PROFESSIONAL CONFERENCE ORGANISER SERVICES TERMS OF REFERENCE ATTACHMENT 1

Transcription

1 PROFESSIONAL CONFERENCE ORGANISER SERVICES TERMS OF REFERENCE ATTACHMENT 1

2 Contents Terms of reference BACKGROUND OBJECTIVES OF THE CONTRACT DESCRIPTION OF ETF EVENTS Annual planning Geographical distribution...3 ETF partner countries...3 European Union Member States Type of ETF events Participants OUTLINE OF ACTIVITIES AND SERVICES TASKS TO BE PERFORMED BY THE CONTRACTOR AND STAFF PROFILE Overall management of the contract Management of individual event assignments Team profiles DESCRIPTION OF THE CONTRACT Type of contract Scope of the contract Duration of the contract Commission IMPLEMENTATION OF THE FRAMEWORK CONTRACT Kick off period Organisation of work at the ETF On-site presence of contractor s staff Rules for the execution of the contract...9 Finance...9 Ethics Selection of suppliers and subcontractors REPORTING Overall management Individual event assignments PAYMENT ATTACHMENTS Annex A - Operational guidelines for ETF events Annex B - Financial guidelines for ETF events Erro! Utilize o separador Base para aplicar Title ao texto que pretende que apareça aqui. 02

3 1. BACKGROUND The ETF is a specialised EU agency that helps partner countries to harness the potential of their human capital. Its objective is to contribute, in the context of the EU s external relations policies, to improving human capital development in its partner countries: the future EU Member States, South Eastern Europe, Eastern Europe and Central Asia, and the Mediterranean region. The ETF helps the European Commission to maximise the relevance of its support to these countries. To this end, it collects, compiles and distributes information on labour market characteristics, and education and training in the partner countries. By analysing this information, ETF experts are able to single out areas where EU support can make a real difference to vocational training reform and set out suitable strategies for its accomplishment. This is done in dialogue with both the European Commission and the national authorities. Further details about the ETF and its activities can be found at In the context of its communication strategy, the ETF considers meetings and events an important channel of communication and a means of enhancing dialogue and interaction with its main audiences and target groups. Through face to face communication, the ETF aims to share and develop knowledge, learning and networking with its key strategic partners, customers and external stakeholders in the partner countries and with the EU institutions and international organisations. 2. OBJECTIVES OF THE CONTRACT This call for tender will lead to the contracting of a quality professional conference organiser to support the ETF in event, conference and workshop organisation. 3. DESCRIPTION OF ETF EVENTS 3.1 Annual planning The ETF event work plan is published annually by 31 March and is updated quarterly. This work plan does not commit the ETF to the contractor in any way. The number of events using the PCO per year varies (the average is 38 per year for the past four years). ETF events follow a cyclical pattern with peak periods of intense activity especially in the last quarter of the year. 3.2 Geographical distribution The ETF may organise events in any of its partner countries as well as in any of the EU Member States, currently: ETF partner countries Albania, Algeria, Armenia, Azerbaijan, Belarus, Bosnia and Herzegovina, Egypt, the former Yugoslav Republic of Macedonia, Georgia, Iceland, Israel, Jordan, Kazakhstan, Kosovo*, Kyrgyzstan, Lebanon, Libya, Moldova, Montenegro, Morocco, Palestine, Russia, Serbia, Syria, Tajikistan, Tunisia, Turkey, Turkmenistan, Ukraine, and Uzbekistan. *This designation is without prejudice to positions on status, and is in line with UNSCR 1244 and the ICJ Opinion on the Kosovo declaration of independence hereinafter Kosovo Erro! Utilize o separador Base para aplicar Title ao texto que pretende que apareça aqui. 03

4 European Union Member States Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovak Republic, Slovenia, Spain, Sweden, and the United Kingdom. Events might exceptionally be organised in other countries. In all cases the contractor must be able to provide the same kind of activities and services described in this tender. 3.3 Type of ETF events Events organised by the ETF can be meetings or study visits. Meetings include conferences, seminars and workshops ranging in size from two to 200 participants, and the average number of participants is 30 to 50. Study visits consist of groups of variable sizes, from around three to 20 experts from the partner countries and a few ETF staff and imply a tour to visit training organisations or institutions in an EU Member State or another partner country. A visit can vary from three days to one week. During the study visit the group may visit several different institutions in the same day, sometimes requiring travel from one city to another. 3.4 Participants ETF event participants come from highly diverse professional groups related to human resources development, training, education and employment: High level officials, personalities and speakers such as ministers, commissioners, politicians from national governments and the European Parliament. Policy makers and key stakeholders from the EU institutions and bodies, especially the European Commission, national governments and public institutions in EU Member States and partner countries, the ETF Governing Board or equivalent. Experts, specialist, researchers and practitioners from national and international organisations, such as the World Bank, the International Labour Organisation (ILO), the Organisation for Economic Cooperation and Development (OECD), universities and other relevant networks. Representatives of regional and local governments, institutions, companies, trade unions, NGOs, etc. Media including specialised press, free-lance journalists, social media journalists, bloggers. ETF staff The ETF organisational structure can be found on Participants are categorized for different events. Please see Operational guidelines for ETF events. 4. OUTLINE OF ACTIVITIES AND SERVICES Meeting services for ETF events may include the following: Financial management Planning, coordination and reporting Management of invitation and registration of participants in English/French/Russian Travel arrangements (prepaid tickets) for guest participants Erro! Utilize o separador Base para aplicar Title ao texto que pretende que apareça aqui. 04

5 Reimbursement of participants for costs such as insurance and visa costs, possible purchase of flight tickets, reduced per diems, local travel costs, etc. Visa support Contracting and management of speakers and facilitators Venue selection and contracting Hotel selection and contracting Catering Simultaneous interpretation and related technical infrastructure Audio visual equipment Transportation on-site (including transfer from/to airport) Special programmes and entertainment Temporary support staff Design and print of ETF event documents and materials Design and management of posters and small fair sessions Management of conference documents and conference materials Risk assessment, security and insurance Full management of the event on site Protocol issues The request for these services will vary from event to event. In preparing their offer, tenderers are invited to take into account the elements described in the Annex A - Operational guidelines for ETF events. 5. TASKS TO BE PERFORMED BY THE CONTRACTOR AND STAFF PROFILE For the activities to be successfully implemented, the contractor will need to ensure that both the overall management of the contract and the management of individual event assignments are properly covered. For this purpose, the contractor will assign a team and make a suitable management and backup structure of personnel with appropriate skills available. In particular, the contractor will appoint: One project director as main reference person, supported by one project manager for the overall management of the contract. A project assistant as a main reference person, plus operational staff as required for the coordination of each individual event assignment. Erro! Utilize o separador Base para aplicar Title ao texto que pretende que apareça aqui. 05

6 Support may be required from a liaison officer based on-site at the ETF during the run up to certain events or during periods of heavy workload. They will be expected to work normal ETF working days and working hours. Exceptionally their activities may, in agreement with the contractor(s), be carried out off-site. 5.1 Overall management of the contract The contractor shall appoint a project director to supervise the overall management of the contract. The project director will be responsible for: agreeing on procedures and standards of operations in cooperation with the ETF Communication Department ensuring that the same methodology and quality standards are applied by the contractor s staff during the organisation of all ETF events and that activities and services are delivered according to contractual standards ensuring risk and quality control of all activities performed, and corrective actions as required ensuring regular coordination activities, reporting on work progress and overall event statistics. 5.2 Management of individual event assignments For each event assignment, the contractor will assign a project assistant responsible for some or all of the following: providing advice and guidance on the event ensuring the management of participants ensuring the implementation of logistical activities and services required for the event maintaining regular oral and written communication ensuring prompt and timely action of planned activities or ad hoc requests ensuring prompt and timely communication with participants reviewing actions on an on-going basis and being proactive in proposing steps to enhance the impact of the activities coordinating with third parties involved with the ETF event ensuring the smooth running of the event on site reporting on technical and financial issues after the event. The contractor must assign staff with the competences needed to ensure high level service for each event, in particular with regard to peak periods and linguistic requirements. In addition they must be able to reply to requests from the ETF or event participants within one working day. 5.3 Team profiles The project director should: be a senior officer with a minimum of eight years experience in event organisation at international level and in a multicultural environment, and relevant work experience with the contractor Erro! Utilize o separador Base para aplicar Title ao texto que pretende que apareça aqui. 06

7 be highly qualified and possess strong coordination and management skills be proactive, dynamic, flexible and willing to share knowledge and expertise with the ETF have assumed a position of responsibility in the event organisation profession have an excellent knowledge of English and a good command of Italian. The project manager should have a profile similar to and adequate to support the project director in his/her activities. The project assistants should: be qualified experts having received high level training in events organisation, with at least three years professional experience and a relevant work experience with the contractor possess strong organisational, planning skills as well as service orientation have assumed full autonomous responsibility for event management in their previous professional experience be proactive, dynamic, flexible and good team players have an excellent knowledge of English and a good command of Italian and/or French. The liaison officers and other operational staff should possess the competences needed to ensure a high level of support service, including: strong service orientation excellent communication and team working skills very good knowledge of written and spoken English to maintain professional contact with ETF staff and ETF event participants a good command of a second language. The contractor must be able to provide staff able to communicate competently in the following languages: English, Italian, French and Russian. Arabic will be an asset. The contractor shall guarantee that the team assigned to the ETF contract is properly staffed to ensure a consistent high level of performance in accordance with the contractual obligations, taking into account any variations in the ETF event cycle and peak periods. During the period of the framework contract, the contractor is obliged to ensure that the team is composed of at least the same number of people with similar skills and professional experience as proposed in the tender. In case of the replacement of a team member by the contractor during the period of the contract, the ETF should be informed in writing and receive the CV of the proposed staff member in advance. The ETF may require one or more members of the team to be replaced in order to ensure that an adequate service is provided in accordance with the contractual obligations. For all administrative purposes, it must be noted that the working language at the ETF is English and all correspondence and working documents between the contractor and the ETF should be in English. Erro! Utilize o separador Base para aplicar Title ao texto que pretende que apareça aqui. 07

8 6. DESCRIPTION OF THE CONTRACT 6.1 Type of contract A framework contract is a legal agreement between two parties, the contracting authority (the ETF) and the contractor. It acts as the basis for the purchase of services by the ETF. The framework contract contains a description of the scope of work the ETF may request the contractor to perform, methodology, timing and fees to be respected by the contractor. The framework contract itself is not an order for services and does not guarantee that services will actually be requested. Order forms linked to individual event assignments are used to purchase the services required. The framework contract has no fixed amount. However, the budget estimated for the period is approximately 6,000,000. This amount is fully inclusive of costs which will be incurred by the ETF in organising events, including reimbursable costs (hotel, prepaid flights, catering, etc.) and contractor fees, and it does not represent a guarantee of execution. 6.2 Scope of the contract This framework contract covers professional support for all activities and services related to the organisation of ETF international and regional events which may be held in any EU Member State or in the ETF partner countries. In some partner countries the ETF has contracts with local providers for domestic events. In countries in which the ETF does not have such contracts, domestic events will also be covered by this framework contract. 6.3 Duration of the contract The framework contract shall enter into force on the date on which it is signed by the last contracting party, for a period of one year. At the expiry date, the contract will be automatically renewed for a further 12 months unless one or both of the parties terminate the contract by means of six months written notice sent by registered mail. The overall duration of the contract will not exceed four years. 6.4 Commission Commission is not permitted under the conditions of this contract. Should the contractor benefit, at any time, from any special conditions, general or individual, or be offered any reductions, rebates, discounts or any other benefit from its service providers, in the context of the activities of this framework contract, these favourable conditions, reductions, rebates, discounts or other benefit regardless of their source, should be conferred to the ETF. 7. IMPLEMENTATION OF THE FRAMEWORK CONTRACT 7.1 Kick off period A kick off period of around four months from the entry into force of the contract is envisaged to familiarise the ETF and the contractor with the respective procedures and practices. No fees will be paid for kick off activities and the ETF will only reimburse the related travel and subsistence expenses, where applicable. Erro! Utilize o separador Base para aplicar Title ao texto que pretende que apareça aqui. 08

9 An inception meeting will take place in Turin when the contract is signed. On this occasion, a provisional calendar of regular briefings, reviews and evaluation meetings will be agreed by both parties, to be held in Turin and/or at the contractor s headquarters. In principle, during the familiarisation phase, regular fine-tuning meetings will be organised as necessary, to allow the team assigned to the ETF contract to become fully acquainted with the ETF premises and facilities, the organisational structure, staff, event financial procedures, practices, tools. After the kick off period, evaluation meetings will be organised annually. Ad hoc meetings between the ETF and the contractor may be called by both parties, if the need arises, at any moment during the implementation of the contract. 7.2 Organisation of work at the ETF The responsibility of the overall management of the framework contract in the ETF lies with the Communication Department, regarding administrative, financial and operational procedures, quality standards and general supervision. The Head of the Communication Department is the Authorising Officer for the budget. The workflow and the indicative timetable for the implementation of ETF events are indicated in the Operational guidelines for ETF events. However they should be considered indicative as the nature of the ETF work means the ETF is not always in the position to stick strictly to the timetable. 7.3 On-site presence of contractor s staff For individual event assignments, the presence of the contractor s staff is required to ensure the smooth running and the successful completion of the event until its natural end. This principle applies to all events (including the study visits).in relation to the size and the complexity of the event, it is up to the contractor to make a proposal in its initial budget for the staff resources and number of days to be allocated on site, which shall be approved by the ETF. Inspection visits are excluded from this provision. In specific cases it can be agreed between the contractor and the ETF that the presence on site of the contractor s staff is not required if the activities can be implemented without the contractor s presence with no detriment to quality. In other cases, particularly when there is a high workload, the ETF will request the on-site presence of a liaison officer for events held at the ETF premises. The remuneration for this service shall be a daily flat fee per person depending on the job profile, and the cost shall be introduced in the budget of the specific ETF assignment. 7.4 Rules for the execution of the contract Finance The ETF s best financial interests For each individual assignment, the contractor undertakes that its proposal is in the ETF s best financial interests. In negotiating the price, conditions and complimentary services with the service provider the contractor will ensure that the ETF benefits from promotions and special rates and will inform the ETF where such rates have been obtained. Erro! Utilize o separador Base para aplicar Title ao texto que pretende que apareça aqui. 09

10 ETF legal commitment The only formal legal commitment of the ETF is the order form. Any expense incurred by the contractor before the date of issue of the order form will not be eligible for funding. VAT exemption The ETF is, as a rule, exempt from all taxes and duties, including value added tax (VAT). The contractor shall complete the necessary formalities with the relevant authorities to ensure that the goods and services required for performance of the contract are exempt from taxes and duties, including VAT (see Article II.15.4 of the draft contract). Cancellation of activities If events are cancelled for which an advance or a deposit has been paid by the contractor to a supplier on behalf of the ETF, the ETF will be responsible for such expenses. However, the contractor shall act diligently and in the best interests of the ETF negotiating the best conditions for cancellations. The ETF should be warned in advance if a situation becomes critical. Ethics Code of conduct The contractor shall act loyally and impartially and as a faithful advisor to the ETF in accordance with the rules and/or code of ethics of its profession. Upon the signature of the contract, the contractor will be asked to sign a code of conduct for ETF events implementation. Confidentiality The contractor must ensure that staff assigned to the execution of each specific contract will act with appropriate discretion at all times and treat any information they acquire in the course of carrying out their duties as confidential, even after completion of the contract. It shall, in particular, refrain from making any public statements concerning the project or the services without the prior approval of the ETF (see Article II.5 of the draft contract). Equal opportunities The ETF applies a policy of equal opportunities and takes care to avoid any form of discrimination. This must be reflected in the contractor s approach. 7.5 Selection of suppliers and subcontractors In order to demonstrate that the best competitive rates and conditions are obtained for the ETF, the contractor should explain how suppliers are selected, upon request from the ETF. The contractor may be asked to provide a selection of up to three price quotations for any requested major services and, upon request from the ETF, also for minor ones. In case the contractor is of the opinion that a subcontract to a local organisation is necessary for the coordination of an event, a written proposal shall be submitted to the ETF demonstrating that the use of the local sub-contractor represents an efficient and value for money solution. Written approval to proceed shall be obtained from the ETF. See also Financial guidelines for ETF events. The contractor is responsible for the overall performance of the suppliers and subcontractors and the quality of services delivered, and shall be the only interface with the ETF. Erro! Utilize o separador Base para aplicar Title ao texto que pretende que apareça aqui. 10

11 The contractor should always retain evidence of the procedure followed for the selection of both suppliers and subcontractors. Market competition The contractor should ensure that the supply and service providers are selected on the basis of efficiency, value for money and fair and transparent market competition. The contractor may be asked to provide a selection of up to three price quotations for any requested service. Upon request, the contractor shall submit a copy of the original offer received from suppliers. 8. REPORTING 8.1 Overall management In coordination with the ETF Communication Department, the contractor s project director will ensure regular assessment of the activities, in particular through: briefings and written reports history and financial statistics on ETF events (participants, budget, cancellation penalties and other costs incurred, satisfaction surveys, etc..). 8.2 Individual event assignments After each event, the project assistants will submit one technical and one financial report. Post-event technical report A technical report shall be submitted to the ETF within one calendar week from the end date of the event. It shall include: the post-event list of participants (both word and excel file) the participants satisfaction survey results the post-event evaluation. More details about technical reporting are available in Annex 1. Post-event financial report A financial report shall be submitted to the ETF together with the invoice within one calendar month from the end date of the event. It shall include: the final balance the overall logistics list a brief statistical overview of relevant figures and data related to the event. The financial report has to be approved by the ETF and final payment will depend on its approval. More details about financial reporting are available in the Annex B Financial guidelines for ETF events, chapter 3.3. Erro! Utilize o separador Base para aplicar Title ao texto que pretende que apareça aqui. 11

12 All reports shall be delivered to ETF in electronic format, where possible. The ETF may request additional information to be added to the final reports or any other requested reports. 9. PAYMENT Payment will take place as a rule within 30 days from receipt of the advance invoice, 60 days for the final invoice. A suspension period will be applied in case the financial report is not approved and clarifications are deemed necessary. In such cases the contractor will have five working days to provide a complete and properly documented answer. More details about pre-financing and payment are provided in the Annex B - Financial guidelines for ETF events. ATTACHMENTS Annex A - Operational guidelines for ETF events Annex B - Financial guidelines for ETF events Erro! Utilize o separador Base para aplicar Title ao texto que pretende que apareça aqui. 12