1. 1 EFCA - 21th March 2002 Raul Mateus Paula

2. 2 This presentation underlines: The key objectives of the Relex Reform The division of the responsibilities EuropeAid organization Project cycle phases (Financial phase. Implementation phase.) Futures developments

3. 3 Make significant improvements in the quality and efficiency of project management Substantially reduce the time taken to implement projects Ensure robust and efficient management procedures Improve the impact and visibility of the Aid The Key Objectives of the Relex Reform The key objectives of the Relex Reform

4. 4 Mettre en oeuvre l’ensemble des instruments d EuropeAid is responsible for the project cycle from identification through implementation DG Relex and DG Dev are responsible for the pluri-annual programming Division of Responsibilities The division of the responsabilities

5. 5 Indicative Programming Evaluation Implementation Formulation Identification Financing The six stages of the Project Cycle Today EuropeAid organization

6. 6 Project cycle phases Programming Analyse situation to identify problems which development co-operation could address Identification Identify project ideas and screen them for further study Formulation Develop relevant project ideas into operational project plans Financing Commission decides to fund project and agrees arrangements with beneficiary country Implementation Mobilise and execute project Evaluation Assess project achievements and identify lessons Project cycle phases

7. 7 Financing phase Project cycle phases

8. 8 Implementation phase Award contract(s) to implement projects –fair competition –transparency Manage execution of projects Project cycle phases

9. 9 Procurement rules applicable to EC external aid Specific rules for projects in the interest of beneficiary countries Directives and WTO rules if the projects are in the interest of –the Commission; or –both the Commission and beneficiary countries Project cycle phases

10. 10 Public procurement Directives Apply to public procurement by Member States and the Commission itself Govern –choice of award procedure –rules on publicity –candidates allowed to tender –selection and award criteria Project cycle phases

11. 11 EC external aid contracts Commission ‘for and on behalf of’ the Government of a beneficiary country Title IX of the existing Financial Regulation ‘provisions applicable to external aid’ Commission “must comply with the basic principles adhered to by the Union in the field of public contracts, particularly for the Directives” Committee of Independent Experts Project cycle phases

12. 12 Manual of Instructions Adopted by the Commission on 10/11/99 after 3 years of consultations with the market and representatives of the EU Member States negotiated with Member States warmly welcomed by consultancy organisations commended by Transparency International Project cycle phases

13. 13 Impact of Manual of Instructions Before: –46 different contract procedures between the EC external aid programmes –different Web sites with different presentations and information content After: –8 contract procedures for all EC external aid programmes –unique Web site Project cycle phases

14. 14 EuropeAid Web site Allows consultants to search procurement notices by programme and type of contract Contract forecasts, procurement notices, Calls for Proposals, shortlist notices and contract award notices all published Initially 200,000 hits per month, now 800,000 hits per month, making it the most heavily consulted Web site on the entire Europa server Project cycle phases

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19. 19 Practical Guide to EC external aid contracts Incorporates full text of Manual of Instructions Provides operational detail necessary to implement Manual of Instructions Annexes include standard tender dossiers, contracts, publication templates, Guidelines for Grant Applications and templates for letter to candidates and tenderers Project cycle phases

20. 20 Contract award procedures - Service contracts  € 200,000 International restricted tender procedure € 5,000 1 Framework Contract 2 Simplified procedure  € 5,000 Single tender Project cycle phases

21. 21 Contract award procedures - Supply contracts  € 150,000 International open tender procedure < € 150,000 but  € 30,000 Local open tender procedure € 5,000 Simplified procedure  € 5,000 Single tender Project cycle phases

22. 22 Contract award procedures - Works contracts  € 5,000,000 1 International open tender procedure 2 International restricted tender procedure (in exceptional cases) < € 5,000,000 but  € 300,000 Local open tender procedure € 5,000 Simplified procedure  € 5,000 Single tender Project cycle phases

23. 23 International tender procedure - Service contract Publish procurement notice Candidates submit applications Shortlist panel applies selection criteria Tender dossier sent to short-listed candidates Tenderers prepare and submit tenders Evaluation Committee examines tenders Award contract Project cycle phases

24. 24 International tender procedure - Supply or works contract Publish procurement notice Tender dossier sent to interested tenderers Tenderers prepare and submit tenders Evaluation Committee examines tenders Award contract Project cycle phases

25. 25 Project cycle of a 2-year service contract Project cycle phases

26. 26 Programming Publicity Call for Proposals Transparency and impartiality Standard guidelines and forms Evaluation procedure Record keeping How to award grants Grants

27. 27 Award procedures International Call for Proposals If 4 conditions are all satisfied: programme budget is at least € 2,000,000 minimum grant is at least € 100,000 applications from other countries are likely programme is not restricted to national applicants Grants Local Call for Proposals If one or more of the 4 conditions are not satisfied Direct Award Exceptional procedure to be used only in four specific cases objective of the grant programme special legal or technical characteristics running cost grants unforeseeable events (urgency)

28. 28 Evaluation procedure Receipt and opening Administrative compliance Eligibility Evaluation of technical quality Recommendations Approval of final list Standard contract Derogations must all be individually endorsed by the EC No derogations: global endorsement by the EC Modifications: addendum Signature of the contract Grants

29. 29 Futures developments Application to EDF Standard financing decision & financing agreement EC external aid Finance Guide: Update Update of the Practical Guide CRIS Appel d’offre Extensive Devolution Futures developments