TENDER SPECIFICATIONS

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1 EUROPEAN COMMISSION DIRECTORATE-GENERAL FOR EDUCATION AND CULTURE Youth and sport; Erasmus+ Traineeships Office INTERINSTITUTIONAL CALL FOR TENDERS OPEN PROCEDURE N EAC/05/2014 COLLECTIVE HEALTH INSURANCE FOR IN-SERVICE TRAINEES TENDER SPECIFICATIONS Leading Institution: European Commission Directorate-General for Education and Culture Directorate Youth and Sport Unit Traineeships Office 1

2 TABLE OF CONTENTS 1. INFORMATION ON TENDERING... 3 Participation... 3 Contractual conditions... 3 Joint tenders... 3 Subcontracting... 3 Content of the tender... 4 Identification of the tenderer: legal capacity and status EVALUATION AND AWARD Evaluation steps Exclusion criteria Selection criteria Award criteria Technical offer Financial offer TECHNICAL SPECIFICATIONS REPORTS ANNEXES

3 1. INFORMATION ON TENDERING Participation Participation in this tender procedure is open on equal terms to all natural and legal persons coming within the scope of the Treaties and to all natural and legal persons 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 Multilateral Agreement on Government Procurement 1 concluded within the WTO applies, the participation to the call for tender is also open to nationals of the countries that have ratified this Agreement, on the conditions it lays down. Contractual conditions The tenderer should bear in mind the provisions of the draft contract which specifies the rights and obligations of the contractor, particularly those on payments, performance of the contract, confidentiality, and checks and audits. Joint tenders A joint tender is a situation where a tender is submitted by a group of economic operators (consortium). Joint tenders may include subcontractors in addition to the joint tenderers. In case of joint tender, all economic operators in a joint tender assume joint and several liability towards the Contracting Authority for the performance of the contract as a whole. Nevertheless, tenderers must designate a single point of contact for the Contracting Authority. After the award, the Contracting Authority will sign the contract either with all members of the group, or with the member duly authorised by the other members via a power of attorney. Subcontracting Subcontracting is permitted in the tender but the contractor will retain full liability towards the Contracting Authority for performance of the contract as a whole. Tenderers must give an indication of the proportion of the contract that they intend to subcontract. Tenderers are required to identify all subcontractors whose share of the contract is above 10%. During contract execution, the change of any subcontractor identified in the tender will be subject to prior written approval of the Contracting Authority. 1 See 3

4 Content of the tender The tenders must be presented as follows: Identification of the tenderer (see below) Evidence for exclusion criteria (see section 2.2) Evidence for selection criteria (see section 2.3) Technical offer (see section 2.5) Financial offer (see section 2.6) Identification of the tenderer: legal capacity and status The tender must include Annex 1 presenting the name of the tenderer (including all entities in case of joint offer) and identified subcontractors if applicable, and the name of the single contact person in relation to this tender. If applicable, Annex 1 must indicate the proportion of the contract to be subcontracted. In case of joint tender, Annex 1 must be signed by a duly authorised representative for each tenderer, or by a single tenderer duly authorised by other tenderers (with power of attorney). Subcontractors must provide a letter of intent stating their willingness to provide the service foreseen in the offer and in line with the present tender specification. In order to prove their legal capacity and their status, all tenderers must provide a signed Legal Entity Form with its supporting evidence. The form is available on: fm 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 where such evidence has already been submitted to it for the purposes of another procurement procedure and provided that the issuing date of the documents does not exceed one year and that they are still valid. The tenderer (or the single point of contact in case of joint tender) must provide a Financial Identification Form and supporting documents. Only one form per offer should be submitted (no form is needed for subcontractors and other joint tenderers). The form is available on: Tenderers must provide the following information if it has not been included 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 dealing with third parties and in legal proceedings, or a copy of the publication of such appointment if the legislation which applies to the legal entity concerned requires such publication. Any delegation of this authorisation to another representative not indicated in the official appointment must be evidenced. 4

5 - For natural persons, where applicable, a proof of registration on a professional or trade register or any other official document showing the registration number. 2. EVALUATION AND AWARD 2.1. Evaluation steps The evaluation is based on the information provided in the submitted tender. It takes place in three steps: (1) Verification of non-exclusion of tenderers on the basis of the exclusion criteria (2) Selection of tenderers on the basis of selection criteria (3) Evaluation of tenders on the basis of the award criteria Only tenders meeting the requirements of one step will pass on to the next step Exclusion criteria All tenderers shall provide a declaration on their honour (see Annex 2), duly signed and dated by an authorised representative, stating that they are not in one of the situations of exclusion listed in the Annex 2. The declaration on honour is also required for identified subcontractors whose intended share of the contract is above 10%. The successful tenderer shall provide the documents mentioned as supporting evidence in Annex 2 before signature of the contract and within a deadline given by the contracting authority. If the requested evidence is not submitted in due time, the Contracting Authority can award the Contract to the Tenderer evaluated as the next-best. This requirement applies to all members of the consortium in case of joint tender and to identified subcontractors whose intended share of the contract is above 10% Selection criteria Tenderers must prove their economic, financial, technical and professional capacity to carry out the work subject to this call for tender. The evidence requested should be provided by each member of the group in case of joint tender and identified subcontractor whose intended share of the contract is above 10%. However a consolidated assessment will be made to verify compliance with the minimum capacity levels. The tenderer may rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. They 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. 5

6 Economic and financial capacity criteria and evidence In order to prove their economic and financial capacity, tenderers (i.e. in case of joint tender, the combined capacity of all members of the consortium and identified subcontractors) must comply with the following criteria: - The annual turnover should be more than twice the annual amount of the offer submitted. - Tenderers must have reinsurance in place for the services required in this call for tenders. The analysis of the financial capacity will be performed by the Contracting Authority based on the following methodology: The following evidence should be provided: - annex 3 " Economic and financial capacity analysis form" filled in with the relevant statutory accounting figures, in order to calculate the financial ratios - for economic operators required under national law to keep a complete set of accounts: the balance sheet, profit and loss account and annexes of the last two years for which accounts have been closed; - for economic operators required under national law to keep a simplified set of accounts: the statement of expenditure and revenue and the annex showing assets and liabilities for the last two financial years for which accounts have been closed; - in all cases, a statement of overall turnover and turnover concerning the supplies or services covered by the contract, provided over the last two financial years for which accounts have been closed. If, for some exceptional reason which the Contracting Authority considers justified, a tenderer is unable to provide one or other of the above documents, he or she may prove his or her 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 in the tender. The Commission reserves the right to request any other document enabling it to verify the tenderer's economic and financial capacity Technical and professional capacity criteria and evidence a. Criteria relating to tenderers Tenderers (in case of a joint tender the combined capacity of all tenderers and identified subcontractors) must comply with the following criteria: - The tenderer must prove experience in the field of health with at least 10 projects delivered in this field in the last three years with a minimum value for each project of (fifty thousand euro). 6

7 - The tenderer must prove experience of working in the official working languages of the Contracting Authority (FR, EN and DE), with at least 10 projects delivered in the last three years showing the necessary language coverage. - The tenderer must prove experience of working in several EU countries with at least 10 projects delivered in the last three years. b. Criteria relating to the team delivering the service: The tenderer delivering the service should include, as a minimum, the following profiles: Project Manager: At least 5 years experience in project management, including overseeing project delivery, quality control of delivered service, client orientation and conflict resolution experience in project of a similar size and coverage (geographical scope at least half of the one subject to this call for tender), with experience in management of team of at least 10 people. Additionally, the tenderer s office shall be established in one of the EU Member States and shall operate or have the capacity to operate all over the world. Meetings will be held in Brussels. A kick-off meeting and follow-up meetings will be organised when deemed necessary by the contracting authority or the tenderer on average once per session if necessary. c. Evidence: The following evidence should be provided to fulfil the above criteria: - List of relevant services provided in the past three years, with sums, dates and recipients, public or private. 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; - The educational and professional qualifications of the persons who will provide the service for this tender (CVs) including the management staff. Each CV provided should indicate the intended function in the delivery of the service Award criteria The tender will be awarded according to the best-value-for -money procedure. The quality of the tender will be evaluated based on the following criteria. The maximum total quality score is 100 points. Technical award criteria 7

8 2.4.1 Quality of the proposed methodology (30 points - minimum threshold 50%) Sub-criterion : Adequacy of the offer to cover the services requested by the Contracting Authority (risks covered and general and specific exclusions; complementary coverage; total coverage; additional services; amounts guaranteed); (20 points minimum threshold 50%): Sub-criterion : Provision and quality of information materials (such as: dedicated website, welcome package, guide for making claims, claim forms, information leaflet); (10 points minimum threshold 50%) The management of the health insurance policy; (40 points minimum threshold 50%) Sub-criterion : Effectiveness and efficiency of the proposed management mechanism (enrolment of participants, accessibility of the services for the beneficiaries, foreseen communication with the Contracting Authorities and beneficiaries, approach to adjust the management mechanism to meet the evolving needs of beneficiaries); (20 points minimum threshold 50%) Sub-criterion : Response time to emergencies, 24 hour service, speed and efficiency of the claim procedure and reimbursement system; (20 points minimum threshold 50%); Organisation of the work (15 points minimum threshold 50%) This criterion will assess how the roles and responsibilities of the proposed team and of the economic operator (in case of joint tenders, including subcontractors if applicable) are distributed for each task. It also assesses the global allocation of time and resources to the project and to each task or deliverable, and whether this allocation is adequate for the work. The tender should provide details on the allocation of time and resources and the rationale behind the choice of this allocation Quality control measures (15 points minimum threshold 50%) This criterion will assess the quality control system applied to the service foreseen in this tender specification concerning the quality of the deliverables, and continuity of the service in case of absence of a member of the team. The quality system should be detailed in the tender and specific to the tasks at hand; a generic quality system will result in a low score. The above criteria will be assessed on the basis of: - A methodology provided within the tender, which will set out how it is intended to achieve the objectives and results set out in the Tendering Specifications in this document and Annex 6 Rules of reimbursement, covering such points as: - 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; 8

9 An indication of the system set up for the management of the insurance (a helpdesk to contact in an emergency, claim procedures and reimbursement system, enrolment system, information materials, foreseen communication system with the contracting authority and beneficiaries). Tenders must score minimum 50% for each criterion and sub-criterion and above 50 % in total. Tenders that do not reach the minimum quality thresholds will be rejected and will not be ranked. Financial Award criterion Price (100 points) - The tenderer is requested to fill in Annex 4 with a flat rate per capita per month premium. The tenderer shall also include a flat rate per capita per month premium for the extension of the insurance. The tariff for the extension will not be taken into account in the evaluation of the prices and it will not be included in the contract with the contracting authority. The lowest acceptable offer will receive the maximum number of points. The remaining offers will receive a number of points corresponding to the ratio between their offer and the lowest acceptable offer, such that the more expensive is the offer, the fewer points it receives. P = (lowest acceptable offer/offer) x 100 After evaluation of the quality of the tender, the tenders are ranked using the formula below to determine the tender offering best value for money. An equal weight is given to quality and price Awarding The contract will be awarded to the tenderer reaching the highest score according to the following formulae: C = points technical award criteria + points financial award criterion (price) 2.5. Technical offer The technical offer must cover all aspects and tasks required in the technical specification and provide all the information needed to apply the award criteria. Offers deviating from the requirements or not covering all requirements may be excluded on the basis of nonconformity with the tender specifications and will not be evaluated. 9

10 2.6. Financial offer The price for the tender must be quoted in euro (use Annex 4). Tenderers from countries outside the euro zone have to quote their prices in euro. 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. The quoted price must be a fixed amount which includes all charges (including travel and subsistence). Travel and subsistence expenses are not refundable separately. 3. TECHNICAL SPECIFICATIONS 3.1. Background Information The European Commission acts as a Leading Institution (hereinafter ''LI'') on behalf the European Institutions (hereinafter "EI") for this Interinstitutional call for tender. A framework contract will be signed by the LI and the successful tenderer. A specific service contract will then be concluded separately, but on identical terms, by each EI involved, and each EI will manage its own specific contract. All the EI retain the power to manage their own contracts; such powers have not been delegated to the LI. Any executive body or agency of the European Union created or becoming autonomous following the launch and award of this contract may also conclude an identical contract separately with the successful tenderer. However, the value of any such contracts may not, under any circumstances, exceed 10% of the volume of the contract. The EI are planning to enter into a contract to provide its in-service trainees with a health insurance policy. The following EI are associated with this procedure: European Commission and a number of executive bodies and agencies of the European Institutions with whom the European Commission has concluded Service Level Agreements (SLA) 2, Council of the European Union 3, 2 The SLA partners of the European Commission participate in the Blue Book traineeship programme of the European Commission. The object of the Service Level Agreement is the administrative assistance (including financial management) provided by the European Commission to executive bodies and agencies for the placement of in-service trainees. The legal basis for the official Blue Book traineeships scheme of the European Commission (Commission Decision of C(2005)458) - ) 10

11 European Parliament 4, European Economic and Social Committee 5, Committee of the Regions 6, European Ombudsman 7 Court of Justice of the European Union 8 Each EI has the right to decide if the health insurance policy provided by the tenderer is compulsory. The LI estimates the following numbers of in-service trainees to be insured for all participating EI: European Commission including the SLA partners 1320 trainees per year for 5 months' period. Traineeships start on the 1 st of March and 1 st of October (two sessions annually). After every traineeship session 4 to 10 in-service trainees remain in service until the end of the first month of the next session, to ensure the continuity of trainee activities. Council of the European Union 140 trainees per year for 5 months' period. Traineeships start on the 1 st of February and 1 st of September (two sessions annually) European Parliament 450 Schuman trainees per year for 5 months' period. Traineeships start on the 1st of March and 1st of October (two sessions annually) 180 trainees (training placements) per year for 4 months' period. Traineeships start on the 1st of January, 1st of May and 1st of September (three sessions annually) 320 translation trainees per year for 3 months' traineeship (three sessions annually) 70 interpretation trainees per year for 19 days traineeship

12 2500 trainees of the Members of the European Parliament per year for 4 months' traineeship 230 trainees of political groups per year for 3-10 months traineeship (number of sessions 1 or 2) 7 Fellows spread between 1 February-30 April and 1 September-31 December. Each period of Fellowship lasts 6 weeks maximum. European Economic and Social Committee 50 trainees per year for 5 months' traineeship. Traineeships start on the 16 th of February and 16 th of September (two sessions annually). Committee of the Regions 40 trainees per year for 5 months' period. Traineeships start on the 16 th of February and 16 th of September (two sessions annually) European Ombudsman 10 trainees per year for a maximum 12 months' period. Traineeships start on 1 January and 1 September (two sessions annually) Court of Justice of the European Union 70 trainees per year for a maximum 5 months' period. Traineeships start on 1st March and 1 st October (two sessions annually) Institution Consolidated data per EI for 1-year period Estimated number of in-service trainees Estimated ratio of in-service trainees insured Estimated number of insured months Total estimated number of insured trainees/months European Commission % Council of European Union % % % % European Parliament 70 30% % 0,6 in average 13 1 week to 18 months % % in average

13 7 100% 1,5 10 European Economic and Social Committee 50 50% Committee of the Regions % European Ombudsman % Court of Justice of the European Union 70 20% 5 70 TOTAL: This information is indicative and does not in any way commit the EI as to respect the actual number of in-service trainees and the volume of the service required. The EI maintain the right to change the volume in function of their requirements. The beneficiaries of this health insurance policy will be: Each person who is an in-service trainee of the EI (primary beneficiary); Spouses of in-service trainees and their children (secondary beneficiary). Presence of spouses and children is rather incidental Contract Objectives and Expected Results Overall objectives The overall objective to which this contract will contribute is to provide the EI with a collective health insurance policy for primary and secondary beneficiaries. In the specific case of the trainees of the Members of the European Parliament, and according to provisions laid down in Bureau decision of 19 April , the contract shall contribute to provide the possibility for Members to request that the trainee benefits from the insurance provided for Parliament s trainees in the event that the Member s trainee does not already hold accident and sickness insurance cover before starting the traineeship Results to be achieved by the Contractor The management and implementation of the health insurance policy, i.e. enrolment, reimbursement, assistance, shall be efficient, simple and clearly explained to the beneficiaries. The insurer shall give assistance to the beneficiaries at any moment. Ensure that all beneficiaries are subject to the same coverage Scope of the Work Geographical area to be covered The large majority of in-service trainees are selected from amongst nationals of the Member States of the European Union and some from third countries. 9 PE /BUR 13

14 Approximately 80% of trainees are based in Brussels, approximately 10% in Luxembourg and remaining 10% are sent to the Commission s Representations in the EU Member States and the EU Delegations outside the EU. Concerning European Parliament Member s trainee, approximately 15% are based in the Member States and the rest are based in one of the seats of the Parliament, mostly in Brussels. Insurance coverage must be valid in any country in the world where the beneficiaries might travel during the traineeship, for private or traineeship reason Specific tasks The tenderer is expected to acquire knowledge of the traineeship scheme of the EI. The services offered shall fit the needs of the beneficiaries. The insurance policy must provide the coverage and services listed in points A and B below for all beneficiaries. Where ceilings are to be applied, the tenderer must indicate these for each item or sub-item. The proposed policy for the risks considered shall be provided as part of the offer. A. The coverage of the insurance The insurance will cover the costs as stipulated in Annex 6. The beneficiary can use the public or private health service and is free to choose his/her own doctors and hospitals. B. Complementary services The tenderers must include provisions for complementary services in their offers. This shall include: a) a dedicated website; b) a welcome package including information leaflet, proof of insurance, guide on procedures for making claims as well as claim forms; c) a helpdesk to contact in case of an emergency (including the specification of response time in emergencies); C. Extension of the validity period by the beneficiaries The tenderers shall specify in their offer the conditions under which in-service trainees may extend the insurance after the traineeship period. This shall be done against the payment of a fee directly by the trainees who subscribe to the service and shall not be charged to the EI Period of validity The insurance will cover beneficiaries during the entire period of the traineeship. The insurance scheme must cover the beneficiaries wherever they are in the world, in and out of the work place and for 24 hours a day Level of the coverage 14

15 The specific levels of reimbursement for insurance coverage including the applicable ceilings for the risks presented in Annex 6. The most common level of reimbursement is at 85 % Claims and reimbursement to the beneficiaries Tenderers shall propose an efficient and simple reimbursement system which shall allow for timely reimbursement in the applicable currencies within a maximum deadline of one month. Monetary transfers shall be free of charge for the beneficiaries. Supporting documents have to be accepted in the original languages. Beneficiaries will first claim their health insurance costs from the tenderer and subsequently from their national health insurance scheme for the remaining part if they wish so Communication and relations with main actors Regular communication will be needed between the contractor and the EI, who are responsible for the implementation of their contracts. The tenderer shall propose a system which will allow for efficient communication with the EI, and a procedure for acquiring feedback on the operation of this system in the light of experience and improving it in consequence (flexible approach) Languages The general and the specific conditions of the insurance policy and all supplementary information must be available in at least the working languages of the EI (FR, EN and DE). Moreover the insurer has to be able to give assistance to beneficiaries in any of the official languages of the EU Contract management Responsible body Direct service contracts will be concluded separately, but on identical terms and conditions as specified in Annex 5 of the Tender Specifications, by each EI involved and each will manage its own contract. The European Commission, as LI, will supervise the implementation by the EI through specific service contracts, in particular with regard to the total amount (the volume of services) as indicated in this call. In this context, the LI may use a negotiated procedure in line with Article f) of the Rules of Application of the Financial Regulation Implementation of the contract Enrolment of the beneficiaries to the insurance policy scheme At least 1 week before the start of each traineeship session, the EI will provide the contractor with the names and personal data of beneficiaries. Specifically for the European Commission, at least 1 week before the end of each traineeship session, the European Commission will also provide the contractor with the 15

16 names of 4 to 10 in-service trainees who will remain in service until the end of the first month of the next session. Specifically for the trainees of the MEP, the list of trainees will be communicated on a regular basis to be agreed with the contractor as the internship may start at any time during the year. Any change will be communicated to the contractor as soon as possible. Tenderers shall, as part of their tenders, propose an efficient system, which will ensure timely enrolment and termination of the insurance coverage for beneficiaries. The enrolment system must respect the data protection requirements. The contractor will cancel the insurance coverage within maximum 15 calendar days as from the given notice. Payments/Clearing The initial number of beneficiaries enrolled per session should be reflected in the interim report and will be the basis for the interim payment. The actual number of beneficiaries insured per session should be reflected in the final report and will be a basis for the payment of the balance or recovery of funds. This will be based on a calculation multiplying the number of insured months for all beneficiaries per session by the flat rate per capita per month premium (see Annex 4). The tenderer shall also take into consideration half-month periods for in-service trainees who start/end their traineeship in the middle of month. If the resulting amount is higher/lower than the amount already paid (interim payment), the difference will result in a payment of the balance or in the recovery of funds. The tenderer shall also take into consideration that European Parliament Member s trainees can start and end their traineeship any day of the month. Therefore, a payment of the premium pro rata of days should be offered Commencement date and period of execution The contract shall enter into force upon signature of the last contracting party. The duration of the tasks shall be of a contractual period of twelve months. Execution of the tasks will start on 1st March The contract may be renewed up to three times, each time for a period of execution of tasks of 12 months. 4. REPORTS 4.1. Reporting requirements The reports and potential annexes shall be submitted in three paper copies in English or French as well as in electronic format (Word). The EI will comment on the reports within 45 days. In the absence of observations from the EI by that deadline, the reports will be considered as being approved. The reports shall be submitted according to the specific needs of each EI. Within 20 days of receiving the EI s observations, the contractor will submit the reports in definitive form, taking full account of these observations, either by following them precisely, 16

17 or by explaining clearly why not. Shall the EI still not consider the reports acceptable, the contractor will be invited to amend the report until the EI is satisfied Interim reports Interim reports shall be submitted two times per contractual period at the latest one month after the beginning of each session and shall contain the following information: actual number of beneficiaries enrolled in the current session, including their personal data (first and family names) and the period of validity of the coverage Final reports The final reports shall be submitted two times per contractual period at the end of the first month of the next session and shall contain the following information: final number of beneficiaries enrolled in the current session, including their personal data (first and family names) and the period of validity of the coverage, number and nature of incidents, number and nature of complaints of beneficiaries, problems encountered, solutions found or proposed, and impact on future work Graphic requirements All final deliverables produced for each EI shall conform to their corporate visual identity by applying the relevant graphic rules. Specifically for the LI these rules are set out in the European Commission's Visual Identity Manual, including its logo 10. For full details on Commission policy on accessibility for information providers, see: 5. ANNEXES The following documents are annexed to these Tender Specifications and form an integral part of them: Annex 1: Annex 2: Annex 3: Annex 4: Tenderer Information Declaration on Honour Economic & Financial Capacity (link in point of this document) Price 10 The Visual Identity Manual of the European Commission is available upon request. Requests should be made to the following address: 17

18 Annex 5: Annex 6: Draft Contract Rules of reimbursement 18

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