Provision of interim staff services

Item Description:

The European Insurance and Occupational Pensions Authority, hereinafter referred to below as “EIOPA” or “contracting authority”, 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(s) and the tender specifications with their respective annexes. All documents are available in the attached ZIP File.

Background

The EIOPA is a multi-cultural, multi-lingual body of the European Union, based in Frankfurt am Main, Germany, and its working language is English.

Staff members employed by EIOPA are subject to Staff Regulations of Officials of the European Union and the Conditions of Employment of Other Servants of the European Union, hereafter “EU Staff Regulations”.

EIOPA will require interim staffing services (provision of temporary agency workforce) as a complement to the above mentioned regular staff, for the following reasons:

• to temporarily replace staff absent due to maternity leave, long-term sickness or other reasons;
• to cope with peak periods which require an additional workforce for a fixed period of time;
• to carry out on a temporary basis additional tasks to the ordinary ones resulting from specific time limited or ad-hoc projects;
• to reinforce existing capacities in support of administrative functions when necessary, in particular outside the core business ;
• to carry out tasks requiring specific competencies, which are not available within the EIOPA, but are specific, limited in time and unforeseen.

The objective of the envisaged framework agreement is to support EIOPA by providing an efficient and flexible way of providing the organisation with the supply of interim staff for the above mentioned reasons.

Description of Services.

The overall objective of the tender is to provide EIOPA with the necessary interim staff within a reasonable timeframe and in line with the requested profiles. Interim staff is foreseen for support mainly in the areas of HR, IT, Finance, or any other business area EIOPA is responsible for. The variety of activities and duties for which EIOPA may request interim staff may include, among others, the following:

• General administrative support (filing, archiving physical and digital records, updating the asset inventory, or similar simple and directed tasks not covered by the managed service contracts in place);
• Support for the organisation of meetings, conferences and events;
• Specific administrative duties involving some degree of technical knowledge such as in the area of document management, travel arrangements, asset management, and general management assistance;
• Support for communications activities (e.g. press relations, intranet updates);
• Assistance and support for projects clearly limited in scope and time;
• Providing assistance to short-term task or projects requiring expertise or higher degree of technical knowledge currently not held or available in EIOPA (i.e. certifications, knowledge of programming languages, designated IT skills).

The above mentioned list of activities and duties is indicative of the type of assignments likely to arise.

Specific activities

The contractor shall perform the following activities:

• Identifying suitable interim staff according to the profiles defined in these Terms of Reference;
• Pre-screening of CVs and conducting interviews with potential candidates prior to forwarding the CVs to EIOPA;
• Arranging interviews between EIOPA staff and the potential interims; • Signing Specific Contracts with EIOPA to define the interim staff’s identity, the hourly rate, the maximum number of days and the duration of the assignment;
• Monitoring tasks, for example actual days vs. maximum days defined in the Specific Contract;
• Finding adequate replacement in case of (i) request by EIOPA (ii) termination of the contract between the supplier and interim staff;
• Organising and following up service review meetings with the appointed Contract Manager of EIOPA.

The above mentioned list of activities and duties is not exhaustive. It is indicative of the type of assignments likely to arise. The interim staff employed under Specific Contracts will carry out activities in order to support duties carried out by regular staff. Therefore, it is expected that deployed interim staff work in close cooperation with EIOPA staff members, other interim staff and other external contractors of EIOPA in the premises of EIOPA.

Download all available documents in: [ZIP]