Call for Proposals: A call for project proposal is a public invitation addressed to clearly identified categories of applicants, to propose tenders within the framework of a specific assistance programme in line with the predefined subjects and conditions.

Candidate Country/Countries: Candidate country status is conferred by the European Council on the basis of an opinion from the European Commission, drawn up by the latter following an application for membership by the country concerned. However, candidate country status does not give an automatic a right to join the Union. The Commission scrutinises the application in the light of the accession criteria (Copenhagen criteria), while the accession process starts with the European Council decision to open accession negotiations. Depending on their circumstances, a candidate country may be required to institute a reform process to bring their legislation in line with the acquis communautaire and to strengthen their infrastructure and administration if necessary. There are five candidate countries for membership of the EU: Albania, the Former Yugoslav Republic of Macedonia, Montenegro, Serbia, and Türkiye

Clearance: The amount of expenditure incurred in accordance with the Contract which the Contracting Authority, after examination of the expenditure verification report or the supporting documents, accepts for deduction from the total sum of pre-financing under the Contract.

Competent Authority: A governmental department or any other body that is in charge of addressing a certain subject. Such a department or body is fully authorized in terms of having a statutory power and mandate.

Competitive Negotiated Procedure: Contracting Authority sends the tender dossier, along with an invitation to tender, to at least three companies eligible to submit bids without releasing any tender notice. A delay of 30 days is granted for the submission of bids. The evaluation procedure is the same as in open or restricted procedures. At least three technically eligible tenders must have been submitted.

Conflict of Interest: Any situation that could have an implication on the confidentiality or impartiality of those taking part in the preparation, evaluation, selection, approval, technical assistance, and monitoring of a project or activity, or that could lead to any unfair advantage in material or moral terms for themselves, beneficiaries, or third parties.

Consortium: Cooperation of two or more businesses in the implementation of a certain project. A grouping of eligible real and legal persons that submit a tender in response to a “Request for Proposal” issued by the Contracting Authority. If awarded the contract, a consortium will carry out its duty based on the terms of reference, bid, and any other contractual arrangements.

Contract: An agreement in writing made by and between the contracting authority and a contractor to procure services, supplies, or for grant projects.

Contract Budget: A summary of the contractual costs and the sum of such costs is the contract value or contract price. In the case of grants, the budget shows the eligible costs and the total costs of funding (conversion of short term debts into long term debts). The income must also be detailed. In the case of works, the sum represents the total initial estimate payable for the execution of the works or such other sums as ascertained by the final statement of account as due to a contractor under the contract.

Contracting Authority: The European Commission and the organizations or institutions that are assigned by the European Commission to make available the financial assistance extended by the European Union and that enter into an EC contract with a European Community (EC) contractor.

Contractor: Any real or legal person that delivers supplies and/or offers services and/or performs works for an EC Contractor under an EC Contract. Real or legal persons that enter into a supply contract with an EC Contractor to deliver supplies, services, or works under an EC Contract, may refer to themselves in different capacities in the supply contracts; this does not alter their “Supplier” capacity.

Contribution In-Kind: Free of charge provision of supplies and services to a beneficiary; thus, and contribution in-kind does not imply ant expenditure by a beneficiary, nor it is included in the account entries thereof.

Corrigendum: Correction of a notice or guidelines already published in the Official Journal of the European Union or equivalent local publication and on the EuropeAid website.

Decentralised Implementation System: Decentralized Implementation System aims at establishing a appropriate legal and administrative framework for the transfer of responsibilities for the implementation of EU-funded programmes from the European Commission to partner countries. Planning and programming systems remain the same regardless of whether the implementation is centralized or decentralized, and the tender and contract procedures are identical.

Defects Liability Period: The period stated in the contract immediately following the date of provisional acceptance, during which the contractor is required to complete the works and to remedy defects or faults as instructed by the Supervisor.

Direct Award: Applicable to the actions that have a budget of up to EUR 10,000 and that subject to a direct award between an applicant and a contracting authority without organising a call for proposals.

Economic Operator: Covers contractors, suppliers, and service providers.

End Beneficiaries: Those that will benefit from the operation in the long term at the level of the society or sector at large.

Enlargement: The process of the European Union’s (the EU) enlargement achieved through the accession of new countries. Since the establishment of the European Economic Community in 1958 under the Treaty of Rome, the number the EU states has grown from six to twenty-eight. The first member of the EEC were Belgium, France, Germany, Italy, Luxembourg, and the Netherlands. The subsequent enlargements: Denmark, Ireland, and the United Kingdom in 1973; Greece in 1981; Spain and Portugal in 1986; Austria, Finland, and Sweden in 1995; Cyprus, Czech Republic, Estonia, Hungary, Latvia, Lithuania, Malta, Poland, Slovakia, and Slovenia in 2004; Bulgaria and Romania in 2007; and Croatia in 2013.

Environment and Climate Action Sector Operational Programme (ESOP): A multi-annual (2014-2020) action programme for Türkiye in the environment and climate action area financed by the European Commission in the scope of the Instrument for Pre-Accession Assistance (IPA II).

Environment Operational Program (EOP): Implemented from 2007 to 2013, EOP is a basic planning, financial assistance, and action instrument top help Türkiye in increasing the country’s performance in the environment sector in line with the EU’s principles and policies. This programme has been developed by the Ministry of Environmental and Forestry in close consultation with the European Commission under the Instrument for Pre-accession Assistance (IPA).

Equipment: Machinery, apparatus, components and any other articles intended for use in the works (Construction).

The European Commission (EC): The European Commission is the EU executive body that carries out all functions of the EU, observes the implementation of decisions taken, draws up proposals for legislation, and maintains and manages the EU agreements.

The European Union (The EU): The EU is an economic and political union between 28 Member States covering a population of nearly 5089 million. The EU is run by the Member States through supranational institutions and intergovernmental negotiations. The EU is based on the recognition of common values such as human dignity, freedom, democracy, equality, rule of law, and respect for human rights.

The European Union Delegation: The diplomatic body that represents the European Union before international institutions or countries.

The European Union Investments (EUI): The accredited body of Republic of Türkiye, Ministry of Environment and Urbanisation that is in charge of the management of EUI Section IPA and IPA II funds.

Evaluation Committee: A separate evaluation committee is formed for each call for project proposal to crate opinion and report the same by duly controlling the evaluations done by independent assessors. An evaluation committee, which is composed of minimum five voting members being experienced in the relevant area, is assigned under the approval institutions employing those members. The committee members are selected among those that have not been and will not be assigned at the preparation or implementation stage of the project delivered.

Evaluation Phase: The final phase of a project, which is eligible in financial terms, prior to approval. A project is analysed within the framework of predefined criteria and the appropriateness and feasibility of its objectives and its estimated cost are reviewed. It is the synonym of “Feasibility Study.”

Evaluation: The periodic evaluation of a project’s efficiency, effectiveness, sustainability, and eligibility within the framework of its predefined objectives.

Ex-Ante Approval: As part of Türkiye’s decentralized implementation system, the European Commission conducts a systematic pre-audit; in other words, decisions regarding tenders and the conclusion of contracts are taken by the Contracting Authority and are subject to the prior approval of the Delegation of the European Union to Türkiye. In practical terms, the pre-audit procedure conducted by the Delegation of the European Union to Türkiye covers four material controls: (i) approval of a given tender dossier’s content and the tender notice prior to the announcement thereof; (ii) approval of the form of the evaluation committee/shortlist panel (responsible for proposing tenderers); (iii) control and approval of the evaluation/shortlist report; and (iv) countersignature of the Head of the Delegation of the European Union to Türkiye on the contract, not as a party thereto, but to confirm that the project is eligible to receive the EU financing.

Execution Period: The period from contract signature until final payment; no later than 18 months following the termination of the project implementation period.

Expenditure Verification: The processes and the reports by which auditors verify according to agreed-upon procedures contained in the relevant Terms of Reference that the Financial Report submitted by the contractor/beneficiary can be reconciled to the latter’s accounting and bookkeeping system and to the underlying accounts and records.  The auditor also verifies that the contractor/beneficiary complies with the relevant provision of the contract signed with the Commission.

Expert: A person assigned by a contractor to provide the expertise required for the proper performance of a contract.

Explanatory Note: A brief text given at the beginning of a contract or addendum dossier to explain the purpose and material aspects of the proposed contract or addendum to the reader.

Ex-Post Control: The European Commission controls if the EU rules applicable to the management of the EU funds were applied correctly or not after the payment of funds to a beneficiary or after a contract is signed.

Fee-Based Contract: A contract under which the services are provided on the basis of fixed fee rates for each day worked by experts.

Final Acceptance Certificate: Certificate(s) issued by the Supervisor or Project Manager to the Contractor at the end of the defects liability and warranty periods stating that the Contractor has completed its obligations.

Financial Offer: The part of a tender which contains all the financial elements of the tender, including its summary budget, detailed price breakdown, and cash-flow forecast.

Financing Agreement: An annual or multi-annual agreement between the Commission and an IPA beneficiary. The objective of this agreement is to implement the financial assistance granted by the European Union towards the actions falling within the Regulation’s scope.

Framework Agreement: “Framework Agreement” is an agreement that is signed by and between an IPA applicant, which applies for all IPA areas, and the Commission and whereby the financial cooperation principles are set out between an IPA beneficiary and the Commission as per the relevant Regulation.

Framework Contract: A facility that enables the employment of experts that will assist Turkish authorities during the Project Cycle Management’s implementation. The maximum budget cap is EUR 200,000, while the maximum service period is 12 months. The technical assistance service contract will be awarded to a consortium (made up of multiple consultant companies) to be selected via competitive tendering process on a rotation basis from the long list of the Framework Contract companies. The selection criteria are based on the assessment of the expert’s/experts’ CVs.

General Conditions: They set out the general contractual obligations and financial conditions, while enumerating responsibilities for reporting, information, recognition, accounts, and technical and financial checks.

Global Price Contract: A contract under which the services provided are paid on the basis of the delivery and approval of the specified outputs.

Goods: A tangible physical product where the property of what is purchased is transferred from a contractor to the Contracting Authority (in the case of procurement contracts) or to the designated local partners of the beneficiary and/or final recipients of the action (in the case of grant contracts).

Grant Programme: A programme which determines the objectives and scale of assistance in the form of grants for operations promoting EU policy aims.

Grant: A direct and noncommercial payment by a Contracting Authority to a Beneficiary in order to implement an operation thar serves an EU policy aim.

Guidelines for Grant Applicants: Document prepared for applicants under Call for Proposals and explaining real and legal persons that can benefit from the assistance, conditions sought in eligible applicants, forms and conditions of applications and benefits, priority area of assistance, eligible costs to be covered from assistance, selection and evaluation criteria, co-financing obligations, standard application documents, and any other required information in a detailed, explicit, and understandable language.

Implementation Period: The period from the signature, or alternative date if specified in the Special Conditions chapter, until the provisional acceptance of the works or until the provisional acceptance for the last lot has been issued or until all tasks have been carried out or until all project activities have been carried out.

Incidental Expenditure: Covers the ancillary and exceptional eligible expenditure incurred under a service contract. Eligible expenditure is specified individually in each contract. It cannot be used for costs which should be covered by the Contractor as part of its fee rates.

InforEuro: Http://ec.europa.eu/budget/inforeuro Website necessary to make any conversion into Euro of the real costs borne by a Contractor or grant beneficiary in other currencies.

Institution Building: Institution Building is the basic objective of the European Union’s enlargement policy. It aims at strengthening and developing the capacities of democratic institutions, public administrations and organisations that implement Community legislation at central, regional and local levels.

Instrument for Pre-Accession Assistance I (IPA I): The EU’s financial and technical assistance in support of the reforms of candidate countries (Türkiye, Albania, Bosnia and Herzegovina, Kosovo, Former Yugoslav Republic of Macedonia, Montenegro, Serbia) for 2007-2013 period.

Interim Evaluation: Aims at conveying technical information on the progress of a given project at the interim periods thereof.

Interim Payment: The payment made in remuneration for the accepted costs, or until the 90% cap of total EU funding is reached for a given period.

Intervention Logic: The underlying strategy of a project is called intervention logic. This is an explanation made in each one of the four levels of the intervention hierarchy used within a project’s logical framework.

Invitation to Tender: Letter sent to shortlisted candidates in a restricted procedure or competitive negotiated procedure inviting them to submit a tender.

Key Expert: A senior expert that takes part and plays a key role in a project from the very beginning until the end.

Liquidated Damages: Damages which have been agreed beforehand by the parties, and recorded in the contract, as being a genuine estimate of the loss suffered by the injured party (e.g., the compensation that the contractor is to pay to the Contracting Authority in case of a failure to complete all or part of the contract within the contract duration will be calculated as per the method given in the general conditions section).

Logical Framework (Intervention Logic): The logical framework should be considered as a way of thinking, but also as a dynamic instrument that needs to be re-evaluated and reviewed as the project itself evolves and circumstances change. It is to be used for the provision of a structure and purpose for project planning and budgeting, without being taken as a rigid and restrictive template. The logical framework approach whereby stakeholders are brought together during the analysis phase to discuss problems, objectives, and strategies encourages people to consider their own expectations and how they can be attained. By explicitly stating the objectives and placing them within a “hierarchy of objectives,” it provides an instrument for controlling the logic within the project plan, ensuring that activities, outcomes, and objectives are interconnected.

Milestone: Interim evaluation phases that function as “objectively verifiable indicators” of short and medium-term objectives. A project’s success is evaluated not only after its completion but throughout the implementation period.

Ministry of Environment and Forestry (MoEF): The former Ministry of Environment and Forestry that is in charge of environment and forestry affairs in Türkiye was reorganized in 2011 as the Ministry of Forestry and Water Affairs.

Ministry of Environment, Urbanization, and Climate Change (MoEUCC): Established in 1983 following the unification of the Ministry of Public Works formed in 3 May 1920 and Ministry of Development and Housing formed in 13 October 1923. The establishment of the Ministry of Environment in 1991 was decided by the Cabinet of Ministers on 9.8.1991 by virtue of the Law dated 9.8.1991 and numbered 3755. Following its unification with the Ministry of Environment on 29 June 2011, it adopted the name of the Ministry of Environment and Urbanisation. Then, the organization adopted of the name the Ministry of Environment, Urbanisation, and Climate Change on 11 October 2021.

Ministry of Forestry and Water Affairs (MoFWA): The ministry established following the reorganization of the former Ministry of Environment and Forestry in June 2011 and in charge of forestry and water affairs in Türkiye.

Monitoring Visit: Monitoring visits are generally conducted only once throughout the project duration and at the project implementation site, where possible. Monitoring visits should generally focus on subjects such as the tracking of a work plan, administrative practices, document keeping, etc., besides financial management. Attendance of the contractor’s company’s representative and person in charge of financial management together with the project coordinator is crucial.

Multi-Annual Financial Framework: The seven-year framework whereby the European Union’s annual budget is arranged. The Periods are 2007-2013 and 2014-2020. The Multi-Annual Financial Framework is realized as a Council Regulation to be passed by the Council of Europe unanimously and approved by the European Parliament.

Multi-Annual Indicative Planning Document (MIPD): A strategic planning document that is developed for each and every country and that covers the relevant IPA components as a whole. Further, MIPD is a three-year document and created in close consultation with the beneficiary country.

National Authorising Office (NAO): A a high-level governmental body designated by Türkiye to represent Türkiye in all operations financed by the European Development Fund.

National Currency: Currency of the beneficiary country.

National Environment Action Plan of Türkiye (NEAP): Identifies environmental problems and pollution sources that threaten human health and the environment, and sets out the prioritized Environmental actions. The plan suggests a series of actions to enable Türkiye to attain its environmental objectives: (i) developing an effective environmental management system; (ii) expanding environmental knowledge and awareness; (iii) planning new investments in different thematic areas; and (iv) adopting the EU’s environmental standards and regulations at an appropriate pace for integration with the EU in the long run.

National Fund: A unit established within a Ministry of the beneficiary country that is authorized in the central administration’s budgeting process. The National Fund acts as a central treasury and, under the responsibility of the National Authorising Officer, financially manages the aids falling within the IPA Programme scope. The National Fund is responsible for organizing bank accounts, requesting funds from the European Commission, transferring any funds received from the European Commission to the Management Authority or end users, and submitting financial reports to the European Commission.

National Pre-Accession Assistance Coordinator: During the IPA II period and within the framework of the Indirect management model, the overall coordination task for the implementation of IPA in Türkiye has been assigned to the Ministry of Foreign Affairs, Presidency of European Union that has been designated as the National IPA Coordinator (NIPAC). The responsibility in question covers all of the relevant processes from the programme preparation to the closing thereof.

Negotiated Procedure: Procedure without prior publication of a contract notice. The Contracting Authority consults the candidate or candidates of its choice and negotiates the terms of the contract with one or more of them. This procedure is applicable exceptionally and where justified.

Non-Governmental Organisation (NGO): NGO is a non-profit organisation formed by volunteer citizens at local, national, or international levels, based on a common interest and objective. NGOs advocate for citizens’ concerns by conveying them to governments and encourage active citizen participation in politics through monitoring relevant policies and providing information.

Non-Key Expert: A senior/junior and long-/short-term expert assigned to a certain project activity.

Objective of the Project: The general objective or specific objective of a given project. The aim of the project must address a main or basic problem and be defined in terms of sustainable benefits for target group(s).

Objectively Verifiable Indicators: Objectively Verifiable Indicators are measurable indicators that indicate whether objectives have been achieved at each level of the logical framework hierarchy. Objectively Verifiable Indicators offer a foundation for designing an appropriate monitoring system. “Objectively verifiable” means that different people measuring the same indicators will obtain the same measurements.

Open Procedure: All economic operators may submit a bid in the applicable tenders.

Operating Structure: This body is in charge of the management and implementation of IPA programmes in line with financial management principles and it is authorized to issue calls for tender, enter into contracts, and make payments, and is obligated to report.

Overall Objectives: They explain the long-term benefits of a project for end-beneficiaries. They further explain the other groups the significance reason of such benefits in general.

Pre-Accession Assistance: In order for the European Union to assist candidate countries, they must satisfy a series of accession conditions in the first place (Copenhagen Criteria). Pre-Accession Assistance is the financial assistance provided by the EU to candidate countries to support the reforms and investments necessary for them to align their institutions and standards with the Union acquis and to fulfil the obligations of Member States.

Pre-Accession Financial Assistance II (IPA II): IPA II Financial Instrument period is 2014-2020 and sets out the new framework of the pre-accession financial assistance offered by the EU to candidate countries.

Procurement Procedure: The procedure followed by a Contracting Authority to identify, and conclude a contract with, a suitable contractor to provide defined supplies, works or services.

Project Cycle Management: Based on the logical framework approach, it is a method and systematic used in the preparation, implementation, and evaluation of projects and programmes.

Project Manager: Person in charge of monitoring the project for and on behalf of the Contracting Authority.

Provisional Sum: A sum included in the contract for use in whole or in part, or not at all, for the implementation of works or the supply of goods, materials, plant or services, or for contingencies at the instructions of a Supervisor.

Regional Competitiveness Operational Programme (RCOP): RCOP is a fundamental programme developed for the implementation of the Pre-Accession Financial Assistance (IPA) in Türkiye. The programme’s purpose is contribute to and support Türkiye’s preparations for the implementation and management of the EU cohesion policy.

Restricted Procedure: The type of call for tenders where all economic actors may ask to take part but only candidates satisfying the selection criteria are invited.

Sectoral Monitoring Committee (SMC): The Sectoral Monitoring Committee was established on 27 November 2007 as part of the Environment Operational Programme togehter with the relevant public institutions, economic and social stakeholders, observers, and other participants. This Committee is co-chaired by the Ministry of Environment and Urbanisation (MEU) and the European Commission. The Sectoral Monitoring Committee is a significant consultation platform supporting the Ministry in attaining the objectives set forth in the Environment Operational Programme.

Service Contract: A contract between a service provider and the Contracting Authority for the provision of services such as technical assistance or studies.

Service Provider: Any real or legal person or consortium of such persons offering services.

Services: Activities to be performed by a Contractor under the Contract such as technical assistance, studies, training and designs.

Site: The places provided by the Contracting Authority where the works are to be carried out and other places stated in the Contract as forming part of the site.

Special Conditions: They are the integral part of the tender dossier prepared by the Contracting Authority and they set out  amendments to the General Conditions, along with the clauses specific to a contract and terms of reference or technical specifications.

Supplier: Any real or legal entity or consortium of such entities offering to supply products.

Supply: Any and all purchased items and the movable and immovable properties and rights.

Supply Contract: Supply contracts cover the activities such as purchase, leasing, rental, and hire purchase. Contracts for the supply of products and, incidentally, for siting and installation are also considered a supply contract.

Sustainability: Serves the purpose of evaluating whether positive outcomes have been attained considering the likelihood of the objectives being sustained after the termination of external funds. Impact and sustainability require ownership by all project stakeholders, policy support, and institutional capacity and management skills.

Target Group(s): The groups/institutions that will be positively affected from the Project Objective.

Technical Assistance Contract: A contract made by and between the Contracting Authority and a service provider, whereby the service provider acts as a consultant, manages and supervises the project, and provides the experts specified in the contract.

Technical Proposal: Such part of the tender that covers the non-financial aspects thereof; i.e., all elements other than the financial proposal that should be included in the tender dossier. The technical proposal does not contain any financial indicators.

Technical Specifications: The document drawn up by the Contracting Authority to set out the methods, resources to be used and/or results to be achieved in respect of the provision of supplies or works.

Tender: The process whereby the contract for the procurement of supplies or services is awarded to a elected tenderer as per the written procedures and conditions and which is completed upon contract signature following the tender approval.

Tender Dossier: The dossier which is prepared by the Contracting Authority and which contains all the documents needed to prepare and submit a tender.

Tender Price: The sum stated by the tenderer in its tender for carrying out the contract.

Tender Procedure: The overall process starting from the publication of a tendering forecast notice and ending with the contract signature.

Tenderer: A real or legal entity or consortium of such entities submitting a tender with a view to concluding a contract.

Terms of Reference (ToR)/ Job Description/ Job Definition: This document sets out the work to be done by or activities expected from a contractor or consultant Further, it gives insight about the project’s background, overall objectives, planned activities, expected inputs and outputs, budget, time schedule, and job descriptions.