framework contract for the provision of training to the

Call for tender VT/2016/047

Framework contract for the

provision of training to the EURES network

Employment, Social Affairs & Inclusion


September 2016 2

Table of Contents

Table of Contents ............................................................................................. 2 A – TENDERING INFORMATION .......................................................................... 4 1. Title of the contract ................................................................................. 4 2. Participation ........................................................................................... 4 3. Contractual conditions .............................................................................. 4 3.1. General terms of the contract .................................................................... 4 3.2. Duration of the contract ........................................................................... 5 3.3. Payments ............................................................................................... 5 3.4. Implementation of the contract ................................................................. 5 3.5. Contract management .............................................................................. 6 4. Compliance with applicable law ................................................................. 6 5. Joint tenders .......................................................................................... 6 6. Subcontracting ........................................................................................ 7 7. Structure and content of the tender ........................................................... 7 8. Identification of the tenderer ..................................................................... 8 9. Stability of services ................................................................................. 9 10. Transition and transfer between contractors ................................................ 9 B – TECHNICAL SPECIFICATIONS ..................................................................... 10 11. Background information ......................................................................... 10 11.1. The EaSI-Programme .......................................................................... 10 11.2. The EURES network, its composition and activities .................................. 10 11.3. EURES activities at national level .......................................................... 12 11.4. EURES staff ....................................................................................... 12 12. The current training scheme for the EURES network ................................... 15 12.1. Pre-training ....................................................................................... 17 12.2. Consolidation phase ............................................................................ 18 12.3. The European level training scheme: EURES Academy ............................. 19 12.3.1. EURES Academy: targeted training sessions ........................................ 19 12.3.2. EURES Academy: Networking events .................................................. 22 13. Subject of the contract ........................................................................... 22 13.1. A framework contract covering all EURES training activities ...................... 22 13.2. Target Groups .................................................................................... 23 13.3. Indicative number of training sessions and trainees ................................. 23 13.4. The training cycle ............................................................................... 23 14. Tasks to be carried out by the contractor .................................................. 24 14.1. Overall requirements .......................................................................... 24 14.1.1. Place of implementation, logistics and quality standards ........................ 24 14.1.2. Working Languages ......................................................................... 25 14.1.3. Contents of the training sessions ....................................................... 25 14.1.4. Implementing principles ................................................................... 25 14.2. TASK 1: Administration, Coordination and Quality Control ........................ 26 14.2.1. Registration and selection of participants (CT and VT) .......................... 26 14.2.2. Coordination and programme management ......................................... 27 14.2.3. Quality control and assurance ........................................................... 27 14.3. Task 2: Consolidation phase: operating the self-assessment tool ............... 28 14.4. Task 3: Virtual training sessions (e-learning) .......................................... 29 14.4.1. Specific requirements for both types of virtual courses .......................... 29 14.4.2. Enhanced virtual training courses ...................................................... 30 14.4.3. Condensed virtual training courses ..................................................... 31 14.5. Task 4: Webinars and live on-line training sessions ................................. 31 14.5.1. Webinars ....................................................................................... 31



September 2016 3

14.5.2. Live on-line training sessions ............................................................ 32 14.6. Task 5: Classroom training sessions ...................................................... 32 14.6.1. Specific requirements ...................................................................... 32 14.6.2. Provision of classroom training courses ............................................... 33 14.7. Task 6: EURES networking events ........................................................ 34 14.8. Task 7: Expert involvement in training courses ....................................... 35 14.8.1. Experts in the field of labour mobility ................................................. 35 14.8.2. EURES training experts .................................................................... 36 14.9. Task 8: Development and other services related to training ...................... 36 14.9.1. Content development for all types of course ........................................ 36 14.9.2. Other services/consultant fees/participation in meetings ....................... 37 15. Team implementing the training scheme ................................................... 37 15.1. Core management team ...................................................................... 37 15.2. Team of trainers ................................................................................. 37 16. Third-party suppliers .............................................................................. 38 17. General requirement on issues to consider for the activities funded under EaSI

38 17.1. Source of funding ............................................................................... 38 17.2. General requirement ........................................................................... 39 17.3. Monitoring information ........................................................................ 39 C – EVALUATION & AWARD ............................................................................. 40 18. Verification of non-exclusion ................................................................... 40 19. Selection criteria ................................................................................... 41 19.1. Declaration and evidence ..................................................................... 41 19.2. Legal and regulatory capacity ............................................................... 42 19.3. Economic and financial capacity criteria and evidence .............................. 42 19.4. Technical and professional capacity criteria and evidence ......................... 43 19.4.1. Criteria relating to tenderers ............................................................. 43 19.4.2. Criteria relating to the team delivering the service ............................... 43 20. Award criteria ....................................................................................... 45 20.1. Quality criteria ................................................................................... 45 20.2. Final score ......................................................................................... 46



September 2016 4

A – TENDERING INFORMATION

1. Title of the contract

Framework contract for the provision of training for the EURES network

2. Participation

Participation in this procurement procedure is open on equal terms to all natural and

legal persons coming within the scope of the Treaties, as well as to international

organizations.

It is also open to all natural and legal persons established in a third country which has

a special agreement with the Union in the field of public procurement on the conditions laid down in that agreement. Where the pluri-lateral Agreement on Government

Procurement1 concluded within the World Trade Organization applies, the participation to this procedure is also open to all natural and legal persons established in the

countries that have ratified this Agreement, on the conditions it lays down.

3. Contractual conditions

3.1. General terms of the contract

The contract that will be signed is a framework contract with a single contractor. A draft of the contract which will be concluded is attached to these tender specifications

(Annex III). It specifies the rights and obligations of the contractor. No changes can

be accepted by the European Commission.

Tenderers' attention is drawn to the fact that the Framework Contract does not

constitute placement of an order but is merely designed to set the legal, financial, technical and administrative terms governing relations between the contracting parties

during the contract term. Orders can only be placed using the specific contract model contained in the framework contract.

Signature of the Framework Contract does not commit the Commission to placing orders and does not give the contractor any exclusive rights to the services covered

by the Framework Contract. In any case, the Commission reserves the right, at any

time during the Framework Contract, to cease placing orders without the contractor thereby having the right to any compensation.

When preparing their tender, the tenderers shall pay attention to the provisions of the Draft Framework Contract in Annex III of the Tender Specifications, particularly those

on prices (Article I.5), payments (Article I.6), conflict of interests (Article II.7) and confidentiality (Article II.8).

In particular, the contractor must perform specific contracts concluded under the Framework Contract to the highest professional standards and will comply with the

quality plan defined in accordance with the section 14.2.3 of the tender specifications.

If the contractor fails to do so, the Commission may terminate the contract, in accordance with Article II.18 of the Framework Contract.

1 http://www.wto.org/english/tratop_E/gproc_e/gp_gpa_e.htm

http://www.wto.org/english/tratop_E/gproc_e/gp_gpa_e.htm



September 2016 5

The contractor may neither represent the Commission nor behave in any way that

would give such an impression. The contractor must inform third parties that he does not belong to the European public service, but is performing a service to the benefit of

the European Union.

The contractor will be solely responsible for the staff carrying out the work, who may

not be placed in a position of dependency in relation to the Commission.

The awarding authority is reserving the right to use Article 134.1 (e) of the rules of

application of Regulation (EU, Euratom) No 966/201221 as amended, for additional

services consisting in the repetition of similar services or works entrusted to the economic operator awarded the initial contract by the same contracting authority, as

long as the aggregate value of additional contracts does not exceed 50% of the amount of this initial contract. That procedure may be used only during the execution

of this contract and at the latest during the three years following its signing (Art.134.4 RAP).

3.2. Duration of the contract

The maximum duration of the framework contract is four years (48 months) according to Article I.3 of the Framework Contract.

The framework contract will be concluded for a period of one year from when it is signed, and shall be renewed automatically up to three times under the same

conditions, unless written notification to the contrary is sent by one of the parties.

The total duration of a framework contract may not exceed four years from when it is first signed. The specific contracts must be returned signed before the framework

contract to which they refer expires. The framework contract will continue to apply to such specific contracts after its expiry, albeit for a period not exceeding 6 months.

3.3. Payments

See Article I.6 of the Draft Framework Contract (Annex III of the Tender Specifications).

3.4. Implementation of the contract

A single framework contract will be concluded with the winning tenderer that is ranked

best when the tenders are evaluated.

When the contracting authority wishes to contract services under the framework contract, it will send to the contractor a request for services by e-mail. The request

will set out the task specifications for the service requested, the deliverables to be provided, the maximum budget available including all expenses and the performance

deadlines.

Within 3 working days, the contractor shall acknowledge receipt of the request for

services by email, and confirm their availability to carry out the services required. The contractor has the obligation to respond to each request sent to them. If the

contractor is not in a position to make an offer, a justification must be provided by the

deadline for submission of the offer at the latest.



September 2016 6

Within 20 working days after the date of sending the request for services, the

contractor shall submit to the contracting authority a written proposal for the execution of the tasks required, including an outline of the methodologies proposed, a

work programme and a price for the service. This price must present a clear breakdown according to the Annex VI - Price schedule.

In case a shorter deadline is justified by the nature of the requested tasks, the 20 working days period may be shortened with the agreement of all parties.

On the basis of the offer submitted by the contractor, a specific contract, signed by a

person authorized to act on behalf of the European Commission will be formally concluded (see article I.4.3 of the Annex III - Draft Framework Contract and the Model

of Specific Contract included in the Draft Framework Contract.

3.5. Contract management

The framework contract will be managed by a designated unit of the European

Commission's Directorate-General for Employment, Social Affairs and Inclusion. Specific contracts will be managed by the responsible operational units within

Directorate-General for Employment, Social Affairs and Inclusion.

4. Compliance with applicable law

The tender must comply with applicable environmental, social and labour law obligations established by Union law, national legislation, collective agreements or the

international environmental, social and labour conventions listed in Annex X to

Directive 2014/24/EU2.

5. Joint tenders

A joint tender is a situation where a tender is submitted by a group of economic operators (natural or legal persons). Joint tenders may include subcontractors in

addition to the members of the group.

In case of joint tender, all members of the group assume joint and several liability

towards the Contracting Authority for the performance of the contract as a whole, i.e. both financial and operational liability. Nevertheless, tenderers must designate one of

the economic operators as a single point of contact (the leader) for the Contracting

Authority for administrative and financial aspects as well as operational management of the contract.

After the award, the Contracting Authority will sign the contract either with the leader on behalf of all members of the group, authorized by the other members via powers of

attorney (see Annex IV).



September 2016 7

6. Subcontracting

Subcontracting is permitted, but the contractor will retain full liability towards the Contracting Authority for performance of the contract as a whole. Tenderers are

required to identify all subcontractors whose share of the contract is above 10 % and whose capacity is necessary to fulfil the selection criteria. During contract

performance, the change of any subcontractor identified in the tender or additional

subcontracting will be subject to prior written approval of the Contracting Authority2.

7. Structure and content of the tender

The tender must be structured and detailed using Annex I of the Tender Specifications. The tender must be presented as follows:

Part A: Identification of the tenderer

Part B: Non-exclusion

Part C: Selection Part

Part D: Technical offer

The technical offer must cover all aspects and tasks required in the technical

specifications and provide all the information needed to apply the award criteria. Offers deviating from the requirements or not covering all requirements may be

rejected on the basis of non-compliance with the tender specifications and will not be evaluated.

Part E: Financial offer

The maximum cumulative value of all specific contracts to be concluded under this

framework contract during the total maximum period of four years shall not exceed EUR 8.000.000.

Given the characteristics of this framework contract, the volume of services required

by the contracting authority will vary annually. Therefore, no assurance is given on the volume, value and frequency of the assignments implemented under this framework

contract.

The price for the tender must be quoted in Euro (EUR). Tenderers from countries

outside the euro zone have to quote their prices in Euro. These prices will be firm and not subject to revision. The price quoted may not be revised in line with exchange rate

movements. It is for the tenderer to assume the risks or the benefits deriving from any variation.

Prices must be quoted free of all duties, taxes and other charges, including VAT, as

the European Union is exempt from such charges under Articles 3 and 4 of the Protocol on the privileges and immunities of the European Union. The amount of VAT

may be shown separately.

2 Directive 2014/24/EU of the European Parliament and of the Council of 26 February 2014 on public

procurement and repealing Directive 2004/18/EC (OJ L 94, 28.3.2014, p. 65).



September 2016 8

For tenderers established outside the European Union, the price has to contain any

applicable duties, taxes or dues.

The financial offer must be drawn up using the Annex VI - Price schedule of the tender

specifications. The form must be completely unambiguous. The tender will be disqualified if it contains any statements preventing an accurate and complete

comparison of the tenders (such as “To be discussed”, “Depending on X”, etc.). The tenderer has to offer a price for each item of the price schedule. Without prejudice to

the rules set out in Article I.5 of the draft contract, the rates and amounts indicated in

the Annex VI shall include all the overheads of the contractor (fees, management costs and administrative expenditure) and, in the case of flat-rate prices, these must

include the price of services and delivery of goods.

If a tenderer wishes to offer an item free of charge, it has to clearly mention EUR 0,00

in the price schedule for the respective item. In case of inconsistencies between unit prices and the total price, the unit prices prevail.

The price schedule (Annex VI) will constitute the future contractual basis for the pricing for the specific contracts in case of contract award. Accordingly, the price form

must be completed in full, dated, stamped and signed by a person able to engage the

bidder financially. Each page shall be dated and signed.

The unit prices given in Annex VI shall be fixed and not subject to revision for

implementation during the first year of the framework contract. Revisions may apply from the beginning of the second year in accordance with Articles I.5.2 and II.20 of

the Draft Framework Contract (Annex III).

The duration of the services includes, besides the time necessary for carrying out the

services themselves, the necessary time for preparatory work, trips and travelling back and forth between the offices of the contractor and/or the expert(s) and the

places where the services are being carried out and for meetings with the services of

the Commission, as well as time for the preparation of reports and output documents related to the work.

The day of travel is considered as a working day even when falling on a week-end or an official holiday. Travel, accommodation and daily allowances are not refundable

separately.

8. Identification of the tenderer

The tender must include a cover letter signed by an authorized representative

presenting the name of the tenderer (including all entities in case of joint tender) and identified subcontractors if applicable, and the name of the single contact point

(leader) in relation to this procedure.

In case of joint tender, the cover letter must be signed either by an authorized

representative for each member, or by the leader authorized by the other members with powers of attorney. The signed powers of attorney must be included in the tender

as well (Annex IV). Subcontractors that are identified in the tender must provide a letter of intent (Annex V) signed by an authorized representative stating their

willingness to provide the services presented in the tender and in line with the present

tender specifications.



September 2016 9

All tenderers (including all members of the group in case of joint tender) must provide

a signed Legal Entity Form with its supporting evidence. The form is available on:

http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal-

entities_en.cfm

Tenderers that are already registered in the Contracting Authority’s accounting system

(i.e. they have already been direct contractors) must provide the form but are not obliged to provide the supporting evidence.

The tenderer (or the leader in case of joint tender) must provide a Financial

Identification Form with its supporting documents. Only one form per tender shall be submitted. No form is needed for subcontractors and other members of the group in

case of joint tender. The form is available on:

http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial-

id_en.cfm

9. Stability of services

The Commission and the contractor will communicate to each other the information

needed for the services to be provided. For the duration of the framework contract they will maintain the required level of information and make it available to the other

party for the purpose of providing the services. The exchange of information and updating will not give rise to any payment.

For the duration of the framework contract the contractor will ensure that the elements necessary for the stability of the service and the proper performance of the

specific contracts are maintained. The contractor is required to inform the Commission departments without delay of any new factor affecting the technical capacity on the

basis of which he was selected.

To that end, the contractor will, where necessary, replace staff gradually and will organize the transfer of information required for the services to be provided, the cost

of which will be borne by him. In no event will the contractor invoke a change of staff as a reason for not meeting one of his obligations, in particular with regard to

deadlines and quality.

For all tasks with a low degree of substitutability, e.g. project design, creation and

management, the contractor will ensure that staff is changed only in the event of force majeure.

10. Transition and transfer between contractors

The chosen contractor shall co-operate with the Commission and the current contractor(s) in the field to allow for an easy, uninterrupted and quality transfer of

tasks to the new contract period. Please refer to point 14.9.2 for further information.

.

http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal-entities_en.cfm

http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal-entities_en.cfm

http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial-id_en.cfm

http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial-id_en.cfm



September 2016 10

B – TECHNICAL SPECIFICATIONS

11. Background information

11.1. The EaSI-Programme

This activity is financed under the European Programme for Employment and Social

Innovation "EaSI" 2014-20203 which is a European-level financing instrument managed directly by the European Commission to contribute to the implementation of

the Europe 2020 strategy, by providing financial support for the Union's objectives in terms of promoting a high level of quality and sustainable employment, guaranteeing

adequate and decent social protection, combating social exclusion and poverty and improving working conditions.

11.2. The EURES network, its composition and activities

EURES is a co-operation network between the European Commission, the Public Employment Services of the Member States (from now on referred to as PES), and

their partners.

The legal base for EURES is Regulation (EU) No 2016/589 of the European Parliament

and the Council on a European network of employment services (EURES), workers'

access to mobility services and the further integration of labour markets (the EURES Regulation) and amending Regulations (EU) No 492/2011 and (EU) No 1296/2013.4

The EURES Regulation entered into force in May 2016. It builds up on the results of the EURES reform and provides a comprehensive regulatory framework replacing

Chapter II of Regulation 492/2011, Commission Decision 2012/733/EU and the 2013 EURES Charter. It lays emphasis on services to employers and job seekers including

for frontier workers in cross-border regions, on transparency and exchange of labour market information between Member States.

The composition of the EURES network is:

The European Coordination Office (ECO, managed by the European Commission) that undertakes horizontal activities in support of the network,

oversees compliance with the EURES Regulation, organises the work of the EURES Coordination Group, monitors and evaluates EURES activity and

analyses geographic and occupational mobility;

The National Coordination Offices (NCOs) that organise the work of the EURES

network in the respective Member State and cooperate with the other NCOs and ECO;

3 http://ec.europa.eu/social/main.jsp?langId=en&catId=1081 4 http://eur-lex.europa.eu/legal-content/EN/TXT/?uri=OJ:L:2016:107:TOC

http://ec.europa.eu/social/main.jsp?langId=en&catId=1081

http://eur-lex.europa.eu/legal-content/EN/TXT/?uri=OJ:L:2016:107:TOC



September 2016 11

The EURES members:

i) public or private service providers in the field of employment appointed by the National Coordination Offices following an admission procedure, that are

able to provide all three categories of tasks under the EURES Regulation: sharing job vacancies, sharing job applications/ CV and providing support

services. Support services cover job search assistance, matching between jobs and candidates, placement & recruitment and provision of related information5;

ii) The Public Employment Services relevant for EURES activities that are

appointed by Member States without admission procedure;

The EURES partners, appointed by the National Coordination Offices following

an admission procedure, which provide one or more of the above three categories of tasks, such support with clearance of job vacancies and/or job

applications /CV or support services to workers and employers6.

For a transitional period identified in the Regulation, organisations other than the PES

which were member organisations before in the network, continue to participate and represent the network but will have to apply through an admission procedure at a

later stage. This concerns organisations such as trade unions, employers'

organisations and other public authorities than the PES.

The network builds on two pillars:

The human pillar: currently, EURES counts more than 1000 EURES staff members who are specialised in dealing with transnational and cross-border mobility (front

office staff) as well as numerous other actors (Management, line managers and other staff involved in delivery of EURES services). Currently, the majority of the staff are

working in the PES.

The EURES Portal: the EURES Job Mobility Portal (http://ec.europa.eu/eures/)

provides a CV online database and user-friendly means of accessing detailed

information needed by employers, jobseekers and job changers willing to recruit/be recruited from abroad.

EURES was launched in 1993 in order to contribute to the smooth functioning of the European labour market by facilitating freedom of movement for the workers within

the Union (one of the rights of the EU citizen as set out in the Treaty on the Functioning of the European Union) and by reducing bottlenecks on the European

labour market. It is one of the tools to support the European Employment Strategy to create more and better jobs throughout the EU meeting the headline employment rate

of 75 % by 2020. EURES aims at improving labour market transparency by making

sure that job vacancies and applications and any related information are transparent for potential applicants and employers through their exchange and dissemination at

transnational, interregional and cross-border level. The EURES network provides information, assistance and guidance to individual workers and employers interested

in mobility.

5 EURES members correspond to the "EURES partners" under the terminology of Commission

implementing Decision 2012/733/EU 6 EURES partners have a similar status to "EURES associated partners" according to Commission

implementing Decision 2012/733/EU, however, unlike the former "EURES associated partners", EURES

partners are not under the supervision of another entity



September 2016 12

The co-operation has been fully extended to EEA countries (Norway, Iceland and

Liechtenstein) whilst Switzerland also co-operates, on a voluntary basis, with the EURES network.

The Commission, acting in its capacity of European Coordination Office works on the basis of an annual work programme and assists the EURES Members and Partners

in carrying out their activities, in particular by developing and conducting, in close cooperation with Member States, numerous activities:

a) The formulation of a coherent framework and the provision of horizontal

support activities for the benefit of the EURES network, in particular the maintenance and development of the EURES Portal, information and

communication activities, a common training programme for the staff of EURES member organisations, the operating of a helpdesk service, etc.);

b) The analysis of geographic and occupational mobility, taking into account the different national situations;

c) The development of an appropriate cooperation and clearance structure within the Union on apprenticeships and traineeships.

11.3. EURES activities at national level

EURES activities are, at national level, being prepared and coordinated by the EURES National Coordination Offices whose key responsibilities are (see the EURES

Regulation for further details)

a) Ensure cooperation with ECO and the member organisations of the EURES network;

b) The organisation of the work for EURES in the Member State including a coordinated transfer of job vacancies to the EURES Portal;

c) Make available national information and guidance at the EURES Portal on living and working conditions as well as on relevant administrative procedures

regarding employment/taking up employment in its country of establishment;

d) The provision of pre-training activities related to EURES activities, the selection

of staff for participation in the common training programme and mutual

learning activities.

NCOs work on the basis of an annual national work programme.

11.4. EURES staff

The staff working on EURES in the member organisations of the network, EURES

staff, is a rather inhomogeneous group. This is due to the fact that, depending on the

internal organisation of each Member/Partner, staff members may be attributed to EURES full-time or part time or only being attributed specific tasks. Thus, training

sessions are followed by the typical EURES front office staff, their team leaders and hierarchical superiors, staff of NCOs, etc. (see also point 13.2).

In principle, core staff (front office staff) must be able to speak English or French or German in addition to their mother tongue and devote at least 50 per cent of their

working time to EURES matters.



September 2016 13

Complementary and partly overlapping with the European reference competence

profile for PES and EURES counsellors7, a variety of tasks is entrusted to these staff members, some of which may require a certain degree of specialisation (non-

exhaustive list):

a) Mobility issues

Following up of job vacancies for which they are responsible, Providing solutions to bottlenecks through large scale recruitment projects

and other means,

Developing and updating mobility-related information tools, Giving information on skill surpluses and shortages (national/local level),

Giving information on living and working conditions, Giving information on obstacles to mobility and suggesting appropriate

solutions to such obstacles

b) Integration of EURES within the own service

Promoting EURES at local level and within the own organisation, Contributing to the preparation and implementation of the annual work

programme,

Providing assistance to colleagues through information/training activities, Disseminating information on good practice within the network,

Being the main information source on EURES questions for the hierarchy, Promoting EURES to other staff,

Promoting EURES to employers, job seekers and other target groups in conjunction with other relevant activities of the PES,

Information and training on mobility issues, Information and guidance on legal aspects of job mobility,

Support and assistance for setting up job fairs and events,

Providing appropriate contacts in other countries (connecting people), Providing information on European labour market

c) Contribution to the transnational network

Providing information on the regional labour market,

Acting as a gateway/contact person to staff of other network members, Initiating and managing projects with a transnational dimension,

Advising local employers interested in recruitment from abroad and foreign employers interested in recruitment of local jobseekers

EURES staff provides the following services to the different target groups (non-

exhaustive lists):

Jobseekers

Organisation and promotion of job fairs, both online and on site Support before, during, after jobseeker's placement

Support to the integration of family members Analysis and selection of job offers/ matching

Translation of vacancies and applications letters Guidance on how to write a CV

7 PES to PES Dialogue: The European reference competence profile for PES and EURES counsellors of July

2014 (see: http://ec.europa.eu/social/BlobServlet?docId=14100&langId=en)

http://ec.europa.eu/social/BlobServlet?docId=14100&langId=en



September 2016 14

Review of CVs and applications

Provision of European labour market information Information and guidance on living and working conditions in other

countries Support, information and assistance to incoming jobseekers and workers

Information on potential financial support (interview trip, funding schemes etc.) Information on (language and others) training/learning opportunities in the

country of residence or abroad

Offer video/web conferencing for interviews Personal legal assistance

Information sessions for target groups on job mobility Information on seasonal jobs, traineeships, voluntary services

Giving support to returning migrants Providing assistance on issues related to social security, taxation or legal

issues Career (re-orientation) guidance

Information on recognition of diplomas/educational paths

Contribution to the various communication activities Use of social media to effectively reach jobseekers

Employers (non-exclusive)

Establishing and management of good relationship with employers

Registration and dissemination of job vacancies in Europe Pro-active research for job vacancies potentially to be advertised via EURES

Support in writing a job description Matching with jobseekers’ CVs and pre-selection of suitable candidates

Information on equivalence of educational pathways and diplomas

Organisation of general and specialised job fairs and recruitment events Initiating and managing large scale recruitment projects abroad

Offer video/web conferencing for interviews Information and assistance on recruitment in Europe

Information and assistance on legal aspects when recruiting from abroad Information and guidance on integration of newly recruited employees

Personalised support before, during, after a recruitment from abroad Information on European labour markets

Information on potential financial support/incentives for international

recruitments Encouraging of setting up of traineeships and mobility programmes

Contribution to the various communication activities Use of social media to effectively reach employers

Furthermore EURES staff has frequent contacts with stakeholders, partners, universities and other education and training institutions on EURES-related matters.

The work of core members of EURES staff in general comprises two categories of tasks:

Front office tasks - handling of inquiries, direct assistance and service to

jobseekers/employers (including job-matching and placement), other individuals and institutions interested in mobility;

Back office tasks – involving monitoring, reporting, statistics collection and analysis, logistics tasks, event organisation etc.

For a better overview of the EURES network, its activities and services please consult the EURES portal: https://ec.europa.eu/eures.

https://ec.europa.eu/eures



September 2016 15

12. The current training scheme for the EURES

network

The current training scheme was redesigned in the first half of 2016, taking into

account the provisions of the EURES Regulation, in particular to respond to the requirements singled out below:

- Article 8(1)a of the Regulation requires ECO to conduct "[…] (iii) a common

training programme and continuing professional development for the staff of the EURES Members and Partners and of the NCOs, ensuring the necessary

expertise [..]"

- Article 9(3) obliges NCOs to cater for "[…] (b) the provision of pre-training

activities relating to EURES' activity and the selection of staff for participation in the common training programme and in mutual learning activities […]"

- Recital 15 indicates the purpose of the task attributed to ECO in this area: "[…] The training activities and the helpdesk function should, in particular, assist staff

operating in the organisations participating in the EURES network who are

experts on providing job-matching, placement and recruitment activities, as well as information, guidance and assistance, to workers, employers and

organisations interested in transnational and cross-border mobility issues and are in direct contact with those target groups for that purpose […]."

The overall training activities are parts of a career-long learning process. EURES staff start the pathway with pre-training which is organised at national level by the

NCOs. Having accomplished this first phase of the training cycle, staff members can apply for a consolidation phase under the responsibility of ECO, consisting of a

combination of e-learning and self-assessment tools as well as, upon request, the

participation in an on-site learning workshop. Having successfully passed the consolidation phase, trainees are free to join the European level training scheme

branded "EURES Academy", offering a wide range of class-room and virtual training courses. Participants may also opt for one of the four learning pathways on offer.

The table on the next page describes the three phases of the EURES training process which will be in place as from January 2017:



September 2016 16



September 2016 17

The EURES Extranet and the EURES Learning Management System (LMS)8

The Extranet section of the EURES Portal, available for all EURES staff (in total more

than 2,500 users), contains document repositories, directories, forums and a number of other practical tools and utilities to facilitate internal communication within the

EURES network.

Embedded in the EURES extranet is the EURES LMS e-learning platform which caters

for the overall operational management of EURES training. This facility was developed

by a previous contractor and is owned/hosted by the Commission. It also includes a database of the personal learning accounts of all EURES trainees with records on their

learning pathway (E-portfolios).

12.1. Pre-training

Being an obligation deriving from the EURES Regulation the pre-training intends to give

EURES staff an understanding of EURES objectives, tools and strategies from a predominantly national perspective and is run under the responsibility of NCOs in close

cooperation with ECO. ECO welcomes the organisation of pre-training activities adaptable to this approach through clustering several countries in order to optimise the

use of resources at national level.

As referred to in Annex 1 point 2 of the EURES Regulation, EURES Members and

Partners have an obligation to "ensure quality standards on staff and to register the

staff for the relevant modules of the common training programme as referred to in point (a)(iii) of Article 8(1)".

Any activity included in the learning pathway for EURES staff may be considered as being part of the pre-training9. At the discretion of the NCOs and the Members and

Partners, the pre-training activities can be run in different ways.

• As a classroom activity carried out with close support from ECO

• As a course online using EURES IT tools available at European level • As training on the job

• As an activity with self-learning tools

These activities and all pre-training activities followed by EURES staff aim at acquiring a basic knowledge of EURES at national level together with a selection of the following

competences which are required to participate in the consolidation phase and are mentioned in the European reference competence profile for PES and EURES

counsellors10.

A positive attitude towards new professional challenges combined with a

constant development of individual knowledge, skills and attitudes, as well as improvement of the quality of service.

Ability to use a foreign language orally and in writing, to convey messages

clearly and understandably for the recipient.

8 https://webgate.ec.europa.eu/eures/eures-apps/lms

9 It is understood that part of the training activities of a staff member's learning pathway is being carried

out under a responsibility other than the NCO (e.g. PES, own initiative, etc.) 10

European reference competence profile for PES and EURES counsellors, European Commission, DG EMPL,

2014 – http://ec.europa.eu/social/BlobServlet?docId=14100&langId=en

https://webgate.ec.europa.eu/eures/eures-apps/lms

http://ec.europa.eu/social/BlobServlet?docId=14100&langId=en



September 2016 18

Ability to apply ICT skills and to work in a context of blended service delivery

(e.g. EURES Portal).

The contractor's tasks linked to pre-training will be covered on an ad hoc basis under

task 8 (point 14.9 of the tender specifications).

12.2. Consolidation phase

The consolidation phase is the first training activity for EURES staff at European level

(organised by ECO), and it is open to staff from EURES member organisations. In this phase participants broaden their EURES knowledge with skills and competences

necessary for working at European level within their organisation.

NCOs have the responsibility of selecting the EURES staff applying for the training. The

consolidation phase can be entered at any time via an online platform and is made up

of three mandatory sequential components:

1) Self-assessment tool & motivation: This online tool is focused on a minimum set

of competences and motivations that must be owned by EURES staff for working in EURES at European level. Competences are related mainly to language skills,

computer/IT literacy, attitude to work in a multicultural environment etc.

Onsite/online networking and learning workshop: This workshop is centred around two

key dimensions to enhance EURES staff competences: a) the ability to use the EURES Portal and all its new functionalities for researching information, matching candidates

with jobs and for networking purposes; b) the knowledge of Union law on free

movement of workers. These subjects are completed by sessions with a wide range of topics, e.g. on European labour market, European programmes and initiatives, joint

working procedures, EU/national resources, social security and taxation or reporting issues. The learning aims, depending on the choice of NCOs, can be achieved by

following a series of e-learning tools or attending a workshop. 2) Virtual modules: As a third step in the consolidation phase, each EURES staff

member attends e-learning activities, webinars and collaborative sessions (i.e. with Blackboard Collaborate) on the historical background and legal framework

of EURES, on the use of practical tools for daily work and on EU resources for

EURES staff.

The consolidation phase builds up a selection of the following competences which are

also mentioned in the European reference competence profile for PES and EURES counsellors:

Ability to acquire and use up-to-date knowledge of the EU labour market. Ability to understand the possibilities created by international programmes and

the tools supporting mobility, and to explain these to clients. Ability to acquire and apply current knowledge of the labour market situation,

general and vocational education possibilities as well as occupational

qualifications. Ability to acquire and use current knowledge of labour market policy, ALMP

measures / concepts for activation. Ability to use knowledge of living and working conditions in EU countries, as a

precondition of mobility. Ability to take into account the views of a range of people from different

cultures and backgrounds and treat them with consideration and respect, thereby functioning in multicultural environments.



September 2016 19

The contractor's tasks linked to the consolidation phase are exhaustingly detailed in

point 14.3 of the specifications.

12.3. The European level training scheme: EURES Academy

Being launched in September 2015 and being operational as from 2016, ECO offers to

EURES staff the possibility of following different training paths under the EURES Academy brand, with a view to further improve their skills and competences in certain

domains. Since then, more than half of all training applicants have chosen to follow one of the Academy training pathways on offer. Taking into account this successful take up

and the provisions of the EURES Regulation, the training structure has been confirmed, adjusted and enhanced adding a strong networking element.

The following sections will give an overview of the EURES Academy activities dividing

them into targeted training sessions and EURES networking events/workshops.

12.3.1. EURES Academy: targeted training sessions

Following the completion of the consolidation phase, staff of EURES member organisations including NCOs, are free to join the courses of the EURES Academy.

“Calls for Applicants” are launched by ECO on a regular basis. Courses of the EURES Academy are carried out either as classroom sessions or as e-learning activities. Each

member of EURES staff is able, after approval by the NCO, to opt for one of the following choices:

OPTION A: FLEXIBLE CHOICE OF COURSES

Participants apply individually for training courses offered by the EURES Academy and follow them based on the needs of their organisation.

OPTION B: THE COMPETENCE PATHWAYS In order to assist members of EURES staff in developing skills and competences

through a constructive and coherent approach and to obtain recognition and acknowledgement by the European Coordination Office, ECO gives EURES staff

the option of following competence pathways in 4 different domains in line with the services listed in recital 15 of the EURES Regulation.

ECO recognises completion of any training session followed under both options A and

B. EURES staff from Members, Partners and NCOs may apply for competence pathways in 4 different domains only upon approval by the respective NCO. The following

competence pathways are activated:

Each topic is associated with a colour and a letter in order to recognise it at a glance.

The chart on the next page summarises the offer of the EURES Academy's targeted training sessions.



September 2016 20

Targeted training sessions



September 2016 21

The structure of training sessions represented in the previous page shall follow a

dynamic and flexible approach. Courses on offer may be adjusted regularly according to the requirements of the network and in line with participants' feedback.

Sessions are divided into classroom trainings (CT) and virtual trainings/e-learning courses (VT). Some courses (sessions without pathway adherence) are not part of any

pathway and might be incorporated in the pathways in the future. These include the activities that are open to targeted internal and/or external EURES stakeholders (e.g.

webinars, coordination events, and stakeholders' engagement events) and are useful

for achieving strategic EURES objectives such as increasing EURES awareness, broadening EURES membership, implementing the EURES reform etc. The courses

listed with an asterisk are open to EURES stakeholders (e.g. employers, educational bodies, social partners and private employment services not yet into the network etc.)

together with staff of EURES member organisations.

For those participants selecting the option to follow a training pathway, ECO foresees

the creation of a pool of EURES staff with a European portfolio in specific domains who can be involved in different activities at European level organised by ECO.

In order to complete a portfolio, each member of the EURES staff has to follow 4

courses within the competence pathway (including a minimum of 2 classroom trainings) within a maximum of 5 years (each NCO can decide to shorten the 5 years

period under its responsibility). The portfolio is exclusively recognised at ECO level. Participants who already fulfil the above conditions may apply to join the pool.

Requests for training path completion should be completed in January and June every year. Each portfolio applicant has to fill in a specific request form which is available to

the NCOs. Each applicant works closely with a mentor from the training provider and is requested to carry out an individual project related to an idea, a tool or a good practice

which can improve the relevance and effectiveness of the work of the EURES network.

Within a defined timeframe, candidates have to present their developed projects and concrete steps to be followed for their implementation.

In order to ensure a follow up of the participants' competences, ECO develops and implements the tool “EURES Skills and Competences Portfolio”. This tool might be

integrated in the e-Portfolio currently present on the EURES Learning Management System. The portfolio of skills and competences intends to build on the reference

competence profile elaborated by the PES Network.

The following competence pathways are available:

JOB PLACEMENT SERVICES TOWARDS JOBSEEKERS

The EURES staff member with this portfolio develops his/her skills in dealing with jobseekers and carrying out all the activities of pre-placement, placement and post

placement at international level (signposting jobseekers, adjusting jobseekers' CV, profiling jobseekers, organising international projects for jobseekers, disseminating

CVs, measuring results of jobseekers' placement etc.).

COMMUNICATION

The EURES staff member with this portfolio develops his/her skills in promoting and raising awareness about EURES and intra-EU mobility (promoting EURES towards its

stakeholders, using EURES tools, applying EURES visual identity, sharing EURES values

and services, engaging new clients etc.).



September 2016 22

MATCHING PROCESSES

The EURES staff member with this portfolio develops a general and strategic understanding of the matching of CVs with vacancies at European level. He/she makes

use of matching tools at European level, understanding the matching process both from the employer's and the jobseekers' side, creating new matching opportunities and

projects for jobseekers and employers, stimulating placement and recruitment activities in Europe etc.

JOB RECRUITMENT – SERVICES TOWARDS EMPLOYERS

The EURES staff member with this portfolio develops his/her skills in establishing relationships with employers and companies and carrying out all the activities of pre-

recruitment, recruitment and post recruitment at international level (profiling employers, creating job descriptions; selecting candidates, developing projects for

employers at international level, creating service level agreements, promoting EURES to employers, evaluating results of recruitment etc.).

12.3.2. EURES Academy: Networking events

The EURES Academy scheme transposes into action the strong emphasis given by the

EURES Regulation to networking, exchange of best practices and mutual learning with

the organisation of networking events and workshops. The networking component may relate not only to the exchange of information between EURES staff, but also the

activities carried out by the EURES Coordination Group (ECG, the main steering body of EURES), the ECO, the Public Employment Services Network and other organisations at

national and European level.

Joint events are very important for, both consolidating the EURES network, sharing

information, experiences and best practices as well as for opening up the EURES network and engaging the highest number of key stakeholders (Members, Partners,

PrES, employers, universities, social partners, etc.) in order to better mainstream

EURES activities. In this respect and depending on the network requirements, ECO organises at least one yearly event.

ECO ensures adequate country balance in the participation in networking events, reserving a certain number of places for each country, depending on the size of the

EURES network at national level. The size of events varies between 75 – 200 participants with a duration in average of 1 ½ - 2 days.

The contractor's tasks linked to the European level training scheme are exhaustingly detailed in points 14.4 to 14.7 of the tender specifications.

13. Subject of the contract

13.1. A framework contract covering all EURES training activities

This invitation to tender is intended to provide the Commission with a framework

contract, which will cater for the running, planning, organizing, evaluating and further

developing of the current training programme in place for the EURES network as well as for updating content and enhancing the overall training offer.

The training needs of the EURES network are voiced by the European Coordination Group, the main governing body of the network which groups all EURES National

Coordinators and ECO representatives. ECO together with the training contractor is expected to adjust and develop the training programme in order to meet the current



September 2016 23

needs of the network. The training programme shall also reflect the work and

conclusions of other EURES Working Groups.

ECO and the training provider are also supported by the network of staff responsible

for training at NCO level, which ensure smooth communication with EURES staff on the national/local level and are an additional source of information on training needs and

training quality.

13.2. Target Groups

Any EURES staff member, staff of NCOs and other staff members of EURES Members

and Partners (public and private employment services, social partner organisations, vocational education and training and other educational institutions, etc.) involved in

the delivery of EURES services and various types of mobility activities are the main

target groups of EURES training. The multicultural and international character of EURES staff needs to be emphasized. The bidder must also take into consideration that the

variety of potential trainees also entails a broad range of topics to be covered in training sessions.

Furthermore, staff of stakeholders other than EURES member organisations (e.g. employers, employees, stakeholders, entrepreneurs, social partners etc.) will

occasionally be involved in training sessions in order to bring to the network external views and to benefit of mutual learning.

13.3. Indicative number of training sessions and trainees

Over the last years, the number of training sessions and trainees in the training programme has been stable with a tendency to slightly grow:

Number of training activities Number of trainees

2014 2015 2016* 2014 2015 2016*

Classroom

training 27 27 28 609 601 627

Virtual training

6 22 23 328 500 493

* 2016 figures are estimations only

The number of training sessions shown above is of an indicative nature and may not be identical in the future. In particular, the proportion between classroom and virtual

training may be different whilst the networking events are a new feature for the 2017 training cycle. The total number of trainees may vary as well, but the figures shown

may serve, however, as the basis for planning at the bidding stage.

13.4. The training cycle

The annual training cycle starts with the first calls for applicants in October (year N) for

sessions launched as from the month of January (year N+1) and ends with the provision of the last training sessions in December (year N+1).



September 2016 24

14. Tasks to be carried out by the contractor

14.1. Overall requirements

The tasks described below are logistical, intellectual and administrative nature. In order to ensure business continuity, the contractor is expected to follow procedures as

currently in place and handed over (if application) from the incumbent/the Commission.

The contractor has to ensure proper liaison with the service provider chosen by the Commission for booking the adequate travel arrangements and, depending on the

travel plan, potential extra nights. For this reason, the final list of participants per classroom training must be provided at least one (1) month ahead of the course dates.

Detailed information as regards the contents and objectives of each currently offered

training course can be found in Annexes IX, X and XI to the tender specifications.

14.1.1. Place of implementation, logistics and quality standards

Place of implementation for classroom training courses and EURES networking events

Classroom training sessions and networking events shall be organised in various EU Member States and Iceland and Norway. Chosen locations shall assure balanced

geographical distribution within the EU. Easy access to training venues locations is a fundamental condition given that participants will be arriving from all over Europe.

Therefore training sessions shall be held exclusively in cities with an international

airport allowing for easy travel from all EU countries and Iceland/Norway. Destinations offering flight connections by a wide range of airlines (both traditional and low-cost

carriers) shall be given preference.

All hotels/training facilities shall also be located close to the city centre and be easily

reachable from the airport and railway station by public transport. The contactor may also organise the training at its own premises provided they meet the same

accessibility criteria mentioned in this chapter paragraph.

The contractor must guarantee full accessibility of training premises to disabled

persons.

Accommodation, venue and meals for classroom training courses

The training centres and accommodation shall be of a high standard (i.e. at least three

star rating of hotels) being amenable and socially conducive to a good learning environment during the day and social networking in the evenings. The contractor shall

make sure that the hotel/training centre offers a good variety and quality of food.

The accommodation and training centre where sessions are held needs to be (1) within

the same complex or (2) within walking distance (no more than 15-minute walking distance).

The contractor has to foresee accommodation in single rooms on a B&B basis, venue,

catering during the training session (2 coffee breaks, lunch, drinks in the room). The number of overnight stays to be covered by the contractor shall be equal to the

number of training days, respecting the fact that trainees will arrive the day before the



September 2016 25

training session. Correspondingly, the contractor has to take into consideration the

provision of joint dinners, equal to the number of training days (i.e. dinner on the arrival day but not on the last day of training). Dinners may either be arranged in the

hotel where the majority of participants is lodged or at any other location provided the meal covers starter, main course and dessert. Any other expenses (e.g. drinks) are at

the expense of attendees. The contractor shall take into consideration specific requirements of attendees if duly justified (i.e. allergies, vegetarian meals, etc.).

The training venue shall be sufficiently spacious to accommodate the confirmed

number of trainees in the form of a U-shape and offer the standard technical equipment, i.e. flipcharts, screen, beamer, internet connection (fixed line of Wifi). If

required for the specific session, a sufficient number of break-out rooms shall be made available. Training rooms shall allow for a wide range of training methods (lectures,

seminars, workshops, exercises, and work in groups).

14.1.2. Working Languages

The main training languages will be English (at least 80% of all training sessions). Upon request, session in French, German or other official EU languages shall be

provided. It is important to note that the language of the training will often not

represent the participants' mother tongue. This factor can be quite important when preparing, designing and running the proposed training courses.

When training must be given to different groups, identical training content and teaching methods are to be used, irrespective of the language.

The expenses related to interpretation and translation of documents must be incorporated in the price schedule (Annex VI).

14.1.3. Contents of the training sessions

The tasks specified below do not make reference to course contents. Indicative

information on the contents of training sessions and draft agendas, based on currently

operated courses, can be found in Annexes IX and X to the tender specifications. This information is subject to change according to the requirements of the network.

14.1.4. Implementing principles

In order to ensure a smooth roll-out of the training activities, the following

implementing principles are applicable:

A relevant needs assessment;

Concrete, achievable and verifiable objectives; The clear definition of competences addressed and learning outcomes for the

participants;

The relevance to the priorities of the EURES network; An adequate and timely preparation process;

A qualified team of trainers; An integrated approach to intercultural learning;

An adequate selection of participants; A consistent practice of education principles and approaches;

An adequate and accessible documentation, delivered timely; A thorough and open process of evaluation;

An optimal working environment for trainees;

A proper assurance of visibility within the network;



September 2016 26

An adequate follow-up of training courses and adjustment of course contents

and agendas following feedback from trainees, the EURES network and the Commission;

Assurance of constant innovation in the overall training scheme.

14.2. TASK 1: Administration, Coordination and Quality Control

The contractor is asked to present a monthly flat rate covering all below-listed services

under tasks 14.2.1 and 14.2.2 in the prices schedule (Annex VI).

14.2.1. Registration and selection of participants (CT and VT)

The contractor will be in charge for the registration of participants to each training session organised, i.e. covering classroom and virtual training as well as

webinars or on-line training sessions. To this end the contractor will

Timely launch, on behalf of the Commission, the relevant call for applicants to the responsible person for training at NCO level;

Register within a specified deadline all replies to the call for applicants11; Select suitable candidates respecting the conditions agreed upon between the

Commission and the contractor and clearly noting the reasons for rejection; Create training groups based on language proficiency whilst at the same time

ensuring a balanced mix of nationalities; Communicate the outcome of the selection process to the Commission for

verification, possible changes and approval and further communicate the

approved results to NCOs; Invite the selected trainees, not later than 1 month ahead of the session and

ensure proper follow-up (e.g. reminders); In cooperation with the Commission, answer any possible questions asked by

trainees and NCO staff on the registration and selection process as well as regarding the training course and related logistics;

Follow-up the session by making electronically accessible all training material to participants.

The contractor has to take into account that the following indicative timing/periodicity

for calls for applicants:

Classroom training: 2 calls for applicants [October (year N) and May (year N+1)]

Virtual training: 2 calls for applicants [October (year N) and May (year N+1)]

Other sessions: individual invitation per training session without call for

applicants (maximum annual number of sessions: 10)

EURES Academy: 2 calls for applicants for the completion of competence pathways

11 The LMS-platform allows for a fully electronic approval circuit



September 2016 27

14.2.2. Coordination and programme management

In order to ensure the overall roll-out of training activities and its coordination with all stakeholders involved, the contractor will be in charge of the following coordination

and managements tasks:

Designate a project leader who is responsible for the overall co-ordination of

the design and the implementation of the training scheme, processing the administrative files; reporting etc.;

Manage relations with the Commission, NCOs and participants;

Manage relations with own suppliers and sub-contractors (see also the general conditions of the draft contract);

Manage the planning of training courses in close alignment with the Commission;

Ensure close cooperation with the service providers chosen by the Commission in all different fields of EURES activities (communication, analysis, travel

arrangements); Update the list of contacts within NCOs and other relevant contact lists if

changes occur;

Manage and update the annual training calendar, in close cooperation with the Commission;

Manage and update the annual training catalogue, in close cooperation with the Commission;

Ensure regular internal training on IT tools commonly used within the EURES network, e.g. Blackboard Collaborate, BbC Ultra, U-stream/livestream, Netop,

etc.; Provide every months input for the monthly promotional newsletter for the

EURES network;

Prepare the exercises for the biannual completion of competence pathways; Assess the participants' replies and give appropriate feedback to candidates for

completion of competence pathways within 4 weeks after receipt of their contribution;

Prepare, record and hand over a certificate of completion of a pathway to each trainee for each session attended;

Participation of the project leader in a monthly telephone/video conference with the Commission;

Participation of the project leader in 2 annual meetings with the Commission in

Brussels, including travel arrangements and accommodation (meeting duration: 1 day);

Design and implement a quality plan defining adequate quality checks, controls and corrective measures by which the contractor ensures the adherence to the

implementing principles set out in point 14.1.4 and in line with point 14.2.3; Biannually report to the Commission on the overall roll-out of activities;

Provide the Commission with an adequate financial report together with each invoice sent to the Commission.

The bidder shall describe in the offer the distribution of tasks and working methods

within the core team and between the core team and the team of trainers as well as clearly lay out the methodology for continuously assuring an adequate quality level.

14.2.3. Quality control and assurance

In alignment with the implementing principles listed in point 14.1.4, the contractor is

responsible for ensuring the quality of all works carried out in accordance with the requirements described in this call for tenders (see below).



September 2016 28

Information for the preparation of the bid:

Tenderers must include a proposal for a quality plan in their bids. This proposed quality plan must specify how the tenderer intends to control and ensure high quality

and effective monitoring of the services and products – including first draft texts - they may be required to supply to the Commission throughout the period of

performance of the contract. In particular, the quality plan shall describe:

the various procedures that the tenderer intends to implement and the

indicators to be used to ensure the quality and monitoring of the services and

products rendered; the personnel policy, management and training including the mechanisms for

notification to the Commission, and timely and full replacement of any reduction in capacity in order to ensure the committed level of expertise and

resources throughout the whole duration of the contract; the procedures the tenderer intends to use to gather client satisfaction and any

complaints received; the quality control and assurance/complaint management;

the procedure for updating and adapting changes to the quality plan, taking

account of the fact that any such updating and adaptation must have the Commission's prior approval.

All expenses incurred in producing and implementing the quality plan will be borne by the contractor. Quality control is mandatory and must be performed at each step of

the production process. For each aspect of a deliverable, the work must have been thoroughly revised and reviewed by the contractor, so as to be usable as it stands,

without further amendment by the Commission.

14.3. Task 2: Consolidation phase: operating the self-

assessment tool

The contractor will be in charge of running the self-assessment tool of the

consolidation phase. This task includes the maintenance of existing tools available on the EURES LMS platform, their further development and adaptations to the changing

needs of the evolving network. To this end the contractor will:

Timely launch, on behalf of the Commission, the relevant call for applicants to

the responsible person for training at NCO level; Register within a specified deadline all replies to the call for applicants and

grant individualised access to the self-assessment tool;

Maintain, further develop and adapt a self-assessment module, covering competences mainly in the field of language skills, computer/IT literacy,

attitude to work in a multicultural environment, basic knowledge of the functioning of EURES and the available tools, etc. Indicatively, the completion

of the self-assessment module does require an investment by trainees of a maximum of 4 hours over a time-frame of at least 1 month;

Make available the necessary templates for allowing trainees to motivate their interest in participating in the European level training scheme of EURES (max.

2 pages);

Assess and evaluate the replies given by the trainees; Give meaningful feedback to each applicant within 2 weeks of the completion of

answers and, in case of unsuccessful candidates, enrol them anew for the consolidation phase (max. 1 page);



September 2016 29

Report on the roll-out of the activity biannually on the participants (number of

participants, names, sending organisation) and the results, not exceeding 8 pages.

The contractor is asked to present in the prices schedule (Annex VI) a flat rate per trainee covering all above-listed services as well as a flat rate surcharge if the services

have to be provided in an official EU language other than English.

Important information for the bidder: The other components of the consolidation

phase will be ordered on a modular basis out of the products specified in the other

tasks described in these tender specifications.

14.4. Task 3: Virtual training sessions (e-learning)

The contractor is invited to present in the prices schedule (Annex VI) a unit rate per

trainee for each type of virtual training course as described below in points 14.4.1, 14.4.2 and 14.4.3 below as well as a flat rate surcharge (per attendee) if the services

have to be provided in an official EU language other than English.

14.4.1. Specific requirements for both types of virtual courses

Virtual training courses aim at providing EURES staff with essential key information on specific topics relevant for their day-to-day work by means of an e-learning tool. The

length of each course may vary (see below) but the essential structure of each course shall follow the following guidelines:

Training methods:

The courses are to be organised in small pedagogical units aimed at facilitating memorising and to be viewed autonomously. Each unit is to be structured in at least 2

main components: material (like slides PowerPoint) and video components as well as detection and interactive assessment activities, e.g. a self-assessment quiz, additional

documents, case studies and open questions. A tutor, to be provided by the contractor to support participants during the training and gives answers to any upcoming

question.

Training plan (indicative):

a) Presentation of the learning objectives

b) Preliminary statements on essential key information of the course c) Policy context

d) Learning contents presented in clearly defined and distinguished lessons e) Interactive activity at the end of each lesson, allowing participants to assess

their learning progress (e.g. quiz, multiple questions, etc.) f) At least one case study or other type of homework for trainees which require

completion before restarting/continuing the course (time investment for trainees not exceeding approx. ½ - 1 hour)

g) Summary of the course content, including where appropriate a collection of

resources available which can provide further information on the course topic h) Final case study or other type of homework for trainees which require

completion before conclusion of the training course (time investment for trainees not exceeding approx. ½ - 1 hour)



September 2016 30

Training duration:

Each course shall not exceed the duration specified in points 14.4.2 and 14.4.3 below. Each training course shall be available to trainees for a time span of 2 consecutive

months.

Technical requirements:

The contractor needs to take into account the use of tools/software which is widely used and compatible with the EURES LMS platform. The necessary technical

equipment for trainees must be basic: PC with Internet connection and disabled

firewalls. The contractor shall also make available a self-testing tool which allows trainees to test their connectivity.

Indicative periodicity:

Virtual training courses available will be made available simultaneously twice a year,

i.e. each semester. The contractor and the Commission agree on the topics to be on offer each semester.

Quality assurance of training material

The contractor must ensure proof-reading by a qualified native speaker of any form of

training documentation (slides, paper and on-line versions).

14.4.2. Enhanced virtual training courses

Enhanced virtual training courses are e-learning tools which cover complex topics

related to the activities of the EURES network. The contractor will:

Ensure, in cooperation with the Commission, maintenance and further

enhancement of the course content through a team with adequate competences;

Proactively monitor publications, studies, reports issued by the Commission or other relevant sources to accompany training courses with up-to-date

information;

In alignment with the requirement set out in point 14.4.1 above run the virtual training course of a length between 4 and max. 6 hours;

Ensure timely answers to trainees by the tutor, generally within 48 hours of receipt of the question and including support on connectivity issues;

Procure, where necessary, expert assistance for specific policy areas for creating/enhancing the course contents and/or for answering questions to

trainees; Assess the homework/tests completed by trainees;

Give meaningful feedback to each applicant within 2 weeks of the completion of

the respective homework/tests (max. 1 page); Remind trainees who risk not to timely complete their course;

Measure the client satisfaction by means of a questionnaire; Provide a certificate of attendance and completion to each participant;

After closure of each virtual training cycle, prepare a report to the Commission containing information on the participants (number of participants, names,

sending institution) and the satisfaction of trainees (based on a questionnaire), not exceeding 8 pages;

Ensure a simplified mid-term learning assessment (after 3-6 months) in

alignment with your proposal made in the case study (Annex VII).



September 2016 31

14.4.3. Condensed virtual training courses

Enhanced virtual training courses are e-learning tools which cover the provision on information on specific, single topics related to the activities of the EURES network.

The contractor will:

Ensure, in cooperation with the Commission, maintenance and further

enhancement of the course content through a team with adequate competences;

Proactively monitor publications, studies, reports issued by the Commission or

other relevant sources to accompany training courses with up-to-date information;

In alignment with the requirement set out in point 14.4.1 above run the virtual training course of a length between 2 and max. 3 hours;

Ensure timely answers to trainees by the tutor, generally within 48 hours of receipt of the question and including support on connectivity issues;

Assess the homework/tests completed by trainees; Give meaningful feedback to each applicant within 2 weeks of the completion of

the respective homework/tests (max. 1 page);

Remind trainees who risk not to timely complete their course; Measure the client satisfaction by means of a questionnaire;

Provide a certificate of attendance and completion to each participant; After closure of each virtual training cycle, prepare a report to the Commission;

containing information on the participants (number of participants, names, sending institution) and the satisfaction of trainees (based on the

questionnaire), not exceeding 8 pages.

14.5. Task 4: Webinars and live on-line training sessions

The contractor is invited to present in the price schedule (annex VI) a unit rate per

session/course as described below in points 14.6.1 and 14.6.2 below as well as a flat rate surcharge (per course) if the services have to be provided in an official EU

language other than English.

14.5.1. Webinars

Webinars are information sessions on specific topics related to labour mobility which

are broadcasted live via Livestream/U-stream. These sessions are attended by speakers either being part of the EURES network or external to it. The duration of

webinars does not exceed 4 hours (incl. breaks) and are moderated by a trainer of the contractor. In order to ensure interactivity of webinars, the audience may ask

questions via a live chat. The contractor will be in charge of the following tasks:

Develop a concept and propose to the Commission relevant themes for

webinars and prepare the live session;

Contact, invite and involve relevant speakers for the webinar; Provide a trainer for the webinar;

Run the live session including live chat at the contractor's own premises or at the Commission's premises12 (subject to availability) in Brussels;

As a follow-up, provide a summary of the webinar, including statistics on the number of viewers, to the Commission (not exceeding 2 pages).

12 The contractor shall clearly indicate in the bid whether the offer is based on the use of own premises or

the premises of the Commission in Brussels



September 2016 32

14.5.2. Live on-line training sessions

Live on-line training sessions are interactive training courses using the tools Blackboard Collaborate respectively BbC-Ultra for which the Commission ensures

appropriate licencing and which are commonly used within the EURES network.

The content of sessions either concerns training users on basic and advanced features

of the tool or are courses simulating interview situations.

The courses are moderated by a trainer of the contractor and do not exceed 4 hours

(incl. breaks). The contractor will:

Develop a concept and propose to the Commission relevant content for live on-line training sessions and prepare the course;

Provide a trainer for the live session; Run the training course online from the premises of the contractor;

Measure client satisfaction by means of a questionnaire; Provide a certificate of attendance and completion to each participant;

Within four weeks of the completion of a training course, prepare a report to the Commission containing information on the participants (number of

participants, names, sending institution) and the satisfaction of trainees (based

on the questionnaire), not exceeding 8 pages.

14.6. Task 5: Classroom training sessions

The contractor is invited to present a unit rate in the price schedule (annex VI) per

trainee per day for a classroom training course as described below in points 14.6.1 and 14.6.2 below as well as a flat rate surcharge (per attendee) if the services have to

be provided in an official EU language other than English.

14.6.1. Specific requirements

Classroom training courses aim at providing EURES staff with in-depth knowledge on specific topics/policy areas relevant for their day-to-day work. The length of each

course may vary (see below) but the essential structure of each course shall follow the following guidelines:

Training method:

Classroom courses traditionally are composed of different teaching techniques, i.e. lessons, case studies, revisiting participants' individual experience, team work

exercises, exchanges of good practice, presentations by external experts on the topic in question or by stakeholders.

Training team composition:

Subject to the topic, the team of trainers is usually composed of

One trainer, moderating the course and carrying out exercises; One expert on the topic/policy area (see task 7)

One EURES training expert (see task 7)

Optionally one representative of ECO (subject to availability)



September 2016 33

Important information for the bidder: Fees and travel costs for experts/EURES training

experts do not have to be included in the unit fee (see point 14.8) but are invoiced per day of work. Commission staff occasionally participating will make own arrangements

for accommodation and travel.

Training duration (indicative):

Classroom training sessions currently on offer are of an average duration of 2½ to 3 days, however, depending on the topic, the duration may vary.

Number of trainees (indicative):

Classroom training sessions currently on offer are usually limited to a maximum of 25 participants per session; exceptionally and for specific topics only the number of

attendees may reach 30-35 participants.

Logistical requirements

The contractor has to ensure to respect the requirements set out in point 14.1.1 above.

14.6.2. Provision of classroom training courses

The contractor will provide the following services related to the provision of classroom

training courses:

Ensure, in cooperation with the Commission, maintenance and further enhancement of the course content through a team with adequate

competences; Proactively monitor publications, studies, reports issued by the Commission or

other relevant sources to accompany training courses with up-to-date information;

Notify the National Coordinator of the country where the course is being held in due time and ensure a proper invitation to the course and ensure involvement

to a maximum extent, e.g. for an on-site visit to a local office of the public

employment service; Timely arrange and coordinate the participation and contribution of all

speakers/ trainers and experts involved (see points 14.6.1 and 14.8); Produce, update and distribute teaching material, slides, case studies, working

documents and any other training documentation. The contractor must ensure proof-reading of any material used for training courses by a qualified native

speaker; Provide the classroom training at the chosen location (including expenses for

travel/accommodation for the team of trainers), in line with the requirements

set out in point 14.1.1 above and in close cooperation with the Commission; Ensure quality control by collecting questionnaires on essential information

from trainees at the end of the course; Provide a certificate of attendance and completion to each participant;

Within four weeks of the completion of a training course, prepare a report to the Commission, containing information on the participants (number of

participants, names, sending institution) and the satisfaction of trainees (based on the questionnaire), as well as feedback from trainers and experts, not

exceeding 10 pages;

Ensure a simplified mid-term learning assessment (after 3-6 months) in alignment with your proposal made in the case study (Annex VII).



September 2016 34

14.7. Task 6: EURES networking events

With reference to point 12.3.2 of the specifications these networking events

emphasise on both consolidating the EURES network through sharing information, experiences and best practices as well as for opening up the EURES network by

engaging the highest number of key stakeholders (Members, Partners, private employment services, employers, universities, social partners, etc.) in order to better

mainstream EURES activities. These events are open to all staff working on EURES, including staff members not having accomplished/undergone the consolidation phase

and to NCO staff. The following characteristics shall be taken into account for the bid:

Event method:

The structure of events shall show a good balance between presentations in the

plenary and workshops with sizeable groups on specific topics linked to the overall objective of the gathering.

Event team composition:

Subject to the topic, the team of trainers is usually composed of

Four trainers moderating the event; One or several expert on the topics/policy areas in question (see task 7)

Optionally one representative of ECO (subject to availability)

Important information for the bidder: Fees and travel costs for experts/EURES training

experts do not have to be included in the unit fee (see point 14.8) but are invoiced per

day of work. Commission staff occasionally participating will make own arrangements for accommodation and travel.

Event duration (indicative): events are not exceeding a duration of max. 2 days.

Number of attendees and periodicity (indicative):

Depending on the topic of the event, the contractor may expect between 75 and 150 participants per event. One or two annual events may be held.

Logistical requirements

Given the nature of the event, the logistics to be provided by the contractor are

different to those applicable for classroom training sessions and are limited to the

following items:

Rental of an adequate plenary room and sufficiently spacious breakout rooms

(max. 4 per event); Rental of the necessary technical equipment, i.e. beamer and screen,

flipcharts, internet connection (Wifi or fixed connection), sound system including portable microphones;

Catering during the event covering 2 coffee breaks, lunch and drinks in the room (per day of the event);

One walking dinner with cocktail during the event.

Participants' accommodation linked to task 6 will be taken in charge by the Commission.



September 2016 35

Tasks

The contractor will thus provide the following services:

Develop a concept and propose to the Commission relevant themes for the

event and prepare the content and material for the event with a team with adequate competences;

Contact, invite and involve relevant speakers for the event, including all expenses for travel/accommodation;

Provide a moderation team with adequate competences (see above), including

all expenses for travel/accommodation; Timely launch, on behalf of the Commission, the relevant call for participants to

the responsible person for training at NCO level; Register within a deadline all replies and confirm participation on a "first come-

first serve" basis but also ensure a balanced coverage by nationality; Ensure the logistics for the event as described before;

Run the event according to the agenda approved by the Commission; Ensure quality control by collecting questionnaires on essential information

from attendees at the end of the event;

Within four weeks after the event, prepare a report to the Commission, containing information on the participants (number of participants, names,

sending institution) and the satisfaction of trainees (based on a questionnaire/ feedback by trainees), as well as feedback from trainers and experts, not

exceeding 10 pages.

The contractor is invited to present in the prices schedule (Annex VI) a unit rate per

attendee per day, taking into consideration that EURES networking events will only be held in English.

14.8. Task 7: Expert involvement in training courses

Besides its own team of trainers, the contractor is required to ensure the participation of experts in their field of expertise in trainings. The contractor is invited to quote, for

each type of expert detailed in the following two sections, in the price schedule (Annex

VI) a fee per day per expert a) including travel13 and b) without travel expenditure. Important notice: The Commission has the right to require the replacement of any

expert who does not satisfy the requirements.

14.8.1. Experts in the field of labour mobility

The contractor shall propose to the Commission and contract proven experts for specific policy areas within the field of labour mobility such as social security

coordination, free movement of workers, taxation, the European labour market, project management, communication, etc. Upon agreement by the Commission, these experts

may provide expert advice during training sessions or at networking events or carry out

consultancy activities as course designers, organisers, tutors and facilitators.

A facilitation fee needs to be paid by the contractor to each expert no later than within

60 days after the last day of the training in reference14. Experts may be considered as experts at qualification level I15 and must have adequate language skills.

13 Including all travel expenses if the expert is required to work outside his/her habitual working place 14 To be paid directly to the expert or the sending institution, depending on national rules 15

See Annex VI – price schedule



September 2016 36

The Commission disposes of an existing panel of certified experts with previous

experience. However, the contractor shall expand this list and shall proactively look for and involve other experts. To this end, the contractor shall propose in its bid at

least three experts in above-listed fields (i.e. enclose the relevant CVs of these experts to the bid).

14.8.2. EURES training experts

The contractor shall co-operate with a group of EURES training experts who are

experienced staff members of NCOs, EURES Members and Partners. These experts,

whenever suitable, will be given a role in EURES training (e.g. presentation, activity facilitation, mentoring). Their main role is to increase the practical dimension of the

EURES training and to accompany the more theoretical presentations by the experts in the policy field. A facilitation fee needs to be paid by the contractor to a EURES training

expert responsible for a session/activity no later than within 60 days after the last day of the training facilitated16. Since making logical and convincing connections between

theory and EURES practice requires proper preparation, all EURES training experts may be considered as experts at qualification level I.

The Commission disposes of an existing panel of certified EURES training experts who

previously followed specialized workshop for trainers organised by the Commission. However, the contractor shall not feel limited by this list and shall proactively look for

and involve other EURES staff members as trainers for the sake of increasing the quality of the training. Nevertheless such staff members must prove extensive practical

experience in the field to be trained and shall demonstrate their ability to act as a trainer (previous teaching/tutoring working experience).

The contractor shall coordinate/consult the content of the training with the Commission and all speakers involved. The contractor shall assure that all experts are clear about

their role and the individual contributions are not excessively overlapping but rather

reinforcing one another in the key messages that shall be passed on to trainees. The contractor shall provide feedback to training experts on how to improve their

performance.

14.9. Task 8: Development and other services related to training

14.9.1. Content development for all types of course

Training courses are subject to constant evolvement and adaptation to a changing work environment. Thus the need to develop entirely new content for training sessions may

arise (upon request). The contractor is invited to present in the prices schedule (Annex VI) a unit price for the development of different types of content development:

Content development for an enhanced virtual training course; Content development for a condensed virtual training course;

Content development for live on-line training sessions;

Content development for a classroom training course; Content development for a networking event.

16 To be paid directly to the expert or the sending institution, depending on national rules



September 2016 37

14.9.2. Other services/consultant fees/participation in meetings

The contractor may also be prompted to provide additional services which are not covered by the afore-described tasks such as development of handbooks, running

surveys, studies, consultations and research, organisation of study visits, certification, participation of the contractor at events/meetings organised by the Commission,

content development for specialist topics, logistical support, development and running of organisational trainings etc. The contractor is invited to quote a unit price for

different staff categories, depending on whether the work is carried out at the premises

of the contractor, involves short term travelling or will be carried out at the premises of the Commission (intra-muros).

It shall be foreseen that all deliverables and the lists of contacts accumulated during the period of the contract are transferred to/from the Commission and/or the

predecessor/successor if relevant for further use before the contract expires in order for the Commission and/or predecessor and successor to be able to start smoothly with

the continuation. The required resources (if applicable) will be agreed with the Commission and covered under this task.

15. Team implementing the training scheme

15.1. Core management team

The core team managing and implementing the services shall include, as a minimum

requirement, the following profiles: a project leader, 2 training coordinators for virtual

activities respectively for classroom/onsite activities (at least qualification level II17) and an assistant for administrative, logistical and financial aspects (at least qualification

level III). The Commission reserves the right to request the replacement of any staff member who has insufficient experience and/or qualifications, stating its reasons for

doing so (see Article II.4.9 and II.4.10 of the framework contract).

The project leader will act as a single contact point for the Commission on all tasks,

unless agreed otherwise for specific purposes. The contract manager must provide the Commission with answers and solutions, both as regards the subject of the contract

and organizational or administrative matters, including problems related to invoicing

and payment. The contract manager shall ensure sufficient flexibility to adapt to changing workload and tight deadlines. He/she shall work and liaise with different

Commission services while ensuring the coherence for the overall work under this contract.

The tenderers shall clearly indicate how the project leader will coordinate daily work between the staff members and how he/she envisages the working relationship with

the Commission, EURES member organisations and other stakeholders. The bidders shall also indicate how the project leader envisages the coordination between staff

members and the working relationships with the Commission, EURES Members and

Partners and other stakeholders in case of parallel training activities

15.2. Team of trainers

In addition to the core team managing and implementing the services, the contractor is expected to identify the team of at least 4 trainers (at least qualification level III),

17 See Annex VI – prices schedule



September 2016 38

which show familiarity with a wide range of current training methods. The selection

criteria announced in point 18 below shall apply to the team of trainers.

In addition to its permanent trainers and consultants, the contractor is asked to

propose a number of trainers and consultants it can call upon if need be. (i.e. with profiles on labour mobility, employment policies, recruitment services, online solutions,

etc.).

16. Third-party suppliers

For some training courses, the tasks will involve engaging local third-party suppliers to

offer the services and supplies at the best price taking into account the European Commission requirements detailed in the specific contract. In this case, the services

and/or supplies concerned (e.g. high speed internet connections, interpretation services and equipment, etc.) will be considered to be from third-party suppliers,

unless justification is submitted by the contractor and the Commission gives its approval.

Based on the request for services, depending on the location, type, specific features

and estimated value of the event, the part of the contractor's financial offer concerning the costs of supplies and services from third-party suppliers must be the most

advantageous solution in economic and qualitative terms for the Commission.

This part of the tender must be established on the basis of at least three estimates

from various third-party suppliers, for each of the goods and services in question, except for events with an estimated value of less than EUR 15.000, for which a single

offer will be sufficient. Where the contractor is unable to provide three offers from third-party suppliers for a requested good or service, it must indicate the reasons for

this to the contracting authority.

Following the request for services, these costs must be specified and detailed in the financial offer, separately from the contractor's unit prices.

On the request of the contracting authority, offers from third-party suppliers must be annexed to the contractor's tender. All the costs from third-party suppliers must be real

market prices for the goods and services concerned. Reductions or any discounts from third-party suppliers must benefit only the Commission and by no means the

contractor. The contractor cannot benefit from any additional commercial margin, other than its unit prices as set out in Annex VI – Price schedule.

The contractor's invoice must be accompanied by a copy of the invoices or any other

supporting document (e.g. interpretation equipment, etc.) from third-party suppliers.

17. General requirement on issues to consider for the

activities funded under EaSI

17.1. Source of funding

Beneficiaries/contractors must acknowledge in writing that the project has been

supported by the European Union Programme for Employment and Social Innovation ("EaSI") 2014-2020. In practice, all products (publications, brochures, press releases,

videos, CDs, posters and banners, and especially those associated with conferences,

seminars and information campaigns) must state the following:



September 2016 39

This (publication, conference, video, xxx) has received financial support from the

European Union Programme for Employment and Social Innovation "EaSI" (2014-2020). For further information please consult: http://ec.europa.eu/social/easi

The European emblem must appear on every publication or other material produced. Please see:

http://ec.europa.eu/dgs/communication/services/visual_identity/pdf/use-emblem_en.pdf

Every publication must include the following:

The information contained in this publication does not necessarily reflect the official position of the European Commission.

17.2. General requirement

The EaSI Programme shall, in all its axes and actions, aim to:

(a) pay particular attention to vulnerable groups, such as young people;

(b) promote equality between women and men,

(c) combat discrimination based on sex, racial or ethnic origin, religion or belief,

disability, age or sexual orientation;

(d) promote a high-level of quality and sustainable employment, guarantee adequate and decent social protection, combat long-term unemployment and fight against

poverty and social exclusion.

Hence, in designing, implementing and reporting on the activity,

beneficiaries/contractors must address the issues noted above and will be required to provide detail, in the final activity report on the steps and achievements made towards

addressing those aims.

17.3. Monitoring information

The Commission, with the support of an external contractor, will monitor regularly the EaSI Programme. Therefore, beneficiaries/contractors will have to transmit qualitative

and quantitative monitoring data on the results of the activities. These will include the extent to which the principles of equality between women and men has been applied,

as well as how anti-discrimination considerations, including accessibility issues, have been addressed through the activities. Related templates are attached or will be

provided.

In setting up the action, beneficiaries/contractors must foresee the necessary funding

for monitoring and reporting to the Commission.

As the monitoring of the EaSI Programme involves the collection and further processing of personal data, Regulation (EC) 45/2001, of the European Parliament and of the

Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community Institutions and bodies and on the free

movement of such data, is applicable.

http://ec.europa.eu/social/easi





September 2016 40

C – EVALUATION & AWARD

The evaluation is based solely on the information provided in the submitted tender. It involves the following:

Verification of non-exclusion of tenderers on the basis of the exclusion criteria. Selection of tenderers on the basis of selection criteria.

Verification of compliance with the minimum requirements set out in these

tender specifications. Evaluation of tenders on the basis of the award criteria.

The contracting authority may reject abnormally low tenders, in particular if it established that the tenderer or a subcontractor does not comply with applicable

obligations in the fields of environmental, social and labour law.

The tenders will be assessed in the order indicated above. Only tenders meeting the

requirements of one step will pass on to the next step.

18. Verification of non-exclusion

All tenderers must provide a declaration on honour (see Annex II), signed and dated by

an authorised representative, stating that they are not in one of the situations of exclusion listed in that declaration on honour. In case of joint tender, each member of

the group must provide a declaration on honour signed by an authorised representative.

In case of subcontracting, all subcontractors whose share of the contract is above 10 % and whose capacity is necessary to fulfil the selection criteria must provide a

declaration on honour signed by an authorised representative.

The Contracting Authority reserves the right to verify whether the successful tenderer

is in one of the situations of exclusion by requiring the supporting documents listed in

the declaration of honour.

The successful tenderer must provide the documents mentioned as supporting

evidence in the declaration on honour before signature of the contract and within a deadline given by the contracting authority. This requirement applies to each member

of the group in case of joint tender and to all subcontractors whose share of the contract is above 10 % and whose capacity is necessary to fulfil the selection criteria.

The obligation to submit supporting evidence does not apply to international organisations.

A tenderer (or a member of the group in case of joint tender, or a subcontractor) is not

required to submit the documentary evidence if it has already been submitted for another procurement procedure and provided the documents were issued not more

than one year before the date of their request by the contracting authority and are still valid at that date. In such cases, the tenderer must declare on its honour that the

documentary evidence has already been provided in a previous procurement procedure, indicate the reference of the procedure and confirm that there has been no

change in its situation.


required to submit a specific document if the contracting authority can access the

document in question on a national database free of charge.



September 2016 41

19. Selection criteria

Tenderers must prove their legal, regulatory, economic, financial, technical and professional capacity to carry out the work subject to this procurement procedure. The

tenderer may rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. It must in that case prove to the Contracting Authority

that it will have at its disposal the resources necessary for performance of the contract,

for example by producing an undertaking on the part of those entities to place those resources at its disposal. The tender must include the proportion of the contract that

the tenderer intends to subcontract.

The tenderer (and each member of the group in case of joint tender) must declare

whether it is a Small or Medium Size Enterprise in accordance with Commission Recommendation 2003/361/EC. This information is used for statistical purposes only.

19.1. Declaration and evidence

The tenderers (and each member of the group in case of joint tender) and subcontractors whose capacity is necessary to fulfil the selection criteria must provide

the declaration on honour (see Annex 2), signed and dated by an authorised representative, stating that they fulfil the selection criteria applicable to them. In case

of joint tender or subcontracting, the criteria applicable to the tenderer as a whole will be verified by combining the various declarations for a consolidated assessment.

This declaration is part of the declaration used for exclusion criteria (see point 17) so

only one declaration covering both aspects shall be provided by each concerned entity.

The Contracting Authority will evaluate selection criteria on the basis of the

declarations on honour. Nevertheless, it reserves the right to require evidence of the legal and regulatory, financial and economic and technical and professional capacity of

the tenderers at any time during the procurement procedure and contract performance. In such case the tenderer must provide the requested evidence without delay.

After contract award, the successful tenderer will be required to provide the evidence mentioned below before signature of the contract and within a deadline given by the

contracting authority. This requirement applies to each member of the group in case of

joint tender and to subcontractors whose capacity is necessary to fulfil the selection criteria.

A tenderer (or a member of the group in case of joint tender, or a subcontractor) is not required to submit the documentary evidence if it has already been submitted for

another procurement procedure and provided the documents were issued not more than one year before the date of their request by the contracting authority and are still

valid at that date. In such cases, the tenderer must declare on its honour that the documentary evidence has already been provided in a previous procurement

procedure, indicate the reference of the procedure and confirm that that there has

been no change in its situation.


required to submit a specific document if the contracting authority can access the document in question on a national database free of charge.

http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2003:124:0036:0041:en:PDF





September 2016 42

19.2. Legal and regulatory capacity

Tenderers must prove that they are allowed to pursue the professional activity

necessary to carry out the work subject to this call for tenders. The tenderer (including each member of the group in case of joint tender) must provide the following

information if it has not been provided with the Legal Entity Form:

For legal persons, a legible copy of the notice of appointment of the persons

authorised to represent the tenderer in dealings with third parties and in legal proceedings, or a copy of the publication of such appointment if the legislation

applicable to the legal person requires such publication. Any delegation of this authorisation to another representative not indicated in the official appointment

must be evidenced.

For natural persons, if required under applicable law, a proof of registration on a professional or trade register or any other official document showing the

registration number.

19.3. Economic and financial capacity criteria and evidence

The tenderer must have the necessary economic and financial capacity to perform this

contract until its end. In order to prove their capacity, the tenderer must comply with the following selection criterion:

Turnover of the last two financial years

Criterion: The turnover of the last two financial years must be above EUR

1.500.000. This criterion applies to the tenderer (consortium members included) as a whole, i.e. the combined capacity of all members of a group in

case of a joint tender.

Evidence: On request from the contracting authority, the tenderer shall be able

to provide the following evidence at short notice:

o Copy of the profit and loss accounts, and balance sheets for the last two years for which accounts have been closed from each concerned legal

entity. Failing that, the tenderer has to provide appropriate statements from banks.

If, for some exceptional reason which the Contracting Authority considers justified, a tenderer is unable to provide one or other of the above documents, it may prove its

economic and financial capacity by any other document which the Contracting Authority considers appropriate. In any case, the Contracting Authority must at least

be notified of the exceptional reason and its justification. The Commission reserves the

right to request any other document enabling it to verify the tenderer's economic and financial capacity.



September 2016 43

19.4. Technical and professional capacity criteria and evidence

19.4.1. Criteria relating to tenderers

Tenderers (in case of a joint tender the combined capacity of all members of the group and identified subcontractors) must comply with the criteria listed below.

The project references indicated below consist in a list of relevant services provided in the past five years, with the sums, dates and clients, public or private, accompanied by

statements issued by the clients.

Experience in the field of training provision

Criterion: The tenderer must prove experience in the design, implementation and evaluation of training services to public or private entities for at least the

last five years.

Evidence: The tenderer must provide references for at least 5 projects delivered in this field in the last 5 years with a minimum value for each project

of EUR 50.000. The most important services shall be accompanied by certificates of satisfactory execution, specifying that they have been carried out

in a professional manner and have been fully completed.

Experience in working in several countries

Criterion: The tenderer must prove experience of working in at least 5 countries geographically covered by this framework contract (see point 14.1.1).

Evidence: The tenderer must provide references for at least three projects

delivered in the last five years, the combination of which must show the necessary coverage.

19.4.2. Criteria relating to the team delivering the service

The teams proposed by the tenderer must combine all the experience and skills in

expertise profiles described below. Each of these profiles need not necessarily correspond to one person. One expert may have the skills and experience required to

cover more than one role in the contract. Equally, one role may be divided between two or more experts if the tenderer believes that this will be the most effective way to

achieve the desired results.

The core team managing and implementing the services shall include, as a minimum requirement, the following profiles: a project leader, 2 training coordinators for virtual

activities respectively for classroom/onsite activities (at least qualification level II) and an assistant for administrative, logistical and financial aspects (at least qualification

level III).

In addition to the core team managing and implementing the services, the contractor is

expected to identify the team of at least 4 trainers (at least qualification level III), which show familiarity with a wide range of current training methods.

Evidence will consist in CVs of the team responsible to deliver the service. Each CV

shall indicate the intended function in the delivery of the service.

Project leader (core team) – experience and skills



September 2016 44

• The project leader shall have at least 10 years professional experience of which

at least 4 must be connected with the field of training or project management including overseeing project delivery, quality control of delivered service, client

orientation and conflict resolution experience in transnational projects of an

adequate size (at least EUR 100.000), with experience in management of team of at least 4 people.

• The project manager shall have language skills in English as guaranteed by a certificate or past relevant experience (at least proficient user C1 according the

Common European Framework of Reference for Languages)18 as well as at least basic knowledge in another official EU language (at least level A2).

Evidence: CV and a language certificate or past relevant experience.

Training coordinators (core team) – experience and skills

• The training coordinators shall have at least 10 years professional experience of

which at least 4 must be connected with the field of training provision, development of training schemes and content or related fields.

• The training coordinators shall have language skills in English as guaranteed by

a certificate or past relevant experience (at least proficient user C1 according the Common European Framework of Reference for Languages) as well as good

knowledge in another official EU language (at least level B2).


Administrative/logistical/financial assistant (core team) - experience and skills

• Shall have at least five years of professional experience of which at least two

years in the field of administration and in the field of financial management of

contracts and payments.

• Shall have language skills in English or equivalent as guaranteed by a certificate

or past relevant experience (at least level B2).


Trainers (training team) – experience and skills

• Shall have at least five years of professional experience of which at least two

years in the field of provision of training or teaching.

• The trainers shall have language skills in English as guaranteed by a certificate

or past relevant experience (at least proficient user C1 according the Common

European Framework of Reference for Languages) as well as good knowledge in another official EU language (at least level B2).


18

http://europass.cedefop.europa.eu/en/resources/european-language-levels-cefr

http://europass.cedefop.europa.eu/en/resources/european-language-levels-cefr



September 2016 45

20. Award criteria

The framework contract will be awarded to the bid offering the best ratio between quality and price taking into account the criteria laid down below.

20.1. Quality criteria19

The quality of bids will be assessed against the following quality criteria:

A. Demonstration of the relevance of the tender and its expected results in

relation to the subject of the call for tender and the policy context of the assignment, 20/100, in particular

• The relevance of the tender and its expected results within the policy

context;

• The degree of relevance to the nature of the assignment, its context and

results for the staff members of EURES Members and Partners;

• The relevance of the tender for the delivery of EURES services to

jobseekers and employers by different types of service providers within

the EURES network

B. Quality of the proposed work plan and appropriateness and innovativeness of

the case study demonstrating the tenderer's capacity to develop an entirely new classroom training course, 50/100, in particular

• Overall clarity, feasibility, coherence and soundness of the work plan in

terms of conceptual approach, time planning, response time and logistical and administrative requirements in particular for event organisation and

travel arrangements;

• The adequateness of the proposed conceptual approach for ensuring

alignment of training contents with the network's requirements;

• The appropriateness, innovativeness and quality of the newly developed classroom training course

• The relevance of the methodology of the mid-term learning assessment.

C. Appropriateness of task distribution and the management approach as well as of overall quality assurance measures, 30/100, in particular

• Time management: the demonstrated ability to complete the work well within the time available, with an adequate planning of work and

adequateness of resources and their allocation

• The mechanisms for continuous service and coordination inside the core

team and between the core team and the team of trainers;

• The feasibility and appropriateness of the quality assurance plan.

Tenders shall elaborate on all points addressed by these specifications in order to

score as many points as possible. The mere repetition of mandatory requirements set

out in these specifications, without going into details or without giving any added value, will only result in a very low score. In addition, if certain essential points of

these specifications are not expressly covered by the tender, the Commission may decide to give a zero mark for the relevant qualitative award criteria.

19 The sub-criteria listed under the three quality criteria will not be assessed with sub-scores.



September 2016 46

These criteria weighted as indicated above will determine the quality of the bids and

will be compared with the annual training scenario (Annex VIII) in order to determine the proposal that provides the best value for money.

Tenders must score minimum 50% for each award criterion and minimum 70% in total. Tenders that do not reach the minimum quality thresholds will be rejected and

will not be ranked.

20.2. Final score

The amount taken into consideration for the calculation of the quality-price scenario is

the overall price of each tender for the annual training scenario (see Annex VIII), henceforth referred to as "price". The annual scenario cannot under any

circumstances be considered to constitute a commitment on the part of the

Commission to conclude specific contracts for the related services and quantities, and cannot give rise to any right or legitimate expectation on the part of the contractor.

The framework contract will be awarded to the most economically advantageous tender, according to the best-price quality ratio award method, on the basis of the

ratio between the total points scored for the qualitative award criteria and the price, in accordance with the following formula:

Final score = (Quality score x 0,60) + [(lowest price offer/price offered)x100] x 0,40

Annexes to the specifications:

Annex I: Content and presentation of offers

Annex II: Declaration on honour

Annex III: Draft framework contract

Annex IV: Model of power of attorney

Annex V: Model of letter of intent

Annex VI: Price schedule

Annex VII: Case study

Annex VIII: Annual training scenario

Annex IX: Training catalogue 2016

Annex X: Training calendar 2016

Annex XI: Agendas of 2016 classroom training courses

Annex XII: Sample slides of a virtual training course

framework contract for the provision of training to the

Documents