Managing CAMS Contracts - Copernicus · ECMWF officers for CAMS contracts. Anna Agusti-Panareda. Global R&D activities (CAMS_41) Johannes Flemming. Global R&D activities (CAMS_42,

Atmosphere Monitoring

Florence Rive, Contract Management Officer

Managing CAMS Contracts

AtmosphereMonitoring

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€


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


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


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


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


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


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?



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 [email protected]

Payment


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


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


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


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


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:


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


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


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


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 [email protected]

Thank you

Documents

Managing CAMS Contracts - Copernicus · ECMWF officers for CAMS contracts. Anna Agusti-Panareda. Global R&D activities (CAMS_41) Johannes Flemming. Global R&D activities (CAMS_42,