Post on 25-Jul-2020
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Atmosphere Monitoring
Florence Rive, Contract Management Officer
Managing CAMS Contracts
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O v e r v i e w C A M S c o n t r a c t s
20 CAMS contracts(of which 3 are still under negotiations)
Distributed in20 European
countries
From59 entities
Total value~18 M€
20 Communications contracts
Distributed in7 Europeancountries
From23 entities
Total value~1 M€
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E C M W F o f f i c e r s f o r C A M S c o n t r a c t s
Angeliki Tsapatsari
Use cases (CAMS_95)In-situ observations (CAMS_2* in negotiations)
Florence Rive
Regional products (CAMS_50)Supplementary products (CAMS_71, 72, 73, 74)Emissions products (CAMS_44, CAMS_81 in negotiation)Global R&D activities (CAMS_41, 42, 43)Validation activities (CAMS_84)User Interactions (CAMS_94)
Contract Management Officers
Rebecca Calnan
Communications contracts
Stijn Vermoote
Team leader
Sam Almond
Currently not involved in CAMS
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E C M W F o f f i c e r s f o r C A M S c o n t r a c t s
Anna Agusti-Panareda
Global R&D activities (CAMS_41)
Johannes Flemming
Global R&D activities (CAMS_42, 43)
Richard Engelen
Supplementary products (CAMS_72, 73)Validation activities (CAMS_84)User Interactions (CAMS_94)Use Cases (CAMS_95)
Mark Parrington
Emissions products(CAMS_44, CAMS_81 in negotiation)
Vincent-Henri Peuch
Regional products (CAMS_50)Supplementary products (CAMS_71, 74)Use Cases (CAMS_95)
Technical Officers
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C A M S c o n t r a c t s o f f i c e r s
Contract negotiationsLicensing issuesContract amendments…
Legal Officers
Gregor Wettberg
Nick Benson
Guidance for press releasesCommunication material templatesIntegration of websites/pages intothe Copernicus website
Communications
David Armstrong
Francesca Fusco
Silke Zollinger
Eva Remete
Procurement Officers
Radu Dursiac
Stuart Freshwater
Zeynep Perez
Contract negotiations
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R e v i e w p r o c e d u r e - M e e t i n g s
Service Level Boards Progress review meetings
Frequency Monthly Quarterly or six-monthly
Participants All CAMS Service Providers and ECMWF One CAMS contractor and ECMWF
Contents
Update on: Service Components Transverse aspects:
• Feedback from meetings such as: Copernicus Committees, User Forums, meetings with ESA, EUMETSAT
• Common Management issues
Discuss progress: Status on all work-packages Plans for the following months Update risk register and mitigation strategy
Details available in Framework Agreement Clauses 2.4.4 and 2.4.5
CAMS_95 – Use Cases
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Reviewof Del1
Approved?
SubmitDeliverable 1
No
Yes
TIME
…Reviewof Del2
Approved?
SubmitDeliverable 2
No
Yes
Submitlast Deliverable
No
Yes
R e v i e w p r o c e d u r e - D e l i v e r a b l e sContractor ECMWF
SubmitNotification of Milestone
Completion(and Use Of Resources)
Reviewlast Del
Approved?
Deliverable Review
Details available in Framework Agreement – Annex 3C
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R e v i e w p r o c e d u r e - D e l i v e r a b l e sContractor ECMWF
Reviewof Del1
Approved?
SubmitDeliverable 1
No
Yes
…Reviewof Del2
Approved?
SubmitDeliverable 2
No
Yes
Submitlast Deliverable
No
Yes
SubmitNotification of Milestone
Completion(and Use Of Resources)
Reviewlast Del
Approved?
Details available in Framework Agreement – Annex 3C
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Review of Del1
Approved?
SubmitDel1
No
Yes
…Implement
corrections / Progress meeting
Verify contractperformance
All deliverablesApproved?
No
Yes
Issue Notice of Acceptance
Issue Notice of Need of
Remedial Action
No
Send invoice ANDNotice of Acceptance to finance@ecmwf.int
Payment
Details available in Framework Agreement – Annex 3C
SubmitNotification of
Milestone Completion(and Use Of Resources)
Reviewlast Del
Approved?
SubmitLast Del
No
Yes
45 days for development activities21 days for operational activities
Max 30 days
R e v i e w p r o c e d u r e - D e l i v e r a b l e s
Contract Performance Review Payment
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C o n t r a c t u a l R e p o r t i n g
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
• Quality checked• Brief• Self standing• Only covering the referred period• In Microsoft Word
Details available in Framework Agreement Clause 2.3
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N a m i n g c o n v e n t i o n a n d t e m p l a t e s
• follow a naming convention
Communication material
Contractnumber
WP number
Tasknumber
Deliverablenumber
Period covered by the deliverable
All reports and technical deliverables should:• be based on ECMWF templates
Deliverable
Use of Resources
D50.1.2.1-2017Q1_Short_Title_YYYYMM_vX
Version number
Month of publication
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D o c u m e n t r e p o s i t o r y - O b j e c t i v e s
Online document repositorycalled ecbox
Contractor: – Upload deliverables (documents only)– Download revised deliverables
ECMWF: – Approve / reject deliverables– Provide feedback to contractors– Track status of deliverables– Provide access to the European Commission to a
repository of validated deliverables
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For prime contractors (Service Manager and PI)
In test phase with CEA for CAMS_41 contract
D o c u m e n t r e p o s i t o r y - A c c e s s
On computer, tablet or smart phone, via soft token
Access:
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Due annually:
– copy of institute’s audited annual report
A u d i t s
Atprime contractor
level
– letter from an auditor(opinion on the last Copernicus annual report)
+Possible audits conducted by ECMWF or the EC
Depends on prime contractor internal procedures
Atsubcontractor
level
+Possible audits conducted by ECMWF or the EC
Details available in Framework Agreement Clauses 2.3.1.4, 5.1
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V A T e x e m p t i o n
Two cases: UK Prime contractor:
• can invoice VAT (ECMWF gets reimbursed via the UK tax office)
Non-UK prime contractor:• VAT exemption certificate
• Guidance from national tax office
15
Copernicus exempted from VAT
Details available in Framework Agreement Clause 4.6
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C o p e r n i c u s v e r s u s H o r i z o n 2 0 2 0
16
Copernicus Horizon 2020
Objectives Sustainable operational services and service developments
Research and Innovation activities
Contractual aspects
Competitive procurement via Invitations To Tender (ITT) and Requests For Proposals (RFP) Call for proposals
Contract Grant
One prime contractor + potential subcontractors Consortium
Payments Output based – determined by deadlines and quality Effort based – pre-financing, based on declared costs and expenses
Intellectual Property Rights
Consortium owns deliverables and assets
Branding Copernicus branding Determined by consortium
European Commission owns deliverables and assets
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L e a r n i n g c u r v e … a l s o f o r E C M W F
• Faster and more consistent approach in negotiation process
• Close interaction with contractors to build a strong relationship
• Adapted contract types and payment plans to risk profile and nature of activities
• Streamlining of contract follow-up and templates
=> Continuous improvement is a priority for ECMWF. Your feedback is welcome.
Lessons learnt since 2015
Atmosphere Monitoring
Florence Rive, Contract Management OfficerTel: (+44) 118 949 9655florence.rive@ecmwf.int
Thank you