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Support to the Government Office for Cooperation with Civil Society Workshop for grant beneficiaries Implementation of the projects supported under the.

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Presentation on theme: "Support to the Government Office for Cooperation with Civil Society Workshop for grant beneficiaries Implementation of the projects supported under the."— Presentation transcript:

1 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 th February 2013, Belgrade

2 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.

3 AGENDA TimeTopic 09,30 – 09,45Welcominge note 09,45 – 10,30Roles of the main actors in the project implementation Grant agreement 10,30 – 11,00Coffee break 11,00 – 12,30Grant agreement – continuation Programme and finance management 12,30 – 13,30Lunch 13,30 – 14,00VAT exemption procedure 14,00 – 15,00Secondary procurement procedures 15,00 – 15,30Coffee break 15,30 – 16,00Visibility rules and procedures 16,00 – 17,00Other issues and closure of the workshop

4 ROLES OF THE MAIN ACTORS IN THE PROJECT IMPLEMENTATION Grant contract/Special conditions Project monitoring Reporting Requesting/providing approvals DEU Serbia SIPU Technical Assistance Successful applicant/Grant Beneficiary

5 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: – official will be provided soon

6 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

7 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

8 Grant Agreement - Article 6 - Annexes Annex I: Description of the Action Annex II:General Conditions applicable to European Union- financed 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

9 Annex II – General Conditions GENERAL OBLIGATIONS The Beneficiary shall implement the Action under its own responsibility The Beneficiary shall implement the Action with the requisite care, efficiency, transparency and diligence 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.

10 Annex II – General Conditions OBLIGATION TO PROVIDE INFORMATION Project reports shall cover the Action as a whole, regardless of which part of it is financed by the Contracting Authority The Contracting Authority may request additional information at any time and that information must be supplied within 30 days of the request

11 Annex II – General Conditions OWNERSHIP/USE OF RESULTS AND ASSETS – 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.

12 Annex II – General Conditions AMENDMENT OF THE CONTRACT 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.

13 Annex II – General Conditions AMENDMENT OF THE CONTRACT AMENDMENTMODIFICATION SIGNIFICANT CHANGESMINOR CHANGES WRITTEN REQUEST - AT LEAST 30 DAYS BEFORE THE CHANGE WRITTEN REQUEST - AT LEAST 10 DAYS BEFORE THE CHANGE

14 GROUP EXCERSISE – review of examples of possible changes

15 Annex II – General Conditions PAYMENTS not exceeding 12 months not exceed EUR Option 1: Actions with an implementation period not exceeding 12 months or where the financing provided by the Contracting Authority does not exceed EUR 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

16 Annex II – General Conditions PAYMENTS more than 12 months is more than EUR 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 , The Contracting Authority shall pay the grant to the Beneficiary in the following manner: of 80% for the first 12 months 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 Beneficiarys financing needs for each twelve month period of implementation of the Action

17 Annex II – General Conditions PAYMENTS NOTE for Option 2: stands at 70% at least of the previous payment 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 where the consumption of the previous pre-financing is less than 70%, 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.

18 PROGRAMME AND FINANCE MANAGMENT PROGRAMMEFINANACE REVISION OF THE ACTION PLANMONTHLY/QUARTERLY FINANCIAL PLANS REVIEW OF THE INDICATORSCREATION OF THE PROCURMENT PLAN CREATION OF THE VISIBILITY PLANCREATION OF TENDERING DOSSIERS DEFINING LIST OF PROOF DOCUMENTS

19 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

20 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

21 FINANCE MANAGEMENT ELIGIBLE COSTS (General Conditions) Incurred during the implementation of the Action; Indicated in the estimated overall budget of the Action; Necessary for the implementation of the Action; applicable accounting standards of the country 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.

22 FINANCE MANAGEMENT PROOF DOCUMENTS (General Conditions) 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;

23 FINANCE MANAGEMENT PROOF DOCUMENTS (General Conditions) 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.

24 VAT EXEMPTION PROCEDURE

25 SECONDARY PROCUREMENT PROCEDURES

26 best value for money 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.

27 RULES ON NATIONALITY AND ORIGIN E LIGIBLE GROUP C OUNTRIES EU member statesAustria, 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 countriesCroatia, 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

28 PRINCIPLES AND RULES Principles to respectRules to applyOther essentials Equal treatmentEligibility criteria: nationality and origin No retroactivity Non-discriminationGrounds for exclusionStandard documents TransparencyAdministrative and financial penalties Record keeping Fair competitionVisibility Useful information: Experts proposed in the context of procedures for the award of contracts are not required to comply with the nationality rule.

29 MAIN STEPS Step 1:Choosing the correct procurement procedure (Annex IV) Step 2:Preparation of a tender dossier as per section 3 of Annex IV Step 3:Publication of a Procurement notice / sending Invitation letter Step 4: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

30 PROCUREMENT PROCEDURES >= International restricted tender >&> Negotiated procedure <= Direct award/single tender >= International open tender procedure >&> Local open procedure >&> Negotiated procedure <= Direct award/single tender >= International open tender procedure 5mil>&>= Local open procedure >&> Negotiated procedure <= Direct award/single tender Services Supply Works

31 OFFERES Tender procedureNegotiated procedureSingle tender Services minimum 3 offersmin. 1 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.

32 VISIBILITY RULES AND PROCEDURES

33 Communication and Visibility Manual for European Union External Actions (July 2010) sets written and visual identity of EU d/work/visibility/index_en.ht m

34 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

35 OTHER ISSUES CLOSURE AND EVALUATION


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