The purpose of this call for tender is to design, plan, conduct and evaluate training courses for personnel active in the civil protection field, appointed by the participating states of the Union Civil Protection Mechanism according to the Decision of the European Parliament and of the Council No 1313/2013/EU.
An additional important aim of this call for tender is to build on the synergies between the different Civil Protection actors in the participating states, in order to continue ensuring the diversity and richness of the civil protection training programme. The building of such a strong, comprehensive, well-coordinated and more efficient Civil Protection training programme can best be achieved through cross-border cooperation between the different training providers. This cross-border cooperation in training has assisted in increasing the preparedness level in the Member States in case of a major emergency and will continue better preparing civil protection personnel and experts in cross-border emergencies. Therefore, this objective aims for high diversity among the training providers in terms of geographical location, training personnel and general setting. Tenderers are asked to show in their offer how they intend to meet this objective.
The training courses will be conducted on a yearly cycle starting May/June until May/June of the following year.
The tender is divided into eight lots:
Lot 1: Union Civil Protection Mechanism Introduction Course (CMI)
The contractor shall design, plan, conduct and self-evaluate in total eleven to twelve Union Civil Protection Mechanism Introduction Courses (11 – 12 CMI) per cycle on the basis of the attached course description (annex 6.8). Each of the courses shall have a capacity of a maximum of 24 participants and each course shall last five full course days (travel time excluded). The actual dates must be approved by the Commission.
Lot 2: Technical Expert Course (TEC) and Modules Basic Course (MBC)
The contractor shall design, plan, conduct and self-evaluate in total eleven Union Civil Protection Mechanism Training Courses per cycle, consisting of the type Technical Experts Course (6 TEC) – including a Technical Experts Course for Maritime Incidents (TEC MI) once per cycle – and Modules Basic Course (5 MBC) on the basis of the attached course description (annex 6.8). Each of the courses shall have a capacity of a maximum of 20 participants and each course shall last six full course days (travel time excluded). The actual dates must be approved by the Commission.
Lot 3: Operational Management Course (OPM)
The contractor shall design, plan, conduct and self-evaluate in total eight Operational Management Courses (8 OPM) per cycle on the basis of the attached course description (annex 6.8). Each of the Operational Management Courses shall have a capacity of a maximum of 20 participants and shall last for seven full course days (travel time excluded).The actual dates must be approved by the Commission.
Lot 4: Staff Management Course (SMC) and Security Course (SEC)
The contractor shall design, plan, conduct and self-evaluate in total six to nine Union Civil Protection Mechanism Training Courses per cycle, consisting of the type Staff Management (4 – 5 SMC) and Security Course (2 – 4 SEC) on the basis of the attached course description (annex 6.8). Each of the courses shall have a capacity of a maximum of 20 participants. The SMC shall last six full course days and the SEC shall last four full course days (travel time excluded for both). The actual dates must be approved by the Commission.
Lot 5: Assessment Mission Course (AMC)
The contractor shall design, plan, conduct and self-evaluate in total four to five Assessment Mission Courses (4 – 5 AMC) per cycle on the basis of the attached course description (annex 6.8). Each of the courses shall have a capacity of a maximum of 20 participants and each course shall last for six full course days (travel time excluded). The actual dates must be approved by the Commission.
Lot 6: High Level Coordination Course (HLC) and Course on Negotiation and Decision-making (CND)
The contractor shall design, plan, conduct and self-evaluate in total six to eight Union Civil Protection Mechanism Training Courses per cycle on the basis of the attached course description (annex 6.8), consisting of the type High Level Coordination Course (4 HLC) and Course on Negotiation and Decision-making (2 – 4 CND). The High Level Coordination Course shall have a capacity of a maximum of 15 participants and shall last for four and a half full course days (travel time excluded). The Course on Negotiation and Decision-making (CND) shall have a capacity of a maximum of 20 participants, and shall last for four and a half full days (travel time excluded). The actual dates must be approved by the Commission.
Lot 7: Seminar for Mechanism Experts (SME)
The contractor shall design, plan, conduct and self-evaluate in total two to three Seminars for Mechanism Experts (2 – 3 SME) per cycle on the basis of the attached course description (annex 6.8). Each of the courses shall have a capacity of a maximum of 40 participants and each course shall last for 2 full course days (travel time excluded). The actual dates must be approved by the Commission.
Lot 8: Online Preparation and Testing tool
The contractor shall develop and design, plan, test, operate and maintain an online preparation and testing tool. This tool shall prepare, train and test civil protection personnel and experts who will participate in future Union Civil Protection Mechanism Training Courses. It shall help acquire a certain level of basic knowledge, as prerequisite for the participation in the respective courses. The content for all online courses and tests – based on the input of the other lots - shall be elaborated, drafted and updated (at least twice a year or on the occasion of any major change). For courses mentioned in lots 1 to 6 the online platform will also be used as a certifying tool, a requirement to participate in the respective training course. For a passed test a certificate will be issued electronically, which shall be stored in the database.
The contractor shall work under the supervision of the Commission and in close co-ordination with other contractors holding service contracts on Civil Protection training courses.
The contractor shall undertake the following tasks, with reference to the Decision of the European Parliament and of the Council No 1313/2013/EU on a Union Civil Protection Mechanism for a comprehensive framework for European cooperation in disaster prevention, preparedness and response:
Tasks for each lot, from Lot 1 to Lot 7
PHASE 1 – PREPARATION
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Task 1
Cooperation with stakeholders and between contractors of other lots
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Ad hoc working group
Each contractor shall establish an ad hoc working group to finalise the preparation.
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Conference
All contractors shall participate in one physical three day meeting in Brussels, in the Commission premises which will take place within 3 months after signing the contract. It will be a conference with all other contractors. The Commission shall approve the list of participants. The contractor has to cover the costs for the accommodation and travel of its own participants. Participants have to sign a confirmation that no other party will cover the cost for these meetings. All consortium members have to participate with at least one representative.
Other consultations can be arranged through video or phone conferences. In the case of a dispute about possible meeting dates, the Commission shall decide. The contractor shall distribute and receive all written communication to/from the working group through the CIRCABC application provided by the Commission. The contractor shall take advice from the working group and consult the Commission in writing before major decisions are taken. All meetings, conferences and written communication shall be in English.
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Task 2
Final preparation
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Course concept
The contractor shall finalise the overall course concept, curricula, course schedules and lesson templates for the courses. It shall to it, on the basis of the course descriptions (annex 6.8), the offered course concept and the discussions within the working group and in the conference mentioned above.
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Curricula
The contractor shall finalise the curriculum for the respective courses. The structure, degree of detail and taxonomy of the curricula shall correspond to the course description. The Commission will provide the contractor with a template, to be used as "curriculum" (annex 6.9).
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Lesson templates
The Commission will provide the contractor with a template, to be used as "lesson template". For each lesson the contractor shall finalise the lesson template with a structure, degree of detail and taxonomy corresponding to the draft curricula including a detailed description of the objective, the exact content and duration, the training material and the methodology used (annex 6.11).
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Progress report
At the latest two months before the beginning of the new training cycle, the contractor shall upload and store all documentation and a one page written description of the progress of phase 1 on CIRCABC.
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Task 3
Support of Lot 8, Online learning
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Documents
As soon as possible and at the latest two months before the start of the new training cycle, the contractors of Lot 1 to 6 shall provide the contractor for the preparation and testing tool (Lot 8) all documents and information related to their respective training courses. This preparation material shall cover in detail all contents of the courses managed by them. In addition, general reading material on civil protection issues, as considered appropriate should be provided.
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PHASE 2 – PLANNING
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Task 4
Planning
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Course schedule
The contractor shall do the final planning of the respective courses. The Commission will provide the contractor with a template, to be used as "course schedule" (annex 6.10). The contractor shall, for the Commission's approval, store all documentation of the planning process and the final course schedule in English in the designated forum of CIRCABC at the latest two months before the start of the new training cycle for approval.
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Course cycle planning
On request of the Commission, the contractor shall propose all concrete course dates for the upcoming course cycle. In the case of a dispute about possible meeting dates, the Commission shall decide.
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Task 5
Course capacity
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The contractor shall plan a course which can accommodate the maximum number of participants according to the course description.
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PHASE 3 – Personnel, DOCUMENTATION and venue / PARTICPANTS / TRANSPORT
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Task 6
Core team
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Core team
The contractor shall designate a core team (see also point 1.5) per lot, which shall be composed of:
a) One coordinator (contract management)
The contractor will designate one coordinator who has the overall responsibility for managing the Framework Contract and for the formal contacts with the contracting authority. (see also point 1.5.1)
b) One course director
The contractor will designate at least one course director for the core team who has the overall responsibility for running the respective courses. He/she is responsible for the entirety of the setup, timing and implementation of course activities. (see also point 1.5.2)
c) Lecturers
The contractor will designate at least three lecturers for the core team, which will conduct one or more course lessons. (see also point 1.5.3)
d) Team trainers
The contractor will designate at least four team trainers for the core team. The overall number of team trainers for exercises or group sessions must correspond to the number of sub-groups in which participants will be divided during the training courses. (see also point 1.5.4)
Team trainers are not compulsory for Lot 7, Seminar for Mechanism Experts.
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Task 7
Documentation
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Course documentation
The contractor shall prepare the detailed documentation for the course according to the relevant curricula.
On the first course day, the contactor shall offer all participants a printed version of all relevant documentation in English in a compiled form. This specific lesson documentation shall include a detailed description of the lesson's objective, the content of the lecture, training material, methodology used and reference material. This material is explicitly different from the material available in the preparation and testing tool.
The contractor shall upload to the designated forum of CIRCABC an electronic version of the binder content at the latest two weeks before the first day of the course.
b) Hand-out
If presentations are used during the lectures, the contractor shall print out a hand-out to enable the participants to take notes.
c) Electronic version
The contractor shall provide the participants with an electronic version of the complete documentation in English including a list of participants and lecturers with contact information, and a picture gallery of participants at the end of the course. This electronic version must also be uploaded in CIRCABC.
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Task 8
Course venue, participants and transport
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Practical arrangements
The contractor shall ensure all practical arrangements concerning attendance, travel, food and accommodation for the participants at least 4 weeks before the first day of each course. The contractor shall contract a venue which offers single bedrooms with own bathroom including shower for each participant. The venue should offer facilities for leisure and study.
The contractor shall host on one evening a social activity (e.g. cultural side event) as well as an official dinner for all participants on the evening before the last day of each course.
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Training venue
The contractor shall contract a venue that can provide one lecture hall, a minimum of four separate team rooms or equivalent with full access to PC + projector, including high speed Internet access 24/7. All training rooms must be equipped with an appropriate number of training materials, such as flipcharts, whiteboards, etc.
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Equipment
The OPM, AMC and SMC require specific equipment to conduct an appropriate exercise. Depending on the course a TAST ICT/ADMIN - Unit 1 – (OPM and SMC) or an Assessment Mission Kit (AMC) has to be used and be provided by the contactor.
The Commission may provide information in the form of a detailed equipment list upon request.
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Travel
The contractor shall plan for a situation where the overall time required for travel from the nearest airport to the venue and return, daily travel between accommodation and venues and passive travel time during the exercise session do not exceed a total of 12 hours. In addition, relocation between two training locations during the course shall not exceed 50 km.
Provisions must be made to ensure the timely arrival of the invited participants. Participants must travel economy class (plane) and/or first class (train), whichever takes the least amount of time. Pre-paid tickets shall be at the disposal of the participants at their airport or train station of departure with the necessary information for airport transfer to the appropriate accommodation/hotel/venue. The contractor has full responsibility to ensure that tickets are delivered on time to the participants. Training centres have the possibility to invoice costs for unused tickets resulting from late cancellation without due cause or a no-show, after approval of the Commission.
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Participants from participating states
It is expected that most participants in the courses will come from participating states of the Mechanism.
Experts coming from outermost regions of the European Union will be eligible to participate in the courses.
The outermost regions of the EU are:
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the Canary Islands (an autonomous community belonging to Spain)
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Madeira and the Azores (autonomous regions of Portugal)
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Mayotte, Martinique, Guadeloupe, French Guiana, Réunion, Saint-Martin and Saint-Barthélemy (overseas ”departments“ or ”collectivities“ of France).
See http://ec.europa.eu/internal_market/outermost_regions/index_en.htm
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Participants from EU institutions and agencies
The EU institutions, services and agencies may send a limited number of officials to participate in the courses at their own costs (travel, accommodation and meals).
The contractor shall cover the costs of the participation of Seconded National Experts sent by the above mentioned entities.
g) Participants from third countries
Third countries can participate in the courses as follows:
CMI: up to 1 expert per course
MBC: up to 1 expert per course
TEC: up to 1 expert per course
OPM: up to 1 expert per course
AMC: up to 1 expert per course
SMC: up to 2 experts per course
SEC: up to 2 experts per course
CND: up to 2 experts per course
HLC: up to 1 expert per course
SME: up to 4 experts per course
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Participants from international and regional organisations
(e.g. United Nations Agencies, Red Cross movement, etc.)
A limited number of experts from other partners, international and regional organisations may also participate in the courses. Their travel and accommodation costs shall be covered by the contractor.
However, participants from international and regional organisations outside the area of the participating states of the Mechanism shall pay for their own travel costs of transport from their airports of origin until their airport of entry in a participating state, unless other previous arrangements are approved by the Commission.
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Airport/ train station pick-up
For all participants, trainers, lecturers and role-players, the contractor will provide transport to the course venue, from and to the designated airport or train station of arrival.
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PHASE 4 – IMPLEMENTATION
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Task 9
Implementation of the course
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Implementation of the courses
The contractor shall conduct, as agreed in the service contract, the respective number of courses per course cycle.
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Language
The course language is English and all lessons, exercises, group work sessions and tests shall be prepared and conducted in English.
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Course schedule
The contractor shall conduct the course according to the previously approved final course schedule ensuring all practical arrangements concerning attendance, travel, food and accommodation of the participants.
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Force majeure
The contractor shall immediately report to the Commission in writing if “force majeure” prevents the contractor from conducting the course according to the approved course schedule.
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Course evaluation by the participants
The contractor shall provide participants the possibility to give daily feedback and provide a final course evaluation form according to a standard methodology provided by the Commission. A final self-evaluation shall be integrated so that participants are able to compare their training results with the aims of the course as written in the course description.
f) Team feedback
The contractor shall give through e.g. the team trainers an appropriate team feedback during group work sessions and exercises.
g) Individual feedback for the participants
Based on a standardised feedback structure, which will be provided by the Commission, the contractor shall give through e.g. the team trainers a short (appr. 10-15 min.) appropriate individual feedback at the end of the following courses:
- OPM
- SMC
- AMC
- CND
- HLC
h) Training recommendation
Based on the individual feedback in the above mentioned courses (OPM, SMC, AMC, CND and HLC) and on request of the National Training Coordinator prior to the start of the training cycle, the contractor shall give a standardised written individual training recommendation for the participant.
The Commission will provide the contractor with a template, to be used as "training recommendation".
i) Course certificate
Course certificates issued by the contractor and signed by a Commission representative at the end of the course will only be issued to participants who attended the whole course and who passed the exit test where applicable.
j) Absence of the participant
The contractor shall register the attendance of every participant and contact the sending participating state and the Commission immediately if expected participants do not attend as planned or leave the course before the scheduled time. The contractor is not entitled to permit participants to arrive later than the scheduled start of the course, leave during the course or leave earlier than the scheduled end of the course and shall, if requested by participating states or participant, explain in detail the consequences concerning the lost course diploma.
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Task 10
Support of Lot 8 Online preparation and testing tool
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Support of course visits
For the further development of the content of the online tool, the contractor of Lot 8 shall visit every type of course at its own cost at least twice during the four year contract duration. The contractors of Lots 1 to 6 shall support and facilitate this visit appropriately.
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Changes of the content
The contractors of Lot 1 to 6 shall inform the contractor of Lot 8 immediately during the contract period when changes in the course schedule or content are made and provide him with the necessary information to keep the preparation and testing tool updated.
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Acceptance by the contractors
At the latest eight weeks before starting with the new course cycle, the contractors of Lot 1 to 6 shall check the online tool, accept modifications and/or provide feedback for improvement regarding the content of the online courses and tests related to the courses they are responsible for.
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PHASE 5 – EVALUATION AND REPORTS
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Task 11
Mid-term reports
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At the latest eight weeks after the last day of the period under report, the contractor shall present a mid-term evaluation report in English in both printed (1 copy) and electronic format via CIRCABC. The corresponding template shall be provided by the Commission.
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Task 12
Peer review
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Course visits
To strengthen the exchange and cooperation among all training centres/ contractors, every contractor shall send one experienced member of their training staff to one full course of the other contractors once per cycle as determined by the Commission to:
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observe the course;
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evaluate all activities based on a standardised criteria catalogue;
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give an oral feedback on their observations to the course management;
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send a standardised report to the Commission, following the template to be provided by the Commission in due time.
The flight shall be paid by the contractor sending the expert. Transfer from the airport/train station, accommodation and full board shall be paid by the hosting contractor.
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Task 13
Evaluation and coordination meetings
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Coordination meetings
The contractors will participate at their own costs in and contribute to evaluation and coordination meetings in the Commission premises in order to provide technical feedback on issues covered by the contract. No more than three meetings per course cycle will be organised and each meeting will last maximum one and a half day.
These meetings could also be used to adjust specific course contents like for instance information management, media, etc. between different contractors.
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National Training Coordinators meeting
In addition, contractors will have to participate in and contribute to the annual National Training Coordinators meeting which can take place in any of the participating states. The contractor shall cover travel costs for these meetings.
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Task 14
Final consolidated report
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The contractor shall prepare a final consolidated report per course type in English according to the template provided by the Commission. This shall be made available at the latest eight weeks after the last day of the last training course of the cycle in both printed (1 copy) and electronic format via CIRCABC.
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Tasks for Lot 8
PHASE 1 – Preparation, personnel and design
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Task 1
Meetings/ Cooperation
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Kick-off and planning meeting in Brussels
Within the first two months after signing the contract, the contractor shall participate in a one day kick-off and planning meeting in the Commission premises. The contractor shall participate in this meeting with its core team (see below) and is expected to:
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outline the detailed planning for the implementation of the contract;
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present the first results of the analysis of the existing online preparation and testing tool;
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present the concept for data migration (if applicable).
The contractor has to cover the costs of their accommodation and travel.
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Conference
In addition, the contractor shall participate in a physical three days conference in the Commission premises, which will take place together with Lots 1 to 7. The Commission shall approve the list of participants. The contractor has to cover its costs of travel and accommodation to attend the meeting.
Other consultations can be arranged through video or phone conferences. In the case of a dispute about possible meeting dates, the Commission shall decide. The contractor shall distribute and receive all written communication to/from the working group through CIRCABC. The contractor shall take advice and consult the Commission in writing before major decisions are taken. All meetings, conferences and written communication shall be in English.
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Task 2 Personnel/core team
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The core team shall consist of:
a) One Coordinator (Management)
The contractor will designate one coordinator who has the overall responsibility for managing the contract and for the formal contacts with the Commission. (see also point 1.6.1)
b) IT Expert(s)
The contractor will designate at least one IT Expert which will be responsible for all technical implementations, including data migration, hosting and adjustments of the online tool. (see also point 1.6.2)
c) Civil Protection Expert(s)
The contractor will designate at least one civil protection expert. He/she will be responsible for the elaboration, adjustment of the existing and drafting of the new online learning and testing tool content (including tests) and visiting the respective EU courses of the training programme. (see also point 1.6.3)
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Task 3
Data migration from the existing online preparation and testing tool
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The contractor shall migrate the already existing:
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course content and structure
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user accounts (including user access information, learning progress and certificates)
in the online learning tool provided.
The currently used tool can be found on https://echo.e-learning.cc/ and the access to it is publicly enabled through the free creation of a username and password.
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Task 4
Adaptation
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The contractor shall ensure that there are no downtimes of the online learning tool during the handover between contractors.
The contractor shall adapt structure and content to be able to bridge the time until the new content will be launched. The online tool shall be continually useable.
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Task 5
Designing and planning
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a) Purpose
The contractor shall design a preparation and testing tool for participants of the European Civil Protection Training Courses. The contractor shall develop a virtual tool through which future participants of civil protection training courses prepare for the respective course and specific topics in order to ensure that all participants have the same basic knowledge at the start of the course.
This tool will be also available for civil protection experts and personnel who have previously participated in civil protection training courses and who want to refresh their knowledge.
b) Access
The preparation and testing tool shall be made accessible through the internet 24/7. The contractor shall provide individual password and login upon request on the tool's website.
c) Concept
The contractor shall develop the content, new features and structure of the tool on the basis of:
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the approved structure of the preparation and testing tool
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the content developed by Civil Protection Experts of the contractor;
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and the preparation material received from the contractors of
Lot 1 to Lot 6;
d) Course visits
To ensure a constant information exchange with the contractors of the others Lots, experts responsible for the development of the online course content shall schedule visits to the training courses of Lots 1 to 6. Every course of the training programme should be visited at least twice during the entire duration of the contract. Associated costs shall be covered by the contractor of Lot 8. The Commission will require reporting of the relevant outcomes of these visits by the Lot 8 contractor.
e) Courses and specific topics
The online lectures shall be developed for every course and shall consist of reading material, animations, videos and other virtual material. The volume of the reading material for the:
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CMI, TEC, MBC, SEC, SMC, AMC, CND, OPM and the HLC, shall have a minimum of four hours (average) study time.
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special online lecture and test for future HLC participants who enter the training program at this level directly (e.g. UNDAC personnel) shall have a minimum of four hours (average) study time.
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three additional online lecturers for specific content such as information management, coordination or assessment, shall have a minimum of four hours (average) study time.
The content of the reading material and the other preparation materials shall cover the basics of every lesson of the respective course following the provided course description in detail. The contractor has to make sure that all online lectures have a similar structure, layout and composition.
f) Online test
Corresponding to the reading material the contractor shall design a preparation part consisting of model questions and answers. The contractor shall define a pool of at least 70 questions per course.
At the very end of the theoretical parts of the OPM, SEC, SMC, AMC, CND and HLC the contractor shall design tests in an appropriate format taken from the question pool. These tests shall be designed in a way to be easily assessed. The participant shall be able to repeat the lectures and tests. The participant has to reach an overall score of more than 65% in order to pass the test.
g) Certificate
A printable electronic certificate shall be issued upon completion of the online courses. If a participant has passed the test, the certificate shall be saved in a database. The whole database must be accessible to the Commission. The tests will be designed in close cooperation with the contractors of Lots 3 to 6.
The contractor shall store all documentation of the planning process in English in the designated forum of CIRCABC and provide one paper copy of the documentation to the Commission.
h) Statistics
The contractor shall design a functionality whereby authorised users such as the Commission may download a user-friendly summary overview of the course usage statistics such as the number of participants currently going through each course type, the percentage of passed tests out of those attempted, etc.
i) Recommendations
All users shall have - within the online tool - the possibility to make recommendations about the content and the tool as such. A report with the summary of the feedback shall be sent twice a year to the Commission.
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Task 6
Content of the online preparation and testing tool
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The contractor will designate at least one civil protection expert. The expert shall adjust the existing content and prepare – based on the input of the other contractors – the new online learning and testing tool content (including tests).
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Phase 2 – Test of the data migration, adjustments and elaboration
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Task 7
Testing
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To ensure the functionality and the correctness of the online and preparation toll, the contractor shall perform two testing phases.
1. Test
After migration of the existing data, the contractor shall perform a first testing phase at the latest 3 months after signature of the contract. The results of this test (data migration and adjustment) will be reviewed and approved by the Commission.
The contractor has to adapt the preparation and testing tool according to the possible recommendations of the Commission.
2. Test
After elaborating and developing the new content and structure, the contractor shall perform a second testing phase at the latest 10 months after signature of the contract.
The contractor shall run, at first, an internal test phase (contractor for
Lot 8 and Commission) of the preparation and testing. The results of this test will be reviewed and approved by the Commission.
Following a successful internal test phase, the contractor shall run an external testing phase (contractors for Lot 1-6 and 8, Commission, National Training Coordinators of the participating states) at the latest 11 months after signature of the contract. The results of these phases and the recommended adaptations in the tool will have to be approved by the Commission.
The contractor shall adapt the preparation and testing tool according to the outcome of the second test.
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Phase 3 - Operation
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Task 8
Operation
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The contractor shall ensure that the preparation and testing tool is fully operational and accessible for participants, after the relevant approval by the Commission:
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in the first level (slightly updated and adjusted structure and content of the previous tool) at the latest 4 months after signature of the contract;
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in the second level (newly developed structure and content) at the latest 11 months after signature of the contract.
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Task 9
Meetings
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Coordination meetings
The contractor shall participate in two full one and a half day coordination meetings per year in Brussels, in the Commission premises. Associated travel and accommodation costs will be covered by the contractor.
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National Training Coordinators meeting
If requested by the Commission, the contractor shall participate in the annual National Training Coordinators meeting at its own cost.
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Phase 4 – Maintenance and annual Report
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Task 10
Maintenance
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The contractor shall maintain the preparation and testing tool and ensure that the tool is fully operational for the whole duration of the contract.
The contractor shall update the preparation and testing tool before the start of every new course cycle and in any case at least twice a year or on the occasion of any major change, on the basis of the delivered material by the contractors of lots 1 to 6, in order to encompass all new developments in the field of Civil Protection.
The contractor shall report the maintenance activities to the Commission. The Commission reserves the right to request adaptations of the preparation and testing tool at its discretion if it is considered that the tool's aims are not adequately or sufficiently being reached.
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Task 11
Annual report
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The contractor shall prepare an annual report of the tool, its development and recommendations towards future use. This shall be made available at the latest after the annual adjustment/ maintenance for the upcoming course cycle in both printed (1 copy) and electronic format via CIRCABC, starting after the first test.
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Phase 5 – HANDOVER
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Task 12
Handover
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The contractor shall take appropriate steps to transfer and handover all aspects of the preparation and testing tool at the end of the contract to the following contractor responsible for the tool. Ownership of the deliverables and results are governed by the provisions of the general conditions of the contract (Articles I.8 and II.10).
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Phase 6 – Final Meeting & Final CONCOLIDATED Report
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Task 13
Final meeting and final consolidated report
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a) Final meeting
At the end of the contract the contractor shall take part in a final lessons learnt meeting in Brussels, in the Commission premises, and give a presentation about the lessons learnt and statistics about the use of the tool during all phases of the contract. The date and participation will be agreed upon with the Commission. The contractor has to cover the costs for accommodation and travel.
b) Final report
The contractor shall prepare a final consolidated report of the tool, its development and recommendations towards future use. This shall be made available at the latest eight weeks after the last day of the last training course of the cycle in both printed (1 copy) and electronic format via CIRCABC.
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Variants to these specifications are not allowed.
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