A document modifying the terms and conditions of a Grant Contract.



A package of documents necessary when submitting a proposal. The package consists of the filled in Full Application Form and annexes, listed in Full Application Form. The package is updated for every call for proposals/direct award procedure.


Full Application Form  

A document, which must be filled in when submitting a proposal for the project. It will later serve as the fundament of the project, as it is a complete and detailed description of all aspects of project, if the application is approved for funding. It is also the precondition for assessment and selection of the project. It is the formal document included into the Grant Contract.



Legal/natural body participating in the project, but not receiving a grant. Only per diems and/or travel costs may be covered by lead beneficiary or beneficiary within the scope of the project.


Audit Authority (AA)  

A body which shall ensure that audits are carried out on the management and control systems, on an appropriate sample of projects and on the annual accounts of the Programme. Therefore AA is responsible for the preparation and approval of audit guidelines, the audit strategy for setting out the audit methodology, the sampling method, and the audit plan to verify and issue an opinion about whether the management and control systems of the JOP function effectively, and to verify the expenditure that has been declared; and for the coordination of all audit activities that are related to the programme.


Audit company contracted by lead beneficiary and/or by beneficiaries, which meets specific conditions of the Terms of Reference and is responsible for performing the expenditure verification resulted into Expenditure Verification Report.


Participant in the project, responsible for implementation of its part of the activities, in accordance with the Full Application Form and the Partnership Agreement signed with lead beneficiary and other beneficiaries involved in the project.

Budget of the project  

A presentation of the total costs of the project.


Where two or more parties are involved in funding the project. Up to 90% of the total budget of the project is provided by the Programme.

Communication and Visibility Manual for European Union External Actions  

The manual designed by the EuropeAid to ensure that projects that are funded by the EU incorporate information and communication activities designed to raise the awareness of specific or general audiences of the reasons for the project and the EU support for the project, as well as the results and impact of this support. See

Control Contact Point (CCP)  

is a body acting as assistants to the MA and supporting the MA in the elaboration of guidance on expenditure verification, providing clarification and training on national rules (such as procurement, labour law, taxes, etc.), as well assisting the MA during on-the-spot verification work in respective country.

External expert The legal or natural body, which is contracted to perform the services.
Contracting Authority  

The Managing Authority, signing the Grant Contract with the lead beneficiary. The lead beneficiary is fully legally responsible to the Managing Authority under the Grant Contract.

Daily allowance  

Flat rates of daily subsistence allowances paid to persons during the missions in order to cover meals and sundry expenses. Usually daily allowances are legislated by national legal acts and should be respected when drafting the budget.

Direct award project  

A project, which is directly awarded with the grant in one of the following cases and provided this is duly substantiated in the award decision: (a) the body to which a project is awarded enjoys a de jure or de facto monopoly; (b) the project relates to actions with specific characteristics that require a particular type of body based on its technical competence, high degree of specialisation or administrative power.

(Non)eligible costs  

The costs incurred while implementing the project, which falls under the list of eligible/non-eligible costs provided in the Programme documents and national and EU legal acts, in particular Articles 48-49 14 of Commission Implementing Regulation 897/2014 of 18 August 2014.

European Commission (EC)  

The European Community’s executive body. Led by 27 Commissioners, the EC initiates proposals on legislation and acts as guardian of the Treaties. The EC is also a manager and executor of common policies and of international trade relationships. It is responsible for the management of EU external assistance.

Expenditure verification  

Examination of the costs and the revenue (if any) of the project declared by lead beneficiary/beneficiaries. The auditor examines whether the costs declared by the lead beneficiary and beneficiaries are real, accurately recorded and eligible in accordance with the Grant Contract, as well as the revenue of the project and issues an Expenditure Verification Report.

Financing Agreement  

An agreement between the European Community and the Russian Federation, which determines the objectives and rules applicable to the implementation of the Programme.

ENI Regulation  

Regulation No 232/2014 of the European Parliament and of the Council of 24 October 2006 laying down general provisions establishing a European Neighbourhood Instrument.


A direct payment of a non-commercial nature by the Managing Authority to a specific recipient to implement an operation (or in some cases to finance part of its budget).

Grant Contract  

An agreement, between the Beneficiary and the Managing Authority, with specific terms and an undertaking to implement the project in return for the Programme grant.

Implementing Rules  

Commission Regulation No 897/2014 of 18 August 2014 laying down implementing rules for cross-border cooperation programmes financed under Regulation No 232/2014 of the European Parliament and of the Council laying down general provisions establishing a European Neighbourhood Instrument.

Joint Monitoring Committee (JMC)  

is a decision making body responsible for ensuring effectiveness and quality of the Programme implementation. The JMC takes the final decision on projects to be supported and amounts granted to the projects. Members of the JMC are representatives from national and regional level partners from the Republic of Latvia and the Russian Federation.

Joint Technical Secretariat (JTS)  

is a joint operational body assisting the Managing Authority and the JMC in carrying out their respective duties. The JTS is in charge of the day-to-day operational follow-up and financial management of the projects. It is participating in assessment of applications. The JTS is composed of international staff. The JTS is located in Riga, Republic of Latvia, and hosted by the Ministry of Environmental Protection and Regional Development of the Republic of Latvia. The JTS has Branch Offices in Pskov and St.Petersburg, Russian Federation. The JTS informs and supports potential beneficiaries of the Programme in the country where activities are envisaged.

Large Infrastructure project (LIP)  

a set of works, activities or services intended to fulfil an indivisible function of a precise nature pursuing clearly identified objectives of common interest for the purposes of implementing investments delivering a cross-border impact and benefits and where a budget share of at least EUR 2,5 million is allocated to acquisition of infrastructure.

Lead Beneficiary  

A natural or legal body which signs a Grant Contract with the Managing Authority and which assumes full legal and financial responsibility for implementation of the project vis-à-vis that authority; it receives the financial contribution from the Managing Authority and ensures it is managed and, where appropriate, distributed in accordance with the agreements drawn up with its partners; it alone is responsible to the Managing Authority and it is directly accountable to the authority for the operational and financial progress of activities.

Managing Authority (MA)  

is an executive body having overall responsibility for managing the Programme and implementing decisions taken by the JMC; body responsible for efficient and correct management and implementation of the Programme. The MA is acting as the Contracting Authority and signing Grant Contracts with the Beneficiaries of approved projects, approves project implementation reports and initiates payments. Ministry of Environmental Protection and Regional Development of the Republic of Latvia is the MA of the Programme.


The regular collection and analysis of information about the project (usually at least financial, technical and institutional) in order to check performance compared with its stated objectives, outputs, budget and work plan.

National Authorities (NA)  

National institutions responsible for the Programme development, relevant policy making and monitoring of the Programme on behalf of the participating countries. Their functions are implemented by the Ministry of Environmental Protection and Regional Development of the Republic of Latvia and the Ministry of Economic Development of the Russian Federation.

Strategic objective  

The contribution of the project to overall improvement of state of play in the region, clearly referring to the priorities of the Programme.


Tangible and visible deliverable produced within the project in order to reach the results (e.g. guides, web sites, study materials, etc.).

Participating country  

The Member State (the Republic of Latvia) taking part in the Programme.

Partner Country The Russian Federation, as listed in the Annex to ENI Regulation.
Pre-Feasibility Study



An investigation with the aim to explain in detail necessity of proposed equipment/investments and to provide a detailed breakdown of costs (cost estimate) for the equipment/work contracts, technical specification, relation of the equipment and investments to the other activities of the project, ownership of the proposed equipment/investments and a plan for its future use. Pre-Feasibility Study is usually elaborated at the preparation stage of the project.

Recommended content of Pre-Feasibility Study includes:

–   Executive summary;

–   Description of current regional situation in particular field;

–   Project strategy (including financing and institutional aspects) and analysis of different scenarios (expected, optimistic, pessimistic);

–   Project justification (including detailed description of the planned investments in the project and their costs; information on ownership of outputs and management plan for the future, as well as the expected socio-economic effects)

Public use  

Results of the project are to be used to benefit the public rather than project partners, i.e. it cannot be limited only to the partners of the project.


The purchase of goods, supplies, services and works shall follow the provisions of Section 5 of Practical Guidelines, the PRAG rules or the national public procurement regulations as set in the Practical Guidelines.


Latvia – Russia Cross Border Cooperation Programme within the European Neighbourhood and Partnership Instrument 2014-2020 (approved by the European Commission on 18 December 2015 by the decision No C(2015)9181) funded by the European Community.


Is used as a synonym to the term “action” as used in Practical Guide to Contract Procedures for EC External Actions.

Project Cycle  

A tool for understanding various stages that any project is supposed go through. The basic model includes the following stages:

–   Identification of idea for the potential project is identified and explored.

–   Preparation of project idea, when it is carefully developed.

–   Appraisal of the proposed project, when it is rigorously assessed and adjusted if necessary.

–   Funding – decision is taken about funding for the project and how it will be implemented.

–   Implementation and monitoring – the project is carried-out and periodic checks made to ensure it is running according to plan.

–   Evaluation – the results of the project are assessed and new ideas may be generated.



A change of situation, attitude, knowledge, practice, experience, capacity and/or change of other quantitative or qualitative parameters occurred after targeted implementation of certain activities. The project may have one or more expected results to be reached by certain activities.

Specific objective  

The objective, which is to be achieved within the scope of the project through a number of results. The specific objective has to contribute to the overall objective of the project.


Individuals and organisations that are actively involved in the project, or whose interests may be affected as a result of execution or completion of the project. They may also exert influence over the objectives and outcomes of the project.


A comprehensive set of objectives, and plans for their achievement.


A legal and natural person providing supplies, services or works to the project under the provisions of Section 5 of Practical Guidelines and national public procurement rules.


The project is sustainable when it can provide an acceptable amount of benefits to the target group during a sufficiently long period after the funder’s assistance ceases.

Target groups  

The groups/entities that will be directly positively affected by the project at the purpose level.


A written or formal offer to supply goods, perform services or execute works for an agreed price.

Tender procedure  

The overall process of putting a contract out for tender, starting with the publication of a procurement notice and ending with the award of the tendered contract. The tender procedure should strictly follow the provisions of Section 5 of Practical Guidelines and national public procurement rules.