community funds and other sources; an application for a loan or equity contribution from the EIB / EIF; an application for assistance from another Community source for any previous phase of the project (including feasibility studies and preparatory phases).


The annexes include the following basic documents: project budget, including total eligible costs, sources of funding and own contribution; detailed quantitative account for construction works; valued technical specifications (for equipment); a description of the project's publicity activities; CV of the project manager; declarations.

Technical documentation is attached to the application form. It usually contains a technical or work investment project, a resource price analysis, and energy efficiency audit, an assessment of the project's compliance with existing building requirements, a building permit.

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Author: BVOP™ Published on: Saturday Nov 16, 2019

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