[Pixeurope-wp1] Clarifications on Joint Procurement (JPA)

[Noelia Cuesta]

Dear all,

We are writing to you regarding those partners who have Joint Procurement  (JPA). Following the info session held the other day, we would like to share with you the following points:

  *   Please contact only Chips JU in relation to the direct negotiation of the JPA.
Any general questions should be addressed to us, as coordinators. We will collect all questions and forward them to Chips JU for their feedback.
  *   Chips JU has asked us to clearly remind partners that the total envelope of project funding, per contract/grant, cannot be increased.
What Clara explained during the meeting about Joint Procurement, refers to the possibility of cost variations between different pieces of equipment.
Funding may be reallocated between items or between partners (via an amendment), but the initial total funding cannot be exceeded.

They understand the current market price increases and the impact of inflation. However, unfortunately, Chips JU and the European Commission cannot take action regarding this issue, either in this project or in any other Horizon Europe or DEP project.

  *   Finally, we have uploaded the recording of the meeting held last Wednesday, July 9th, to the SharePoint link<https://icfo.sharepoint.com/:v:/r/sites/PIXEurope/Shared%20Documents/WP3%20HE%20Installation,%20Qualification%20and%20Site%20Accept/01.%20Documents/PixEurope%20Info-session%20on%20the%20procurement%20coordination%20with%20the%20Chips%20JU%20(online)-20250709_170313-Meeting%20Recording.mp4?csf=1&web=1&e=UR1bih>.
  *   Commitment Pre-Financing Letter clarifications:
     *   The commitment letter is only to be sent to the Chips JU at the moment of the request of the prefinancing, if requested of course. This is, a commitment letter needs to be sent per piece of equipment to which the Chips JU contributes financially, it is not one letter per JPA. Please see article 15bis of the JPA and the slides of the infosession.
     *   In the draft Commitment Letter, the 30% pre-financing return is not fixed. Partners can modify this percentage depending on the amount covered by the bank guarantee. The requested pre-financing must not exceed 30% of the amount to be paid by Chips JU (Article 15bis). The bank guarantee must cover at least the amount requested.

Thanks for your collaboration.

Best regards,
Noelia&Joana

____________________________
[cid:image001.jpg at 01DBF7C4.3316BB20]

Noelia Cuesta Ronda
Post-award management coordinator
T: +34 93 553 4054
E: noelia.cuesta at icfo.eu<mailto:noelia.cuesta at icfo.eu>
I: www.icfo.eu<http://www.icfo.eu/>

From: Pixeurope-wp1 <pixeurope-wp1-bounces at lists.icfo.es> On Behalf Of Valerio Pruneri via Pixeurope-wp1
Sent: viernes, 11 de julio de 2025 12:54
To: pixeurope-wp3-he at lists.icfo.es; pixeurope-wp1 at lists.icfo.es
Subject: [Pixeurope-wp1] PIXEurope Procurement follow up- documents to be compiled
Importance: High

CAUTION: This email originated from outside the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.
Dear All

Actions required.

This email is for WP3 HE (Installation and Acceptance) partners who have Joint Procurement (JPA). I add WP1 list as I am not sure the WP3 HE list includes all people responsible for JPA.

Thank you very much for attending the Info Session on Joint Procurements procedures for PIXEurope organised by Chips JU. Please find enclosed in the following link:

https://icfo.sharepoint.com/:f:/r/sites/PIXEurope/Shared%20Documents/WP3%20HE%20Installation,%20Qualification%20and%20Site%20Accept/01.%20Documents?csf=1&web=1&e=89bZaB


  1.  The slides from the presentation. Please note that the information about CIRCABC is limited to the structure of folders to be used. In a separate email (and once you collect all the emails that need access to the Procurement folders), we will share more detailed guidance to use CIRCABC.



  1.  The template to be used as Commitment Letter for pre-financing, as explained in slide 10 of the presentation.


  1.  In order for us to give adequate access to the CIRCABC platform for the people involved in the procurement procedures, I need the contact details as per the XLSX template attached. Please collect them from the Hosting Entities as needed and send it back to me by email. Deadline: July 18th 2025


  1.  As the procurement payments will be done by our office directly to each of the partners and for some partners there might be various bank accounts validated in our financial system please let us know the bank account into which you would like us to make the payments using the XLSX template attached. This is less urgent but not to be forgotten. In case the bank account is already validated in our financial tools no further action would be needed. In case the bank account is not yet valid I will come back to you afterwards with more precise information. Deadline: July 31th 2025.


Please All, fill in the shared excel files with your data for covering points 3 and 4 above.
Also, if applicable to you, fill in and send letter to me and Joana in cc. for point 2.

If something is not clear please get in touch.

Thank you!


Valerio

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