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4.4 Contract Deliverables

Contractual deliverables are defined during the preparation of the Contract (or Request for Service in the case of Specific Contracts under Framework Contracts). Following the awarding and the signature by both parties (i.e. Contractor and Contracting Authority) of the Contract, the Contracting Authority (following a prior agreement with the Contractor) sets the effective start date of the Contract in the system, and the implementation of the Contract begins.

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The Contractor uploads and submits the required contractual deliverables, by the effective due dates and following the schedule of the Contract accessible in the Funding & Tenders Portal. The deliverables can then be commented and/or validated by the Contracting Authority. The Contractor has the sole responsibility to deliver the required deliverable(s), or in the case of a Consortium, this responsibility lies with the Consortium Leader. The Contractor must also ensure a quality control of the required outputs, before delivering them.

4.4.1 Define Contract Deliverables

Deliverables are contractual, as they are defined at the level of the preparation of the Contract or Request for Service, and form an integral part of the execution of the Contract. For Framework Contracts, the required deliverables are generally identified at the level of the Framework Contract, but are distinctly detailed in the specific ToRs for the individual assignment.

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Contractual deliverables are also closely aligned with the provisions (planning) of invoices and payments.

4.4.2 Effective Start Date of the Contract

Following the e-signatures of the Contract, the Contracting Authority sets the effective start date of the project in OPSYS. There is no deadline in the system to set the effective start date, and it should be done after the confirmation of the effective starting date of the project date by the Contractor.

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The effective start date of the Contract is also the principal reference date, from which the system can calculate the end date of the project, and schedule the deadlines and/or periodicity of the contractual deliverables set during the preparation of the Contract or Request for Service with respect to the reference date(s).

4.4.3 Upload or Revise Contractual Deliverables

Contractual deliverables are uploaded to the Contract by the Contractor – in the case of a Consortium, the Consortium Leader – via the Funding and Tenders Portal. The Contractor will receive a notification by e-mail of an approaching due date of a deliverable. The notification e-mail will invite the Contractor to upload the deliverable by following the link to the Contract in the notification. The Contractor can also directly access the Contract via the Funding and Tenders Portal. The Contractor will again receive a notification e-mail when the due date of the contractual deliverable has been reached.

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How to upload a Contractual Deliverable to the Funding and Tenders Portal

To upload a Contractual Deliverable, as the Contractor of the Contract:

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2. Click on the “Action” button (3) and select the “Manage Contract” option from the drop-down list;

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3. On the Contract page > Processes section, click on the down arrow icon of the Continuous Reporting panel to expand the panel and view the details.

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4. In the Continuous Reporting panel, click again on the right arrow icon to expand the second-level Continuous Reporting panel, and then click on the “Manage Deliverables” button to access the Deliverable Submission page.

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On the Deliverable Submission page, notice that each required deliverable is represented by a task panel, with the system reference number, deliverable type, due date, submission date and status indicated.

Each panel also has an overall status indicator on the left represented as a colour:

• Green for accepted
• Orange for within due date or pending an action (upload, submission, acceptance, revision)
• Red for past due date and pending an action (upload, submission, acceptance, revision)

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5. For the deliverable, click on the right arrow icons to expand the panels, and then click on the “Actions” button of the deliverable and select the “Upload” option.

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6. Drag-and-drop the deliverable document (in PDF or ZIP format) to the drop zone in the Upload your files pop-up window, or click on the zone to select the file on your computer, and then click on the “Upload” button to upload the file.

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Once the deliverable is uploaded (1), the status changes from “Pending” to “Uploaded”.

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7. Optional - You can add a comment if required by clicking on the “Add Comment” button (2), and enter your comment in the Comment field (3). Save any comments by clicking on the “Save” button (4). Edit or delete any comments by clicking on the corresponding edit or delete icons.

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• The status changes from “Uploaded” to “Submitted”;
• The status colour is updated to orange as an action is pending, which in this case is the approval by the Contracting Authority;
• A notification e-mail is sent to the Contracting Authority, informing them that a deliverable has been submitted, and is waiting for their approval.

How to revise a Contractual Deliverable in the Funding and Tenders Portal

If a revision of the deliverable submission is requested by the Contracting Authority, the status will go back to “Pending”, the panel will be indicated as orange (or red if the due date has passed), and a request review icon is displayed (1) for the deliverable. A notification e-mail is sent to the Contractor requesting them to revise the deliverable submission and send it back to the Contracting Authority for approval.

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A new version of the deliverable submission is added to the contractual deliverable, and the status changes from “Pending” to “Uploaded”.

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How to submit the revised Contractual Deliverable

1. For the revised deliverable, click on the right arrow icons to expand the panel (2) again to view the details and comments, including the new version in the list of deliverable versions (3) above;

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• The status changes from “Uploaded” to “Submitted”;
• The status colour is updated to orange as an action is pending, which in this case is the approval by the Contracting Authority;
• A notification e-mail is sent to the Contracting Authority, informing them that a deliverable has been submitted, and is waiting for their approval.

4.4.4 Approval of Contractual Deliverables

The approval by the Contracting Authority of contractual deliverables forwarded by the Contractor certifies that the Contractor complies with the terms of the Contract.

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Once the deliverable has been uploaded, the status of the deliverable submission is updated, and the Contracting Authority is notified by e-mail requesting a submission approval. The Contractor may also be required to revise the deliverable submission if requested by the Contracting Authority.

4.4.5 Amending Contractual Deliverables

As deliverables are contractual, they form an integral part of the execution of the Contract, and are distinctly detailed in the specific ToRs for the individual assignment. Therefore, any modification to contractual deliverables require an Amendment to the Contract with Amendment Type AT8.

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1. If the ToRs for the Contract are correct, the Contractor or Contracting Authority can initiate the Amendment process, select the Amendment Type AT8, and then select the Deliverables tab in the Amendment to apply the modifications.

2. If the ToRs for the Contract are incorrect, the Contracting Authority will need to initiate the Amendment process and select the Amendment Type AT8, as not only the Deliverables tab in the Amendment needs to be updated with any possible modifications, and the corrected ToRs will also need to be uploaded to the Documents tab of the Amendment.

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