European commission

(d)Terms of payment

Payments shall be made in accordance with Articles the provisions of the framework contract (Annex (u).1) or the direct contract (Annex 6.2.2) as applicable.

For each specific contract, the payment scheme will be as follows:

An interim payment of 40% will be made upon acceptance by the Commission of the final course concept, including curriculum, course schedule and lesson templates referred to in Phase 2, together with the course dates and venues for each cycle.

The payment of the balance will be made upon acceptance by the Commission of the final consolidated report.

The Commission reserves the right to pay less than the amount foreseen in the specific contract if the number of training courses required are not carried out by the contractor or the number of participants in the courses falls short of 70% of the maximum number of participants. Unless the contractor can prove that "force majeure" prevented him from conducting the course as required, the amount corresponding to the costs of the course as estimated by the contractor in the financial offer (see section 4.2.5) will be deducted from the final payment.

For Lot 8

The payment scheme will be as follows:

A first interim payment of 20% will be made when the preparation and testing tool is fully operational i.e. after the first testing phase has taken place and has been accepted by the Commission.
A second interim payment of 20% will be made after the final adjustment of the content for the 15th course cycle has been made and accepted by the Commission.
A third interim payment of 20% will be made after the final adjustment of the content for the 16th course cycle has been made and accepted by the Commission.
A fourth interim payment of 20% will be made after the final adjustment of the content for the 17th course cycle has been made and accepted by the Commission.
The payment of the balance will be made upon acceptance by the Commission of the final consolidated report.
If the obligations signed out in the table of deliverables are not fulfilled in detail the Commission reserves the right to suspend the payment until all deliverables are received or cut the payment accordingly.

(e)Expertise and Implementation requirements for Lot 1 to 7

1x coordinator

1x course director

3x lecturers

4x team trainers
In addition to the above mentioned core team of experts, the involvement of other experts will be necessary to cover all course topics. In general lecturers are expected to have civil protection expertise. Exceptions are possible if a lecturer is to educate a very specific topic such as law, cultural awareness, etc.

The experts must come from various countries and organisations to reflect the diversity of the EU Civil Protection Mechanism and Humanitarian Aid. The contractor shall strive to reach a gender balance in the team and select female lecturers, trainers and role-players to the extent possible. All appointed personnel shall understand and speak English fluently.

Any changes in the core team defined in the tender at any stage of the contract must be notified to the Commission and made subject to its approval.

Coordinator

The coordinator must provide the Commission with answers and solutions, both as regards the subject of the contract and organisational or administrative matters (including problems related to invoicing and payment), and implement them subject to the Commission's agreement.

The tasks of the coordinator include at least:

1. 
   responsibility for the day-to-day management of the assignments;
   
2. 
   monitoring of the services rendered and of the performance of the experts implementing the individual assignments;
   
3. 
   supervision of technical backstopping for the specific assignments;
   
4. 
   quality control of the specific assignments;
   
5. 
   participation in meetings when required for an assignment.
   

The coordinator shall have at least 5 years professional experience in managing projects of a similar nature, scale and complexity at European or international level and must have conducted at least one concrete project during this period.

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.
Mandatory experience

The course director must have at least 5 years of professional experience in the field of civil protection or humanitarian aid, of which at least 3 years must be connected with international trainings.

Lecturers

The contractor will designate at least three lecturers for the core team, which will conduct one or more course lessons.

Mandatory experience

The lecturers must have at least 5 years of professional experience in the field of civil protection or humanitarian aid, of which at least 3 years must be connected with international training.

Team trainer

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.

It is not necessary to designate team trainers for Lot 7, Seminar for Mechanism Experts. Team trainers should ideally not be allocated to a team in which there is a participant with the same nationality.

Mandatory experience

The team trainers must have at least 5 years of professional experience in the field of civil protection or humanitarian aid, of which at least 3 years must be connected with international training.

In addition team trainers on the Modules Basic Course (Lot 2) shall have 3 years' experience in working with modules/TAST or similar teams, preferably recently having been deployed as a member of an EU module in an international emergency.

Additional experience for lecturers and team trainers of the core team

3 out of the above mentioned 7 lecturers and team trainers must have been deployed in the past five years to minimum one international disaster response mission (UN, EU, national or similar).

1 out of the above mentioned 7 lecturers and team trainers must have been deployed in the past five years to minimum one international mission as a member of an EU Civil Protection Team (EUCPT).

3 out of the above mentioned 7 lecturers and team trainers shall be minimum OPM trained (Operational Management Course).

Exception for lot 7

Given that the lessons and the content of lot 7, Seminar for Mechanism Experts, will be set prior to every particular Seminar the following set up applies:

The core team shall be composed of:

1x coordinator

1x course director

The team of lecturers and team trainers (if applicable) will be approved prior to every Seminar by the Commission.

Requirements in the case of consortia

The leader of the consortium, through the coordinator, is the sole interlocutor for all contractual and financial aspects of the framework contract and of the specific contracts and is the only formal contact point between the contractor and the contracting authority. The coordinator is responsible for the invoicing, including invoices accuracy and submission of the supporting documents.

He/she shall inform the contracting authority of any change concerning the consortium members. Any change in the composition of the consortium is subject to the prior authorisation of the contracting authority since each member is a party to the framework contract. Any change in administrative data (address, bank account etc.) must be notified without delay to the contracting authority.

After the expiry date of the framework contract, the contractor must continue to notify the above mentioned changes until the last individual assignment is ended.

The consortium leading firm must ensure that all the members are aware of and respect the contractual provisions as well as any of contracting authority communication related to the implementation of the framework contract.

Quality control

The tenderers shall define in their proposal a quality plan that they propose to adopt for the purposes of providing the services covered by the contract.

In their proposed quality plan, tenderers must specify how they intend to control and ensure high quality and effective monitoring of the services and work they may be required to supply to the Commission in execution of the contract.

The proposed quality plan must specify, among other things:

the procedures the tenderer intends to implement and the indicators to be used to ensure the quality and monitoring of the services rendered, in particular the quality of the deliverables for specific assignments;

personnel policy, management and training, including the mechanisms for notification to the Commission, and timely and full replacement, of any reduction in capacity, in order to ensure the committed level of expertise and resources throughout the whole duration of the contract;

in the case of consortia, the structure set up for coordinating the work between the different members of the consortium, including working criteria for the distribution of assignments between the members of the consortium and the composition of ad hoc teams, as well as the mechanisms in place to develop capacity-building and mutual learning within the consortium;

the procedures the tenderer intends to use for quality control, assurance of client satisfaction and complaint management;

the procedure for updating and adapting the quality plan, taking into account that any such updating and adaptation must have the Commission's prior approval.

All expenses incurred in producing and implementing the quality plan will be borne by the contractor.

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