Hosting EPOS componentsExecutive & Coordination Office and Integrated Core

Services

Elisabeth Kohler, CNRS-INSU France

EPOS IAPC 19/09/2013 - Rome

Hosting EPOS components

• EPOS is a distributed infrastructure made up of different components:- Statutory seat and Executive & Coordination Office

(centralised)- Integrated Core Services (centralised or disctributed?)- Thematic Core Services (distributed)

• The procedure for hosting each component of EPOS is separated

• Only one proposal per country is accepted

Hosting ECO

Hosting ECO and statutory seat: procedure

1. Signature of EPOS LoI and EoI2. Launch of the call for Proposals (with the related

Terms of Reference)3. Evaluation4. Recommandation from the IAPC to the BGR5. The BGR hears the bidders and takes final decision6. The Hosting country becomes responsible for the

negociations with the EC to set up the ERIC

Suggestion: Organization of the call for proposals

• The call is managed by a call secretariat

Composed of: 3 persons, from EPOS PP partners’ organizations, whose countries will not submit a proposal

• The proposals will be sent by email to the Call Secretariat

• Eligibility criteria

Only the countries who have previously signed the EPOS Letter of Intent and the EPOS Expression of Interest in

due time are allowed to participate in this call for proposals

Content of the proposal

ECO and the link with EPOS RI and ERIC structure

- Vision and perspective for EPOS - Governance of ERIC

Task and duties of the ECO

- Management of the EPOS legal entity- Scientific and technical strategy and coordination- Outreach and international cooperation

Location - Geographical environment - Scientific and technical environment- Facilities

Personnel - Description of positions- Recruitment policy

Budget plan - Costs breakdown table- Host premium- In kind / cash balance

Evaluation process (1)

• Peer review evaluation process.

• Evaluation Panel composition:

– 3 experts (1 HR management, 1 finances, 1 scientist). Panel composition needs to be endorsed by the EPOS BGR and the IAPC

– 2 observers (EC, ESFRI)

• Shall the experts be paid?

Evaluation process (2)

1. Each external expert reviews independently each proposal;

2. Panel meeting: overall rating according to the evaluation criteria for each proposal and ranking of all the proposals;

3. The IAPC makes recommendations to the BGR;4. The BGR makes the final decision after the hearing of the selected bidders.

Evaluation criteria

Choice and approval of the evaluation criteria open for discussion :

Basically two different options :

1) By the evaluation panel (independent perspective)

2) By the IAPC and/or BGR (stakeholders perspective)

TimelineBGR approves the EoI, the principles and the timeline for the Call

September 2013

Establishment of the Call Secretariat November 2013

Nomination of the Panel members December 2013

Deadline for submitting EoI January 2014

Establishment of the evaluation criteria January 2014

Launch of the call February 2014

Deadline for applications April 2014

End of the evaluation June 2014

EPOS PP Council recommendation July-September 2014

Final decision by the BGR September 2014

Commitment letter by the Hosting Country October 2014

Reminder: indications and recommandations from Potsdam

Recommendations to the BGR (June 2013)• The EPOS PP IAPC recommends the draft of the

Expression of Interest for starting the ECO hosting procedure

Indications to the BGR (June 2013)• The EPOS PP IAPC agrees on the proposed procedure for

selecting ECO• The EPOS PP IAPC agrees on the evaluation procedure of

proposals for hosting ECO

Pending issues for discussion and recommandation

1) What is the composition of the call secretariat?2) Are there other eligibility criteria than having a

signed EoI?3) Does the IAPC approve the guidelines describing the

content of the proposals? 4) Who is preparing and approving the evaluation

criteria? Should the evaluators be paid?5) Does the IAPC agree with the timeline?6) Do you want to publish a call for tender in the EC

Official Journal?

Hosting ICS

Slides from Jörn Lauterjung

Integrated Services ICS together with ECO shall be inside the ERIC

Different models possible:1. ECO + ICS centralised (one host)2. ECO and ICS separated; ICS centralised (one host each)3. ECO and ICS separetd; ICS decentralised (several hosts)

Pending issues for discussion and recommandation

1) What is the procedure for the selection of the ICS host? A call for proposals on the same model than ECO?

2) What would be the eligibility criteria ?3) What would be the evaluation procedure?4) What would be the timeline?

Thank you for your attention!