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Negotiating the contract

Negotiating a Marco Polo grant agreement can take two-to-three months. The process consists of incorporating the features of the project proposal into the format of the grant agreement. The description of the action becomes an inseparable annex of the agreement. The agreement will also take account of comments made by the evaluation committee.

The grant agreement is a standard document and cannot be modified. As with other EU contracts, beneficiaries waive their own terms and conditions where these might conflict with those of the European Commission.

As soon as evaluations are completed, successful applicants will be asked to start contract negotiations.

Clear terms - fewer problems later

The purpose of the grant agreement is to fix in advance the specific aims of the project, and the deliverables, procedures, methodology, timeframes and payments schedules involved in achieving the results. This provides a clear context for implementation and management. It also defines the roles and responsibilities of the players. These include outside bodies authorised by EACI and/or the Commission to obtain site access for checks and audits, like the European Court of Auditors.

Besides the model agreement, a series of templates and guidance notes are available to assist beneficiaries during the negotiations, and to keep the implementation and monitoring processes as simple as possible. These include

Legal entity and financial identification forms are also available.

A template for the letter of intent and of confirmation of modal shift msw8 - 34 KB [34 KB] by clients of the new service is also provided.