CONSORTIUM AGREEMENT
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1 giunta regionale 8^ legislatura ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 1/15 relating to the Project entitled in short CONSORTIUM AGREEMENT European MSM Internet survey on knowledge, attitudes and behaviour as to HIV and STI (Contract/Proposal number ) between Deutsche Gesellschaft für Technische Zusammenarbeit GmbH Dag-Hammarskjöld-Weg Eschborn Germany ( the Coordinator GTZ ) and - EMIS Robert Koch-Institut Department Infectious Diseases Epidemiology Nordufer Berlin Germany ( the Scientific Lead RKI ) And Regione del Veneto Segretaria Sanità Sociale - Servizio per i Rapporti Socio Sanitari Internazionali Palazzo Cavalli Franchetti S.Marco Venice Italy ( RegVen ) and Maastricht University School of Psychology - Department Applied Psychology Universiteitsingel MD Maastricht Netherlands ( UM )
2 ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 2/15 and University of Portsmouth Higher Education Corporation University House, Winston Churchill Avenue PO1 2UP Portsmouth United Kingdom ( UoP ) and Fundació Institut d Investigació en Ciències de la Salut Germans Trias I Pujol Department CEEISCAT Ctra. de Canyet, S/N Barcelona Spain ( FIGTP ) (hereinafter referred to individually or collectively as the Partners )
3 ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 3/15 Preamble The Partners submitted a joint application for a grant concerning the implementation of the project " European MSM Internet survey on knowledge, attitudes and behaviour as to HIV and STI (EMIS)" (hereinafter referred to as the Project ). On the basis of this application, the European Community (hereinafter referred to as the EC ) and all Partners agreed upon a grant agreement for the funding of this Project (Grant Agreement number ). All the Partners are familiar with the provisions of this grant agreement hereinafter referred to as Grant Contract. The purpose of this consortium agreement ( Agreement ) is to facilitate the fulfilment of the tasks allocated to each of the Partners in order to implement the Project in accordance with the application submitted by the Partners and approved by the EC. 1. Project Activities The Project activities of each Partner funded by the EC and the time schedule are detailed in the Annex I ( Description of Work ) to the Grant Contract. 2. Steering Committee 2.1 Each Partner represented in the Steering Committee shall appoint a representative and a named deputy to the Steering Committee. Meetings shall be chaired by the representative appointed by the Scientific Lead and agreed by the Steering Committee. 2.2 The Steering Committee shall decide all fundamental questions and issues regarding cooperation during the Project implementation which are not reserved for decision by the Coordinator under this Agreement. 2.3 Meetings of Partners will take place as laid down in Annex-I or as convened by the Coordinator. The Steering Committee may also meet in form of a telephone conference. The results of such a telephone conference shall be documented by the Coordinator in writing and confirmed by the Partners. Decisions by the Partners may also be made by post by way of a written vote. 2.4 The Steering Committee has the following rules of voting: All Partners are represented in the Steering Committee with one vote for each Partner. All decisions by the meeting of Partners should be unanimous. If the Partners fail to reach a unanimous decision, a majority of two third (2/3) is acceptable. In the case of a tie, the Coordinator together with the Scientific Lead have a casting vote, subject to the following paragraph: Exceptions to this provision governing the Coordinator s and the Scientific Lead s right to make the final decision shall include: a. substantial amendments to the Grant Contract with the EC b. amendments to the allocation of tasks within the Project c. all other amendments to this Agreement, which must be agreed and signed by the authorised representatives of each Partner.
4 ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 4/ In the event that a decision is made regarding a specific Partner, this Partner must be represented except in the case of a defaulting party. 2.6 At its inaugural meeting, the Steering Committee should adopt rules of procedure to be observed in the formal execution of its work. 2.7 In addition to the Partners, two collaborating partners (i.e. national partners who cooperated with EMIS other than those named in this consortium agreement) may be invited to attend the Steering Group Meetings. The selection of any collaborating partners will be made during the first General Meeting. Collaborating partners have no voting rights. 3. Responsibilities of GTZ as Coordinator 3.1 The Coordinator shall coordinate the administrative performance of the Project in accordance with the resolutions adopted by the Steering Committee. 3.2 This shall include in particular: a. coordinating the Partners administrative activities, b. representing the interests of the Partners vis-à-vis the EC and other relevant persons and institutions, c. when conducting correspondence with the EC, the Coordinator shall forward copies of all correspondence relating to the administrative work and activities of any of the Partners to those Partners concerned without delay; all correspondence affecting material interests of any Partners shall be agreed in consultation with the Partners concerned before mailing, d. handling payment transactions between the Coordinator and the EC on the one hand, and between Coordinator and the Partners on the other. 4. Responsibilities of RKI as Scientific Lead 4.1 The Scientific Lead shall coordinate the scientific performance of the Project in accordance with the resolutions adopted by the Steering Committee. 4.2 This shall include in particular a. coordinating the Partners scientific activities, b. representing the interests of the Partners vis-à-vis the EC and other relevant persons and institutions, c. when conducting correspondence with the EC, the Scientific Lead shall forward copies of all correspondence relating to the scientific work and activities of any of the Partners to those Partners concerned without delay; all correspondence affecting material interests of any of the Partners shall be agreed in consultation with those Partners concerned before mailing.
5 ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 5/15 5. Obligations of the Partners towards the Coordinator, the Scientific Lead and the Steering Committee 5.1 The Partners shall make available to the Coordinator, the Scientific Lead and the Steering Committee all information and documents reasonably requested by them in order that the Coordinator, the Scientific Lead and the Steering Committee are able to fulfil their obligations as laid down in this Agreement and/or the Grant Contract with the EC. 5.2 Each Partner shall advise the Coordinator of the names of their personnel responsible for the implementation of the Project. 5.3 The Partners shall inform the Coordinator and the Scientific Lead of any circumstances which could affect the Project as well as of any changes in the assets of the Partners, or of any third partners involved in the Project. 5.4 No Partner shall approach the EC in connection with the Project implementation without the prior coordination with and notification of the Coordinator. 6. Obligations of the Partners The Partners acknowledge the following obligations: 6.1 To use the funds contributed by the EC for the implementation of Project activities allocated to them in the Annex I to the Grant Contract. 6.2 To make available to the other Partners all the necessary information regarding the completion of the Project activities without delay. 6.3 The necessary reports must be circulated to the other Partners within two weeks before the date when the reports are due. The Partners are obliged to collate and compile the reports in such a manner that their Project results can be clearly understood. The Coordinator shall be responsible for sending out timely reminders to all Partners when a report is due and that all Partners need to circulate their reports to each other for review at least two weeks prior to the report due date. 6.4 The Partners will ensure, to the best of their knowledge, the accuracy of all materials and information which they make available to the other Partners. Any errors found must be reported immediately. 6.5 The Partners undertake to treat all business and operating secrets of the other Partners as confidential (to the extent that they become aware of these in the context of carrying out the Project). The Partners who receive documents, samples and other information from other Partners related to the Project may use these only for the purposes of carrying out the Project. The Partners undertake to impose this obligation of secrecy on all persons or third partners collaborating on the implementation of the Agreement. These obligations shall remain in force for five years beyond the end of this Agreement.
6 ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 6/15 7. Notices and Communication Any notice to be given under this Agreement shall be in writing to the addresses and recipients as listed in the most current address list kept by the Coordinator based on the initial list of members and other contact persons. Formal notices: If it is required in this Agreement that a formal notice, consent or approval shall be given, such notice shall be signed by an authorised representative of a Partner and shall either be served personally or sent by mail with recorded delivery or telefax with receipt acknowledgement. Other communication: Other communication between the Partners may also be effected by other means such as with acknowledgement of receipt (e.g. Minutes). Any change of persons or contact details shall be notified immediately by the respective Partner to the Coordinator. The address list shall be accessible to all concerned. 8. Payments 8.1 The EC undertakes to finance a maximum of EUR , however not more than 60% of the total eligible costs, specified for the project.the final amount shall be established in accordance with the Grant Contract and Annex I (Description of Work). 8.2 The Partners are advised to open a Euro bank account. Fluctuations in rates of exchange and bank charges are non-eligible and will be borne by each Partner. 8.3 For the Project and financial management as well as handling the travel expenses of the collaborative partners, including the 40 % own contribution to those costs, the Coordinator will receive 50% (fifty percent) of the indirect costs of the following Partners: RegVen, UM, UoP and CEEISCAT and 100% (hundred percent) of the Scientific Lead RKI. 8.4 The transfer of EC s contribution to the individual Partner will be made as follows: The first instalment: Hundred percent (100%) of the first advance payment from the EC Based on the annual invoice/interim report and forecast on the expenditure planned for the second period, the second installment will be made: 100% (hundred percent) of the second instalment minus: the difference between the first instalment and the costs reported in reporting period 1. 50% of the indirect costs of the costs reported during the 1st reporting period of the following Partners: RegVen, UM, UoP and CEEISCAT and 100% (hundred percent) of the Scientific Lead RKI The final instalment: Outstanding claims after submission of each Partner s final financial report and the final payment from the EC. Such separation shall be made in accordance with the Grant Contract.
7 ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 7/15 All payments will be transferred by the Coordinator with minimum delay. 8.5 In case of reasonable doubts related to cost estimates submitted by the Partners, the Coordinator reserves the right to require additional information concerning the use of funds (eg copies of invoices, timesheets, etc.) during the Project. 8.6 The Partners shall deliver all relevant financial information on the request of the Coordinator, but in any event, no later than two weeks before the end of each reporting period given in the Grant Contract. 8.7 The final instalment from the EC will be forwarded directly to the Partners by the Coordinator, provided that they have submitted all the necessary information and documents in time and upon approval of the Final Report by the EC, and based on their work performance and the agreed project payment modalities. 8.8 The cost statements, reports, evidence and other documents required under the Grant Contract with the EC for the purpose of receiving the EC s funds shall be submitted to the Coordinator by the Partners for their respective Project activities no later than two weeks after the end of the reporting period given in the Grant Contract with the EC. If the requisite documents are not submitted to the Coordinator in full or if they are submitted late, this may result in the corresponding amounts not being reported to the EC until the subsequent accounting period and thus in corresponding delays in payments to the Partners. 9. Liability 9.1 The Partners will comply with all regulations of the Grant Contract and this Agreement when carrying out their Project activities. 9.2 The following settlement provision shall apply to relationships between the Partners in dealing with claims by the EC: Repayments, Lump-sum reductions, loss of interest due to delayed repayments and claims by the EC for reductions shall be borne by the Partner responsible for a repayment claim, reduction, additional costs or shortfall in payment. 9.3 For all other claims by the Partners against each other, the following provisions shall apply: The provisions governing exemption from or limitation of liability in the Grant Contract shall also apply to claims by the Partners against each other. A Partner s aggregate liability towards the other Parties collectively shall be limited to once the Partner s share of the total costs of the Project. No Partner shall be responsible to any other Partner for punitive damages, indirect or consequential loss of similar damages such as, but not limited to loss of profit, loss of revenue or loss of contracts. Each Partner shall be solely liable for any loss, damage or injury to third parties resulting from the performance of said Party s obligations under this Agreement.
8 ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 8/15 In respect of any information or materials supplied by one Partner to another under the Project, no warranty or representation of any kind is made, given or implied as to the sufficiency or fitness for purpose not as to the absence of any infringement of any proprietary rights of third parties. The recipient Partner shall in all cases be entirely and solely liable for the use to which it puts such information and materials. 10. Cooperation in a spirit of trust The Partners undertake to cooperate in good faith and to refrain from any action which is incompatible with the meaning and purpose of this Agreement and the order placed. 11. Copyright & Dissemination Copyright All property rights, inventions, design documentation, processes, documents, know how and work results not arising from or procured in performing the agreement but held by one Partner before the signature of this agreement shall remain with the respective Partner for its exclusive use, unless otherwise agreed in writing Handling of data, Dissemination & Publication Within the term of the Project The complete dataset as well as all national datasets generated according to Annex I, WP 7 of the Grant Contract will be distributed to all Scientific Partners (i.e. RKI, RegVen, UM, UoP, FIGTP). The Partners are not allowed to transfer, distribute or release datasets to anyone else unless otherwise agreed in this Agreement or unless prior consent is obtained from the Steering Committee. The use of the datasets is restricted to descriptive and explorative data analysis as fixed in the plan for analysis which will be developed according to WP 8. The results of this data analysis and interpretation will be reported according to WP 9. The Scientific Partners also intend to publish these results in high-ranking scientific journals. All publications have to be compatible with the general principles of authorship such as described at the uniform requirements for manuscripts submitted to biomedical journals: writing and editing for biomedical publication of the International Committee of Medical Journal Editors ( Any planned publication should be announced by written notice to the Steering Committee as early as possible to ensure that o each Scientific Partner has the possibility to contribute to the publication or to object to the planned publication if the objecting Partner's legitimate academic interests are compromised by the publication or the protection of the objecting Partner s property rights, inventions, design documentation, processes, documents, know-how and work results held before the signature of this Agreement is adversely affected. The objection has to include a precise request for necessary modifications. A copy has to be sent to the Scientific Lead. o the Steering Committee has the possibility to object to the planned publication if the subject of this publication is not in accordance with the regulations of the plan for analysis. The decision to object requires a majority of the votes. The Coordinator has no voting right. Any objection to a planned publication shall be made in writing to any Partner concerned within 3 weeks after receipt of the notice.
9 ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 9/ National datasets generated according to Annex I, WP 7 of the Grant Contract will be distributed to the Collaborating Partners (i.e. national partners who cooperated with EMIS other than those named in this consortium agreement) after signing an agreement containing regulations similar to and The complete dataset generated according to Annex I, WP 7 of the Grant Contract can be provided to members of the Scientific Advisory Board (e.g. ECDC, WHO-Europe) after signing an agreement containing regulations similar to and After termination After termination of the Project, the Scientific Partners are obliged for two further years to announce publications to the other Scientific Partners to give them the opportunity of participation. After that, they are free to use all datasets for further analysis and publications. On written request, the datasets will then also be provided to third parties (including collaborating partners) for further scientific analysis, provided they refer to EMIS as the source of the data Use of names, logos or trademarks Nothing in this Agreement shall be construed as conferring rights to use in advertising, publicity or otherwise the name of the Partners or any of their logos or trademarks without their prior written approval. 12. Assignments Assignment of claims or other rights under this Agreement has to be based on relevant articles of the Grant Contract and is permitted only with prior approval of the other Partners. 13. Term of agreement, withdrawal and exclusion 13.1 The Agreement shall enter into force upon the signature of the Grant Contract and shall end when all Project activities have been completed and all obligations of the Partners under this Agreement are fulfilled. Up to this point in time, a Partner may withdraw from the consortium only with the agreement of the other Partners and following authorisation by the EC. Upon withdrawal, the withdrawing Partner s right to use the datasets will end If a Partner ceases payments or if an application is made to open insolvency proceedings regarding a partner s assets, this partner may be excluded from the consortium by resolution of the other Partners and following authorisation by the EC. The same shall apply if a Partner grossly violates its obligations. The project tasks of the excluded Partner shall be taken over by the other Partners in accordance with arrangements determined by the Steering Committee. 14. Amendments, validity 14.1 Amendments and supplements to this Agreement and cancellation of this Agreement shall be in made in writing and signed by the authorised signatory of each Partner and be based on relevant amendments and supplements of the Grant Contract. This shall also apply to an agreement cancelling this requirement for written form.
10 ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 10/ If one or more of the provisions of the Agreement are invalid, this shall not affect the validity of the remaining provisions. The Partners shall agree to replace the invalid provision by a provision that ensures the commercial success intended by the Partners in a suitable manner. 15. Applicable law, arbitration procedure 15.1 This Agreement is subject to the law of Luxembourg Factual and legal findings established in the context of a legal dispute or arbitration proceedings with the EC with reference to the order shall also apply accordingly between the Partners All disputes arising out of this Agreement shall be finally settled in accordance with the Rules of Conciliation and Arbitration of the International Chamber of Commerce by one or more arbitrators to be appointed in accordance with these Rules. The language of the proceedings shall be the language in which this agreement is written Nothing in this Agreement shall limit the Partners right to seek injunctive relief or to enforce an arbitration award in any applicable competent court of law. 16. Copies This Agreement is drawn up in 6 copies. Each Partner shall receive one copy.
11 ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 11/15 SIGNATURES (RKI) AS WITNESS the Parties have caused this Agreement to be duly signed by the undersigned authorised representatives the day and year first above written. GTZ - Deutsche Gesellschaft für Technische Zusammenarbeit GmbH Ms. Anja Maria Dahl Head of Unit RKI - Robert Koch Institute Dr. Anke Engelbert Head of Administration
12 ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 12/15 SIGNATURES (RegVen) AS WITNESS the Parties have caused this Consortium Agreement to be duly signed by the undersigned authorised representatives the day and year first above written. GTZ - Deutsche Gesellschaft für Technische Zusammenarbeit GmbH Ms. Anja Maria Dahl Head of Unit RegVen - Regione del Veneto Giancarlo Ruscitti Secretary General of Health and Social Affairs
13 ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 13/15 SIGNATURES (UM) AS WITNESS the Parties have caused this Consortium Agreement to be duly signed by the undersigned authorised representatives the day and year first above written. GTZ - Deutsche Gesellschaft für Technische Zusammenarbeit GmbH Ms. Anja Maria Dahl Head of Unit UM University of Maastricht Prof. Dr. Bernadette Jansma Dean of the Faculty of Psychology and Neuroscience
14 ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 14/15 SIGNATURES (UoP) AS WITNESS the Parties have caused this Consortium Agreement to be duly signed by the undersigned authorised representatives the day and year first above written. GTZ - Deutsche Gesellschaft für Technische Zusammenarbeit GmbH Ms. Anja Maria Dahl Head of Unit UoP University of Portsmouth Ms. Emma Woollard Director of Finance
15 ALLEGATOA alla Dgr n del 15 settembre 2009 pag. 15/15 SIGNATURES (FIGTP) AS WITNESS the Parties have caused this Consortium Agreement to be duly signed by the undersigned authorised representatives the day and year first above written. GTZ - Deutsche Gesellschaft für Technische Zusammenarbeit GmbH Ms. Anja Maria Dahl Head of Unit FIGTP Fundació Institut d Investigació en Ciències de la Salut Germans Trias I Pujol Dr. Miquel Àngel Gassull Duró Foundation Scientific Director
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