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When will the call for proposals be launched?

There is not any open call for proposals. You can follow call for project proposals from our web site and social media accounts (Facebook: RekabetciSP, Twitter: RekabetciSP, LinkedIn: rekabetcisp).

Will the call be action/activity based? What will it cover?

You can follow our web page for the Guideline for call for project proposals to be published during the call process, which includes all details about the call.

Is procurement of machinery and equipment for small-scaled companies supported?

In the Competitiveness and Innovation Sector Operational Programme (CISOP) that is operated by our Ministry in the IPA II period, real persons and profit oriented companies can not apply to the call for project proposals and they can not be in a partnership in project proposals either.

Can SMEs apply directly and receive support for their projects?

During 2014-2020 Programming Period, giving any grant is not foreseen.

Where can I find details on the new period of the Competitive Sectors Programme?

For detailed information on the new period of the Competitive Sectors Programme please visit http://rekabetcisektorler.sanayi.gov.tr/en/csp-second-phase

Are project preparation costs covered?

Technical research, feasibility report, cost-benefit analysis etc. costs are covered by the organization or institution submitting the project.

What are the rules for making an appointment?

Please click for appoinment policy.

How are the projects selected?

The projects are selected through two methods:

Direct Negotiation: This method refers to the selection process of the projects in line with the given criteria upon the invitation of Ministry to the relavant parties to submit project proposals in accordance with the results of the gap assessment and mapping exercise to be carried out by the Ministry within the scope of CISOP.

During the gap assessment and mapping exercise, both the budget and time constraints regarding the respective program activities where a project gap is seen and the programme indicators to be  considered.

Call for Project Proposals: All institutions, other than central public institutions, can submit their projects following a call for proposals to be announced by our Ministry. Organizations such as universities, R&D centres and chambers of industry are among these types of institutions.

What are the eligible project expenditures that can be covered from the Programme?

Procurement of machinery/equipment and technical assistance activities such as long-term training, consultancy, promotion, documentation, and construction/repair expenditures can be covered from the project budgets.

What is the Instrument for Pre-accession Assistance-IPA?

European Union (EU) created a new financial assistance system in 2007 to provide efficient funding to candidate or potential candidate countries. This system is called IPA (Instrument for Pre-accession Assistance). The first phase of this financial cooperation, which is an important element of Turkey and EU relations, was implemented in 2007-2013 period under the name IPA I. The second phase covers 2014-2020 period.

For further information please visit this link.

What are the ineligible expenses?

The costs such as electricity, water, natural gas, consumables of the facility / structures to be established in the projects and the human resources costs (white and blue collar personnel) required for the operation of this facility cannot be covered from the project budget.

Which Expenditures are Eligible for the Projects?

From the project budgets, technical support activities and construction expenses including machinery / equipment procurement and long-term training, consultancy, promotion, site visits, strategy / document creation can be covered.

For example, the supply of all kinds of machinery, equipment and office furniture required for a shared use facility planned to be established in a project; preparing business plans, service handbooks, writing all kinds of strategy documents related to the relevant sector / subject, conducting research and analysis studies for the smooth running of the facility; Providing short and long term consultancy and training services to facility employees and / or those who will benefit from the facility are eligible expenses.

What is Irregularity?

In brief, "irregularity" should be understood as any non-respect of a provision of the Community, but also of the national legislation within the framework of the programmes and projects funded by the European Union.

Within this framework, any person may report for irregularities, connected with the implementation of projects and programs funded by the European Union.

Where filling in the form mentioned below, please note the followings:

•  Alerts on irregularities can be made anonymously.

•  Alerts on irregularity must content minimum following information: Relevant Project and Detailed Description of the Irregularity.

•  Alerts on irregularities must be related to the implementation of projects financing under the "Regional Competitiveness Operational Programme and Competitiveness" and "Innovation Operational Programme in which Directorate of EU Financial Programmes" of Ministry of Science, Industry and Technology is acting as the Operating Structure.

•  If any document will be presented while alerting the irregularity, related content must be passed via iro@sanayi.gov.tr  

•  When your alert met aforementioned conditions, Irregularity Officer will carefully consider it and in case its authenticity is confirmed, they will take all necessary measures and will launch the procedure for establishing, registered and reporting of the irregularity.

Are personnel costs covered under the project?

No, personnel costs are not covered in the scope of IPA legislation, either at project development phase or during and after implementation. Furthermore, cost of buying or renting the project implementation venue and the operational costs for the business to be established and managed under the project cannot be covered from the project budget in the scope of IPA. The mentioned costs should be covered by the project owner, and before project approval, the project owner should provide a commitment stating that they will cover these costs.   

How to search for details of EU external aid projects?

a. Select at least one of the project status you are looking for:

To see projects for which only a prior information notice is published but for which no procurement notice (contract notice) has been published, choose  "Forecast". To see projects for which a procurement notice (contract notice) or a call for proposals has been published and for which you can still apply, choose  "Open". To see past tenders for which prior information (forecast), procurement and application deadlines have passed, click "Closed".

b. Select the type of project you are looking for (SERVICES, WORKS, SUPPLIES). Submit your query by clicking on the "Search" button.

The corresponding results will appear on screen. If you wish to see more details of any of these documents, click on the relevant title.

Example 1 
To see tender notices for a Service Contract, select 
Status: Open 
Type: Service
and click on the  "Search" button.

Example 2       
To see all notices for Works;
Select Type: Works
and click on the "Search" button.

For a new query, repeat steps "a-b-c ".    

Does the beneficiary institution carry out the tenders during project implementation period?

No, they are carried out by our Department as the contracting authority.

How can we access the tender dossiers?

Provision of tender dossiers for each tender is specified in the contract notices. As explained in the reply for the first question, this information can be obtained from the contract notices on the web page where tenders are published.

All documents related to supply contracts and service contracts are published on the official web page as a common practice. Administrative documents for the works contracts are also published on the web site. Technical documents for works contracts, on the other hand, can be obtained from the contracting authority according to the procedure stated in the tender notice.

How can I obtain additional information about the tenders?

It is forbidden to provide information about the tenders via telephone. Information can be requested through official contact channels of the contracting authority.

Contact information of the Tender Unit:              
Fax: 0312 201 69 44
e-mail: csp.tender@sanayi.gov.tr

What are the contents of the tender documents under the Programme?

Tender documents include different documents based on the type and procedure of procurement. The contents of tender documents are determined according to the PRAG version applicable on the tender notice date. Current information is available on PRAG's official web site.

The tender dossier for international restricted procedure, which is the most frequently used procedure for service procurements, is composed of the following:

a. Service contracts tender dossier (International restricted procedure):

•  Instructions to tenderers
•  Draft contract
•  Special conditions
•  General conditions
•  "Terms of Reference" (ToR)
•  Organization and methodology
•  Budget
•  Forms and other documents
•  Tender submission form
•  Other documents specified by the contracting authority

All documents related to international restricted procedure are available in the following link:
http://ec.europa.eu/europeaid/prag/annexes.do;jsessionid=1WLpJhyGsPpz7GqYNYcGLbtbVLy5zvKVLnd1hLpLDH4c28Mw6phJ!441492730?group=B

Note: International restricted procedure has two stages; at the first stage the submissions are evaluated and the number of tenderers are shortlisted to maximum eight companies according to the criteria specified in the tender notice, and these companies are invited to the tender.

b. Works contracts tender dossier (International and local open procedure):

Works tender dossier is composed of five volumes:            

Volume 1:
•  
Instructions to tenderers
•  Tender submission form
•  Tender Guarantee
•  Relevant forms and other documents

Volume 2:
•  
Draft contract
•  General conditions (FIDIC)
•  Special conditions
•  Guarantees
•  Other forms

Volume 3:
•  
Tender specifications/Employer requirements

Volume 4:
•  
Financial offer

Volume 5:
•  
Drawings and supporting documents
•  Other documents specified by the contracting authority

All documents related to international and local open procurement procedure are available in the following link: http://ec.europa.eu/europeaid/prag/annexes.do?group=D

c. Supply contracts tender dossier (International and local open procedure):

Supply contracts tender dossier includes the following documents:

•  Instructions to tenderers
•  Draft contract
•  Special conditions
•  General conditions
•  Technical specifications and offer
•  Financial offer
•  Forms
•  Other documents
•  Tender submission form
•  Other documents specified by the contracting authority

All documents related to international and local open procurement procedure are available in the following link:
http://ec.europa.eu/europeaid/prag/annexes.do;jsessionid=sqNYJcGDQncX81p30NnTRGcTf0wrJT22NDd3P4vyn6P3spn1DqNS!441492730?group=C

What is FIDIC?

FIDIC, standing for "Federation Internationale Des Ingenieurs Conseils" in French, is the name of the International Federation of Consulting Engineers. General specifications of works contracts prepared by FIDIC are used as the general specifications of works contracts signed under the European Union Instrument for Pre-Accession Assistance (IPA) in Turkey.

What are the procedures and principles for procurements in the scope of the Programme?

Pursuant to Article 3-c of the Public Procurement Law No. 4734, the tenders that are carried out by the Ministry of Industry and Technology in the framework of the European Union Instrument for Pre-Accession Assistance (IPA) in Turkey, " shall not be governed by this Law, except prohibition and criminal provisions". Tenders for the projects in the scope of the Programme have three types namely  works (construction), supplies and services. Each tender type may have its own different procedures. The procedures for tender types are explained in PRAG procurement and grant guidelines (Procurement And Grants for European Union external actions – A Practical Guide) (http://ec.europa.eu/europeaid/prag/document.do). Works and supply tenders carried out by the Ministry of Industry and Technology are mostly international open and local open procurements, and services tenders  are mostly international restricted procurements. Other procurement procedures explained in PRAG are also used when required.

What is Terms of Reference (ToR)?

Terms of Reference (ToR) is the technical specifications used in service contracts. It generally describes the activities that the project beneficiary requests from the consultancy company. Consultancy companies prepare their technical offers (organization and methodology) based on this ToR. In the international restricted procedure, ToRs can be prepared in two different ways as fee-based or as global price.

To which authority should the invoices be addressed? How does the payment process work?

The contractor submits the invoices to  the Finance Department. After the interim reports stating that the activities are carried out properly are reviewed and pre-approved by the beneficiaries, our Department execute the payments.

What are the other legal obligations?

Social Insurance Institution Obligations

The legal basis for Social Security Institution (SGK) is Social Insurance Law No 5510 and the Circular No 2008/88. Accordingly:

If the contractor's supporting personnel/experts to be employed under the contract will be subject to Social Insurance Law, the contractor must apply to the Provincial Directorate of Social Security in the province where the contract will be implemented, and register the workplace related to the tender. SGK number obtained after this registration should also be notified to the Ministry.

If the contractor's supporting personnel/experts to be employed under the contract will not be subject to Social Insurance Law, the contractor must apply to the Provincial Directorate of Social Security in the province where the contract will be implemented, and state that a workplace dossier will not be opened related to the tender since it does not have employees subject to Social Insurance Law, and submit the related letter from SGK to our Ministry.

If the experts and other supporting personnel to be employed under the contract are the staff of the workplace where contractor is registered, SGK and the Ministry should be informed, and the existing workplace SGK number should be submitted.

How is VAT exemption certificate obtained?

To obtain the VAT exemption certificate, first of all, VAT exemption information form (for IPA I, for IPA II) should be filled and submitted to our Ministry for approval.

An application should be submitted to the Revenue Administration with the following documents:

•  Petition Letter
•  Approved VAT information form
•  A copy of the contract certified as the "true copy of the original" by our Ministry (special conditions part) and
•   A copy of letter of commencement date.

Detailed information on the use of VAT exemption certificate is available at http://www.gib.gov.tr/fileadmin/beyannamerehberi/abmaliyardim_rehberi.pdf 

What are the required documents for the payments under service contracts?

Documents required for pre-financing:

•  Cover letter to the attention of Finance Department
•  Payment request or invoice
•  Letter of guarantee at the amount of pre-financing

Avans ödemesine kadar SGK numarası, vergi kaydı gibi tüm yasal bildirimlerin Bakanlığımıza yapılması gerekir.

Documents required for interim and final payments:

•  Cover letter to the attention of Finance Department
•  Invoice
•  Independent Audit report, each page sealed/stamped and signed by the audit company
•  Invoice of the independent audit company
•  Financial report prepared for man-days and incidental budget
•  E-mail or copy of an official letter indicating the approval of the interim report for the payment period by the Implementing Department
•  Copies of approved timesheets
•  Expert approvals
•  Approvals for the weekends, public holidays and days spent working at home, if any
•  Incidental expenditure approvals by the Beneficiary and our Ministry, if any
•  Copies of the receipt, invoice and supporting documents related to incidental expenditures as well as the documents proving experts' accomodation in another city in relation to the per diem claimed, such as flight documents, copies of bus tickets, accomodation documents, etc.
•  "Certificate of no outstanding debt" obtained form the relevant SGK, if applicable

Are personnel costs covered during project implementation?

Personnel costs cannot be covered in the scope of IPA legislation, either at project development phase or during and after implementation.

What is the procedure for clearing the pre-financing?

Pre-financing is cleared in accordance with Article 29.1 of the General Conditions for fee-based service contracts and Article 14.2 of FIDIC  for works contracts.

What are the reasons for postponing of payments?

In case missing documents in payment requests are identified, the Contracting Authority may request new supporting documents from the contractors.  Payment process is postponed until relevant documents are submitted to the Authority.

What are the ineligible expenditures?

In accordance with Article 26 of the Framework Contract signed between the Republic of Turkey and the EU Commission, taxes and charges with equivalent effect are ineligible expenditures.  Certain invoices and receipts may include taxes. In this case, it should be requested while preparing the financial reports that these invoices are paid excluding the tax amounts.

In accordance with Article 35 of the Financing Agreement, the following are ineligible expenditures: 

•  Leasing or purchasing land or building
•  Penalties and court expenses
•  Operating expenses
•  Secondhand equipment
•  Bank charges, guarantee costs and similar expenditures
•  Costs and losses due to the changes in foreign exchange rates and other sole financial expenses
•  Donations
•  Depreciation expenses for infrastructure 

In accordance with Article 35 of the Financing Agreement, "sound financial management" principle as well as cost efficiency and economy criteria should be taken into consideration for payments.

In this scope,

Expenditures can be rejected by the Contracting Authority and/or Project Beneficiary (ERA) as ineligible expenditures, in cases when the expenditures are deemed not relevant to the aims of the project, or they should have been approved under the project but they were not, or approvals stated as the basis for payments by the contracting authority in the contract kick-off meetings were not granted, or when supporting documents are missing, and expenditures are not economical or cost efficient.

What is the rule of origin? What is a Certificate of Origin? Where is it obtained and is it required to be submitted?

The supplies and materials procured under a contract financed by the European Commission must originate from the Community or from an eligible country. Therefore, the EC contractors are obliged to submit a certificate of origin for the goods and materials supplied as stipulated in their contracts. The certificate of origin to be submitted for Turkish goods is Turkish Goods Certificate.

"Procedures and Principles of the Regulation and Sanction of the Turkish Goods Certificate pressed by TOBB within the Context of IPA" was published. Detailed information on this regulation dated 1 November 2012 is available at http://www.tobb.org.tr/DisTicaretMudurlugu/Sayfalar/IPATurkMaliBelgesi.php

What is the exchange rate to be used for Euro conversion in order to report the incidental expenditures in currencies other than Euros?

For the expenditures in other currencies than Euro, the exchange rate of the expenditure month that can be found on Europeaid (http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/index_en.cfm) page will be used to claim the Euro equivalent of the relevant expenditure. 

What are the required documents for the payments under works contracts?

Pre-financing

•  Cover letter to the attention of the Finance Department, prepared by the consultancy company indicating its approval for the payment
•  Copy of the contractor's payment request letter to the consultancy company
•  Interim payment certificate (No:0)
•  Payment Request/Invoice
•  Letter of guarantee at the amount of pre-financing
•  Social Insurance Institution (SGK) workplace application document
•  Insurance policy
•  Receipt indicating the payment of insurance policy cost

Interim payments:

•  Cover letter to the attention of the Finance Department, prepared by the consultancy company indicating its approval for the payment
•  Copy of the contractor's payment claim letter to the consultancy company
•  Interim payment certificate (No:1,2,3....)
•  Invoice
•  Monthly report
•  Insurance policy if not submitted for pre-financing (should be submitted until the first payment claim)
•  Document indicating the payment of insurance policy premium
•  Certificate of no outstanding SGK debt
•  Certificate of Origin

Final midterm payment:

•  Cover letter to the attention of the Finance Department, prepared by the consultancy company indicating its approval for the payment
•  Copy of the contractor's payment claim letter to the consultancy company
•  Final payment certificate
•  Invoice
•  Monthly report
•  Certificate of no outstanding SGK debt
•  FIDIC 14.10- Statement at Completion

Retention money payment:

•  Cover letter to the attention of the Finance Department, prepared by the consultancy company indicating its approval for the payment
•  Copy of the contractor's payment request letter to the consultancy company
•  Payment request
•  Provisional acceptance certificate signed by the contracting authority
•  Statement at Completion if not submitted for final payment (FIDIC 14.10- Statement At Completion)

Final payment:

•  Cover letter to the attention of the Finance Department, prepared by the consultancy company indicating its approval for the payment
•  Copy of the contractor's payment request letter to the consultancy company
•  Final report
•  Invoice
•  SGK Clearance Certificate
•  Final Acceptance Certificate
•  Discharge Notification (FIDIC 14.12 –Discharge)
•  Test Certificate(if any) 

What are the required documents for the payments under supply contracts?

Pre-financing:

•  Cover letter to the attention of Finance Department
•  Payment request or invoice
•  Letter of guarantee at the amount of pre-financing

Final payment:

•  Cover letter to the attention of Finance Department
•  Invoice
•  Provisional Acceptance Certificate
•  SGK Clearance Certificate (for the goods that cannot be readily bought and sold on the market)
•  Certificate of Origin and/or Turkish Goods Certificate
•  Test Certificate  if any

What are the income tax liabilities of foreign country resident companies?

Regarding the legal issues, the contractors are obliged to abide by the laws and rules of the beneficiary country in accordance with Article 7.4 general conditions of the contract.

For tax liabilities, in accordance with Article 26c of the Framework Agreement constituting the basis for IPA funds, if;

•  There is a Double Taxation Agreement ratified by our country with the contractor's country, and
•  Implementation period of the contract exceeds 183 days within a year 

Turkey has the taxation right over the contractor. To be able to pay this tax as an income tax rather than withholding tax, the contractor should;

•  be a taxpayer with full liability that is registered in Turkey, or
•  should appoint a permanent representative in Turkey.

The Ministry should be notified about this situation with an official letter.

Which expenditures are covered under VAT exemption?

EC contractor can use the VAT exemption certificate only for the supplies, services and works to be procured under the EC contract. Detailed information is available at the following link: EU Financial Aid Guide.

What taxes are EU contracts exempt from?

Expenditures under the EU contract are exempt from:

1. Import duty
2. VAT(Value Added Tax)
3. Special consumption tax
4. Income and corporate tax (30. page of the guide)
5. Inheritance and transfer tax
6. Stamp duty
7. Special communication tax and
8. Motor vehicles tax. 

Detailed information on tax exemptions is available at the following links:

- IPA I

- IPA II

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