Contracts

What functions are performed by the Procurement section of Finance and Contracts?

Providing support and guidance to projects with regard to EC procurement rules by:

• Assisting projects with the development and evaluation of tenders, as well as preparation of contract documents;

• Providing information and training on the implementation of EC procurement rules;

• Participating as Commission representative during Opening and Evaluation sessions.

The Practical Guide to Contract Procedures financed from the General Budget of the European Communities in the context of External Actions (PRAG) on DG EuropeAid's website provides detailed information on EC contract procedures. This version also contains the annexes. The main section of the PRAG manual (excluding the annexes) can be downloaded in pdf format.

Further useful documentation:

Framework Contracts:

Framework Contracts: User Guide and Background Documents AMS/451

This guide, published on DG EuropeAid's website, is intended for the various users of the framework contract.

In this guide :

• "users" refers to the initiator of the assignment, the official entitled to sign the letter of contract and the framework contractors.

• "initiator of the assignment" refers to the persons who carry out the different steps of the procedure under the control of the entitled official.

• "entitled official" refers to the persons entitled to sign the requests for services and the letters of contract.

• "beneficiaries of the assignments" refers to the persons requesting assignments under the framework contract (ex. Technical Ministries of the decentralised authorities).

These two last categories may be the same. The instructions that the guide contains must be systematically followed and scrupulously respected in order to ensure the smooth operation of the framework contract.

Tender search websites:

http://ted.europa.eu/info_newurl.html
http://ec.europa.eu/comm/europeaid/cgi/frame12.pl

To search for SA tenders: select "FED/BUDGET", check the relevant box(es) with regard to status and type of project, uncheck the "ALL" box under Region and Country, tick the box "Afrique du Sud" and finally click on "Submit Query". To search for Grants - Calls for Proposals instead of tenders, click on "Grants" under "Type of project".

Official Euro exchange rate

Project Cycle Management (PCM)

Prior to the reform of the management of external assistance, the first four stages of the project cycle (programming, identification, appraisal and the financing decision) were the responsibility of the DG for External Relations and DG Development, while implementation and evaluation were handled by the Common Service for External Relations (SCR). This division was clearly unsatisfactory as it led to confusion of responsibilities and an inefficient use of resources.

One of the main objectives of the subsequent reform was to clarify responsibilities and streamline procedures. With this objective in mind, the project cycle has been reunified from identification through to implementation and has been placed in the hands of the EuropeAid Co-operation Office, which replaced the SCR on 1st January 2001. The Directorate General for External Relations and the Directorate General for Development continue to be responsible for the programming of external assistance. After deconcentration and devolution of tasks from Brussels, it is the Delegations who will cover the main parts of the Project Cycle Management.

Frequently Asked Procurement Questions:

More FAQ's at:  http://ec.europa.eu/comm/europeaid/general/faq_en.htm

How can I find out about invitations to tender issued by the EU institutions?

http://europa.eu.int/abouteuropa/faq/q31/index_en.htm

Please visit our "Vacancies and Calls for Proposals" page for tenders issued by EPRD-funded Programmes.

Where can I find current, recent, cancelled tender opportunities and/or the list of selected firms?

http://ec.europa.eu/comm/europeaid/tender/index_en.htm

How can I be listed in the Delegation's prospective tender's list?

The Delegation does not maintain a formal tender database. You are advised to regularly consult the EuropeAid website (Quick tender search) and register your interest directly with the relevant contracting authority.

Is SA a signatory to the Cotonou Agreement (the successor to the Lomé Convention)?

SA is a signatory to both the Lomé Convention and the Cotonou Agreement. SA firms are therefore eligible to tender under the 8th and 9th EDF. However, from a procedural point of view, and in terms of EC external assistance, SA is funded under its own budget line and therefore does not apply EDF procedures.

How do I contact someone in the European Union Institutions or find organisation charts?

http://europa.eu/abouteuropa/faq/q32/index_en.htm

How do I link to the Europa website?

http://europa.eu/abouteuropa/faq/q43/index_en.htm