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Ref. Ares(2018)258625 - 16/01/2018
15 January 2018 16:05 
Sampling request – Action n° 4.9-0014-LTLV-S-M-16 – “Study of Isolated 
Operation of Baltic Power System“, Grant Agreement 
sampling and procurement table 4.9-0014-LTLV-S-M-16 .xlsx 

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 
•  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 
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 

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: 
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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