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Organisation and Implementation of Training Activities on Animal Disease Preparedness


Luxembourg, 10 August 2017

Description of the requested service and deliverables

The present open call for tenders covers the organisation and implementation of training activities on animal disease preparedness, including early warning, contingency planning and animal disease control under the Better Training for Safer Food initiative.
The execution of the tasks will be divided in two separate phases of 24 months each. The initiation of the second phase is subject to EU budget availability, persistence of training needs, positive analysis and approval of the final technical report that needs to be submitted by the contractor to the Contracting Authority at the end of the first phase.

During the first phase of implementation of the contract, the contractor will have to prepare the training materials, organise and hold the trainings of the participants, as described under section 3.1.2 below and, in general, perform all the tasks that are described in the present tender specifications.

During the second phase of the implementation of the contract the contractor will have to implement for the second time all the necessary tasks for the provision of the same service with the same amount of participants. The only exception will be that the preparation of the training materials will not be needed, given that those prepared during the first phase are to be used. Depending on the actual need, the contractor will have to update the training materials accordingly so as to ensure the maximum accurateness of the information that will be presented to the trainees.

The Contractor is authorised to continue the execution of the tasks in the second phase only upon written consent of the Contracting Authority following an assessment meeting, an analysis and approval of the final Technical Report that should be submitted at the end of the first phase of implementation, according to the provisions set out in section 3.1.4 of the present tender specifications. As mentioned above, the initiation of the second phase will be subject to budget availability, persistence of the training need, positive analysis and approval of the final technical report.

Section 3.1.1 "General description of the minimum tasks to be implemented" comprises the conditions and requirements that apply for BTSF activities in general. The specific information for the individual activities has been included in section 3.1.2 "Specific description of the minimum tasks to be implemented".

Positions in the contract management

The Project Manager has the overall responsibility for the implementation of the training programme. He/she should have the authority to mobilise the resources necessary for the successful implementation of the training activity. He/she will be responsible for the daily control, coordination and management of the contract implementation and the needed communication with the Contracting Authority on the contract, which means that he/she will be the single contact and communication point and that he/she will coordinate the implementation of the contract with the Contracting Authority. For the communication the contractor is obliged to use a specific and to the contract related functional mail box clearly indicating the contract number, contract acronym and contractor's domain.

The contractor is requested to appoint at the beginning of the contract, from his staff or from consortium members staff, for each planned activity, a permanent Event Manager responsible for all practical, logistical and organisational aspects of that activity. The Event Manager shall not be a part of the team of tutors. The Event Manager must be involved in all implementation stages, attend and coordinate the activity.

The Event Manager shall have the entire authorisation to take the necessary and immediate decisions regarding the practical arrangements of the training i.e. travel of the participants, catering and or lodging issues etc. The tasks and responsibilities of the Event Manager shall be described in detail in the tender.

The contractor is requested to appoint at the beginning of the contract, from his staff or from consortium members' staff, for each planned activity, a permanent Assistant Event Manager in order to ensure the practical and organisational aspects of the activities; to take care that participants are well informed about the training activities and training or traveling schedules and any other events which do not take place in the venue of the training sessions.

During the entire activity, the Event Manager and the Assistant Event manager shall be present on site and exclusively and fulltime available for the BTSF training session, starting with the day of the arrival and ending with the day of departure (end of the training) of the participants.
The contractor is requested to ensure that the Event manager and Assistant Event Manager will receive the needed training to fulfil the contractual requirements related to the training organisation elements and the reporting.

The contractor shall appoint one person as a Training Coordinator who will be responsible for the technical aspects of the training. He/she will be a member of the tutors' panel. His/her tasks include, in particular, the coordination of the work of the tutors' panel and ensuring the coherence of lectures' content and training methodology and the peer-review of the training material. During the entire activity the Training Coordinator shall be present on site, be available to answer the questions related to the technical subject of the training, assist the tutors with technical guidance and ensure appropriate communication during the training sessions and training events between the participants and tutors. The tasks and responsibilities of the Training Coordinator shall be described in detail in the tender specifications.

In case of an unforeseen event which might result in the unavailability of the particular Project Manager, Event or Assistant Event Manager or Training Coordinator, the contractor is obliged to inform immediately the Contracting Authority and propose an alternative person in order to continue with the training. The contractor needs to provide a suitable alternative candidate for the replacement, meeting the selection criteria under point 4.2 (selection criteria) of the tender specifications. The request for such change needs to be done to the Contracting Authority according to the latest version of the BTSF Operational Guidelines.

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