CONTRACTUAL AGREEMENT BETWEEN THE CONTRACTOR AND THE PARTNER
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1 DIRECTORATE GENERAL OF HEALTH & CONSUMER PROTECTION DIRECTORATE C PUBLIC HEALTH AND RISK ASSESSMENT CONTRACTUAL AGREEMENT BETWEEN THE CONTRACTOR AND THE PARTNER This contract, drawn up under the Community programme PUBLIC HEALTH shall govern relations between: on the one hand PANEPISTIMIO THESSALIAS University of Thessaly Research Committee Dept. of Hygiene and Epidemiology, Medical Faculty official legal form: Public Body VAT number: GR whose registered office is situated at: ARGONAFTON KAI FILLELINON VOLOS represented by: PROFESSOR VASILIOS BONTOZOGLOU, Vice-Dean, hereinafter known as the Contractor and on the other hand,. (name of the partner) whose registered office is situated at: represented by:.. hereinafter known as the Partner Which have agreed as follows: 1
2 Article 1/Subject 1. The Commission has decided to award a grant, under the terms and conditions set out in the Special Conditions, the General Conditions and the Annexes to the grant agreement no concluded between the Contractor and the European Commission, which the contractor and the Partner hereby declare that they have taken note of and accept, for the action entitled EU SHIP SANITATION TRAINING NETWORK (SHIPSAN TRAINET) ( the action ). 2. The total cost of the project for the contractual period referred to by the Agreement «No », all financing combined, is estimated at ,91 EUR (including all taxes and duties). 3. The maximum European Commission contribution to cover expenditure incurred by the members of the Partnership participating in the programme shall be ,23 EUR. 4. The final financial contribution shall depend on the evaluation of the quality of the results of the project with contract n pursuant to the rules laid down at Community level, particularly in the Administrative and Financial Handbook, but shall, under no circumstances, give rise to a profit. 5. This contract shall regulate relations between the parties, and their respective rights and obligations with regard to their participation in the project under the Agreement «No » passed between the European Commission and the Contractor. 6. The subject matter of this contract and the related work programme are detailed in the annexes, which form an integral part of this contract and that each party declares to have read and approved. Article 2/Duration 1. The durations mentioned in this article are in conformity with Article I.2 of Agreement «No » concluded between the Contractor and the European Commission. 2. The project referred to in Article 1 has duration of 30 months. It starts on and ends on at the latest. 3. This contract enters into force on the date of signature by the last of both participating parties to the contract and terminates at the moment of payment of the balance of the contract, as mentioned in Article The period of eligibility of the costs starts on and finishes on at the latest. Article 3/Obligations of the Contractor The Contractor shall undertake: 1. between the associated to take all the steps necessary to prepare for, perform and correctly manage the work programme set out in this contract and in its annexes, in accordance with the objectives of the project as set out in the Agreement «No » concluded between the European Commission and the Contractor; 2. to send to the Partner a copy of the Agreement «No » and its annexes, concluded with the European Commission, of the financial provisions, of the various reports and of any other official document concerning the project; 3. to notify and provide the Partner with any amendment made to the Agreement «No » concluded with the European Commission; 4. to define in conjunction with the Partner the role and rights and obligations of the two parties, including those concerning the attribution of the intellectual property rights; 2
3 5. to comply with all the provisions of Agreement «No » binding the Contractor to the European Commission. Article 4/Obligations of the Partner The Partner shall undertake: 1. to take all the steps necessary to prepare for, perform and correctly manage the work programme set out in this contract and in its annexes, in accordance with the objectives of the project as set out in the Agreement «No » concluded between the European Commission and the Contractor; 2. to comply with all the provisions of Agreement «No » binding the Contractor to the European Commission; 3. to communicate to the Contractor any information or document required by the latter that is necessary for the management of the project; 4. to communicate to the Contractor any action undertaking using the projects results; 5. to accept responsibility for all information communicated to the Contractor, including details of costs claimed and, where appropriate, ineligible expenses; 6. to define in conjunction with the Contractor the role and rights and obligations of the two parties, including those concerning the attribution of the intellectual property rights. Article 5/Financing 1. The total expenditure to be committed by the Partner for the period covered by this contract is estimated at ,34 EUR (including all taxes and duties). 2. The European Commission contribution for the Partner shall be a maximum amount of ,34 EUR. Article 6/Co-financing The Partner's financial contribution to the project amounts to ,00 EUR. Article 7/Payments 1. The Contractor commits himself to carrying out payments relating to the subject matter of this contract to the Partner according to the achievement of the tasks and according to the following schedule: 1st payment: An initial advance of 40% of the total amount that the partner has agreed to receive, within 2 months upon receiving the initial payment. 2nd payment: A second advance of 30% within 2 months upon receiving the second payment from the European Commission. 3rd payment: Remaining 30% of the total amount within 2 months upon receiving the payment of balance from the European Commission. 3
4 2. All payments shall be regarded as advances pending explicit approval by the European Commission of the final report, the corresponding cost statement and the quality of the results of the project. 3. Any revenue generated by the project and received by the Partner shall be declared in the financial statement and shall limit the European Commission financial contribution to the amount required to balance revenue and expenditure. Any revenue shall be declared and communicated to the Contractor in order for the Contractor to be able to fill out the Annex II of the Agreement «No » concluded with the European Commission. 4. The final payment as mentioned in Article 7.1 can be adapted to take into account the revenues generated by the project and shall constitute the payment of the amount necessary to balance revenue and expenditure. Article 8/Bank account All payments shall be made by the Contractor to the Partner s bank account (denominated in Euros). The Partner must fill in all information regarding his bank account in the Financial Identification Form found in Annex C of this contractual agreement. Bank account:. Account holder:.. Bank:.. Bank address: Article 9/Reports 1. The Partner shall provide the Contractor with any information and document required for the preparation of the interim report and, where appropriate, with copies of all the necessary supporting documents completed and signed by the legal representative 15 months after the starting date, covering the first year of the project. 2. The Partner shall provide the Contractor with any information and document required for the preparation of the final report and, where appropriate, with copies of all the necessary supporting documents completed and signed by the legal representative 1 month after the end of the action, covering the whole project. Article 10/ Monitoring and supervision 1. The Partner shall provide without delay the Contractor with any information that the latter may request from him concerning the carrying out of the work programme covered by this contract. 2. The Partner shall make available to the Contractor any document making it possible to check that the aforementioned work programme is being or has been carried out. 3. The Partner bares the responsibility be providing the Contractor with a Financial Statement of total costs incurred during each reporting period, every three months, or, at the Contractor s request at any given time. 4. In the event of financial and/or operational auditing by the European Commission, the European Court of Auditors or any other duly authorised person, the Partner shall co-operate with the Contractor such that the latter has all the necessary information or, should the occasion arise, with any documentary or on-the-spot control and this for the whole contractual period and during the 5 years following the date of completion of the contract. 4
5 Article 11/ Liability 1. Each contracting party shall release the other from any civil liability in respect of damages resulting from the performance of this Agreement, suffered by itself or by its personnel, to the extent that these damages are not due to the serious or intentional negligence of the other party or its personnel. 2. The Partner shall protect the European Commission, the Contractor and their personnel against any action for damages suffered by third parties, including project personnel, as a result of the performance of this contract, to the extent that these damages are not due to the serious or intentional negligence of the European Commission, the Contractor or their personnel. Article 12/Termination of the contract 1. The Contractor may terminate the contract if the Partner has inadequately discharged or failed to discharge any of the contractual obligations, insofar as this is not due to force majeure, after notification of the Partner by registered letter has remained without effect for one month. 2. The Partner shall immediately notify the Contractor, supplying all relevant information, of any event likely to prejudice the performance of this contract. Article 13/ Jurisdiction clause 1. Failing amicable settlement, the Courts of VOLOS shall have sole competence to rule on any dispute between the contracting parties in respect of this contract. 2. The law applicable to this contract shall be the law of GREECE. Article 14/ Amendments or additions to the contract Amendments to this contract shall be made only by a supplementary Agreement signed on behalf of each of the parties by the signatories to this contract. 5
6 Annexes A) Budget relating to the activities of the Partner (costs associated with the activities and sources of financing): i. Total Budget ii. Detailed Budget B) Description of the Partner's tasks. C) Financial Identification Done at Volos, in three copies. For the Contractor, The legal representative VASILIOS BONTOZOGLOU of the University of Thessaly Research Committee University of Thessaly For the Partner, The legal representative (name and function) [ signature ] [ signature ] [ date ] [ date ] 6
7 Annex A: Budget in respect of the activities of the Partner i. Total Budget Cost Category Description of Cost Cost Direct eligible costs E1 Staff a. Costs pertaining to public officials b. Costs not pertaining to public officials E2 Travel costs and subsistence allowances E3 Equipment 0 E4 Consumables and supplies directly linked to the project 0 E5 Subcontracting costs 0 E6 Other costs Indirect eligible costs Total direct eligible costs E7 Overheads 2.251,34 Total indirect eligible costs 2.251,34 Total - Expenditure ,34 E7. Overheads 7,00% Income Category Description of Income Income I1 Commission funding ,34 I2 Contribution pertaining to national officials ,00 I3 Applicant's financial contribution 0,00 I4 Income generated by the project 0,00 I5 Other external resources 0,00 I6 Other current funding applications 0,00 Total - Incomes ,34 I1 I1. Commission funding 56,90% 7
8 Annex A: Budget in respect of the activities of the Partner ii. Detailed Budget E1. Staff a. Costs pertaining to public officials Beneficiary Function Description Person days Daily cost ( ) Cost ( ) Manager - Senior Researcher Review the deliverables and provide input Administrative Staff 1 Organise the 1st training module for Cruise ships seafarers and the train the trainers module Administrative Staff 2 Organise the 1st training module for Cruise ships seafarers and the train the trainers module Administrative Staff 3 Organise the 1st training module for Cruise ships seafarers and the train the trainers module Total Person Days 114 Total Cost b. Costs not pertaining to public officials Beneficiary Function Description Person days Daily cost ( ) Cost Training Material Researcher Pilot Training Coordinator E2. Travel costs and subsistence allowances a. Travel expenses Beneficiary Description Start Month 2nd Collaborative Group Meeting - WP6 3rd Collaborative Group Meeting - WP1 Provide comments for he training material Organise and coordinate the 1st training module for the cruise ship seafarers and the train the trainers module. Prepare the reports for the 1st training module or the cruise ship seafarers and the train the trainers module Total Person Days 40 Total Cost TOTAL STAFF COST End Month Destination Persons Cost Madrid Athens Total Travel Costs
9 b. Subsistence allowances Beneficiary Description Place Start Month End Month Days Daily rate Persons 2nd Collaborative Group Meeting - WP6 Spain rd Collaborative Group Meeting - WP1 Athens Final Conference - WP2 Athens E6. Other costs Cost Total Subsistence Costs TOTAL TRAVEL & SUBSISTENCE COST Beneficiary Description Cost Train the Trainers for Maritime Employees Module in Poland - WP8: Room Rental (2 days x 500 ) Train the Trainers Module for maritime employees in Poland - WP8: Catering Breaks (2days x 20 x 2breaks x 20persons) Cruise Maritime Employee Training Module in Poland - WP8: Room Rental (4days x 500 ) Cruise Maritime Employee Training Module in Poland - WP8: Catering breaks (4days x 2breaks x 20 x 34persons) E7. Overheads TOTAL OTHER COSTS Beneficiary Percentage Cost 7% 2.251,34 TOTAL OVERHEAD COSTS 2.251,34 TOTAL DIRECT ELIGIBLE COSTS ,00 TOTAL COST ,34 9
10 ANNEX B: description of the Partner's tasks Work Package No Work Package Title Description of Task WP2 Dissemination of the Results Production of list of potential stakeholders in Poland, containing competent authorities, potentially interested organisations, experts on the field and Public Health, Preparation for and Participation in final conference, write an article for the newsletter, review the papers produced under the project WP3 Evaluation of the project Completion of a number of small-scale questionnaires, in order to assess the end results and deliverables of the project, such as the website, the CD-Rom etc. Completion of checklists regarding the data collection process, which will function as quality assurance tools with regards to collected data, in order to assure their reliability and appropriateness WP4 SHIPSAN TRAINET STATE OF THE ART Commenting on the State of the Art Report, provide information on training programmes in Poland WP5 Development of Integrated EU manual on ship sanitation and surveillance Content provision for European Union Ship Sanitation manual and Programme, Preparation for and participation in the meetings and the validation meeting WP6 Training Network Establishment Provide input during the creation of the pull of trainers WP7 Training Material Development Provide content and suggestions for improvement for the training material WP8 WP9 WP10 Train the trainers module and pilot implementation of the Seafarers training modules Train the trainers module and pilot implementation of the Health Professionals training modules Pilot Communication Network Organise and coordinate the 1 st training module for the cruise ship seafarers and the train the trainers module. Prepare the reports for the 1 st training module or the cruise ship seafarers and the train the trainers module. Provide comments for the evaluation of the train the trainers modules and for the Seafarers modules Provide comments for the evaluation of the Train the trainers modules and for the Health Professionals modules. Participate in the meeting for the Communication Network and provide comments for improvement of the network operation 10
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