15 ΠΑΡΑΡΤΗΜΑ Ι UROPAN OMMISSION IRTORAT-GNRAL HOM AFFAIRS irectorate : Schengen GRANT AGRMNT FOR AN MRGNY ATION WITH MULTIPL NFIIARIS AGRMNT NUMR HOM/2012/FX/A/A/3000 AA NUMR - The uropean Union (hereinafter referred to as "the Union"), represented by the uropean ommission (hereinafter referred to as the ommission ), itself represented for the purposes of signature of the agreement by Ms elinda Pyke, irector, irectorate, irectorate-general Home Affairs, of the one part, and First Reception Service Ministry of Public Order and itizen Protection 83 Siggroy street Athens Greece hereinafter called the co-ordinator, represented for the purposes of signature of the agreement by Mr Nikas Panagiotis, irector, First Reception Service and the following co-beneficiaries : Medecins du Monde Grèce established in Greece Medical Intervention established in Greece who have conferred powers of attorney for the purposes of the signature of the agreement to the representative of the co-ordinator in the terms set out in Annex IV, 15
16 collectively the beneficiaries, and each individually identified as beneficiary for purposes of this agreement where a provision applies without distinction to the coordinator or a co-beneficiary, of the other part, HAV AGR the Special onditions, General onditions and Annexes below: Annex I escription of the action and Timetable Annex II stimated budget of the action (comprising a consolidated version together with a breakdown of costs and receipts between each beneficiary) including financial statements to be submitted Annex III Technical implementation report Annex IV Mandate conferring powers of attorney from the co-beneficiary to the coordinator Annex V Model audit certificate which form an integral part of this agreement ("the agreement"). The terms set out in the Special onditions shall take precedence over those in the other parts of the agreement. The terms of the General onditions shall take precedence over those in the Annexes. 16
17 I SPIAL ONITIONS ARTIL I.1 PURPOS OF TH GRANT I.1.1 I.1.2 The ommission has decided to award a grant, under the terms and conditions set out in the Special onditions, the General onditions and the Annexes to the agreement, which the beneficiaries hereby declare that they have taken note of and accept, for the action entitled "Support of the First Reception Mobile Units operation for the first reception procedures in areas that are under pressure by high migration flows" ("the action"). y signing this grant agreement beneficiaries confirm that all information provided at the time of the electronic application and any subsequent changes to it were verified and are correct. The beneficiaries accept the grant and undertake to do everything in their power to carry out the action as described in Annex I, acting on their own responsibility. ARTIL I.2 URATION I.2.1 The agreement shall enter into force on the date when the last party signs. I.2.2 The action shall run for 24 months from 1 November 2013, (the "starting date" of the action). ARTIL I.3 ROL OF TH NFIIARIS I.3.1 The co-ordinator shall: a) have full responsibility for ensuring that the action is implemented in accordance with the agreement; b) be the intermediary for all communication between the co-beneficiaries and the ommission in accordance with Article I.8. Any claims that the ommission might have in respect of the agreement shall be addressed to, and answered by, the co-ordinator, save where specifically stated otherwise in the agreement; c) be responsible for supplying all documents and information to the ommission which may be required under the agreement, in particular in relation to the requests for payment. The co-ordinator shall not delegate any part of this task to the co-beneficiaries or to any other party. Where information from the co-beneficiaries is required, the co-ordinator shall be responsible for obtaining and verifying this information and for passing it on to the ommission; d) inform the co-beneficiaries of any event of which the co-ordinator is aware that is liable to substantially affect the implementation of the action; e) inform the ommission of transfers between headings of eligible costs, as provided in Article I.4.4; 17
18 f) make the appropriate arrangements for providing the financial guarantee or the joint guarantee of the beneficiaries participating in the action, when requested, under the provisions of Article I.5; g) establish the payment requests on behalf of the beneficiaries, detailing the exact share and amount assigned to each beneficiary, in accordance with the agreement, the estimated eligible costs as foreseen in Annex II, and the actual costs incurred. All payments by the ommission are made to the bank account(s) referred to in paragraph 1 of Article I.7; h) where designated the sole recipient of payments on behalf of all of the beneficiaries, ensure that all the appropriate payments are made to the cobeneficiaries without unjustified delay in accordance with paragraph 3 of Article I.7 and shall inform the ommission of the distribution of the Union financial contribution between the co-beneficiaries and of the date of transfer; I.3.2 i) be responsible, in the event of audits, checks or evaluations, as described in Articles II.20 and II.6, for providing all the necessary documents, including the accounts of the co-beneficiaries, the original accounting documents and signed copies of sub-contracts, if any have been concluded by the beneficiaries in accordance with Article II.9. The co-beneficiaries shall: a) agree upon appropriate arrangements between themselves for the proper performance of the action; b) forward to the co-ordinator the data needed to draw up the reports, financial statements and other documents provided for in the agreement including its Annexes; c) ensure that all information to be provided to the ommission is sent via the co-ordinator, save where the agreement specifically stipulates otherwise; d) inform the co-ordinator immediately of any event liable to substantially affect or delay the implementation of the action of which they are aware; e) inform the co-ordinator of transfers between headings of eligible costs, as provided in Article I.4.4; f) provide the co-ordinator with all the necessary documents in the event of audits, checks of evaluations, as described in Articles II.20 and II.6. ARTIL I.4 RAKOWN OF OSTS FINANING TH ATION I.4.1 The total eligible cost of the action for which the Union grant is awarded are estimated at UR ,00, as shown in the estimated budget in Annex II. The estimated budget shall give a detailed breakdown of the costs that are eligible for Union funding under the terms of Article II.14, of any other costs that the action may entail, and of all receipts, so that receipts and costs balance. 18
19 The estimated budget in Annex II shall include a table indicating the breakdown of estimated eligible costs and receipts between each beneficiary. The table shall be agreed collectively by the beneficiaries and shall be deemed to form an integral part of the estimated budget of the agreement. I.4.2 Indirect costs are eligible for flat-rate funding up to a maximum of 7,00% of the total eligible direct costs, subject to the conditions laid down in Article II I.4.3 The ommission shall contribute a maximum of UR ,00 equivalent to 90.00% of the estimated total eligible costs indicated in Article I.4.1. The final amount of the grant shall be determined as specified in Article II.17, without prejudice to Article II.19. The Union grant may not finance the entire costs of the action. The amounts and sources of co-financing other than from Union funds shall be set out in the estimated budget referred to in Article I.4.1. I.4.4 y way of derogation from Article II.13, the co-ordinator may, in agreement with the co-beneficiaries, when carrying out the action, adjust the estimated budget by transfers between headings of eligible costs, provided that this adjustment of expenditure does not affect implementation of the action and the transfer between headings does not exceed 10% of the amount of each heading of estimated eligible costs for which the transfer is intended, and without exceeding the total eligible costs indicated in Article I.4.1. The coordinator shall inform the ommission in writing. ARTIL I.5 PAYMNT ARRANGMNTS I.5.1 Pre-financing: Within 30 calendar days of the date when the last of the two parties signs the agreement a pre-financing payment of UR ,50 shall be made to the co-ordinator, representing 75% of the amount specified in Article I.4.3. I.5.2. Payment of the balance The request for payment of the balance shall be accompanied by the final technical implementation report and financial statement, including a consolidated statement and a breakdown between each beneficiary, specified in Article II.15.4 and by an audit certificate on the action's financial statements and underlying accounts produced by a certified auditor/a competent and independent public officer (in case of public bodies). The ommission shall have 90 days to approve or reject the report and to pay the balance in accordance with Article II.17, or to request additional supporting documents or information under the procedure laid down in Article II The co-ordinator shall have 30 days in which to submit additional information or a new report. 19
20 The ommission may suspend the period for payment in accordance with the procedure in Article II ARTIL I.6 SUMISSION OF RPORTS AN OTHR OUMNTS The provisions relating to the submission of the technical implementation report, financial statements and other documents referred to in Article I.5 are contained in Annexes II, III and V. The technical implementation report, financial statements, including a consolidated statement and a breakdown between each beneficiary as specified in Article II.15.4, and other documents referred to in Article I.5 must be submitted by the co-ordinator in one paper copy and one electronic version, in nglish, within three months following the closing date specified in Article I.2.2. An electronic version of all reports, surveys, -ROMs, Vs and other documents produced within the framework of the project must also be provided. The financial statement shall follow the structure of the estimated budget and use the same description of the headings. ARTIL I.7 ANK AOUNT I.7.1 All payments shall be made to the co-ordinator's bank account or sub-account denominated in euros, as indicated below: Name of bank: ank of Greece Address of branch: 21. Venizelou street Precise denomination of the account holder: Ministry of Public Order and itizen Protection, First Reception Service IAN code: GR I.7.2. This account or sub-account must identify the payments made by the ommission. y the way of derogation from Article II.16.4 interest yielded by pre-financing is not due to the ommission. I.7.3. Within 45 days of the day on which the bank account under I.7.1 has been credited, the co-ordinator shall transfer to each co-beneficiary the amounts corresponding to their participation in the action in accordance with their pro rata share of the estimated costs as defined in the breakdown in Annex II when pre-financing payments are made, and their share of validated costs actually incurred when other payments are made. ARTIL I.8 GNRAL AMINISTRATIV PROVISIONS I.8.1. Any communication addressed to the ommission in connection with the agreement shall be in writing, indicating the number of the agreement, and shall be sent to the following addresses: 20
21 uropean ommission irectorate-general Home Affairs irectorate, Unit 4 For the attention of Mr Stefano Signore Office LX-46, 5/ RUSSLS -mail address: I.8.2 I.8.3 I.8.4 Ordinary mail shall be considered to have been received by the ommission on the date on which it is formally registered by the ommission unit responsible referred to above. Any communication addressed to the coordinator and/or co-beneficiaries and vice-versa, shall be in writing and shall be made via the coordinator, unless specifically indicated otherwise in the agreement. It shall indicate the number of the agreement and shall be sent to the address mentioned on page 1 of this grant agreement. Any change of address, legal representative and/or contact person shall be communicated in writing to the ommission by the coordinator. ARTIL I.9 LAW APPLIAL AN OMPTNT OURT The grant is governed by the terms of the agreement, the Union rules applicable and, on a subsidiary basis, by the law of elgium relating to grants. The beneficiaries may bring legal proceedings regarding decisions by the ommission concerning the application of the provisions of the agreement and the arrangements for implementing it before the General ourt of the uropean Union and, in the event of appeal, the ourt of Justice. ARTIL I.10 FINANIAL RSPONSIILITY y derogation from Article II.18, any amount claimed from a beneficiary shall not exceed the contribution it is entitled to receive according to the agreement. ARTIL I.11 ATA PROTTION I Any personal data included in the agreement shall be processed pursuant to Regulation () No 45/2001 of the uropean Parliament and of the ouncil on the protection of individuals with regard to the processing of personal data by the ommunity institutions and bodies and on the free movement of such data. Such data shall be processed solely for the purposes of the implementation, management and monitoring of the agreement by Mr Joe Murran, acting as data controller in irectorate-general Home Affairs, without prejudice to possible transmission to the bodies charged with monitoring or inspection task in application of Union law. I The beneficiaries shall have the right of access to their personal data and the right to rectify any such data. Should the beneficiaries have any queries 21
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