this project is implemented by eco this project is funded by european union implementation of...

1This project is implemented by ECO

This project is funded by European Union

Implementation of Twinning & TAIEX Operations in Azerbaijan

Workshop on implementation of Twinning project / Workshop on implementation of Twinning project / BakBakuu,, 6-76-7NovemberNovember 20082008Workshop on implementation of Twinning project / Workshop on implementation of Twinning project / BakBakuu,, 6-76-7NovemberNovember 20082008

Contract Preparation Basic rules

Hyatt Conference Center - Baku (06 Novembre 2008)

By Patrick Mousnier-Lompré





» Contents of the Twinning contract

» The Budget (example and estimation template – for TF development)

» Contract preparation procedure

» Questions & answers





Contents of the twinning contract (I)

Once the choice of the partner has been notified, both partner administrations (BC&MS) have to draw up the detailed Twinning Work Plan, which together with other annexes and budget breakdown form the Twinning contract.

► Special Conditions► Annex I Description of the Action; including Working Plan► Annex II General Conditions► Annex III Budget of the Action► Annex IV Contract award Procedures

► Annex V Standard request for paymentand financial identification form► Annex VI Model audit certificate► Annex VII Special financial Annex► Annex VIII Mandates

(for Consortium of Member States)

Twinning Contract





Contents of the twinning contract (II)

The Work Plan (WP)

WP should detail the input and contributions made by each of the twinning project partners making clear “who does what”, organizationally and

methodologically, including work and time schedule.

The Budget

The budget should provide detailed costs of all activities. But it is not a “straight jacket”. It will be possible (and necessary) to revise it in the course of project implementation





Contents of the twinning contract (III)

special conditions

1. Purpose

2. Implementation period of the action

3. Financing the action

4. Technical and financial reporting and payment arrangements

5. Contact addresses (of all stakeholders)

6. Annexes (attached to the Special conditions)

7. Other specific conditions applying to the action





Twinning contract – The Work Plan (Annex A1)

The Work Plan is a further development of the project fiche and of the selected proposal. It contains

– A description of the action

– The overall and specific objectives

– The mandatory results

In the case of a Twinning Light, annex A1 is the Twinning Project Fiche





Twinning contract – The Work Plan - Art 1

The background

– Beneficiary Country policy developments in the sector concerned

– Beneficiary institutions and other parties involved

– Parallel or related projects in the field






Community Acquis

– Fields of cooperation with the EU (PCA and EU-Moldova Action Plan)

– Description of the relevant Community acquis in relation with the Twinning Project






Mandatory resultsINTERVENTION

LOGICBENCHMARKS

SOURCES OF INFORMATION

ASSUMPTIONS (EXTERNAL TO PROJECT)

Overall Objective

Project Purpose

Mandatory Results

(Components)

Activities






Tasks•Component 1

–Activity 1.1 » description» human resources (MS and BA)» other resources (translation, interpretation, etc.)

–Activity 1.2,…

•Component 2,–Activity 2.1–Activity 2.2,…






Project ScheduleProject Month 1 2 3 4 5 6 7 8 9 10 11 12

Component 1

Activity 1.1

Activity 1.2

Activity 1.3

Component 2

Activity 2.1

Activity 2.2

Activity 2.3






Resources1. Human resources

» Member State » Beneficiary Country » Curricula Vitae

2. Material Resources» Equipped office space» Adequate conditions for STE on mission in Moldova» Training and conference venues

3. Indicative budget






Management and Monitoring1. Language

The official language of the project can be one of the Commission’s working languages (English, German, French)

2. Project Steering Committee

» Project Leaders (chair)

» RTA, RTA Counterpart, PAO, DEL

» Other stakeholders

3. Reporting





Twinning contract – The Work Plan - Signatories

The MS Project Leader

The BC Project Leader





Twinning contract – Annex A2

General Conditions applicable to European Community-financed grant contracts for external actions

[Additional EU-standard annex to be attached to the Twinning Contract]





Twinning contract – Annex A3

Budget– By activities– Total correspondence with the working plan (Annex

A1: articles 3 to 7)





Twinning contract – Other annexes (A4-A8)

– Annex A4: Contract award procedures (1)

– Annex A5: Request for payment and financial identification form (2)

– Annex A6: Model audit certificate (2)

– Annex A7: Special financial annex (1)

– Annex A8: Mandates in case of consortium (2)

(1) Additional EU-standard annexes to be attached to the TC(2) To be filled in by MS





Twinning contract – Budget

Eligible costs (1)– Preparatory costs– Resident Twinning Adviser (RTA)– MS Project Leader and MS Experts– RTA’s assistant (negotiated procedure)– Supplies and services (ceiling of 5,000 €)– Travel costs for MS Experts and for BC Experts in

case of duly justified EU-Study visits






Eligible costs (2)– Training– Translation and interpretation– All costs generated for the MS outside Azerbaijan are

covered by the “Twinning Management Costs Compensation” (Experts fees x 150%)

– Audit costs– Provision for changes in prices






Non eligible costs– Large scale equipment– Office equipment and supplies

» the BC Twinning partner is entirely responsible for providing all office equipment to ensure effective working conditions for the project and, in particular, the RTA

– VAT





The budget – Commented example

Excel file : budget for a twinning project in Poland

Remark: this example relates to an actual project but figures have been modified and names withdrawn for confidentiality purposes





The budget – Polish example (1) - overviewNumber budget section

Unit cost Total cost

1

2

3

4

5

6

COMPONENT 1 = CALL CENTERS NETWORK

Contingencies

TOTAL budget after including contingencies

COMPONENT 3 = NON COMPLIANCE OVER INTERNET

COMPONENT 2 = LARGE TAXPAYERS TAX OFFICES

budget section RTA

budget section assistant for RTA

budget section independent auditor

budget section preparatory meetings

ACTIVITIES

budget section

Cumulative budget section

Actions to be undertaken under the twinning project

No of units

Cost (Euro)Foot note nb

budget section steering committees and following up of the project





The budget – Polish example (2) - RTA sectionNumber budget section

Unit cost Total cost

1

RTABasic gross salary 15 4,006 60,090Non wage labour costs 15 1,523.00 22,845 6% (basic salary+non wage labour costs) 6% 82,935 4,976Sub-total 1 RTA 87,911Subsistence allowances (50% of rate) 427 135.00 57,645Allowances for RTA for first 30 days 30 270 8,100Health and accident insurance for RTA 15 200 3,000Estate Agent's fee 1 2,000 2,000Accomodation of RTA 14 2,000 28,000Monthly APEX return trips (WARSAW- ROUEN) 13 675 8,775Economy return trip (Train + flight) ROUEN-CDG 2 1,050 2,100

Sub-total 2 RTA 109,620 197,531

Computer, printer, tel, fax for RTA, roomVisibility costs 1 5,000 5,000

Sub-total RTA various costs 5,000 5,000

Total budget section RTA 202,531 202,531

Total BC Co-financing

budget section RTA

budget section

Cumulative budget section

Actions to be undertaken under the twinning project

No of units

Cost (Euro)Foot note nb





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

2

Assistant RTA 15 1,200 18,000 Sub-total assistant 18,000 18,000

Computer, printer, tel, fax for assistant RTA

Total budget section assistant for RTA 18,000 220,531


3

Cost of certification (1) 1 6,000 6,000 Sub-total certification 6,000 6,000

Total budget section independent auditor 6,000 226,531


budget section assistant for RTA

budget section independent auditor





The budget – Polish example (4) – preparatory meetings4

Training in Brussels RTAPer diems RTA 3 201 603Tickets Rouen - Brussells (train) for RTA 1 185 185

Sub-total training in Brussels 788 788

Preparatory meetings in Warsaw Per diems RTA and Project Leader 8 270 2,160Fees RTA and Project Leader 8 250 2,000Flat rate 150% 2,000 3,000Project Leader Flight ticket - Economy - Bordeaux - WAW 3 1,200 3,600

RTA Train and Flight ticket - Economy - Rouen - WAW 4 1,050 4,200 Nationale transport in France for PL 1 150 150

Sub-total preparatory meetings 15,110 15,110

Total budget section preparatory costs 15,898 242,429


budget section preparatory meetings





The budget – Polish example (5) – steering committees

5

Per diems Project Leader 15 270 4,050Expert fees Project Leader 15 250 3,750 Flat rate Project Leader 150% 3,750 5,625Ticket Economy Bordeaux-Waw 5 1,200 6,000 National transport 5 150 750Interpretation costs (1 interpreter during 1 day) 5 120 600Translation costs (5 interim quaterly reports for 100 pages from English to Polish)

500 10 5,000

Sub-total steering committees 25,775 25,775 268,204


Project Leader participation

5 steering committees / every 3 months (three days duration)

budget section steering committees and following up of the project





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


activity 1-1: Fact finding

Expertise : AA/BBPer diems 10 270 2,700Expert fees 8 250 2,000 Flat rate 150% 2,000 3,000Ticket Economy CDG - Waw for experts 2 800 1,600 National transport in France (8) 1 150 150National transport in Poland (2) 2 50 100Interpretation costs (1 interpreter during 2 days) 2 120 240Interpretation costs (1 interpreter during 2 days) 2 200 400Translation cost : 40 pages 40 10 400 Per diems RTA 2 270 540National transport in Poland for RTA (2) 1 50 50Sub Total Mission 1-1-1 11,180 11,180

ACTIVITIES

1. STM - 4 days (2 days Warsaw and 2 days Leszno) - 2 F experts, RTA





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


activity 1-1: Fact finding

Expertise : AA/BBPer diems 10 270 2,700Expert fees 8 250 2,000 Flat rate 150% 2,000 3,000Ticket Economy CDG - Waw for experts 2 800 1,600 National transport in France (8) 1 150 150National transport in Poland (2) 2 50 100Interpretation costs (1 interpreter during 2 days) 2 120 240Interpretation costs (1 interpreter during 2 days) 2 200 400Translation cost : 40 pages 40 10 400 Per diems RTA 2 270 540National transport in Poland for RTA (2) 1 50 50Sub Total Mission 1-1-1 11,180 11,180

ACTIVITIES

1. STM - 4 days (2 days Warsaw and 2 days Leszno) - 2 F experts, RTA





The budget – Polish example (8) – activities (iii)Expertise : III/cccPer diems 6 270 1,620Expert fees 6 250 1,500 Flat rate 150% 1,500 2,250Ticket Economy CDG - Waw for expert 1 800 800 Ticket Economy Bordeaux - Waw for III 1 1,200 1,200National transport France 2 150 300National transport in Poland (2) 2 50 100Interpretation costs (2 interpreters during 3 days) (7) 6 130 780 Equipment renting (6) 3 200 600Per diems RTA (3) 3 270 810National transport in Poland for RTA (3) 2 50 100Translation cost of the report : 40 pages 40 10 400Duplication costs (40*20) 800 0.15 120

Sub Total Mission 2-3-13 10,580 10,580

TOTAL ACTIVITY 2-3 148,800938,374


TOTAL COMPONENT 2 294,660938,374

13. Seminar - 3 days - 2 F experts+ RTA in a Tax Chamber





The budget – Polish example (9) – contingencies

Interpretation costs (2 interpreters during 3 days) (7) 6 120 720Equipment renting (6) 3 200 600Duplication costs (60*20) 1,200 0.15 180Sub Total Mission 3-4-6 8,720 8,720

TOTAL ACTIVITY 3-4 67,710 1,126,325


TOTAL COMPONENT 3 152,791 1,126,325

Contingencies

2,5% of all precedent costs 28,158 28,158 1,154,483

1,154,483

TOTAL budget after including contingencies 1,154,483

Total





Twinning contract preparation procedure (I)

Maximum 6 months for the preparation of the twinning contract

Twinning partners submit a draft

Twinning Contract for assessment to

the PAO

Twinning partners submit a draft

Twinning Contract for assessment to

the PAO

3 months from the notification

of the selection

DEL formulates a consolidated feedback

(Consultations with Line GDs, Delegation of the EC, Financial

officer)

DEL formulates a consolidated feedback

(Consultations with Line GDs, Delegation of the EC, Financial

officer)

4 weeks

Twinning partners finalise

the Twinning Contract

Twinning partners finalise

the Twinning Contract

6 weeks

Final approval

PAOEC

DelegationLine GDs

Final approval

PAOEC

DelegationLine GDs





Twinning contract preparation procedure (II) - Contract Signature

The contract will be signed by

The person(s) responsible for the project in MS – usually not the PL

The person(s) responsible for the project on behalf of the Junior Partner (MS)

The authorised EC officer (Head of Delegation)

The Work Programme is signed by

The two Project Leaders (MS and BC)

Once the Twinning contract is signed by all parties, the EC Delegation is in charge of legally notifying partners. The date of this notification is the legal starting date of the project





Questions?

Thank you

Presentation prepared by P. Mousnier-Lompré

Tacis project: Support to the Implementation of the Twinning & Taiex Operations in Azerbaijan (ITTO)

this project is implemented by eco this project is funded by european union implementation of...

Documents

twinning contract

twinning project partners

twinning light

project fiche

detailed twinning work

implementation period

special financial annex

azerbaijan workshop