European Defence Fund (EDF)

Submission form template for EDF proposals

Part B

Call identifier: EDF-2021-xxx-y

Topic identifier: EDF-2021-xxx-y-zzz
Proposal number: As provided in e-Grants
Proposal acronym: Your text

Version 1.1
July 2021
European Defence Fund Proposal ID: As provided in e-Grants
Submission form – Part B Proposal acronym: Your text
v1.1 – July 2021

HISTORY OF CHANGES

Page(s
Version Publication date Change(s)
)
v1.0 30 June 2021
v1.1 20 July 2021 Clarification regarding description of subcontractors allocated tasks 15

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European Defence Fund Proposal ID: As provided in e-Grants
Submission form – Part B Proposal acronym: Your text
v1.1 – July 2021

Table of Contents

Please, update this table of contents once you have finalised your proposal.

Part B – Description of the action.....................................................................................................4

6. Project presentation...............................................................................................................5
7. Focus on award criteria.......................................................................................................11
8. Work packages description.................................................................................................14

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 Part B – Description of the action
Notice
The structure of this template must be followed when preparing your proposal. It has been
designed to ensure that the important aspects of your planned work are presented in a way
that will enable the Commission, assisted by independent experts, to make an effective
assessment against the award criteria. Sections 7.1 to 7.6 correspond to the criteria
applicable to Research actions, sections 7.1 to 7.8 correspond to the criteria applicable to
Development actions.
Please be aware that proposals will be evaluated as they were submitted, rather than on
their potential if certain changes were to be made. This means that only proposals that
successfully address all the required aspects will have a chance of being funded. There will
be no possibility for significant changes to content, budget and consortium composition
during grant preparation.
Page limit: sections 6 and 7 should altogether not be longer than 60 pages for Research
actions and 64 pages for Development actions. All tables, figures, references and any other
element pertaining to these sections must be included as an integral part of these sections
and are thus counted against this page limit.
Tables for the description of the work packages have to be listed in section 8 and will
therefore not be taken into account in the page limit. However, each table should be limited
to two pages (landscape orientation) per work package. Each Work package description
should start on a new page.
Please, do not consider the page limit as a target! It is in your interest to keep your text as
concise as possible, since experts rarely view unnecessarily long proposals in a positive
light.
You are invited to remove the text in blue in this Part B in your submitted proposal to ease
its reading. Text in green can be removed, without obligation.
The following formatting conditions apply:
The reference font for the body text of the proposals is Times New Roman (Windows
platforms), Times/Times New Roman (Apple platforms) or Nimbus Roman No. 9 L (Linux
distributions).
The use of a different font for the body text is not advised and is subject to the cumulative
conditions that the font is legible and that its use does not significantly shorten the
representation of the proposal in number of pages compared to using the reference font (for
example with a view to bypass the page limit).
The minimum font size allowed is 11 points. Standard character spacing and a minimum of
single line spacing is to be used.
Text elements other than the body text, such as headers, foot/end notes, captions, formula's,
may deviate, but must be legible.
The page size is A4, and all margins (top, bottom, left, right) should be at least 15 mm (not
including any footers or headers).

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 TITLE OF THE PROPOSAL

6. Project presentation

Please provide here an executive summary (maximum 3 pages) and a detailed presentation of your
project. Both will be crucial for the evaluation.

The executive summary must provide evaluators with an overview of the content of your presentation,
helping them to enter into the matter. It cannot be limited to the abstract provided in Part A.

The detailed presentation of the project must include the necessary details in order to provide, in
combination with the information of sections 7 and 8, the best understanding possible of the proposed
work.

Do not forget to declare any involvement of in-kind contributors (like national authorities) and
provide details about their role and contributions (you can refer to section 7 and 8 where needed).

To support your presentation, you must fill in all tables provided below.

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List of work packages

Work
Lead participant Lead participant short Start
package Work package title2 Person-months End month
number3 name4 month
number1

Total person-
months

List of deliverables

Work Dissemination level Proposed

Deliverable Short name of Delivery date
Deliverable name package Type (public/ limited/ classification
number lead participant (in months)
number classified) level

1
Use same numbering (ID) as in Annexes 1 & 2.
2
Use same title as in Annexes 1 & 2.
3
Use same numbering (ID) as in Annexes 1 & 2.
4
Use same short name as in Annexes 1 & 2.

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 Work Dissemination level Proposed
Deliverable Short name of Delivery date
Deliverable name package Type (public/ limited/ classification
number lead participant (in months)
number classified) level

KEY

Deliverable numbers in order of delivery dates. Please use the numbering convention <WP number>.<number of deliverable within that WP>.
For example, deliverable 4.2 would be the second deliverable from work package 4.

Type:
Use one of the following codes:
R: Document, report (excluding the periodic and final reports)
DEM: Demonstrator, pilot
DES: Design
PROT: Prototype
TEST: Testing results
CERT: Certificates
DEC: Websites, patents filing, press & media actions, videos, etc.
OTHER: Software, technical diagram, etc.

Dissemination level:
Use one of the following codes:
PU = Public, fully open, e.g. web
UC NRP= Unclassified Not releasable to the Public - Dissemination subject to conditions set out in the model grant agreement
CI = Classified information, as referred to in Commission Decision (EU, Euratom) 2015/444/EU.

Delivery date
Measured in months from the project start date (month 1)

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List of milestones

Milestone
Milestone name Related work package(s) Due date (in month) Means of verification
number

KEY

Due date
Measured in months from the project start date (month 1)

Means of verification
Show how you will confirm that the milestone has been achieved. Refer to indicators if appropriate.

For example: a laboratory prototype that is ‘up and running’; software released and validated by a user group; field survey complete and data quality
validated.

Major risks5

Risk Identification and Description Risk Assessment Risk Response

Risk Risk Action Details
Likelihood
ID Category Title Description Impact (I) Level Response
(L)
(L*I) Strategy (effort & responsible)
<Risks can be <Short title for <Description of the risk <A <A <Product <Strategy <Description of the
organised in the risk> including its causes, the numerical numerical of the for mitigation action(s),
Guide
lines*

different kinds of problems that value value two managing including the objective,
categories could result (potential denoting the denoting previous the risk: scope, deliverables and

5
Risk management table depicted from the Project Management Methodology (PM 2) of the European Commission. For further information, please refer to
https://europa.eu/pm2

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 Risk Identification and Description Risk Assessment Risk Response
Risk Risk Action Details
Likelihood
ID Category Title Description Impact (I) Level Response
(L)
(L*I) Strategy (effort & responsible)
such as effects), and risk probability the severity columns: - Avoid the estimated effort
Business, dependencies.> that the risk of the risk's RL = L * - Reduce needed. >
Staffing, will occur: impact: I> - Accept
Contractor, <Because of 5- Very High 5- Very - Transfer/
Legal …> (CONDITION), it might to High Share>
be that (EVENT), which 1- Very to
will lead to (IMPACT).> Low> 1- Very
Low>

RL01                

RL02                

*The Guidelines can be removed in the submitted proposal.

Summary of staff effort

Please indicate the number of person/months over the whole duration of the planned work, for each work package, for each participant (beneficiaries and, if
any, affiliated entities and associated partners). Identify the work-package leader for each WP by showing the relevant person-month figure in bold.

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 Total person-months per
WPn WPn+1 WPn+2
participant

Participant
number6:
Short name:

Participant
number:
Short name:

Participant
number:
Short name:

Total Person Months per work

package

6
Use same numbering (ID) as in Annexes 1&2.

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7. Focus on award criteria

This section is designed to help you focus on the parts of your project that address the award criteria
against which your proposal will be assessed. You can refer accurately (e.g. page, sub-section,
paragraph) to Section 6 and Section 8 or to other submission documents where relevant.

7.1. Contribution to excellence or potential of disruption in the defence domain, in particular

by showing that the expected results of the proposed action present significant advantages
over existing defence products or technologies
Keep in mind that this award criterion will have a weight of 2 for both Research actions and
Development actions.
 Describe the overall concept, demonstrating its excellence and explain the proposed approach
for the solution, including main ideas, technologies and methodology, demonstrating its
soundness.
 Describe how your proposal complies with the specific challenge, scope, targeted activities,
functional requirements and expected impact of the topic as set out in the call for proposals.
 Explain how the objective and expected outcome of the action differs from and represents an
advantage at strategic, technological or defence operational level over existing defence products
or technologies, or has a potential of disruption in the defence domain.

7.2. Contribution to the innovation and technological development of the European defence
industry, in particular by showing that the proposed action includes ground-breaking or
novel concepts and approaches, new promising future technological improvements or the
application of technologies or concepts previously not applied in defence sector, while
avoiding unnecessary duplication
Keep in mind that this award criterion will have a weight of 2 for Research actions.
 Explain how your proposal demonstrates innovation potential and contains ground-breaking or
novel concepts and approaches (e.g. new products, services or business and organizational
models), new promising technological improvements, or the application of technologies or
concepts previously not applied in the defence sector.
 Describe, to the extent possible, how your proposal integrates of existing knowledge and
previous or ongoing R&D activities in the defence and civil sectors when applicable, while
avoiding unnecessary duplication.
 Describe the potential for the innovations or technologies developed under this proposal could
spin-off to other defence applications and products.

7.3. Contribution to the competitiveness of the European defence industry by showing that the
proposed action is a demonstrably positive balance of cost-efficiency and effectiveness
thus creating new market opportunities across the Union and beyond and accelerating the
growth of companies throughout the Union
 Describe the foreseen competitive advantage of your product/technology/solution vis-a-vis
existing or planned products/technologies/solutions across the Union and beyond. Explain the
consideration given to the balance between performance and cost-efficiency of the future
solution.
 Describe how your project has the potential to accelerate the growth of companies throughout
the Union. To do so, include an analysis of the Union’s internal market and the global market
place and indicate, to the extent possible, the size and the growth potential of the market it
addresses as well as expected volumes of sales both within and outside of the Union. Where
your analysis has limits or important uncertainties (e.g. for new technologies with uncertain

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 market perspectives), it is recommended to address those limits and to justify why the analysis
is partial. It is also recommended to focus on the defence market.
 Describe the IP strategy (e.g. patents) associated with your solution and its strength to support
the competitiveness and growth of the company.

7.4. Contribution to the autonomy of the European Defence Technological Industrial Base
(EDTIB), including by increasing the non-dependency on non-Union sources and
strengthening security of supply, and to the security and defence interests of the Union in
line with the priorities referred to in Article 3 7
Keep in mind that this award criterion will have a weight of 2 for Development actions.
 Describe to which extent the proposed action will contribute to the autonomy of the EDTIB by
increasing the Union’s industrial and technological non-dependency from third countries.
 Describe the beneficial impact that the proposed activities will have on the strength of the
European security of supply, including the creation of a new supply chain.
 Explain how the project outcome will contribute to the defence capability priorities agreed by
Member States within the framework of the Common Foreign and Security Policy (CFSP), and
in particular in the context of the Capability Development Plan. Where appropriate, explain
how the proposal addresses regional or an international priorities when they serve the security
and defence interests of the Union as determined under the CFSP, where they do not exclude
the possibility of participation of any Member State or associated country.
In order to verify the priorities spelled out in the Capability Development Plan, refer to the version
releasable to the industry, which is available for the national defence associations or to the version
available at:
https://eda.europa.eu/publications-and-data/latest-publications/the-eu-capability-development-
priorities

7.5. Contribution to the creation of new cross-border cooperation between legal entities
established in Member States or associated countries, in particular SMEs and mid-caps
with a substantial participation in the action, as recipients, subcontractors or as other
legal entities in the supply chain, and which are established in Member States or
associated
Keep in mind that this award criterion will have a weight of 2 for both Research actions and
Development actions.
 Describe to what extent the proposed action will create new cross-border cooperation between
legal entities established in Member States or associated countries, in particular SMEs and mid-
caps, especially compared to former activities in the technological area of the call and taking
into account the specificity of the market.
 Describe the planned future cross-border cooperation between legal entities established in
Member States or associated countries and cooperation opportunities created by the proposed
activities.
 Explain to which extent SMEs and mid-caps which cooperate cross-border participate
substantially and describe the industrial or technological added value brought by them.

7
Article 3 of the EDF regulation: ‘defence capability priorities commonly agreed by Member States within the
framework of the Common Foreign and Security Policy (CFSP) and in particular in the context of the CDP.
In that regard, regional and international priorities, when they serve the security and defence interests of the
Union as determined under the CFSP, and taking into account the need to avoid unnecessary duplication, may
also be taken into account, where appropriate, where they do not exclude the possibility of participation of any
Member State or associated country.’

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Figures contained in Annexes 1&2 will be taken into account for the evaluation of this award
criterion. You can thus use references to information given in those Annexes, if relevant.

7.6. Quality and efficiency of the carrying out the action

 Describe the structure of the work plan (work breakdown structure) including the timing and
inter-relations of the different work packages and their components, showing its effectiveness
and practicality. Illustrated the structure of the work plan by a Gantt chart, Pert chart or similar.
 Choose useful and comprehensive milestones and deliverables for the project and describe
them. Choose coherent and clear criteria for reaching the milestones and describe them. Make
sure the criteria are measurable, realistic and achievable within the proposed duration.
 Demonstrate the appropriateness of the management structures and procedures, including the
decision-making mechanisms, to the complexity and scale of the project. Quality of the risk
management, including identification and assessment of the project specific critical risks, which
could compromise the achievement of the stated project's objectives and detail of proposed risk
treatments (e.g. mitigation measures).
 Appropriateness of the allocation of tasks and resources to consortium members, ensuring that
all consortium members and associated partners have a valid and complementary role.
Allocation of the work share that ensure a high level of effectiveness and efficiency for
carrying out the action.

And in addition, only for development calls:

7.7. Contribution to increasing efficiency across the lifecycle of defence products and
technologies, including cost-effectiveness and the potential for synergies in the
procurement, maintenance and disposal processes
 Explain how the proposed solution will provide an improvement in terms of the efficiency
across the lifecycle in comparison to existing solutions; for example, improvement in terms of
cost-effectiveness by lower production, operational, maintenance, repair and overhaul or
disposal costs and/or potential simplification of processes or combination with existing
processes for procurement, maintenance and disposal.

7.8. Contribution to the further integration of the European defence industry throughout the
Union through the demonstration by the recipients that Member States have undertaken
to jointly use, own or maintain the final product or technology in a coordinated manner.
 Recall the number of Member States that have committed to jointly use, own or maintain the
final product or technology in a coordinated way, as demonstrated in the supporting documents.
 You can provide your view on the contribution of the above-mentioned commitments by
Member States to the integration of the European defence market throughout the Union.
Describe how your proposal contributes to the increase in cooperation potential between
Member States.
You can use references to additional documents, if relevant.

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European Defence Fund Proposal ID: As provided in e-Grants
Submission form – Part B Proposal acronym: Your text
v1.1– July 2021

8. Work packages description

To be provided for each work package, maximum two pages each (landscape orientation). Each work package description should start on a new page.
Duplicate the tables as many times as necessary.
Work package number8 Activity9 covered by the work package
Work package title
Describe here dependence with inputs from other work packages or contribution of outputs of this work
Link(s) with other work packages
package to other work packages
List of Short name of the
Participant A Participant B
participants10 participant
(put the lead
Person months for
participant xx PM yy PM
the participant (PM)
first)
Duration May imply handling of classified
Starting month (in months) T0 + x YES ☐ NO ☐
(months) information

Objectives of the work package

Description of the work (where appropriate, broken down into tasks) and role of each participant

Deliverables (brief description and month of delivery) and other outcomes (milestones, results not subject to deliverables)

8
Use same numbers as in section 6.
9
Generation knowledge, integrating knowledge, studies, design, prototyping, testing, qualification, certification or increasing efficiency. Maximum one activity per work
package. You don’t need to fill in this cell for work package 1 (general management and coordination of the project).
10
Beneficiaries and, if any, affiliated entities and associated partners.

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European Defence Fund Proposal ID: As provided in e-Grants
Submission form – Part B Proposal acronym: Your text
v1.1– July 2021

Subcontractors participating in the work package (reason for subcontracting, name of subcontractors11(if already known), details on tasks to be
subcontracted, estimated budget12of the tasks). Information provided here must be fully consistent with the one provided in Annexes 1&2 (detailed sheet of
participant)13. Even though subcontracting costs may not have been allocated to a named subcontractor in Annexes 1&2, the corresponding subcontracted
tasks must be described here in the relevant WP.

11
Subcontracting between consortium members and/or affiliated entities is excluded.
12
Should be fully consistent with the figures provided in Annexes 1 & 2 to the Submission form.
13
You can copy/paste content to ensure consistency.

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