Guidelines for changing the procurement contracts in the situation of crisis and for limiting the companies under sanctions (April 2022)
For Estonian partners:
Rahandusministeeriumi juhis kuidas saab kriisiolukorras hankelepinguid muuta
Vene Föderatsiooni ja Valgevene Vabariigi ettevõtjate riigihangetel osalemise piiramine [223KB]
For Latvian partners:
Please follow the general up to date information on this subject here.
Līgumu vadība krīzes apstākļos
Guidelines for dealing with procurements and contracts in the emergency situation (2020)
In Estonian, by the Ministry of Finance
https://www.rahandusministeerium.ee/et/hankelepingute-muutmine-ja-vaaramatu-joud
In Latvian, by the Latvian State Procurement Bureau
https://www.iub.gov.lv/lv/node/1058
Information about the eligibility of expenditures in relation to the proliferation of Covid-19
Information was updated on 2 September 2020 in relation to traveling by public transport.
Covid-19 has been recognized by the WHO as a pandemic[1], so it is considered to be a case of force majeure and costs for activities canceled due to the proliferation of Covid-19 are eligible under the following conditions:
- the insurance contract does not cover the expenses incurred, based on the decision of the insurer or other written document (e.g. insurance policy or general conditions of insurance);
- the beneficiary has exhausted all possibilities to reimburse the expenditure incurred;
- the beneficiary submits via e-MS with partner report:
- information on the abandonment of activities, in case of simplified cost reimbursement methods merely this information will be sufficient;
- proof that the beneficiary cannot reimburse or can reimburse only partly the amount paid to the organizer of activity;
- credit notes (accommodation, airline tickets, etc.);
- documentation of expenses that have not been reimbursed.
As regards costs for activities canceled due to the proliferation of Covid-19, which do not fall exactly under the description above, information about these costs must be submitted to the Joint Secretariat, and the eligibility will be consulted with the Managing Authority (Külli Kaare, kylli.kaare@rtk.ee), if necessary. After receiving positive feedback from Joint Secretariat it is allowed to insert these costs to the report.
As of August 2020, the situation of the virus spread in our countries requires constant attention regarding the safety and restrictions when traveling. Having virtual meetings and events instead of physical gatherings has become a common acceptable practice. However, if the project partners choose to have face-to-face meetings, and travel in public transport for that purpose, it is fully eligible to purchase two seats per one person to observe the safe distance. In some cases, 2 seats for one person is sold at a price of 1.5.
NB! The keyword "COVID" has to be added in the description field when adding data about real costs to the List of Expenditures in the eMS field. This allows finding quickly these costs later if needed.
Please note that the programme rules and guidelines remain unchanged as regards the staff costs calculation and reporting in the situation of COVID-19 outbreak. It means that the programme reimburses staff costs only on the basis of the real costs and these costs have to be incurred in relation to project activities. The lead partner and project partners must ensure that the expenditure in the report is accompanied by a sufficient audit trail - document(s) to prove the eligibility of the respective costs.
Guidelines for reporting in eMS
Guidelines for contracting and reporting in Est-Lat eMS (updated in September 2020) {2.1 MB}
Common mistakes in the reporting (updated in February 2020) {533 KB}
During the two years of the active implementation and reporting of the projects, the programme bodies dealing with reporting have come across with a number of repeating mistakes in the reports. This list might be a useful checklist for the project partners at all times during the time you carry out the activities and deal with reporting.
Final report
Final report form Estonia-Latvia programme_October 2018 {381 KB}
The final report has to be submitted to the JS together with the last progress report. The form must be filled in the word format, signed by the lead partner, and uploaded in eMS. This report provides information about the achievement of the project objective and outputs as well as the project’s results and impact. The lead partner also is requested to give general feedback from the project to the programme authorities. Approval of the final report by the JS is a pre-condition for confirming the last progress report.
Indirect de minimis aid
In case your project plans activities with the participation of companies (both SMEs and large companies), the companies are regarded as third parties receiving indirect de minimis aid in the following cases:
- Individual consultations and mentoring for companies;
- Study tours/trips/visits;
- Participation of companies in trade fairs with their products;
- Training to meet the specific needs of companies, where results of the training are directly usable for improving the economic situation of the company.
Activities with the aim to involve stakeholders/target groups necessary for achieving project goals (e. g. networking events, events that increase general knowledge, expand horizons of participants, etc.), when the results of such activities cannot be directly used or transferred by the company to improve company's economic capacity, are not regarded as cases of receiving indirect de minimis aid.
The LP must ensure that PP(s) are aware that participants of the activity are granted indirect de minimis aid. The partners (incl. LP) must follow the procedure described in the programme manual, chapter 4.7. (under sub-heading "Project implementation period") to ensure that the participants (companies) are aware of the situation and the de minimis aid is calculated correctly.
The template for the participant's confirmation:
Indirect de minimis participants list {50.5 KB}
Please note! According to the programme manual (except Priority 3), as of 20 February 2020, the Latvian partners grant the indirect de minimis aid to Latvian aid receivers. The date of the grant decision is that of the event, indicated in the participants’ sheet.
Latvian project partners, who grant indirect de minimis aid shall perform the following steps in order to apply for the user rights through the Ministry of Finance:
- Fill in and sign the Application Form for Granting and Cancellation of the Right to Use the System for Accounting of de-minimis aid, following the Cabinet Regulation No.715 (“Noteikumi par de minimis atbalsta uzskaites un piešķiršanas kārtību un de minimis atbalsta uzskaites veidlapu paraugiem”), Annex 2
- Send the signed application form together with the Subsidy Contract, where it is visible that the project partner is entitled to grant indirect de-minimis aid, to the official e-mail of the Ministry of Finance pasts@fm.gov.lv
After receiving the user rights from the Ministry of Finance, the Latvian project partner has to inform the Ministry of Environmental Protection and Regional Development of the Republic of Latvia (VARAM) of this, in order for the subsequent entered data to be attributed to the Estonia-Latvia programme. Please send the notification of the receipt of user rights to Vita Prokopoviča
vita.prokopovica@varam.gov.lv) and Anna Škabireva anna.skabireva@varam.gov.lv).
According to the above regulation, the grantor of the aid shall enter the granted aid in the system no later than within a working day after taking of decision to grant de minimis aid.
More information on System for Accounting of de minimis aid, as well as the rules for use of the system, are available here.
Pre-payment request template
Pre-payment request template {0.2 MB}
Methodology for checking expenditure
LV FC sampled based methodology_January 2018 {183 KB}
EE FC sampled based methodology_January 2020 {65 KB}
Procurement and other relevant checklists
Latvia
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Riigihangete abimaterjalid RTK veebis struktuurifondide taotlemise info all (üldpõhimõtted, rikkumiste vältimine, "hankija" RHS tähenduses). NB! Taotlemise muud tingimused ja reeglid on sätestatud Eesti-Läti programmi vastava vooru juhendis.