Provision of Medical Services to the European Environment Agency and the European Commission Representation in Denmark

Item Description:

The European Environment Agency (EEA), as leading contracting authority for the purpose of this inter-institutional call for tenders, is planning to award the public contract resulting from the above procurement procedure. The procurement documents consist of the contract notice, the invitation letter, the draft contract and tender specifications with their respective annexes. All documents are available in the attached ZIP File.

Subject and scope of the contract

The contracting authorities wish to enter into a framework contract with an experienced service provider able to offer a series of medical services, including ergonomic checks and/or a wellbeing programme for their staff members at their premises located in Central Copenhagen (1050 K).

There are approximately 220 staff members working at the EEA. These staff members come from a wide range of national, professional, and cultural backgrounds. Their functions at the EEA vary from environment-related assessments and data-analysis to administrative or managerial tasks. The European Commission, Representation in Denmark has approximately 20 staff members.

The contracting authorities shall comply with various requirements for their staff in the area of medical services as defined in the Staff Regulations (SR) and the Conditions of Employment of Other Servants (CEOS) of the European Union. Therefore, the EEA, as leading institution for the purpose of this inter-institutional call for tenders, seeks to contract a medical adviser who will assist it and the European Commission, Representation in Denmark, as participating institution, in fulfilling their obligations by providing the services as specified in section 1.3 below.

Like most European and international organisations today, the EEA and the European Commission, Representation in Denmark´s tasks are primarily consultative and administrative in nature and are mainly carried out in offices, but increasingly through teleworking from home. Furthermore, a considerable number of staff travels for business frequently throughout Europe to meetings and conferences.

The contracting authorities further wish to work with an experienced service provider able to run a time limited programme within the human resource management area of wellbeing. The aim of such a programme is to reduce stress and create a robust working culture of openness, transparency, and trust at organisational and individual level. The effect of such a combined initiative that includes learning and development, leadership and staff commitment is a higher productivity and performance as well as a personal sense of being well, purposeful, and valued.

For the last four years the EEA has been engaged in developing the area of wellbeing. It has developed a robust wellbeing concept based on the New Economic Foundation’s work with the UK Government Office of Science’s Foresight Programme called ‘the dynamic model of wellbeing’ (https://www.nefconsulting.com/our-services/strategy-culture-change/wellbeing/). The concept encompasses social, mental, and physical health and wellbeing at work. As such the EEA has four areas of work within the wellbeing area:

• Policies and guidelines (in line with the SR and CEOS)
• Analytics (absences, turnover rate, staff surveys)
• Learning and development
• Activities and communication (stress counsellor, inhouse fitness and yoga classes, mindfulness circle and room)

The EEA directs its focus towards organisational culture and collective wellbeing rather than limiting its activities to health and safety at work.

Description of the foreseen services

The purpose of this inter-institutional call for tenders is to establish framework contract(s) with (an) economic operator(s) who will provide medical services including ergonomics to the EEA and the European Commission, Representation in Denmark and/or a tailored wellbeing programme. Hence, this call is divided in two separate lots:

• Lot 1 – Medical services including ergonomics

The contracting authorities consider that they will require the provision of various services within the medical services:—perform pre-recruitment examinations of prospective new employees on their aptitude or non-aptitude for employment;— carry-out medical check-ups every year offered to all staff members to detect or prevent any health issues and/or illness;— advise on compliance with regulatory framework according to the SR and CEOS by the Medical adviser;— data collection and maintenance of medical files of staff members accessible to the medical adviser and concerned staff member, only by authorisation of the former;— carry-out preventive health testing/vaccination campaigns (e.g. seasonal flu vaccination);— providing on-site ergonomic assessments of workstation in the offices of the contracting authorities upon request by Human Resource management (HRM);— consulting with medical experts (medical adviser, psychologist, occupational health therapist);— providing administrative service (invoicing, correspondence, verification, and certification of medical test results, etc.).

• Lot 2 – Wellbeing programme

By reference to the background information provided under section I.2) of the tender specifications, the contracting authorities expect the future contractor to provide the following services:— provide consultation on methodology and strategic choices for a wellbeing programme;— carry-out an initial stock-taking assessment of existing initiatives addressing wellbeing and their effectiveness;— present a wellbeing programme that is limited in time of 4-6 months and involves both staff and management;— run a series of workshops and other interactive tools that aim at engaging and strengthening the entire organisation within an increasingly volatile working climate;— monitor and report regularly on progress;— roll-out of a regular individual check-in with staff on wellbeing status, with option for follow-up consultation (max. 3 sessions);— prepare a final project report.

Tenderers may place an offer for one or both lots based on their expertise and experience. In case tenderers submit an offer for both lots, they are requested to submit their bids separately for each individual lot.

Each tenderer can only submit one offer per lot. No tenderer may participate in more than one consortium aiming at the framework service contract concerning one lot. Disregard of this rule will lead to the exclusion of all consortia involved in this practice.

Download all available documents in: [ZIP]