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Grant Analysis

Purpose & Target

This grant aims to support research and development (R&D) projects that focus on digital technologies and deep-tech innovations. The core objective is to reduce or combat the European Union's strategic dependence on external sources for critical technologies and to strengthen related value chains. It targets organizations capable of developing advanced technological solutions. This is a SECTOR-SPECIFIC grant, explicitly focused on digital technologies and deep-tech. The target recipients are diverse: enterprises of all sizes (micro, small, medium, large, small mid-caps, and mid-caps), research organizations, and non-governmental organizations (NGOs). Applications can be submitted individually or as part of a consortium. The geographic scope for project implementation is Poland. However, the results of the R&D are expected to be deployed and have an impact across the European Union, with additional scoring points for deployment in Poland. Key filtering criteria for initial screening include the project's R&D nature, its direct contribution to reducing EU strategic dependence, the applicant enterprise's operational history (at least 24 months with 2 closed financial years), and, for consortia, the requirement that the leader must be an enterprise. This specific call ('nabór') is part of the broader 'Fundusze Europejskie dla Nowoczesnej Gospodarki 2021-2027' (FENG) program, aligning with the EU's Strategic Technologies for Europe Platform (STEP) initiative. It's a competitive call with a defined application window.

Financial Structure

This grant, managed by the National Centre for Research and Development (NCBR), operates under the framework of European Funds for a Modern Economy (FENG) and the STEP initiative.

Total Call Budget: The total budget available for this specific call ('nabór') is 150,000,000 PLN.
Maximum Grant Amount per Project: An individual project can receive a maximum of 140,000,000 PLN in funding.
Minimum Qualified Costs: To be eligible for funding, projects must meet specific minimum qualified cost thresholds based on the applicant's structure:
- For an individual SME: 7,000,000 PLN.
- For an individual large enterprise: 10,000,000 PLN.
- For a consortium without a large enterprise: 7,000,000 PLN.
- For a consortium with a large enterprise: 10,000,000 PLN.
Currency: All financial figures are in Polish Złoty (PLN).
Funding Rate: The specific funding rate (percentage of eligible costs covered by the grant) varies depending on the type of public aid and the nature of the entity:
- Research Organizations: If they perform non-economic activities as part of the project, they can receive up to 100% of eligible costs, as this is considered non-public aid.
- Enterprises and NGOs (treated as enterprises): Receive funding in the form of public aid. The exact funding percentages are determined by the specific public aid regulations and are detailed in the 'Przewodnik kwalifikowalności wydatków' (Expenditure Eligibility Guide), which was not provided in detail but is referenced.
Eligible and Ineligible Costs:
- Eligible costs are primarily those directly related to industrial research and experimental development activities. A detailed catalog of eligible expenses is provided in the 'Przewodnik kwalifikowalności wydatków'. Costs must be rational, justified, and directly linked to the project's scope and objectives.
- Ineligible costs include basic research, routine activities not related to R&D, and pre-implementation, implementation, or investment work. Production, processing, transport, distribution, storage, or combustion of fossil fuels, and solutions exclusively for military use, are also ineligible.
Matching Fund Requirements / Co-financing:
- For consortium projects, the qualified costs incurred by enterprises (excluding NGOs, which are treated as enterprises for public aid but not for this specific calculation) must constitute a minimum of 50% of the project's total qualified costs.
- The subsequent implementation (deployment) of the R&D results into business activity must be financed by the beneficiary's own resources or from other external sources; it is not covered by this grant.
Subcontracting Limits: There are strict limits on the percentage of eligible R&D costs that can be allocated to subcontractors:
- For a standalone enterprise: maximum 70%.
- For an enterprise within a consortium: maximum 50%.
- For a research organization: maximum 25%.
Financial Reporting: Applicants are required to submit a detailed financial model as part of their application. This model will be used to assess the financial viability and profitability of the planned implementation of the project's results. The financial forecast for future revenues and costs related to the new product or process must demonstrate profitability.
VAT Eligibility: VAT costs are generally only eligible if the applicant (or individual consortium member) has no possibility of recovering it. A detailed justification with legal basis is required if VAT is claimed as an eligible cost.

Eligibility Requirements

To be eligible for this grant, applicants must meet the following hard, non-negotiable criteria: 1. Eligible Organization Types: - Enterprises: Micro, Small, Medium Enterprises (MŚP), large enterprises (including small mid-caps and mid-caps). Can apply individually or as part of a consortium. - Research Organizations: Can only be consortium members. - Non-Governmental Organizations (NGOs): Can only be consortium members, but receive funding under the same conditions as enterprises. 2. Operational Presence & History: - All applicants and consortium members must operate in Poland. This is confirmed by a registration entry (e.g., KRS or CEIDG for enterprises) with a registered office or at least one branch/business address in Poland. - For enterprises (and NGOs treated as enterprises), they must have been operating for at least 24 months and have two closed financial years by the application submission date. Special purpose vehicles (SPVs) may rely on their parent company's history if they don't meet this directly. 3. Consortium-Specific Requirements (if applicable): - A consortium can have a maximum of 3 members. - The leader of the consortium must be an enterprise. - Research organizations and NGOs are limited to being consortium members, not leaders. - All consortium partners must be selected before the application is submitted. - The qualified costs incurred by enterprises within a consortium must account for at least 50% of the project's total qualified costs. (Costs of NGOs, even though treated as enterprises for public aid, are not counted towards this 50% threshold for enterprises). 4. Control and Ownership: - The applicant and all consortium members must be controlled by a Polish or other European Union member state's entity. 5. Project Type: - The project must exclusively involve Research and Development (R&D), specifically consisting of industrial research and/or experimental development. Basic research is explicitly excluded. 6. Geographic Location of Project Implementation: - The entire project must be implemented on the territory of the Republic of Poland. 7. Excluded Activities and Fields: - Projects cannot involve activities explicitly excluded by national or EU regulations (e.g., § 6 ust. 3 of the relevant MFiPR Regulation, art. 7 of Regulation (EU) 2021/1058). - Projects related to the production, processing, transport, distribution, storage, or combustion of fossil fuels are excluded. - Solutions intended exclusively for military use are not eligible. - Routine operational changes, pre-implementation, implementation, or investment work that are not R&D are excluded. - Business process innovations that do not directly relate to the production of goods or services (e.g., marketing, sales, IT systems) are also excluded. 8. Financial Viability: - Applicants must demonstrate their financial capacity to complete the project and be able to secure adequate funding for their own contribution. - Entities considered an 'enterprise in difficulty' are not eligible. - Applicants must not be subject to an obligation to return unlawful state aid previously deemed incompatible with the internal market by the European Commission. - Applicants and consortium members must not have outstanding arrears with public dues (e.g., taxes, social security contributions). 9. Compliance and Ethical Standards: - The project and applicant must comply with horizontal principles of equal opportunities and non-discrimination (including accessibility for persons with disabilities) and gender equality. - The project must be compliant with the EU Charter of Fundamental Rights and the UN Convention on the Rights of Persons with Disabilities. - There must be no conflict of interest between the project team and any subcontractors.

Application Process

Application Submission Process

Method: Applications must be submitted exclusively online through the LSI system (Lokalny System Informatyczny) accessible at https://lsi2.ncbr.gov.pl/logowanie.
Language: The application and all required documents must be prepared in Polish. Any supporting documents in other languages must be accompanied by a certified translation into Polish.
Confirmation: After successful submission, applicants will receive an electronic confirmation with a unique number and date. No changes can be made to the application after submission, except for specific corrections requested by the evaluation committee.

Application Deadlines and Timeline

Call Announcement Date: July 30, 2025
Application Opening Date: September 8, 2025
Application Closing Date: October 22, 2025, 16:00 (4:00 PM Polish time). This is the ultimate deadline for submission.
Evaluation Period (Estimated):
- If up to 30 applications are received: 90 days from the closing date.
- If up to 50 applications are received: 100 days from the closing date (with Stage I evaluation taking 50 days).
- If more than 50 applications are received: The evaluation period will be extended by 21 days for every full or partial block of 50 additional applications.
Result Approval: The approval of Stage II evaluation results is expected within 10 days after the evaluation is completed.
Result Publication: Results (list of selected and rejected projects) will be published within 5 days after Stage II results are approved.

Required Documentation and Materials Applicants need to prepare and submit the following: - The completed online application form (using the provided template). - A financial model (template provided as an annex to the Regulations). - A consortium agreement (if applying as a consortium), which must meet the minimum scope defined by the grant. - Proof of the selection of consortium members (if applicable), which must have occurred before the application submission. - Authorizations or powers of attorney for the consortium leader, allowing them to act on behalf of other members (if applicable). - Documents confirming the securing of external financing for the applicant's own contribution (if applicable). - Various statements regarding the applicant's legal status (e.g., SME/large enterprise declaration), control by a Polish/EU entity, absence of 'enterprise in difficulty' status, and compliance with specific regulations (e.g., sanctions). - Certificates proving no tax or social security arrears. Evaluation Process Details

The evaluation is a two-stage process (Stage I: pass/fail; Stage II: scored and pass/fail) conducted by experts (Project Evaluation Committee - KOP).
Stage I: Evaluation without a meeting with the applicant. The applicant may be asked to correct or supplement the application for specific criteria.
Stage II: Involves a panel meeting (interview) with the applicant (up to 4 representatives from the applicant/leader, plus 2 from each consortium member, if applicable). The panel will consist of 4 experts and a chairperson. The applicant will provide a short presentation (max 15 min), followed by a discussion. The applicant may be asked for further clarifications or corrections after the panel meeting. The panel meeting is recorded by NCBR.

Types of Support Offered

The primary support type is funding (dotation). There is no explicit mention of other support types like mentorship or training directly provided by the grant, though NCBR's broader activities might include such.

Project Implementation and Reporting Obligations

Project Completion: The project's full physical and financial scope, including the submission of the final payment request, must be completed by December 31, 2029.
Implementation of Results: The R&D results must be deployed (implemented) in business activity no later than 5 years after the project's completion date. This deployment must be financed by the beneficiary's own funds or other non-grant sources.
Reporting: Projects are subject to reporting obligations, including progress against defined milestones and performance indicators (product, result, environmental indicators).

Application Assistance

Contact Points: For questions about the call conditions, applicants can contact NCBR via email at [email protected] or by phone at +48 22 39 07 170 and +48 22 39 07 191.
FAQ: Frequently asked questions and answers will be published on the grant's website.

Evaluation Criteria

The evaluation process for this grant is rigorous and conducted in two stages: Stage I (Pass/Fail Criteria) Projects are first assessed against mandatory 'TAK/NIE' (YES/NO) criteria. A project must receive a 'TAK' for every criterion to proceed to Stage II. Critical criteria assessed at this stage include:

Applicant Eligibility: Verification that the applicant(s) meet the specified legal, operational, and historical requirements (e.g., presence in Poland, operational history for enterprises).
Thematic Compliance: Ensuring the project aligns with the grant's thematic scope, specifically digital technologies, deep-tech, critical technologies, and strengthening critical technology value chains, as defined in the call documents.
R&D Character: Confirmation that the project solely involves industrial research and/or experimental development, excluding basic research or routine activities.
Exclusion Check: Verification that the project does not fall into any of the excluded categories (e.g., fossil fuels, military use, certain business process innovations).

Stage II (Scored and Pass/Fail Criteria) Projects that pass Stage I undergo a more detailed evaluation, including a panel meeting with the applicant. This stage comprises both scored criteria and additional pass/fail criteria. Scored Criteria (0 or 3-5 points each; minimum of 3 points required to pass each): - Impact on Reducing EU Strategic Dependence: This is a crucial criterion. Evaluators will assess how the project's R&D results contribute to: - EU leadership in industry and technology. - Contribution to critical European infrastructure. - Increased production capacity. - Enhanced supply security. - Promotion of positive cross-border effects within the internal market. - Additional Points (up to 2 points): Awarded if the project's results bring significant economic potential to the EU market (meaning beyond the applicant's local market, impacting various EU markets and potentially generating external effects in other member states like economic growth, employment, R&D investment) and if they yield broad positive social, environmental, or climate impacts at least at the EU level. - R&D Work Plan: Assessment of the clarity, necessity, and logical coherence of the R&D tasks. This includes the adequacy of the proposed research methodology, correct categorization of R&D work, the measurability and verifiability of milestones for each task, and the sufficiency of the risk analysis and proposed mitigation actions. - Project Implementation Potential: Evaluation of the applicant's readiness to execute the project, focusing on: - Project Team: Availability and adequacy of the key project team (R&D manager, management), their experience, roles, and commitment. At least one key team member must have experience in implementing R&D results in business. - Resources: Sufficiency of technical resources, including scientific and research infrastructure and intellectual property rights required for the R&D. - Subcontractors: Justification for their involvement, their technical capacity, and verification of no conflict of interest. - Potential for Implementation of Project Results: Evaluation of the feasibility and profitability of deploying the R&D outcomes. This includes: - A rational and justified plan for implementation (must occur within 5 years of project completion). - The form of implementation (self-implementation within the EU or licensing to another EU-based enterprise for deployment). - Market analysis and financial forecasts demonstrating the profitability of the new product/service or process. - The applicant's resources (personnel, technical, certifications) for implementation. - A clear strategy for intellectual property protection (e.g., patenting), ensuring it prevents unauthorized use. - Implementation of R&D Results in Poland (0 or 5 points, optional): This criterion offers additional points for projects that plan to deploy their R&D results in Poland, contributing positively to the Polish economy (e.g., creating jobs, increasing exports, attracting investments). This applies to self-implementation or through a licensee in Poland. This criterion is not obligatory to pass the grant. Pass/Fail Criteria (evaluated as 'TAK/NIE' in Stage II): - Project Budget: Examination of the budget's rationality, justification, and adherence to public aid limits, minimum qualified cost thresholds, and subcontracting limits. For consortia, the 50% enterprise cost share rule is checked. - Incentive Effect: Confirmation that project activities did not begin before the application submission date. - Financial Capability: Assessment of the applicant's (and consortium members') ability to finance the project, including their own contribution, based on financial models and available records. - Horizontal Principles: Compliance with EU principles of equal opportunities and non-discrimination (including accessibility for persons with disabilities) and gender equality. - Fundamental Rights: Adherence to the EU Charter of Fundamental Rights. - UNCRPD Compliance: Adherence to the UN Convention on the Rights of Persons with Disabilities. - Sustainable Development: Compliance with the principle of sustainable development, including the 'do no significant harm' rule, application of 6R principles (Refuse, Reduce, Reuse, Recover, Recycle, Rethink), and positive environmental impact supported by measurable indicators (at least two, one showing at least 10% improvement). - Project Indicators: Ensuring consistency, measurability, verifiability, and realism of all project output and outcome indicators (excluding specific environmental and financial indicators assessed elsewhere). Tie-Breaking Criteria: In cases where multiple projects achieve the same total score and cannot all be funded, the following criteria are applied in order: 1. Projects with a higher score in the criterion: 'Impact on reducing EU strategic dependence.' 2. Projects where the applicant (or at least one consortium member) has been a member of a National Key Cluster for at least 6 months. 3. Projects with a higher percentage of women in the key project team.

Compliance & Special Requirements

Regulatory Compliance

EU and National Law: The grant requires strict adherence to a comprehensive set of EU and Polish regulations. This includes, but is not limited to, the FENG program regulations, the STEP initiative (Regulation 2024/795), public aid rules (e.g., Commission Regulation (EU) No 651/2014), and general EU financial and regional development regulations (e.g., Regulation (EU) 2021/1060, 2021/1058).
Sanctions Compliance: Applicants and consortium members must confirm they are not subject to any restrictions or exclusions under EU regulations related to sanctions (e.g., against Russia or Belarus) and that funding will not be used for prohibited activities or entities.
Fiscal and Social Obligations: Applicants must demonstrate that they have no outstanding arrears with tax authorities or social security contributions.

Required Permits and Authorizations

While the grant funds R&D, applicants are solely responsible for obtaining any necessary permits or administrative decisions (e.g., building permits for associated investments) required for the subsequent implementation and deployment of the R&D results. Grant payments may be contingent upon securing these documents.

Data Protection and Privacy

Personal data processing will be conducted in accordance with the relevant clauses outlined in the funding agreement, ensuring compliance with data protection regulations.

Environmental Standards

Sustainable Development: Projects must actively contribute to and align with the principle of sustainable development, as outlined in EU regulations. This includes adhering to the 'do no significant harm' principle.
6R Principles: Projects are expected to demonstrate compliance with at least two of the 6R principles: Refuse, Reduce, Reuse, Recover, Recycle, and Rethink. Alternatively, they must show a positive environmental impact on other aspects, evidenced by at least two measurable environmental indicators, with one indicator showing an improvement of at least 10% compared to its baseline value.

Ethical Standards

Fundamental Rights: Projects must adhere to the Charter of Fundamental Rights of the European Union, specifically Articles 1, 3-8, 10, 15, 20-23, 25-28, 30-33, ensuring respect for human dignity, freedom, equality, solidarity, citizens' rights, and justice.
Rights of Persons with Disabilities: Projects must comply with the UN Convention on the Rights of Persons with Disabilities, specifically Articles 2-7, 9, and 27, promoting accessibility and inclusion.
Equal Opportunities and Non-Discrimination: This is a horizontal principle requiring projects to demonstrate positive impact or neutrality regarding equal opportunities, non-discrimination (based on gender, race, ethnic origin, religion, disability, age, sexual orientation), and accessibility for persons with disabilities. Gender equality is also a key consideration.
Conflict of Interest: Strict rules are in place to prevent conflicts of interest, especially concerning key project team members and their involvement with subcontractors.

Intellectual Property Policies

Ownership: For solo applicants, full proprietary rights to the R&D results must reside with the applicant. For consortia, a clear plan for the division of IP rights and access rights among members is required, adhering to legal provisions and public aid rules. Any transfer of IP rights between consortium members must occur at market value.
Protection: Applicants must define a planned subject of protection (e.g., a new product or technology) and an effective method for its intellectual property protection (e.g., patenting), ensuring it safeguards against unauthorized copying or use, while considering industry specifics.

Risk Management

A comprehensive risk analysis is a mandatory part of the application. Applicants must identify potential risks related to project implementation and propose adequate mitigation strategies to ensure project success.

Unique Aspects and Strategic Opportunities

Strategic Dependence Focus: This grant's distinct feature is its direct targeting of critical technologies that reduce the EU's strategic dependencies, especially in digital and deep-tech sectors. Applicants must clearly articulate this impact.
Deep-Tech Emphasis: The focus on 'deep-tech' implies a preference for breakthrough, innovative solutions that often combine advancements across physical, biological, and digital domains, such as nanobiotechnology, advanced energy storage, quantum technologies, and robotics.
Implementation Location Bonus: While project implementation takes place in Poland, projects that commit to deploying the R&D results in Poland can gain an additional 5 points, underscoring a strategic preference for domestic economic impact.
Research Organization Funding Model: Research organizations carrying out non-economic activities can receive up to 100% funding without it being considered public aid, which is a significant advantage for these entities.
Financial Stringency: The requirement for enterprises to demonstrate 24 months of operation and two closed financial years, along with minimum qualified cost thresholds, emphasizes a focus on more established and financially sound entities capable of managing large-scale R&D projects.

Grant Details