Tender specifications

3.3.Specific provisions concerning training organised by the Commission, the Agencies or the other Institutions

3.3.1.Trainers

It should be pointed out that the training courses provided should be considered to form a coherent whole, which should include the user documentation.

It should also be emphasised that the contracting authorities expect the training provided to be of very high quality. In 2010, 95% of participants of the Commission's ABAC and similar courses assessed these courses as good (46%) or very good (49%). The contractor will be expected to maintain or improve on this high level of satisfaction.

It is particularly important for the trainers to demonstrate, before they start to deliver the courses that they have sufficient knowledge of the general organisation of the European institutions, with reference to the current financial regulations, as well as of procedural aspects of financial, accounting and budgetary operations. It should be stressed that the financial training courses to be given should not be considered as being limited merely to teaching the functions of a particular software or module. Their scope is much broader than this, since they are designed for all types of financial players in all types of DGs or entities, handling a wide range of cases. Trainers must therefore have sufficient knowledge, if not of all the operating features of each and every area, at least to enable them to give guidance to participants and answer, in sufficient depth, the numerous specific questions which arise in these courses in relation to everyday work. Trainers will therefore require general knowledge of all the systems. They must be able to reply to all questions on how to use the tools of the financial information system to tackle the problems of application of the financial regulations. Knowledge of both aspects is therefore essential. From the preparatory phase onwards (see point 3.2.1) the trainers will have access to all the current and historical information necessary in order to take on and carry out their tasks. They may also attend the courses already being provided by the contracting authorities.

The Commission intends to organise accreditation sessions for trainers to enable them to demonstrate the qualities referred to above. A maximum of 6 weeks will be allowed for preparation of candidate trainers for these sessions (covering delivery of the courses, timing, documents to be produced, subjects to be presented) by the relevant Commission departments together with the contractor. These sessions, which will last half a day at most, will be at the contractor's expense. During the sessions, the candidate trainer will present part of a course, previously specified, before a panel of representatives of the contracting authorities concerned. The representatives will then give their opinion of the teaching skills and specialised and general knowledge of the trainee candidates. The decision, together with conditions and/or recommendations, where appropriate, will then be sent to the contractor.

The Commission will place accredited trainers on the authorised list. Should the performance (as defined above) of an accredited trainer fail to meet or no longer meet the initial requirements at a future date, the contractor may be obliged to remove the trainer from the course programming. If necessary, the Commission may organise a new accreditation session for the trainer in question.

It is therefore essential for all the trainers responsible for delivering the financial training to work at all times as members of a team. It is particularly important to ensure rapid and effective communication between trainers and supervision and guidance of new trainers by those with experience. Tenderers must take all these considerations into account in their bids.

3.3.2.Planning of the courses

(Please note that this paragraph does not represent a commitment on the part of the Commission). The parties will draw up a programme of courses and preparatory actions for a period of several months, normally six. The programme will specify the content of the courses and actions, their duration, the dates on which they are to take place, the number of participants and the cost. Specific programmes may be drawn up in the same way for the agencies and the other institutions.

The parties will take a final decision on all the information not later than four weeks prior to the date on which the training is to take place. The contractor will then specify the course timetable and undertake to adhere to this timetable. If the programme is disrupted by one of the parties that party will endeavour to find an equivalent solution.

Should a trainer have to be replaced because he is unable to attend or owing to another event for which the contractor is responsible, the contractor must obtain formal agreement from the contracting authorities. For more details, see the relevant articles of the draft contract.

3.3.3.General rules and confidentiality

Given the nature of the training, it is likely that the contractor may be called upon to discuss with the participants matters directly relating to the working of the contracting authorities. The contractor is bound to treat any such information in confidence.

3.3.4.IT environment

The contracting authorities will have full ownership of the IT environments and software specifically designed for and used by them.

When working in the premises of the contracting authorities, the staff providing these services will use only the standard software packages used in the DG or department concerned. No other software may be installed or used without the written agreement of the contracting authorities.

The contractor will provide all deliverables in the form and format specified in the order form and will ensure that they are integrated into the target IT environment. The contractor will also be responsible for maintaining the content of all the IT training environments, particularly the information used as a basis to deliver the courses, and for updating these environments when new releases are implemented.

3.3.5.Learning structure and method

The concepts to be implemented must guarantee maximum effectiveness in terms of learning and subsequent transfer of knowledge in the workplace. The planned activities will require certain learning structures and methods. Training courses will be delivered essentially through traditional classroom-based learning in groups of 10 people, practical sessions using the computers, individual training and training in small groups.

In addition, along the lines of the initiative already taken with regard to e-learning modules, the tenderers may propose, or may be asked to propose, any other learning structures and methods such as e-learning, case studies, simulations, reading materials, etc. which they consider appropriate. In all cases, tenderers must demonstrate in their tender that they have the capacity to choose and use appropriate modern methods in the design and delivery of the type of training and development in question.

3.3.6.Languages

The training will be given in separate but identical French and English versions. All documentation and other materials and supports for participants should be available in these two languages.

If the need arises, the contractor may be asked to prepare or deliver a course and/or supply documentation in another EU language.