EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.1
EU-TURKEY CHAMBER FORUM EU-TURKEY CHAMBER FORUM EU TURKEY CHAMBERS EU TURKEY CHAMBERS
PARTNERSHİP GRANT SCHEME PARTNERSHİP GRANT SCHEME
PROJECT MANAGEMENTPROJECT MANAGEMENT
20092009Burcu Atılgan-Grant ExpertBurcu Atılgan-Grant Expert
TOBB EU DepartmentTOBB EU Department
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.2
Content
• Project Management
• Grant Contract
• Project Documentation and Accountancy
• Reporting Requirements
• Procurement
• Monitoring and Support Activities
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.3
Project Management
Project Management Body of Knowledge• I. Project Scope Management• II. Project Procurement Management• III. Project Time Management• IV. Project Cost Management• V. Project Risk Management• VI. Project Quality Management• VII. Project Human Resources Management• VIII. Communications Management• IX. Project Integration Management
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.4
Project Management
Project Management Body of Knowledge.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.5
Project Management
I. Project Scope Management
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.6
Project Management• II. Project Procurement Management
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.7
Project Management
III. Project Time Management
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.8
Project Management
IV. Project Cost ManagementAs part of your application you have completed
planning, estimating and budgeting processes.
During the implementation of your project you will
need to control the budget that you have proposed
intensively.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.9
Project Management V. Project Risk Management
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.10
Project Management
VI. Project Quality Management
For the purposes of simplicity in our grantprojects, project managers shall monitor their project indicators through the course of their
project.Your major source for performance indicators should be your logframe.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.11
Project Management VI. Project Quality Management
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.12
Project Management
VII. Project Human Resources Management
Human Resource Planning determines project roles, responsibilities and reporting
relationships. It is important that each project member is aware of his/her role and duties
within the project.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.13
Project Management
VIII. Communications Management
Proper Project Communication Management ensures your project to timely; generate,
collect, distribute, store information.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.14
Project Management
IX. Project Integration Management
The Project Integration Management includes processes and activities
needed to identify,define, combine, unify and coordinate
various processes and project management
activities within the Project Management Process Groups.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.15
GRANT CONTRACTGRANT CONTRACT
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.16
ContractsContracts
• Grant Contract – signed between the Contracting Authority and the Beneficiary
• Contract should also be in line with legal provisions of Labour Code, Occupational Safety and Health Legislation, Tax and Accountancy Laws and any other relevant legislation in beneficiary country
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.17
Major Parts of Grant ContractMajor Parts of Grant Contract
• The Special Conditions (project duration, total project cost and the grant, reporting and payment schedule)
• Annex I of Grant Contract: “Description of the action” -Significant modifications of activities may need an Addendum to the contract.
• Annex II of Grant Contract: “General Conditions” specify the general obligations and financial provisions under the contract
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.18
Major Parts of Grant ContractsMajor Parts of Grant Contracts
Annex II : General ConditionsGeneral conditions specify the general obligations and financial provisions under the contract. – Reporting– Liability of Parties– Visibility of Projects– Ownership of the Equipments– Evaluation/Monitoring– Contract Ammendments– Eligible costs– Extension, Suspension, Termination of Projects– Payment Methods– And other legal issues
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.19
Major Parts of Grant ContractsMajor Parts of Grant Contracts
• Annex III of Grant Contract: “Budget for the action” Budget is a breakdown of all eligible project related costs.
Annex IV of Grant Contract: “Contract Award Procedures” -awarding contracts for services, supplies and works to external organisations
• Annex V of Grant Contract: This annex contains standard templates that you have to use: Legal Entity Sheet, Request for Payment, Financial Identification Form
Annex VI of Grant Contract: This annex contains standard forms
for Interim, Final narrative and Financial Report. Annex VII of Grant Contract: Model of Expenditure Verification
Report - it is also obligatory to obtain an Independent Audit Report before requesting the final payment.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.20
Modifying Grant ContractsModifying Grant Contracts
Modification• Minor Changes• Major Changes
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.21
ModificationModification• Minor Changes
– changes in activities or budget that do not affect the basic purpose of the project
– transfer between budget headings involving a variation of 15% or less
– Changes of address or phone number– Changes of bank account– Change of project manager or key experts– Increase or decrease in numbers of equipment or unit
prices without changes of the budget amount allocated for that budget item
– Model/brand name change of the equipment as a new technology
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.22
ModificationModification• Major Changes
– Extension or early closing of the contract– Significant changes in activities affecting the basic
purpose and indicators of the project. – Transfer amongst budget headings outside the limits of
minor modification (15%)– Addition or cancellation of a new budget item in the
Budget– Change of project Partners (addition or replacement)– Changes in your organisation’s name or legal status– Adding new item or deducting an existing item from the
budget
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.23
ModificationModification
• Process for Minor Change
Within 10 days of implementation of the change2 hard copies to Support Unit
(a copy of request should be filed by Grant Beneficiary also)
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.24
ModificationModification
• Process for Minor Change– Beneficiary makes the change– Inform the SU – SU sends the notification letter to Contracting
Authority (CFCU) (with cheklist)– Contracting Authority (CFCU) might not accept that
the change is minor - this means that costs made might not get approved.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.25
ModificationModification
Minor change How to notify Deadline
Small change of activities with no budgetary implications
Bi-monthly reports
and Interim or Final Report
Next report
Small changes of activities with budgetary implications
Notifications letter 10 days before the implementation of the change
Changes of address
Changes of bank account
Change of expert (including all persons under Human Resources)
Change of auditor Notifications letter or Interim/Final Report
Deadlines for notification
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.26
ModificationModification
Process for Major Change
Preparing an addendum:
Prepare a request for addendum, following the
Standard Form-2 in English and in Turkish in three hard
copies.
3 hard copies to Support Unit
(a copy of request should be filed by Grant Beneficiary also)
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.27
ModificationModification
The request for Addendum should contain a detailed description of the requested modification and the reason for modifications.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.28
ModificationModification
Any addendum modifying the budget must include a replacement budget showing how the full budget breakdown of the initial contract has been modified by this addendum (and any previous addenda)
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.29
ModificationModification
Budget headings Original Budget Budget of Addendum 1 Budget of Addendum 2
Human resources
Travel
Equipment and Supplies
Local office/Action costs
Other costs, services
Others
Subtotal direct eligible costs of the Action
Total direct eligible costs of the
Action
Total eligible costs
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.30
ModificationModification
Submission of the addendum request:
30 days before the implementation
of the change
and at least 1 month before the Contract expiry date.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.31
ModificationModification
CFCU prepares and sends the Addendum to the
Grantee signature.
The addendum takes effect on the date of the later signature.
Remember that Grantees cannot implement the
change before the signature of the Addendum.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.32
Eligible CostsEligible Costs
General principles: Costs have to be included in the project budget
(Annex III of the contract) The activities for which Grantee requests payment
should correspond to those described in Annex I of the contract
All costs must be real costs, i.e. actually incurred by the Beneficiary (and partners, if applicable)
Cost must be recorded in the accounts or tax documents of the Beneficiary (or his partners, if applicable)
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.33
Eligible CostsEligible Costs1. Human Resources : Payment of salaries and fees for staff
contracted by the Beneficiary and for partners’ staff.
• Sub-contracted services (payment to companies under the service contracts tendered following the EC procedures) cannot be claimed under this budget heading.
• The cost of staff assigned must include actual salaries plus social security charges and other remuneration-related costs.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.34
Eligible CostsEligible Costs1. Human Resources : • Salaries and costs must not exceed those normally
borne by the Beneficiary or his partners.• Per diems cover all meal, hotel expenses and short
distance travel (e.g. within the city). • Per diems should be in-line with the budget and should
not be higher than the EU max. daily rates(http://europa.eu.int/comm/europeaid/perdiem/liste1_en.htm).
• Per diems are calculated on overnight basis.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.35
Eligible CostsEligible Costs
2. Travel
International travel sub-heading
Local transportation subheading
All flight tickets and boarding pass should be kept by the beneficiary.– The taxes of the tickets will not be eligible costs. If the
tickets includes tax (KDV), the cost without taxes will be accepted as eligible.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.36
Eligible CostsEligible Costs 3. Equipment and supplies
All expenditure is VAT free provided relevant certificates and approvals are obtained• EC Procurement Rules• The rule on eligibility of nationality • Eligible Origin of Goods
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.37
Eligible CostsEligible Costs4. Local office / project costs The cost cannot be used for covering cost
related to main offices of the Beneficiary (and partners). Cost is eligible only if a new office/ training facilities are opened for the needs of the implementation of project activities.
5 and 6. Others
Amounts budgeted under headings 5 & 6 may be used to cover costs for the items specified in the budget and fully sub-contracted services: publications, translation, events, etc.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.38
Eligible Costs
10. Administrative costs • A percentage of the final approved total direct eligible
costs may be claimed as indirect costs to cover the administrative overheads incurred by the Beneficiary. The costs are eligible provided that:
• They do not exceed the rate stated in the budget;• They do not include costs assigned to another heading
of the budget;• Their eligibility should conform to items 14, 16 and 17
of the general conditions
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.39
Exchange Rates
Where actual expenditure is incurred and paid in TRY (or any other currency other than Euro) the conversion into Euro of the real costs borne in other currencies shall be done at the rates published in InforEuro. (www.etcf.org.tr)
– Expenditures are recommended to be made in Euro to the possible extent. This minimises the risks incurred by currency fluctuations and eases financial reporting. Turkish legislation allows spending in Euro and Euro invoices. In case an invoice is prepared in Euro, the corresponding TRY value should also be indicated. Legally, accounting transactions and documents have to be in TRY. However, documents can also be prepared in foreign currency as long as the corresponding TRY value is indicated
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.40
Ineligible Costs
Examples:
• Purchase of second hand equipment
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.41
VAT exemptionVAT exemption
– VAT exemption is applicable on all eligible costs associated with grant project.
– A VAT Exemption Certificate is necessary
when making project related procurement based on the planned budget submitted as part of the grant contract.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.42
PROJECT PROJECT DOCUMENTATION AND DOCUMENTATION AND
ACCOUNTANCYACCOUNTANCY
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.43
PROJECT DOCUMENTATION AND ACCOUNTANCY
Financial documentation
Expenditure Documents
All expenditure Proof of purchase such as invoices and receipts
Proof of payment such as bank statements, debit notices, proof of settlement by the contractor
Proof of delivery of services such as approved reports, proof of attending seminars, conferences and training courses (including relevant documentation and material obtained, list of attendees, certificates), etc
The Beneficiary Accounting records (computerised or manual) such as general ledger, sub ledgers and payroll accounts, fixed assets registers and other
relevant accounting information
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.44
PROJECT DOCUMENTATION AND ACCOUNTANCY
Financial documentationHuman Resources Staff and payroll records/contracts, salary
statements, monthly timesheets, of all project staff
Travel Public transport: Transport tickets (including boarding passes in case of travel by air)
Rented transport: Invoice from supplier and summary list of distance covered
Car: For fuel and oil expenses, a summary list of the distance covered, the average fuel consumption of the vehicles used, fuel costs.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.45
PROJECT DOCUMENTATION AND ACCOUNTANCY
Financial documentationExpenditure Documents
Subcontracted supplies, services or works
Proof of procurement procedures such as tendering documents, bids from tenderers and evaluation reports
Proof of commitments such as contracts and order forms
Proof of receipt of goods such as delivery slips from suppliers
Proof of completion of works, such as acceptance certificates
Certificate of origin or a Certificate of Locally Manufactured Production with a Sworn
Statement
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.46
PROJECT DOCUMENTATION AND ACCOUNTANCY
Technical documentation• Examples of project documents for some of the project activities.Surveys /studies • ReportsPublications • Copies of publicationsSeminars, conferences, working meetings • Programme • List of presentations / conference reports• Handouts• List of participants• List of speakers• Minutes (if applicable)• Press clippings• Feed-back questionnaires (if applicable)
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.47
PROJECT DOCUMENTATION AND ACCOUNTANCY
• Technical documentationTraining • A detailed description of the training – training modules, training
hours per subject, methods, etc.• Training schedule• List of participants /Attendance sheets• List of trainers / lecturers• Feed-back questionnaires• Training evaluation reportExperts• Timesheets• Copies of the outputs • Activities reports
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.48
PROJECT DOCUMENTATION AND ACCOUNTANCY
Accounting requirements Appropriate accounting and double-entry book-
keeping system Accounts and expenditure should be • easily identifiable and verifiable separate
accounts for the action • a simple accounts ledger together with
other useful templates.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.49
PROJECT DOCUMENTATION AND ACCOUNTANCY
Accounting requirements
The Financial Report should be properly and easily reconciled to the Grant Beneficiaries accounting and bookkeeping system.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.50
REPORTING REQUIREMENTS
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.51
REPORTS
• Bi-monthly report• Interim narrative report.• Final narrative and financial report. • Expenditure verification report of a
European Community Financed Grant Contract (audit report).
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.52
Bİ-MONTHLY PROGRESS REPORT
Consist of 5 main sections:
• Basic contract data
• Budget achievements during reporting period
• Realisation of activities
• Procurement activities
• Needs of beneficiary
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.53
Bİ-MONTHLY PROGRESS REPORT
Submission of the bi-monthly progress report:
Until the fifth day of following month
• 1 electronic version and 1 hard copy to SU
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.54
REPORTS INTERIM AND FINAL NARRATIVE
• Narrative section: Project activities/management,
participation of partners, relations with key stakeholders, visibility, progress on performance indicators, assessment of the project and notifications about minor contract changes and addenda
• Templates for the interim and final narrative reports are
provided in www.etcf.org.tr
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.55
REPORTS INTERIM AND FINAL NARRATIVE
• You should submit the final version of the Interim
and final report(s) in 4 hard copies an 4 CD to:• 2 copies to SU• 1 copy to ECD• 1 copy for the Grant Beneficiary
• SU will send one copy of the reports to the
CFCU with a cover letter and the checklist
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.56
REPORTS INTERIM AND FINAL NARRATIVE
Submission of the interim report:
within 5 days of completion of the half of the project duration
Submission of the final report:
within 3 months of completion of the project duration
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.57
REPORTINTERIM FINANCIAL REPORT-
REQUIRED DOCUMENTS
For the interim financial report
• Accounts ledger itemising expenditures must be annexed.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.58
REPORTS FINAL NARRATIVE REPORT-REQUIRED
DOCUMENTS
• “Beneficiary Decleration” signed by the authorised person(s) of the chamber
• Minor /major change requests and CFCU’s approval letters• Copy of the printed materials• Contracts (supply/service), invitation letters, tender offers
(applications), letters to unsuccessful tenderers, evaluation reports• Visibility material samples • “Performance Indicators Documents”• Training/conference/visit programmes, reports, participants list
(Annex3)• For the external experts -Training/conference reports, presentations,
surveys• Copy of the “transfer of title of equipments”( Ekipman Mülkiyet Devri
Belgesinin kopyası)(Before the approval of the notariate) (Annex 4)
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.59
REPORTFINAL FINANCIAL-REQUIRED
DOCUMENTS
• The bank letter indicating that no interest rate has been applied to the project account and account summary that indicates that the account covers only the project implementation period.
• “Project Expenditure Summary” and “Account Ledger” (Annex 2)
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.60
REPORTFINAL FINANCIAL-REQUIRED
DOCUMENTS
Human Resources Expenditure List (Annex-2, work page with number 1 )
For every project expert: • Work contract or Letter of nomination by the chamber /
Copy of the Permission letter• Monthly Time sheet• CV• Payrolls• Documents explaining the cost of social security charges
and other remuneration-related costs are being retained.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.61
REPORTFINAL FINANCIAL-REQUIRED
DOCUMENTS
Travel and perdiems Expenditure List (Annex 2, work page with number 2)
• Transport tickets (including boarding passes in case of travel by air)
• Related with per diems: Hotel invoices or the copy of the documents that indicates the round trip dates
• The copy of the document indicating that the perdiems payments are made
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.62
REPORTFINAL FINANCIAL-REQUIRED
DOCUMENTS
Equipment Expenditures List
(Annex2, work page with number 3)For every equipment in a separate dossier:
Invoice or the document that indicates the payment is
made to buy the equipment.
For the purchase of the equipments bigger than 5000
Euro: Certificate of the Origin
For the purchase of the equipments smaller than 5000
Euro : Contract, market survey document
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.63
REPORTFINAL FINANCIAL-REQUIRED
DOCUMENTS
Local Office Expenditure List (Annex 2, work page with the number 4)
Copies of the invoices of vehicle costs, office rent, consumables - office supplies, other services (tel/fax, electricity/heating, maintenance), contract or payment document
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.64
REPORTFINAL FINANCIAL-REQUIRED
DOCUMENTS Other costs, services expenditure list: (Annex 2,
work page with number 5)
Expenditures documents (invoices and an explanation letter indicating the aim of the contract) for .
Publications Surveys Audit expenditures Translation service Financial services (expenditures for the bank guarantees etc) Conference exp. Visibility activities
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.65
REPORTFINAL FINANCIAL-REQUIRED
DOCUMENTS
Copy of Expenditure Verification Report by
Eternal Auditor
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.66
EXPENDITURE VERIFİCATION REPORT
Known as the audit report Consist of:
• TOR for an Expenditure Verification of a EC financed Grant Contract for External Actions- should be completed by the (Grant) Beneficiary and be agreed with the Auditor
Annex 1: Information about the Subject of the Expenditure Verification
Annex 2: Scope of Work – Procedures to be performed• 2. Report of Factual Findings for an Expenditure Verification of an
EC financed Grant Contract for External Actions-should be provided by the Auditor
The template can be found at www.etcf.org.tr
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.67
REPORTING REQUIREMENTS-PAYMENT PROCEDURES
• Pre-financing: %80 of the sum is paid within 45 days of receipt of the Request for Payment (by CFCU)
• Final payment: CFCU’s 45 day approval procedure of the final narrative and financial reports, Expenditure Verification Report and the Request for Payment
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.68
PROCUREMENTPROCUREMENT
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.69
PROCUREMENTPROCUREMENT
• Participation in the procurement procedures is open on equal terms to all legal persons who are established in (a) a Member State of the European Community, (b) in an official candidate country as recognised by the European Community, (c) in a Member State of the European Economic Area, or (d) any country other than those referred in a), b) and c), where reciprocal access to their external assistance has been established.
The nationality of the company to which the service or the work is contracted can be certified with a certificate issued by the Chamber of Commerce in that country
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.70
PROCUREMENTSERVİCE CONTRACTS
Tender ( smaller or equal to 10.000 Euro)
Tender (between 10.000-60.000 Euro)
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.71
PROCUREMENTSERVICE CONTRACTS
Tender ( smaller or equal to 10.000 Euro)• Recommended to proceed with three
offer. • Sign a contract with very clear references
on which products you expect from the service. (template is in www.etcf.org.tr)
• Define at which time the service will be delivered and who will be the supervisor inside your organization accepting the quality of the services and authorizing the payments.
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.72
PROCUREMENT SUPPLY CONTRACTS
Tender smaller than 10.000 Euro
Proceed with three offer.
Use a simple contract (template is in www.etcf.org.tr)
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.73
PROCUREMENTSUPPLY CONTRACTS
TECHNICAL SPECIFICATIONS AND REQUIREMENTS• Contract Name: _________________• Contract no.: _________________• Name of Item: _________________• Quantity: • TECHNICAL DETAİLS• General Description• Technical Specifications• 3. Accessories and Attachments• 4. Tools or Other Required Items• 5. Maintenance Requirements• 6. Spare Parts Required• 7. Manuals• 8. Required Performance• 9. Warranty Specifications
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.74
Procurement Plan by GBsProcurement Plan by GBsContract Number: Name of the tender 1
Dates for Tender 1
Name of the tender 2
Dates for Tender 2
Preparation of tender dossier
Expected date for sending the tender dossier to the SU for checking
Publication of forecast (if applicable)
Publication of procurement notice
Submission deadline
Opening session and Evaluation
Expected date for sending the Evaluation Report to the SU for checking
Contract signature
Expected delivery date
Provisional acceptance date
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.75
PROCUREMENTPLAN BY GBs
Submission of procurement plan:
within 2 months of the project start
(31.01.2009)
2 hard copy to SU
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.76
PROCUREMENT VISIBILITY
Reports should contain the disclaimer:
“The content of this publication is the sole responsibility of (name of author/contractor/contracting authority) and can in no way be taken to reflect the views of the EU”
Bu belgenin içeriğinden sadece “Faydalanıcının Adı” sorumludur ve bu içerik herhangi bir şekilde Avrupa Birliği’nin görüş ve tutumunu yansıtmaz”
Broşür örnek
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.77
PROCUREMENTDISPLAY PANNEL
This project is funded by EU This project is funded by EU
TITLE OF THE PROJECTTITLE OF THE PROJECT
Turkish Chambers Logo EU Chambers Logo
This project is implemented by Turkish chambers (name) and EU Chambers namesContracting Authority
The programme is implemented under the coordination of TOBB and EUROCHAMBRES
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.78
MONITORING MONITORING AND SUPPORT AND SUPPORT
ACTIVITIESACTIVITIES
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.79
MONITORING MONITORING FRAMEWORKFRAMEWORK
In Procedures,• Compliance with procurement rules• Eligibility of costs• Compliance with publicity and visibility rules• Documentation and Archiving• Bookkeeping and Accountancy• Reporting obligations• Contract Modifications• Non-Compliances and IrregularitiesIn Progress,• Financial and Technical progress • Performance indicatorsand Problems And Needs of the beneficiaries
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.80
MONITORING MONITORING FRAMEWORKFRAMEWORK
Monitoring tools: Monitoring visits, bi-monthly declaration reports and interim and final reports.
Monitoring visits will be conducted by SU using checklists, monitoring reports etc.
SU experts will review and give advice on draft notification letters, addendum requests, interim and final reports.
Monitoring and/or Spot visits by CFCU
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.81
MONITORINGMONITORINGRESPONSİBİLİTİES OF GBs
To make key staff of project be present.To provide up-to-date informationTo define performance indicatorsTo define needsTo clarify major dates in procurementTo inform SU in case of unavailabilityTo review and sign the visit report (regular monitoring
visits)To archive all documents for 7 years
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.82
MONITORINGMONITORING
The following information will be monitored by SU
• Project Management
• Adequacy of Documentation
• Progress of Activities
• Risks and Problems
• Project Indicators
• Procurement Matters and Records
• Visibility of the Project
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.83
MONITORINGMONITORINGMONİTORİNG TIME TABLE
Monitoring Timing
Risk AssesmentVisit
15 January-5 February
2nd Monitoring Visit After half of the project duration
3nd Monitoring Visit Before the end of the project duration
EU-TURKEY CHAMBER FORUM PROJECT (ETCF)
ETCF is funded by the European Union.84
Thank you for your kind attention....
Burcu Atı[email protected]:03124138233