DRAFT Project Proposal Guidance Notes

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DRAFT Project Proposal Guidance Notes ...

    Guidance Notes for Project Proposal Form

    Version R2 - 11.10.2008

What is Cut your Carbon?

    Cut your Carbon (CYC) is a regional initiative, led by the East of England Development Agency (EEDA), which aims to help communities in the East of England to respond to climate change by reducing their carbon emissions.

    Over the period 2008-2011, EEDA will be offering community carbon footprinting tools (based on the ActOnCO? system) via These tools are available,

    without charge, to all communities in the East of England to help them understand measure and reduce their carbon emissions from households, community assets and businesses.

    To complement this resource, EEDA will also be offering up to ?2.5 million of funding over this period, to help communities put their carbon reduction ideas into practice. Funding will be awarded after competitive assessment and communities will have to submit well-constructed proposals to succeed.

    Communities will approach carbon reduction from a variety of angles, and with different degrees of community buy-in and activity. To help you gain the greatest reward for your efforts, EEDA recommends that you approach the community carbon calculator and funding competition in the following sequence:

1. Form community of action

    2. Measure community carbon footprint to establish baseline

    3. Develop Action Plan and implement relevant actions

    4. Propose community project for CYC funding

    5. Measure and monitor carbon reductions from community activity and project

Funding round details

    Cut your Carbon is scheduled to have five funding rounds in the period to 31 March 2011. In each round, EEDA is making ?500,000 of capital funding available for projects seeking between ?5,000 and ?200,000.

    The current funding round is the second in the series, and opens on 11 October 2008 with a closing date for submitting Project Proposals of 12pm (midday) on 30 January 2009.

    The judging panel will take place on 1-2 April 2009 and you are advised to put these dates in your diary in case you are asked to present your proposal to the panel of judges in the latter stages of the competition.

    Indicative dates for the third funding round are that it will open on 1 June 2009 with a closing date of 2 October 2009.

How to enter the funding competition

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To enter the competition for EEDA funding, communities must complete and submit a CYC

    Project Proposal Form via the online document upload facility on

These guidance notes provide all the necessary information to complete the CYC Project

    Proposal Form Version R2 11.10.08, and will also explain how projects will be reviewed.

     Important note: entrants to the funding competition are advised to read the CYC

    Terms and Conditions before proceeding with their application. These guidance

    notes are designed to help you complete the CYC Project Proposal Form and do

    not repeat the information set out in the Terms and Conditions.

Communities are advised to work with a Cut your Carbon Community Support Officer to

    discuss the suitability of their community and proposed project before entering the

    competition. Details of Community Support Officers can be found on page 4 of this How will your Project Proposal Form be assessed? document.

    What are the assessment criteria?

    Assessment criteria by which Project Proposal Forms will be assessed includes but is not

    limited to:

    ? estimated tonnes of CO saved per ?1 spent on the project (value for money) 2

    ? technical viability of the project (feasibility & planning)

    ? anticipated long term continuation and success of the project (sustainability)

    ? innovation and creativity of the project (innovation)

    ? ability to replicate the project in other communities (replicability)

    ? development of carbon reduction Action Plan

    ? action already taken by the community to measure and reduce its carbon footprint

    ? extent of engagement within the community and any wider community

    ? actions toward securing other sources of project funding (match funding)

    ? additional benefit from the project (in addition to CO reduction) 2

    ? sustainability of the project, as indicated by tier one of the Inspire East Excellence


    Scoring system

    Each proposal will be scored out of a total of 100 percentage points. The maximum score

    for each section is shown below. The scoring system is used to ensure that all projects are

    evaluated consistently.

    Part A Your details (not scored)

    Part B Your project (30 points)

    - Likelihood of success 10 points

    - Quality of planning 10 points

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    - Replicability 5 points

    - Innovation 5 points

    Part C Your community (20 points)

    - Community involvement 10 points

    - Action Plan 10 points

    Part D Carbon savings (35 points)

    - Quality of calculations 5 points

    - Project carbon savings 20 points

    - Community savings and

     Footprinting results 10 points

    Part E Project costs (15 points)

    - Quality of costings 10 points

    - Match funding secured 5 points

    Part F Additional info (not scored)

Review panel process

    A review panel, consisting of experts in carbon management, community carbon footprinting

    and sustainable energy solutions, chaired by EEDA will review all projects. Following on

    from this panel, Project Proposals seeking above or below ?20,000 from EEDA will follow

    different processes.

A shortlist of the best proposals from communities seeking ?20,000 or more will be drawn

    up at the expert review panel. Shortlisted communities will be asked to present their

    proposals to a panel of judges to gain their approval. Communities that gain the judges

    approval will then be invited to submit a detailed Business Case form with final costings and

    specification, on which a final funding decision will be made.

Communities seeking less than ?20,000 will receive a decision from EEDA following the

    expert review panel. These will not need to go to the judging panel and will only need to

    complete an extension to the Project Proposal Form (called short Business Case) to

    complete their funding application. All eligible Project Projects seeking less Project costs, Proposals reviewed than ?20,000 receive suppliers etc by expert panel. decision following confirmed via short expert review panel. Business Case.

     Shortlist of projects Shortlisted Successful seeking ?20,000 or communities (approx communities (approx more selected for 10) present proposals 5-10) invited to submit

     to judging panel. a detailed Business judging panel. Case. Communities that are successful in gaining the approval of either review panel are expected

    to successfully complete a Business Case and gain EEDA approval for CYC funding. The

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final decision to award funding (via a formal offer letter) will only be made on the basis of

    satisfactory information being provided in the final Business Case.

EEDA will provide ongoing Community Support Officer time to assist communities in the

    latter stages of the competition (after review panels) and may fund additional expert support

    to help communities work up their project details.

Eligibility of projects, costs and communities

    Please refer to the CYC Terms and Conditions to check that your community is eligible in terms of its location, make up and suitability to receive funding from EEDA.

Further information

    EEDA have appointed Rural Action East and its members to provide advice, support and

    help to communities to apply for CYC funding. The Community Support Officers contact

    details are listed below:

    Bedfordshire Sue 01234 838771 ext 104 Cambridgeshire - Jo Fitzpatrick - - 01353 860850

    Essex Chris Hobbs - - 08444 773938 Hertfordshire - Herbert Dzapata - - 01707 695500

    Norfolk - Janice Howell - - 01362 698216 Suffolk - Robert Horn - - 01473 242500 Completing the form The Project Proposal Form is designed to help you think through the key elements of your

    project. The questions / tables are intended to be self-explanatory in most instances, so not

    all sub-sections have additional guidance.

Part A Your details

A1 Applicant details

    Provide a name for the project so that it can be identified. If this is a site specific project

    please include the location of the project in the name.

Please provide the name, address and contact details of the individual making the

    application on behalf of the community. You can use a personal address, or the address of

    the organisation being put forward as the legal entity within the community. Please provide

    a telephone number that you can be contacted on during office hours.

The main contact does not need to be the leader/co-ordinator of the community, but to put

    your details here you must have the relevant permission or authority to enter a Project

    Proposal Form on behalf of your community.

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A2 Community details

    Please give details of whether your community currently includes a suitable legally constituted entity, as set out in Section 6 of the CYC Terms and Conditions and EEDA’s

    Legal Entity Guidance.

    If you have identified or formed a suitable legal entity, please give details.

    If you have not yet identified, or formed a suitable legal entity, please confirm your intention to form a suitable legal entity if successful in the competition.

    If you are successful in this application, this will be the organisation that receives and is accountable for any EEDA funding issued through the Cut your Carbon competition.

    A3 Location of project and beneficiaries We need to know where the project will be delivered, built or installed and where most of the people who will directly benefit from the project live and\or work.

    Local authority area is required to enable information to be gathered on projects on a geographical basis. If you are doubtful as to the ward in which your project is based you may find the following website useful:

    Please indicate whether your project is regional, or whether it covers more than one local authority area. If your project covers an entire county or counties, you do not need to refer to local authorities within these areas.

    If your project is based around a community of interest, please concisely describe the geographic distribution of the beneficiaries of the capital funding.

A4 Description of community

    Please describe your community, using relevant information from the following:

    ? total number of households, individuals, businesses

    ? demographic characteristics (age, language, education)

    ? geography of the community

    ? economic wellbeing, employment patterns

    You do not need to include information about carbon footprinting, or partner organisations here.

    A5 Community Support Officer involvement As above, EEDA recommends that you work with a Community Support Officer. To help the review process and future support to communities, please indicate who you have worked with and to what extent.

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    Part B Your project

B1. Project category Please indicate the category that best describes your project to help EEDA administrate the

    review process. You may only enter one category. No financial value or maximum number

    of winners will be allocated to categories.

Projects that do not fit easily into any of the categories should enter the ‘Highly innovative /

    mixed solutions’ category.

B2. Project objectives

    Please describe up to three key project objectives that will be supported by the project you

    propose. If you have more than three key objectives please prioritise the top three.

B3 Your project

    B3.1 Project details

    What will be built, bought, installed, improved, or changed? Have you identified who will do

    the work?

EEDA will not award funding for works already started or for works not clearly specified.

B3.2 Project need

    The beneficiaries will be those people who will directly benefit from assets funded by EEDA

    through Cut your Carbon.

Why is it needed? Who will benefit? How will they benefit?

In addition to answering the above questions, you may wish to identify any work, such as

    surveys or parish plans, you have undertaken to establish the need for the project. You may

    wish to include survey results, or letters of support from significant members of your

    community with your application.

B3.3 Research

    Describe the research and planning you have undertaken to assure the feasibility (likelihood

    of success) of your project. Possible questions to consider, include:

    ? do you have the necessary built or natural environment for your proposed solution,

    ? do you have, or can you secure, the appropriate access or development rights for

    land or buildings?

    ? are any necessary resources available in predictable and sufficient quantity/quality

    ? how/why have you selected your preferred solution (equipment/installation/location)

    ? have you had advice on the feasibility or likely carbon savings of your project from

    suppliers or independent experts?

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    ? have you applied lessons learnt from previous projects in your community or similar

    projects elsewhere?

    EEDA recommends that communities review the first level of the Excellence Framework to assist them in developing a sustainable project.

    Please discuss any issues this presents with your Community Support Officer.

B3.4 Who is involved in the project?

    List the organisations or groups that are part of your CYC community (the beneficiaries). These may include community centres/village halls; faith groups; schools; businesses; scout/guide groups.

    Please give details of any organisations and partners outside your CYC community that are working with you to plan or deliver the project. These may include; not-for-profit organisations; expert advisers; or your local or county council.

    Please identify any relationships that are particularly important to the project, indicating the nature of the involvement.

B3.5 Project management

    Show how this specific project will be managed, and by whom. Where relevant, please outline any relevant decision-making processes or reporting structures.

B3.6 Planning permission

    State whether the project requires planning, or other permission, for example: listed building consent, building regulations, fire regulations, public entertainment licence, water discharge licence, DEFRA protected wildlife species licence etc.

    Where specific consents or permissions are required, these must be granted before funding will be awarded by EEDA. However, you may apply to CYC before necessary permissions have been granted.

If you have written evidence of such permissions, or any ‘in principle’ agreements, please

    submit these with your Project Proposal Form.

B3.7 and 3.8 Planned project start and end date

    What is the planned start and end date of the project, if funding is granted. Bear in mind that once your project has been reviewed, if successful, it will take most communities three to six months to confirm the full and final costings and specification for their project.

     s) in your Action Plan, to assist you with your You may wish to outline the schedule of work(planning.

    B3.9 Innovation / replicability

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    Show how your project embraces new ideas or applies creative thinking. This does not mean that your project needs to use new or advanced technology. You may come up with new ways of increasing performance; generating income; reducing costs; developing processes; leveraging funding; using old solutions in new ways; or affecting behaviour within your community.

    Explain whether the whole of your project, or specific elements, can be copied or transferred to other communities. The ability for projects to have wider application is important in the effort to secure rapid reductions in carbon emissions.

B3.10 How will your project be maintained?

    Please explain how you will ensure continuation of the project throughout its lifetime. Include your plans to maintain the project including any estimates for running costs such as maintenance of equipment and systems. If your project will generate an income (i.e. through exporting energy electricity to the national grid, or asset usage), will this meet or exceed the Part C Your community running costs? If you generate a surplus, how will this be re-invested?

C1 Community involvement

    C1.1 Level of involvement

    What role have community members had in suggesting or selecting the project for which you are seeking funding?

C1.2 Engagement of wider community

    Describe your engagement with your wider community (if any) i.e. beyond the direct

    beneficiaries. Have you tried to bring parts of your wider community into your CYC community and project? For example, if your CYC community is a faith group located in a village, have you engaged with a local school, village hall or sports group?

C1.3 Additional benefits (other than carbon savings)

    Will your project include benefits to your community beyond the planned reduction in CO? emissions? Describe other ways that your project will benefit your community. Possible examples could include:

    ? improved community spirit; making new connections within the community

    ? improving or creating a public amenity

    ? improving the lives of the public

    ? tackling fuel poverty in your community

    ? providing benefits to the elderly and vulnerable in the community.

C2 Community Action

    Your community’s commitment to energy saving actions and environmentally aware

    behaviour are important criteria when EEDA and it advisors are assessing whether funding should be awarded to your community.

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Tell us about the work you have already done within your community to reduce carbon

    emissions. Please describe the relevant actions already taken by your community both

    before and after joining Cut your Carbon. Example actions include:

    ? energy efficiency measures (e.g. roof/wall insulation, draught proofing, energy saving

    light bulbs or appliances) 2 emissions arising from transport (e.g. car sharing, checking tyre

    pressures etc) ? demand reduction/energy conservation measures (e.g. reduced water usage, heating

    controls, electricity monitors etc) ? increasing awareness through energy savings (e.g. individual carbon footprint

    surgery, energy fun day, switch off day). ? reduction of CO

C3 Community Action Plan

    Communities must also show their commitment to reducing the footprint of their members

    over time with the creation of a carbon reduction Action Plan. A credible Action Plan is a

    requirement for acceptance into the CYC competition.

The Action Plan is a living document that will list the actions that the community wishes to

    take to reduce their carbon emissions and outlines the community’s plan to implement as

    many of these actions as possible. An example Action Plan template and guidance notes to

    assist a community in developing an Action Plan is also on the CYC website.

Communities are free to use their own Action Plan format providing it sets out the types of

    detail required to be completed in the example template provided.

    Please submit a copy of your community’s Action Plan with your Project Proposal Form.

Part D Carbon Savings

D1 Project carbon savings

    It is essential that we can identify the likely carbon savings from all elements of your project

    through the initial estimates on your Project Proposal. Carbon savings will be on the basis of

    comparing the business-as-usual scenario in which there is no EEDA funded project, to the

    scenario in which the project put forward in Part B is delivered.

D1.1 How will the project save carbon emissions?

    At the Project Proposal stage, your carbon saving figures are likely to be estimates.

    However, the validity of your estimates will be considered in the review process.

It is important that you acknowledge the sources for your calculations for this, so a

    consistent methodology may be applied over the lifetime of your project. For typical CO


    emissions savings from renewable technology click here. See also the National

    Atmospheric Emissions Inventory for other emissions factors.

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     2e. For consistency, all changes in greenhouse gas emissions should be expressed as carbon dioxide equivalent, rather than carbon equivalent. However, referring to carbon is an You may use CO2e figures (carbon dioxide equivalent) if your project will save other acceptable shorthand for carbon dioxide equivalent, so long as this is made clear, and all greenhouse gases such as nitrous oxide, or methane. Conversion factors for these can be figures are in COfound at:

Please do consult a Community Support Officer to get help calculating carbon savings.

    Community Support Officers may not be able to give you an immediate answer, but will

    connect you with suitable advice and expertise through EEDA and its regional partners.

D1.2 Number of years CO2 saving will be achieved (lifetime)

    This figure will be used to calculate the total tonnes of CO2 saved over the life of the project.

    Depending on your project, the number of years will either link to a planned period in which

    you will operate the project, or the period for which the proposed capital assets are

    expected to last by the manufacturer.

    D1.3 Average annual CO2 savings

    Provide a figure for the average annual CO2 savings over the life of the project. Provide an

    explanation of your figures. You may wish to take account of potential savings over the life

    of the project (i.e. increased energy efficiency, or decreased demand) or any increases (i.e.

    increased usage) and factor these in. In this case you will need to work out the total CO2

    saving and divide this by the anticipated lifetime of the project or assets.

D1.4 Total CO2 savings

    Multiply the total number of years (lifetime) by the projected annual average CO2 saving to

    get a total project CO2 saving.

D1.5 Cost per tonne of CO2 saved (value for money)

    When you have worked out the total project costs and the exact EEDA contribution you are

    requesting, please work out the cost per tonne figures (?tCO2) in British Pounds by dividing

    the whole project cost (Section E2) by the carbon saving in tonnes.

    In the first round of cut your carbon, most successful projects achieved a ?tCO2 cost of

    ?250 or less. However, some projects came in significantly above this figure. In the period

    to 2012 the shadow price of carbon set by the government is ?26 to ?29 tCO2 - which is

    used for determining how effective policies are in mitigating climate change.

    Projects should aim to be under ?250 tCO2 and preferably well below this level. However,

    as CYC seeks innovative and/or replicable community projects, and these can have

    significant costs, EEDA does not stipulate a maximum tCO2 level for projects.

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