Izrada opisa poslova i proračuna za okvirne ugovore

1. Izrada opisa poslova i proračuna za okvirne ugovore Zagreb, 22. prosinca 2008.

2. Teme • Što su okvirni ugovori? • Izrada opisa poslova za okvirne ugovore • Izrada proračuna za okvirne ugovore

3. Što su okvirni ugovori? • Vrijednost ugovora < 200.000 EUR • Trajanje ugovora max. 24 mjeseca • Najkraći postupak dodjele ugovora • Pozivaju se 3 tvrtke (podijeljene po područjima, na Internet stranici EuropeAid-a) • Trajanje postupka (priprema i provođenje natječaja) = min. 3 mjeseca

4. Izrada opisa poslova • 1. (“Background”): this section should contain relevant information on the current state of affairs in the sector • 2.1 (“Global objective”): global objective of the project should be widely formulated (global objective cannot be accomplished by the project itself, but the results of the project will contribute to the achievement of global objective in the long run); project can have only 1 global objective • 2.2 (“Specific objective(s)”): concrete objective of the project (what will be achieved when the project ends); there can be 1 or more specific objectives; they should stem from outputs of the project

5. Izrada opisa poslova 2.3 (“Requested services, including suggested methodology“): activities that the consultants are requested to implement during the lifetime of the project 2.4 (“Required outputs”): they should follow directly from the activities (e.g. if activity is training of a number of staff in the beneficiary institution, then output is a certain number of staff trained); outputs should always be expressed in past tense (e.g. 10 persons trained) 3.1 (“Number of requested experts per category and number of man-days per expert“): total number of experts to be engaged should be indicated, together with their categories and number of man-days (working days) to be allocated for each expert; include the percentage of time that experts are supposed to work in Croatia (not less than 85% of their man-days should be spent in Croatia)

6. Izrada opisa poslova 3.2 (“Profile required (education, experience, references and category as appropriate)”): requested skills, qualifications and professional experience for each expert should be indicated; make sure that the requested years of professional experience are appropriate for requested category of the expert (e.g. category I experts must have at least 15 years of professional experience in the relevant field, category II experts must have at least 10 years of professional experience in the relevant field; and category II experts at least 5 years of professional experience in the relevant field); local experts can not be explicitly asked for, but provisions stating that e.g. knowledge of Croatian laws in the field related to the project would be an advantage, can be included as a requirement if duly justified (if expert really needs to have knowledge of Croatian laws in order to successfully implement the project)

7. Izrada opisa poslova 3.3 (“Working language(s)”): “English” (in some cases Croatian can be added as well, but in that case interpretation must be provided and included under reimbursable costs – if this is the case the text under this section must clearly state that interpretation from Croatian to English and vice versa will also be provided) 4.1 (“Starting period”): month and year when project is expected to start (e.g. February 2009); do not put exact date but only month and year 4.2 (“Foreseen finishing period or duration”): number of months the project is expected to last; do not forget to include 4 months for submission and comments/approval of final report (2 months for submission of report, 45 days for comments to the report, 15 days for correction and resubmission).

8. Izrada opisa poslova • 4.3 (“Planning”): this section should be formed in a table in the following format

9. Izrada opisa poslova • 4.4 (“Location(s) of assignment”): name of the beneficiary institution where the experts will be located and the address of the institution; if the beneficiary requests the experts to bring their own portable computers this should also be stated here; if it is expected that some activities will take place in other locations in Croatia (e.g. in other counties), this should also be indicated in this section • 5.1 (“Reporting”): this section should list the reports to be produced by the consultants during the lifetime of the project; in framework contracts this is usually inception report and final report; in some cases progress reports could also be requested from the consultants (if it is important to have a close supervision over the project)

10. Izrada opisa poslova • 5.1 (“Reporting”): short content of each report should also be listed (below follows an example): • Inception report should include: • aims and objectives of the assistance to be provided • any changes agreed with the beneficiary institution • a detailed description of the content of the project components • a detailed work plan and time schedule for the project duration • an overall plan for action for the whole project duration. • Progress report should include: • comparison of achievements against planned activities and overall progress against the initial timetable, • review of problems encountered during the implementation of project activities and the corrective measures taken during reporting period, • detailed work plan for the following project period

11. Izrada opisa poslova • 5.1 (“Reporting”): • Final report should include: • complete overview of all the activities carried during the project, • progress achieved in relation to each of the activities, • summary of outputs, • identification of any major problems, which may have arisen during the performance of the contract and solutions proposed, • assessment of the impact of the project measured against the stated project objectives and the indicators of achievement, • lessons which can be drawn from the project, • recommendations for follow up steps under subsequent projects. • The following sentence should be added at the end of the section: “The following words should be indicated on the cover or front page of the final report: “Specific contract number (insert contract number) of the Framework Contract Beneficiaries”

12. Izrada opisa poslova • 5.2 (“Language”): “English” (all reports must be submitted in English, if beneficiary also wishes to have them translated into Croatia, this should also be indicated in this section and costs for translation should be included in reimbursables) • 5.3 (“Submission/comments timing”): this section should include the following sentence: “The Contracting Authority shall, within 45 days of receipt notify the Contractor of its decision concerning the documents or reports received by it, giving reasons should it reject the reports or documents, or request amendments.”; the time of submission of each report should be listed (inception report between 2 and 4 weeks from the beginning of the project and final report 2 months after the end of the implementation period; progress reports can be monthly or quarterly)

13. Izrada opisa poslova • 5.3 (“Submission/comments timing”):also list the names of persons from the following institutions that are to receive the reports, as well as their contact information (address, e-mail): • project manager from the Contracting Authority • person in charge in the beneficiary institution (SPO) • task manager from ECD • task manager from CODEF • 5.4 (“Number of report(s) copies”): indicate the number of copies to be submitted (how many copies are to be sent to each of the institutions listed in section 5.3) – 2 copies for CFCA, 1 for all others

14. Izrada opisa poslova • 6.1 (“Other authorized items to foresee under Reimbursable”): • do not give an amount for reimbursable costs, but only list the items that are envisaged to be financed from reimbursables (e.g. per diems, international and local travel, translation and interpretation costs, etc.); note that consumables and administrative staff (office manager, etc.) can not be financed from reimbursables, but only from experts fees • for per diems insert the following provision “Per diems for missions in Croatia according to current per diem rates as published on EuropeAid web site: http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/index_en.htm

15. Izrada opisa poslova • 6.2 (“Tax and VAT arrangements”): insert the following provision “All payments are exempted from Tax and VAT according to the Article 13, Annex A of the Framework Agreement between Commission of European Community and Government of the Republic of Croatia.” • 6.3 (“Interim payment(s) modalities, if any (only for a rider)“) and • 6.4 (“Others”): insert “Not applicable” under both sections

16. Izrada proračuna • use the template for the financial offer for framework contracts from EuropeAid website and not the template for ordinary service contracts; link: http://ec.europa.eu/europeaid/work/framework-contract/beneficiaries/documents/4_2_1_financial_offer_all_lots_en.doc • fees of all experts are to be calculated based on the average maximum fees of the 3 selected FWC companies (fees can not be calculated on the assumption that one or more experts will be local experts) • per diems for all experts must be included in the provisional budget and based on the current per diem rate for Croatia as published on EuropeAid web page; per diems are calculated on the bases of calendar days spent in Croatia and not working days, thus weekends must be included in the number of per diems as well

17. Izrada proračuna • unit price for international travel must be in the range of an average economy class air ticket; international travel costs for all experts must be calculated in the provisional budget

18. HVALA NA PAŽNJI! PITANJA?