A Guide to Kickstarting an EU Contract

The moments after securing a framework contract with an EU institution are crucial for establishing a solid foundation that will ensure successful project delivery and a long-term partnership.

Phase 1: The Kick-Off and Team Mobilisation

The first step is to finalise all legal and administrative documents, ensuring all contractual requirements are met. The official kick-off meeting is the first opportunity to meet the EU institution’s team. During this meeting, it is vital to present an organisation’s team and services, as the individuals present may not have been part of the tender evaluation. To ensure everyone is aligned, a comprehensive document should be prepared to be shared with all relevant stakeholders and teams within the institution. Internally, a core project team should be mobilised to review all contractual agreements and terms of reference. This preparation ensures the team has a complete understanding of the ins and outs of the contract and is ready for the work ahead.

Phase 2: Operational Fine-Tuning

With the foundation set, the next phase is to adapt the initial offer to the practicalities of the project. This involves collaborating with the institution to align on key processes, including approval procedures, working relationships, and communication protocols. It is essential to agree on the specific requirements for both technical and financial reporting, and to establish templates and timelines from the outset. By fine-tuning these operational details, organisations can avoid common pitfalls such as payment delays or confusion over deliverables, ensuring a smooth and transparent process for all parties.

Phase 3: The First Official Projects

The final phase is about transitioning from planning to action. For specific projects, this means reviewing the time frame and mobilising the team. For framework contracts, it involves discussing the project pipeline to ensure an organisation is ready to manage the upcoming workload. Internal teams must align on how offers will be developed and submitted to meet the institution’s standards. This is also a good time to seek initial feedback from the institution to ensure the partnership is on the right track and to fine-tune any processes as needed. By proactively managing these first phases, organisations can ensure they are well-positioned for long-term success.