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Contract Preparation Basic rules Hyatt Conference Center - Baku (06 Novembre 2008)

Contract Preparation Basic rules Hyatt Conference Center - Baku (06 Novembre 2008) By Patrick Mousnier-Lompré. Contents of the Twinning contract The Budget (example and estimation template – for TF development) Contract preparation procedure Questions & answers. Twinning Contract.

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Contract Preparation Basic rules Hyatt Conference Center - Baku (06 Novembre 2008)

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  1. Contract Preparation Basic rules Hyatt Conference Center - Baku (06 Novembre 2008) By Patrick Mousnier-Lompré

  2. Contents of the Twinning contract The Budget (example and estimation template – for TF development) Contract preparation procedure Questions & answers

  3. Twinning Contract Contents of the twinning contract (I) Once the choice of the partner has been notified, both partner administrations (BC&MS) have to draw up the detailed Twinning Work Plan, which together with other annexes and budget breakdown form the Twinning contract. ► Annex V Standard request for payment and financial identification form ► Annex VI Model audit certificate ► Annex VII Special financial Annex ► Annex VIII Mandates (for Consortium of Member States) ► Special Conditions ► Annex I Description of the Action; including Working Plan ► Annex II General Conditions ► Annex III Budget of the Action ► Annex IV Contract award Procedures

  4. Contents of the twinning contract (II) The Work Plan (WP) WP should detail the input and contributions made by each of the twinning project partners making clear “who does what”, organizationally and methodologically, including work and time schedule. The Budget The budget should provide detailed costs of all activities. But it is not a “straight jacket”. It will be possible (and necessary) to revise it in the course of project implementation

  5. Contents of the twinning contract (III) special conditions Purpose Implementation period of the action Financing the action Technical and financial reporting and payment arrangements Contact addresses (of all stakeholders) Annexes (attached to the Special conditions) Other specific conditions applying to the action

  6. Twinning contract – The Work Plan (Annex A1) The Work Plan is a further development of the project fiche and of the selected proposal. It contains A description of the action The overall and specific objectives The mandatory results In the case of a Twinning Light, annex A1 is the Twinning Project Fiche

  7. Twinning contract – The Work Plan - Art 1 The background Beneficiary Country policy developments in the sector concerned Beneficiary institutions and other parties involved Parallel or related projects in the field

  8. Twinning contract – The Work Plan - Art 2 Community Acquis Fields of cooperation with the EU (PCA and EU-Moldova Action Plan) Description of the relevant Community acquis in relation with the Twinning Project

  9. Twinning contract – The Work Plan - Art 3 Mandatory results

  10. Twinning contract – The Work Plan - Art 4 Tasks Component 1 Activity 1.1 description human resources (MS and BA) other resources (translation, interpretation, etc.) Activity 1.2,… Component 2, Activity 2.1 Activity 2.2,…

  11. Twinning contract – The Work Plan - Art 5 Project Schedule

  12. Twinning contract – The Work Plan - Art 6 Resources Human resources Member State Beneficiary Country Curricula Vitae Material Resources Equipped office space Adequate conditions for STE on mission in Moldova Training and conference venues Indicative budget

  13. Twinning contract – The Work Plan - Art 7 Management and Monitoring Language The official language of the project can be one of the Commission’s working languages (English, German, French) Project Steering Committee Project Leaders (chair) RTA, RTA Counterpart, PAO, DEL Other stakeholders Reporting

  14. Twinning contract – The Work Plan - Signatories The MS Project Leader The BC Project Leader

  15. Twinning contract – Annex A2 General Conditions applicable to European Community-financed grant contracts for external actions [Additional EU-standard annex to be attached to the Twinning Contract]

  16. Twinning contract – Annex A3 Budget By activities Total correspondence with the working plan (Annex A1: articles 3 to 7)

  17. Twinning contract – Other annexes (A4-A8) Annex A4: Contract award procedures (1) Annex A5: Request for payment and financial identification form (2) Annex A6: Model audit certificate (2) Annex A7: Special financial annex (1) Annex A8: Mandates in case of consortium (2) (1) Additional EU-standard annexes to be attached to the TC (2) To be filled in by MS

  18. Twinning contract – Budget Eligible costs (1) Preparatory costs Resident Twinning Adviser (RTA) MS Project Leader and MS Experts RTA’s assistant (negotiated procedure) Supplies and services (ceiling of 5,000 €) Travel costs for MS Experts and for BC Experts in case of duly justified EU-Study visits

  19. Twinning contract – Budget Eligible costs (2) Training Translation and interpretation All costs generated for the MS outside Azerbaijan are covered by the “Twinning Management Costs Compensation” (Experts fees x 150%) Audit costs Provision for changes in prices

  20. Twinning contract – Budget Non eligible costs Large scale equipment Office equipment and supplies the BC Twinning partner is entirely responsible for providing all office equipment to ensure effective working conditions for the project and, in particular, the RTA VAT

  21. The budget – Commented example Excel file : budget for a twinning project in Poland Remark: this example relates to an actual project but figures have been modified and names withdrawn for confidentiality purposes

  22. The budget – Polish example (1) - overview

  23. The budget – Polish example (2) - RTA section

  24. The budget – Polish example (3) – RTA assistant and auditing

  25. The budget – Polish example (4) – preparatory meetings

  26. The budget – Polish example (5) – steering committees

  27. The budget – Polish example (6) – activities (i)

  28. The budget – Polish example (7) – activities (ii)

  29. The budget – Polish example (8) – activities (iii)

  30. The budget – Polish example (9) – contingencies

  31. Twinning partners submit a draft Twinning Contract for assessment to the PAO DEL formulates a consolidated feedback (Consultations with Line GDs, Delegation of the EC, Financial officer) Twinning partners finalise the Twinning Contract Final approval PAO EC Delegation Line GDs Twinning contract preparation procedure (I) Maximum 6 months for the preparation of the twinning contract 3 months from the notification of the selection 4 weeks 6 weeks

  32. Twinning contract preparation procedure (II) - Contract Signature The contract will be signed by The person(s) responsible for the project in MS – usually not the PL The person(s) responsible for the project on behalf of the Junior Partner (MS) The authorised EC officer (Head of Delegation) The Work Programme is signed by The two Project Leaders (MS and BC) Once the Twinning contract is signed by all parties, the EC Delegation is in charge of legally notifying partners. The date of this notification is the legal starting date of the project

  33. Questions? Thank you Presentation prepared by P. Mousnier-Lompré Tacis project: Support to the Implementation of the Twinning & Taiex Operations in Azerbaijan (ITTO)

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