Document 1 - Ref. Ares(2020)1526630 - 12/03/20 SERVICE LEVEL AGREEMENT No.: JRC/FX/286/2009-1 between JOINT RESEARCH CENTRE Institute for the Protection and Security of the Citizen and European Agency for the Management of Operational Cooperation at the External Borders of the Member states of the European Union The European Union, represented by the European Commission, represented for the purpose of signing this Service Level Agreement by Dr. Stephan Lechner, Director of the Institute for the Protection and Security of the Citizen of the Joint Research Centre, hereinafter referred to as "JRC" and European Agency for the Management of Operational Cooperation at the External Borders of the Member states of the European Union, which is represented for the purposes of the signature of this contract by Mr. Ilkka Laitinen, Executive Director of the European Agency for the Management of Operational Cooperation at the External Borders of the Member states of the European Union, hereinafter referred to as "Frontex" Having regard to Regulation 2007/2004/EC of the Council of the European Union of 26 October 2004 establishing a European Agency for the Management of Operational Cooperation at the External Borders of the Member states of the European Union Having regard to the Memorandum of Understanding to be concluded between Frontex and JRC, have agreed the conditions below and the following annexes: I - Project Description Document II- Project Plan which form an integral part of this Service Level Agreement (SLA) all personal data in lower corners expunged based on justification 1

Article I

The subject of the Service Level Agreement is execution of tasks as described in
Frontex Project Description Document in Annex 1.

Article 2

The Service Level Agreement enters into force on the day following the signature of
the last contracting party.

Execution ofthe tasks may under no circumstances begin before the date on which the
Service Level Agreement enters into force.

Article 3

The duration of the implementation shall not exceed 12 months. This period and all
other periods specified in the Contract are calculated in calendar days. Execution of
the tasks shall start from the date of entry into force ofthe Service Level Agreement.
The period of execution of the tasks may be extended only with the express written
agreement ofthe parties before such period elapses.

Article 4

Another Service Level Agreement for the maintenance ofthe implemented tool has to
be signed separately before the end ofthe expiry ofthe current SLA.

Article 5

The maximum total amount to be paid by Frontex under the Service Level Agreement
shall be EUR 50.000 (fifty thousand Euros), covering all tasks to be executed.

The total amount referred to in the above paragraph shall be fixed and not be subject
to revision.

Article 6

Payments shall be executed only if the JRC has fulfilled his contractual obligations
covered by the debit note by the date on which the debit note is submitted.

Pre-finaneing:

Following signature of this Service Level Agreement by the last contracting party,
within 30 days ofthe receipt by Frontex of a request for pre-financing with a relevant
debit note, a pre-financing payment of EUR 15,000.00 (fifteen thousand Euros) equal
to 30% ofthe total amount referred to in Article 5 shall be made.

Payment ofthe Balance

The request for payment ofthe balance of JRC shall be admissible if accompanied by:
e The deliverables in accordance with the instructions laid down in the Project
Description Document;

e Therelevant debit note issued one month before the expiry of this SLA

provided the deliverables have been approved by Frontex.

Within 30 days ofthe date on which the deliverables have been approved by Frontex,
payment ofthe balance corresponding to EUR 35,000.00 (thirty five thousand Euros)
equal to 70% ofthe total amount referred to in Article 5 shall be made.

Article 7

Payments shall be made to the JRC bank account denominated in EUR, identified as
follows:

text expunged, justfication 1

Article 8

Any communication relating to this SLA has to be in writing and bear the reference
number and reference of the deliverable (-s) from the Project Description Document
(Annex I). Ordinary mail shall be deemed to have been received by Frontex or JRC on
the date on which it is registered by the department responsible indicated below.

Communications shall be sent to the following addresses:

Frontex:

Administrative issues
Frontex
Rondo ONZ |
00-124 Warsaw
Poland
text expunged, justification 1

JRC:

Administrative issues

European Commission

Joint Research Centre

Institute for the Protection and Security
ofthe Citizen

Management Support Unit - TP 268

I - 21027 - ISPRA (Varese) Italy

text expunged, justification 1

Technical issues:
Frontex

Rondo ONZ 1
00-124 Warsaw
Poland

Technical issues:

European Commission

Joint Research Centre

Institute for the Protection and Security of
the Citizen

Global Security & Crisis Management Unit
— TP 267

I - 21027 - ISPRA (Varese) Italy

Article 9

Any delay and their reasons in performance of the tasks must be immediately notified
to Frontex.

Article 10

Any amendment to the Service Level Agreement shall be the subject of a written
agreement concluded by JRC and Frontex. An oral agreement is not binding on the
contracting parties.

Article I1

The Project Description Document (Annex I) constitutes an integral part ofthis SLA.
The implementation of the project will be monitored according to a detailed Project
Plan (Annex II), defined and agreed between both parties.

Article 12

Any results or rights thereon, obtained in performance ofthe Contract, shall be owned
by Frontex.

Article 13

The copyright and other intellectual or industrial property rights, obtained in
performance ofthe Contract, shall be owned by the JRC.

Article 14
The Contract shall be governed by the national substantive law of Poland. Any
dispute between the parties resulting from the interpretation or application of the
Contract which cannot be settled amicably shall be brought before the courts of
Warsaw, Poland.

SIGNATURES

For the JRC, For Frontex,

Dr. Stephan Lechner Ilkka Laitinen
Director Executive Director

text expunged, justification 1

Done at Ispra, Done at Warsaw, I Dec ku u

37 DIc. 2009

/* In düplicate in English.

Annex I

FRONTEX MEDIA MONITOR

SHORT PROJECT DESCRIPTION
(to be complemented with the Project Plan)

 

Project Title: Implementation of the Frontex Media Monitor system
Overall aims:

Media Monitoring is an essential function of any organization which relies on input
coming from several sources, in order to support operations and decision making. The
Frontex Media Monitor (FMM) is a media monitoring tool aimed at facilitating and
automating the collection, classification and dissemination of Open Source information.
The FMM will increase the Frontex Situation Centre capacity to perform media and
situation monitoring and will provide a specialized tool to Frontex staff and external
partners on border and migration-related news.

The main Media Monitoring tool used by the EU institutions is the Europe Media
Monitor (EMM), conceived and managed by the DG Joint Research Centre. Equally, the
JRC is the most advanced public research institution in the field of Media Mining, in
Europe.

In this sense, FSC is acquiring JRC’s services for adapting and fully customizing the
EMM to Frontex purposes.

The cost ofthe system implementation is 50 000 Euros.

The implementation fee comprises all the deliverables described below, including the
payment for any external staff (eventually recruited by JRC) and travel expenses to
Warsaw to install the FMM at the Frontex server.

Objectives:
To test, implement and install the Frontex Media Monitor, in order to support Frontex
management and operational activities.

Deliverables by JRC:

1.1 - Creation by JRC of a demo of the FMM, to evaluate the system and address

needs for change;

1.2 - Final version ofthe FMM;

1.3 - Full installation at the Frontex server;

1.4 - System update with new media mining solutions and performing continuous
research in order to improve the FMM;

1.5 - Advanced training and counseling provided by JRC to Frontex staff involved in
the project, in order to manage the tool effectively and autonomously.

Timetable:

Del. 1.1: TO +3 months
Del. 1.2: TO + 6 months
Del. 1.3: TO + 12 months
Del. 1.4: continuous

Del. 1.5: continuous

European Agen<,-y for the Management of Operational Cooperation at the External Borders of the Member States of the European Union Annex 11 PROJECT PLAN rl�ONllX Title of the Project: Frontex Media Monitor foreseen start and end date of the project: 01 January 2010 - 31 December 2010 I. Background information Frontex Senior Management expressed the need for an Open Source system that will automate the collection, classification and dissemination of Open Source information. To this effect, the Frontex Media Monitor (f'MM) project has been set up. The FMM will increase the Frontex Situation Centre capacity to perform media and situation monitoring and will provide a specialized tool to Frontex staff and external partners on border and migration-related news. The baseline of the FMM system is the Europe Media Monitor, which has been developed by the Joint Research Centre ORC, Ispra) of the European Commission. Reference to the implementation of the FMM has been made in the exchange of letters between Mr. Illka Laitinnen, Executive Director of Frontex and Mr. Stephen Lechner, Director of the Institute for the Protection and Security of the Citizen GRC), in 2008. The cooperation between both institutions in the development of a Media Monitoring tool comprises two steps: a basic version hosted at Ispra, which has been tested and positively evaluated by FSC staff, and a second step, which regards a fully customized version of the system, hosted at Frontex. For step 2, Frontex ED stated in his letter that "Frontex would be willing to examine the possibility to pay the costs for the full customization and implementation. In this case I propose that, at that time, a Service Level Agreement is agreed upon between us". This SLA shall contain the modalities of payment and the obligations of both and will constitute one of the annexes of the broader Memorandum of Understanding currently being prepared between both institutions. A procurement request was already presented, in order to cover the installation fee upon the signature of a specific SLA between Frontex and the JRC. In order to fulfill the general objective, Frontex staff directly involved in the project will be required to attend training and evaluation meetings at JRC during the customization phase and participate in Media Mining experts meetings. Two project evaluation meetings arc foreseen, gathering several Frontex units: an intermediate evaluation, when the FMM demo is concluded by JRC, and a final evaluation, when the full version is implemented and transferred to the Frontex server. *

Project Plan - Frontex Media Monitor

 

II. Objectives

General Objective

To provid OSINT ho

Frontex  operational staff

and management

Draftinn of the specific

business documentation

Empowerment of MS with
Media Monitoring capacities

System enhancement

General knowledge of FMM
by Frontex staff

Sound knowledge of the
FMM backbone and general

Specifis Objectives

Creation of an online Media
Monitoring t00/

‚Approval of the FMM
Policy and SOP by senior
management

Providing access to FMM for
MS and Erontex partners

Continnons improvement
and technical development of

FMM

Training of Frontex staff on
FMM

Training of FSC Project
Manager and Support

 

 

results]
outcome/ deliverables

Frontex Media Monitor
(FMM)

FMM Policy and SOP

Ro/l out phase to MS

JRC 10 perform research
and introduce updates in

FMM

Organization of several
training Sessions

Partieipation in training
provided by JRC and in
specialized on Media

indicators of achievement

Intermediate and Vinal

Eivalnation of FMM

Participation of several
Frontex units in the policy

drafting

Number of MS regnesting

the service

Freguency of annnal
updates; system general
functioning (breakdowns)

Number of staff involved in

Training sessions

Number of training
SESSIONS, assessment reports

functioning

Offiver in Media Mining

Mining meetings

 

III. Frontex Management of the programme/project and responsibilities

®e The overall aim of the project is to endow Frontex staff and MS with an effective tool to search,
process and disseminate Open Source information. In order to achieve this goal, FSC project
manager will provide to the implementing team (at JRC), the requirements that shall be
integrated in FMM, based on Frontex particular needs (internal meetings at Frontex with
concerned units).

®e JRC will provide a first version of the system, which will be improved in coordination with the
Project Manager, until a final and viable solution is met. In this particular case, the Project
Manager and Project Support Officer will have the task of creating and refining the categories
and keywords of the system, as well as providing/inserting the news sources which will be more
relevant for Frontex.

® By the end of 2010, it is intended that FMM be transferred from the JRC server to the Frontex
server, after a series of works performed in-house by the JRC staff. Frontex IT’ Unit will be
involved in the transfer of the system to the Frontex server, providing the IT conditions for
that operation (kick-off meeting already held, with the IT Unit approving the requirements for
the system’s installation).

*

Project Plan -- Fron/ex Media Monitor • In the subsequent years, _JRC will be in charge of maintenance/system updates (these particular tasks will be object of a particular project to be initiated in 2011, after the system is fully operational). Frontex Manpower/ staff involved: • ■ ■ ■ • FSC is responsible for the project Other units will be involved in the definition of categories and evaluation of the system: _I OU, RAU, PRU, Executive Support 11' will be involved in the transfer of the system to Frontex server; Project Manager: Text removed - justification {RNP) Project Support Officer: Text removed. justification 3 (SD) Type What Start of the project Implementation of the full version of the Fl\Il\I J\leeting with IT to discuss installation requirements Full installation of Fi\L\f at Frontex server Redaction of Fl\Il\I Policy draft - Sequential - - 01.01.10 15.01.10 JRC 15.01.10 15,04,10 Sequential Parallel 01.02.10 D 15.02.10 SL\ withJRC - Parallel 01.03.10 - 08.03.10 Sequential RNP, SD, selected OPS staff 15.04.10 RNP, SD 01.05.10 - 30.04.10 Sequential - Sequential JRC 01.05.10 - 31.07.10 Sequential Second intermediate evaluation session atJRC Full version of the Fl\lJ.\f hosted at JRC server - End Intermediate evaluation meeting and FSC staff training at JRC Evaluation results sent to JRC - Start l\leeting with Frontex staff to collect categories/ further requirements Evaluation of the first F;\I,\f demo - Who Sending first list of requirements to JRC JRC to prepare first Fl\I.M demo (sequential, parallel) Resources (staff, tenders, service contracts etc.) 20.06.10 Sequential - 09.07.10 Sequential - 10.07.10 10.11.09 Sequential - 11.10.10 11.12.10 Parallel JRC 01.07.10 ]RC 07.07.10 JRC - 37.06.10

Project Plan - Frontex Media Monitor

Type

(sequential,
parallel)

Resources (staff,
tenders, service
contracts etc.)

Presentation of FMM to Frontex staff

Project evaluation

l'rontex units

Project end

el

15.11.10

25.11.10
31.12.10

30.1

 

IV. Refined risk mattix for the project/ptogramme
Probability
Category (High, medium or
low)

"MM results do not match

Political y
Frontex or MS policies

Strategic

Finance

FMM is not used by staff/MS on
a regular basis

EMM installation cost is higher
than expected

EFMM complexity requires more

Organizational rn .
mantzatlon SC staff than previewed

Media Monitoring function
changes to other units within the
‚\gency

Institutional

Legal problems may occur due to
the dissemination of links to
external sources

EFMM news results do not match
the categories in which they arc
presented

Technical

Project Reporting
Title of report and content
Inside rontex

Intermediate evaluation report

Inside l’rontex

Final evaluation report

Adressee

Head of Unit

IIcad of Unit - Dir.
Operations Division

25.11.10

 

2.10

Potential
consequences/ Impact

. . Corrective action
(High, medium or

low)

Reconfiguration of
EMM categories in order
to harmonize with
political options

‚\wareness and training
campaigns to alert to the
added value of using this

tool

Revision of SL.A with
JRC

Reallocation of human
resources in FSC

Transfer of the
tool/knowledge/
processes to Incoming
unit

Need to conceive a
strategy, along with the
Commission, to address

potential copyright issucs
Continuous redefinition

of categories, keywords
and relevant sources

30.04.10

20.12.10