Ref. Ares(2018)258625 - 16/01/2018
From:
INEA CEF ELECTRICITY
Sent:
15 January 2018 16:05
To:
'
Cc:
'
Subject:
Sampling request – Action n° 4.9-0014-LTLV-S-M-16 – “Study of Isolated
Operation of Baltic Power System“, Grant Agreement
INEA/CEF/ENER/M2016/1151668
Attachments:
sampling and procurement table 4.9-0014-LTLV-S-M-16 .xlsx
Dear
,
The agency acknowledges receipt of the request for payment of the balance for the Action
mentioned above on 15/01/2018 and I am pleased to inform you that the assessment of
your report has started.
On the basis of article II.24.3 of the Grant Agreement, a sample of transactions (see detail
in Annex) has been selected, for which you are requested, to provide supporting
documentation:
• Direct external costs: copy of the invoice;
• Public procurement (if any): complete the pre-filled attached Excel file on procurement
procedures (see Annex - In case of non-applicable fields, please insert 'n/a'). Where
relevant, provide for the concerned item (in the comments column of the table, or in a
separate document):
a) Justification for the increase of the aggregated value of the contract, if such an
increase is higher than 50% than original amount;
b) Justification for the absence of an EU wide tendering process when the value of the
contract is above EU thresholds or for use of negotiated procedures without prior
publication;
c) Justification for the absence of the reference of publication(s) in the Official Journal
(contract award notice);
d) Information on any applicable framework contract;
e) When below EU thresholds, confirm best value for money.
• Selected procurement procedure: The sole contract has been selected for a more
detailed assessment of the procurement procedure applied. Therefore, depending on the
procurement procedure followed, you are requested to provide the Agency with (i) the
report on the award procedure as per Art 43 of Directive 2004/18/EC, or (ii) information
concerning contract awards as per Art 50 of Directive 2004/17/EC, or (iii), detailed
justification of the steps followed for selection of the contractor. If you are a private
company or this item is below the EU thresholds (see website link in the sampling table
for information on threshold amounts) - please provide explanation/documentation on
applying the best-value for money rule in the procurement process. In particular, for
large contracts concluded by private entities, such documents as requests for offers from
contractors, the received offers and their comparison analysis, a signed contract etc.
should be submitted.
Furthermore, please also provide:
• Proof of payment from
in
question.
Finally, please confirm that the bank accounts indicated in Article 5 of the Grant Agreement
continues to be the bank account for all payments related to this project
. Should this bank account not be valid any
longer, please send us a formal written request to amend this bank account in the grant
agreement with a valid BAF duly filled in with the relevant information, either countersigned
by the bank or accompanied by a recent bank statement. For further information, please
check the following website:
http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial-id_en.cfm.
Please send the relevant supporting documentation at the latest within 30 days following the
date of this email and note that the time limit for payment according to Article II.24.4 of the
Grant Agreement is suspended until all the supporting documentation and clarifications
requested are received.
Upon receipt of the supporting documents, the Agency will assess the eligibility of the costs
according to article II.19 of the Grant Agreement and will reject costs considered not to
meet these criteria.
Yours sincerely,
Project Manager - Unit C4 – Energy and ICT
European Commission
Innovation and Networks Executive Agency (INEA)
Chaussée de Wavre 910 - W910 01/111 - B-1049 Brussels
http://inea.ec.europa.eu Follow INEA on Twitter!
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