markorillo.com                                                                                                            ...
markorillo.com                                                                                                            ...
markorillo.com                                                                                                         3  ...
markorillo.com                                                                                                         4  ...
Terminology - Policy Cascade formarkorillo.com                                                                            ...
markorillo.com                                                                                                         6  ...
7                   More Complex - Some Projects have beenmarkorillo.com                     Replaced with "Sector Program...
markorillo.com                                                                                                         8  ...
Individual Projects, Sectormarkorillo.com                                                                                 ...
markorillo.com                                                                                                         10 ...
markorillo.com                                                                                                         11 ...
Example - Financing Modalities andmarkorillo.com                                                                          ...
markorillo.com                                                                                                            ...
markorillo.com                                                                                                         14 ...
markorillo.com                                                                                                         15 ...
markorillo.com                                                                                                            ...
markorillo.com                                                                                                            ...
Types of Implementation Modalitiesmarkorillo.com                                                                          ...
Key Tools for EU Assistancemarkorillo.com                                                                                 ...
Key Tools for EU Assistancemarkorillo.com                                                                                 ...
markorillo.com                                                                                                            ...
markorillo.com                                                                                                            ...
Key Tools for EU Assistancemarkorillo.com                                                                                 ...
markorillo.com                                                                                                          24...
Delegated Management - Identifyingmarkorillo.com                                                                          ...
markorillo.com                                                                                                         26 ...
markorillo.com                                                                                                            ...
markorillo.com                                                                                                            ...
Download or view online ...markorillo.com                                                                                 ...
markorillo.com                                                                                                         30 ...
markorillo.com                                                                                                            ...
markorillo.com                                                                                                            ...
markorillo.com                                                                                                         33 ...
markorillo.com                                                                                                            ...
markorillo.com                                                                                                         35 ...
Sign Declarations for Confidentialitymarkorillo.com                                                                       ...
markorillo.com                                                                                                            ...
Timescale of Projects / Interventions inmarkorillo.com                                                                    ...
markorillo.com                                                                                                         39 ...
Main Principle on Preparations ofmarkorillo.com                                                                           ...
markorillo.com                                                                                                          41...
markorillo.com                                                                                                         42 ...
markorillo.com                                                                                                         43 ...
markorillo.com                                                                                                         44 ...
markorillo.com                                                                                                         45 ...
markorillo.com                                                                                                         46 ...
markorillo.com                                                                                                         47 ...
markorillo.com                                                                                                         48 ...
markorillo.com                                                                                                         49 ...
markorillo.com                                                                                                            ...
General Principles of Staffing -markorillo.com                                                                            ...
markorillo.com                                                                                                            ...
How Should You Write Requirementsmarkorillo.com                                                                           ...
markorillo.com                                                                                                         54 ...
markorillo.com                                                                                                         55 ...
markorillo.com                                                                                                         56 ...
markorillo.com                                                                                                         57 ...
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Presentation on EU Instruments for PAO in Georgia, Tbilisi - 2nd

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Presentation on Foreign Assistance and EU Instruments for PAO in Georgia, Tbilisi - 2nd Day of Training

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Presentation on EU Instruments for PAO in Georgia, Tbilisi - 2nd

  1. 1. markorillo.com 1 Training on EU External Assistance Instruments 20-22 November 2012 Tbilisi, Georgia 2nd day Marko Rillo Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  2. 2. markorillo.com 2 Schedule Today - Friday, 21.11.2012 10:15-11:30 First session 11:30-11:45 Coffee Break 11:45-13:00 Second session 13:00-13:45 Lunch Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  3. 3. markorillo.com 3 Topics for Today • Assistance Instruments: – Technical Assistance - consultants and Twinning - officials from EU Member States – Investments: (Complex) supplies, construction – Grants - demand-based tools for disseminating funds and achieving results – Budgetary support - direct appropriation (a grant, a loan) and Delegated management - identifying somebody else to deliver results • Practicalities of working with assistance - supplies and TA – How to better prepare documents? Key principles of PRAG and its practicalities. – How to best manage your internationals? Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  4. 4. markorillo.com 4 ANY QUESTIONS FROM YESTERDAY? Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  5. 5. Terminology - Policy Cascade formarkorillo.com 5 External Assistance Type Examples Policy Improve human rights Improve neighbourhood quality of life Improve public sector capacity Financial Instrument / European Instrument for Democracy and Human Rights Assistance Programme: European Neighbourhood and Partnership Instrument horizontal / geographical TAIEX Programme: ENPI Georgia National Indicative Programme 2011-13 multi-annual / annual / Black Sea Cross Border Cooperation Programme 2007-13 sectoral Annual Action Programme 2012 for Georgia Sector Policy Support Programme related to Public Finance Project: A particular intervention Assistance Instrument / TA (incl Framework Contracts) / Twinning / TAIEX / Sigma / Grant / Tool / Method / Supply / Works / Budgetary Support / Delegated Management (Implementation or Financing) Modality Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  6. 6. markorillo.com 6 Programme vs Project Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  7. 7. 7 More Complex - Some Projects have beenmarkorillo.com Replaced with "Sector Programmes" Projects are good for: Problems of projects: • Clearly identified and time bound • Not necessarily well linked to policy interventions overall sector needs • "Piloting" practice or building • Multitude of simultaneous capacity projects running will create • Protecting services while cannibalism and waste government capacity develops resources • Investment projects where • Micro-macro paradox transactions costs are irrelevant • Decentralised cooperation with • Can undermine strengthening non-public entities of Governmental systems • Emergency aid and post-crisis • May reduce accountability interventions • Increase transaction costs Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  8. 8. markorillo.com 8 Sector Wide Approach (SWAp) • One of the core messages of Paris Declaration (2005) - use more SWAp-s • A way of working together between partner countries, donors and other stakeholders. • The aim is to ensure government ownership, increased coherence between national policy, sector policy and resource allocation, and to minimize transaction costs • Basis for IPA programming since 2012: – Project identification fiches – Sector identification fiches Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  9. 9. Individual Projects, Sectormarkorillo.com 9 Programmes & Budget Support Direct support to Sector Policy Support Macro-economic projects Programmes budget support • Mutual control of • Donor control over external resources • Govt. control of resources external resources • Both target • Donor targeting of resources • Targeting by Govt resources • Both influence through National policy & budget Budget • Limited donor • Medium transaction influence on • Donor influence on costs PG policy & budget partner policy • Highest learning • High transaction • Highest planning • Lower transaction (bureaucracy) costs costs Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  10. 10. markorillo.com 10 Contents of Sector Programmes • An approved sectoral policy document and overall strategic framework (e.g. Poverty Reduction Strategy Paper); • A sectoral Medium Term Expenditure Framework and an annual budget; • A co-ordination process amongst the donors in the sector, led by Government. Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  11. 11. markorillo.com 11 Strategy / Policy Structure in Estonia Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  12. 12. Example - Financing Modalities andmarkorillo.com 12 Implementation Modalities Sector Pooled Fund National Budget Donor Y PPP Donor A Donor X Revenue Support Donor B (EU) Through Treasury Co-Financed Activity Individual projects Programme for … Sector Own Financing Technical Grant Twinning Works Equipment Assistance Scheme Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  13. 13. markorillo.com 13 But More Terminology Confusion- Policy Cascade in EU Structural Funds (i.e. grants) Policy (Main) Programme Priority (sub-programme) Measure / Action Project, Activity Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  14. 14. markorillo.com 14 Measure / Action • ERDF: Measure is a support mechanism that serves as a tool for implementing objective(s) of a priority that has been formulated in development programme • ESF: a tool to implement priority. • MEANS collection. Measures: – Are part of a programme - collection of several similar projects that have defined budget – Contain a clearly defined support scheme – Should have their own management structure Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  15. 15. markorillo.com 15 Classical Components of SF Measures • Objective(s) • Contents • What activities are supported, what is the maximum amount • What requirements are put forward for recipient of grant • Key indicators of success • Principles of implementation, including the institutional setup • Application - how it is formulated, what are the requirements, procedures for applying and proceeding: evaluation, selection, (non-)award, information delivery • Use and payments of support grants • Irregularity management and handling reclaims Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  16. 16. markorillo.com 16 Example of ESF Measures in Estonia Type Examples Programme Higher Education programme "DoRa" - since 2008 Priority Development of university domestic cooperation and innovation (Sub-Programme) capabilities Development of international cooperation of universities Measures Doctoral school support measure Support measure to enhance cooperation between universities and businesses Support measure to improve innovation in universities Projects Individually submitted grants applications Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  17. 17. markorillo.com 17 Example of ERDF Measures in Estonia Type Examples Programme Export capability programme Priority (Sub- Increasing export capabilities of Estonian SMEs Programme) Measures Export planning support measure International trade fair visit support measure Projects Individually submitted grants applications Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  18. 18. Types of Implementation Modalitiesmarkorillo.com 18 Used Most Frequently Services - technical assistance, Twinning - long term partnership studies, training or designs between member state and – Carried out by consultant(s) candidate country officials – Carried out by MS officials Supplies - the purchase, leasing, Works - the execution of works, or both rental, hire or purchase of products, design and execution of works incl related tasks e.g. siting, (outcome of building or civil installation, maintenance, repairs, engineering works) training and after-sales service – Carried out by contruction – Carried out by supplier(s) company, supervised by engineer(s) Grants - demand-based support schemes that may include services, supplies or works. – Prepared by NGOs Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  19. 19. Key Tools for EU Assistancemarkorillo.com 19 Technical Assistance Technical Assistance is a tool for employing consultants Advantages Disadvantages • More experience in running projects • In case of large projects - may be a abroad long time before getting experts to • Easier to get overviews of best Georgia (4-8 months) practice from different countries • Less experience from Brussels • Easier to mobilize inputs of time • Not so recent experience from MS • Easier to get experts from other MS administration • In case of smaller framework • Costs for bids and presentations contracts (up to €200000) - very fast • "Uniforms talk to uniforms" (1 month) • The most flexible approach - it is easy to replace experts Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  20. 20. Key Tools for EU Assistancemarkorillo.com 20 Twinning Twinning is a tool for employing officials from EU member states Advantages Disadvantages • Access to civil servants • Long time before getting assistance to • Start on a lasting relation Georgia (12-18 months) • Good knowledge of acquis • Heavy work with preparations and • Good knowledge of procedures in MS work plan and inflexible budget • Easier to have long term expert with • Incentives to mobilize experts for family longer missions low • Regulations on eligible costs • RTAs with not so elaborate experience of working abroad • "Uniforms talk to uniforms" • RTAs who might be either good • Can be faster with "twinning light" specialists or good managers, rarely mechanism - is this also in Georgia? both • Difficult to change RTAs Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  21. 21. markorillo.com 21 Investments: Supplies and Works Investments are hard purchases of goods, equipment or construction (sometimes both design and execution of works as an outcome of building or civil engineering works) Advantages Disadvantages • For host country it saves the • For most EU financed large burden on their budget when investment schemes the they want to pursue large and tendering takes time: highly visible investments – Large supplies: 6-8 months • EC is usually very motivated in – Large works: 8-15 months giving their aid to building (depending if it includes design & planning of works) works - it provides lots of positive visibility for them Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  22. 22. markorillo.com 22 Grant Schemes Grant schemes are demand-based support schemes that may include services, supplies or works Advantages Disadvantages • Closest method to recipients • If poorly planned then can needs at the grassroot level create suboptimal solutions • One of the fastest methods of • Frequently very bureaucratic "getting things done" when using EU standard • EC likes them because of high templates - some criteria are visibility inflexible • Cofinancing may be difficult for both NGOs and for government administration (in the middle of fiscal year) Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  23. 23. Key Tools for EU Assistancemarkorillo.com 23 Budgetary Support Budgetary Aid is a resource transfer to the government of partner country. Once received, the transfer is managed by the recipient government, using its existing budget and financial management systems. It provides direct support to the implementation of national or sectoral policies. Advantages Disadvantages • Quick and easy support to tackle • "Give the fish, not the tools for fishing" urgent problems • Potential for corruption • Follows 100% government priorities • Short term solution - if formulated as • Minimal transaction costs loans then they still need to be paid • Highest ownership back • High motivation for country to carry • Likely to be phasing out for Georgia out reform plans that have been • Inflexible agreed in the matrix Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  24. 24. markorillo.com 24 3 Conditions for Budgetary Support National (if GBS) or Policy and strategy well defined and Sectoral (if SBS) broadly supported by donors policy and strategy Macroeconomic Stability Macroeconomic stability conducive to growth, to poverty reduction and (GBS=SBS) to the credibility of the budget Sound and transparent public Improvements in Public financial management contributes to Financial Management policy objectives Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  25. 25. Delegated Management - Identifyingmarkorillo.com 25 Somebody Else to Deliver Results Delegated Management is the way for EC to hand over daily management of their programme (for a management fee) to a dedicated organization, such as: UNDP, UNICEF, COE, Open Society Foundation etc. Advantages Disadvantages • Works reasonably well in • Lack of ownership by host situations where host country country does not have dedicated project management capacity Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  26. 26. markorillo.com 26 Getting the Best Results out of International Experts or Member State Officials PRACTICALITIES OF WORKING WITH TA AND TWINNING Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  27. 27. markorillo.com 27 Progra Identifi- mmi cation ng Evaluati on Implem en- tati Formul atio n Formulation Phase of Project Cycle on • Detailed project design work. Project fiche reviewed to identify issues needing further analysis or design work – If necessary - design and formulation work contracted and carried out – Feasibility assessed – Risk and sustainability analysed – Terms of Reference or twinning fiche prepared Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  28. 28. markorillo.com 28 Practical Guide What is it? Table of Contents: • Explains the contracting • Introduction and Basic Rules procedures which apply to EC external aid contracts. • Service Contracts • Governs the award of • Supply Contracts service, supply and works • Works Contracts contracts financed by the general budget of the • Grants European Communities • Relations with International • 127 pages + annexes Organisations and Other • Can be downloaded: Donors http://ec.europa.eu/europeaid/work/ • Legal Texts procedures/implementation/ practical_guide/index_en.htm • Annexes Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  29. 29. Download or view online ...markorillo.com 29 Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  30. 30. markorillo.com 30 You do not need to do it all! Centralised vs Decentralised Implementation System (DIS) • Currently in Georgia - Centralised Implementation System (EU Commission is the Contracting Autority) • Future: decentralised (DIS) – Ex ante: decisions concerning the procurement and award of contracts are taken by the Contracting Authority (CA) - the CFCU and referred to the approval of the European Commission – Ex post: decisions are taken by the CA without prior reference to the EC (except special rules in PRAG) Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  31. 31. markorillo.com 31 Roles of the Players Role of Contracting Authority Role of Line Ministry • Approval of ToR and TS • Responsible for preparing • Responsible for launching tender contract documents procedures: – Making sure that ToR and TS that – Publishing on EUROPEAID web are prepared would be "exactly – Drafting the Tender Dossier (TD) what is needed" – Dispatch of Invitation to Tender and TD – That the ToR and TS are technically compliant with what is • Responsible for tendering and available on the market contracting – Receiving bids • Participating in tendering – Chairing shortlisting and evaluation – (Voting) member of evaluation – Preparation of Tender Evaluation committee Reports • Project implementation – Preparation & signature of contracts – Managing contractors Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  32. 32. markorillo.com 32 Eligibility Nationality and origin – open on equal terms to all natural and legal persons of the EU Member States & the countries covered by the Regulation under which the contract is financed – applies to 1) companies 2) individual experts and ... – all supplies and equipment purchased must originate in the EU or in an eligible country as defined above in the nationality rule Exceptions to the rules – Decided on a case by case basis by the EC – Experts: with regard to nationals of other countries the EC may approve if (a) the input is relatively small and/or (b) unique expertise is being required – Supplies: justification required before EC approval given (justification on the basis of price will not be accepted) Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  33. 33. markorillo.com 33 What is Origin? • Country where the product has been obtained or was produced • Evidence – Signed Declaration with tender bid – Certificate of Origin, to submitted when: • bringing supplies into the Beneficiary Country • Provisional Acceptance takes place • the first invoice is presented Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  34. 34. markorillo.com 34 Visibility • Contractors for services, supply or works must take the necessary measures to ensure the VISIBILITY of the EU financing or co- financing • EU guidelines gives rules – to be found at: http://europa.eu.int/comm/europeaid/visibility/index_en.htm Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  35. 35. markorillo.com 35 Award Principles • Fair Competition - To avoid any conflict of interest, any firm or expert taking part in the preparation of a project must be excluded from taking part in tenders based on this preparatory work – When you prepare the ToR you have to sign the declaration of confidentiality – You are not allowed to meet bidders individually prior to the project start • Transparency, proportionality, equal treatment and Non- discrimination • No retroactivity - – Contracts take effect from the date of signature of the last signatory, – All contracts must show the true date of signature and – No disbursements can be effected and no goods and services can be provided before this date • Standard contracts and document formats must be used Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  36. 36. Sign Declarations for Confidentialitymarkorillo.com 36  • Every person involved in  preparation of the tender documents must sign declaration of objectivity and confidentiality! • You may not share information about tender with anybody who has not signed the same declaration! • "I undertake to hold in confidence any information disclosed to me in preparing the tender and not to disclose them to any third party." Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  37. 37. markorillo.com 37 Tendering Takes Time at least 6M 1M at least 6M 2M 1M 2W • The procurement thresholds must be respected and projects may not be split artificially - no sausageing • Technical assistance and related activities must be grouped where appropriate in large tenders and contracts. Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  38. 38. Timescale of Projects / Interventions inmarkorillo.com 38 EC Terminology Less than 6 months 6-12 months More than 12 months Short term Medium term Long term Direct purchases Most framework contracts Most TA contracts Twinning light Some TA contracts Most twinning Some framework contracts Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  39. 39. markorillo.com 39 TECHNICAL SPECIFICATIONS FOR SUPPLY CONTRACTS Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  40. 40. Main Principle on Preparations ofmarkorillo.com 40 Technical Specifications • Market research before • Delivery details start – Delivery period and • Use of trademarks locations • Detailed specifications: – Equipment layout – Quality levels • Related services – Technical details – Training • Quantity of items, incl: – After sales – Consumables – Warranty and related – Accessories service – Spare parts • Acceptance procedure Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  41. 41. markorillo.com 41 Technical Specification Layout 1. Item no 2. Specifications Required 3. Quantity 4. Delivery details 1 [Specify information about the [specify qty] [specify delivery item] address and timing] [Specify information about the [specify qty] [specify delivery accessories, consumables, address and timing] spare parts etc. for the item no.1] [Specify Related services, acceptance procedure and any other background information about the item no.1] Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  42. 42. markorillo.com 42 TERMS OF REFERENCE FOR SERVICE CONTRACTS Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  43. 43. markorillo.com 43 Be clear what you want/need • The ToR should tell potential bidders exactly what you want to get • It should be interesting and well laid out (avoid cut and paste!) and easy to understand • Try and see the ToR from the bidder’s point of view • Bidding is competitive and bids will be assessed against agreed criteria • It is in your interest to receive several really good bids so you can choose the very best • Don’t assume contractors will undertake tasks not specified in the ToR – they won’t! Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  44. 44. markorillo.com 44 ToR – forms part of the legal contract • The ToR forms a key part of the contract (as an annex) that you will have with the successful bidder • You will have to report regularly on progress and EC will monitor and evaluate the success of the project • Not easy to change the ToR once contracting has taken place Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  45. 45. markorillo.com 45 ToR – prepared in partnership • You, as Project Owner, cannot prepare it alone! – Establish a good working relationship with the relevant EIO at your Ministry/agency and with the Task Managers at PAO and EC – Set up a small working group to help develop the ToR – Those and other individuals should contribute technical information to various parts of the ToR – Also means that others understand what is being proposed and the project will be less likely be seen as a threat – Maintain momentum – Importance of confidentiality/ethics Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  46. 46. markorillo.com 46 Further support to prepare the ToR? • Various people you can turn to for help: – TAIEX – Framework contractor – Other person/organisation – Neighbouring country Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  47. 47. markorillo.com 47 A poor ToR results in a poor project • A project that I have been involved with: – Vague ToR – But, his company made a successful bid – ToR wasn’t followed by the beneficiary – Key Experts left because they weren’t being required to deliver what they had signed up to do – Team Leader in difficult situation – Beneficiary frustrated Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  48. 48. markorillo.com 48 Key Sections of the ToR • Background Information (5 sub sections) • Objectives, Purpose and Expected Results (3 sub sections) • Assumptions and Risks (2 subsections) • Area of Work (3 subsections) • Logistics and Deadlines (2 subsections) • Requirements (6 subsections) • Reporting (2 subsections) • Monitoring and Evaluation (2 subsections) • Annex: Logical Framework Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  49. 49. markorillo.com 49 Principles on Staffing and Budgeting • The bidder is responsible for the preparation of the budget for the project • However, you have to make preliminary budget calculations to: – Estimate the size of the overall project – Estimate the feasibility of individual project components – Evaluate the financial bids – Decide and calculate your contribution / co-financing Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  50. 50. markorillo.com 50 Discuss with EC - Who Pays Pay for work Incidentals - publicity • Fees for international experts • Project websites, PR events, campaigns • Salaries for local experts, assistants Incidentals - training and activities Allowances • Premises, meals • Daily or monthly housing for experts • Training materials Incidentals - travel • Interpretation • International travels for experts Premises • Travels inside country • Office for consultants Incidentals - study touring • Communications (internet, phone) • Study tours or internships to Member • Printing, computers States Purchase of associated equipment Accounting and auditing of the project • Purchase and installation • Running costs and maintenance Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  51. 51. General Principles of Staffing -markorillo.com 51 Categories of Consultants • Managers - team leader of the entire • Content experts: project or some project component. – Cat I - Senior Consultants - at Earlier management experience in least 15 years of professional service projects crucial. Normally at experience in the sector, leading least Cat II expert. experts • Local staff - secretaries, – Cat II - Senior Consultants - accountants, interpreters who provide experts with at least 10 years of back-office assistance to the team professional experience in the sector – Cat III - Junior Consultants - experts with at least 5 years of professional experience in the sector Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  52. 52. markorillo.com 52 Key Experts and Non-Key Experts Key Experts Non-Key Experts • 1-5 individuals, core team of • Pool of experts to invite and the project - responsible for the provide flexibility for the project results of the project, ex: team to fill in the gaps – TL resp. for team management • Usually for short-term tasks – KE2 resp. for project comp.1 • You do not need to specify any – KE3 resp. for project comp.2 requirements for non-key • Usually long- or medium-term experts, but in some cases experts minimum has been specified: • You must specify requirements – Eg must be proficient in English, for each of the Key Experts have experience in the project area, etc. Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  53. 53. How Should You Write Requirementsmarkorillo.com 53 for Consultants? • Requested Profile: Overall Qualification and skills – Relevant university degree? – Language skills, PC literacy, presentation, analytic, negotiation skills etc ? – If some skills would be an advantage? • General Professional Experience – How many years of experience - how senior (Cat I, II or III)? – What type of professional background needed? • Specific Professional Experience – Experience in specific field of activity? – Previous working experience in specific region? – What experience would be an advantage? Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  54. 54. markorillo.com 54 Principles on project management • Use this section to describe the managerial structure of the Contracting Body - who is the primary authority whom the consultant reports? • Describe how the external experts and the beneficiary institution are supposed to work together. • What will be the responsibilities of the recipient institution? • Frequently there is a "Management Committee" that is set up to regularly discuss the progress of the project Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  55. 55. markorillo.com 55 Reporting, Monitoring and Evaluation • Written reports are a key to following the performance of contractors • Consultants get paid based on the report. So if you approve the report then it means that you are satisfied with their work Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  56. 56. markorillo.com 56 Report Types • Inception report. The contractor has to produce, usually within 1-2 months from the start of the project, a report that clarifies the content of the project proposal • Interim report(s) are delivered usually on a monthly, quarterly bi-annual or annual basis - depending on the type of the project • Final report will be produced at the end of the project. It should record all project activities performed along with the results obtained Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  57. 57. markorillo.com 57 Thank you! Questions? Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700

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