Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Grant Implementation
Workshop
Belgrade, 4th June, 2014
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
Contents
• The PMU role and structure
• Presentation of the general rules of EU grant
actions
• Reporting requirements
• Financial management of grants and
Procurement
• Monitoring and risk management
• Visibility requirements
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
(Grant Scheme Team within the Open Arms
project)
THE PMU ROLE AND STRUCTURE
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Role of the PMU (“Grant Scheme Team”)
• To provide assistance to the EUD and Beneficiary institutions
(MoLSP, MoH) in implementation and monitoring of the
Project
• To support awarded grant beneficiaries in technical and
financial reporting on implementation of selected actions
• To contribute to Project information sharing and promotion
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
PMU Structure
Senior Grant
Scheme Expert
Junior Grant
Scheme Experts
Monitoring Expert
Financial and
Procurement expert
Visibility Expert
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Communication
Republic of Serbia
Ministry of Health
• Use email address: pmu.office@otvorenizagrljaj.rs,
individual emails to individual team members.
no
• Copy number of your contract is all correspondence (CRIS
number).
• Emails will be forwarded to staff members in charge.
• SGSE always copied.
• English as primary language of correspondence.
• For submission of visibility materials: pr@otvorenizagrljaj.rs.
• In case of any questions or needs for consultations, the
answer should be provided within 3 days maximum.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
How are the tasks conducted
Daily basis
•Day to Day
Consultation re
grant
implementation
and visibility
materials
Monthly
•Submission of
pre-monitoring
reports
•Submission of
Activity reports
•Submission of
Visibility
Calendar
Six months terms
•Regular
Monitoring visits
•Evaluation
meetings (based
on monitoring
reports)
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Ad hoc
•Ad hoc visits
•Support to
preparation of
reports to the CA
•Workshops
(Finance and
Procurement)
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Where can you find info?
• Produce periodical FAQ on grant implementation,
based on your questions, available on the website
of the project.
• All tools on implementation (Contract modification,
Procurement, VAT, Visibility, additional, if needed)
– also on the website of the project.
• All templates (Activity report, Pre-monitoring
report, Visibility Calendar) – also on the website of
the project.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Important note
• PMU is not the Contracting Authority! Reports
we will be requesting are in line with Article
2.4 of the GC. You are still obliged to produce
mandatory reports, as per SC.
• PMU only intermediates between you, as the
grant beneficiary and the Contracting
Authority.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Important note II
• PMU is one segment of the Open Arms
project, tasked with Grant Scheme
implementation.
• Other activities of the Open Arms project
are not covered by this presentation.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
- Grant
Republic of Serbia
Ministry of Health
contract and its Annexes and Contract
modification.
GENERAL RULES OF EU GRANT
ACTIONS
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Grant Contract
- Special Conditions
- Annex I: Description of the action
- Annex II: General conditions
- Annex III: Budget of the action
- Annex IV: Contract-award procedures
- Annex V: Request for payment
- Annex VI: Final narrative and financial reports
- In the event of conflict between the provisions of the Annexes and the Special
Conditions, the provisions of the Special Conditions shall take precedence
- In the event of conflict between the provisions of Annex II: General Conditions
and those of the other annexes, those of Annex II General Conditions shall
take precedence
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Contract modifications
- Any amendment to this Contract, including the
annexes thereto, shall be set out in writing. This
Contract can be modified only during its execution
period.
- The amendment may not have the purpose or the
effect of making changes to this Contract that would
call into question the grant award decision or be
contrary to the equal treatment of applicants.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
Contract modifications
TARGET
IMPORTANCE OF THE MODIFICATION
SIGNIFICANT MODIFICATIONS
MINOR MODIFICATIONS
Applicant
 legal status
 account/contact data
Beneficiaries
 withdrawal/addition
 legal status
Activities
 with budget changes
 no budget changes
Timetable
 with duration changes
 no duration changes
Budget
 transfers > 25%
 transfers  25%
Personnel
 project team
 experts
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Steps to follow
Beneficiary prepares a Request for Contract Modification
- Detail description and reasoning, copy of the respective part of the Contract revised and
documents evidencing the necessity of the change, request for modifying the Budget
Beneficiary submits Request for Contract Modification to the PMU
- Beneficiary’s Request for Addendum must be submitted to the PMU at latest one month
before the date on which the amendment should enter into force, but not later than two
months before the deadline for implementation of the action.
Checking the eligibility and substantiation of the Request
- PMU checks the eligibility of the request, prepares justified proposal and forwards to the
CA the Request for Addendum
Decision on the Request
- CA examines the Request and the proposal of the PMU and initiates addendum, if all
requirements are met
Signing the Addendum
- The CA prepares an Addendum to the Contract and submitts the addendum tto the
Grant Beneficiary
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Tool to Consult
• Tool 1 – Contract Modification.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Interim and Final reports
REPORTING REQUIREMENTS
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Referential document/sections:
• ANNEX II: GENERAL CONDITIONS
APPLICABLE TO EUROPEAN UNIONFINANCED GRANT CONTRACTS FOR
EXTERNAL ACTIONS ARTICLES 2, 15 (except
15.7; 15.9)
• STANDARD GRANT CONTRACT
• ARTICLE 7.3 - modification to the General
Conditions: 15.7; 15.9 and article 16
• Option 1 and 2 of payment.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Actions with an implementation period of
more than 12 months and grant of
more than EUR 100 000
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Actions bellow 12 months
• No interim report.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Health
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
Interim report
• Narrative and financial
• templates in Annex VI of the Grant
Contract
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Final report
Republic of Serbia
Ministry of Health
• The Beneficiary submits a Final report on project
implementation consisting of narrative and
financial parts.
• Within 3 months after the implementation
period (as defined in Article 2 of the Special
Conditions)
• extended to 6 months where the Coordinator
does not have its headquarters in the country
where the Action is implemented.
• using the templates in Annex VI of the Grant
Contract,
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Templates to be used
• Templates can be downloaded at
http://www.europa.rs/sw4i/download/files/arti
cle/Annexes%20to%20Guidelines.ZIP?id=
1102
• Templates will be published on
otvorenizagrljaj.rs.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Important Note
• PMU is planning to organize a session on
reporting, similar to this one, in
September(November) 2014.
• Prior to submission of reports to the CA,
you will submit the report to the PMU, for
consultations, 1 month before the
reporting deadline.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Tool to consult
• Tool 2 - Reporting
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project funded by
the European Union
- Payment procedure
- Eligibility of costs
FINANCIAL PROVISION
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Documentary proofs
on project implementation
1. Proofs for activities implemented
- The technical project documentation being detailed
enough to evidence not only the reality of the respective
costs incurred, but also that the value for money principle is
respected.
2. Financial documentation of the project
- The supporting documents evidencing the costs actually
incurred under the project differ by type of expenditure.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Verification of expenditures
• referred to in Article 15.7 of Annex II
• carried out by the Contracting Authority or
any external body authorised by the
Contracting Authority.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Payment procedure
The payment procedure is set out in Article 4.1 of the Special Conditions
and regulated by Article 15 of Annex II: General Conditions.
Payment of the grant will be executed in three tranches:
- Initial pre-finance- amounting to 100 % of the part of the estimated
budget financed by the CA for the first reporting period within 30 days after
signature of the Contract by both parties;
- Further pre-finance payment amounting to 100 % of the part of the
estimated budget financed by the CA for the following reporting period
within 60 days of receipt of the payment request by the Contracting
Authority;
- Balance payment – within 60 days of the CA approving the final
narrative and financial reports, accompanied by a request for payment of
the balance.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Payment procedure
- If
at the end of the reporting period the part of the expenditure
actually incurred which is financed by the Contracting
Authority is less than 70 % of the previous payment (and 100 %
of any previous payments), the further pre-financing payment shall
be reduced by the amount corresponding to the difference between
the 70 % of the previous pre-financing payment and the part of the
expenditure actually incurred which is financed by the Contracting
Authority
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Eligibility of Costs
• They are incurred during the implementation of the
Action as specified in Article 2 of the Special Conditions;
• they are indicated in the estimated overall budget for the
Action;
• they are necessary for the implementation of the Action;
• they are identifiable and verifiable;
• they comply with the requirements of applicable tax and
social legislation;
• they are reasonable, justified and comply with the
requirements of sound financial management.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Eligibility of Costs
•
•
•
•
•
•
•
the cost of staff assigned to the Action, corresponding to actual gross
salaries
travel and subsistence costs for staff and other persons taking part in the
Action
purchase costs for equipment and supplies
costs of consumables
costs entailed by contracts awarded by the Beneficiary(ies) for the purposes
of the Action
costs deriving directly from the requirements of the Contract (dissemination
of information, evaluation specific to the Action, translation, reproduction,
insurance, etc.)
Indirect eligible costs – administrative costs
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
General principles
Rules for procurement
Common procurement procedures
PROCUREMENT
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Procurement – general principles
- The procurement procedures are set out in Article 10 of the Annex II:
General Conditions and Annex IV: Contract-award procedures.
- Equal treatment
- Non-discrimination
- Transparency
- Fair competition
- No artificial split of procurement threshold
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Procurement – rules
- Eligibility criteria – nationality and origin
- Grounds for exclusion
- Administrative penalties
- Reports on the procurement procedure
- No retro activity
- Standards documents used
- Record keeping
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Procurement
–
rules
Beneficiary’s role in procurement
Acts as contracting authority and is responsible for issuing invitations to
tender, receiving offers, chairing tender evaluation committee, deciding on the
results of the tender procedure, awarding to and signing the contract with the
successful tenderer.
Tender documents
Must be drafted in accordance with best international practice. If they do not
have their own documents, Beneficiaries may use the models published on the
European Commission’s web site relating to external actions.
Tender submission deadlines
Must be long enough to allow interested parties a reasonable and appropriate
period to prepare and submit their tenders.
Evaluation committee
All tenders declared as satisfying the requirements must be evaluated and
ranked by an evaluation committee with an odd number of members, at least
three.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
Common procurement procedures
Service
contracts
>= 300.000
International
restricted
<300.000 but >20.000
Framework/ Competitive
negotiated
Supply
contracts
>= 300.000
International
open
<300.000 but
>=100.000
Framework/
Local open
Works
contracts
<100.000 but
>20.000
Framework/
Competitive
negotiated
>= 5.000.000
<5.000.000
<300.000 but
International
but >=300.000 >20.000
restricted/open Local open
Competitive
negotiated
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
<= 20.000
Single tender
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Common procurement procedures
Inviting tenderers
• Open and Restricted tender procedures at international and local level Publishing the procurement notice on beneficiary’s website and in all
appropriate media and specialised periodicals
• Negotiated and Single tender procedures - Sending individual letters of
invitation to potential tenderers identified by the Beneficiary to at least three
tenderers
Award criteria
• The contract must be awarded to the most economically advantageous
tender (i.e., the tender offering the best price-quality ratio), which is
identified in an evaluation process of quantifying the degree to which a
supplier’s quotation offers the best value for money over other offers
received. The criteria considered may include factors such as price, delivery
date, compliance to specification, account management etc.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Minimum content of the TD
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
ALL tender procedures
- Instruction to tenderers
- Tender submission form
- Declaration referred to in p. 7 of the Tender submission form (each consortium member)!!!
- Administrative/Evaluation grid (to be used in evaluating the offers)
- Draft contract with all annexes (to be used for sub-contracting the successful tenderer)
- The language of the grant contract shall be the language of the tender dossier English
- Procurement notice
Service tenders
Terms of Reference (ToR)
Supplies and Works tenders
Technical specification / Bill of quantity
Open and Restricted tender procedures
Published Procurement notice
Restricted tender procedures
Short list of invited tenderers: min.4 – max.8
Negotiated and Single tender procedure
Letter of invitation to tender: Negotiated – min.3; Single – min.1
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Selection process
• Selection criteria
• Administrative compliance check
• Technical compliance of tenders
• Financial offer evaluation
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Selection process - Conclusion
 Award the contract to the tenderer which has submitted a tender:
– which complies with the formal requirements and the eligibility rules;
– whose total budget is within the maximum budget available for the project;
– which meets the minimum technical requirements specified in the tender
dossier; and
 Service contracts
– which is the best value for money (satisfying all of the above conditions).
 Supply and Works contracts
– which is the least expensive tender (satisfying all of the above conditions).
 Cancel the tender procedure in case:
– no qualitatively or financially worthwhile tender has been received or there
is no valid response at all;
– all technically compliant tenders exceed the financial resources available;
– there have been irregularities in the procedure, in particular where these
have prevented fair competition, etc.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Tender evaluation reports
- Single tender report
- Negotiation report
- Narrative interim and final report
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Tool to consult
• Tool 3 Procurement (plus tender dossier
templates)
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
VAT RULES
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
VAT Exemption – steps to follow
- Prepare a Copy of the Contract between the Beneficiary and the EUD
- Prepare a Specimen of Signatures
- Request a Pro Forma Invoice
- Fill out a PPO-PDV Form (3 copies)
- Submitting VAT forms to supplier/ service provider
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
VAT Exemption – Basic rules
- No payments before the exemption is approved
- Services
- Delivery of original VAT Exemption Forms
- Corrections
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project funded by
the European Union
Tool to consult
• Tool 3 – VAT exemption
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
ARCHIVE AND FINANCIAL
REPORTING
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Health
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project archive
• Annex II: General conditions Articles 16.7-16.9
• The Beneficiary(ies) shall keep all records, accounting and
supporting documents related to this Contract for five years following
the payment of the balance
- Financial documentation
- Proves for activities implemented
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Financial reporting
Annex II: General conditions, Article 2 and Article 15
•
•
•
•
Interim report
Final report
Detailed breakdown of Expenditures
Monthly pre-monitoring financial report
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Monthly pre-monitoring financial report
Annex II: General conditions, Article 15.7
• Detailed breakdown of Expenditures
• Monthly pre-monitoring financial report
• The detailed breakdown of expenditure should provide the following
information: amount of the entry or transaction, accounting reference
(e.g. ledger, journal or other relevant reference) description of the
entry or transaction (detailing the nature of the expenditure) and
reference to underlying documents (e.g. invoice number, salary slip
or other relevant reference)
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Tool and Template to consult
• Financial pre-monitoring template
• Again Tool 2 - Reporting
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
MONITORING
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Key issues
• Purpose, methodology and dynamic of
monitoring process
• Indicators and sources of verification
• Key Program challenges
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Purpose of monitoring
•
To enable harmonization of projects with Program goals;
•
Purpose is to identify current status of the grant action progress in terms of
efficiency, effectiveness and impact production, as per predefined
indicators.
•
To support project teams to timely overcome the challenges during project
implementation to document progress and results of project
•
To provide the necessary information to Management for timely decision
taking and corrective action (if necessary)
•
Monitoring visits is not inspection, policing, controlling and/or capacity
building.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
Dynamic and methodology of monitoring
• Project team
• Pre-monitoring monthly
reports submitted by
project manager to PMU,
no later than 5th in the
month for previous
month
•
PMU
• 4 Regularly monitoring field
visits during project duration
• I round – 1st month
• II round – 5th month
• III round – 12th month
• IV round – 17th month
• Ad hoc monitoring visits if
necessary
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Pre Monitoring Template
Key issues of assessment:
1. Time table
2. Budget
3. Indicators and sources of verifications:
Process and Impact indicators defined on Program level
Indicators defined on Project level (specific, not covered by Program level
indicators)
4. Secondary procurement
5. Visibility activities
6. Issues to be brought to the attention of the PMU
• List any issues, risks, or challenges that require the attention of the PMU.
• List any question related to the project implementation you wish to ask the
PMU.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Quality areas monitored
Key issues of assessment:
1. Overall progress of project activities and project
management
2. Financial management of the project
3. Partnership and communication
4. Sustainability of the project on policy,
institutional and financial level
5. Visibility of the project
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
What are the obligations of Project team?
• To timely submit monitoring reports before;
• To actively participate on regular and ad hoc monitoring
visits and to present project achievements, products, as
well as to enable insight in project documentation;
• To provide support in organizing monitoring visits - to
enable presence of project partners representatives,
meeting with LSG representatives, meeting with direct
service providers as well as services beneficiaries and
other relevant stakeholders, if needed.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
INDICATORS AND SOURCES OF
VERIFICATION
Monitoring = How are we doing?
Indicators = How do we know?
Source of verification = How we will prove that we know
what we are doing?
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Process indicators
Republic of Serbia
Ministry of Health
Indicator 1. Institutional sustainability of the service established
• 1.1. Legal sustainability ensured - number and structure of relevant decisions adopted
• 1.2. Financial sustainability ensured - Value of financial resources allocated for providing
established services
Indicator 2. Infrastructural capacities established
• 2.1. Number of prefabricated houses that are procured and functional for service providing and
their surface.
• 2.2 Other structural standards will be monitored by Inspection
Indicator 3. Human resources capacities enhanced
• 3.1. Number of professionals educated within the project
• 3.2. Number of professionals engaged within the established services
• 3.3. Number of PMD and PID empowered durign the activities realized within the project
Indicator 4The level of understanding the needs and problems of person
with mental illness and mental disabilities in local communities increased
• 4.1. Number of promotional events
• 4.2. Number
of participants on promotional events
OPEN ARMS
• 4.3. Number of promo materials printed
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Key challenges
• Policy sustainability - Commitment of relevant
national and local institutions/organizations in
achieving project and program goals;
• Institutional sustainability of established
services;
• Financial sustainability of established services;
• Stigmatization – general public
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Templates to consult
• Pre-Monitoring Template
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Health
Project funded by
the European Union
VISIBILITY
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Why is visibility important?
Basic Principles of Communication and
Visibility:
In order to be successful in communicating widely results
achieved beneficiaries have to:
• Promote the project and the results achieved; promote the impact of the
OPEN ARMS project and the support provided by the European Union
• General conditions applicable to EU financed grant contracts are placed in
COMMUNICATION AND VISIBILITY MANUAL FOR EU EXTERNAL
ACTIONS (2010)
http://ec.europa.eu/europeaid/work/visibility/documents/communication
_and_visibility_manual_en.pdf
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
Communication and Visibility
Manual
Rules for EU brending
•
•
The Manual covers the written and visual identity of the EU. It sets out
requirements and guidelines for briefings, written material, press conferences,
presentations, invitations, signs, commemorative plaques and all other tools used to
highlight EU participation. In addition, it offers tools designed to enable the
development of a dynamic communication strategy that will highlight the
achievements of EU support.
This manual contains compulsory requirements for all contractors and
implementing partners under contracts and financing agreements which specifically
refer to them, whether signed by the European Commission or by any other
Contracting Authority.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
EU graphic identity (1)
All projects should recpect the EU graphic identity.
On all information materials and tools produced under the project there
should be the:
• EU flag, and title: Project funded by the European Union (Annex 2). The flag
should be large enough to be clearly visible, and displayed at the same size as
the logos of any other partners;
•
All publications and other information tools (leaflets, broschures, websites)
should contain contact information about OPEN ARMS project and EU
Delegation in Serbia (www.europa.rs);
•
DISCLAIMER (Annex 3) must be applied in all printed and electronic publications
(leaflets, broschures, newsletters, website). It should be displayed prominently
on the inside cover or second page as appropriate, according to the layout.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
EU graphic identity (2)
Disclaimer:
 Štampanje ove publikacije [... ovog lifleta/ove brošure...] pomogla je
Evropska unija. Sadržaj publikacije je isključivo odgovornost [... naziv
odgovorne organizacije] i ne predstavlja nužno stavove Evropske unije.
 This publication [or leaflet/or brochure...] 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.
www.otvorenizagrljaj.rs
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Project promotion on social media
• You are encourage to use social media for project promotion (FB, TW,
Youtube)
• EU funds have to be mentioned
• With FB profile or page insert EU flag
• Inform project team about this activity
• Project team will provide support and establish link with EUIC website
www.euic.rs and social media
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Participation of DEU
representatives on project event
During the project implementation grant beneficiaries are encouraged to invite to
landmark events representatives of the Delegation of the European Union to the Republic
of Serbia (press conferences, conferences, round tables, etc.)
If the grant beneficiary plans to invite high representatives of the DEU to participate in an
event, it is necessary to send the written invitation at least 4 weeks in advance to the
Project team:
Project OPEN ARMS
Ruzveltova 61
11 000 Belgrade
Тel: +381 11 27 66 178
E-mail: office@otvorenizagrljaj.rs
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Useful links for visibility (Q&A)
•http://ec.europa.eu/europeaid/work/visibility/index_en.
htm
•http://europa.eu/about-eu/basicinformation/symbols/flag/index_en.htm
•http://ec.europa.eu/europeaid/work/visibility/faqcontractual-obligations_en.htm
• http://ec.europa.eu/europeaid/work/visibility/faq-finalproduct_en.htm
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
Project team support
• provide support in promotion of your activities
• establish coordination with all Grant Beneficiaries
in order to coordinate visibility activities
• to obtain approval for all visibility materials from DEU (all
materials - printed, audio and visual should be sent to the
project team for checking EU visibility reqiurements on email pr@otvorenizagrljaj.rs)
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
Tool to Consult
• Tool 5 – Visibility and Communication
• Template - Monthly Visibility Calendar
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
SUMMARY
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
Templates
• Pre-monitoring report
• Pre monitoring financial report
• Visibility calendar
• All to be submitted on the 5th of the month
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
Tools to be used
• Tool 1 – Contract Modification (includes template for contract
modification request)
• Tool 2 – Reporting (includes templates for Interim and Final report)
• Tool 3 – Procurement (includes tender dossier for information)
• Tool 4 - VAT (includes steps to take when requesting VAT
exemption)
• Tool 5 - Visibility
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
Steps
•
•
•
•
•
•
Read Contract!!!
Review project, request changes if needed
Take steps to start VAT exemption
Prepare procurement plan
Ask questions in case of need
Prepare yourself for the first monitoring visit.
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Project funded by
the European Union
QUESTIONS?
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Republic of Serbia
Ministry of Health
Republic of Serbia
Ministry of Labour, Employment,
Veteran and Social Affairs
Project funded by
the European Union
Republic of Serbia
Ministry of Health
We wish you sucessful projects!
Thank you
OPEN ARMS
Enhancing the position of Residents in Residential Care Institutions for Persons with Mental Disability and Mental Illness
and creation of Conditions for their Social Inclusion in the Local Community