CALL FOR TENDERS Reference N HR/R3/PR/2014/083 JO 2015/S of 06/06/2015

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1 EN EUROPEAN COMMISSION DIRECTORATE-GENERAL HUMAN RESOURCES AND SECURITY Directorate HR.R - Shared Resource Services Finance and Internal Control CALL FOR TENDERS Reference N HR/R3/PR/2014/083 JO 2015/S of 06/06/2015 Language training for the European Union institutions, bodies and agencies in Brussels and Luxembourg Answers to questions of potential candidates - Restricted procedure Version 5 (01/07/2015) Commission européenne, B-1049 Bruxelles / Europese Commissie, B-1049 Brussel - Belgium. Telephone: (32-2)

2 Questions of general interest have been sent to HR-CONTRATS- Please find herewith the answers to these questions. Please note that any information, questions or observations, of whatever kind, contained in this correspondence can in no way be regarded as a commitment on the part of the European Commission. No binding commitment will be entered into until after completion of the procurement procedure, with the signing of the relevant contract Q1: Could you define "blended learning"? Are you referring to learning including 50% distance, 50 % face-to-face? Is there any online tuition foreseen or is the e- learning without tuition? A1: Blended learning refers to courses or activities combining at least two types of instruction, for example face-to-face courses and e-learning. The breakdown in percentage is flexible. Q2: III.2.1)II Joint requests to participate/consortia: "For group/consortia the selection criteria (see below) will be applied for each member individually". Does it mean that "the selection criteria (see below)" only concern the following two points: - Subcontractors - Exclusion criteria and that any member of the consortium is expected to reply? A2: Erratum for the French version of the contract notice: the reference to point III.2.1) II "the selection criteria (see below)" shall be read as "the exclusion criteria (see below)" Q3: "The selection criteria (see points III.2.) Economic and financial ability and III.2.3) Technical capacity will apply to the group/consortia as a whole". All the documents requested in the two mentioned sections must be provided : o By the leader only o By the leader + by each members of the consortium o As a summary of the all A3: The selection criteria related to the economic and financial ability (III.2.2) and the technical capacity (III.2.3) will apply to the group/consortia as a whole i.e. the addition of the capacities of entities participating in this procurement will be considered for the evaluation of the requests to participate. Each member must provide the required information that allow to jointly meet the above selection criteria. 2

3 Q4: Does each partner have to submit CVs or only the leader? A4: In case of group / consortium, all members must provide the information required. See also answer A2 Q5: Does this mean that 3 CV must be sent for each profile referred under point a); i.e.: 1 trainer of standard courses (native speaker) 2 trainer of specific courses (native speaker): 3 teaching coordinators 4 language learning consultants Therefore 12 CV in total or just 3 CV are required for standard training courses only? If it concerns only trainer of standard courses, would not it be required to send CV for teaching coordinators and language learning consultants? A5: The documents requested are: For lots 1 to 6, the candidate must provide per lot 3 CVs of trainers in total: trainer of standard courses under III.2.3) I a)1 and/or trainer of specific courses under III.2.3) I a)2. For lots 7 to 9, the candidate must provide per lot 2 CVs of trainers in total: trainer of standard courses under III.2.3) I a)1 and/or trainer of specific courses under III.2.3) I a)2, the 2 CVs cannot be for the same language. For lots 1 to 9: In addition to the above mentioned requirements, the candidate must provide per lot 1 CV of a trainer with specific experience in teaching his/her mother tongue to translators and/or interpreters. For teaching coordinators and language learning consultants, no CV is required. Q6: Regarding the catalogue, is it : - the catalogue of the leader - the catalogue of the leader + those of other members of the consortium - A special catalogue presenting the synthesis of the services offered by the leader and partners (consortium members) A6: In case of consortium, the candidate is invited to send the catalogue of the leading company and the catalogue(s) of the other members of the consortium. No special catalogue is requested. Q7: For lot 10, we note that Dutch has been added compared to the 2012 call for tenders, can we know what motivated the inclusion of this language? 3

4 A7: DG HR follows language policy guidelines to meet the needs of the institutions, bodies and EU agencies. We would be grateful if at this stage of the procedure you limit your questions only to clarifications linked to this contract notice and its understanding as provided in Section VI.3) 2 " Interested parties should refrain from requesting further information at this stage of the procedure". Q8 : Technical capacity III.2.3 "Requested documents: lots 1 to 6: 3 curriculum vitae per lot of possible trainers respecting the requirements mentioned under point a); lots 7 to 9: 2 curriculum vitae of possible trainers per lot corresponding each one to a different language; and for lots 1 to 9: 1 curriculum vitae of a possible trainer with specific experience in teaching his/her mother tongue to translators and/or interpreters" For lots 1 to 6 we need to provide 3 trainer CVs and the trainers need to respect the requirements mentioned under point a). However point a) has 2 descriptors for trainers - those giving standard courses and those giving specific courses. Does this mean we have to provide 3 CVs of trainers giving standard courses AND 3 CVs of trainers giving specific courses or should we provide 3 CVs in total? A8: A5 answer applies Q9: For lots 7 to 9, although point a) is not referred to, can you confirm that the request is the same as for Lots 1-6. A9: Yes we confirm that CVs requested for lots 7 to 9 shall fulfil requirements mentioned under point a). Q10: For Lots 1-9 you require CVs for trainers able to teach interpreters or translators. As interpreters and translators are also mentioned in point 2 does this mean that CVs are an addition to those mentioned in the point a) 2 descriptor? A10: Yes, we confirm that 1 CV per lot of a possible trainer with specific experience in teaching his/her mother tongue to translators and/or interpreters is requested in addition to the other 3 (Lot 1-6) /2 (Lot 7-9) CVs required. Please see also answer A5. Q11: Could you explain "other languages" in the lot description : " lot 10: online language learning in Dutch (NL), English (EN), German (DE), French (FR), Italian (IT), Spanish(ES) and other languages, with and without tutoring, from the contractor's catalogue". 4

5 A11: For lot 10, with "other languages" we mean any other languages (European and non-european) that the candidate might propose in addition to the 6 mandatory required languages. Q12: In paragraph III.2.3) Technical capacity II - Lot 10, is requested: "1) a copy of its full catalogue (paper version), describing its online courses (off-theshelf e-learning courses)by proposed level and language (level corresponding to the CEFR, titles, objectives, target groups, content, learning tools, and an indication of the duration and number of hours of work), and the address of the website at which it can be found or, failing that, an equivalent document(s), i.e. complete list(s) along with a short and clear description of the DE, EN and FR (CEFR levels A1 to C1) and ES, IT and NL (CEFR levels A1 to B2), language courses offered to the general public on the date of submission of the request to participate. Tenderers should specify whether the various tools (technical and pedagogical) and activities are available for all languages and levels" Does this mean that it is imperative that the candidate has at its disposal all the required languages on the date of submission of the request to participate, i.e. 3 July 2015 at the latest? If a language is not yet available at that date but is currently under development and will be available at the starting date of execution of the contract end of 2016, is this sufficient? A12: It is imperative that the candidate has at its disposal all the required languages on the date of submission of the request to participate. Q13: In paragraph III.2.3) Technical capacity II - Lot 10, is requested: "2) a list of the 3 largest contracts (in terms of volume) carried out in the past 3 years (2012, 2013 and 2014) in the field of provision of online (e-learning) off-the-shelf language courses, with and without tutoring and covering the learning of any language". Our partner launched its learning platform in December 2014 and therefore does not have 3 years of experience in this field. Can it be eligible for lot 10, and if yes, what documents should be provided? A13: For lot 10, the candidates must provide a list of the 3 largest contracts (in terms of volume) carried out in the past 3 years (2012, 2013 and 2014) in the field of provision of online (e-learning) off-the-shelf language courses, with and without tutoring and covering the learning of any language, not the proof that they have had an online platform of language teaching for at least 3 years. Q14: Point III.2.3) Technical capacity I Lots 1 to 9 c) 1) a statement detailing the number of hours of services provided annually for the last 3 years (2012, 2013,2014) 5

6 Can you confirm that the annual number is global and not per type of services? A14: We can confirm that the annual number of hours of services provided annually for the last 3 years (2012, 2013, 2014) is global. Q15: Point II.1.5) Short description of the contract or purchase(s) : "In addition, the management and the organisation of the language courses by the Contractor could be asked as an extra service and could amount in terms of hours to 5% of the total volume per lot per year". Do the terms "extra service" imply that the costs of the administration and organization of the courses are not included in the hourly price of the courses? Can you explain "5 % of the total volume per lot per year "? For Lot 4 the annual volume represents hours. 5% of this volume is equivalent to 1850 hours, or a full time job per year. The sentence quoted above means that the supplier could invoice, on top of the services ordered by the Commission, a total of administration hours that could go up to 1850 hours, or does it mean something else? A15: The costs of the administration and organisation of the services that the supplier proposes must be included in the hourly price of the courses. The supplier could not invoice, on top of the services ordered by the Commission, a number of administration hours covering its own costs of administration and organisation to implement the framework contract and to answer to the requests of the I/B/A. The Institutions, Bodies and Agencies of the European Union (I/B/A) could outsource all or part of the management and organisation of the language courses currently ensured by the services of the I/B/A, which would result in the preparation of an order for this extra service to the supplier. The number of hours to be ordered would be jointly decided by the service who request it and the supplier and could amount in terms of hours to 5% of the total volume per lot per year. Erratum: the French translation of point Point II.1.5) Short description of the contract or purchase(s) "In addition, the management and the organisation of the language courses by the Contractor will be asked as an extra service and could amount in terms of hours to 5% of the total volume per lot per year" is not correct, it must be read "In addition, the management and the organisation of the language courses by the Contractor could be asked as an extra service". Q16: Point III.2.1) Personal situation of economic operators, including requirements relating to enrolment on professionalor trade registers The candidate must: - enclose a detailed identification form (Annex I to be downloaded to 6

7 and the documentary evidence requested therein. In case of Consortium, is that all members must complete the following documents: - Annex 1 - the identification form - The document entitled "legal entity" - The document entitled "Financial identification" If a Member does not have a VAT number, which document must be provided? A16: As stated in the contract notice, in case of group / consortium, the detailed identification form (Annex I) must be provided separately for each member. The "Legal Entity" form of each member must be attached to the identification sheet. The supporting documents required depend on the nature of the legal personality of the candidate. In default of VAT number, any other appropriate registration number must be provided. The "Financial identification" form must be provided only by the candidate leader of the group. Q17: III.2.3)Technical capacity - II) For lot 10: "2) a list of the 3 largest contracts (in terms of volume) carried out in the past 3 years (2012, 2013 and 2014) in the field of provision of online (e-learning) off-the-shelf language courses, with and without tutoring and covering the learning of any language. " What do you mean exactly by online (e-learning) language courses? Can the contracts that have been carried out relate to distance learning? A17: Contracts requested in point III.2.3) II.2) concern the provision of online language courses. Online language courses are courses using new multimedia technologies and the Internet to improve the quality of learning by facilitating access to resources and services as well as remote exchanges and collaboration. Q18: Point III.2.2) Economic and financial ability "3. a statement as to the specific annual turnover in the domain of language learning for each of the past 3financial years for which accounts have been closed." Do you consider that all services required for lots 1 to 9 (listed below) comprise language training? - standard face-to-face courses; - standard blended learning courses; - specific face-to-face courses; - specific blended learning courses; 7

8 - design, development and adaptation of teaching products; - preparation, carrying out and follow-up of placement tests; - provision of specific services by language trainers; - provision of specific services by language training consultants; - face-to-face or blended courses from the contractor's catalogue. A18: Yes indeed, all the services required for lots 1-9 are considered as language training. Q19: If we answer to two different lots, could you clarify whether we should submit two files and therefore provide you with all the original documents in duplicate? A19: As stated in Section III.2.1) of the contract notice, the application may refer to one or more lots. The same documents required for the lots to which the application applies can be provided only once. Q20: For lot 10, must the European CV model in Annex II be used for tutors? A20: The model of curriculum vitae in Annex II must be used (Annex II to be downloaded at Q21: The title of the contract notice includes reference "2015 / S ," mentioned in Annexes I and II. Can you confirm that it is not the reference that must be quoted on all response documents but it is the reference "HR/R3/PR/ 2014/083" as mentioned in paragraph III.2.1? A21: We confirm that the reference to be quoted on all documents submitted for the request to participate is the one of the procedure «HR/R3/PR/2014/083». Q22: In the EUROPASS model, we have to mention the complete address of staff in Brussels/Luxembourg (Address in Belgium/Luxembourg, Telephone number, ). Is this information obligatory? For example if not all trainers are located in Brussels or Luxembourg would that be an exclusion criterion? A22: It is not mandatory to mention full details of the staff. This point is not an exclusion criterion. A23: Regarding Lot 10, is it necessary to provide a list of the staff members who are able to communicate in EN or FR only or in other languages as well? 8

9 R23: As indicated for lot 10 in point III.2.3) d) the candidate must provide a list of staff capable of communicating in English (EN) or French (FR) at CEFR level C1 for the execution of framework contract. Q24: Does the delegation of signature be made only by the candidate or by all members of the consortium? A24: As stated in point III.2.1) each consortium member must provide a power of attorney designating the "leader" who will have full authority to bind the grouping / consortium and each of its members. Q25: Is it required to have language trainers based in Brussels and in Luxembourg or our trainers based in Brussels can move to Luxembourg? A25: It is not required that the language trainers are based in Brussels and in Luxembourg. Q26: Concerning technical capacity III c) "consolidated document" Would it be possible to explain what the EC expects from this description: the size, the elements to mention etc.... A26: The candidate must provide a unique consolidated document that lists all the data of the members of the consortium to allow the evaluation of the technical capacity of the consortium as a whole. Q27: Concerning technical capacity III c) / 2). Would it be possible to explain what the EC expects from"short and clear description of the language courses available to the general public": the size of the description, the elements to mention etc.?... A27: If there is no catalogue, it is up to the candidate to provide a full list with a relevant description of the services he proposes to the general public. Q28: Regarding the degrees of linguistic experts, do the diplomas have to be translated into EN / FR and legalized or may they be sent in the languages of the countries where they have been issued? A28: The diplomas of the linguistic experts do not have to be translated or legalized. 9

10 Q29/A29 : ERRATUM III.2.1) The following requirement: " In the case of a group/consortium, the detailed identification form (Annex I to be downloaded at and the solemn declaration as described above must be provided separately for each member." is clarified as follows with regard to the identification form: " In the case of a group/consortium, the documentary evidence requested in the identification form must be provided separately for each member and attached to the form signed by the legal representative of the leader of the group". The answer A16 is modified accordingly. Q30: We would like to know if at this stage, it is mandatory to include copies of the trainers' diplomas. What about attaching them only if we are short listed? It is the same for the signature of trainer: is it mandatory at this stage? A30: Curriculum vitae are the documents required to assess the technical capacity of the candidate (see point III.2.3 of the contract notice). The compulsory model is to be used (Annex II) signed by the candidate and the trainer and copies of qualifications must be attached thereto. All the required documents have to be provided at this stage of the procedure. Q31: In section III.2.1, it is stated that we must send the request to participate before the deadline mentioned in point IV.3.4). Does that mean that we can send the application on the 03/07 or before the 03/07? A31: In the French version "avant la date limite" should be understood "within the deadline". Q32: Can you confirm that it is possible to submit an application file for the call for tenders concerning the language training for only one language of the lot 9, i.e. Turkish, language of a candidate country? A32: No, it is not possible to request to participate only for one language of the lot 9. All languages required have to be provided. 10