Tender specifications

12.Expected results and reporting obligations

When requesting payment of the final balance,¹¹ the contractor will send the European Commission (OLAF) two final reports signed by its legal representative: the 1) Final Technical Report and 2) Final Financial Report. Both will be drafted in English and provided in both paper and electronic format in accordance with the instructions below:

1) The technical report will include both qualitative and quantitative data and will contain detailed information as listed below:

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  Short description of services provided
  
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  Calendar of activities
  
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  List of courses provided and number of participants per course
  
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  Difficulties encountered
  
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  List of trainers and CVs
  
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  Training programme and agendas
  
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  A summary report with results obtained from the survey of trainees
  
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  Attendance lists signed by each participant and including full details of participants (first name, last name, organisation, function, e-mail, etc.)
  
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  All presentations/speeches and course material used during training
  
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  List of contractor staff employed
  
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  List of subcontractors
  
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  List of training facilities used
  
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  Number of certificates awarded directly after training
  
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  Number of trainees who successfully completed each training event
  
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  Number of trainees who expressed an interest in taking an internationally certified examination (according to survey of trainees)
  
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  Number of certified trainees after training (if any).
  

2) The Financial Report in Excel format will include a concise and clear description of all expenses incurred and specified in the specific contract. All prices will be indicated in euros. The documents below will accompany the financial report:

- Copies of all invoices relating to expenses incurred

When requested, copies of contracts with subcontractors should be sent to the European Commission.

13.Tenders

1. General

Tenders must be clear and concise, with continuous page numbering, and assembled in a coherent fashion (e.g. bound or stapled, etc.). Since tenderers will be judged on the content of their written bids, these must make it clear that they are able to meet the requirements of the specifications.

Tenders must include all information and documents requested by the European Commission (OLAF) in order to assess each tender on the basis of the exclusion, selection and award criteria defined below.
Prices must be indicated in euros.
Tenders may be submitted in any of the official languages of the European Union.
Offers in the tenders must remain valid for a period of nine months following the final date for submitting tenders. During this period, all conditions offered must continue to apply.
At the end of the procurement process and following the award of the contract, all official information exchanges between OLAF and the contractor relating to the contract will be in English, including final reports to be submitted by the contractor.
Tenders must be delivered according to the requirements set out in this call for tender, and by the date and time indicated in this call for tender.
The costs of preparing and dispatching tenders will be borne by the tenderer.

2. Structure and presentation of the tender

The tender must be presented in the following three distinct sections: 1) administrative proposal, 2) technical proposal and 3) financial proposal.

The tender documents must be sent in two parts, each in separately sealed and clearly marked envelopes. One part must contain the administrative and technical proposals; the second part must contain only the financial proposal. One signed original and two copies must be provided.
There is no obligation to send an electronic version of the documents. If such a version is sent, it cannot replace one of the paper copies.

1. Administrative section

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1. A ‘financial identification form’ duly completed and signed by an authorised representative of the tenderer and its bank;

2. A ‘legal entity’ form duly completed and signed (preferably in blue ink) by an authorised representative of the tenderer;

These two forms are available in all EU official languages from the following internet addresses:

http://ec.europa.eu/budget/execution/ftiers_en.htm

http://ec.europa.eu/budget/execution/legal_entities_en.htm
3. The name and function of the tenderer’s legal representative (i.e. the person authorised to act on behalf of the tenderer in any legal dealings with third parties).

2. Technical proposal

The technical proposal should address all matters set out in the specifications and in the exclusion, selection and award criteria defined in this call for tender. It should be complemented (and not replaced) by the information provided in Annex III, which is to be filled in by the tenderer and enclosed with the offer. It must provide, as a minimum, all the information described below:

1. 
   Training courses
   

The tenderer should give a detailed description of the training courses proposed for each planned training event (see Annex III).

2. 
   Training methodology
   

The tenderer should describe the methodological approach and quality plan adopted to implement day-to-day training management. In particular, it must specify how it will deal with

1. 
   Administrative tasks: register participants, send updated agendas and information to selected participants, invite trainees, book best training facilities, book hotel accommodation and meals, prepare hand-outs, arrange translation/interpretation, select subcontractors, arrange for social programme to encourage networking among participants, arrange transport, ensure communication with the European Commission, in particular OLAF.
   
2. 
   Training tasks: design, organisation, implementation, evaluation and updating of training courses.
   
3. 
   Quality control and monitoring tasks. The tender should describe the processes used within the tenderer’s organisation to control and monitor the quality of services provided by the tenderer and/or subcontractors. It should also give details of the quality plan intended to assure that all training courses meet the following basic quality standards:
   

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  Identification of relevant training needs
  
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  Setting of SMART (specific, measurable, achievable, realistic and timely) objectives
  
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  Definition of competences addressed and learning objectives for the participants
  
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  Adequate and timely preparation
  
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  Competent team of experts and trainers
  
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  Integrated approach to intercultural learning
  
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  Thorough and anonymous evaluation process
  
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  Adequate, accessible and timely documentation
  
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  Adequate support and integrated follow-up within the forensics computer network
  

3. 
   Training facilities
   

The tenderer should give a detailed description of all training facilities offered (such as IT equipment, training rooms, etc.). These must comply with the requirements set out in Annex II enclosed with this call for tender.

4. 
   Trainer and project team
   

In accordance with the requirements defined in the selection criteria, tenders must contain all the necessary information to enable the European Commission to evaluate the qualifications of the trainers and project team to which the tenderer intends to entrust the implementation of its tasks. The tenderer must indicate how it will ensure that the proposed team achieves maximum efficiency in terms of costs, flexibility, timely delivery, quality and linguistic coverage of the tasks.

5. 
   Certification procedure
   

The tender should give a detailed description of the certification procedure (if any) managed by the tenderer or its subcontractors in order to certify the knowledge and skills acquired by trainees after the training courses. Templates of certificates to be delivered by the tenderer or its subcontractors after successful completion of a certification procedure should be enclosed with the tender.

6. 
   Certificate of successful attendance
   

The tender should give a detailed description of the procedure followed by the tenderer or its subcontractors to test the knowledge and skills acquired by the trainees. Templates of certificates to be delivered by the tenderer or subcontractors at the end of the courses and after successful completion of the tests should be enclosed with the tender.

7. 
   Networking facilities
   

The tender should contain detailed information about social activities and networking tools provided by the tenderer to encourage networking among participants.

3. Financial proposal

This section should contain all financial information relevant to the activities to be organised. For this purpose, tenderers should fill in the Excel tables in Annex IV (‘Financial proposal’). Prices should be fixed and not subject to revision. They should be expressed in euros and quoted free of all duties, taxes and other charges, i.e. also free of VAT, as mentioned in the price section below.

The following in particular should be provided:

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  A financial overview of the services and goods to be procured by subcontracting as well as a description of the procurement procedures followed for this subcontracting;
  

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  Prices for the organisation of each training event (see Annex IV):
  

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  Project team fees
  
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  Course costs (per trainers and participants)
  
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  Training organisation/management fees:
  
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    Management travel arrangements
    
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    Booking or purchase of training facilities
    
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    Booking, purchase, modification and cancellation of travel tickets
    
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    Organisation of social activities
    
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    Preparation of badges and training kits
    
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    Reservation of hotel accommodation for the participants
    
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    Preparation and distribution of invitation letters
    
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    Production and distribution of attendance certificates
    
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    Managing local assistance and transport for participants
    
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    Designing, managing and ensuring maintenance of the registration website and networking tools
    
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    Translation fees
    
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    Other (please specify)
    

The financial part of the tender must be in a separate envelope marked ‘Financial proposal’. The financial proposal must be signed by the person authorised to represent the tenderer