Support to the Government Office for Cooperation
with Civil Society
Workshop for grant beneficiaries
“Implementation of the projects supported
under the EU Civil Society Facility 2011”
12th February 2013, Belgrade
OBJECTIVES OF THE WS
• To present the role of the TA to the Office for
Cooperation with Civil Society.
• To introduce the TA to the DEU Serbia and
provision of support to grant beneficiaries.
• To provide an overview of the rules and
procedures related with implementation of
the CSF 2011 grants.
AGENDA
Time
Topic
09,30 – 09,45
Welcominge note
09,45 – 10,30
Roles of the main actors in the project implementation
Grant agreement
10,30 – 11,00
Coffee break
11,00 – 12,30
Grant agreement – continuation
Programme and finance management
12,30 – 13,30
Lunch
13,30 – 14,00
VAT exemption procedure
14,00 – 15,00
Secondary procurement procedures
15,00 – 15,30
Coffee break
15,30 – 16,00
Visibility rules and procedures
16,00 – 17,00
Other issues and closure of the workshop
ROLES OF THE MAIN ACTORS IN THE
PROJECT IMPLEMENTATION
DEU Serbia
SIPU Technical
Assistance
Grant contract/Special
conditions
•
Project monitoring
•
Reporting
•
Requesting/providing
approvals
Successful
applicant/Grant
Beneficiary
COMMUNICATION
• English language
• Written vs. Phone communication
• Official requests and related information always in
written (article 5.1 „Any communication relating to this
Contract must be in writing, state the number and title of
the Action”)
• Contacts in DEU – as specified in the SC, Article 5
• TA contacts – Ms. Andreja Tonč
– Phone: 011/311 – 4247
– Mobile: 063 752 66 25
– E-mail: official e-mail will be provided soon
WHAT TA INCLUDES?
• On-going provision of the Q&A related with
implementation of the grants
• Capacity building activities following the grant
beneficiaries needs
• Monitoring of the grants on the filed
• Additional support in the promotion/visibility
of the grants
GRANT AGREEMENT
• Grant Contract/Special Conditions
– Article 1 – Purpose
– Article 2 - Implementation period of the Action
– Article 3 - Financing the Action
– Article 4 - Narrative and financial reporting and
payment arrangements
– Article 5 - Contact addresses
– Article 6 - Annexes
Grant Agreement - Article 6 - Annexes
• Annex I:
• Annex II:
•
•
•
•
•
•
Description of the Action
General Conditions applicable to European Unionfinanced grant contracts for external Actions
Annex III: Budget for the Action (worksheets 1 and 3)
Annex IV: Contract-award procedures
Annex V:
Standard request for payment and financial
identification form
Annex VI: Model narrative and financial report
Annex VII: Model report of factual findings and terms of
reference for an expenditure verification of an EU financed grant
contract for external actions
Annex IX: Standard template for transfer of assets Ownership
Annex II – General Conditions
GENERAL OBLIGATIONS (article 1)
• The Beneficiary shall implement the Action under
its own responsibility (article 1.1)
• The Beneficiary shall implement the Action with
the requisite care, efficiency, transparency and
diligence (article 1.2)
• The Beneficiary shall mobilise all the financial,
human and material resources required for full
implementation of the Action as specified in the
Description of the Action (article 1.2)
Annex II – General Conditions
OBLIGATION TO PROVIDE INFORMATION (article 2)
• Project reports shall cover the Action as a whole,
regardless of which part of it is financed by the
Contracting Authority (article 2.1)
• The Contracting Authority may request additional
information at any time and that information must
be supplied within 30 days of the request (article 2.2)
Annex II – General Conditions
OWNERSHIP/USE OF RESULTS AND ASSETS (article 7)
– The Beneficiary grants the Contracting Authority
the right to use freely and as it sees fit all
documents deriving from the Action, other than
those reports referred to in Article 2, whatever
their form, provided it does not thereby breach
existing industrial and intellectual property rights.
Annex II – General Conditions
AMENDMENT OF THE CONTRACT (article 9)
• Any request for changes or modifications of the
contract should be submitted in written form during
execution period of the contract.
• An addendum may not have the purpose or the
effect of making changes to the Contract that would
call into question the grant award decision or be
contrary to the equal treatment of applicants.
• Changes of address, bank account or auditor may
simply be notified.
Annex II – General Conditions
AMENDMENT OF THE CONTRACT
AMENDMENT
MODIFICATION
SIGNIFICANT CHANGES
MINOR CHANGES
WRITTEN REQUEST - AT LEAST 30 DAYS
BEFORE THE CHANGE
WRITTEN REQUEST - AT LEAST 10 DAYS
BEFORE THE CHANGE
GROUP
EXCERSISE –
review of
examples of
possible changes
Annex II – General Conditions
PAYMENTS (article 15)
Option 1: Actions with an implementation period not
exceeding 12 months or where the financing provided
by the Contracting Authority does not exceed EUR 100
000
• The Contracting Authority shall pay the grant to the
Beneficiary in the following manner:
– pre-financing of 80%
– the balance within 45 days of the Contracting Authority
approving the final report
Annex II – General Conditions
PAYMENTS (article 15)
Option 2: Actions with an implementation period of more
than 12 months and where the financing provided by the
Contracting Authority is more than EUR 100 000, The
Contracting Authority shall pay the grant to the Beneficiary
in the following manner:
• an initial pre-financing instalment of 80% of that part of
the estimated budget for the first 12 months
• further pre-financing instalments designed to normally
cover the part of the Beneficiary’s financing needs for
each twelve month period of implementation of the
Action
Annex II – General Conditions
PAYMENTS (article 15)
NOTE for Option 2:
• Further pre-financing may only be given if the part of the
expenditure actually incurred which is financed by the Contracting
Authority (by applying the percentage set out in Article 3.2 of the
Special Conditions) stands at 70% at least of the previous payment
(and at 100% of any previous payments) as supported by the
corresponding interim report and, where applicable, by an
expenditure verification report as specified in Article 15.6.
• Where reports are submitted in compliance with Article 2 but
where the consumption of the previous pre-financing is less than
70%, the amount of the new pre-financing payment shall be
reduced by the amount corresponding to the difference between
the 70% threshold and the amount actually consumed of the
previous pre-financing payment.
PROGRAMME AND FINANCE
MANAGMENT
PROGRAMME
FINANACE
REVISION OF THE ACTION PLAN
MONTHLY/QUARTERLY FINANCIAL PLANS
REVIEW OF THE INDICATORS
CREATION OF THE PROCURMENT PLAN
CREATION OF THE VISIBILITY PLAN
CREATION OF TENDERING DOSSIERS
DEFINING LIST OF PROOF DOCUMENTS
DEFINING LIST OF PROOF DOCUMENTS
PROGRAMME MANAGEMENT
•
•
•
•
•
•
MAIN CHALLENGES FROM PRACTICE
Often changes among the management staff
Managing relationships with partners
Communication with stakeholders
Low participation of the target group members in the
project activities
Poor quality of materials produced; Not clear
purpose of the materials produced
Poor visibility of the project activities and EU support
FINANCE MANAGEMENT
•
•
•
•
•
MAIN CHALLENGES FROM PRACTICE
Delays in procurement process
Partial tender dossiers, not adequate procurement
procedure, basic procurement principles not
followed
Filing system not established, proof documents are
missing
(Non)eligibility of costs
Miscalculation of the exchange rates
FINANCE MANAGEMENT
•
•
•
•
•
ELIGIBLE COSTS (General Conditions, article 14)
Incurred during the implementation of the Action;
Indicated in the estimated overall budget of the Action;
Necessary for the implementation of the Action;
Identifiable and verifiable, in particular being recorded in the
accounting records of the Beneficiary and determined
according to the applicable accounting standards of the
country where the Beneficiary is established and according to
the usual cost accounting practices of the Beneficiary;
Reasonable, justified and comply with the requirements of
sound financial management, in particular regarding economy
and efficiency.
FINANCE MANAGEMENT
•
•
•
•
•
PROOF DOCUMENTS (General Conditions, article 14)
Accounting records;
Proof of procurement procedures such as tendering
documents, bids from tenderers and evaluation reports;
Proof of commitments such as contracts and order
forms;
Proof of delivery of services such as approved reports,
time sheets, transport
tickets , proof of attending seminars, conferences and
training courses (including relevant documentation and
material obtained, certificates), etc;
FINANCE MANAGEMENT
•
•
•
•
•
•
PROOF DOCUMENTS (General Conditions, article 14)
Proof of receipt of goods such as delivery slips from suppliers;
Proof of completion of works, such as acceptance certificates;
Proof of purchase such as invoices and receipts.
Proof of payment such as bank statements, debit notices,
proof of settlement by the contractor;
For fuel and oil expenses, a summary list of the distance
covered, the average consumption of the vehicles used, fuel
costs and maintenance costs;
Staff and payroll records such as contracts, salary statements,
time sheets.
VAT EXEMPTION PROCEDURE
SECONDARY PROCUREMENT
PROCEDURES
SECONDARY PROCUREMENT PROCEDURES
Following the rules prescribed in Annex IV to the Grant
contract,
the
contract
for
the
respective
services/supplies/works must be awarded to the best
value for money tender (i.e., the tender offering the
best price-quality ratio), in accordance with the
principles of transparency and fair competition for
potential contractors and taking care to avoid any
conflict of interest.
RULES ON NATIONALITY AND ORIGIN
ELIGIBLE GROUP
COUNTRIES
EU member states
Austria, Belgium, Bulgaria, Czech Republic, Cyprus, Denmark,
Estonia, Finland, France, Germany, Greece, Hungary, Ireland,
Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands,
Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden,
United Kingdom
European Economic
Area member states
Iceland, Lichtenstein, Norway
IPA countries
Croatia, The former Yugoslav Republic of Macedonia, Turkey,
Albania, Bosnia and Herzegovina, Montenegro, Serbia,
including Kosovo
European
Neighbourhood and
Partnership Instrument
countries
Algeria, Armenia, Azerbaijan, Belarus, Egypt, Georgia, Israel,
Jordan, Lebanon, Libya, Moldova, Morocco, Palestinian
Authority of the West Bank and Gaza Strip, Russian
Federation, Syria, Tunisia, Ukraine
Important
•
The country of origin is deemed to be the country in which the goods have undergone their last,
economically justified, substantial transformation
PRINCIPLES AND RULES
Principles to respect
Rules to apply
Other essentials
Equal treatment
Eligibility criteria:
nationality and origin
No retroactivity
Non-discrimination
Grounds for exclusion
Standard documents
Transparency
Administrative and
financial penalties
Record keeping
Fair competition
Visibility
Useful information: Experts proposed in the context of
procedures for the award of contracts are not required to
comply with the nationality rule.
MAIN STEPS
Step 1:
Step 2:
Step 3:
Step 4:
Choosing the correct procurement procedure (Annex IV)
Preparation of a tender dossier as per section 3 of Annex IV
Publication of a Procurement notice / sending Invitation letter
Constituting the Evaluation Committee (minimum 3 members):
Chairperson, Secretary and odd number of voting members.
Step 5: The Evaluation Committee examines the tenders received.
Step 6: Awarding the contract to the successful tenderer
– for Services: The contract shall be awarded to the tenderer with the technically
compliant offer being most economically advantageous and the sole award criterion
is the best value for money.
– for Supplies and Works: The contract shall be awarded to the tenderer offering the
technically compliant offer with the lowest price.
Step 7: Notifying the successful tenderer and signing the contract
PROCUREMENT PROCEDURES
>=200.000
International
restricted
tender
200.000>&>10.000
Negotiated procedure
>=150.000
International
open tender
procedure
150.000>&>
60.000
Local
open
procedure
>= 5.000.000
International
open tender
procedure
5mil>&>=
300.000>&>1
300.000
0.000
Local
open Negotiated
procedure
procedure
60.000>&>
10.000
Negotiated
procedure
<= 10.000
Direct
award/single
tender
<= 10.000
Direct
award/single
tender
<= 10.000
Direct
award/single
tender
Services
Supply
Works
OFFERES
Tender procedure
Negotiated procedure
Single tender
minimum 3 offers
min. 1
Services
Supplies
Works
The time-limits for receipt of tenders and requests
to participate must be long enough to allow interested
parties a reasonable and appropriate period to prepare
and submit their tenders.
VISIBILITY RULES AND PROCEDURES
VISIBILITY RULES AND PROCEDURES
Communication and Visibility
Manual for European Union
External Actions (July 2010)
sets written and visual
identity of EU
http://ec.europa.eu/europeai
d/work/visibility/index_en.ht
m
VISIBILITY RULES AND PROCEDURES
The graphic identity of the EU must enjoy an equally prominent place and size
as all other emblems being used.
All project materials and info-tools have to contain the EU identity:
• EU logo/flag
• Statement: Financed by the European Union under the Support to Civil
Society Project (in Serbian: Finansirano od strane Evropske unije u okviru projekta
“Podrška civilnom društvu”)
•
Legal disclaimer
This publication [or leaflet/or brochure/video material...] has been produced with the
assistance of the European Union. The contents of this publication are the sole responsibility
of [name of the author/ contractor/ implementing partner] and can in no way be taken to
reflect the views of the European Union
OTHER ISSUES
CLOSURE AND
EVALUATION