Services to Support ETF Project Activities in Ukraine

Item Description:

The European Training Foundation is planning to award the contract resulting from the above procurement procedure. The procurement documents consist of the contract notice, the invitation letter, the draft contract and the tender specifications. All documents are available in the attached ZIP File.

The ETF is an agency of the European Union based in Turin, Italy. It works with transition and developing countries to apply human resource development (HRD) strategies to socio-economic development. As the EU’s centre of expertise, ETF supports education and training reform in the context of the EU external relations programmes. The ETF acquires expertise in multiple disciplines to handle complex and multidimensional topics in a team based approach, in order to create new knowledge, result orientated competencies and solutions in the partner countries.

The work of the ETF is based on the evidence that education and training can make a fundamental contribution to increasing prosperity, creating sustainable growth and encouraging social inclusion in developing and transition economies. The ETF adds value to the EU external relations programmes by facilitating communication and learning between the EU and its partner countries; ETF considers system reform in education and training as a cornerstone for more efficient human resource development strategies.

The ETF provides services (advice and assistance) to the European Commission and a number of the partner countries that receive support from the European Union’s external relations programmes for the modernisation of human resource development policies.

The ETF annual work programme and information on specific projects can be found on http://www.etf.europa.eu.

Given the subject of the contract, participation in this call for tender is open to all natural and legal persons that are established (domicile or headquarters respectively) in the EU, the ETF partner countries (for the full list see the tender dossier or visit http://www.etf.europa.eu), Iceland, Norway and Liechtenstein and to international organisations.

For UK tenderers: Please be aware that following the entry into force of the EU-UK Withdrawal Agreement on 1 February 2020 and in particular Articles 127(6), 137 and 138, the references to natural or legal persons residing or established in a Member State of the European Union are to be understood as including natural or legal persons residing or established in the United Kingdom. UK residents and entities are therefore eligible to participate under this call.

Objective and expected results of the service

The objective of the requested service is to conclude a framework contract for services to support locally the implementation of ETF activities in Ukraine.

Due to the nature of the services required and their place of delivery, the ETF is seeking an economic operator, which will ensure a strong local base in the country and with staff appropriate for achieving the scope of the contract.

The service provider will be required to provide upon request the three main types of services described below, which may also be closely linked.

Requested services and related activities

The Contractor will be responsible for providing the deliverables and implementing the related activities, directly contributing to the achievement of the objective(s) and result(s) described above.

Type of services that the ETF may require

Service A: STANDARD EVENT – Organisation of project events such as meetings, workshops, seminars, conferences, study visits in the field of ETF work.

The Contractor will be in charge of the organisation of all logistics and administrative activities related to a specific meeting or event, following ETF directives.

The ETF events are indicatively one-day meeting of several experts (mostly locals) with up to approximately 50 participants (with a limited number of participants coming from other ETF partner countries or from the EU Member States) requiring, for example, overnight accommodation, meeting facilities, interpretation, translation of working documents, etc. They may also involve study tours with duration of up to 6 days.

In exceptional cases, the Contractor may be asked to organise an ETF event for stakeholders outside of the country, in which case, the Contractor may be required to make international travel arrangements, liaise with the local stakeholders and service providers in the country in question, etc.

ETF and international/national experts may also be invited to attend these events. Their travel arrangements and expenses are often covered by other means, but as a rule, they would require logistical assistance by the Contractor for their participation.

Service B: CO-ORGANISED EVENT – Provision of a limited set of event-related services.

The Contractor will be in charge of the organisation of some logistic and administrative activities related to a specific meeting or event, also in cooperation with other authorities, following ETF directives.

The Contractor will provide only one or few event-related services (i.e. catering, interpretation, meeting room set-up, technical equipment). This type of service involves a limited management of participants (Ref. List of activities).

The ETF and the Contractor will agree on the number of hours required for each assignment, based on the activities requested by ETF. The detailed requirements of the project event will be outlined in specific Terms of Reference (Event profile) which will be sent to the Framework Contractor along with a Request for services.

Service C: Support to the organisation of ETF missions to the country (MISSION PACKAGE).

The Contractor will assist ETF staff in the organisation of bilateral meetings with the country counterparts.

Indicatively, a typical ETF mission may consist of 1-2 persons who stay in the country for up to 7 working days with a maximum of 4 meetings per day. The ETF has an average of 6 missions per year.

Service D: Translation of documents and working papers with technical specialised terminology for events.

The ETF may require support to translation of documents (English – official language-s of the country and viceversa) and working papers with technical specialised terminology for events.

ETF may also request the assistance in preparation, layout and printing of the documents for specific events.

If these services are needed, detailed requirements will be outlined in specific Terms of Reference (Event profile), which will be sent to the Framework Contractor along with a Request for services.

Download all available documents in: [ZIP]