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Contract procedures

ARCHIVES 2001

Please refer to the current version of the PRAG (BUDGET & EDF) for the updated documents!

Framework Contract AMS/451

It is a Framework contract for operational short-term technical assitance to beneficiary countries of external aid and it concerns assignments of less than € 200,000 and 12 months. It came in force on 01/04/2000 for 3 years and has been extended up to 31/03/2005.

Practical Guide to contract procedures for EC external actions

As mentioned in the introduction of the Practical Guide pdf - 2 MB [2 MB] español (es) français (fr) português (pt) relating to contractual procedures, these texts may be revised to take account of any modifications, which are appropriate after following the first months of their implementation. Interested parties had the opportunity send their comments to the Office until 31 March 2002. We thank you for all your contributions.

Phare, Ispa & Sapard contract procedures

Practical Guide pdf - 2 MB [2 MB] . As mentioned in the introduction of the practical Guide relating to contractual procedures, these texts may be revised to take account of any modifications, which are appropriate after following the first months of their implementation. Interested parties had the opportunity to send their comments to the Office until 31 March 2002. We thank you for all your contributions.

Manual of Instructions (11 languages)

This Manual (11 languages) zip - 5 MB [5 MB]  was adopted by the European Commission on November 10, 1999. It aims to govern all service, supplies and works contracts concluded for the purposes of Community co-operation with third countries. It is now fully applicable to all non-EDF contracts other than those for which the Contracting Authority is the government of one of a limited number of beneficiary countries with which an exchange of letters concerning the new procedures has not yet been completed.

New rules for contracts in the field of nuclear safety

These new rules pdf - 19 KB [19 KB] Deutsch (de) français (fr) on support for nuclear safety in the Newly Independent States and Central and Eastern Europe weradopted by the European Commission September 6, 2000.

Templates

  • Annexes to the Practical Guides

General annexes zip - 141 KB [141 KB] español (es) français (fr) português (pt)

Services annexes zip - 318 KB [318 KB] español (es) français (fr) português (pt)

Supplies annexes zip - 360 KB [360 KB] español (es) français (fr) português (pt)

Works annexes zip - 216 KB [216 KB] español (es) français (fr) português (pt)

Grants annexes zip - 135 KB [135 KB] español (es) français (fr) português (pt)

 

  • Standard contracts for external aid

 

  • Standard grant contract

The attached standard contract was drawn up by EuropeAid Co-operation Office on the basis of the model annexed to the Vade-mecum on grant management adopted by the Commission in July 1998 and in force since 1 January 1999. It specifically applies to grants awarded by the Commission within the framework of external aid. As of 1 January 2000 it replaces all former standard contracts in this field. An updated version of 06/12/2000 is now applicable. From now on all beneficiaries of grants for external aid are subject to the same rules whatever the Community programme financing the action. This is in line with the harmonisation mission entrusted to EuropeAid. These rules are set out in the contract, which is composed of several parts:

The Special Conditions msw8 - 37 KB [37 KB] español (es) français (fr) português (pt) : to be completed for each contract, they comprise the amount of the contract, the duration of the action, the payment plan, the addresses of the parties, etc.

The annexes :
Description of the Operation (annex I) : to be provided by the Beneficiary

General Conditions (annex II) pdf - 79 KB [79 KB] español (es) français (fr) português (pt)

Budget of the Operation (annex III) excel8book - 31 KB [31 KB]

Contract-award procedures (annex IV) pdf - 13 KB [13 KB] español (es) français (fr) português (pt)

Standard request for payment msw8 - 21 KB [21 KB] español (es) français (fr) português (pt)

Financial identification form (annex V) excel8book - 76 KB [76 KB] español (es) français (fr) português (pt)


The Description of the Operation and the Budget are specific to each project. However the General Conditions and the contract-award procedures which the beneficiaries have to follow in the implementation of the operation may not be modified and apply in all cases. These should be read carefully, since they introduce numerous changes into previous management practices: in particular, payments will generally be made on the approval of a single report per year, supporting documents being kept by the beneficiary for five years for a possible audit.

Provided it is correctly applied, this new standard contract will allow more straightforward and flexible management of external aid actions. EuropeAid services will be available for any further explanations. To this end, a table of questions and answers pdf - 51 KB [51 KB] will be published on this site and will be regularly updated.

 

  • Standard grant contract for decentralised programmes - external aid

The attached standard contract has been drawn up by EuropeAid Co-operation Office based on the standard grant contract for external aid applicable since 1 January 2000. It specifically applies to grants financed by the Commission within the framework of the decentralised programmes of external aid of the European Community. This contract replaces all former standard contracts in this field as from 1 July 2000. An updated version of 06.12.2000 is now applicable. This model differs from the centralised version in that the Commission does not sign or manage the contract. This is undertaken by the Administration of the beneficiary country or the body it designates for that purpose. The Commission's role is to endorse the contract to approve financing on Community funds. The contract is composed of several parts:

The Special Conditions msw8 - 37 KB [37 KB] español (es) français (fr) português (pt) : to be completed for each contract, they comprise the amount of the contract, the duration of the action, the payment plan, the addresses of the parties, etc.


The annexes:
Description of the Operation (annex I) to be provided by the Beneficiary

General Conditions (annex II) pdf - 61 KB [61 KB] español (es) français (fr) português (pt)

Budget of the Operation (annex III) excel8book - 31 KB [31 KB]

Contract-award procedures (annex IV) pdf - 13 KB [13 KB] español (es) français (fr) português (pt)

Standard request for payment msw8 - 21 KB [21 KB] español (es) français (fr) português (pt)

Financial identification form (annex V) excel8book - 76 KB [76 KB] español (es) français (fr) português (pt)

The Description of the Operation and the Budget are specific to each project. However the General Conditions and the contract-award procedures which the Beneficiaries have to follow in the implementation of the Operation may not be modified and apply in all cases. These should be read carefully since they introduce numerous changes into previous management practices. In particular, payments will generally be made on the approval of a single annual report, supporting documents being kept by the Beneficiary for five years for a possible audit.

Provided it is correctly applied, this new standard contract will allow more straightforward and flexible management of external aid actions. EuropeAid services will be available for any further explanations. To this end, a table of questions and answers pdf - 51 KB [51 KB] will be published on this site and will be regularly updated.

 

  • Standard agreement with an international organisation - external aid

The attached standard agreement was drawn up by EuropeAid Co-operation Office on the basis of the standard grant contract for external aid. In line with the harmonisation mission entrusted to EuropeAid, it applies, whatever the Community programme financing the action, to all international organisations except development banks (for which a specific template is being prepared) and the organisations with which the Commission has concluded a specific framework agreement (FAO and UNESCO).

The standard grant agreement applies in particular to UN programmes, funds and agencies. It was indeed designed in conformity with the 9 August 1999 Framework Agreement between the Commission and the United Nations. The standard grant agreement is composed of several parts:

The Special Conditions msw8 - 36 KB [36 KB] français (fr) : to be completed for each contract, they comprise the amount of the contract, the duration of the action, the payment plan, the addresses of the parties, etc.

The annexes
:
Description of the Operation (annex I) to be provided by the Organisation

General Conditions (annex II) pdf - 78 KB [78 KB] français (fr)

Budget of the Operation (annex III) excel8book - 31 KB [31 KB]

Contract-award procedures (annex IV) pdf - 13 KB [13 KB] français (fr)

Standard request for payment msw8 - 21 KB [21 KB] français (fr)

Financial identification form (annex V) excel8book - 76 KB [76 KB] français (fr)

The Description of the Operation and the Budget are specific to each project. However the General Conditions and the contract-award procedures which the beneficiaries have to follow in the implementation of the operation may not be modified and apply in all cases. These should be read carefully.

 

  • Standard agreement with an international organisation for a decentralised programme - external aid

The attached standard agreement was drawn up by EuropeAid Co-operation Office on the basis of the standard grant contract for external aid. In line with the harmonisation mission entrusted to EuropeAid, it applies to all grants financed by the Commission within the framework of decentralised programmes of external aid of the EC, where they are awarded to international organisations except development banks (for which a specific template is being prepared) and the organisations with which the Commission has concluded a specific framework agreement (FAO and UNESCO).

The standard grant agreement applies in particular to UN programmes, funds and agencies. It was indeed designed in conformity with the 9 August 1999 Framework Agreement between the Commission and the United Nations. The standard grant agreement for decentralised programmes is composed of severalparts:

The Special Conditions msw8 - 36 KB [36 KB] français (fr) : to be completed for each contract, they comprise the amount of the contract, the duration of the action, the payment plan, the addresses of the parties, etc.

The annexes:
Description of the Operation (annex I) to be provided by the Organisation

General Conditions (annex II) pdf - 79 KB [79 KB] français (fr)

Budget of the Operation (annex III) excel8book - 31 KB [31 KB]

Contract-award procedures (annex IV) pdf - 13 KB [13 KB] français (fr)

Standard request for payment msw8 - 21 KB [21 KB] français (fr)

Financial identification form (annex V) excel8book - 76 KB [76 KB] français (fr)

The Description of the Operation and the Budget are specific to each project. However the General Conditions and the contract-award procedures which the beneficiaries have to follow in the implementation of the operation may not be modified and apply in all cases. These should be read carefully.

 

  • Trust Funds and Cofinancing Framework Agreement between the Commission and the World Bank

This agreement, signed on November 8, 2001 by presidents Prodi and Wolfensohn, deals essentially with the operational aspects of the co-operation between both organisations. It was revised 17 March 2003 to adapt it to the new Financial Regulation applicable to the EC Budget and to the new policy of the World Bank Group regarding recovery of administrative costs, as well as to clarify a few provisions. The agreement as revised applies to all trust funds agreements concluded between the Commission and a World Bank Group entity after 17 March 2003.

The agreement pdf - 88 KB [88 KB] is composed of 6 parts :

  • The framework agreement itself defines the various types of trust funds (article 1) and sets out common principles and rules applicable to all of them: procedures for setting-up (article 2), rates of administration fees (article 6)… It also foresees the possibility for the parties to co-operate without establishing a trust fund (article 5), and provides for regular consultations on its implementation as well as the exchange of personnel (article 7).
  • Annexes 1 and 2 provide a model contract for trust funds where the Commission is one among several donors. Annex 1 sets out the special conditions, including the subject, duration and amount of the EC financing, the payment schedule and specific clauses on visibility or audit. Annex 2 contains general principles which must be incorporated in the documents (approved by the Bank's Board of Directors and/or agreed among all donors) governing the trust fund.
  • Annexes 3 and 4 provide a model contract for trust funds where the Commission is the only donor. Annex 3 sets out the special conditions and Annex 4 the General Conditions applicable to the trust fund.
  • Annex 5 sets out the practical guidelines for implementing the verification clause inserted in all contracts.

 

In order to prepare a contract for a trust fund where the Commission is the only donor (not counting the World Bank itself) please fill in the relevant Administration Agreement msw8 - 28 KB [28 KB] using the relevant data in the Framework Agreement, and annex the applicable Standard Provisions pdf - 27 KB [27 KB] .

In order to prepare a contract for a trust fund where the Commission is one among several donors , please fill in the relevant Administration Agreement msw8 - 35 KB [35 KB] using the relevant data in the Framework Agreement. The applicable Resolution or Standard Provisions pdf - 14 KB [14 KB] will be provided by the World Bank Group entity concerned and should substantially incorporate the following provisions.

In both cases a Description of the operation, Budget for the operation and standard letter of request for payment msw8 - 22 KB [22 KB] should be annexed to the Administration Agreement.

Administration Agreements concluded between 8 November 2001 and 17 March 2003 remain governed by the provisions of the framework agreement as in force at the time. pdf - 98 KB [98 KB]

Last update: 29/05/2012 | Top