1. 4.2 Contract preparation and signature
EUROPEAID/121737/D/SV/RO - Training in Project Cycle Management, Procurement and Contracting of Pre-Accession Projects and Management of EU Structural Instruments
4.2 Contract preparation and signature

2. Notification
informing the successful applicants in writing that their applications have been selected and future steps to be taken
Informing unsuccessful applicants that they have not been selected and specifying the reasons
the letters to the successful applicants must be sent within 15 days of the award decision and
letters to the unsuccessful applicants within a further 15 days of that

3. Contract preparation and signature
Prepare a general background dossier :
a) Explanatory note using the format in Annex A6;
b) Copy of the Guidelines for Applicants, Proposal Opening and administrative check Report, Evaluation Reports, the list of grants to be awarded, the award decision and any other relevant information;
Especially important if other services will deal with the monitoring phase!

4. A dossier for each grant contract:
• Special Conditions - prepared by the CA according the template
(any deviations from the annexes set below should be incorporated in the SC)
Used without any modifications:
General Conditions
Procurement procedures to be used if services, supplies or works need to be procured as part of an action funded by a grant
• Request for payment
Template for a financial and narrative report
• Template for terms of reference for an expenditure verification

5. Other parts of contract dossier:
• Description of the action- prepared by the CA according the application and recommendations within the Evaluation report (possible any updates)
Budget for the action- prepared by the CA according the application and recommendations within the Evaluation report
Financial identification form – submitted by the beneficiary according the template
Template for a financial guarantee - submitted by the beneficiary according the template

6. Process (ex-ante): 1step – prepare dossier
2.step – send in 3 copied to the delegation (receive their signatures)
3.step – sign it
4.step – send them to the beneficiary (they should countersign them within 30 days of receipt and 2 send back)
The contract takes effect on the date of the later signature!
5.step- verification that they strictly correspond to those initially sent
6.step – give 1 ex. to the payment unit, another to the monitoring unit
7.step – send a copy to the Delegation
For saving the time and recourses - better to organize it face to face!