GENERAL TERMS OF REFERENCE - European ec. 1 of 18 GENERAL TERMS OF REFERENCE FWC FPI/PSF/2015 CONTENT 1. BACKGROUND INFORMATION 3 1.1. General information

  • Published on
    08-Mar-2018

  • View
    214

  • Download
    2

Embed Size (px)

Transcript

  • Page 1 of 18

    GENERAL TERMS OF REFERENCE

    FWC FPI/PSF/2015

    CONTENT 1. BACKGROUND INFORMATION................................................................................................. 3

    1.1. General information ..................................................................................................................... 3

    1.2. Contracting Authority................................................................................................................... 3

    2. OBJECTIVES.................................................................................................................................... 4 3. SCOPE OF THE WORK.................................................................................................................. 5

    3.1. Technical content ......................................................................................................................... 5

    3.2. Management of the FWC ............................................................................................................. 5

    4. GEOGRAPHICAL COVERAGE.................................................................................................... 5 5. TIMING ............................................................................................................................................. 6 6. REQUIREMENTS ............................................................................................................................ 6

    6.1. Consortium leader ........................................................................................................................ 6

    6.2. Staff .............................................................................................................................................. 6

    6.2.1. The Management Team ......................................................................................................... 7

    6.2.2. Backstopping Team ............................................................................................................... 8

    6.2.3. Experts (only Lots 2 and 4) ................................................................................................... 8

    6.2.4. Facilities to be provided by the Framework Contractor ....................................................... 9

    7. CONDITIONS OF IMPLEMENTATION...................................................................................... 9 7.1. Request to submit an offer.......................................................................................................... 10

    7.2. Offer ........................................................................................................................................... 11

    7.3. Evaluation of offers (only applicable to Lots 2 and 4) ............................................................... 13

    7.4. The specific contract .................................................................................................................. 13

    7.5. Conflict of interest...................................................................................................................... 16

    7.6. Assessment of the specific contract............................................................................................ 16

    7.7. Sub-standard performance.......................................................................................................... 16

    8. REPORTING................................................................................................................................... 17 8.1. For the FWC ............................................................................................................................... 17

    8.2. For each specific contract ........................................................................................................... 17

    9. ANNEXES........................................................................................................................................ 18

  • Page 2 of 18

    LIST OF ABBREVIATIONS

    EEAS European External Action Service

    EC European Commission

    FPI Service for Foreign Policy Instruments

    FWC Framework Contract

    FWCr Framework Contractor

    FWCs Framework Contractors

    PI Partnership Instrument

    PSF Policy Support Facility

    ToR Terms of Reference

  • Page 3 of 18

    1. BACKGROUND INFORMATION

    1.1. General information The Partnership Instrument (PI) is one of the funding instruments that enable the European Union (EU) to promote its core values and take part in shaping global change. The PI Multiannual Indicative Programme 2014-2017 foresees the creation of a large policy dialogues facility to support the Union's relations with key partner countries. Such a facility is needed to respond to the dynamic and fast-changing global environment that European policies are being confronted with and to promote European interests in a timely manner.

    The Policy Support Facility aims to support (existing) policy dialogues between the EU and partner countries in areas within the scope of Europe 2020 and to facilitate economic and trade relations with partner countries. It will complement/support the external dimension of internal policies conducted under the other EU political programmes and instruments.

    For the purpose of the Policy Support Facility, this Global Framework Contract (FWC) will be put into place. Indeed, many European Commission Directorate Generals need shorter and more targeted quick actions rather than standalone, extensive projects programmes to support the external dimension of their policy agenda. They are therefore interested in short-term targeted support and need a tool that can accommodate rapidly developing policy dialogues and priorities.

    This FWC has a global scope and as such it will also be used by the European External Action Service (EEAS). The beneficiaries of the short-term expertise to be contracted via this FWC are the European Commission (EC) and the EEAS. The contractual amount is fixed at the level of each specific contract. The funding for the specific contracts will come from the budget line of the PI and relevant budget lines of other Directorate Generals of the EC or the budget of the EEAS.

    The FWC is divided into four lots:

    Lot 1: Event organisation

    Lot 2: Technical assistance, training and evaluation

    Lot 3: Information and communication

    Lot 4: Market access and trade & investment agreement negotiation & implementation

    1.2. Contracting Authority The Contracting Authority for the FWC as well as all specific contracts will be the European Union, represented by the European Commission and/or the European External Action Service1.

    The European Commission is the lead contracting authority responsible for the FWC, representing all participating contracting authorities. Each contracting authority is responsible for particular order forms or specific contracts they award.

    1 A Memorandum of Understanding was signed between the European commission and the EEAS for the use of this Framework Contract.

  • Page 4 of 18

    2. OBJECTIVES This FWC aims at supporting policy dialogues between the EU and partner countries in areas within the scope of Europe 2020 and at facilitating economic and trade relations with partner countries in the interest of the EU. It will complement/ support the external dimension of internal policies conducted under other EU political programmes and instruments.

    In particular, the FWC aims at supporting market access for EU products and services in global markets by facilitating policy dialogues with key partners. These actions will contribute to the strategic objective of strengthening the presence of European companies worldwide and improving the EU's capacity to tackle barriers which block trade and investment by EU businesses and undermine innovation. Additionally, the FWC will promote the development of international standards based on EU standards at the global level.

    The specific objective of the FWC is to provide, via specific contracts, short-term expertise which can be mobilised at short notice. The quality of this expertise must be guaranteed by the retained Framework Contractors (FWCs) supplying the appropriate internal resources and external technical expertise.

    Expertise may cover any geographic area, within or outside the European Union. The specific Terms of Reference (ToR), part of each specific contract, shall describe the respective objectives and required outputs.

  • Page 5 of 18

    3. SCOPE OF THE WORK

    3.1. Technical content Annexes I.1-I.4 provide a detailed description of technical content per Lot.

    3.2. Management of the FWC Quality and conformity with the specific ToR and the completion of each specific contract is the primary responsibility of the FWCr. The FWCr is fully responsible for the quality of the reports or/ and all other outputs required. The FWCr is also responsible for all administration in relation to the assignment, such as establishing a contract with the experts/service providers, executing the payments etc.

    Prior to the start of a specific contract, the FWCr must brief the expert(s) selected regarding all administrative, contractual and technical aspects relevant to this specific contract.

    The FWCr must make available appropriate logistical support for the experts, including their travel and accommodation arrangements for each assignment, secretarial support, appropriate means of communication etc. The FWCr will equip the experts with the standard equipment such as mobile phones and laptops.

    The FWCr must also transfer funds necessary to support the activities under the contract and to ensure that his employees and experts are paid regularly and in a timely fashion. He will notably ensure that per diems are transferred rapidly to the experts. He must also ensure that his staff is covered by appropriate insurance. The Commission may ask the FWCr for a copy of the template of the contract that he usually signs with the experts performing specific contracts. The FWCr is responsible for the payment of the experts.

    The FWCr must keep all the documents related to the FWC, such as the requests received, even when not won, as well as the correspondence with the Contracting Authority.

    4. GEOGRAPHICAL COVERAGE The Partnership Instrument has innovative features, including global reach and the aim to address global challenges. The scope of the FWC is thus global. The strategic partner countries are defined as per the First Multiannual Indicative Programme for the Partnership Instrument 2014-2017 as: Brazil, Canada, China, India, Mexico, Russia, Japan, South Africa, South Korea, United States of America.2 The framework contractor (FWCr) will be supported by a worldwide network (of its own or, as the case may be, of his consortium and/or its subcontractors) through associated partners specialised in the sectors listed in Annexes I.1-I.1. These will be able to provide local expertise, logistic support during the implementation etc. If they are subcontractors in the sense of Article II.7 of the General Conditions, prior authorisation by the Contracting Authority must be obtained.

    2 First Multi-annual Indicative Programme for the period 2014-2017 (http://ec.europa.eu/dgs/fpi/documents/pi_mip_2014_17_en.pdf)

  • Page 6 of 18

    5. TIMING FWC: the FWC is expected to have an initial duration of maximum 24 months which can be renewed by a further 24 months. Requests can be launched from the commencement date indicated in the Special Conditions. To be valid, a specific contract must be signed by the Contracting Authority before the FWC expiry date. The FWC shall continue to apply to such specific contracts after its expiry. They shall be executed no later than six months after its expiry. Specific contracts: the specific ToR will indicate the starting date and the duration of the respective assignment3. The actual starting date is confirmed or updated by the Contracting Authority once the specific contract has been signed.

    6. REQUIREMENTS

    6.1. Consortium leader The leader of a consortium will be the sole interlocutor for all contractual and financial aspects of the FWC and of the specific contracts and will be the only formal contact point between the FWCr and the Contracting Authority. The consortium leader will be responsible for the invoicing, including the accuracy of invoices and submission of supporting documents. The consortium leader shall inform the Contracting Authority of any change concerning the consortium members. Any change in the composition of the consortium is subject to prior authorisation by the Contracting Authority since each member is a party to the FWC. The Contracting Authority must be notified of any change in administrative data (address, bank account etc.) without delay. After the expiry date of the FWC, the FWCr must continue to notify the above mentioned changes until the implementation of the last specific contract has been completed. The consortium leader must ensure that all the members are aware of and respect the contractual provisions (including the Methodology to be prepared by the FWCr and annexed to the Framework Service Contract) as well as any Contracting Authority communication related to the implementation of the FWC. Subcontracting (calling on any other legal entity than the consortium members) of any aspect of the management and/ or administration of the FWC is not authorised. Subcontracting of one or more parts of the contracted services must be clearly stated in the tender dossier. All communication with the Contracting Authority should be in English (unless specified otherwise) and should be equivalent to written and spoken level C14.

    6.2. Staff The FWCr must make available appropriate management and backstopping mechanism, quality control system, secretariat and any other support staff (editors, proof readers etc.) necessary to implement this FWC. There are no restrictions as to the staff and experts' nationalities. All costs related to the management of the FWC are considered as integrated in the experts' fee rates (for Lots 2 and 4) or unit prices (for Lots 1 and 3). Participation of a member of the management team

    3 For further details, see section 7: Conditions of implementation.

    4 Annex VI: Score as described in the Common European Framework of Reference (CEFR).

  • Page 7 of 18

    in the briefing/ debriefing mission, when required for a given assignment, is also considered part of the experts' fee rates (for Lots 2 and 4) or unit prices (for Lots 1 and 3).

    6.2.1. The Management Team The composition of the management team is determined by the FWCr and comprises a minimum of one permanent project director employed by the consortium leader and one substitute, who shall at least b...

Recommended

View more >