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Twinning Manual 2009 – New procedures, new templates, preparing and amending Twinning Contracts

Twinning Manual 2009 – New procedures, new templates, preparing and amending Twinning Contracts. DG Enlargement – Unit D4 February 2010. Application of Manual 2009. Applies for all the Twinning Projects whose notification of the selection was done after the 15th of September 2009.

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Twinning Manual 2009 – New procedures, new templates, preparing and amending Twinning Contracts

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  1. Twinning Manual 2009 – New procedures, new templates, preparing and amending Twinning Contracts DG Enlargement – Unit D4 February 2010

  2. Application of Manual 2009 • Applies for all the Twinning Projects whose notification of the selection was done after the 15th of September 2009.

  3. TW Manual 2009 – Main Changes [1] Albania, Bosnia and Herzegovina, Kosovo, Montenegro, Serbia

  4. Special Conditions

  5. Study Visits

  6. Ceiling for supply of services Ceiling under Manual 2007 was updated by Letter

  7. Twinning Review Missions TEST TO BE DONE !!!

  8. Ceilings for visibility costs

  9. Model Expenditure Verification Report

  10. Selection Fact Sheets

  11. Addenda / Side Letter Templates

  12. Lisbon Treaty • As a consequence of the Lisbon Treaty, some denominations will have to be changed in some templates.

  13. TWINNING CONTRACT

  14. TWINNING CONTRACT • The formal commitment made by a MS will be in the form of a ‘Twinning Contract’. This constitutes the contractual framework for implementing the Twinning project and specifies the obligations of both administrations in the MS and the BC • Twinning contract is a Grant contract

  15. COMPOSITION OF THE CONTRACT Special Conditions Annex I: Description of the Action + Work Plan Annex II: General Conditions for EC financed grant contracts for external actions Annex III: Budget for the Action Annex IV: Contract – award procedures Annex V: Standard request for payment and FIF Annex VI: Model Expenditure Verification Report Annex VII: Special Financial Annex Annex VIII: Mandates (if consortium + intra consortium agreement)

  16. CONTRACTING AUTHORITY (CA) • Twinning partners should always refer to the Contracting Authority for financial and contractual issues • The CA can be either the Commission (for centralized programmes) or the CFCU (DIS)

  17. CONTRACT SPECIAL CONDITIONS • Article 2 – Execution and Implementation period of the Action (legal and work plan duration) • Article 4 - Technical and financial reporting and payment arrangements

  18. ANNEX I Description of the Action + WP • Detailed work plan with clear benchmarks to allow for close monitoring of progress towards the final results • Drafting Twinning contract and work plan must be a joint MS/BC exercise • A work plan consists of a sequence of activities which together constitute a strategy aimed at achieving the results

  19. ARTICLE 3 MANDATORY RESULTS (OUTPUTS) • Concrete operational results • ‘mandatory results’ should be limited, well-defined, measurable and precise institutional targets • Achievements of mandatory results should be maintained after the end of implementation, disseminated and consolidated

  20. MANDATORY RESULTS (OUTPUTS)

  21. ARTICLE 4. TASKS (INPUTS) Method - Brief description of activity (What will happen: MS STE mission, study visit, training, consultation, etc), how will it be implemented, by whom (clear share of responsibility MS/BC) and when Resources - MS Human Resources (Number of experts and man / days) - Beneficiary Administration Human Resources (No. of people and their home institutions) - Other resources (translation, interpretation, training materials)

  22. ARTICLE 5. RISKS Internal conditions related to the project that must be fulfilled in order to guarantee its success

  23. ARTICLE 6. SCHEDULE

  24. ARTICLE 7 RESOURCES • 7.1. Human Resources • 7.1.1. Member State(s) • 7.1.2. BC • 7.1.3. Curricula Vitae • 7.2. Material Resources • 7.3. Indicative Budget

  25. ARTICLE 8 MANAGEMENT AND MONITORING • 8.1. Language • 8.2. Project Steering Committee • 8.3. Reporting

  26. ARTICLE 9 Twinning Review Missions • Each project can be followed, 6 to 12 months after its finalisation, by a Twinning Review Mission • This mission aims at reporting whether sustainable impacts or spin offs have been observed after Twinning project finalisation. • Twinning Review Missions are organized and financed by TAIEX instrument

  27. ANNEX A3 BUDGET • The Twinning budget is presented in the format of an activity based budget apart from the RTA related expenditure and other general budget items. • Expenditures listed in the budget must correspond to the activities listed in the work plan • The budget is signed and initialed by both MS and BC Project Leaders

  28. ELIGIBLE COSTS • RTA salary, allowances (as per chapter 5.3 and Annex B), training, Assistant • Project preparation (chapter 5.2.1) • Project Leader (fees, travel, visibility costs and audit certificate (chapter 5.4) • Experts per activity (fees, travel, per diem, local travel)

  29. ELIGIBLE COSTS (2) • “Management Costs”: 150% on all fees • Translation – Interpretation • Training in BC – Training in MS Expenditure verification report costs (for instance 4000-6000 €) Procurement of Supplies / Services • Contingencies (2,5%)

  30. NON-ELIGIBLE COSTS • Costs of STE/PL working in the MS and backstopping costs are covered by project management costs • Travels to MS for BC officials • Large scale equipment • Operational costs of BC (Office space, telephone, fax,photocopiers, secretarial support, etc.) • MS STEs monitoring visits • VAT

  31. RTACOSTS Salary, benefits, allowance • Salary and non-wage labour costs • 6% of salary and non-wage costs • Subsistence allowance (50% of rate for days spent in BC) • Health insurance RTA + spouse (max. €200 / €100 children) Accommodation • Per diem allowance for first 30 days (RTA + spouse/children) • Accommodation • Estate agent fees (max 2 months’ rent – one month sufficient)

  32. RTA-RELATED COSTS Travel • Travel to and from place of duty • Removal and storage + annual trip home for RTA + spouse/children OR: • monthly return trips home for RTA Other RTA costs • School fees (max. €12,000 p.a.) • RTA training in Brussels (3 per diems plus returnflight to Brussels) • Assistant (max. per BC)

  33. PROJECT LEADER COSTS The Project Leader is required to spend at least 3 days in BC everyquarter • Project leader fees and 150% management costs • Airfares • Per diems • Translation of reports etc. • Interpretation • Final audit costs Management of Logistics and Accounting are provided by theMSadministration (and Partner MS) and covered out of theManagement Costs (no additional cost to the contract)

  34. CONTRACT PREPARATION COSTS Refundable upon endorsement of Contract for trips during the period up to 6 months following notification of selection • Projects < 1 M€ • Project Leader and RTA • 6 flights • 20 per diems • 20 fees • Flat rate 150% • Projects > 1 M€ • Project Leader and RTA • 9 flights • 30 per diems • 30 fees • Flat rate 150%

  35. VISIBILITY COSTS Funds for the printing of posters, banners and other items promoting the activities and acknowledging the funding source (EU) Projects > 1 M€ 10 000 euro Projects <1 M€ 5 000 euro The funding source (EU) must be acknowledged on all documents, products and at events within the project. As a minimum, the EU logo should be displayed

  36. OTHER COSTS IN BC • Fees of short-term experts • Management costs (150% of fees) • Per diems for STEs (per night, no halves) • Airfare (economy) • Local travel (max. €50) • Translation (for instance €15 - €45 per page) • Interpretation (for instance max. €300 per day) • Interpretation away (for instance max. €400 per day)

  37. COSTSCOVERED BY BC • Office space for RTA and assistant • Telecommunications (phone, fax) • Computer, including e-mail access, printer • Office supplies • Secretarial assistance • Meeting and seminar venues • International travel for BC staff • BC experts

  38. COSTS IN MS • Per diems for BC participants • Interpretation (for instance max. €300 per day) • Incidental fee 10€ per MS participant NB: Hiring a BC interpreter is recommended if the cost for per diems and travel is lower than the cost of hiring a local interpreter

  39. SHORT TERM EXPERTS FEES PUBLIC ADMINISTRATION Civil servants €250 MANDATED BODY Class 1 expert € 250 (Minimum 3 years of relevant experience) Class 2 expert € 350 (Minimum 8 years of experience, work in non-EU countries) Class 3 expert€ 450 (Minimum 15 years of experience, high-level staff)

  40. PRIVATE SECTOR INPUTS • Supply of Goods: Limited to € 5000 for each TW project • Supply of Services: Limited to € 10000, • In both cases a single tender procedure is managed by a MS PL.

  41. Seminars, Training, Traineeships and workshops In the Beneficiary Country • TW mainly provides for experts from MS, possibly also documentation, interpretation and transport for on-site visits • Facilities, equipment, transport of BC staff, refreshments should be provided by the BC In the Member State • BC covers transport costs of staff from BC to MS, per diems for BC trainees are allowed. Costs for MS expert fees cannot be added, (they are deemed to be included in the TW management costs) • Small incidental costs can be charged with a lump sum (max 10 EUR per trainee/day) • Special rules for traineeships, fees for training

  42. IMPLEMENTATION AND REPORTING

  43. REPORTING REQUIREMENTS • Interim Quarterly Reports • Final Report

  44. REPORTING REQUIREMENTS • Reports shall consist of a content section and a financial section • RTA is responsible for submitting them to the concerned authority • The BC Project Leader is fully involved in this process and should be given adequate time to put forward comments. S/he must also co-sign each report

  45. INTERIM QUARTERLY REPORTS • Describe progress in the implementation making direct reference to the timetables and benchmarks • Update on the general environment, assumption and risks • Make an overall evaluation of the progress achieved • document the actual expenditure in relation to budgeted expenditure • Provide recommendations

  46. FINAL REPORT • Executive summary of the project • Background information • Listing of objectives, purpose and mandatory results • Implementation process • Achievement of mandatory results

  47. FINAL REPORT (II) • Analysis of the long-term impact of the project, its sustainable results and identification of potential relevant follow-up actions • Information on visibility of EU financing • Conclusions, recommendations, including lessons to be learned for future Twinning projects

  48. FINAL REPORT (III) • Proof of transfers of ownership (if applicable) and a final statement of all eligible costs of the Twinning project plus a full summary statement of the Twinning project’s income and expenditure and payments received • Template to be used in ANNEX C5 • Expenditure verification report from a recognized, independent auditor

  49. CHANGES TO TWINNING CONTRACTS

  50. CHANGES TO TWINNING CONTRACTS • Changes can only be made within the execution period of the contract (legal duration) • Changes cannot be retroactive • There should be no changes to the mandatory results defined in the work plan; the means of achieving these may be adapted to circumstances

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