1. This 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 / Baku, 6-7November 2008 1 Contract Preparation Basic rules Hyatt Conference Center - Baku (06 Novembre 2008) By Patrick Mousnier-Lompré

2. This 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 / Baku, 6-7November 2008 2 »Contents of the Twinning contract »The Budget (example and estimation template – for TF development) »Contract preparation procedure »Questions & answers

3. This 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 / Baku, 6-7November 2008 3 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 payment and financial identification form Annex VI Model audit certificate Annex VII Special financial Annex Annex VIII Mandates (for Consortium of Member States) Twinning Contract

4. This 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 / Baku, 6-7November 2008 4 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

5. This 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 / Baku, 6-7November 2008 5 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

6. This 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 / Baku, 6-7November 2008 6 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

7. This 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 / Baku, 6-7November 2008 7 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

8. This 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 / Baku, 6-7November 2008 8 Twinning contract – The Work Plan - Art 2 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

9. This 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 / Baku, 6-7November 2008 9 Twinning contract – The Work Plan - Art 3 Mandatory results INTERVENTION LOGIC BENCHMARKS SOURCES OF INFORMATION ASSUMPTIONS (EXTERNAL TO PROJECT) Overall Objective Project Purpose Mandatory Results (Components) Activities

10. This 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 / Baku, 6-7November 2008 10 Twinning contract – The Work Plan - Art 4 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,…

11. This 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 / Baku, 6-7November 2008 11 Twinning contract – The Work Plan - Art 5 Project Schedule

12. This 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 / Baku, 6-7November 2008 12 Twinning contract – The Work Plan - Art 6 Resources 1.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

13. This 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 / Baku, 6-7November 2008 13 Twinning contract – The Work Plan - Art 7 Management and Monitoring 1.Language The official language of the project can be one of the Commissions working languages (English, German, French) 2.Project Steering Committee »Project Leaders (chair) »RTA, RTA Counterpart, PAO, DEL »Other stakeholders 3.Reporting

14. This 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 / Baku, 6-7November 2008 14 Twinning contract – The Work Plan - Signatories The MS Project Leader The BC Project Leader

15. This 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 / Baku, 6-7November 2008 15 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]

16. This 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 / Baku, 6-7November 2008 16 Twinning contract – Annex A3 Budget –By activities –Total correspondence with the working plan (Annex A1: articles 3 to 7)

17. This 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 / Baku, 6-7November 2008 17 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

18. This 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 / Baku, 6-7November 2008 18 Twinning contract – Budget Eligible costs (1) –Preparatory costs –Resident Twinning Adviser (RTA) –MS Project Leader and MS Experts –RTAs 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

19. This 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 / Baku, 6-7November 2008 19 Twinning contract – Budget 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

20. This 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 / Baku, 6-7November 2008 20 Twinning contract – Budget 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

21. This 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 / Baku, 6-7November 2008 21 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

22. This 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 / Baku, 6-7November 2008 22 The budget – Polish example (1) - overview

23. This 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 / Baku, 6-7November 2008 23 The budget – Polish example (2) - RTA section

24. This 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 / Baku, 6-7November 2008 24 The budget – Polish example (3) – RTA assistant and auditing

25. This 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 / Baku, 6-7November 2008 25 The budget – Polish example (4) – preparatory meetings

26. This 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 / Baku, 6-7November 2008 26 The budget – Polish example (5) – steering committees

27. This 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 / Baku, 6-7November 2008 27 The budget – Polish example (6) – activities (i)

28. This 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 / Baku, 6-7November 2008 28 The budget – Polish example (7) – activities (ii)

29. This 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 / Baku, 6-7November 2008 29 The budget – Polish example (8) – activities (iii)

30. This 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 / Baku, 6-7November 2008 30 The budget – Polish example (9) – contingencies

31. This 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 / Baku, 6-7November 2008 31 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 3 months from the notification of the selection DEL formulates a consolidated feedback (Consultations with Line GDs, Delegation of the EC, Financial officer) 4 weeks Twinning partners finalise the Twinning Contract 6 weeks Final approval PAO EC Delegation Line GDs Final approval PAO EC Delegation Line GDs

32. This 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 / Baku, 6-7November 2008 32 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

33. This 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 / Baku, 6-7November 2008 33 Questions? Thank you Presentation prepared by P. Mousnier-Lompré Tacis project: Support to the Implementation of the Twinning & Taiex Operations in Azerbaijan (ITTO)