1. 2014 ANNUAL PROGRAMME: MEETING WITH LEAD INSTITUTIONS & END BENEFICIARIES
02-04 March 2016
CFCU

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

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

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

5. Framework
Framework Agreement signed on 11 February 2015 the Government of the Republic of Turkey and the European Commission (published on dated and 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

6. 02-04 March 2016

7. 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

8. 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 %
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

9. 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

10. 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

11. 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

12. Overall tender procedureJ 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

13. Procurement Procedures
Language: English
Procedure: PRocurement And Grants for European Union external actions
A Practical Guide (the PRAG)
02-04 March 2016

14. Publications Official Journal of the European Union:
EuropeAid:
CFCU:
02-04 March 2016

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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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 ( 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

27. 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

28. 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

29. 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

30. 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 of PRAG)
02-04 March 2016

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

32. THANK YOU FOR YOUR ATTENTION
02-04 March 2016