FPP_RAC_2009_Guidelines_for_applicants

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					                                           IPA 2009


   Facility for Project Preparation and Reinforcement of
             Administrative Capacity – FPP RAC



                             Guidelines for applicants




1. Purpose of the FPP RAC
Under the IPA 2009 programme for Croatia – and in addition to sector-specific programmes – a
specific Facility has been established for capacity building assistance. Total amount allocated under
Facility for Project Preparation and Reinforcement of Administrative Capacity is EUR 6,507,411.

The Facility for Project Preparation and Reinforcement of Administrative Capacity (FPP RAC)
consists of unallocated sum of funds which should cover the financing of a number of demand-based
small contracts.

The primary purpose of the FPP RAC is to provide flexible technical support (Twinning, Twinning
light, Technical assistance) to Croatian authorities aimed at addressing specific needs identified in the
course of the negotiations process and preparing projects pipeline for further funding, also with a view
to reinforce the institutional capacity for the management of IPA funds. This facility will also be used
for the projects which are too small to be justified as specific and separate projects under IPA rules.

In particular this facility may help:
    preparation and implementation of projects for IPA funding, including but not limited to project
      and tender documentation;
    supporting the NIPAC in planning and programming the IPA-funded projects;
    to support in designing effective strategic plans in different sector areas, often followed by the
      more detailed investment strategies;
    reinforcement of the institutional and administrative capacity for the management of IPA funds;
    reinforcement of administrative capacity for preparation of management of structural funds and
      rural development funds;
    to support acquis implementation.
2. Who can submit a project proposal under the FPP RAC?
Project proposals may be submitted by state institutions (government offices, ministries, state
agencies and other state institutions) involved in policy planning and implementation of obligations
and measures outlined in the relevant strategic documents in all the areas related to the accession
process.

The applicants institutions are asked to identify in their project documentation other stakeholders
involved in the specific policy area in question (e.g. other ministries, state agencies, parliamentary
committees, associations) and propose possible common activities and/or measures to improve
understanding of the accession process and accession activities.

In case a project is jointly planned by more than one institution, one of the proposing institutions
should be indicated as a lead institution for the project.



3. What type of projects and activities can be financed through the FPP RAC?
The applicant institutions may propose Technical Assistance projects (Service Contracts,
Framework Contracts) and Twinning projects (Twinning and Twinning light) with a short or medium
term duration.

However, this assistance has to be clearly targeted and respond to very specific and limited needs
arising from the AP, NPIEU, EC‟s Country Progress Report and other relevant strategic documents.

There will not be a standard-sized project, since each project budget will depend on complexity of the
policy area in question, number of involved institutions and their specific needs. The applicant
institutions should make realistic budget calculations in terms of planned activities and involved
target groups. Subject to availability of overall budget of the FPP RAC, certain flexibility regarding
each project budget will be retained during the later stage of actual preparation of project
documentation.

The applicant institutions should propose a set of activities best suited to achieve the expected
concrete outputs. The applicant institutions may also propose any additional capacity-building
activities relevant for their specific project.

The applicant institutions must ensure the co-financing of the projects in the minimum amount of
10% of the total budget of the projects.

Please note that supply of equipment (investment projects) cannot be financed through the FPP RAC.

IPA 2009 FPP RAC will be used for the financing of activities in the areas of political criteria and
support to acquis communautaire.

EUR 3,333,333 will be earmarked for the actions in the field of political criteria:
         fight against corruption and organized crime;
         judiciary;
         minority rights;
         refugees return;


                                                                                                    2
          public administration reform; and
          other fields under the framework of political criteria.

The indicative list of projects under political criteria:
          Capacity Building of Office for Cooperation with NGOs for efficient Cooperation with
           Civil Society Organizations in the field of Implementation of the Measures of the Strategy
           Action Plan for the Fight Against Corruption (Office for Cooperation with NGOs)
          Improvement of Skills for Social Care Experts for the Protection of Rights and Interests of
           Children (Ministry of Health and Social Welfare)
          Networking, Education and Strengthening of Committees for Gender Equality as
           Institutional Mechanisms for the Implementation of Gender Equality Policy at the Local
           Level (Office for Gender Equality)
          Development of an Efficient Central Register Model (Croatian Personal Dana Protection
           Agency)
          Capacity building for further strengthening of Law Enforcement Agencies in fight against
           organised crime and corruption


EUR 3,174,078 will be used for funding of projects in all other priority areas (including political
criteria) related to the acquis communautaire. This activity can also be used for financing of the
projects which were rejected as separate projects under IPA 2009 during the IPA 2009 programming
exercise or for the projects proposed by the European Commission:
          Introducing EU Benchmarking System for Medicines (Agency for Medical Products and
           Medical Devices)
          Administrative Capacity Building of Croatian Fisheries Administration Focusing on the
           Preparation for Implementation of the EU‟s Structural Policy and Aligning the State Aid
           with the acquis (Ministry of Agriculture, Fisheries and Rural Development; Directorate of
           Fisheries)
          Providing Assistance to Directorate of Fisheries in Drafting and Implementing of a Multi-
           annual National Sampling Programme for Data Collection in line with Relevant EU acquis
           (Ministry of Agriculture, Fisheries and Rural Development; Directorate of Fisheries)
          Capacity building for upgrading technical ability in ensuring the safety of chemical
           products, cosmetic products, detergents and toys as a prerequisite for free movement of
           common goods (Ministry of Health and Social Welfare; Ministry of Economy, Labour and
           Entrepreneurship)
          Implementation of Education System for Transfer of Knowledge in the field of Transfusion
           Medicine (Croatian Institute for Transfusion Medicine (CITM))
          Implementation of the Reporting System to EU bodies (Croatian Institute for Transfusion
           Medicine (CITM))
          Strengthening of the Institutional and Operational Aspects of the Croatian Metrology
           System (State Office for Metrology)
          Reinforcement and Further Development of Internal Energy Market with the Scope of
           Energy Community Treaty (Ministry of economy, labour and entrepreneurship; Directorate
           for energy)
          Capacity Building of the Administrative Structures and Strengthening of the Enforcement
           Capacity for the Implementation the acquis on Freedom of Movement for Workers
          Capacity Building of the Croatian Energy Regulatory Agency, the Market Operator or
           other Public Bodies which are Crucial for the Proper Functioning of the Energy Market,
           other than the Ministry


                                                                                                    3
         Enhancement of the Bilateral Social Dialogue in Croatia
         Capacity Building at Local Level for the Implementation of the Directives Related to
          Water and Waste


The projects financed under this facility will not be limited to afore mentioned indicative lists of
projects. The areas that need support in terms of technical assistance, twinning light and twinning
shall be subsequently indentified by the CODEF, in close co-operation with the Delegation of the
European Union and Central Finance and Contracting Agency (CFCA).




4. The application procedure and the management of the project documentation
In preparing project documentation the applicant institutions may seek advice from the relevant
Sector Managers in the Central Office for Development Strategy and Coordination of EU Funds
(CODEF) (See contact details under point 7).

1) The CODEF will inform, through official letter, all state institutions (potential beneficiaries) that
the facility is available and send them the Guidelines for Applicants.

2) The beneficiary institution will send official letter to CODEF, with expressing its interest for
assistance under FPP RAC. Enclosed in the letter the applicant has to submit the following
documents:
   1. project summary explaining the nature of the project, its activities, expected results and
   requested funding – max. 1-2 pages (template provided in Annex 5);
   2. project documentation (templates for FWC, TOR, Twinning contracts provided in Annex 2-4);
   3. Declaration of Objectivity and Confidentiality signed by the SPO and all staff involved in the
   preparation of the project documentation (template provided in Annex 6).

3) If the CODEF considers that the project documentation is only partially mature and/or would
require adjustments regarding the proposed project budget, the proposal with comments will be
forwarded back to the beneficiary institution.

4) The CODEF will forward the project summaries of the projects which it considers to be compliant
with the selection criteria to the Delegation of the European Union for endorsement.

5) After evaluation of the project documentation and endorsement of the summaries by the
Delegation of the European Union, the beneficiary institutions will be informed with official letter on
the decision.

6) The CODEF will then forward the project documentation to the CFCA for commenting the
financial and contracting part of the project documentation.

7) After it is confirmed and coordinated between the relevant bodies (CFCA, beneficiaries), the
project documentation will be submitted for the final approval to the Delegation of the European
Union (Ex-ante).




                                                                                                      4
5. What is the selection procedure?
After the end of the drafting period and the submission of project proposals, CODEF will evaluate the
project documentation.

1) The CODEF will check that the submitted project documentation corresponds with the following
   eligibility criteria:

       The project documentation is submitted by a relevant institution in accordance with the
        application procedure set out in these guidelines.

       The proposed project does not overlap with any ongoing and/or proposed CARDS, Phare,
        ISPA or IPA project or a project financed by other donors. Should there be other projects in
        the sector, it has to be indicated in the project documentation (FWC, TOR, Twinning Fiche)
        how the proposed project will complement rather than overlap with any other projects.

2) The CODEF will assess the project documentation according to the specific selection criteria,
   using the attached evaluation grid (Annex 1).

    Funded projects will rest on a number of fundamental principles:
      Projects will be based on priorities identified in the last revised Accession Partnership,
        NPIEU focusing on preventing shortages identified in the annual Progress Report for
        Croatia in order to reinforce administrative capacity of Croatia‟s institutions;
      The project will target very specific areas where Institution Building support is required in
        relation to the challenges and requirements of the EU integration process and to the
        negotiation chapters; preparation for future structural and regional policies, and preparation
        of relevant administrative structures for future accession;
      The beneficiary lays out a clear work programme, how it intends to achieve the result and
        what means it will deploy. The project should make the commitment of the beneficiary to
        achieve the guaranteed result explicit;
      Size and budget of projects will be subject to individual assessment;
      Type of assistance – technical assistance, twinning light, twinning - will be subject to
        individual assessment depending on the nature of assistance requested;
      The degree of maturity of projects ("implementation readiness") as well as the absorption
        capacity of the related Croatian beneficiary institutions will be important factors when
        deciding on giving priority to and sequencing the projects;
      All projects should be in full compliance with the respective Commission‟s guidelines and
        procedures for implementation of projects identified under this Facility.



6. Timetable and the procedure to be followed
The deadline for the submission of the first drafts of project documentation by the beneficiary
institutions to CODEF‟s task managers via e-mail: 19 February 2010.

The deadline for the submission of final versions of project documentation by beneficiary institutions
via official letter to CODEF: 26 February 2010.




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Final date for contracting: 2 years following the date of conclusion of the Financing Agreement.

Final date for execution of contracts: 2 years following the end date of contracting.

Procedures and Templates:
  Contract type               Procedure to be        Template to be         Expected start of the
                              followed               used                   actual project
  Twinning Light              Twining Manual         Annex 2: Standard      1st quarter 2011
                              2009                   Twinning Project       onwards
                                                     Fiche Template

  Twinning                    Twining Manual         Annex 2: Standard      2nd quarter 2011
                              2009                   Twinning Project       onwards
                                                     Fiche Template

  Framework Contract –        PRAG - Practical       Annex 3: Terms of 1st quarter 2011
  Technical Assistance        guide to contract      Reference       – onwards
  under 200,000 EUR           procedures for EC      Framework
                              external actions       Contract

  Technical     assistance PRAG - Practical          Annex 4: Terms of 2nd quarter 2011
  contracts above 200,000 guide to contract          Reference        – onwards
  EUR                      procedures for EC         Template       for
                           external actions          Service contracts
                                                     above     200,000
                                                     EUR




7. Contact details:

  Policy sector                CODEF                              CFCA

  Agriculture and Rural        Iva Novak                          Aleksandar Pešić
  Development                  iva.novak@strategija.hr            aleksandar.pesic@safu.hr
                               Marko Gašparić                     Nikolina Dajak
                               marko.gasparic@strategija.hr       Nikolina.dajak@safu.hr
                               Marina Škunca                      Nataša Milutin Naglić
                               marina.skunca@strategija.hr        Natasa.milutin.naglic@safu.hr
                                                                  Miran Kocmur
                                                                  Mira.kocmur@safu.hr
                                                                  Dalibor Puhar
                                                                  Dalibor.puhar@safu.hr

  Internal market and          Patricia Popović                   Vlatko Martinović
  Competition                  patricia.popovic@strategija.hr     Vlatko.martinovic@safu.hr
                               (internal market)                  Iva Kreković
                               Luka Rajčić                        Iva.krekovic@safu.hr
                               luka.rajcic@strategija.hr          Nataša Weiss


                                                                                                    6
                           (competition)                     Natasa.weiss@safu.hr
                                                             Iva Ţivković
                                                             Iva.zivkovic@safu.hr
Environment and Energy     Damir Tomasović                   Ines Gruica
                           damir.tomasovic@strategija.hr     ines.gruica@safu.hr

                           Iva Hladnik                       Denis Matas
                           iva.hladnik@strategija.hr         denis.matas@safu.hr
                           Natalija Šimunović                Mate Teskera
                           natalija.simunovic@strategija.h   mate.teskera@safu.hr
                           r                                 Zdravka Poslek
                                                             zdravka.poslek@safu.hr
                                                             Dino Plahutnik
                                                             dino.plahutnik@safu.hr
                                                             Nikolina Dajak
                                                             Nikolina.dajak@safu.hr
                                                             Jelena Festini
                                                             Jelena.festini@safu.hr
                                                             Rade Dubreta
                                                             Rade.dubreta@safu.hr

Justice and Home Affairs   Mirjana Balenović Arbutina        Štefica Belčić
                           mbarbutina@strategija.hr          stefica.belcic@safu.hr
                           Jana Bosto                        Domagoj Šimunović
                           jana.bosto@strategija.hr          Domagoj.simunovic@safu.hr
                           Aleksandra Pal                    Helia Kovačević
                           aleksandra.pal@strategija.hr      Helia.kovacevic@safu.hr
                                                             Ana Nemarić
                                                             ana.nemaric@safu.hr
                                                             Zvonimir Marić
                                                             Zvonimir.maric@safu.hr
                                                             Mislav Sovulj
                                                             Mislav.sovulj@safu.hr
                                                             Dalibor Puhar
                                                             Dalibor.puhar@safu.hr

Public Finance             Zoran Ivanković                   Ivana Šipić
                           zoran.ivanković@strategija.hr     ivana.sipic@safu.hr
                                                             Dragan Kovačević
                                                             Dragan.kovačević@safu.hr
                                                             Dunja Bonacci Skenderovic
                                                             Dunja.Bonacciskenderovic@saf
                                                             u.hr

Public Procurement         Zoran Ivanković                   Dragan Kovačević
                           zoran.ivanković@strategija.hr     Dragan.kovačević@safu.hr
                           Patricia Popović
                           patricia.popovic@strategija.hr

Public Administration      Luka Rajčić                       Rade Dubreta
                           luka.rajcic@strategija.hr         Rade.dubreta@safu.hr


                                                                                            7
  Transport and Telecomm      Daniel Juričić                  Mate Teskera
                              daniel.juricic@strategija.hr    mate.teskera@safu.hr
                              Vedran Slaver                   Zdravka Poslek
                              vedran.slaver@strategija.hr     zdravka.poslek@safu.hr
                              (transport)
                              Luka Rajčić                      Dino Plahutnik
                              luka.rajcic@strategija.hr        dino.plahutnik@safu.hr
                               (telecomm)                      Ines Gruica
                                                               ines.gruica@safu.hr
                                                               Denis Dragojević
                                                               Denis.dragojevic@safu.hr
                                                               Helia Kovačević
                                                               Helia.kovacevic@safu.hr
  Civil Society, Education,   Vlatka Valc Galešić              Marija Čakarić
  Employment, Vocational      vlatka.valcgalesic@strategija.hr marija.cakaric@safu.hr
  education Minority          Ana Šimunić                      Ivan Serdarušić
  Rights, NGO‟s               ana.simunic@strategija.hr        ivan.serdarusic@safu.hr
                              Vlatka Marčan                    Dalibor Puhar
                              vlatka.marcan@strategija.hr      Dalibor.puhar@safu.hr
                              Dinka Bujas                      Kristina Ozimec Škof
                              dinka.bujas@strategija.hr        Kristina.ozimecskof@safu.hr
                                                               Sanja Galeković
                                                               Sanja.galekovic@safu.hr
                                                               Marko Perić
                                                               Marko.peric@safu.hr
                                                               Denis Dragojević
                                                               Denis.dragojevic@safu.hr
                                                               Andrijan Anić-Antić
                                                               Andrijana.anicantic@safu.hr


                              Dalibor Dvorny                  Vlatko Martinović
   SME sector                 dalibor.dvorny@strategija.hr    vlatko.martinovic@safu.hr
                                                              Iva Kreković
                                                              Iva.krekovic@safu.hr
                                                              Nataša Weiss
                                                              Natasa.weiss@safu.hr



Annexes:
Annex 1: Evaluation grid for project applications
Annex 2: Standard Twinning Project Fiche Template
Annex 3: Specific Terms of Reference – FWC Beneficiaries 2009 Lot
Annex 4: Terms of Reference – Template for Service contracts above 200,000 EUR
Annex 5: Project Summary Template
Annex 6: Declaration of Objectivity and Confidentiality Template


                                                                                             8
Annex 1
        Evaluation grid for project applications – IPA 2009 FPP RAC
  Applicant institution:
  Project title:
  Date of submission of project documentation:




                                                                                                              Compliant



                                                                                                                          compliant
                                                                                                                          Not
  1     Is there indication of participation of senior management of the beneficiary institution(s) for the
        project?
  2     Does the proposed project support guidelines stated in the strategic documents for the specific
        sector (AP, NPIEU, Avis, other national and sector-specific strategies)?
  3     Is adequate coordination foreseen with other ongoing/planned projects?
  4     Are the direct project beneficiaries clearly identified?
  5     Are other stakeholders sufficiently indicated, including current interaction, policy
        cooperation/coordination?
  6     Are the problems sufficiently described?
  7     Does the project purpose sufficiently explain why the project is important?
  8     Is the project purpose in line with the objectives set out in the relevant strategic documents:
        Accession Partnership, NPIEU.(sector-specific objectives)?
  9     Are the proposed activities relevant with regard to project purpose?
  10    Are the proposed activities worked into a coherent set of activities?
  11    Are the proposed activities sufficiently specified in terms of beneficiaries and timing?
  12    Does the proposal indicate sufficiently expected concrete outputs (products of different
        activities)?
  13    Does the proposal indicate sufficiently expected results (state of affairs after completion of the
        project)?
  14    Is the proposed project duration sufficiently justified to achieve expected results?
  15    Is the proposed project type best suited to achieve expected results?
  16    Is the proposed budget in right relation to the overall project design?

  Project documentation approved by the Central State Office for Development Strategy and
  Coordination of EU Funds
                                                                                                        Yes               No
   (If an application is compliant with at least 12 criteria, Central Office for Development
  Strategy and Coordination of EU Funds will submit the project documentation with comments
  to the Delegation of the European Union for endorsement)


  Project proposal endorsed by the Delegation of the European Union                                     Yes               No


CODEF

Date:

Signature:
Annex 21
                        STANDARD TWINNING PROJECT FICHE


1.    Basic Information
1.1 Programme:
1.2 Twinning Number:
1.3 Title:
1.4 Sector:
1.5 Beneficiary country:

2.    Objectives
2.1 Overall Objective(s):
    Normally, there should be only one overall objective. Exceptionally, more than one objective might
    be used if this adds clarity and enhances logic

      REMEMBER The Overall Objective should explain why your project is important to BC. It should
      do this by referring to the longer-term benefits anticipated for direct beneficiaries, and to the wider
      benefits foreseen for the BC at large. Your project alone is not expected to achieve the Overall
      Objective: this will require the impact of other projects and programmes, and possibly actions by
      other donors as well.


2.2 Project purpose:

      Normally, there should only be one purpose for each project. Exceptionally, more than one purpose
      might be used if this adds clarity and enhances logic

      REMEMBER Try to aim for one single purpose for each project. The Project Purpose is the
      single, central objective of the project. It should be described in terms of the sustainable benefits that
      will
      be delivered to the project's target beneficiaries


2.3 Contribution to Accession Partnership/ Stabilisation and Association Agreement/
    National Programme for Integration of the Republic of Croatia into the EU (NPIEU)

3.    Description
3.1 Background and justification:
     (briefly explain the origin of the project and outline why it is being undertaken)
1 For Twinning light the Project fiche should be detailed as it will form an annex to the Twinning light contract together with
the selected Member State proposal.
3.2 Linked activities (other international and national initiatives):
     Briefly describe earlier EU activities and projects in this area, showing any connections with each
     other and this project.
     Briefly describe any relevant current activities being undertaken by other parties, such as your
     national government, the private sector, donor governments, or international financial institutions
     (IFIs)
3.3 Results:
       The results described here must correspond to the results recoded in the logframe, describe what
     will be achieved by the end of the project or each phase of the project and how this will contribute
     to attaining the project purpose. The indicators of achievement should be quantified, verifiable and
     time-bound.
3.4 Activities:
     The activities described here must correspond to the activities recoded in the logframe.
    A clear and detailed list of tasks to be undertaken in order to achieve the contract objective. If
    appropriate, the time schedule for completion of the various activities should be stipulated here.
    To be elaborated in greater details for the TW Light. Here the detailed schedule of activities should be
    added.

     Date/Duration         Activity          Output                            Input (working days)
     Month 1               Activity 1.1.     Report on best practices of the   Five experts in total
                                             organisation of the ….            of 25 working days
     TOTAL working                                                             185 working days
     days

    Provision related to visibility should be inserted- applicable to Twinning and Twinning light: e.g.
    “Two visibility events will be organized in the course of the implementation of the project; Kick-off
    meeting at the start of the implementation and the Final meeting at the end of the implementation of
    the project activities.”

3.5 Means/ Input from the MS Partner Administration:
    In case of TW Light one of the experts is the Team Leader responsible for general coordination.

   3.5.1 Profile and tasks of the Project Leader

   Describe the profile of the required PL (experience, skills etc.) and required tasks.

    Profile of the Project Leader

    Requirements:
    Mandatory profile requirements:
    “Proven contractual relation to public administration or mandated body, as defined under Twinning
    manual 5.3.2.”
    “Experience in project management”

    Assets:
      Tasks of the Project Leader
      One of the tasks of the PL should be: “Ensuring backstopping and financial management of the
      project in the MS”




      3.5.2 Profile and tasks of the RTA
       Describe the profile of the required RTA (experience, skills etc.) and duration of the RTA
       secondment (min. 12 months).
       Not Aplicable for TW Light

      Profile of the Resident Twining Adviser

      Requirements:
      Mandatory profile requirements:
      “Proven contractual relation to public administration or mandated body, as defined under Twinning
      manual 5.3.2.”
      “Experience in project management”

      Assets:

      Tasks of the Resident Twining Adviser


      3.5.3 Profile and tasks of the short-term experts

      Profile of the Short-term experts

      Requirements:
      One of the profile requirements should be: “Proven contractual relation to public administration or
      mandated body, as defined under Twinning manual 5.3.2.”


      Assets:

      Tasks of the Short-term experts


 4.    Institutional Framework
       Indicate the beneficiary institution(s) and, if applicable, specify Department/Directorate within the
       beneficiary institution.
       If several, specify their relationship and organisation for the implementation of the project, as well
       as the coordination mechanism.
       Indicate whether the results of the project will lead to a change of the institutional framework as
       described.

Insert the provisions related to Steering Committee meetings (applicable only for TWL):
“Two Steering Committee meetings will be held for the purpose of reviewing the progress made under the
project as well as to discuss results achieved and/or problems occurred. The first Steering Committee
meeting will be held during the third month of project activities implementation in order to discuss and
comment the draft start-up report. The second Steering Committee meeting will be organised during the last
month of the implementation period to discuss the draft final report.
It should be noted that the participation of the Member State Project Leader in Steering Committees
meetings have to be combined with expert missions, in case the Member State Project Leader is also a
short-term expert in the twinning light project. If the Member State Project Leader is not short-term expert
in the twinning light project then his visits to Croatia, (one visit every three months) as part of his overall
task to ensure coordination and political steering of the project, should be organised at the same time as the
two Steering Committee meetings of the project.

The exact participants of the Steering Committee meetings will be defined during the implementation of the
project, but will at least include the following members:

     BC Project Leader
     MS Project Leader
     CFCA Project Manager
     EUD Task Manager
     CODEF Sector Manager”




Insert the requirements related to the BC administration e.g.:
Applicable to Twinning:
“The beneficiary institution will dedicate all necessary human and financial resources in order to
guarantee an effective implementation of the respective project. In particular, the beneficiary institution will
insure the availability of the following provisions:

Adequately equipped office space for the RTA and the RTA assistant for the entire duration of their
secondment (in particular a desk, a telephone line, PC with e-mail account and internet access, possibility
to use fax & copy services).
Adequate conditions for the STEs to perform their work while on mission to the BC.
Training and conference venues as well as presentation and interpretation equipment.
Costs for travel by BC participants from their capitals to a MS or between MS (study visits).
Its active involvement in preparation of the PIU and Steering Committee meetings and participation of its
members on the same.
The availability of the BC human resources (BC experts) during the implementation of the activities.”

Applicable to Twinning light: e.g.

The beneficiary is committed to provide all necessary infrastructure such as office space and desktop
computers with internet connection for experts, venue for holding seminars and workshops, and to ensure
the necessary local staff/experts inputs.

 5.     Budget

Threshold for translation/interpretation costs should be introduced:
“Interpretation costs will be reimbursed from the budget only for the purpose of workshops and seminars,
up to 7% of the budget can be used for translation and interpretation purposes.”
The following requirement should be introduced -Applicable to Twinning light:
“Provisions for visibility costs and expenditure verification costs should be included in the budget.”

 6.    Implementation Arrangements
 6.1 Implementing Agency responsible for tendering, contracting and accounting

        Central Finance and Contracting Agency (CFCA)
        Ulica grada Vukovara 284
        HR – 10000 Zagreb
        Mrs. Marija Tufekčić, Director of the CFCA
        Phone:+ 385 1 4591 245
        Fax: +385 1 4591 075
        E-mail: procurement@safu.hr

        Twinning Administrative Office
        Central Finance and Contracting Agency
        Ulica grada Vukovara 284
        HR - 10000 Zagreb
        Contact: Ms Štefica Belčić
        Phone: +385 1 4591 060
        Fax: + 385 1 4591 075
        E-mail: twinning@safu.hr

 6.2 Main counterpart in the BC, including contact person and contact details. Also include RTA
     counterpart and the BC Project leader

 6.3    Contracts
        How many twinning contracts are envisaged and their individual ammounts in EUR

6.4 Reporting
       Only for TW Light.
       Example:

        The Start-up Report will cover first two months of the contract and will be submitted during the third
month.
The Start-up report should:
       - Clearly define the aims and purpose of the aid provided by the project,
       - Give detailed description of the content of particular parts of the project,
       - Work out in detail the activities carried out and the results achieved,
       - Work out in detail all modifications agreed with the beneficiary institution,
       - Review difficulties met during the implementation of the project and measures that were
         undertaken for their removal,
       - Provide all findings obtained in the meanwhile and preliminary conclusions, and
       - Contain a general plan of activities for the implementation of the remained duration of the project.

The Final Report shall be submitted within three months upon the completion of the project activities and in
any case within the legal duration of the project, and it should contain the following:
       - Complete review of all activities carried out by MS experts during the implementation of the
         project,
         - Achieved progress concerning each activity,
         - Summary of all project results, with particular emphasis on mandatory results,
         - Estimation of the project impact compared with the project aims and measures of the achieved
            progress,
         - Identification of all important problems met during the implementation of
           the contract and solutions that have been applied,
         - Lessons drawn from the project, and
         - Recommendations for further steps in future projects

Reports shall be submitted to Name of the Beneficiary institution, the Central Finance and Contracting
Agency and the EC Delegation in Croatia in a form of 3 hard copies and an electronic version. All reports
should be written in English.



6.5     Language
        Only for TW Light.

 7.      Implementation Schedule (indicative)
 7.1 Launching of the call for proposals (Indicate month and year)
 7.2 Start of project activities (Indicate month and year)
 7.3 Project completion (Indicate month and year)
 7.4 Duration of the implementation period (number of months)-please use the following wording for the
 art. 7.4:
 x months; x-3 months for the implementation of the activities and 3 months for the starting up and closure
of the Action.



 8.      Sustainability

 The achievements of a Twinning project (mandatory results) should be maintained as a permanent asset
 to the Beneficiary administration even after the end of the Twinning project implementation. This
 presupposes inter alia that effective mechanisms are put in place by the Beneficiary administration to
 disseminate and consolidate the results of the project.

 9.      Crosscutting issues (equal opportunity, environment, etc…)

 10.     Conditionality and sequencing

If applicable - usually indicated only if there is causality between project components, e.g. if twinning
component depends on the technical assistance or supply component of the project
 The following conditionality should be used only in case the relevant FA has not entered into force at the
 moment of TW fiche preparation:

       The conclusion of the contract resulting from this call for proposals is subject to the fulfillment of the
       following condition:
   1. Entry into force of a Financing Agreement implementing the National Programme for 2008 under
      the Instrument for Pre-accession Assistance (“Transition Assistance and Institution Building”
      Component, Part 1), concluded between the Commission and Croatia.




ANNEXES TO PROJECT FICHE

1. Logical framework matrix in standard format (compulsory)
2. Detailed implementation chart (optional)
3. Contracting and disbursement schedule by quarter for full duration of programme (including
   disbursement period) (optional)
4. Reference to feasibility /pre-feasibility studies. For all investment projects, the executive summary of
   the economic and financial appraisals, and the environmental impact assessment should be attached
   (optional)
5. List of relevant Laws and Regulations (optional)
6. Reference to relevant Government Strategic plans and studies (may include Institution Development
   Plan, Business plans, Sector studies etc) (optional)
                                         LOGICAL FRAMEWORK MATRIX

[PROJECT NAME]                                              Programme name and number     [Cris number]



[Project Beneficiary]                                       Contracting period expires:   Disbursement period expires:

                                                            Total budget: €               IPA budget: €
Overall objective       Objectively Verifiable Indicators   Sources of Verification


Project purpose         Objectively Verifiable Indicators   Sources of Verification       Assumptions



Results                 Objectively Verifiable Indicators   Sources of Verification       Assumptions




Activities              Means                               Specification of costs        Assumptions




                                                                                          Preconditions
Example of Annex 2:

Annex 2. Detailed implementation chart



Name of                         2009                       2010              2011                   2012
the
project
Month       J   F M A M J J A S          O N D J F M A M J J A S O N D   J F M A M J   J   A S O ND J
Twinning    T   T T T C C C C C          C S I I I I I I I I I I I I I   I I I I I I   I   I I I I R R


T – Call for proposals and evaluation
C- Contracting
S- Starting up
I – Implementation of activities
R – Report
ANNEX 3
                    SPECIFIC TERMS OF REFERENCE
                              <action title>
                FWC BENEFICIARIES 2009 LOT <nr> : <Title>
                      EuropeAid/127054/C/SER/multi



1. BACKGROUND

2.   DESCRIPTION OF THE ASSIGNMENT
    Global objective
    Specific objective(s)
    Requested services, including suggested methodology
    Required outputs


3.   EXPERTS PROFILE
    Number of requested experts per category and number of man-days per expert
    Profile required (education, experience, references and category as appropriate)
    Working language(s)

4.   LOCATION AND DURATION
    Starting period
    Foreseen finishing period or duration
    Planning including the period for notification for placement of the staff as per art 16.4 a)
    Location(s) of assignment

5.   REPORTING
    Content
    Language
    Submission/comments timing
    Number of report(s) copies

6. ADMINISTRATIVE INFORMATION
 Interviews if necessary indicating for which experts/position
 Language of the specific contract
 Other authorized items to foresee under „Reimbursable‟
 For riders only : operational conditionality for intermediary payment if foreseen as per
    article 7.2 b) of the Special conditions
 Others
To the attention of
                                                                             Request <CRIS nr>
<name of the project manager)
<Contracting authority>                                                      dated:

                               OFFER OF <Framework contractor>
                     To be implemented by <name(s) of consortium member(s)>

                                       LOT <nr>:<title>
                            FRAMEWORK CONTRACT BENEFICIARIES 2009
                                           EuropeAid/127054/C/SER/multi



                                                  1. FEES IN €
                                                                    Name                                Name
Name of the expert              Position          Availability      of the   Position   Availability    of the
                                                                    expert                              expert
1.                                                                  1.                                  1.
2.                                                                  2.                                  2.
TOTAL OF FEES
                                     2. REIMBURSABLE COSTS IN €
                                Quantity     Unit Price
                                                                                        Per diem in Location
Per diem in Location A
                                                                                        A
                                                                                        Per diem in Location
Per diem in Location B
                                                                                        B

International Travel1                                                                   International Travel2
                                                                                        Local travel (inter-
Local travel (inter-city)
                                                                                        city)
Services3 (translation,                                                                 Services4 (translation,
interpretation etc)                                                                     interpretation etc)
TOTAL OF REIMBURSABLE COSTS


GRAND TOTAL


PLACE, DATE & SIGNATURE:

Annex: CV & Statements of experts & if required methodology

Copy: Signatory of the Specific Contract
Inclusive days of travel
Inclusive visa costs
Only subcontracted costs
ANNEX 4
                                        TERMS OF REFERENCE
How to complete these standard Terms of Reference: The elements within <> brackets must
be completed with the information indicated, as appropriate for each tender procedure. The
phrases within [ ] brackets should only be included if appropriate. All other text should only
need to be amended in exceptional cases, depending on the requirements of particular tender
procedures. In the final version of each set of Terms of Reference, please remember to delete
this paragraph, any other text with yellow highlighting and all such brackets.
1.   BACKGROUND INFORMATION ........................................................................................ 4
     1.1.     Beneficiary country ...................................................................................................... 5
     1.2.     Contracting Authority ................................................................................................... 5
     1.3.     Relevant country background ....................................................................................... 5
     1.4.     Current state of affairs in the relevant sector ................................................................ 5
     1.5.     Related programmes and other donor activities: .......................................................... 5
2.   OBJECTIVE, PURPOSE & EXPECTED RESULTS ............................................................ 6
     2.1.     Overall objective ........................................................................................................... 6
     2.2.     Purpose ......................................................................................................................... 6
     2.3.     Results to be achieved by the Consultant ..................................................................... 6
3.   ASSUMPTIONS & RISKS ..................................................................................................... 6
     3.1.     Assumptions underlying the project intervention ......................................................... 6
     3.2.     Risks ............................................................................................................................. 6
4.   SCOPE OF THE WORK......................................................................................................... 6
     4.1.     General.......................................................................................................................... 6
     4.2.     Specific activities .......................................................................................................... 3
     4.3.     Project management...................................................................................................... 3
5.   LOGISTICS AND TIMING.................................................................................................... 3
     5.1.     Location ........................................................................................................................ 3
     5.2.     Commencement date & Period of implementation....................................................... 3
6.   REQUIREMENTS .................................................................................................................. 3
     6.1.     Personnel ...................................................................................................................... 3
     6.2.     Office accommodation................................................................................................ 10
     6.3.     Facilities to be provided by the Consultant ................................................................ 11
     6.4.     Equipment ................................................................................................................... 11
     6.5.     Incidental expenditure ................................................................................................ 11
     6.6.     Expenditure verification ............................................................................................. 12
7.   REPORTS ............................................................................................................................. 12
     7.1.     Reporting requirements .............................................................................................. 12
     7.2.     Submission & approval of progress reports ................................................................ 12
8.   MONITORING AND EVALUATION ................................................................................. 13
     8.1.    Definition of indicators ............................................................................................... 13
     8.2.    Special requirements ....................................................................................... 13



1. BACKGROUND INFORMATION
1.1. Beneficiary country

< Name >

1.2. Contracting Authority

< Name >

1.3. Relevant country background

< Provide an overview of the particular characteristics of the country which are relevant to the
operation of the proposed project. This should include any global and national economic and social
factors which may affect the proposed project. >

1.4. Current state of affairs in the relevant sector

< Describe the current situation in the sector or institutional area in which the proposed project will
operate. This section should be no longer than half a page. Include:
 national/local policies and strategies and/or economic data for the sector or institutional area;

 the origin and immediate history of present organisational structures, institutions and operating
  systems in the sector or institutional area;

and, if appropriate and not covered elsewhere in these Terms of Reference:
 responsibilities and mandate of institutions;

 human resource capacity and constraints;

 infrastructure development;

 market development;

 information systems and flows;

 priority setting and decision making;

 access to identified, priority social groups;

 financial structures and flows. >

1.5. Related programmes and other donor activities:

< Identify and describe the link, if any, between the proposed contract and the activities and
programmes of other sources of external assistance in the same sector >
2. OBJECTIVE, PURPOSE & EXPECTED RESULTS
2.1. Overall objective

The overall objective of the project of which this contract will be a part is as follows:
< objective >

2.2. Purpose

The purpose(s) of this contract] is/are as follows:
 < purpose 1 >

 < purpose 2, etc >

For larger/complex projects there can be more than one purpose (i.e. one per project component)

2.3. Results to be achieved by the Consultant

< These may be presented either in order of importance or in chronological order, as appropriate >
 < result 1 >

 < result 2, etc >

3. ASSUMPTIONS & RISKS
3.1. Assumptions underlying the project intervention

< Insert elements from the Logical Framework prepared for the project as part of the Financing
Proposal >

3.2. Risks

< Insert elements from the Logical Framework prepared for the project as part of the Financing
Proposal >

4. SCOPE OF THE WORK
4.1. General

4.1.1. Project description

< As appropriate but with a recommended maximum of 2 pages >
4.1.2. Geographical area to be covered

< As appropriate >
4.1.3. Target groups

< As appropriate >
4.2. Specific activities

< A clear and detailed list of tasks to be undertaken in order to achieve the contract objective and/or
consultant's job description. The tasks should be listed either in order of importance or in
chronological order. They should include any reports which the Consultant must prepare (in
addition to the interim and final reports referred to in Section 0 of these Terms of Reference). Any
tasks requiring specific expertise should be clearly identified. If appropriate, the time schedule for
completion of the various activities should be stipulated here.
This section should contain only major managerial, economic, institutional, and technical
requirements (+criteria) regarding this project‟s activities. It may address the question of phasing of
the project, or its organisation into distinct components. It should not be too prescriptive. It is up to
tenderers to prepare their own detailed organisation and methodology and technical proposals such
that they fulfil the general requirements described in these Terms of Reference.
For contracts which include an element of supervision of progress of contractors on other contracts
(e.g., works or supplies), the tasks of the supervisor should include a description of the types of
control which he/she must carry out. When the supervisor issues a certificate, he/she must be
satisfied that relevant, reliable and sufficient evidence exists that:
 the tasks have been properly performed; and

 the amounts claimed by the contractor(s) have actually and necessarily been incurred in
  accordance with the requirements of the contract he/she is supervising.

In preparing this section, particular attention should be given to ensuring the sustainability and
dissemination of project results. The Consultant must also observe the latest Communication and
Visibility Manual for EU External Actions concerning acknowledgement of EC financing of the
project (see http://ec.europa.eu/europeaid/work/visibility/index_en.htm. >

4.3. Project management

4.3.1. Responsible body

< Identity of the specific department of the Contracting Authority / beneficiary country (or its
relevant agent, if appropriate) which will be responsible for managing the contract / project >


4.3.2. Management structure

< Describe the management structure of the Contracting Authority / beneficiary country
administration, including all relevant decision-making processes which may be involved in
managing this project. Include information on the basic management structure of the project (e.g.,
Project Management Unit, Steering Group) and project planning. Identify those decisions which
may be taken by the Project Manager alone (as identified in Article 8 of the Special Conditions)
and those which he/she must refer, for example, to a more senior colleague or project steering
committee >


4.3.3. Facilities to be provided by the Contracting Authority and/or other parties

< As appropriate >
5. LOGISTICS AND TIMING
5.1. Location

< Identify the location (i.e., city/town) of the operational base for the project, any other location(s)
where it may be appropriate for short-term inputs to be provided and/or where pilot projects may be
established (e.g., regions or neighbouring countries with which cross-border co-operation is
encouraged) >

5.2. Commencement date & Period of implementation

The intended commencement date is <date> and the period of implementation of the contract will
be < number > months from this date. Please refer to Articles 4 and 5 of the Special Conditions for
the actual commencement date and period of implementation.
< If the intention is to award a contract for additional services depending on the outcome of the
initial contract, such as for the second phase of a study or operation, this must be stated here. The
possibility of additional services being procured by negotiated procedure and their estimated cost
must be clearly indicated, if appropriate. >

6. REQUIREMENTS
6.1. Personnel

6.1.1. Key experts

All experts who have a crucial role in implementing the contract are referred to as key experts. The
profiles of the key experts for this contract are as follows:
Identify the profiles sought for all key experts up to a recommended maximum of 4 key experts -
otherwise the maximum scores will be negligible and evaluation will be difficult. The skills
required may include professional technical skills, team management skills, communication skills,
and/or language skills as appropriate. While it is not necessary to identify all key positions in detail,
it is recommended to be as clear as possible to guarantee a fair technical evaluation. Remember to
set the scores in the evaluation grid accordingly. It is recommended that the precise time inputs of
the experts be left to the discretion of tenderers. However, it may be useful to identify some
absolute minima for the contribution of key experts to be considered appropriate.
When deciding on the profiles, equal access must be guaranteed and that they do not create
unjustified obstacles to competitive tendering. Furthermore, the profiles should be clear and non-
discriminatory. As an example, "local expertise" may be required but not a "local expert" (i.e. a
national/resident of a country). Remember that participation in tendering procedures shall be open
on equal terms to all eligible persons (see point 11 in Procurement Notice). The minimum
percentage of time which each expert should work in the beneficiary country could be specified,
e.g. 75%, to limit the possibility that experts spend a large proportion of their time outside the
beneficiary country to which they are supposedly giving technical advice.
The profile of the "ideal expert" should not be described as it sets the threshold for acceptance of
the offer. Due consideration should be taken to the real minimum requirements and the existence of
such experts on the market when choosing the criteria. The criteria should be as broad as possible.
Quantifiable criteria should be drafted with vigilance. It is good practise to - where appropriate -
add expressions such as "a University degree in Economics or equivalent" in order not to
automatically disqualify offers with experts who have 40 years relevant experience but which lacks
the formal university degree; or "preferably 10 years experience…but a minimum of 5 years
required. The required years of experience should be decided with due care and not be inflated and
focus should rather be on quality than on quantitative aspects. Please specify carefully what
minimum requirement is and what preferred requirement is. It should be born in mind that in case
an expert does not meet the minimum requirements he/she should be rejected. This has the
consequence that the entire tender is rejected.
Key expert 1: Team Leader
Qualifications and skills
< As appropriate. Please differentiate between minimum requirement and preferred requirement if
applicable. >
General professional experience
< As appropriate. Please differentiate between minimum requirement and preferred requirement if
applicable. >
Specific professional experience
< As appropriate. Please differentiate between minimum requirement and preferred requirement if
applicable. >
Key expert 2: < e.g. Senior legal expert >
Qualifications and skills
< As appropriate. Please differentiate between minimum requirement and preferred requirement if
applicable. >
General professional experience
< As appropriate. Please differentiate between minimum requirement and preferred requirement if
applicable. >
Specific professional experience
< As appropriate. Please differentiate between minimum requirement and preferred requirement if
applicable. >

Key expert 3: < etc >
    Guidance notes on expert inputs

    1) Working days: performance of the contract (and therefore payment) is based on working
    days only. The Consultant will only be paid for days actually worked on the basis of the daily
    fee rate contained in the budget breakdown (annex V). Tenderers must annex the 'Estimated
    number of working days' worksheet contained in the spreadsheet for Annex V to their
    Organisation and Methodology (Annex III) to demonstrate the correspondence between the
    proposed methodology and the expert inputs.

    It is unnecessary to stipulate what the holiday provision for the experts will be. This is for the
    tenderer to decide. See further article 22 in the General Conditions.

    A fee-based/technical assistance contract is, by definition, one in which the actual days
    worked each month for each category of experts may differ from the number of working days
    estimated for each month in the organisation and methodology and the budget breakdown. The
    actual input required for the tasks specified in the Terms of Reference can only be determined
    in the course of the contract.

    During the technical evaluation, the only aspect that should be considered for the non-key
    experts is whether the number of working days estimated for each month for each type of
    expert proposed in the Organisation and Methodology (Annex III) are sufficient for the
    requirements of the Terms of Reference to be achieved. This is judged on the basis of the
    profiles identified in the Terms of Reference and/or the Organisation and Methodology.

    2) The annual leave entitlement of the experts employed by a service provider is determined
    by their employment contract with the service provider and not by the service contract
    between the Contracting Authority and the Consultant. However, the Contracting Authority is
    able to determine when experts take their annual leave since this is subject to approval by the
    Project Manager, who will assess any such request according to the needs of the project while
    the contract is in progress. For obvious reasons, a day of annual leave is not considered to be a
    working day. All this is clearly stated in the General Conditions, Articles 21 and 22.
    Everything is based on working days to avoid getting involved in identifying when working
    weeks, national holidays, etc are in the beneficiary country of a given contract.

    The fee rates for all experts must include all the "administrative costs of employing the
    relevant experts, such as relocation and repatriation expenses [including flights to and from the
    beneficiary country upon mobilisation and demobilisation], accommodation, expatriation
    allowances, leave, medical insurance and other employment benefits accorded to the experts
    by the Consultant". This is why no further precision of annual leave entitlement must be
    mentioned in the service contract.

    It is important, though, to establish how many times each expert is to be mobilised (since
    travel is included in the fee rate, the number of flights will have an impact on that fee rate).

    3) The schedule of estimated numbers of working days which must be attached to Annex III
    provides a direct basis for calculating the maximum contract value. This estimation may be
    updated by the Consultant during the implementation of the project. The Project Manager can
    use this when monitoring the actual numbers of working days submitted in invoices and to
    check that the contract is progressing within budget, which is very useful from a financial
    management perspective.

    Since the estimated working days are on a monthly basis, the spreadsheet can be used to
    provide an early indication of any problems during contract implementation, especially since it
    automatically calculates variances from the original estimates. Usually, the Project Manager
    should be able to see and explain why variations have occurred but, if not, he/she can
    investigate further. This is basic management accounting.

6.1.2. Other experts

CVs for experts other than the key experts are not examined prior to the signature of the contract.
They should not have been included in tenders.
The Consultant shall select and hire other experts as required according to the profiles identified in
the Organisation & Methodology <and/or these Terms of Reference>. They must indicate clearly
which profile they have so it is clear which fee rate in the budget breakdown will apply. All
experts must be independent and free from conflicts of interest in the responsibilities accorded to
them.
The selection procedures used by the Consultant to select these other experts shall be transparent,
and shall be based on pre-defined criteria, including professional qualifications, language skills and
work experience. The findings of the selection panel shall be recorded. The selection of experts
shall be subject to approval by the Contracting Authority.
Note that civil servants and other staff of the public administration of the beneficiary country
cannot be recruited as experts, unless prior written approval has been obtained from the European
Commission.


6.1.3. Support staff & backstopping

< As appropriate. >
Backstopping and support staff costs must be included in the fee rates of the experts.


6.2. Office accommodation

Office accommodation of a reasonable standard and of approximately 10 square metres for each
expert working on the contract is to be provided by < the Consultant / the beneficiary country / the
Contracting Authority >.
If the office accommodation is to be provided by the Consultant:
Option 1:
[The costs of the office accommodation are to be covered by the fee rates of the experts.]

Option 2:
[The costs of the office accommodation are to be covered by the provision for incidental
expenditure. The cost per square metre must be in line with the prevailing local market rate for
office accommodation of a reasonable standard.]

6.3. Facilities to be provided by the Consultant

The Consultant shall ensure that experts are adequately supported and equipped. In particular it
shall ensure that there is sufficient administrative, secretarial and interpreting provision to enable
experts to concentrate on their primary responsibilities. It must also transfer funds as necessary to
support its activities under the contract and to ensure that its employees are paid regularly and in a
timely fashion.
< State what will be required in terms of supplies, services, documentation, logistical support, etc
for the success of the contract, indicating the source (ie, Consultant / beneficiary country /
Contracting Authority / … ). The maximum detail should be provided, especially for those
elements which are to be provided by the Consultant within the fee rates of its experts. >
If the Consultant is a consortium, the arrangements should allow for the maximum flexibility in
project implementation. Arrangements offering each consortium member a fixed percentage of the
work to be undertaken under the contract should be avoided.

6.4. Equipment

No equipment is to be purchased on behalf of the Contracting Authority / beneficiary country as
part of this service contract or transferred to the Contracting Authority / beneficiary country at the
end of this contract. Any equipment related to this contract which is to be acquired by the
beneficiary country must be purchased by means of a separate supply tender procedure.

6.5. Incidental expenditure

The Provision for incidental expenditure covers the ancillary and exceptional eligible expenditure
incurred under this contract. It cannot be used for costs which should be covered by the Consultant
as part of its fee rates, as defined above. Its use is governed by the provisions in the General
Conditions and the notes in Annex V of the contract. It covers:
 Travel costs and subsistence allowances for missions, outside the normal place of posting, to be
   undertaken as part of this contract. If applicable, indicate if the provision includes costs for
   environmental measures, for example C02 offsetting. Do not give any financial estimates.

 < Item 2, etc Do not give any financial estimates >

The Provision for incidental expenditure for this contract is EUR <amount>. This amount must be
included without modification in the Budget breakdown.
Any subsistence allowances to be paid for missions undertaken as part of this contract must not
exceed the per diem rates published on the Web site:
http://ec.europa.eu/europeaid/work/procedures/index_en.htm at the start of each such mission.
       Guidance notes on estimating the Provision for incidental expenditure:

      All costs relating to the provision of experts (including travel to/from the beneficiary country
      and subsistence once there, apart from missions specified in these terms of reference) must
      be included in the fee rates. The explicit explanation in the notes to the budget breakdown is
      as follows:
      - the provision for incidental expenditure does not cover travel to/from the beneficiary
          country for experts (other than for missions within the contract)
      These mobilisation and demobilisation costs are included in the fee rates. In this respect
      there is no distinction to be made between key/non key experts. The only per diem rates and
      travel costs which should be covered by the provision for incidental expenditure are those
      relating to missions which are required by these Terms of Reference.
      - the subsistence paid to experts on missions requiring an overnight stay outside the normal
          place of posting must not exceed the per diem rate published on the Web site:
          http://ec.europa.eu/europeaid/work/procedures/index_en.htm for each night away from
          the base of operations
      Remember that the amount determined in the Terms of Reference as the Provision for
      incidental expenditure is simply an upper limit on the incidental costs. It need not be
      estimated exactly and it does not matter that the actual costs are more or less than the
      estimated amounts of the components, provided that a reasonable margin of error has been
      allowed.
      No detailed calculation of the provision for incidental expenditure must appear anywhere in
      the Terms of reference or in the tender dossier, otherwise the amounts identified become
      legally binding.

6.6. Expenditure verification

The Provision for expenditure verification relates to the fees of the auditor who has been charged
with the expenditure verification of this contract in order to proceed with the payment of further
pre-financing instalments if any and/or interim payments if any.
The Provision for expenditure verification for this contract is EUR < amount >. This amount must
be included without modification in the Budget breakdown.
This provision cannot be decreased but can be increased during the execution of the contract.

7. REPORTS
7.1. Reporting requirements

Please refer to Article 26 of the General Conditions. Not obligatory for contracts of less than 12
months: < Interim reports must be prepared every six months during the period of implementation
of the tasks. They must be provided along with the corresponding invoice, the financial report and
an expenditure verification report defined in Article 28 of the General Conditions.> There must be
a final report, a final invoice and the financial report accompanied by an expenditure verification
report at the end of the period of implementation of the tasks. The draft final report must be
submitted at least one month before the end of the period of implementation of the tasks. Note that
these interim and final reports are additional to any required in Section 0 of these Terms of
Reference.
Each report shall consist of a narrative section and a financial section. The financial section must
contain details of the time inputs of the experts, of the incidental expenditure and of the provision
for expenditure verification.

7.2. Submission & approval of progress reports

< Number (in view of environmental considerations, as few paper copies as possible should be
requested > copies of the progress reports referred to above must be submitted to the Project
Manager identified in the contract. The progress reports must be written in English. The Project
Manager is responsible for approving the progress reports.
< Please specify here any other specific requirements. In centralised procedures as a standard
practice the Beneficiary country needs to be involved in the comments and the approval of the
reports. In the absence of comments or approval by the Beneficiary country within the set deadline,
the reports are deemed to be approved. >

8. MONITORING AND EVALUATION
8.1. Definition of indicators

< Specific performance measures chosen because they provide valid, useful, practical and
comparable measures of progress towards achieving expected results. Can be quantitative:
measures of quantity, including statistical statements; or qualitative: judgements and perception
derived from subjective analysis. >

8.2. Special requirements

< As appropriate.>

                                               ***
     Provisional Budget:

                                                                                           Total
                                                                              Unit rate
                              ITEM                  Unit        No of units               amount
                                                                               EUR
                                                                                           EUR
1. FEES
Team leader/Key expert 1                         working days                                      0
Key expert 2                                     working days                                      0
Key expert 3                                     working days                                      0
Key expert 4                                     working days                                      0
Key expert 5                                     working days                                      0

1. Total Fees                                                                                      0

2. INCIDENTAL COSTS
2.1. Travel*
Travel
Local Travel
Team leader/Key expert 1                            times                                          0
Key expert 2                                        times                                          0
Key expert 3                                        times
Key expert 4                                        times
Key expert 5                                        times

Daily allowance
Team leader/Key expert 1                            days                                           0
Key expert 2                                        days                                           0
Key expert 3                                        days
Key expert 4                                        days
Key expert 5                                        days
2.1. Sub-total travel                                                                              0
2.2. Seminars, Meetings, Internships etc. *
                                                                                                   0
2.2. Sub-total Seminars and Meetings                                                               0
2.3. Publications, Printing & Media production
                                                                                                   0
2.3. Sub-total Publications                                                                        0
2.4. Equipment

2.4. Sub-total Equipment
2.5. Supplies & Consumables
Consumables - office supplies                     per month                                        0

2.5. Sub-total Supplies and Consumables                                                            0
2.6. Other costs

2.7. Sub-total Other Costs                                                                         0


Total incidental costs                                                                             0


3. EXPENDITURE VERIFICATION                                                                        0


TOTAL PROJECT COSTS                                                                                0
Annex 5
                                   Project summary (template)

1    Applicant institution(s)

2    Policy area
3    Project title
4    Relation to the relevant Strategy papers



5    Relation to other projects in the specific policy area



6    Project beneficiaries

7    Specific problems to be addressed
8    Project purpose


9    Project activities                                       Activity   Beneficiary   Timing




10   Expected results



11   Project duration
12   Type of project                                          .

13   Proposed budget
Annex 6

Declaration of Objectivity and Confidentiality:
DECLARATION
OF OBJECTIVITY AND CONFIDENTIALITY (A3)5

                       PROJECT TITLE: ____________________

I, the undersigned, hereby declare that I agree to participate in the preparation of the above-
mentioned [tender/call for proposals]*. By making this declaration, I confirm that I have
familiarised myself with the information available to date concerning this [tender/call for
proposals]*.

I undertake to perform my duties honestly and fairly. My contribution to the documents in whose
preparation I will be involved will be objective and will fully respect the principles of fair
competition and impartiality, in particular by avoiding terms or conditions favouring any one
product, manufacturer or service provider.

I undertake to hold in trust and confidence any information or documents ("confidential
information") disclosed to me or discovered by me or drafted by me in the course of or as a result
of preparing the [tender/call for proposals]* and undertake to use them only for the purposes of
preparing this [tender/call for proposals]* and not to disclose them to any third party. I also
undertake not to retain copies of any written information or prototypes supplied and undertake
neither to assist nor be associated with any [prospective tenderer/applicant]* in the above-
mentioned [tender/call for proposals]*. I am fully aware that any failure to comply would lead to
my exclusion from the [tender/call for proposals]* and to the rejection of my
[candidature/tender/application]*.

Lastly, I undertake not to divulge confidential information to any employee or expert unless that
person has signed this declaration and agreed to abide by its provisions.



Name:

Signature:

Date:

* Delete as applicable.




5
        For completion by all persons involved in preparing terms of reference, technical specifications or
        other documents relating to the [tender/call for proposals]*

				
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