1. Hosting EPOS components Executive & Coordination Office and Integrated Core Services Elisabeth Kohler, CNRS-INSU France EPOS IAPC 19/09/2013 - Rome

2. Hosting EPOS components EPOS is a distributed infrastructure made up of different components: -Statutory seat and Executive & Coordination Office (centralised) -Integrated Core Services (centralised or disctributed?) -Thematic Core Services (distributed) The procedure for hosting each component of EPOS is separated Only one proposal per country is accepted

3. Hosting ECO

4. Hosting ECO and statutory seat: procedure 1.Signature of EPOS LoI and EoI 2.Launch of the call for Proposals (with the related Terms of Reference) 3.Evaluation 4.Recommandation from the IAPC to the BGR 5.The BGR hears the bidders and takes final decision 6.The Hosting country becomes responsible for the negociations with the EC to set up the ERIC

5. Suggestion: Organization of the call for proposals The call is managed by a call secretariat Composed of: 3 persons, from EPOS PP partners’ organizations, whose countries will not submit a proposal The proposals will be sent by email to the Call Secretariat Eligibility criteria Only the countries who have previously signed the EPOS Letter of Intent and the EPOS Expression of Interest in due time are allowed to participate in this call for proposals

6. Content of the proposal ECO and the link with EPOS RI and ERIC structure -Vision and perspective for EPOS -Governance of ERIC Task and duties of the ECO -Management of the EPOS legal entity -Scientific and technical strategy and coordination -Outreach and international cooperation Location - Geographical environment - Scientific and technical environment - Facilities Personnel - Description of positions - Recruitment policy Budget plan - Costs breakdown table - Host premium - In kind / cash balance

7. Evaluation process (1) Peer review evaluation process. Evaluation Panel composition: – 3 experts (1 HR management, 1 finances, 1 scientist). Panel composition needs to be endorsed by the EPOS BGR and the IAPC – 2 observers (EC, ESFRI) Shall the experts be paid?

8. Evaluation process (2) 1.Each external expert reviews independently each proposal; 2.Panel meeting: overall rating according to the evaluation criteria for each proposal and ranking of all the proposals; 3.The IAPC makes recommendations to the BGR; 4. The BGR makes the final decision after the hearing of the selected bidders.

9. Evaluation criteria Choice and approval of the evaluation criteria open for discussion : Basically two different options : 1)By the evaluation panel (independent perspective) 2)By the IAPC and/or BGR (stakeholders perspective)

10. Timeline BGR approves the EoI, the principles and the timeline for the Call September 2013 Establishment of the Call SecretariatNovember 2013 Nomination of the Panel membersDecember 2013 Deadline for submitting EoIJanuary 2014 Establishment of the evaluation criteriaJanuary 2014 Launch of the callFebruary 2014 Deadline for applicationsApril 2014 End of the evaluationJune 2014 EPOS PP Council recommendationJuly-September 2014 Final decision by the BGRSeptember 2014 Commitment letter by the Hosting CountryOctober 2014

11. Reminder: indications and recommandations from Potsdam Recommendations to the BGR (June 2013) The EPOS PP IAPC recommends the draft of the Expression of Interest for starting the ECO hosting procedure Indications to the BGR (June 2013) The EPOS PP IAPC agrees on the proposed procedure for selecting ECO The EPOS PP IAPC agrees on the evaluation procedure of proposals for hosting ECO

12. Pending issues for discussion and recommandation 1)What is the composition of the call secretariat? 2)Are there other eligibility criteria than having a signed EoI? 3)Does the IAPC approve the guidelines describing the content of the proposals? 4)Who is preparing and approving the evaluation criteria? Should the evaluators be paid? 5)Does the IAPC agree with the timeline? 6)Do you want to publish a call for tender in the EC Official Journal?

13. Hosting ICS Slides from Jörn Lauterjung

14. Integrated Services ICS together with ECO shall be inside the ERIC Different models possible: 1.ECO + ICS centralised (one host) 2.ECO and ICS separated; ICS centralised (one host each) 3.ECO and ICS separetd; ICS decentralised (several hosts)

15. Pending issues for discussion and recommandation 1)What is the procedure for the selection of the ICS host? A call for proposals on the same model than ECO? 2)What would be the eligibility criteria ? 3)What would be the evaluation procedure? 4)What would be the timeline?

16. Thank you for your attention!