1.2. institutional framework of twinning operations in armenia - PAO

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GUIDELINES ON TWINNING INSTRUMENT FOR PROGRAMME ADMINISTRATION AGENCY Registration and initial screening of the Twinning proposals: Interested EU member states within the period specified in the Call for Proposals submit their proposals to the ECD to Armenia. The ECD distributes the requests to the PAO and the BA. Role of PAO during this phase: As all other stakeholders (ECD and BA) the PAO makes an administrative compliance and eligibility check of the proposals following the adopted form (see Annex 4). This check is to verify whether the proposals comply with administrative formal requirements, i.e. all necessary documents are submitted, and in correct format, and that Project Leader and RTA are eligible. Evaluation and selection of proposals: The representatives of MSs which have submitted eligible proposals are invited to make oral presentations at the Twinning selection meeting in Yerevan. On the basis of the written proposals and oral presentations, a special selection Committee composed of representatives from the ECD and the BA makes a decision on a Twinning partner. The assessment of proposals submitted by EU MS is made in accordance with a standard evaluation grid (cf. Annex 7, and Annex C8 of Twinning Manual). The selection Committee is composed of a non-voting Chairman and Secretary, and at least 3 voting members. The Chairman and the Secretary, as well as at least 2 voting members (out of 3) are Representatives of ECD to Armenia. At least one voting member represents the beneficiary institution, and this person should preferably be the Project Leader. Additionally, the RTA Counterpart, PAO representatives and/or other EC officers may attend the meetings as observers without voting right. Generally this stage takes 3-5 months – from the moment of the Call for Proposals to notification of the Evaluation Committee. Role of PAO: The PAO director should attend the meetings with observer status without voting right. At the same time the PAO may provide methodological support and consultation before conducting the evaluation and selection. 19
GUIDELINES ON TWINNING INSTRUMENT FOR PROGRAMME ADMINISTRATION AGENCY Practical advice on how to prepare the selection meeting and the role of PAO: The Beneficiary institution has to assess received written proposals before the selection meeting takes place (also with the methodological support of the PAO); while examining the written proposal, assess institutional experience of potential Twinning partners, quality of the proposed Team (Project Leader, RTA and short-term experts), assess to what extent the proposed methodology addresses requirements of Twinning fiche, and identify any additional qualities of proposal. It is recommended that the Beneficiary institution, and particularly the Project Leader, prepares a list of 3 to 5 to-be-asked questions in advance: 1 or 2 questions of general nature to be addressed to all Members States that submitted Twinning proposals; and 2- 3 questions of substance related to the methodology chosen by each Member State and about the way the MS Project Leader and RTA envisage their implementation in partnership with the beneficiary institution in order to achieve the mandatory results. 2.1.6. Preparation of Twinning Contract A Twinning contract is the fundamental document guiding the BA and the partner administration during implementation of the Twinning project. The contract is signed by the MS Partner and ECD to Armenia. The BA initials (signs) the most important parts of the contract - the work plan and project budget. The MS partner and the BA are responsible for preparing the contract. Based on the Twinning Fiche and submitted proposals, the MS partner prepares a contract containing a detailed work plan of events and budget of the Twinning project. The BA submits its proposals and comments to the draft contract developed by the partner state. Duration of the contract preparation period lasts up to six months, starting from the day of the notification 13 by the ECD of the choice of the EU MS Partner(s) by the Armenian BA. This is explained by the complex nature of a Twinning contract, high level of complexity, and the need for joint work of the MS partner administration and BA. A draft of the contract is submitted to the ECD to Armenia no later than three months after official notification on the results of the selection of proposals. Role of PAO during the Twinning contract preparation phase: PAO does not have any direct role during the Twinning contract preparation phase: this is matter of the Twinning Partners, i.e. the EU MS and the Armenian beneficiary institution. Nevertheless, PAO is kept informed by the ECD and the Partners of the state of advancement of the draft Twinning contract, and the possible difficulties that may postpone the final acceptance by the EC and thus the contract signature and actual start of the project. Please note that PAO should be provided by one original copy of the contract. 20
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1.2. institutional framework of twinning operations in armenia - PAO

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