• Q: Do the financial tables on LOO reflect what is inputted onto the database? Is the overall budget broken down to sub-budgets?
• Q: Reference evaluation, who carries out the PPE if your employment contract only extends to the end of the funding term?
• Q: Can internal evaluators be funded if they are from a separate department in a local authority and would be less expensive than external evaluators?
• Q: When can we expect guidance notes for phase 2 of PEACE III?
• Q: What level of verification by the SEUPB will be done on partnership/small grant claims?
• Q: Will group systems training be available to PEACE III?
• Q: Is it possible to extend tender contracts i.e. to March 2010 if original deadline is December 2009? Also if you request 5 quotes and only receive 4 back and a letter of refusal, is this acceptable?
• Q: Is there a template for the NISRA mid-term report?
• Q: How will the process of verification of the purchase of artefacts for the SS Nomadic project be carried out? DSD as lead partner would need approval from their accounting officer as well as from SEUPB, is that correct?

Q: Do the financial tables on LOO reflect what is inputted onto the database? Is the overall budget broken down to sub-budgets?

A: Yes, although some budget lines from the LoO may be combined into one heading on the database. Lead Partners should liaise with the case officer to agree sub budgets. The same budget lines must be used consistently for sub budgets and the total of sub-budget lines must equal the overarching budget in the LoO.

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Q: Reference evaluation, who carries out the PPE if your employment contract only extends to the end of the funding term?

A: The Lead Partner is responsible for carrying out the PPE.  In this situation the PPE will need to be completed as close to the end of the project as possible but obviously before the end date.

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Q: Can internal evaluators be funded if they are from a separate department in a local authority and would be less expensive than external evaluators?

A: Where possible the Lead Partner should conduct the PPE.  Any other arrangements need to follow the relevant procurement procedures including internal evaluators.

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Q: When can we expect guidance notes for phase 2 of PEACE III?

A: It is expected that the PEACE III guidelines will be released in the Border Region before the end of February 2010. The SEUPB needs to finalise spend profiles with the Accountable Departments prior to release. The guidelines for Northern Ireland will be released at the earliest opportunity thereafter pending clarity on the Review of Public Administration (RPA).

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Q: What level of verification by the SEUPB will be done on partnership/small grant claims?

A: SEUPB do not currently carry out any pre-payment verification on project partners or small grants however the Lead Partner is required and fully expected to do so and this will be checked on a sample basis during the on – the –spot verifications.

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Q: Will group systems training be available to PEACE III?

A: Please contact your case officer to discuss your training needs directly.

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Q: Is it possible to extend tender contracts i.e. to March 2010 if original deadline is December 2009? Also if you request 5 quotes and only receive 4 back and a letter of refusal, is this acceptable?

A: (i) It is possible to extend the date or up to 50% of the value of a tender contract due to unforeseen circumstances (e.g. increase in price of raw materials, exchange rate fluctuations, additional regulatory requirements etc.)however a signed addendum must be held on file together with a clearly documented process as to why the extension was necessary. The supplier should also provide a quote for the increase in the value tender prior to this being approved.  If it is at all possible to foresee that a contract may be extended then this possibility should be referenced in the original terms of reference.

(ii)Providing you can demonstrate that you requested the required amount of quotations then this is acceptable and you will not be penalised if any of the suppliers you invited a quote from are unable to supply the product/service.

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Q: Is there a template for the NISRA mid-term report?

A: No, but it would be beneficial to use the headings in the template for the PPE.

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Q: How will the process of verification of the purchase of artefacts for the SS Nomadic project be carried out? DSD as lead partner would need approval from their accounting officer as well as from SEUPB, is that correct?

A: SEUPB will require a single tender action request which if already sanctioned by CPD should be approved.  Where it is practical, for the more expensive items we will also require an independent valuation to demonstrate that value for money has been achieved.  Providing both of these elements are in place then verification will be carried out on all original supporting documentation (invoices etc.) as with any other project.