Erasmus+ : Sport, Youth and EU Aid Volunteers OPEN CALL FOR TENDERS. Reference N EACEA/2014/06. Insurance for EU Aid Volunteers initiative

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1 Education, Audiovisual and Culture Executive Agency Erasmus+ : Sport, Youth and EU Aid Volunteers OPEN CALL FOR TENDERS Reference N EACEA/2014/06 Insurance for EU Aid Volunteers initiative Questions & Answers Version 1 (11/02/2015)

2 Questions and answers 1. Is there any information available concerning the insurance services provided for EU Aid Volunteers within the Erasmus + Programme? 2. In order to submit the best possible offer, can you provide us with the statistical overview for the last years mentioning: - Number of insured per sending country, hosting country, nationality; - Number of insured with complementary coverage; number of insured with total coverage; - Duration of missions; Maximum, Minimum and Average duration (inclu. average duration of the 2,200 apprenticeship placements) - Number of damages - Amounts paid & reimbursed (Medical consumption per type of care; Level of amounts incurred in respect of assistance and repatriation; Amount of death benefits; list of files for civil liability in private life) - Age span and average of the participating volunteers - Any other statistical relevant element available (eg. census data of the covered persons) 3. Can you confirm that you have no reason to believe that the covered population will substantially change? As indicated in the tender specifications, section 3.1 "Context of the contract", 6930 participants to the EU Aid Volunteers initiative are to be covered for the maximum total period, but it is expected that the annual number of participants to be covered will increase incrementally from 2015 onwards. We cannot provide more information. 4. Article A 2 : Pre-existing medical conditions shall be covered if they are declared and accepted for cover by the insurer prior to departure. : does it mean that insurer has the option to impose a medical questionnaire to future participants and consequently accept or refuse to cover pre-existing medical conditions, according to declaration? The tender specifications state that pre-existing medical conditions shall be covered if they are declared and accepted for cover by the insurer prior to departure (see section 3.3.4, page 17). It is for each tenderer to propose how they would manage this requirement.

3 5. What is the current table of benefits offered to the Volunteers? There is no current table of benefits due to the fact that EU Aid Volunteers initiative is a new programme. Therefore, we cannot provide any information on that point. 6. Can you confirm that dental and ophthalmic care and treatment can be offered up to fixed limits and therefore not covered at 100% of actual costs? Please refer to section of the tender specifications (page 30) which specifies that tenderers should include in their bid: " a preliminary draft of the insurance policy for the risks considered; as part of which tenderers are requested to propose and justify fixed limits for cover of the costs of necessary general dental and ophthalmic care and treatment, and also loss or theft of personal belongings". 7. What is the estimated delay between public opening of tenders and award of the contract? We cannot provide such information. All tenderers will be informed simultaneously of the outcome of this procurement procedure by Are there more details available regarding the personal situation of the Volunteers and their assignment? 9. What is the maximum duration for the following categories of participants to the EU Aid Volunteers initiative (section 3.1. of the tender specifications): - Full deployment placements in the field The maximum duration for deployments will be 18 months. - Participants to capacity building leadership initiatives Projects cannot last more than 24 months. 10. Is it possible to have more details available regarding the repartition of participants needing complementary vs. total coverage? As there are no past performance statistics available, it is not possible to estimate the proportion of individuals expected to require total and complementary cover.

4 11. In section 3.1. of the tender specifications, it is mentioned that the annual number of participants to be covered will increase incrementally from 2015 onwards. Are there more details available regarding the extent of increase? Does this count for all categories or for one specific category only? As indicated in the section 3.1 "Context of the contract", 6930 participants to the EU Aid Volunteers initiative are to be covered for the maximum total period, but it is expected that the annual number of participants to be covered will increase incrementally from 2015 onwards. We cannot provide more information. 12. Is it possible to provide a full list with eligible countries where humanitarian aid takes place (section of the tender specifications)? Humanitarian aid is defined as per Article 3(d) of Regulation (EU) No 375/2014 of the European Parliament and of the Council of 3 April 2014 establishing the European Voluntary Humanitarian Aid Corps ( EU Aid Volunteers initiative ), i.e. activities and operations in third countries intended to provide needs-based emergency assistance aimed at preserving life, preventing and alleviating human suffering, and maintaining human dignity in the face of man-made crises or natural disasters. It encompasses assistance, relief and protection operations in humanitarian crises or their immediate aftermath, supporting measures to ensure access to people in need and to facilitate the free flow of assistance, as well as actions aimed at reinforcing disaster preparedness and disaster risk reduction, and contributing towards strengthening resilience and capacity to cope with, and recover from, crises. In this context there is no fixed list. As indicated in the tender specifications (footnote 11, page 16) indicative lists of countries where such aid takes place / is likely to take place can be found at: Is it possible to propose ceilings for certain types of healthcare? The tender specifications (section 3.3.4) specifies the insurance cover which has to be provided at 100% of costs. In addition (section 4.3.1) tenderers must submit, as part of their documentation, a preliminary draft of the insurance policy for the risks considered; as part of which tenders are requested to propose and justify fixed limits for cover of the costs of necessary general dental and ophthalmic care and treatment, and also loss or theft of personal belongings. 14. Life insurance: what minimum levels of benefit are expected? Permanent disability: what minimum levels of benefit are expected? Temporary disability: what minimum levels of benefit are expected? With regard to disability benefits, it is for each tenderer to provide a definition of the coverage of each case, with an indication of the services offered and, if applicable, of complementary benefits as well as any exclusions and the amount covered.

5 With regard to life insurance, it is for each tenderer to provide a definition of the coverage of each case, with an indication of the services offered and, if applicable, of complementary benefits as well as any exclusions and the amount(s) covered (see section of the tender specifications). 15. In which languages should the Volunteers personal website be proposed? As indicated in section F. "Nature and extent of the coverage / Complementary Assistance", the dedicated website should as a minimum be made available in English and include a user-friendly enrolment system. 16. Could you confirm that the Price per Volunteer that has to be proposed is independent of the length of the voluntary service? Yes this is confirmed. 17. Do you have an indication of the percentages of volunteers per country of assignment, or a general tendency concerning the regional areas? As there are no past performance statistics available, it is not possible to give any indications. Nor are there any projections. 18. Do you have specific requests concerning direct payment for healthcare? The tender specifications do not set out specific requirements as regards direct payment. However tenderers must include in their bid an indication of the system set up for the management of the insurance, and for the provision of support and services to the insured (emergency call centre, in-house medical expertise, reimbursement system to volunteers, explanatory brochures, international coordination, cost verification and control system, etc.), see section 4.3.1, page 30.