GRANT CONTRACT
CBSS PROJECT SUPPORT FACILITY
ANNEX C – CO-PARTNER DECLARATION
CO-PARTNER No. 2
(One copy is to be filled in and signed by each co-partner identified in Article 1 of the Grant Contract)

Estonian Rescue Services Agency (Päästeamet), represented by Name of legal representative, occupation of legal representative, hereby consents to be a co-partner in the project 3B Public Opinion Survey at Evacuation Measures, covered by Grant Contract number PSF 2026/05, concluded between the Council of the Baltic Sea States Secretariat and State Fire and Rescue Service of Latvia. By signing this Co-Partner Declaration, all rights and obligations of a partner, established in the aforementioned Grant Contract, are accepted.
The signed original of each Co-Partner Declaration shall be kept by the lead partner and made available upon request.

Legal name of Lead Partner
State Fire and Rescue Service of Latvia
Legal name of Co-Partner
Estonian Rescue Services Agency (Päästeamet)
Stamp

Stamp


Stamp of the lead partner organisation, if applicable

Stamp of the co-partner organisation, if applicable




Name of legal representative
Martins Baltmanis
Name of legal representative
Name Surname
Signature

Signature


Signature of legal representative

Signature of legal representative
Date & place

Date & place


YYYY-MM-DD, Riga

YYYY-MM-DD, City

GRANT CONTRACT
CBSS PROJECT SUPPORT FACILITY
ANNEX C – CO-PARTNER DECLARATION
CO-PARTNER No. 1
(One copy is to be filled in and signed by each co-partner identified in Article 1 of the Grant Contract)

Fire and Rescue Department under the Ministry of the Interior of the Republic of Lithuania, represented by Name of legal representative, occupation of legal representative, hereby consents to be a co-partner in the project 3B Public Opinion Survey at Evacuation Measures, covered by Grant Contract number PSF 2026/05, concluded between the Council of the Baltic Sea States Secretariat and State Fire and Rescue Service of Latvia. By signing this Co-Partner Declaration, all rights and obligations of a partner, established in the aforementioned Grant Contract, are accepted.
The signed original of each Co-Partner Declaration shall be kept by the lead partner and made available upon request.

Legal name of Lead Partner
State Fire and Rescue Service of Latvia
Legal name of Co-Partner
Fire and Rescue Department under the Ministry of the
Interior of the Republic of Lithuania

Stamp

Stamp


Stamp of the lead partner organisation, if applicable

Stamp of the co-partner organisation, if applicable




Name of legal representative
Martins Baltmanis
Name of legal representative
Name Surname
Signature

Signature


Signature of legal representative

Signature of legal representative
Date & place

Date & place


YYYY-MM-DD, Riga

YYYY-MM-DD, City








GRANT CONTRACT
CBSS PROJECT SUPPORT FACILITY


GRANT CONTRACT NUMBER: PSF 2026/05


LEAD PARTNER
State Fire and Rescue Service of Latvia
GRANT AMOUNT
64 980,00 EUR
GRANT PERIOD
2026 September 01 – 2027 August 31
PROJECT TITLE
3B Public Opinion Survey at Evacuation Measures







CONTENTS

ARTICLE 1 – AGREEMENT OF THE CO-PARTNERS TO THE CONTRACT 3
ARTICLE 2 – PURPOSE AND SCOPE 4
ARTICLE 3 – DURATION AND IMPLEMENTATION PERIOD OF THE PROJECT 4
ARTICLE 4 – REPORTING 4
ARTICLE 5 – FINANCIAL CONTRIBUTION OF THE GRANTOR 5
ARTICLE 6 – PRE-FINANCING AND PAYMENT ARRANGEMENTS 6
ARTICLE 7 – REPAYMENT OF FUNDS 6
ARTICLE 8 – FORCE MAJEURE 6
ARTICLE 9 – ANTI-CORRUPTION 7
ARTICLE 10 – COMMUNICATION AND VISIBILITY 7
ARTICLE 11 – CONTACT 8
ARTICLE 12– ANNEXES 8
ARTICLE 13 – APPLICATION OF THE CONTRACT PROVISIONS 8
ARTICLE 14 - PROTECTION OF PERSONAL DATA 8
ARTICLE 15 – CHILD SAFEGUARDING 9
ARTICLE 16 – ENTRY INTO FORCE OF THE GRANT CONTRACT 9

This is a grant contract (hereinafter referred to as “the contract”) entered by the Council of the Baltic Sea States Secretariat (hereinafter referred to as “Grantor”) and State Fire and Rescue Service of Latvia (hereinafter referred to as “Lead Partner”).
Organisation/Company registration number of the Grantor: 502052-4616
Legal address of the Grantor:
Momma Reenstiernas Palats
Wollmar Yxkullsgatan 23
118 50 Stockholm
Sweden
Organisation/Company registration number of the Lead Partner: 90000049834
Legal address of the Lead Partner:
Talejas Street 1,
Riga, LV- 1026,
Latvia
The Grantor, represented by Mr. Gustav Lindström, Director General of the Secretariat, and the Lead Partner, represented by Martins Baltmanis, The Chief, have agreed to the following terms and conditions:
ARTICLE 1 – AGREEMENT OF THE CO-PARTNERS TO THE CONTRACT
The Lead Partner shall endeavour to ensure that each legal entity identified as a Co-partner below, agree to this contract. The rights and obligations established in this contract, enter into force through the signing of Annex C – Co-Partner Declaration by each Co-partner. All the partners together form the project consortium.
Co-partner
Legal name and address of Co-partner
Country
Co-partner 1
Legal Name: Fire and Rescue Department under the Ministry of the
Interior of the Republic of Lithuania
Address: Svitrigailos str. 18, Vilnius
Name & surname of contact person: Simonas Sokolinskas
Email address: [email protected]
Lithuania
Co-partner 2
Legal Name: Estonian Rescue Services Agency (Päästeamet)
Address: Raua 2, 10124 Tallinn
Name & surname of contact person: Toomas Kääparin
Email address: [email protected]
Estonia
The Lead Partner shall send one duly completed and signed Annex-C – Co-Partner Declaration per Co-partner to the Grantor by email within 30 days of signing the contract. The signed original shall be kept by the Lead Partner to be made available upon request.
Should any legal entity identified above fail or refuse to agree to the contract, within the deadline established in the previous paragraph, the Grantor is no longer bound by its offer to the said legal entity. The project consortium may then propose appropriate partner structure solutions, to ensure the implementation of the project, to the Grantor. Any partner structure solutions need to be proposed to the Grantor within the same deadline.
ARTICLE 2 – PURPOSE AND SCOPE
The purpose of this contract is to set terms for the granted CBSS PSF funding and confirm the implementation of the project entitled: 3B Public Opinion Survey at Evacuation Measures (hereinafter referred to as the “Project”).
The Lead Partner will be granted the funding on the terms and conditions set out in this contract, its annexes and PSF Manual. The Lead Partner accepts the contract and commits to adhere to the approved work plan and budget, and to carry out the Project under their own responsibility.
ARTICLE 3 – DURATION AND IMPLEMENTATION PERIOD OF THE PROJECT
The Project's implementation period is 12 months, in line with the description of the Project as laid down in Annex A – Application Form submitted by the Lead Partner. The eligible duration for incurring expenses in the framework of this contract is 2026 September 01 – 2027 August 31.
ARTICLE 4 – REPORTING
Financial and Narrative reports must be sent to the Grantor for evaluation and approval.
Projects that are up to 12 months are requested to submit only one final report after the implementation of the Project is finalised. The Project has up to three months to submit the final reports to the Grantor.
The Lead Partner should request the progress report templates from the Grantor or download them from the CBSS PSF website.
The Grantor may, in addition to reports, request updates on the Project at any time during the course of the Project.
The Lead Partner undertakes to contact the Grantor in the case that any of the following scenarios would incur:
• changes in contact details of the Lead Partner or any Co-partner;
• change of the Lead Partner’s bank account;
• change of the VAT status;
• work plan adjustments;
• changes in the partner constellation;
• reallocation between budget lines that are above the flexible level of 10%;
• changes in the project duration;
• any other key project deviations.
Once the Grantor has been contacted and the matter has been discussed, the Lead Partner shall submit an official project/contract amendment request by email to [email protected] at least one month before the end date of the project.
Budget flexibility allows projects to exceed each budget line by a maximum of 10%, without contacting the Grantor. The total approved budget shall, however, remain the same.
The Grantor is committed to transparency, and takes appropriate measures to prevent irregularity, fraud or corruption related to the use of the resources and funds. Thus, the Grantor reserves the right to suspend payments and/or claim repayment in full or partially if the funds are found to be misused or not satisfactorily accounted for.
The project should be checked and/or audited according to the partner’s internal rules. The certificate of fund use signed by elected auditor or official signatories shall be submitted together with the project report. All project partners are obliged to keep all financial and accounting documents concerning the activities financed under the PSF until seven years after the project finalisation (date of the final payment). In particular, originals of invoices, tickets/boarding cards and other accounting documents must be kept available upon request.
Guidelines for reporting:
• Templates for the PSF Progress Report, PSF Financial Report and PSF Final Report are available on the CBSS PSF website.
• Documents shall be in English.
• Relevant supporting documentation, such as agreements and publications, should be enclosed together with the PSF Final Report. Other documents, such as receipts, verifications, and timesheets, should not be submitted but kept available by the Lead Partner upon request.
• The reports and supporting documents must be submitted by email, within 3 months of the end date of the Project, to [email protected].
ARTICLE 5 – FINANCIAL CONTRIBUTION OF THE GRANTOR
The total eligible costs of the Project are 72 200,00 EUR as per break down between the budget lines in the table below:
Part A: Eligible cost categories
Budget in €
 
Part B: Financing Plan
Budget in €
% of eligible costs
Personnel costs
00,00
 
CBSS PSF funding
64 980,00
90,00%
Travel and accommodation, including subsistence costs
7 800,00
 
Contribution of the Partner(s)
7 220,00
10,00%
External expertise & services
59 676,64
 
Other sources of funding
 -
-
Administration/overhead (Maximum 7% of the total amount of eligible costs)
4 723,36
 
TOTAL
72 200,00
100.00%
TOTAL PROJECT COSTS
72 200,00


The Grantor undertakes to finance 64 980,00 EUR, equivalent to 90,00 % of the estimated total eligible costs.
The bank account of the Lead Partner, to which all payments of the financial contribution of the Grantor shall be made, is specified in Annex D – Financial Identification Form. The Lead Partner certifies that the information contained in the Annex D is complete, faithful and reliable, that the costs can be considered eligible in accordance with the Grant Contract stipulations. The payment reference related to the Project shall be the Grant Contract number and the title of the project.
ARTICLE 6 – PRE-FINANCING AND PAYMENT ARRANGEMENTS
A pre-financing of 80% of the established Financial Contribution of the Grantor, corresponding to the amount of 51 984,00 EUR, shall be paid by the Grantor to the Lead Partner within 30 days of signing the contract. The Lead Partner shall distribute the pre-financing only to Co-partners who have agreed to the contract and signed the Annex C – Co-Partner Declaration.
The final financing of the remaining 20 % ultimately depends on the final balance of the project but will correspond to a maximum amount of 12 996,00 EUR. The final financing shall be paid by the Grantor to the Lead Partner within 30 days of the PSF Committee approval of the final reports.
In order for the Grantor to process any payment to the Lead Partner, Annex D – Financial Identification Form must be filled in, signed and stamped.
ARTICLE 7 – REPAYMENT OF FUNDS
If the PSF Final Narrative Report together with the Certificate of Fund Use and PSF Financial Report are not submitted in time, without the Lead Partner having notified the CBSS Secretariat of a delay, or if the reports are not submitted at all, the Grantor reserves the right to not pay the remaining 20% of the funding and to decide whether or not the already granted funds shall be repaid, entirely or in part.
Any Grant funds that remain unspent at the completion of the Project, or that the Grantor determines have not been used in accordance with this Contract, shall be repaid to the Grantor.
Following submission of the final report, the Grantor shall review and evaluate the Project. Upon completion of the review, the Grantor shall issue a Letter of Conclusion setting out the outcome of the evaluation. Where repayment is required, the Letter of Conclusion shall specify the amount to be repaid and provide instructions for the repayment. The Lead Partner shall repay the specified amount to the Grantor within thirty (30) calendar days from the date of the Letter of Conclusion, unless otherwise stated therein.
Any interest accrued on the disbursed Grant funds shall be repaid together with the unused or ineligible Grant funds.
ARTICLE 8 – FORCE MAJEURE
For the purposes of this contract, Force Majeure shall mean any event or circumstance beyond the reasonable control of the Grantor and/or the Lead Partner (the Parties), which prevents or significantly hinders the performance of their obligations under this contract. Such events may include, but are not limited to, natural disasters (flood, earthquake, fire, epidemic, pandemic), war, civil unrest, governmental actions.
The Party affected by a Force Majeure event shall notify the other Party in writing within 10 days of becoming aware of the occurrence, providing reasonable evidence of the event, its expected duration, and the anticipated impact on the fulfilment of contractual obligations. Obligations shall be suspended for the duration of the Force Majeure event, and deadlines may be adjusted by mutual agreement.
The affected Party shall take all reasonable steps to mitigate the effects of the Force Majeure event and to resume performance of its obligations as soon as reasonably possible.
If the Force Majeure event continues for a period exceeding 90 consecutive days, either party may terminate this Contract by written notice, without liability, except for obligations validly incurred prior to the occurrence of Force Majeure.
ARTICLE 9 – ANTI-CORRUPTION
The Grantor is committed to transparency and takes appropriate measures to prevent irregularity, fraud or corruption relative to the use of the resources and funds. Thus, the Grantor reserves the right to suspend payments and/or claim repayment of the funds in full or in part, if the funds are found to be misused or not satisfactorily accounted for by the lead partner, any other partner or participant in a PSF project.
ARTICLE 10 – COMMUNICATION AND VISIBILITY
10.1 Communication requirements
Effective communication is the key for the success of CBSS funded projects. Throughout every step of the project implementation, partners need to interact with target groups to ensure relevance and impact. This involves actively engaging these groups in the development of deliverables and outputs, ensuring their needs and feedback are incorporated. Moreover, the project should plan strategic initiatives to encourage target groups to integrate the project’s deliverables and outputs into their daily work, providing clear benefits and demonstrating practical applications. Such initiatives might include workshops, training sessions, user-friendly guides, and ongoing support, fostering sustained engagement and utilisation.
10.2 Visibility requirements
The Lead Partner shall use the logo of the CBSS Secretariat and mention the CBSS PSF financial contribution in all communication of the project and in all material produced. Relevant logos shall be requested from the CBSS Secretariat at [email protected]. All partners of the PSF funding have an obligation to publicly acknowledge the support received from the CBSS. Partners of the PSF funding shall use the CBSS logo in their communication to acknowledge the support received. The following disclaimer should be included alongside the “Supported by the CBSS” logo on project websites and in public-facing documents, such as reports, studies, policy briefs, and publications:
This project is co-funded by the Council of the Baltic Sea States (CBSS) through its Project Support Facility (PSF). The views and opinions expressed in this project and its outputs are those of the authors and project partners and do not necessarily reflect the position of the CBSS or its Member States.
The disclaimer is to be placed on the same page on which the logo is used.
The Lead Partner shall send all material produced, together with the final report, by email to [email protected]. The Secretariat reserves the right to publish any outcome of the project on the CBSS website as well as in CBSS publications.
ARTICLE 11 – CONTACT
Any communication or request concerning the contract shall identify the Grant Contract Number. The nature and details of the request or communication should be submitted in writing by email to [email protected].
Contact information of the Lead Partner
Contact person
Ineta Narodovska

Name and surname of the Project Coordinator
E-mail address
[email protected]

Email of the Project Coordinator
Phone number
+371 26629067

Phone number, including area code

ARTICLE 12– ANNEXES
The following documents are annexed to this contract and form an integral part of the contract:
Annex A – Application Form submitted by the Lead Partner
Annex B – CBSS PSF Manual
Annex C – Co-Partner Declaration
Annex D – Financial Identification Form (Lead Partner’s)
ARTICLE 13 – APPLICATION OF THE CONTRACT PROVISIONS
Any provision of this part of the Grant Contract, shall take precedence over the provisions in any of the Annexes.
ARTICLE 14 - PROTECTION OF PERSONAL DATA
Data processing by the Grantor:
Any personal data under the Grant Contract will be processed under the responsibility of the Grantor in accordance with and for the purposes set out in the General Data Protection Regulation (GDPR) routines. For grants where the Grantor is the Council of the Baltic Sea States, an EU regulatory or executive agency, joint undertaking or other EU body, the processing will be subject to Regulation 2018/1725101.
Data processing by the Lead Partner:

The Lead Partner must process personal data under the Grant Contract in compliance with the applicable EU, international and national law on data protection (in particular, Regulation 2016/679112).
The Lead Partner must ensure that personal data is:
- processed lawfully, fairly and in a transparent manner in relation to the data subjects
- collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes
- adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed
- accurate and, where necessary, kept up to date
- kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the data is processed and
- processed in a manner that ensures appropriate security of the data.

Consequences of non-compliance
If the Lead Partner breaches any of its obligations under this Article, the grant may be reduced.
ARTICLE 15 – Child Safeguarding
The CBSS Secretariat and its Expert Units are fully committed to keeping children we come in contact with through our work protected and safeguarded from actions that place them at risk of violence, abuse, exploitation, injury and any other harm.

The Lead Partner agrees to apply strict child safeguarding policies and procedures that cover the four key areas outlined in the Keeping Children Safe Child Safeguarding Standards.
ARTICLE 16 – ENTRY INTO FORCE OF THE GRANT CONTRACT
This Grant Contract shall enter into force on the day of the last signature, after having been signed by both the legal representative of the Lead Partner and the legal representative of the Grantor.
Signed by the legal representative of the Council of the Baltic Sea States Secretariat, done in Stockholm, Sweden






Mr. Gustav Lindström, Director General of the Secretariat,

Date: YYYY-MM-DD
Signed by the legal representative of World
Childhood Foundation, done in Riga, Latvia








Mr. Martins Baltmanis, The Chief


Date: YYYY-MM-DD