Open Calls – FAQ

What is Agile IoT looking for?

Agile IoT is looking for companies that provide game-changing solutions on the field of IoT using the Agile IoT stack. Some examples are:

  • Quantified self tracking (e.g. using commercial self-tracking devices to share data with trusted sources)
  • Open space monitoring (e.g. using drones with sensors to monitor air, land, livestock,…)
  • Smart space monitoring (retail shop owners monitoring shopping activity within stores)
  • Monitoring air quality and pollution
  • Fleet management
  • Smart retail

How many projects does the project expect to fund?

Agile IoT aims to fund around 16 projects, spread over 2 open calls. 8 projects will be funded with 50,000 euros each in Open Call 1.

What topics can be addressed?

Proposal that address topics in relation to the IoT field, and that make use of the Agile IoT gateway.

Who can apply?

Micro, small and medium enterprises established in the EU and associated countries (see also the Guide for Applicants for a detailed answer).

Who can participate in Agile IoT Open calls?

Entrepreneurs and/or SMEs[1] established in a EU member state or Switzerland, Israel, Norway, Iceland and Liechtenstein, Turkey, the Former Yugoslav Republic of Macedonia and Serbia, Albania, Montenegro, Bosnia & Herzegovina, Faroe Islands or Republic of Moldova.

Once being selected in an open call, teams must be formally organized in a European legal entity (private law company, association or foundation) registered under the laws of a EU country. The established entity must comply with the EU tax and social security obligations.

Is it also open to research institutes or only for industries?

As long as your organisation fulfils the SME criteria and you are developing and bringing the envisaged project to market with your employed staff, also research related organisations could apply, to e.g. preparing a spin-off.

How can I apply?

Prepare a proposal, incl. Product Plan explaining the technical context, the business value and the project planning. Submit your proposal before the call deadline on the F6S platform, where the applications will be managed. If you are having issues with creating your profile or managing your application on F6S, please contact the F6S helpdesk on support@f6S.com.

How do I have to plan the Commercial Development & Acceleration?

Your product plan has to follow the Guide for Applicants. It is crucial that you are defining a clear schedule and the results that will be elaborated. Please make sure that the Agile IoT team will be able to test and validate your deliverables, if the proposed functionalities/features of your project/product are satisfactory implemented. This planning, the commercial product and the commercial results as well as the list of deliverables and a documentation of the developed results will be the main references for reviews and deciding on granting the awards.

When do I start?

After the evaluation and selection has ended (scheduled for November 2017) for the selected projects from Open Call 1, and as to your individual project plan. Your plan defines a start and an end-date for your project, in a time span of 6 months after the signature of the sub-grant agreement with the Agile IoT project – our aim is to have all project start latest in January 2018.

Does Agile IoT define products that shall be developed?

No. We are open to any idea making use of AGILE IoT gateway in the context of the addressed business domain and promising a business value.

How many organisations should participate in an app development?

We are generally expecting that one entrepreneur or SME is applying for the sub-grant. However, this entrepreneur or SME could cooperate with other entrepreneurs or SMEs for development. These development partners should be named in the proposal and they must meet the same criteria as the proposer, which means that the must also be a SMEs in Europe or an associated country. Furthermore, they should directly carry out work under the supervision and responsibility of the proposing entrepreneur or SME (see also the question below on eligible costs).

Can we present two or more proposals for different products or applications?

No, we ask you to only submit your best proposal, the business idea that best fits the objectives of Agile IoT with the highest potential to succeed.

 What is the available sub-grant for the product and go-to-market plan?

Within Agile IoT, we will limit the funding for one proposer to maximum 50,000 Euro in Open Call 1.

The approved budget (maximum 50 k euros) will be progressively granted during the course of the project: Selected proposers will receive maximum 10 k euros of their projected budget as an award for successfully completing this first stage. All teams are checked on progress in terms of tangible outcomes against the milestones projected in their approved Project Plans. If the check-up outcome is positive, the team is awarded maximum 15 k euros at the quarterly evaluation point. At the end of the project, the participants are evaluated on their final report that concerns two aspects mainly: the technology and the execution of the business plan. If the evaluation outcome is positive, the team is awarded the final budget of maximum 25 k euros.

What language should the proposal be submitted in?

Proposals should be submitted in ENGLISH.

How do I prove technical excellence of my team?

The short presentation of your organisation needs to outline your key competencies and previous experience with respect to relevant implementations, projects and or products. Moreover, you need to provide short CVs of those individuals that will mainly work in your project – please do not put CVs of individuals that are finally not working or just with a minor role in your proposed work. Those CVs shall reflect their education and previous experiences that is relevant for the work proposed.

How will my proposal be evaluated?

External evaluators will assess the proposals based on predefined evaluation criteria. Based on the evaluation results, proposals will be ranked and funded as long as funding is available and the quality of the proposals is above the defined thresholds.

Agile IoT submissions will be evaluated in a cross-regional review process. All submitted proposals will be reviewed remotely and scored by three evaluators. The 16 top ranked proposals (provided overall quality of submissions) will be invited to pitch to a panel of experts.

My proposal has been selected for funding, now what?

The Agile IoT project team will inform you and invite you to an individual kick-off meeting in December, to review and fine-tune your Project Plan when needed. The sub-grant agreement will be based upon this jointly reviewed project plan. As soon as this agreement is signed you can start your work, based on your project plan that will be used as an annex to the sub-grant agreement, detailing the technology dimension, the go to market activities and any other actions to achieve the final goal.

Who owns the Intellectual Property of the Software that my organisation develops?

You or your organisation owns the IPR.

Which are the general requirements of the apps to be developed?

They need to use AGILE IoT gateway technology/software.

Are there specific technical requirements?

For being eligible to ask for a sub-grant you need to use the AGILE IOT stack. Without this usage your proposal cannot be considered for funding.

What support will be given to the developers selected in the open call?

The Agile IoT project will provide technical assistance in accessing and using AGILE IoT technologies.

When do I start?

Once Open Call 1 evaluation and selection has ended, all Project Plans accepted will have to start latest January 2018.

How many Projects does the project expect to fund?

For Open Call 1 eight (8) winners will be selected.

What support materials are available for proposers?

Proposer can use the Agile IoT call text and the guide for applicants. Moreover, there are diverse AGILE IoT resources explaining the technical dimension of the programme.

When would my participation start, if selected and administrative process completed?

After the close of the call, the Agile IoT project will evaluate the proposals with the help of external experts. The proposals will be ranked and the top 16 ranked proposals will be invited for an e-pitch. In total 8 projects will be selected in Open Call 1. The winners of the pitch will be invited for an individual kick-off, reviewing the project plan and signing the sub-grant agreement (i.e. contract).

Do I need a VAT number?

In the event the Applicant has been accepted and, in order to receive and spend the funds, he/she will need to provide a VAT number and be compliant with regional and national security laws.

What has to be reported for a reimbursement of costs?

In order to get a full reimbursement of your costs you will need to provide a quarterly overview of expenses in relation to your budget. Expenses not related to the Agile IOT budget will not be allowed. The documentation has to clearly list the delivered features in relation to your proposal, the annex to the contract. The product needs to be delivered in a way, that the Agile IOT project is able to test the developed features. If there is a need to present your source code for review the Agile IOT project will not disclose any intellectual property as far as required by your organisation.

What are eligible costs?

Only costs generated during the lifetime of the project can be eligible. Generally, costs must be actually incurred (actual costs). That means that they must be real and not estimated, budgeted or imputed.

Costs must be determined in accordance with the usual accounting and management principles and practices of the beneficiary. The accounting procedures used in the recording of costs and receipts shall respect the accounting rules of the State in which the beneficiary is established. The beneficiary’s internal accounting and auditing procedures must permit direct reconciliation of the costs and receipts declared in respect of the project with the corresponding financial documents.

Cost must be used for the sole purpose of achieving the objectives of the project and its expected results, in a manner consistent with the principles of economy, efficiency and effectiveness. Finally the costs must be indicated in the proposal and the annex to the sub-grant agreement.

Moreover, personnel costs are only the costs of the actual hours worked by the persons directly carrying out work under the project and shall reflect the total remuneration: salaries plus social security charges (holiday pay, pension contribution, health insurance, etc.) and other statutory costs included in the remuneration. Such persons must:

  • be directly hired by the participant in accordance with its national legislation,
  • be working under the sole technical supervision and responsibility of the latter, and
  • be remunerated in accordance with the normal practices of the participant.

A subcontractor (i.e. a third party which has entered into an agreement on business conditions with your organisation) is not considered eligible for realising your planned core work. Since a subcontractor that would carry out part of the work of the project would work without the direct supervision of your organisation and without a relationship of subordination, subcontracting can only be allowed for non-core task (e.g. creating a poster, events, communications) and which are of small amounts.

However, a small travel budget and dissemination material in order to present your project in the AGILE IOT events and Agile IOT project related activities would be eligible.

We would not recommend to plan for equipment, since assuming a relatively short time period of the project, the time for depreciation would be expected too long. However, if you see an explicit need, please explain at sufficient detail in your proposal how the depreciation costs are accounted for enabling the external evaluators to assess the eligibility.

The following costs shall be considered as non-eligible and may not be charged to the project:

  1. identifiable indirect taxes including value added tax,
  2. duties,
  3. interest owed,
  4. provisions for possible future losses or charges,
  5. exchange losses, cost related to return on capital,
  6. costs declared or incurred, or reimbursed in respect of another project of the European Union,
  7. debt and debt service charges, excessive or reckless expenditure.

What are the maximum reimbursement rates of eligible costs?

When planning your project and the related development efforts for realising the app, you can calculate with 100% reimbursement of person efforts (i.e. developer related actual salary plus employers share). On top of the personnel costs you can add 7% of overhead that would also be reimbursed.

Maximum 15% of your budget can be used for subcontracting

Travel costs could be reimbursed if they are directly required for being able to realise the app development and the go-to-market (e.g. travels to your business partners and potential customers). However, you would need to be prepared to explain the purpose and results.

Do I need to calculate for travel costs and dissemination events?

Yes. Generally, a small budget for travel and dissemination materials shall be taken into account for being able to present your results in AGILE IOT related activities. In accordance to your proposed project, you could also plan for required travels as well as for the dissemination and preparation of app exploitation after your project ends. Moreover, we will also invite selected app developers to larger events for being able to disseminate to a large target audience.

The European Commission can ask for an audit what does this mean?

It is neither explicitly planned, nor predefined, but the European Commission may, at any time during the implementation of the project and up to five years after the end of the project, ask for financial audits or technical audit/review to be carried out, by external auditors/ experts, or by the Commission services themselves including OLAF. You need to keep your contractual documents and documentation of results elaborated at the defined milestones and specifically those main milestones that served for the review of being able to decide on the reimbursement of costs.

What happens if I cannot accomplish the project in the planned time?

You will have to deliver your project as to your product plan. It is not possible to extend your project in time.

If you are not able to deliver in scope and time as to your project plan, you will get the possibility to justify the non-accomplishment in an Executive Project Management Board hearing. If its outcome is negative, you will no longer be eligible neither for further funding nor for participating to Agile IOT open calls and activities.

Can I ask for more information?

If you have specific technical requests for support/clarification, please register on the Agile IOT website or forums. For questions related to the open call, contact opencall at agile-iot dot eu

[1] Small Medium Enterprise as defined in EU law Recommendation 2003/361/EC 6th May 2003.