Changes1.Contracting authority

European Centre for Disease Prevention and Control (ECDC), Gustav III:s Boulevard 40, 16973 Solna, SWEDEN, Email: cei@ecdc.europa.eu

2.Application procedure

The objective of this call for expressions of interest is to set up a list of pre-selected candidates.

Expressions of interest should be submitted in one of the official languages of the European Union by electronic means at the following e-mail address: cei@ecdc.europa.eu,and by filling in the application form in the EU Survey.

Inclusion on the list entails no obligation on the part of ECDC concerning the conclusion of contracts.

3.Information and documents to be provided

Interested candidates should provide the following information and documents:

• Sublist(s) they are interested in, please indicate in the subject of your email:

ECDC_CEI_SUBLIST[1 or 2 or 3 or 4 or 5]_NAME_SURNAME

Sublists:

— Sublist 1 – Facilitator/moderator;

— Sublist 2 – Masters of ceremonies (MC);

— Sublist 3 – Rapporteur;

— Sublist 4 – Graphic recording services/visual note takers;

— Sublist 5 – Trainer instructor;

• Completed application form in PDF format;

• Complete supporting evidence related to selection criteria (see “Selection criteria” for sublist 1/2/3/4/5).

Please note that the criteria relating to technical and professional capacity include:

• criterion;

• threshold;

• supporting evidence;

• “Declaration of honour on exclusion and selection criteria” form (see point 11 below).

4.General description of the procedure

Interested candidates are invited to submit an expression of interest in accordance with the rules set out in this notice.

The candidates may choose to express their interest for one or more sublists. In this case, candidates shall send separate applications, one e-mail for each sublist they wish to express their interest together with the relevant information and documents (see point 3 above).

ECDC will draw up a list of pre-selected candidates who meet the criteria set out at point 12. This list comprises sublists, corresponding to each of the fields described at point 7.

Where a contract relating to the field described at point 7 is to be concluded, ECDC will invite all the pre-selected candidates for the relevant sublist(s), to submit an offer (Phase 2). ECDC will send these candidates a request for offer relating to the contract in question.

5.Protection of personal data

If processing your expression of interest involves the recording and processing of personal data (such as your name, contact details and CV), such data will be processed pursuant to Regulation (EU) 2018/1725(1). Unless indicated otherwise, your reply to this notice and any personal data requested are required for the purposes indicated above in point 4 and will be processed solely for those purposes by ECDC indicated in point 1, which is also acting as data controller. Details concerning the processing of your personal data are available on the privacy statement at:

http://ecdc.europa.eu/en/aboutus/calls/Pages/procurementsandgrants.aspx

Your personal data may be registered in the Early Detection and Exclusion System (EDES), should you be in one of the situations mentioned in Article 136 of the Financial Regulation(2). For more information, see the privacy statement:

http://ec.europa.eu/budget/explained/management/protecting/protect_en.cfm

(1) Regulation (EU) 2018/1725 of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC, OJ L 295/39, 21.11.2018, https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32018R1725&from=EN

(2) Regulation (EU, Euratom) 2018/1046 of the European Parliament and of the Council of 18 July 2018 on the financial rules applicable to the general budget of the Union, amending Regulations (EU) No 1296/2013, (EU) No 1301/2013, (EU) No 1303/2013, (EU) No 1304/2013, (EU) No 1309/2013, (EU) No 1316/2013, (EU) No 223/2014, (EU) No 283/2014, and Decision No 541/2014/EU and repealing Regulation (EU, Euratom) No 966/2012 (OJ L 193 of 30.7.2018, p.1).

6.Use of the list resulting from this notice

The list resulting from this notice will be used exclusively for public procurement contracts of the following types

—­ Service contracts below EUR 139 000 per year per sublist;

—­ Selection of candidates to be invited in a negotiated procedure for middle and low value contracts (value below the above mentioned thresholds);

—­ The below table is only meant for information purposes and does not constitute a commitment on the part of ECDC to request this volume of services.

Estimated total spending per year:

• Sublist 1 – Facilitator/moderator – EUR 100 000.00;

• Sublist 2 – Master of ceremonies – EUR 60 000.00;

• Sublist 3 – Rapporteur – EUR 112 500.00;

• Sublist 4 – Visual note taker – EUR 60 000.00;

• Sublist 5 – Trainer instructor – EUR 100 000.00.

7.Full description of the fields covered by the call for expressions of interest

7.1 Background information

The European Centre for Disease Prevention and Control (ECDC) organises yearly over 200 events (virtual, hybrid and face-to-face) aimed at sharing knowledge and strengthening public health networks to support Europe's defences against infectious diseases.

In an effort to deliver more professional and engaging events, the ECDC intends to retain services from professionals with background in various public health aspects to support the organisation and the delivery of meetings, training, webinars and scientific conferences both virtual and face-to-face, in different countries, including but not limited to, European Union (EU) Member States, European Economic Area (EEA) countries, EU candidate and potential candidate countries(3), European Neighbourhood Policy (ENP) partner countries(4), African Union Member States(5). Topics of discussion and training include, for example (but not limited to):

Surveillance, epidemic intelligence, response, scientific advice, microbiology, preparedness, public health training, communication, strategic planning, antimicrobial resistance and healthcare-associated infections; emerging and vector-borne diseases; food- and waterborne diseases and zoonoses; HIV, sexually transmitted infections and viral hepatitis; influenza and other respiratory viruses; tuberculosis; and vaccine-preventable diseases.

ECDC organises technical and scientific meetings, forums, workshops and training courses held mainly, but not exclusively, at ECDC premises or in Stockholm area. ECDC also organises meetings in the EU/EEA countries and neighbouring countries and Africa. The meetings usually last 1 to 3 days and the training courses can last up to 3 weeks.

ECDC also organises online meetings, webinars, workshops and training courses with variable length, generally not exceeding 1 day. Large virtual conferences may last 2-3 days.

Participants are mostly international experts in public health at different levels of their career. However, their background can vary and include also non public health experts.

The estimated maximum number of events requiring the services detailed in the present CEI is:

• Sublist 1 – Facilitator/moderator – 40 events;

• Sublist 2 – Master of ceremonies – 5 events;

• Sublist 3 – Rapporteur – 50 events;

• Sublist 4 – Visual note taker – 30 events;

• Sublist 5 – Trainer instructor – 20 events;

7.2 Specific fields

The specific fields requested are described here below in separate sublists. The candidate must comply with the criteria listed for each of the sublist they apply for. Please note if the candidate applies for more than one sublist, the submitted proofs are valid for multiple lists. Please note that different sublists have different selection criteria.

A candidate may be accepted on one sublist but not on another depending on the fulfilment of the requirements.

All contractors would need to treat all information obtained during the provision of the services confidentially and will be asked to submit a Declaration of Independence prior to their engagement.

Sublist 1 – Facilitator/moderator

The contractor is expected to ensure that the specific outcomes of ECDC meetings/training (virtual, hybrid, face-to-face) are duly met through professional and engaging moderation and facilitation services.

Tasks and deliverables

The contractor will perform a series of activities depending on the format and objectives of the meeting/training, including, but not limited to:

Before the event

—­ Participate in regular calls and meetings with ECDC aimed at planning and defining the objectives and format of the meeting/training,

— ­Propose and agree with ECDC an implementation plan and related timelines for delivery,

— ­Contribute to the development of the meeting agenda/training programme by providing advice on best practices,

— ­Design a wide variety of interactive activities, exercises, etc. aimed at achieving the defined learning outcome through a participatory approach,

— ­Draft questionnaires, course surveys or other pre- and post-event tools,

— ­Discuss and finalise the activities, tools and content in collaboration with ECDC staff.

During the event

— Open the meeting/training and introduce the logistical arrangements,

— ­Manage and communicate the agenda to ensure timely execution of the meeting/training programme,

—­ Introduce speakers, panellists, working group rapporteurs, etc.,

—­ Ensure participants’ engagement and contributions through participatory activities aimed at reaching the meeting/training objective in an engaging manner,

—­ Introduce and coordinate breakout sessions, working groups, activities, exercises,

—­ Utilise a variety of engagement techniques and tools (live polling, whiteboards, role plays, storytelling) to enhance engagement,

—­ Enable group interaction aimed at fostering discussion and knowledge sharing,

—­ Maintain the meeting/training flow, including taking prompt action in case of technical problems, delays, connection issues, or other,

—­ Provide the necessary resources, information and support for participants to complete the defined activities, exercises, etc.,

—­ Ensure seamless transition between presentations, topics, sections of the programme, and in hybrid settings bridging on-line and on-site segments of the event,

—­ Moderate question and answer sessions in a timely manner,

—­ Take responsibility to confirm that the participants agree and are satisfied with the results,

—­ Create an atmosphere of interest and participation throughout the meeting/training,

— ­Ensure that the audience is timely informed about any changes in the programme or logistical arrangements.

After the event:

— Contribute to the development of satisfaction/evaluation survey,

— Compile a brief final meeting/training report, including lessons learned,

— Transfer to ECDC the meeting/training material delivered and outputs.

Detailed tasks and deliverables will be specified in each request for offer for every assignment.

Meetings and training will be held in English. Only for very few specific meetings/training, interpretation will be provided. In those cases, the facilitator/moderator would need to ensure a smooth coordination with interpreters. The knowledge of other languages (French, Arabic and Russian) is not required but could be requested in Phase 2 as desirable.

Selection criteria

The candidate must comply with the criteria listed below.

Criteria 1.1 – University degree: Bachelor or post-university degree or equivalent in public health, epidemiology, medical studies, health, biology, microbiology and veterinary medicine, biology, social sciences, or related areas.

Evidence 1.1 – The candidate must provide a recent CV (max 2 pages) and academic certificates (see section 16. Annexes).

Criteria 1.2 – Professional experience: at least 6 events/projects completed during the last 3 years (e.g. moderator, facilitator, lecturer, anchor, reporter) in particular for technical and scientific events in areas relevant to public health or related fields using interactive and innovative tools and techniques.

Evidence 1.2 – The candidate must provide a list of concluded projects. The list should also include a brief description of each project (minimum 100 words), the duration, dates, location and name of the client. At least one reference letter related to one project listed shall be attached.

Criteria 1.3 – Languages: full proficiency in English. The candidate shall have at least C2 level(6) in English.

Evidence 1.3 – The candidate must provide a CV, a language certificate or past experience in English such as working in an English speaking environment, appropriate level of studies or English as mother tongue or other official proof.

Sublist 2 – Masters of ceremonies (MC)

The contractor is expected to maintain the overall flow and continuity of ECDC large and complex events(7) (virtual, hybrid or face-to-face) in a professional and engaging manner to ensure efficient management of the proceedings.

Tasks and deliverables

The contractor will perform a series of activities depending on the format and objectives of the event, including, but not limited to:

—­ Prepare a script of the event with planned interventions,

—­ Open the event and introduce the logistical arrangements for virtual, hybrid settings or face to face setting,

— Manage and communicate the agenda to ensure timely execution of the event programme,

— Introduce speakers, panellists, working group rapporteurs, etc.,

— Contribute to the development of satisfaction/evaluation survey,

­— Ensure seamless transition between presentations, topics, sections of the programme, and in hybrid settings bridging on-line and on-site segments of the event,

— ­Coordinate and ensure optimal timing if consecutive interpretation is provided,

—­ Moderate question and answer sessions in a timely manner,

—­ Create an atmosphere of interest and participation throughout the event,

—­ Direct the audience with reference to arrangements for break-out discussions, activities (e.g. live polling, survey, etc.) or other,

—­ Direct the audience with reference to logistical arrangements for breaks, refreshment, social activities,

—­ Ensure that the audience is timely informed about any changes in the programme or logistical arrangements,

—­ Intervene in case of unforeseen disruption in the facilitation plan.

Detailed tasks and deliverables will be specified in each request for offer for every assignment.

Events will be held in English. Only in very few exceptional circumstances, interpretation will be provided. In those cases, the facilitator/moderator would need to ensure a smooth coordination with interpreters.

Selection criteria

The candidate must comply with the criteria listed below.

Criteria 2.1 – University degree: Bachelor’s degree or equivalent.

Evidence 2.1 – The candidate must provide a recent CV (max 2 pages) and academic certificates (see section 16. Annexes).

Criteria 2.2 – Professional experience: At least 6 events/projects completed during the last 3 years (e.g. master of ceremonies, journalist, lecturer, corporate host, broadcaster, presenter, anchor, reporter) in particular for technical and scientific events, preferable in areas relevant to public health or related fields. Knowledge of interactive and innovative tools and techniques.

Evidence 2.2 – The candidate must provide a list of concluded projects The list should also include a brief description of each project (minimum 100 words), the duration, dates, location and name of the client, as well as the interactive tools deployed. At least one reference letter related to one project listed shall be attached.

Criteria 2.3 – Languages: full proficiency in English, the candidate shall have at least C2 level(8) in English.

Evidence 2.3 – the candidate must provide a CV, a language certificate or past experience in English such as working in an English speaking environment, appropriate level of studies or English as mother tongue or other official proof.

Sublist 3 – Rapporteur

The contractor is expected to ensure that the proceedings and outcomes of the ECDC meetings/training (virtual, hybrid, face-to-face) are clearly recorded in writing.

Tasks and deliverables

The contractor will perform a series of activities depending on the needs of the event, including, but not limited to:

­— Take minutes during the meeting/training: capture all relevant information for each agenda item, presentation and discussion, including speaker’s name, title and organisation;

—­ Prepare draft of the meeting/training report as per meeting agenda/training programme structure and clearly highlight conclusions, recommendations and next steps.

­— Circulate the draft report of for comments and feedback;

— ­Address any questions and feedback, incorporate comments in the draft version;

— ­Collect and analyse contributions from the participants;

— ­Submit the final version of the meeting report to the ECDC;

— ­Develop an executive summary report of the final report for publication.

The meeting/training report and deliverables will be based on the discussions, presentations, and meeting/training documents from the meeting/training.

Meeting/training report shall be prepared using ECDC templates, standard format, and style.

All written outputs are to be in English.

Only for very few specific meetings/training, interpretation will be provided. In those cases, knowledge of other languages (French, Arabic and Russian) is not required but could be requested in Phase 2 as desirable.

Detailed tasks and deliverables will be specified in each request for offer for every assignment.

Selection criteria

The candidate must comply with the criteria listed below.

Criteria 3.1 – University degree: Bachelor’s degree or equivalent.

Evidence 3.1 – The candidate must provide a recent CV (max 2 pages) and academic certificates (see section 16. Annexes).

Criteria 3.2 – Professional experience: At least 4 projects delivered in English in the last 3 years for rapporteur services as described in the list of tasks above for technical and scientific meetings, workshops, and/or training courses in areas relevant to public health or related fields.

Evidence 3.2 – The candidate must provide a list of projects. The list should also include a brief description of each project (minimum 100 words), the total project budget, dates, location and name of the client.

Criteria 3.3 – Languages: full proficiency in English, the candidate shall have at least C2 level(9) in English.

Evidence 3.3 – The candidate must provide a CV, a language certificate or past experience in English such as working in an English speaking environment, appropriate level of studies or English as mother

Tongue or other official proof.

Sublist 4 – Graphic recording services/visual note takers

The contractor is expected to summarise information and main takeaway messages of the ECDC events (virtual, hybrid, face-to-face) trough digital or analogic visual notes in a meaningful and engaging way.

Tasks and deliverables

The contractor will perform a series of activities depending on the needs of the event, including, but not limited to:

­— Participate in calls and meetings with ECDC aimed at collecting information on the event and specific outcomes;

—­ Propose the most effective graphic recording services to foster engagement, comprehension and retention of key messages based on the discussed outcomes;

—­ Capture, organise and synthetise the main take away messages and information of meeting proceedings and discussions with real-time drawings, simple words, shapes and others as agreed;

—­ Ensure that the final product is delivered in a format that is reusable for publications, communications material, power point presentations, social media cards, infographics and micro sites;

—Detailed tasks and deliverables will be specified in each request for offer for every assignment.

Selection criteria

The candidate must comply with the criteria listed below.

Criteria 4.1 – Professional experience: at least 4 projects delivered in the last 3 years for visual note taking services as described above for technical and scientific meetings, workshops, and training courses in areas relevant to public health or related fields.

Evidence 4.1 – The candidate must provide a recent CV (max 2 pages; see section 16. Annexes).

The candidate must provide a list of projects. The list should also include a brief description of each project (minimum 100 words), the project total budget dates, location and name of the client.

Criteria 4.2 – Languages: full proficiency in English, the candidate shall have at least C1 level(10) in English.

Evidence 4.2 – The candidate must provide a CV, a language certificate or past experience in English such as working in an English speaking environment, appropriate level of studies or English as mother tongue or other official proof.

Criteria 4.3 – Licences and tools: The candidate is expected to be in possession of the relevant equipment, including valid software licences, to perform the services. Licences for web conference platforms (MS Teams, Webex), not required.

Evidence 4.3 – List of valid software licences.

Sublist 5 – Trainer instructor

The contractor is expected to develop and optimise ECDC learning and development programmes with the aim of improving the learning experience of adult audiences during virtual, hybrid or face-to-face events.

The contractor will improve ECDC programmes’ learning methodologies trough technology-based and interactive learning and support the appointed trainers by designing and delivering a variety of activities aimed at encouraging engagement, active participation and experience sharing.

Tasks and deliverables:

The contractor will perform a series of activities depending on the format and objectives of the training, including, but not limited to:

Design and development

—­ Discuss, assess and evaluate existing training and development programmes and materials and/ or contribute to the design of new ones in collaboration with ECDC staff, appointed trainers and other contractors as needed,

—­ Prepare a max. 5 pages report aimed at identifying individual and/or organisational obstacles to the activities and suggested solutions for the problems,

—­ Collaborate with ECDC staff, appointed trainers and other contractor/s, as needed in the creation of teaching aids that support content delivery and skills assessments,

—­ Design a wide variety of interactive activities, exercises, etc. aimed at achieving the defined learning outcome through a participatory approach for online and onsite training,

—­ Discuss and finalise the activities and exercises in collaboration with ECDC staff and appointed trainers for online and onsite training,

—­ Develop a trainers’ reference document to detail agreed activities and exercises, including best practices for delivery. Seek ECDC staff and appointed trainers’ input and amend as necessary,

—­ Ensure introduction and utilisation of a wide range of digital tools that amplify participatory and interactive dimension of online meetings along with ensuring that any IT tool proposed is provided and have a valid license for use at the meeting,

— Ensure that ECDC staff and appointed trainers are trained and fully confident in deploying such activities,

— ­Develop feedback tools to assess the effectiveness of the proposed activities,

— ­Develop evaluation feedback channels,

— ­Recognise diverse teaching/learning styles within trainers’ groups and apply facilitative approaches accordingly.

Delivery

—­ Support ECDC staff, trainers and participants with delivery of the suggested activities and exercises,

—­ Deploy feedback tools to assess the effectiveness of the proposed activities,

—­ Report on the achievement of the learning objectives,

—­ Collect and summarise for the assigned trainers the participants’ questions related to the key concepts,

­— Coach the assigned trainers in modelling an inclusive environment for all learners, promoting engagement, reflective practice, critical thinking, and skill acquisition,

­— Appropriately support the facilitating experts in identifying the impact of personal values when teaching in a multi-cultural environment,

—­ Coach the assigned trainers to effectively address emerging challenges.

Meetings and training will be held in English.

Detailed tasks and deliverables will be specified in each request for offer for every assignment.

Selection criteria

The candidate must comply with the criteria listed below.

Criteria 5.1 – University degree: Master’s degree or equivalent.

In-depth knowledge of curriculum design, instructional design methods, and training techniques.

Evidence 5.1 – The candidate must provide a recent CV (max. 2 pages) and academic certificates (see section 16. Annexes).

Criteria 5.2 – Professional experience: at least 7 years’ relevant experience in adult training (trainer, educational/instructional designer, mentor or consultant, lecturer, professor, including online delivery methods) in particular for technical and scientific events in areas relevant to public health or related fields. Knowledge of interactive and innovative tools and techniques.

Evidence 5.2 – The candidate must provide a list of projects or consultancies. The list should also include the total amount of the project, dates, location and name of the client.

Criteria 5.3 – Languages: full proficiency in English, the candidate shall have at least C2 level(11) in English.

Evidence 5.3 – The candidate must provide a CV, a language certificate or past experience in English such as working in an English speaking environment, appropriate level of studies or English as mother tongue or other official proof.

Criteria 5.4 – Licences and tools: the contractor is expected to be in possess of the relevant equipment, including valid software licences to perform the suggested activities. Licences for web conference platforms (MS Teams, Webex), not required.

Evidence 5.4 – List of valid software licences.

Tasks and deliverables will be specified in each request for offer for every assignment.

(3) https://ec.europa.eu/neighbourhood-enlargement/countries/check-current-status_en

(4) https://ec.europa.eu/neighbourhood-enlargement/neighbourhood/european-neighbourhood-policy_en

(5) https://ec.europa.eu/international-partnerships/africa-eu-cooperation_en

(6) https://europa.eu/europass/en/common-european-framework-reference

(7) Events with over 50 participants, flagship events and major scientific conferences with a clear communication aspect.

(8) https://europa.eu/europass/en/common-european-framework-reference

(9) https://europa.eu/europass/en/common-european-framework-reference

(10) https://europa.eu/europass/en/common-european-framework-reference

(11) https://europa.eu/europass/en/common-european-framework-reference

8.Place of delivery

Meetings and events usually take place at ECDC’s premises in Stockholm, or any other place indicated in the request for offer (mostly in EU/EEA countries and on occasion outside of the EU/EEA, depending on the specific activity).

In case of virtual events tasks will be carried out at the contractor’s premises, unless agreed differently with the ECDC.

9.Expiry date of the list resulting from this call for expressions of interest

The list resulting from this notice is valid for four years from dispatch of this notice. Interested parties may submit an expression of interest at any time prior to the last three months of validity of the list.

10.Participation

Participation in this procurement procedure is open on equal terms to all natural and legal persons coming within the scope of the Treaties, as well as to international organisations, established in the European Union, European Economic Area and Stabilisation and Association Agreements countries.

For economic operators established in the United Kingdom (UK): please be aware that as from 1 February 2020, the UK became a third country and the transition period ended on 31 December 2020.

Based on the status of the UK as a third country, the rules of access to EU procurement procedures of economic operators established in third countries will apply to tenderers from the UK. Tenderers established in third countries do not have access to ECDC’s procurements and will be rejected as ineligible.

11.Exclusion criteria

All candidates must provide a declaration on honour (https://www.ecdc.europa.eu/sites/default/files/documents/declaration-on-honour-open-calls-update-2019.docx), signed and dated by an authorised representative, stating that they are not in one of the situations of exclusion listed in that declaration on honour.

12.Selection criteria

The candidate must comply with the criteria indicated under each sublist (point 7).

13.Ex-post transparency

Details on the contractors who have concluded a contracts of more than EUR 15 000 following the procedure set out at point 4 shall be published on the website of ECDC no later than 30 June of the year following contract award.

These details include name, locality (address for legal persons and region of origin for natural persons), amount, and subject of the contract. For natural persons, the information shall be removed two years after the year of contract award.

14.Date of dispatch of notice

14 July 2021

15.Date of receipt by the Publications Office

14 July 2021

16.Annexes

Annex I - Declaration on honour:

— https://www.ecdc.europa.eu/sites/default/files/documents/declaration-on-honour-open-calls-update-2019.docx

Annex II - Application form available in EU survey:

— https://www.ecdc.europa.eu/sites/default/files/documents/declaration-on-honour-open-calls-update-2019.docx

— https://ec.europa.eu/eusurvey/runner/CEI_Intellectual_Support_Services_for_ECDC_Meetings_and_Events

Tender documents are available on eTendering under https://etendering.ted.europa.eu/cft/cft-display.html?cftId=8987

Deadline Date2025-04-14
Publication Date2021-07-26
CountrySweden
Procurement StatusActive
TypeNot specified
Contract TypeServices
Award CriteriaNot specified
OrganisationEuropean Centre for Disease Prevention and Control (ECDC)
TownSolna
Class Code71356200
Class DescriptionTechnical assistance services
SourceOffice for Official Publications of the European Communities - Tenders electronic daily (Ted)

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