CRIS Call for Tenders module 1
Definition Contract= level 2 commitment (or individual) Call for Tenders Others Call for Proposals Framework Contracts Implementation Contracts (ME) Implementation Contracts (ME) Grants Contracts (SV) Specific Contracts (LM) Services Supplies Works DP Budget Support IMDA 2
CRIS reminder Principles and general information 3
What is CRIS? CRIS stands for Common RELEX Information System CRIS is compliant with the Financial Regulation CRIS is the "IT transposition" of the Financial Regulation 1. NOTHING IS IMPOSED BY CRIS 2. CRIS HELPS YOU MEET THE REGULATION 4
Link between systems DG DEVCO s local system DG BUDG s accounting system Interface SAP Project officers working in DEVCO, ECHO, ELARG Operational and financial data encoded Financial data sent to ABAC for processing Transaction processed and validated by the Authorising Officer Subdelegated Funds are blocked and committed in the banking system 5
CRIS and Project Cycle 6
Link with CRIS modules Decisions Level-1 Commitment Procurement procedures & subventions attribution Contracts Level-2 Commitment Invoices (Payments) & Recovery orders 7
Link with CRIS modules Financial Operational Budgetary L1 commitment= Global Commitment Budgetary L2 commitment= Individual Commitment Invoices 8
Permissions Permissions Domain P Entity Role 9
Permissions 1. 2. 3. 10
The Decision 11
Lien avec le module Programmation 12
Steps towards a Financing decision 1 Identification Fiche Mission Formulation Action Fiche 1 Annual Action Programme AAP AAP 1 2 3 4 MS/EDF COMMITTEE Financing decision 13
"General Information" Tab Who does what? Beneficiary country/region of the action (where the action takes place) Delegation in charge of the decision Can be different from E.g.: regional project, "mother" delegation, etc. Empty if decision managed at Headquarters Directorate at HQ in charge of the decision depending on and 14
Riders Tab (000) NEW 2014 If GN, GF & PI commitment types No BUDGET MANAGEMENT info registered in Decision module. Advantage: No ambiguity if a Financing Agreement covers several management modes PP and EM: fields available GN, GF and PI: no fields available PP and EM: fields available 15
Budgetary Commitment Types NEW 2014 Signature of a Financing Agreement (FA) with a beneficiary country No FA Other Decision Level-1 Budgetary Commitment GF GN SD Global commitment Contract Level-2 Budgetary Commitment RF RG EN Individual commitment 16
Timeline for a GF Commitment Financing Decision 21/12/2009 Visa ORDO 22/12/2009 FDC FA 31/12/2010 Beneficiary country signs 16/06/2010 FDC ILC 16/06/2013 EOI/LMO 16/06/2014 FDI FA / DLE 16/06/2016 Period for signing FA N+1 Period for executing FA = xx + 24 months Period for signing contracts = 36 months Implementation period = xx months Closure period = 24 months 6 months Only payments 17
Timeline for a GN Commitment No FDI FA! Financing Decision 03/08/2011 FDC ILC 31/12/2012 EOI/LMO 24/08/2013 Visa ORDO 25/08/2011 Operational implementation period = Y months (excpected duration provided in the financing decision) Period for signing contracts N+1 18
D+3 and its exception NEW 2014 In Decisions with GF budgetary commitment type New Fields with a check box If, according to RF, the D + 3 does not apply, a justification must be provided in the following field: Exception D + 3 rule Available justifications depend on: Domain Financing instrument: Budget/EDF Co-financing indicator Commitment type Example: Justifications to the D+3 rule application: DM: Only Domain: EDF K7: Only Domain: EDF MA: Only Domain: ENPI & IPA K5: Only Joint co-financing in General info 19
1. Follow up of the financial situation The follow up of the financial situation of a Decision appears in the "Financial breakdown" tab, "commitment" section: 1. 2. 3. 4. 5. 1. Allocated: Amount committed 2. Contracted: Amount for which contracts have been signed 3. Paid: Amount paid under the contract(s) signed 4. RAC = Reste à Contracter Amount left on the commitments to be contracted 5. RAL = Reste à Liquider Amount left on the commitments to be paid 20
Financial Synthesis The Financial Synthesis of a decision appears in the "contract" tab 21
Financial Synthesis The Financial Synthesis of a decision appears in the "contract" tab 22
Launch of Call for Tenders Call for Proposals 23
Types of Calls Call for Tenders CfT Call for Proposals CfP Implementation Contracts (ME) Grants (SV) Services Supplies Works Tenderers Applicants, Co-applicants 24
Types of Calls Call for Tenders CfT Call for Proposals CfP Restricted Open Restricted Open All economic operators may ask to submit a tender but only those who satisfy the selection criteria may be invited to do so All economic operators may submit a tender A two-step procedure where all applicants may ask to take part but only the applicants who have been shortlisted (on the basis of a concept note) are invited to submit a full proposal By default All applicants are free to submit a grant application, where a concept note must be submitted together with the full application Exceptional case With prior approval 25
Where to Publish? Call for Tenders CfT Call for Proposals CfP International Local Calls for proposals are published on the EuropeAid website, with local calls for proposals also being published locally International calls for tender must be published in the S Series of the Official Journal of the European Union and on the EuropeAid website Local calls for tender must be published in the Official Gazette of the beneficiary State or any other equivalent media and the contract notice must be published on the EuropeAid website 26
Publication on the EuropeAid Website Reference : EuropeAid/125722/DD/ACT/CM DEVCO s publication system CRIS number Type of Call Nature of the Call: (SUP: supplies, SER: services, WKS: works, SV: grant) ISO code of the beneficiary country ("multi": if several countries covered) 27
"Type of Call" field Code DH DD IH ID DAH DAD Type d'appel Direct management with publication by Headquarters (publication ensured by DEVCO/R5 on the EuropeAid website and the Official Journal (if applicable): i.e. all international tender procedures and call for proposals managed by HQ). Direct management with publication by Delegation (publication ensured by Delegations on the EuropeAid website: i.e. all local open tender procedures and call for proposals managed by the Delegation). Indirect management implemented by third parties with publication by Headquarters. Indirect management implemented by third parties with publication by Delegation. Direct management implemented by Executive Agency with publication by Headquarters. Direct management implemented by Executive Agency with publication by Delegation. 28
Evaluation in CRIS Call for Tenders CfT Call for Proposals CfP in Direct Management, published by Delegation DD In Direct Management, published by Headquarter DH In Indirect Management, published by Delegation ID Indirect Management, published by Headquarter IH Evaluation in CRIS 29
What has to be checked before launching the call? 30
Status of the Decision 1. Check the status of the Decision = EC on going 2. Check the type of commitment 3. Check the dates of the Decision: Final date for contracting (D+3): FDC ILC End date of Operation Implementation: EIO/LMO Final Date of Implementation Financing Agreement: FDI FA/DLE /DLE Operational D+3/
Status of the Decision 4. Check the Financial situation of the decision (Funds sufficient on the HEADING of the Decision you wish to use to allocate the contract) (Total RAC sufficient?)
Permission to enter data for publication Because the Call for Tender/Proposals module allows direct publication on the EuropeAid website, with no visa needed at this stage, the access to it has to be limited. Entity: AOF Role: ENCOD Constraint: DELG Constraint value: country code Only the USM is allowed to grant the following permission to only one user and a back-up at the headquarters or within a delegation 33
Creation of the Call 1. In CRIS, Click on "Call" under the "Call for Tender/ Proposals" menu 2. Click on the New button to create a new Call 3. The General Information tab of the call is displayed 4. After completed and submitted "General information" tab, only another tab must be filled in, "Attached Documents" 34
"General Info" Tab Identification Identification zone Call reference : will be filled out when you submit Status : by default PO Call with lots/phases : the Lots tab will be created if this box is ticked PRAG reference: For calls for proposals registered as from 01/01/2013 CRIS proposes the 'PRAG 2013' value when the evaluation environment is created Decision No : Title : Description : optional Title to be published on the internet Free-text field (max 500 characters) 35
"General Info" Tab Information Domain : Mandatory field Type of call : see next slide Nature : CfP > ACT or OPR, CfT > SER, SUP, WKS Award Procedure type : see next slides Provisional Budget : mandatory for CfP and CfT if SER Zone benefitting from the action : zone where the action will be implemented Languages : the language(s) in which the call is to be published Contracting authority : mandatory field if decentralized Person in charge : automatically GESTOPE login 36
"General Info" Tab Publication Publication date Starting date for submission Submission deadline for tenders or concept note International Call for tenders Date when the first document related to the CFT is published on the internet (= Prior Information Notice) Date when the Contract Notice is published on the internet After this date, no tender can be submitted Call for proposals Date on which the Call for proposals is visible on the internet Same as Publication date After this date, no Concept note can be submitted
"Status of the call" Field PO Forecast : (created by default by the system) International Calls for Tenders: Publication of "Prior information notice" encoded in Publication Date Local Tenders, Calls for Proposals: "Prior information notice" must be modified manually to "Open" status OP Open : On the basis of the Starting Date for Submission International Calls for Tenders: automatically modified by the system when publication of Contract Notice Local Tenders, Calls for Proposals: Publication date is the same of Starting Date for Submission Publication of the Contract Notice / Call for proposals CL Closed : automatically modified by the system following the Submission deadline for Tenders or Concept Notes CA Cancelled : when the call was cancelled 38
International Call for Tender Prior information Notice 39
Lien Documents annexés - Publication de l'appel + = Site EuropeAid 40
Link Attached documents - Publication of the call + = EuropeAid WEBSITE 41
"Attached documents" Tab Title : as it is to be published Type of document : Contract Notice, Prior Information Notice, Award, Extension code : extension of the file that will be uploaded Publication date : date on which this document needs to be published on the website Blocked? : if this box is ticked, the document will NOT be published After submitting, the button becomes available 42
"Applicable regulation" Field International Call for tenders: automatically fill in according to the entered "Starting date for submission of offers" Call for proposals & local call for tenders: automatically fill in according to the entered "Publication date" Result: all contracts deriving from the same call comply with the Applicable regulation from the moment of the launch of the call.
Call for Proposals Calendar Depending on the procedure specified, different evaluation steps are required. In the Calendar tab, we can encode the provisional dates for the Evaluation Committee meetings. Meetings shown by default can be modified and additional meetings can be added. 44
Call for Proposals Persons in charge At least 3 (must be odd nr) MEMJUR : If they have no access to CRIS, fill out their name voting Members of the Committee PRESJUR non-voting President of the Committee SECJUR non-voting Secretary of the Committee OBSERV optional 45
Call for Proposals Steps/Evaluation criteria Concept Note and Proposal Evaluation steps : A Consulting Office can be specified (which will perform the evaluation of the selected step) Threshold can be modified in the Concept Note Evaluation step 46
Call for Proposals Registration of proposals Can only be done once visa 10 PRESJUR has been granted Go to the «List of Applications» tab and click on : Number as specified on the envelope Submission dates : as postmarked on the envelope EuropeAid ID : ID granted automatically to each organisation registered in PADOR (mentioned on proposal) This reference becomes a hyperlink after submit and opens the PADOR page of the organisation LEF : Legal Entity as known in CRIS / ABAC 47
Call for Proposals Concept Note Evaluation When completing the Global Evaluation directly, CRIS changes the status to Re Evaluated. Needs to be manually modified to 48
Call for Proposals Finalisation Once the evaluation has been finalised, encode the Approval date of the final evaluation report in the General Information tab: If the date is not adapted manually, it will be filled out automatically by CRIS once the PRESJUR gives the last visa. The date specified will then be the date of the PRESJUR visa. 49
Call for Proposals Create a Contract (Grants) Upon completion of the evaluation process in CRIS, you can create grants from the proposals. In the Contracts module, select the Grant Submenu. Click on NEW (from Proposal Budget) or NEW (from Proposal EDF) based on the appropriate domain. CRIS will then automatically fill in a number of fields as soon as you enter the reference to the proper Call and Proposal. 50
Call for Proposals Follow Up To view all the grant contracts linked to successful proposals of a certain call, go to the List of Applications tab and select the last evaluation step. You will see the contracts that have been created after this call. 51
Status of the Decision 1. Check the status of the Decision = EC on going 2. Check the type of commitment 3. Check the dates of the Decision: Final date for contracting (D+3): FDC ILC End date of Operation Implementation: EIO/LMO Final Date of Implementation Financing Agreement: FDI FA/DLE /DLE Operational D+3/
Status of the Decision 4. Check the Financial situation of the decision (Funds sufficient on the HEADING of the Decision you wish to use to allocate the contract) (Total RAC sufficient?)
Deviations & Prior Approval 54
Categories Prior approval PAP Deviation - Derogation DER - Exception EXC - Non Compliance Event NCE 55
Links with others Modules (linked files) 56
Competent Authorities Competent Authority Explanation CRIS login Assoc (R) + Director The Director of the concerned Directorate and Head of Unit of Directorate R3 ASSOC Director The Director of the concerned Directorate DIRGEO HoU responsible of PADOR The Head of Unit of DEVCO B 6. HEADD6 HoD/HoU 57 -Heads of Delegation or -Heads of Finance and Contract units (headquarter) HEADOF
Recording of Deviation & Prior Approval Category of derogation Linked entity type Competent authority List of reasons 58
Knowledge base 59
Support DEVCO APPLICATION SUPPORT - DAS 99000 Users in delegation CRIS solutions Deputy USM in delegation Permissions Users in Brussels Attention: Directions B,C & G: possibility to contact their USMs for CRIS problems + permissions 60
Thank you for your attention!! Any questions??? 61