2014 ANNUAL PROGRAMME: MEETING WITH LEAD INSTITUTIONS & END BENEFICIARIES 02-04 March 2016 CFCU

Content CFCU IPA Framework Tender procedures Critical issues for smooth tendering of projects Project amendments 02-04 March 2016

Legal Status CFCU established by the «Memorandum of Understanding» signed on 14.02.2002, «administratively linked» to the Undersecretariat of Treasury, works under the responsibility of a «Programme Authorising Officer» (PAO), 02-04 March 2016

CFCU Tendering, Contracting, Contract Management, Accounting, Payment, Financial Reporting. 02-04 March 2016

Framework Framework Agreement signed on 11 February 2015 the Government of the Republic of Turkey and the European Commission (published on 21.06.2015 dated and 29393 Official Gazette). Prime Minister’s circular was adopted (published in the Official Gazette of 08 December 2015 with No: 29556) concerning the Structure, functions and responsibilities of the institutions. 02-04 March 2016

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CFCU’s support and responsibility concerning the foregoing functions for the specified projects under IPA II is limited to the tendering and contract management processes until the final acceptance/payment. Lead Institution is responsible for programming and monitoring of the action defined in the relevant Action Document. End Beneficiary will be responsible for the technical implementation, supervision, assessment, execution, management and sustainability of the projects. 02-04 March 2016

IPA II Budget CSP Turkey- Indicative Financial Allocations per sector for the period 2014 – 2020 (EUR million) Sector 2014 2015 2016 2017 2018 2019 2020 Total 2014-2020 % INVESTING IN DEMOCRACY AND RULE OF LAW 350 216 240 137 209 214 220 1.586 35,5 Democracy & governance 238,4 29,6 145,6 130,8 140,7 130,9 144,7 960,7 21,5 Town Twinning AD 4,1 8,9 9,7 10,1 8,6 9,3 7,8 58,5 1,3 Regulatory Reform and Acquis Alignment Action 32,4 0,0 17,8 13,5 18,0 17,3 22,7 121,7 2,7 Participation in Union programmes 167,3 86,6 85,6 83,6 83,7 590,4 13,3 Civil Society AD (incl. JMSP and direct management) 34,7 20,7 31,5 21,6 30,5 190,2 4,2 Rule of law and fundamental rights 111,6 186,8 94,7 6,5 68,7 82,6 75,0 625,8 14,0 Judiciary and Fundamental Rights: 42,3 88,4 16,0 22,5 24,9 223,1 5,2 Judiciary AD 28,66 65,50 12,40 6,50 22,50 24,86 182,92 Fundamental Rights 13,63 22,91 3,60 40,1 1,0 Home Affairs: 69,27 98,4 78,7 46,2 60,1 50,1 402,8 8,8 INVESTING IN COMPETITIVENESS AND GROWTH 264,6 429,1 389,9 488,4 444,8 439,8 414,8 2.871,5 64,5 Environment 32,86 64,39 85,64 113,20 117,20 117,10 643,6 14,5 Transport 71,90 128,10 115,20 70,80 21,90 21,40 13,50 442,8 9,9 Energy 13,09 26,60 0,00 19,41 14,80 9,80 93,50 2,1 Competitiveness and Innovation 37,40 46,20 58,00 57,60 59,00 40,00 344,4 7,7 Education, Employment and Social Policies 62,90 65,90 68,90 69,90 64,00 66,00 435,0 9,8 Agriculture and Rural Development 72,0 100,9 77,0 158,1 167,4 168,4 912,2 20,5 Institution and capacity building 2,99 31,9 8,0 19,4 111,2 2,5 Rural Development 69,0 148,0 149,0 801,0 (cbc moved out from the table)   TOTAL 614,5 645,5 630,2 625,7 654,2 653,3 634,5 4.458,0 100,0 02-04 March 2016

ANNUAL NATIONAL PROGRAMME Financing Agreement concerning Action Programme for Turkey for the year 2014 was published in the Official Gazette (Duplicated Official Gazette of 19 December 2015 with No: 29567). 02-04 March 2016

CALENDAR FOR 2014 NATIONAL PROGRAMME Deadlines for 2014 IPA-II Projects Document Deadlines Contracting Deadline 21 December 2018 Execution Deadline 21 December 2021 02-04 March 2016

Sector Fiche Preparation Financing Agreement Procurement Project Concept Draft Project Project Selection Sector Fiche Preparation Financing Agreement Procurement National Programme Accession Partnership Document Operational Programme 02-04 March 2016

Overall tender procedure J EC T MANAGMENT Sector Fiche Technical Documents Terms of Reference Technical Specifications Description of Action Guideline for Grant Applicants Market Survey Budget Drawings Publications Prior Information Notice Contract Notice Tender Dossier Tender Evaluation -Composition of Evaluation Committee -Evaluation of tenders/applications Contract 02-04 March 2016

Procurement Procedures Language: English Procedure: PRocurement And Grants for European Union external actions A Practical Guide (the PRAG) http://ec.europa.eu/europeaid/prag/document.do?locale=en 02-04 March 2016

Publications Official Journal of the European Union: http://ted.europa.eu EuropeAid: https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome CFCU: www.cfcu.gov.tr 02-04 March 2016

Service Supply Works Direct Grant Grant Types of contracts 02-04 March 2016

TYPES OF TENDERS SERVICE CONTRACTS SUPPLY CONTRACTS WORKS ≥ €300,000 International restricted tender procedure < €300,000 but > €20,000 - Framework contracts or - Competitive negotiated procedure ≤ €20,000 Single tender SUPPLY CONTRACTS International open tender procedure <€300,000 but ≥100,000 - Local open tender procedure <€100,000 but > €20,000 WORKS ≥ €5,000,000 - International restricted tender procedure (exceptional cases). < €5,000,000 but ≥ €300,000 Local open tender procedure Competitive negotiated procedure 02-04 March 2016

Time Schedule for Service Tenders Receiving initial tender documents Publication of Prior Information Notice (30 days) Publication of Contract Notice Publication of Shortlist Notice Tender Launch 50 days Tender Evaluation Contract Award and Contract Signature Shortlisting 02-04 March 2016

Time Schedule for Supply Tenders Receiving initial tender documents Publication of Prior Information Notice Only for international open tenders 30 days. Publication of Contract Notice and Tender Dossier 60 days  Int. Open procedure 30 days  Local open tenders Tender Evaluation Contract Award and Contract Signature 02-04 March 2016

Time Schedule for Works Tenders Receiving initial tender documents Publication of Prior Information Notice Only for international open tenders 30 days. Publication of Contract Notice and Tender Dossier 90 days  Int. Open procedure 60 days  Local open tenders Tender Evaluation Contract Award and Contract Signature 02-04 March 2016

TIME SHEDULE FOR GRANTS Contracting Publication of Clarifications Evaluation of Proposals Publication of Guidelines for Grant Applicants and Annexes Evaluation Committee (Independent Assessors) Implementation Action documents 02-04 March 2016

Grant Schemes (Independent Assessors) In case of excessive number of applications, In order to speed up the process, Qualified experts, Selected for each programme individually. A memorandum will be signed between CFCU and End Beneficiary, Published by the CFCU and applications will be received by the CFCU, Selection of the assessors with Lead Institution/End Beneficiary, Contracts will be signed between End Beneficiary and assessors. 02-04 March 2016

Evaluation -Restricted and Open Calls- Selection of Eva. Com. & Assessors Opening Session Notification of Applicants Training of Eva. Com. Administrative Compliance Check Concept Note Evaluation Report Invitation to submit Full Application Form Opening and Administrative Check Full Application Form Evaluation Budget checks Requesting Supporting Documents Verification of Eligibility Preparation of Contracts CONTRACT SIGNATURE 02-04 March 2016

Direct Grant Contracts/Agreements Types of contracts: Grant Contract: according to the PRAG templates, Grant Agreement (Pillar Assessed Grant Or Delegation Agreement – PAGODA) : according to the PAGODA templates. Necessary confirmations should be given by the Lead Institution/End Beneficiary about Special Condition articles like; Reporting language, Property rights of the outputs, Transfer of asset/equipment, Any other necessary confirmation… Technical details can be requested from the Lead Institution/End Beneficiary , Co-financing amount of the Organization. If there is no co-financing, necessary justification should be provided by the Lead Institution/End Beneficiary and the Organization for full financing. 02-04 March 2016

Direct Grant Contracts/Agreements (Documents to be prepared) Direct Grant Contract (PRAG) Direct Grant Agreement (PAGODA) Negotiation Report  Description of the Action Budget Logical Framework Communication and Visibility Plan Special Conditions Other Contract/Agreement annexes will be taken from PRAG/PAGODA templates. 02-04 March 2016

CRITICAL ISSUES FOR SMOOTH TENDERING OF PROJECTS The Lead Institution/End Beneficiary shall ensure; Preparation of tender documents on time Submission of tender documents with high quality Awareness of the time restraints in tenders Timely responses to CFCU’s information requests Provision of technical staff for the Evaluation Committees 02-04 March 2016

Preparation of Tender Documents-1 Preparation of Terms of Reference for Service tenders, Technical Specifications and Market Survey for Supply tenders and Technical Specifications and any other technical documents for Works tenders, Guidelines for Grant Applicants for Grants, Description of Action and Budget for Direct Grants. Guideline for preparation of the Market Survey (http://www.cfcu.gov.tr/sites/default/files/cfcu-static/market_research.pdf) Lead Institution/End Beneficiary should fill the checklist to assure that the tender documents are prepared in line with the guidelines. People dealt with the preparation of the tender documents (internal staff and external experts) should all sign the “Declaration of Impartiality and Objectivity ” 02-04 March 2016

Preparation of Tender Documents-2 In need of “external expertise” in preparing the technical documents, “Project Preparation Facility-PPF” is available under the “Enhanced Support Activities to Strengthen the European Integration Process (ESEI) and Regulatory Reform and Acquis Alignment Action (RRAA-A)”. Communicate with the Ministry for EU Affairs, leading beneficiary organization of the ESEI/RRAA-A budget line. Application Form Preparation of Terms of Reference CFCU tendering and contracting processes 02-04 March 2016

Information for “Clarification” Period of Tenders Deadline for request for any clarifications from the Contracting Authority: 21 days before deadline for tenders Last date on which clarifications are issued by the Contracting Authority: 11 days before deadline for tenders Postponement of tender in delays of the publication/receiving of Clarifications Close cooperation is needed during the clarification period in order to provide the answers to the tenderers within the required time schedule. 02-04 March 2016

Composition of Evaluation Committee-1 Proposing appropriate voting members and a substitute voting member in Evaluation Committees and in Shortlist Panels (with properly filled checklist by the Lead Institution/End Beneficiary) Names of the proposed voting members should be kept secret No hierarchical link among the Evaluation Committee members with declaration of the Lead Institution/End Beneficiary. 02-04 March 2016

Composition of Evaluation Committee-2 Availability of the relevant staff during the «tendering» period Responsibility of the Evaluation Committee to attend the tender evaluation (no assignment at home or abroad) Confirmation of availability by the voting members (Article 2.8.1 of PRAG) 02-04 March 2016

Project Amendments Ministry for EU Affairs is responsible for the coordination of SF/PF/AD Amendments within the parties. 02-04 March 2016

THANK YOU FOR YOUR ATTENTION 02-04 March 2016