Design, plan, conduct and evaluate exercises for Civil …ec.europa.eu/.../pdf/calls2009/specifications_en09020.pdf · 2014-04-22 · SPECIFICATIONS To Invitation to ... plan, conduct

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SPECIFICATIONS To Invitation to Tender ENV A.3/SER/2009/0020

Design, plan, conduct and evaluate exercises for Civil Protection

Modules and Technical Assistance and Support Teams 3 lots

These specifications follow the publication of - the prior information notice in OJEU 2009/S 35-050290 of 20/02/2009 - the contract notice in OJEU 2009/S 89-127607 of 09/05/2009 PART 1: TECHNICAL DESCRIPTION PART 2: ADMINISTRATIVE DETAILS PART 3: ASSESSMENT AND AWARD OF A CONTRACT Annex 1: Administrative information form Annex 2: Financial offer template Annex 3: Legal entity form (can be downloaded from

http://ec.europa.eu/budget/execution/legal_entities_en.htm ) Annex 4: Declaration of the candidate’s eligibility regarding exclusion criteria Annex 5: Financial capacity form Annex 6: Acknowledgement form Annex 7: Checklist for complete tender file Appendix 1: Curriculum Modules Basic Course Appendix 2: Modules/TAST contact list Appendix 3: Model status report Appendix 4: Model exercise certificate

http://ec.europa.eu/budget/execution/legal_entities_en.htm

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PART 1: TECHNICAL DESCRIPTION 1. Background The Community Mechanism to facilitate reinforced cooperation in civil protection assistance interventions was established by Council Decision No. 2001/792/EC Euratom 1 and Commission Decision (2004/277) 2 of 29/12/2003 laying down rules for the implementation of the above mentioned Council Decision. Council Decision 2007/779/EC, Euratom of 8 November 2007 established a recast of this Mechanism 3 in which thirty Participating States - the EU-27, and the EEA countries (Liechtenstein, Norway and Iceland) participate. Croatia as a candidate country is expected to become the 31st Participating State of the Mechanism as soon as the Croatian Parliament ratifies the Memorandum of Understanding. The adoption of Council Decision 2007/162/EC, Euratom establishing a Civil Protection Financial Instrument 4 represents an important step forward in the development of the Community Civil Protection Mechanism.

The overall objective of the Mechanism is to facilitate European cooperation in civil protection assistance interventions in the event of major emergencies, or the imminent threat thereof, inside or outside the European Union which may require urgent response actions. In accordance with the principle of subsidiarity, it can make support available on request if a disaster overwhelms the response capacity of an affected country. By pooling the civil protection capabilities of the Participating States, the Mechanism can ensure even better protection primarily of people, but also of the natural and cultural environment and of property. In order to enable and ensure effective assistance intervention in emergencies, as well as rapid and coordinated mobilisation of teams with the requisite flexibility, some preparatory measures are also foreseen.

Commission Decision No. 2004/277/EC, Euratom of 29 December 2003 lays down the rules for the implementation of the Mechanism, defining its duties and the functioning of the various preparatory measures, including a training programme to enhance the coordination of civil protection assistance interventions. The European Commission manages and funds a general training programme which consists of different courses. The modules/TAST exercises shall fit into this system and take into account subjects taught in the training Modules Basic Courses (see MBC Curriculum Nr. 7 - Appendix 1).

On 20 December 2007 Commission Decision No. 2008/73/EC, Euratom (implementing rules on modules)5 amending Commission Decision No. 2004/277/EC, Euratom of 29 December 2003 was adopted. It introduces implementing rules for a module concept. Civil protection modules are task and needs driven pre-defined arrangements of resources from one or more Member States on a voluntary basis. They have to be self-sufficient, interoperable and can be dispatched at very short notice. The implementing rules cover the main characteristics of civil protection modules such as their tasks, capacities, components as well as their deployment time and define their appropriate degree of self-sufficiency and interoperability. The rules also provide for technical assistance and support teams (TAST) which may support the Monitoring and Information Centre

1 http://eur-lex.europa.eu/pri/en/oj/dat/2001/l_297/l_29720011115en00070011.pdf 2 http://eur-lex.europa.eu/pri/en/oj/dat/2004/l_087/l_08720040325en00200030.pdf 3 http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2007:241:0017:0023:EN:PDF 4 http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:32007D0162:EN:NOT 5 http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:32008D0073:EN:NOT

http://eur-lex.europa.eu/pri/en/oj/dat/2004/l_087/l_08720040325en00200030.pdf




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(MIC) assessment and/or coordination teams and may, under specified conditions, be incorporated in specific modules to fulfil support functions. Participating States were asked to register the modules at the Commission. A list which indicates points of contact for further information about modules/TAST in all Participating States countries can be found in Appendix 2. The Commission aims to develop model exercises taking into account the specific needs of civil protection modules and TAST. Several exercises shall be conducted on the basis of the created models. Specific needs are, among others, the work in an international environment (including international guidelines), interoperability, self-sufficiency, communication issues and exchange of information about equipment and command structures.

2. Objectives The objective of the lots within this call for tender is to design different sorts of specific model exercises for the personnel and equipment of registered civil protection modules/TAST. On the basis of the developed model exercise the objective is to design, plan, conduct and evaluate these specific exercises for civil protection modules/TAST in the civil protection field. Tenderers can bid for one, two or all lots. The lots are made up as follows: Lot 1: Design, plan, conduct and evaluate five table top exercises for key personnel of civil protection modules/TAST The contractor shall design the model of a table top exercise for key personnel of civil protection modules/TAST and then plan, conduct and evaluate five exercises on the basis of the designed model. The exercise shall take into account specific needs of modules/TAST. Each of the exercises shall have a capacity of a maximum of 25 participants (consisting of 20 key personnel of modules/TAST plus 5 Community Mechanism trained experts to establish an On-Site Operations Coordination Centre (OSOCC) as part of the exercise). Participants will be appointed by the participating countries of the Civil Protection Mechanism according to Article 27 of the Council Decision No. 2004/277/EC Euratom. Each exercise shall last for three days. The exercises shall be conducted during the period July 2010 to June 2011. The actual dates must be approved by the Commission. The contract shall be 24-months non-renewable.

Lot 2: Design, plan, conduct and evaluate three exercises for High Capacity Pumping, Water Purification, Advanced Medical Post, Advanced Medical Post with Surgery and TAST The contractor shall design the model of a full-scale exercise and then plan, conduct and evaluate three exercises on the basis of the designed model. The exercise shall take into account the specific needs of civil protection modules/TAST. Each of the exercises shall have a capacity of participation of at least four civil protection modules/TAST from different Participating States (which can be a different combination chosen from High Capacity Pumping, Water Purification, Advanced Medical Post, Advanced Medical Post with Surgery and TAST) as well as five Community Mechanism trained experts to establish an On-Site Operations Coordination Centre (OSOCC) as part of the exercise. The objective is to involve modules/TAST from as many Participating States as possible. Participation of modules/TAST shall be confirmed by participating countries (contract or letter of intent). Each exercise shall last for three days. The

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exercises shall be conducted during the period July 2010 to June 2011. The actual dates must be approved by the Commission. The contract shall be 24-months non-renewable.

Lot 3: Design, plan, conduct and evaluate three exercises for Medium/Heavy Urban Search and Rescue, Urban Search and Rescue in Chemical, Biological, Radiological or Nuclear (CBRN) Condition and CBRN Detection and Sampling The contractor shall design the model of a full-scale exercise and then plan, conduct and evaluate three exercises on the basis of the designed model. The exercise shall take into account the specific needs of civil protection modules. Each of the exercises shall have a capacity of participation of at least three civil protection modules from different Participating States (which can be a different combination chosen from Medium/Heavy Urban Search and Rescue, Urban Search and Rescue in CBRN Condition, CBRN Detection and Sampling) as well as five Community Mechanism trained experts to establish an On-Site Operations Coordination Centre (OSOCC) as part of the exercise. The objective is to involve modules from as many Participating States as possible. Participation of modules shall be confirmed by participating countries (contract or letter of intent). Each exercise shall last for three days. The exercises shall be conducted during the period July 2010 to June 2011. The actual dates must be approved by the Commission. The contract shall be 24-months non-renewable. 3. Content / Description of the tasks/Deliverables The contractor shall work under the supervision of the European Commission and in close co-ordination with other contractors holding service contracts on Civil Protection training courses and exercises. The contractor shall, with reference to Council Decision No. 2007/779/EC, Euratom establishing a Community Civil Protection Mechanism (recast) and to Commission Decision No. 2008/73/EC, Euratom amending Commission Decision No. 2004/277/EC, Euratom of 29 December 2003 laying down rules for the implementation of the above mentioned Council Decision establishing a Community mechanism to facilitate reinforced cooperation in civil protection assistance interventions, undertake the following tasks: 3.1 Lot 1: Design, plan, conduct and evaluate five table top exercises for key personnel

of civil protection modules/TAST PHASE 1 – DESIGN Task 1 Meetings/ Cooperation

Within the first two months after signing the contract, the contractor will meet the Commission in Brussels and give an outline about the detailed planning of the implementation of the tender. In addition, the contractor shall organise, host and chair a physical one and a half day initial planning meeting of a working group in Brussels during phase 1. The involvement and participation in this working group (minimum of eight participants) of relevant interest groups, such as participating contractors of this call for tender, lecturers, trainers or experts from other organisations, like UN or NGOs, shall be actively pursued. The meetings can be arranged back-to-back but not in parallel with similar meetings of the other two contractors of this call for tender.



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The Commission shall approve the list of participants. The contractor has to cover the costs for the meeting as well as for accommodation and travel of the participants. Participants have to sign a confirmation that no other party will cover the cost for this meeting. The Commission shall be invited to participate at its own cost. In the case of a dispute the Commission decides the most appropriate dates for the meetings. On request the contractor shall meet the Commission in Brussels to present and clarify the Interim Report (see task 2). Other consultations can be arranged as video or phone conferences. The contractor shall consult the European Commission in writing before major decisions are taken. The official language shall be English.

Task 2 Designing

The contractor shall design the model of a table top exercise for key personnel of the civil protection modules and TAST taking into account the specific needs. The contractor has to develop a scenario and a detailed schedule and event list for conducting the exercise alongside the following main objectives:

to verify and improve procedures, to establish a common understanding of the cooperation in civil protection assistance interventions with modules/TAST and to accelerate the response in major emergencies

to provide a learning opportunity for all actors involved in civil protection assistance interventions with modules/TAST under the Community Civil Protection Mechanism

to enhance cooperation between the participating countries’ modules/TAST

to test the coordination of EU civil protection assistance in accordance with rules and regulations

as well as to enhance the exchange of information of different equipment and

command structures in modules/TAST from different Participating States

to improve and test the understanding of interoperability, self-sufficiency and communication issues

to test the possibilities to cooperate between different modules/TAST to look into compatibility of equipment to enhance the common understanding of safety and security

Furthermore, the following conditions shall be taken into consideration during the design process: the exercise will last for three full days, therefore time compression

will be needed between the consecutive events to be able to cover all the major phases of the simulated intervention – at the end of the exercise a short feedback and evaluation shall be planned to give participants the possibility for an immediate feed back

the composition of the participants and the represented

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modules/TAST might differ – the design and scheduling of the model exercise has to take this into account by providing alternative schedules, event lists and inputs

specific evaluation sheets for evaluators and participants have to be designed to assure appropriate evaluation

the schedule has to indicate expected reactions and possible solutions of the participants as well as all the planned inputs

All communication with the European Commission during the life-time of the service shall be done in English. Every month the contractor shall send a one page written update to the European Commission describing the progress of the designing process. The contractor shall store all documentation of the designing process in English in the designated forum of the CIRCA application after approval by the Commission. The result of the designing process shall be presented as an Interim Report (including script, detailed schedule and event list as well as evaluation sheets) no later than four months after the signature of the contract. The European Commission shall then approve or make changes within a month after having received the Interim Report.

PHASE 2 – PLANNING Task 3 Planning

On the basis of the model exercise the contractor shall plan five table top exercises each of which can accommodate maximum 25 participants (20 participants of key personnel of modules/TAST and five Community Mechanism trained experts establishing an On-Site Operations Coordination Centre (OSOCC)). Furthermore a steering committee with a minimum of five people has to be

established to coordinate the exercise, a minimum of four trainers shall attend the exercise to give

assistance, guidance and feed back to the participants, a minimum of three evaluators shall follow the exercise – the

contractor has to provide the evaluators with the schedule as well as with a detailed evaluation sheet,

a maximum of 20 people of actors and support staff can be foreseen for the exercise.

Each exercise shall last three days. The exercises shall be conducted during the period July 2010 to June 2011. The actual dates must be approved by the Commission in writing. The contractor shall store all documentation of the planning process in English in the designated forum of the CIRCA application provided by the Community.

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The contractor shall send the final exercise schedule in an electronic version to the European Commission at the latest four weeks before the first day of each exercise for approval. The contractor's team of trainers and evaluators must come from various countries participating in the Community Mechanism. All trainers and evaluators shall understand and speak English fluently and the whole exercise shall be prepared and conducted in English. Self evaluation and immediate feed-back of participants should be foreseen during the exercise. The contractor shall contract support personnel and actors for the course exercise when necessary.

PHASE 3 – DOCUMENTATION AND VENUE Task 4 Documentation

The contractor shall prepare detailed briefing and documentation for the exercises and provide trainers, evaluators, participants and European Commission with a printed version of all relevant documentation in English on the first exercise day in a cover four ring binders (DIN norm). In addition, the contractor shall either send this documentation on a CD-ROM/DVD by mail or make it available via a download possibility from a web site at the latest five weeks before the first day of each exercise. The contractor shall also upload to the designated forum of the CIRCA application an electronic version of the binder content at the latest two weeks before the first day of each exercise. The CIRCA web site is only for communication between the contractor and the Commission. The contractor shall send to all participants - stored on a CD-ROM/DVD - an updated complete documentation folder in English including list of participants, trainers and evaluators with contact information of participants at the latest two weeks after the last day of each course.

Task 5 Exercise venue and Transport

The contractor shall ensure all practical arrangements concerning attendance, travel, food and accommodation of the participants at least four weeks before the first day of each exercise. Provisions must be made to ensure the timely arrival of the invited participants. Participants should travel economy class (plane) and/or first class (train) whichever takes the least amount of time. The contractor has full responsibility to ensure that tickets are delivered appropriately and on time to the participants.

The contractor shall contract a venue which offers single bedrooms with own bathroom including shower for each participant. The venue shall offer facilities for leisure and study. The contractor shall contract a venue that can provide one lecture hall, four separate rooms or equivalent with full access to PC including high speed Internet access 24/24. The contractor shall plan for a situation where the overall time consumption 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.

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PHASE 4 – CONDUCTION Task 6 Conduction of the exercise

The exercises will be conducted in English. The contractor shall conduct the exercises according to the previously approved final exercise schedule ensuring all practical arrangements concerning attendance, travel, food and accommodation of the participants. The contractor shall immediately report to the European Commission in writing if “force majeure” prevents the contractor from conducting the course according to the approved schedule. An exercise can only be cancelled in agreement with the Commission and if less than 10 participants have registered.

The contractor shall distribute to and collect from the participants the designed evaluation forms. Certificates (appendix 4) issued by the contractor and signed by a European Commission representative at the end of the exercise will only be issued to participants attending the full exercise. The contractor shall register the attendance of every participant and contact the sending participating state and the European Commission immediately if expected participants do not register or participants leave the exercise before the scheduled time. The contractor is not entitled to permit participants to arrive later than scheduled, leave during the exercise or leave earlier than scheduled and shall, if requested for this by participating states or participants, in detail explain the consequences concerning a non-obtained certificate.

PHASE 5 – EVALUATION AND REPORTS Task 7 Evaluation of the exercise

The contractor shall present an evaluation report in English at the latest six weeks after the last day of each exercise.

Task 8 Status reports

The contractor shall prepare a status report in English after each exercise with due regard to the structure which is laid down in appendix 3. This shall be made available at the latest four weeks after the last day of the exercise in both printed (1 copy) and electronic format.

Task 9 Participation in meetings of training coordinators and lessons learnt

The contractor shall take part in one training coordinators meeting during the duration of the contract and give a short evaluation about the exercise. Training coordinators meetings take place once a year. The date of participation will be set by the Commission. During the lifespan of this contract the contractor also has to take part in a lessons learnt meeting in Brussels and give a power point presentation about the lessons learnt during all phases of the exercise (designing, planning, conduction and evaluation). Lessons learnt lessons take place on a regular basis in Brussels. The date of participation will be agreed with the Commission.

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Task 10 Final consolidated report

The contractor shall prepare a final consolidated report in English. This shall be made available at the latest 13 weeks after the last day of the last exercise in both printed (1 copy) and electronic format.

3.2 Lot 2: Design, plan, conduct and evaluate three exercises for High Capacity

Pumping, Water Purification, Advanced Medical Post, Advanced Medical Post with Surgery and TAST

PHASE 1 – DESIGN Task 1 Meetings/ cooperation

Within the first two months after signing the contract, the contractor will meet the Commission in Brussels and give an outline about the detailed planning of the implementation of the tender. In addition, the contractor shall form an ad hoc working group, (with a minimum of eight participants). The involvement and participation in this working group of relevant interest groups, such as participating contractors of this call for tender, lecturers, trainers or experts from other organisations, like UN or NGOs, shall be actively pursued. The meetings can be arranged back-to-back but not in parallel with similar meetings of the other two contractors of this call for tender. The Commission shall approve the list of participants. The contractor has to cover the costs for the meeting as well as for accommodation and travel of the participants. Participants have to sign a confirmation that no other party will cover the cost for this meeting. The European Commission shall be invited to participate in the meetings at its own costs. The contractor shall organise, host and chair a physical one and a half day initial planning meeting of this ad hoc working group in Brussels during phase 1. On request the contractor shall meet the Commission in Brussels to present and clarify the Interim Report (see task 2). An additional one and a half day meeting of the working group shall be organised at least 16 weeks before the first exercise on the site where this exercise will be carried out. The contractor has to cover the costs for the meetings as well as for accommodation and travel of the participants. Other consultations can be arranged as video or phone conferences. In the case of a dispute the Commission decides the most appropriate dates for the meetings. The contractor shall take advice from the working group and consult the European Commission in writing before major decisions are taken. The official language shall be English.

Task 2 Designing

The contractor shall design the model of a full scale exercise for High Capacity Pumping, Water Purification, Advanced Medical Post, Advanced Medical Post with Surgery and TAST. The contractor has to develop a scenario for the deployment of these modules/TAST as well as

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a detailed schedule and event list for conducting the exercise alongside the following main objectives:

to verify and improve procedures, to establish a common understanding of the cooperation in civil protection assistance interventions with modules/TAST and to accelerate the response in major emergencies

to provide a learning opportunity for all actors involved in civil protection assistance interventions with modules/TAST under the Community Civil Protection Mechanism

to enhance operational cooperation between the participating countries’ modules/TAST


as well as to enhance the exchange of different equipment and of information

of command structures and communication tools in modules/TAST from different Participating States

to look into compatibility of equipment to improve the understanding and implementation of interoperability,

self-sufficiency and communication problems to test the possibilities to cooperate between different modules/TAST enhance the common understanding and implementation of safety

and security during an emergency Furthermore, the following conditions shall be taken into consideration during the designing process: the exercise will last for three full days, therefore time compression

will be needed between the consecutive events to be able to cover all the major phases of the simulated intervention– at the end of the exercise a short feedback and evaluation shall be planned to give participants the possibility for an immediate feed back

the exercise will be conducted with at least four modules/TAST (chosen from High Capacity Pumping, Water Purification, Advanced Medical Post, Advanced Medical Post with Surgery and/or TAST) therefore the composition of represented modules/TAST in the exercise might differ – the design and scheduling of the model exercise has to take this into account by providing alternative schedules and inputs

specific evaluation sheets for evaluators and team leaders of the modules/TAST have to be designed to assure appropriate evaluation

the schedule has to indicate expected reaction/solution as well as all the planned inputs

All communication with the European Commission during the life-time of the service shall be done in English. Every month the contractor shall send a one page written update to the European Commission describing

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the progress of the designing process. The result of the designing process shall be presented as an Interim Report (including the schedule, event list and the evaluation sheets) no later than four months after the signature of the contract. The Interim Report shall also include the contracts and/or letters of intent of the participating countries which confirm taking part with their modules/TAST in the exercises. The European Commission shall then approve or make changes to the complete scenario within a month after having received the Interim Report.


On the basis of the model exercise the contractor shall plan three full scale exercises each of which involves at least four modules/TAST (chosen from High Capacity Pumping, Water Purification, Advanced Medical Post, Advanced Medical Post with Surgery and TAST) and which include the structure of an On-Site Operations Coordination Centre (OSOCC) operated by five Community Mechanism trained experts. An average of 55 participants in each exercise shall be achieved and an overall minimum of 165 participants shall take part in the three exercises. The contractor shall organize, host and chair a one and a half day meeting for a Core Group of a minimum of eight participants (including other contractors of this tender and representatives of the participating countries) on the site of each exercise no later than eight weeks before the exercise is carried out. The meetings can be arranged back-to-back but not in parallel with similar meetings of the other two contractors of this call for tender. The Commission shall approve the list of participants. The contractor has to cover the costs for the meeting as well as for accommodation and travel of the participants. Participants have to sign a confirmation that no other party will cover the cost for this meeting. The European Commission shall be invited to participate in the meetings at its own costs. The date of the meeting must be approved in writing by the European Commission. The meeting shall focus on the following issues:

Presentation by the contractor on the implementation process of the exercise (including security and safety standards)

Finalization of the rules of coordination, rules of communication, plan of actions and of the participants’ role

Finalization of the programme for the observers The contractor shall ensure all other practical arrangements concerning attendance: invitations, meeting room, and transport for the members of

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the Core Group to and from the venue by issuing travel documents. Furthermore: the objective is to involve modules/TAST from as many

Participating States as possible, therefore during each exercise participating modules/TAST should have different nationalities

a steering committee with a minimum of five people has to be established to run the exercise

a minimum of two trainers shall attend the exercise to give assistance, guidance and feed back to the participants,

a minimum of five evaluators shall follow the exercise - the contractor has to provide the evaluators with the schedule as well as with a detailed evaluation sheet

a maximum of 30 people as actors and support staff shall be foreseen

a maximum of seven observers from Participating States can be accepted – the contractor has to organise the observers programme, transport, travel and accommodation.

Each exercise shall last for three days. The exercises shall be conducted during the period July 2010 to June 2011. The actual dates must be approved by the Commission in writing. The contractor shall send all documentation of the planning process in English in a printed and in an electronic version to the Commission. The contractor shall send the final exercise schedule in an electronic version to the European Commission at the latest four weeks before the first day of each exercise for approval. The contractor's team of trainers and evaluators must come from various countries participating in the Community Mechanism. All evaluators and trainers shall understand and speak English fluently and the whole exercise shall be prepared and conducted in English. Self evaluation by the head of modules and immediate feed-back should be foreseen during the exercise. The contractor shall contract support personnel and actors for the exercise.


The contractor shall prepare detailed briefing and documentation for the exercises and provide the trainers, evaluators, participants and the European Commission with a printed version of all relevant documentation in English on the first exercise day. In addition, the contractor shall either send essential information on a CD-ROM/DVD by mail to participants or make it available via a download possibility from a web site at the latest five weeks before the first day of each exercise. The contractor shall send to all participating modules/TAST - stored on a CD-ROM/DVD - an updated complete documentation folder in English including list of participating modules/TAST and evaluators with contact information of participants at the latest two weeks after the last day of

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each exercise. Task 5 Exercise venue and Transport

The contractor shall ensure all practical arrangements concerning attendance, transport of equipment, travel, food and accommodation of the participating modules/TAST at least four weeks before the first day of each exercise. Provisions must be made to ensure the timely arrival of the equipment and the participants. The costs for the participating modules/TAST will be paid by the contractor. It has to be kept in mind that the modules/TAST have to be self-sufficient. In compliance with the participating modules the following has to be fulfilled.

Meals must be served three times daily in the field, including at least one hot meal per day. It must include sufficient beverages available 24/24 to avoid dehydration of participants, support personnel and actors etc.

Accommodation: Beds in tents or buildings must be provided for participants, support personnel and actors as well as single rooms for trainers, evaluators, observers and others.

Sanitary installations equivalent to international standards must be set up in sufficient numbers.

The contractor shall assure that appropriate insurance exists for the equipment and the participants.

The contractor shall offer MEDEVAC (Medical Evacuation) and a dedicated medical service in case of real emergencies during the exercise.

Where necessary evaluators and participants should travel economy class (plane) and/or first class (train) whichever takes the least amount of time. Pre-paid economy class tickets should 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 appropriately and on time to the participants. Transport of equipment should be arranged in accordance with market prices and international standards.

The contractor shall carry out at least one of the exercises in a venue in a different Participating State (which means two venues for the three exercises have to be prepared).


The exercises will be conducted in English. Since only the key personnel of the modules/TAST have to speak English, the contractor might have to arrange for interpretation where it is necessary for practical or safety reasons. For the briefing of the exercise and especially for the introduction of security information as well as other important

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information translated information papers for the modules/TAST should be made available. The contractor has to make sure that safety and security rules are followed throughout the exercise.

The contractor shall immediately report to the European Commission in writing if “force majeure” prevents the contractor from conducting the exercise according to the approved schedule. The contractor shall distribute to and collect from the head of modules/TAST the designed evaluation forms.

Certificates (appendix 4) issued by the contractor and signed by a European Commission representative at the end of the exercise will only be issued to participants attending the full exercise. The contractor shall register the attendance of every participant and contact the sending participating state and the European Commission immediately if expected participants do not register or participants leave the exercise before the scheduled time. The contractor is not entitled to permit participants to arrive later than scheduled, leave during the course or leave earlier than scheduled and shall, if requested for this by participating states or participants, in detail explain the consequences concerning a non obtained certificate.









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3.2 Lot 3: Design, plan, conduct and evaluate three exercises for Medium/Heavy Urban

Search and Rescue, Urban Search and Rescue in Chemical, Biological, Radiological and Nuclear (CBRN) Condition and CBRN Detection and Sampling

PHASE 1 – DESIGN Task 1 Meetings/ Cooperation

Within the first two months after signing the contract, the contractor will meet the Commission in Brussels and give an outline about the detailed planning of the implementation of the tender. In addition, the contractor shall form an ad hoc working group, (with a minimum of eight participants). The involvement and participation in this working group of relevant interest groups, such as participating contractors of this call for tender (if applicable), lecturers, trainers or experts from other organisations, like UN or NGOs, shall be actively pursued. The meetings can be arranged back-to-back but not in parallel with similar meetings of the other two contractors of this call for tender. The Commission shall approve the list of participants. The contractor has to cover the costs for the meetings as well as for accommodation and travel of the participants. Participants have to sign a confirmation that no other party will cover the cost for these meetings. The European Commission shall be invited to participate in the meetings at its own costs. The contractor shall organise, host and chair a physical one and a half day initial planning meeting of this ad hoc working group in Brussels during phase 1. An additional one and a half day meeting of the working group shall be organised at least 16 weeks before the first exercise on the site where this exercise will be carried out. On request the contractor shall meet the Commission in Brussels to present and clarify the Interim Report (see task 2). The contractor has to cover the costs for the meetings as well as for accommodation and travel of the participants. Other consultations can be arranged as video or phone conferences. In the case of a dispute the Commission decides the most appropriate dates for the meetings. The contractor shall take advice from the working group and consult the European Commission in writing before major decisions are taken. The official language shall be English.

Task 2 Designing

The contractor shall design the model of a full scale exercise for Medium/Heavy Urban Search and Rescue, Urban Search and Rescue in CBRN Condition and CBRN Detection and Sampling. The contractor has to develop a scenario for the deployment of these modules as well as a detailed schedule and event list for conducting the exercise alongside the following main objectives:

to verify and improve procedures, to establish a common

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understanding of the cooperation in civil protection assistance interventions with modules and to accelerate the response in major emergencies

to provide a learning opportunity for all actors involved in civil protection assistance interventions with modules under the Community Civil Protection Mechanism

to enhance operational cooperation between the participating countries’ modules


as well as to enhance the exchange of different equipment and of information

of command structures and communication tools in modules from different Participating States

to look into compatibility of equipment to improve the understanding and implementation of interoperability,

self-sufficiency and communication problems test the possibilities to cooperate between different modules enhance the common understanding and implementation of safety

and security during an emergency Furthermore, the following conditions shall be taken into consideration during the designing process: the exercise will last for three full days, therefore time compression

will be needed between the consecutive events to be able to cover all the major phases of the simulated intervention– at the end of the exercise a short feedback and evaluation shall be planned to give participants the possibility for an immediate feed back

the exercise will be conducted with at least three modules (chosen from Medium/Heavy Urban Search and Rescue, Urban Search and Rescue in CBRN Condition and CBRN Detection and Sampling) therefore the composition of represented modules in the exercise might differ – the design and scheduling of the model exercise has to take this into account by providing alternative schedules and inputs

specific evaluation sheets for evaluators and team leaders of the modules have to be designed to assure appropriate evaluation

the schedule has to indicate expected reaction/solution as well as all the planned inputs

All communication with the European Commission during the life-time of the service shall be done in English. Every month the contractor shall send a one page written update to the European Commission describing the progress of the designing process. The result of the designing process shall be presented as an Interim Report (including the schedule, event list and the evaluation sheets) no later than four months after the signature of the contract. The Interim

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Report shall also include the contracts and/or letters of intent of the participating countries which confirm taking part with their modules in the exercises. The European Commission shall then approve or make changes to the complete scenario within a month after having received the Interim Report.


On the basis of the model exercise the contractor shall plan three full scale exercises each of which involves at least three modules (chosen from Medium/Heavy Urban Search and Rescue, Urban Search and Rescue in CBRN Condition and CBRN Detection and Sampling) and which includes the structure of an On-Site Operations Coordination Centre (OSOCC) manned by 5 Community trained experts. An average of 105 participants in each exercise shall be achieved and an overall minimum of 315 participants shall take part in the three exercises. The contractor shall organize, host and chair a one and a half day meeting for a Core Group of a minimum of eight participants (including other contractors of this tender (if applicable) and representatives of the participating countries) on the site of each exercise no later than eight weeks before the exercise is carried out. The meetings can be arranged back-to-back but not in parallel with similar meetings of the other two contractors of this call for tender. The Commission shall approve the list of participants. The contractor has to cover the costs for the meeting as well as for accommodation and travel of the participants. Participants will have to sign a confirmation that no other party will cover the cost for this meeting. The European Commission shall be invited to participate in the meetings at its own costs. The date of the meeting must be approved in writing by the European Commission. The meeting shall focus on the following issues:

Presentation by the contractor on the implementation process of the exercise (including security and safety standards)

Finalization of the rules of coordination, rules of communication, plan of actions and of the participants’ role

Finalization of the programme for the observers The contractor shall ensure all other practical arrangements concerning attendance: invitations, meeting room, and transport for the members of the Core Group to and from the venue by issuing travel documents. Furthermore: the objective is to involve modules from as many Participating

States as possible, therefore during each exercise participating

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modules should have different nationalities a steering committee with a minimum of five people has to be

established to run the exercise a minimum of two trainers shall attend the exercise to give

assistance, guidance and feed back to the participants a maximum of 50 people as actors and support staff shall be

foreseen a minimum of five evaluators shall follow the exercise - the

contractor has to provide the evaluators with the schedule as well as with a detailed evaluation sheet

a maximum of seven observers from Participating States can be accepted – the contractor has to organise the observers programme, transport and accommodation.

Each exercise shall last for three days. The exercises shall be conducted during the period July 2010 to June 2011. The actual dates must be approved by the Commission in writing. The contractor shall send all documentation of the planning process in English in a printed and an electronic version to the Commission. The contractor shall send the final exercise schedule in an electronic version to the European Commission at the latest four weeks before the first day of each exercise for approval. The contractor's team of trainers and evaluators must come from various countries participating in the Community Mechanism. All evaluators and trainers shall understand and speak English fluently and the whole exercise shall be prepared and conducted in English. Self evaluation by the head of modules and immediate feed-back should be foreseen during the exercise. The contractor shall contract support personnel and actors for the exercise.


The contractor shall prepare detailed briefing and documentation for the exercises and provide the trainers, evaluators, participants and the European Commission with a printed version of all relevant documentation in English on the first exercise day. In addition, the contractor shall either send essential information on a CD-ROM/DVD by mail to participants or make it available via a download possibility from a web site at the latest five weeks before the first day of each exercise. The contractor shall send to all participating modules - stored on a CD-ROM/DVD - an updated complete documentation folder in English including list of participating modules and evaluators with contact information of participants at the latest two weeks after the last day of each exercise.

Task 5 Exercise venue and

The contractor shall ensure all practical arrangements concerning attendance, transport of equipment, travel, food and accommodation of

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Transport the participating modules at least four weeks before the first day of each exercise. Provisions must be made to ensure the timely arrival of the equipment and the participants. The costs for the participating modules will be paid by the contractor. It has to be kept in mind that the modules have to be self-sufficient. In compliance with the participating modules the following has to be fulfilled.

Meals must be served three times daily in the field, including at least one hot meal per day. It must include sufficient beverages available 24/24 to avoid dehydration of participants, support personnel and actors etc.

Accommodation: Beds in tents or buildings must be provided for participants as well as single rooms for evaluators, observers.

Sanitary installations equivalent to international standards must be set up in sufficient numbers.

The contractor shall assure that appropriate insurance exists for the equipment and the participants.

The contractor shall offer MEDEVAC (Medical Evacuation) and a dedicated medical service in case of real emergencies during the exercise.

Where necessary evaluators and participants should travel economy class (plane) and/or first class (train) whichever takes the least amount of time. Pre-paid economy class tickets should 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 appropriately and on time to the participants. Transport of equipment should be arranged in accordance with market prices and international standards.

The contractor shall carry out at least one of the exercises in a venue in a different Participating State (which means two venues for the three exercises have to be prepared).


The exercises will be conducted in English. Since only the key personnel of the modules have to speak English, the contractor might have to arrange for interpretation where it is necessary for practical or safety reasons. For the briefing of the exercise and especially for the introduction of security information as well as other important information translated information papers for the modules should be made available. The contractor has to make sure that safety and security rules are followed throughout the exercise.

The contractor shall immediately report to the European Commission in

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writing if “force majeure” prevents the contractor from conducting the exercise according to the approved schedule. The contractor shall distribute to and collect from the head of modules the designed evaluation forms.

Certificates (appendix 4) issued by the contractor and signed by a European Commission representative at the end of the exercise will only be issued to participants attending the full exercise. The contractor shall register the attendance of every participant and contact the sending participating state and the European Commission immediately if expected participants do not register or participants leave the exercise before the scheduled time. The contractor is not entitled to permit participants to arrive later than scheduled, leave during the exercise or leave earlier than scheduled and shall, if requested for this by participating states or participants, in detail explain the consequences concerning a non-obtained certificate.









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4. Timetable and deliverables

4.1 Lot 1: Design, plan, conduct and evaluate five table top exercises for key personnel of civil protection modules/TAST

Meeting in Brussels to present initial planning

During the first two months after signing the contract.

Planning meeting (1 ½ days) of the working group in Brussels

During phase 1.

Interim Report (including script detailed schedule, event list, evaluation sheets)

No later than four months after the signature of the contract.

Meeting in Brussels to present and discuss Interim Report

On request within a month after the Interim Report was received by the Commission.

Upload detailed briefing about the exercise on CIRCA

Two weeks before each exercise.

Printed version of exercise briefing for trainers, evaluators, participants, Commission

First day of each exercise.

Complete documentation folder for participating modules/TAST

At the latest two weeks after the last day of each exercise.

Evaluation report At the latest six weeks after the last day of each exercise. Status report At the latest four weeks after the last day of each exercise. Training coordinators meeting Once during the lifespan of the contract. Lessons learnt meeting Once during the lifespan of the contract. Final consolidated report At the latest 13 weeks after the last day of the last exercise.

4.2 Lot 2: Design, plan, conduct and evaluate three exercises for High Capacity Pumping, Water Purification, Advanced Medical Post, Advanced Medical Post with Surgery and TAST



Planning meeting I (1 ½ days) of the working group in Brussels

During phase 1.

Interim Report (including contracts or letter of intent of participating countries, script detailed schedule, event list, evaluation sheets)


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Planning meeting II (1 ½ days) of the working group on site of the first exercise

At least 16 weeks before the first exercise will be carried out.

Core group meeting (1 ½ days) on the site of each exercise.

No later than eight weeks before each exercise is carried out.

Final exercise schedule Electronic version has to be sent to Commission at least four weeks before the first day of each exercise.

Make essential information available to participants

At the latest five weeks before the first day of each exercise.



Complete documentation folder for participating modules/TAST


Evaluation report At the latest six weeks after the last day of each exercise. Status report At the latest four weeks after the last day of each exercise. Training coordinators meeting Once during the lifespan of the contract. I Lessons learnt meeting Once during the lifespan of the contract. Final consolidated report At the latest 13 weeks after the last day of the last exercise.

4.3 Lot 3: Design, plan, conduct and evaluate three exercises for Medium/Heavy Urban Search and Rescue, Urban Search and Rescue in Chemical, Biological, Radiological and Nuclear (CBRN) Condition and CBRN Detection and Sampling



Planning meeting I (1 ½ days) of the working group in Brussels

During phase 1.

Interim Report (including contracts or letter of intent of participating countries, script detailed schedule, event list, evaluation sheets)




Planning meeting II (1 ½ days) of the working group on site of the first exercise

At least 16 weeks before the first exercise will be carried out.

Core group meeting (1 ½ days) on the site of each exercise.

No later than eight weeks before each exercise is carried out.

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Final exercise schedule Electronic version has to be sent to Commission at least four weeks before the first day of each exercise.

Make essential information available to participants

At the latest five weeks before the first day of each exercise.



Complete documentation folder for participating modules


Evaluation report At the latest six weeks after the last day of each exercise. Status report At the latest four weeks after the last day of each exercise. Training coordinators meeting Once during the lifespan of the contract. I Lessons learnt meeting Once during the lifespan of the contract. Final consolidated report At the latest 13 weeks after the last day of the last exercise.

The following conditions are applicable to all the lots described above.

5. Experience required of the Contractor Potential contractors shall demonstrate practical experience in designing, planning, conducting and evaluating international civil protection exercises and training. It is necessary that the project team of the successful tenderer has sufficient knowledge of English to work in a professional international environment.

6. Duration of the tasks The tasks should be completed within 24 months of the signature of the contract. The execution of the tasks may not start before the contract has been signed. 7. Place of performance The place of performance of the tasks shall be the contractor’s premises or any other place indicated in the tender, with the exception of the Commission’s premises. 8. Liability

No moral, material or physical prejudice suffered by the expert, during his stay abroad or travel to the other State and back for the exchange, can be the subject of a compensation claim against the European Commission and/or the contractor unless it is clearly attributable to a fault of either of these parties. If the expert has decided to use his own vehicle, neither the European Commission nor the contractor will be held responsible for damage caused to his car or to himself (by himself or by a

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third party), or for damage caused to a third party (by his car or by himself) in an accident. The contractor will need to make sure that the expert has an insurance policy that covers his civil liability. The contractor is also responsible for the existence of all necessary insurances for his own and as well all other equipment used during transport and deployment in the exercises.

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PART 2: ADMINISTRATIVE DETAILS 1. General terms and conditions for the submission of tenders

• Submission of a tender implies that the Contractor accepts all the terms and conditions set out in these specifications (including the annexes) and waives all other terms of business.

• Submission of a tender binds the Contractor to whom the contract is awarded during performance of the contract.

• Changes to tenders will be accepted only if they are submitted on or before the final date set for the submission of tenders.

• Expenses incurred in respect of the preparation and presentation of tenders cannot be refunded.

• No information of any kind will be given on the state of progress with regard to the evaluation of tenders.

• Once the Commission has accepted the tender, it shall become the property of the Commission and the Commission shall treat it confidentially.

• The protocol on the Privileges and Immunities or, where appropriate, the Vienna Convention of 24 April 1963 on Consular Relations shall apply to this invitation to tender.

2. No obligation to award the Contract

• Fulfilment of adjudication or invitation to tender procedure shall not involve the Commission in any obligation to award the contract.

• The Commission shall not be liable for any compensation with respect to tenderers whose tenders have not been accepted. Nor shall it be liable in the event of its deciding not to award the contract.

3. Joint tenders When a consortium / partnership is envisaged three cases can arise:

I. The offer originates from a consortium already formally set up as a separate and legal entity able to submit its statutes, mode of operation, technical and financial capacity, such as result from the contributions of its various members. It is such a consortium that will bear the technical and financial responsibility for the contract and will present the requested financial guarantee, if applicable.

II. The offer originates from companies not yet having created a consortium as a separate

legal entity but planning to constitute one as referred to in item I, if their joint offer is accepted. In such a situation, the tenderer will have to provide the legal form, the envisaged draft statutes and mode of operation of the consortium, the various technical and financial contributions, letters of intent, as well as the guarantees envisaged, where applicable.

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III. The offer originates from companies not wishing to constitute formally a consortium as a separate legal entity and thus constituting effectively an association. In such a case, the offer will be submitted in the form of subcontracting (cf. point 4 below), in which case one of the companies shall assume the total responsibility for the offer. This company will sign the contract in its name, the other companies then being regarded as subcontractors of the first.

For joint tenders described in cases I and II above, the information required in

• Part 2, 6.2 (“administrative proposal”) • Part 3, 1(“information for assessment of exclusion criteria”) and • Part 3, 2 (“information for assessment of selection criteria”)

must be provided for all members participating in the tender. For joint tenders described in case III please refer to point 4 below. 4. Subcontractors Subcontracting is permitted subject to the following conditions: The subcontractor is the sole responsibility of the main contractor;

• Tenderers must indicate in their offers the amount of the contract (if any) that they will subcontract to third parties, as well as the identity and availability of the chosen subcontractor(s). The contractor will not subcontract to third parties not identified in the offer as potential subcontractors without prior written authorisation from the Commission;

• the contractor shall not cause the contract to be performed in fact by third parties; • even where the Commission authorises the contractor to subcontract to third parties, the

contractor shall nonetheless remain bound by his obligations to the Commission under the contract;

• the contractor shall ensure that the subcontract does not affect rights and guarantees to which the Commission is entitled by virtue of the contract.

Where the total amount envisaged for subcontracting is above 30% of the total contract value, evidence of the subcontractor(s) ability to perform the tasks entrusted to him/them shall be included in the offer. Such evidence is the same as that also required from the contractor, as described and identified, in Part 3, point 2 below. Where the total amount envisaged for subcontracting is above 50% of the total contract value, the subcontractor(s) must also, if and when requested, present evidence of compliance with the exclusion criteria (as required from the potential contractor) as described in Part 3, point.1 below. Tenderers should note that the Commission will consider intended subcontracting below 30% of the contract value as an indication that the potential contractor has the resources to complete the tasks under the contract, as well as a factor potentially enhancing the proposed team organisation.

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Therefore this point will be taken into account in the assessment of the award criterion “project management and availability”. 5. Payments Lot 1: Design, plan, conduct and evaluate five table top exercises for key personnel of civil protection modules/TAST

This contract will be paid on a lump sum basis.

A first interim payment of 30% will be paid upon acceptance of the interim report by the Commission. A second interim payment of 30% will be paid upon acceptance by the Commission of the third status report. A final payment of 40% will be paid upon acceptance by the Commission of the final report. If less than five exercises are carried out a lump sum of 25.000 Euro for each cancelled exercise will be deducted from the final payment. Lot 2: Design, plan, conduct and evaluate three exercises for High Capacity Pumping, Water Purification, Advanced Medical Post, Advanced Medical Post with Surgery and TAST This contract will be paid on a lump sum basis.

A first interim payment of 30% will be paid upon acceptance of the interim report by the Commission. A second interim payment of 30% will be paid upon acceptance by the Commission of the first status report. A final payment of 40% will be paid upon acceptance by the Commission of the final report. If less than twelve modules/TAST participate in the three exercises a lump sum of 30.000 Euro for each missing module/TAST will be deducted from the final payment. Lot 3: Design, plan, conduct and evaluate three exercises for Medium/Heavy Urban Search and Rescue, Urban Search and Rescue in CBRN Condition and CBRN Detection and Sampling This contract will be paid on a lump sum basis.

A first interim payment of 30% will be paid upon acceptance of the interim report by the Commission. A second interim payment of 30% will be paid upon acceptance by the Commission of the first status report. A final payment of 40% will be paid upon acceptance by the Commission of the final report. If less than nine modules participate in the three exercises a lump sum of 50.000 Euro for each missing module will be deducted from the final payment.

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For all lots: The Commission reserves the right to waive the pre-financing payment if applicable, or to request a financial guarantee should it be deemed necessary. The Commission is exempt from all taxes and dues, including value added tax, pursuant to the provisions of Articles 3 and 4 of the Protocol on the Privileges and Immunities of the European Communities with regard to its financial contribution under the contract. 6. Content of the tender All tenders must be presented in three sections:

6.1. Financial proposal

• A financial proposal duly dated and signed by the person authorized to sign on behalf of the organization. The price must be quoted in Euro using the template in annex 2, including for the countries which do not form part of the Euro zone. For the tenderers of the countries which do not form part of the Euro zone, the amount of the offer cannot be revised because of exchange rate movements. The choice of exchange rate belongs to the tenderer, who assumes the risks or opportunities associated with these exchange rate movements.

• The price must be a fixed amount, inclusive all expenses. • The price will not be subject to revision. • For guidance purposes, the maximum budget allocation for all lots to this contract is fixed

at € 2.500.000 (two million five hundred thousand Euro): Lot 1 Design, plan, conduct and evaluate five

table top exercises for key personnel of civil protection modules/TAST 500.000€ ( five hundred thousand Euro)

Lot 2 Design, plan, conduct and evaluate three exercises for High Capacity Pumping, Water Purification, Advanced Medical Post, Advanced Medical Post with Surgery and TAST 900.000€ (nine hundred thousand Euro)

Lot 3 Design, plan, conduct and evaluate three exercises for Medium/Heavy Urban Search and Rescue, Urban Search and Rescue in CBRN Condition and CBRN Detection and Sampling 1.100.000€ (one million one hundred thousand Euro)

• The price quotation must be signed by the tenderer or his duly authorised representative. • The price must be quoted free of all duties, taxes and other charges, including VAT, as the

Communities are exempt from such charges under Articles 3 and 4 of the Protocol on the Privileges and Immunities of the European Communities of 8 April 1965 (OJEC L 152 of 13 July 1967). Exemption is granted to the Commission by the governments of the Member

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States, either through refunds upon presentation of documentary evidence or by direct exemption. For those countries where national legislation provides an exemption by means of a reimbursement, the amount of VAT is to be shown separately. In case of doubts about the applicable VAT system, it is the tenderer's responsibility to contact his national authorities to clarify the way in which the European Community is exempt from VAT.

• The offer shall remain valid for a period of 12 months, as from the deadline for submission of offer.

6.2. Administrative proposal

• An administrative information form containing information on the full name of the

organization, legal status, address, person to contact, person authorized to sign on behalf of the organization, telephone number, and facsimile number, as well as relevant bank details. The form must be duly dated, signed and stamped by the person authorized to sign on behalf of the company, and by the bank (see annex 1).

• A legal entity form (see annex 3), proof of enrolment (certificates) in one of the professional or trade registers, in country of establishment;

• If the tenderer is a natural person; she/he will be required to provide proof of her/his status as a self-employed person. To this end she/he must supply details of her/his social security cover and situation with regards to VAT regulation.

• A declaration of the candidate’s eligibility; certifying that he/she is not in one of the situations listed in articles 93 and 94 of the Financial Regulation of the European Communities (Official Journal L 390 of 30/12/2006) (see annex 4)

• Documents relating to the selection criteria (see part 3, point 2.1. Financial and Economic capacity)

• Τhe service provider’s educational and professional qualifications and those of the firm’s managerial staff and, in particular, those of the person or persons responsible for providing the services (curriculum vitae presented on the EU standard form which can be downloaded from the following address –

http://europass.cedefop.europa.eu/europass/home/vernav/Europasss+Documents/Europass+CV/navigate.action together with a consolidated overview of CVs in an excel table. • A list, preferably in English or French of the principal studies, services contracts,

consultancy work, surveys, publications or other work previously carried out during the past three years, indicating the name of the client and stating which, if any, were done for the European Commission.

• Tenders from consortia of firms or groups of service providers must specify the role,

qualifications and experience of each member (see also part 3, points 1, 2 and 3 – exclusion, selection and award criteria).

6.3. Technical proposal

• A contract proposal with the methodology to fulfil the requirements mentioned in Part 1,

point 3. The tender should give indications on the theoretical background used, the methodology used in the work that will be undertaken and on its appropriateness for this

http://europass.cedefop.europa.eu/europass/home/vernav/Europasss+Documents/Europass+CV/navigate.action

http://europass.cedefop.europa.eu/europass/home/vernav/Europasss+Documents/Europass+CV/navigate.action

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purpose, in conformity with the guidelines included in the approach. It should also give indications on the data to be used and their reliability.

Establish the tenderer’s identity

The tenderer should detail the competence, experience and the means at his disposal which would allow the tasks foreseen in the contract to be carried out. A list of previous work carried out over the past 3 years must be included. If a consortium is formed for the execution of the tasks presented in this call for tender, then please explain the roles of each partner in the consortium. (For the administrative details in relation to joint tenders, please refer to Part 2, point 3). If sub-contracting is envisaged, please clearly indicate which tasks are concerned, the % that this represents of the total value of the offer, and the name and address of the sub-contractor(s), if known at this stage.

Implementation of the contract

Describe the methodology to be applied to carry out each of the tasks foreseen in the contract.

Managing the contract

The tenderer’s availability during the period of the execution of the tasks must be clearly demonstrated, and explain how the project will be managed.

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PART 3: ASSESSMENT AND AWARD OF A CONTRACT

The assessment will be based on each tenderers bid. All the information will be assessed in the light of the criteria set out in these specifications. The procedure for the award of the contract will concern only admissible bids and it will be carried out in three successive phases. The first step is to check that the tenderers are not excluded in any way from taking part in the tender procedure. The second step is to check the tenderer's capacity (financial and technical) to perform the contract and the final step is to assess the quality of the offers against the award criteria. In the case of joint tenders, the exclusion, selection and award criteria will be applicable to all the members of the consortium. The same principle will also be applied in the case where there are sub-contractors. The bid must clearly identify the subcontractors and document their willingness to accept the tasks and thus acceptance of the terms and conditions set out in Part 2.1. Tenderers must inform the subcontractors that Article II.17 of the standard contract will be applied to them. Once the contract has been signed, Article II.13 of the above mentioned contract shall govern subcontractors. 1. Exclusion criteria Tenderers must declare on their honour that they are not in one of the situations referred to in articles 93 and 94 a) of the Financial Regulation. Tenderers or their representatives must therefore fill in and sign the form in Annex 4 to these specifications. Hereby agreeing to submit to the Commission, if and when requested to do so, those certificates or documents demonstrating that the tenderer is not in any of the situations described under points (a), (b), (d) and (e) below: These articles are as follows: Article 93: 1. Applicants or tenderers shall be excluded if: (a) they are bankrupt or being wound up, are having their affairs administered by the courts, have

entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

(b) They have been convicted of an offence concerning their professional conduct by a judgment which has the force of res judicata;

(c) They have been guilty of grave professional misconduct proven by any means which the contracting authority can justify;

(d) they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed;

(e) They have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities' financial interests;

(f) They are currently subject to an administrative penalty referred to in Article 96(1).

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Article 94

A contract shall not be awarded to candidates or tenderers who, during the procurement procedure for this contract:

(a) are subject to a conflict of interest;

(b) are guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the procurement procedure or fail to supply this information;

(c) find themselves in one of the situations of exclusion, referred to in Article 93(1), for this procurement procedure.

2. Selection criteria Only those tenders fulfilling all the selection criteria will be examined in the light of the award criteria. The selection criteria are set out below 2.1. Financial and economic capacity may be shown by means of the following:

• A simplified balance sheet and profit and loss account, exclusively based on the annex 5 form attached to these specifications;

In the event that the tender is unable to complete the form as proposed above one of the following alternatives would be acceptable

a. financial statements for the last two financial years;

OR b. declaration concerning the sales turnover related to the field associated with the

invitation to tender during the last three financial years; OR

c. other substantiating documents if the candidate or tenderer cannot, for valid reasons, provide those indicated above

2.2. Technical and professional competence:

• Experience as evidenced by the qualifications, both educational and professional, of the service provider or contractor and those of the firm's managerial staff and, in particular those of the person or persons responsible for carrying out the service/work. Curriculum vitae must be provided.

• A reference list of relevant previous projects over the past 3 years must be provided, indicating the sums involved, dates, recipients, public or private.

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2.3. Authorisation to perform the contract (see Article 135(3) IR).

• A tenderer must prove that he is authorised to perform the contract under national law, as evidenced by inclusion in a trade or professional register, or a sworn declaration or certificate, membership of a specific organisation, express authorisation or entry in the VAT register.

2.4. Access to the market (see Article 159 IR)

• A tenderer must indicate in which State they have their headquarters or domicile and to present the supporting evidence normally acceptable under their own law.

3. Award criteria Further to the price quoted for the contract, the following award criteria will be applied: Award criteria 1 – Understanding (max points 30) This criterion is used to assess whether candidates have taken into consideration all of the

aspects of the tasks required, such as they appear above, as well as of the contents of the proposed end product.

Award criteria 2 – Methodology (max points 40) This criterion assesses the suitability and strength of the proposal as measured against the

requirements of the specification in terms of the technical content, completeness, originality of ideas (where appropriate) and proposed effort.

Award criteria 3 – Project management and availability (max points 30) This criterion relates to the quality of project planning, the organisation of the team with a view

to managing a project of this nature and the availability of the resources for the completion of the contractual tasks.

Since assessment of the tenders will be based on the quality of the proposed services, tenders should elaborate on all points addressed by these specifications in order to score as many points as possible. The mere repetition of mandatory requirements set out in these specifications, without going into details or without giving any added value, will only result in a very low score. In addition, if certain essential points of these specifications are not expressly covered by the tender, the Commission may decide to give a zero mark for the relevant qualitative award criteria. 4. Points A points system to evaluate the award criteria relating to the technical value of the offers will be applied.

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A maximum of 30 points will be attributed to criterion 1, a maximum of 40 points will be attributed to criterion 2, and a maximum of 30 points will be attributed to criterion 3. In addition a minimum threshold will be set up under this system of points: - Technical sufficiency levels: Selected companies will have to score a minimum of 18, 24 and 18 points under criteria 1, 2 and 3 respectively, with a minimum total of 65 points. 5. Budget The maximum budget, excl. VAT (including fees, travel and all other costs), per lot is indicated below: Lot 1 Design, plan, conduct and evaluate five

table top exercises for key personnel of civil protection modules/TAST 500.000€

Lot 2 Design, plan, conduct and evaluate three

exercises for High Capacity Pumping, Water Purification, Advanced Medical Post, Advanced Medical Post with Surgery and TAST 900.000€

Lot 3 Design, plan, conduct and evaluate three exercises

for Medium/Heavy Urban Search and Rescue, Urban Search and Rescue in CBRN Condition and CBRN Detection and Sampling 1.100.000€

The Commission is exempt from all taxes and dues, including value added tax, pursuant to the provisions of Articles 3 and 4 of the Protocol on the Privileges and Immunities of the European Communities with regard to its financial contribution under the contract. The price quoted must be a firm, non-revisable price and must be quoted in euro. Having examined the tenders from a technical point of view, the evaluation committee will proceed considering which is the economically most advantageous offer taking into account only those tenders that have obtained at least 65 out the 100 points that are available for the technical quality of the bid. The evaluation committee will then proceed with the financial comparison of the tenders retained for further consideration according to the ranking procedure below. 6. Ranking of the tenders and award of the contract. The bid offering the best value for money will be chosen, provided that the minimum number of points cited above is achieved. Best value for money will be calculated as follows:

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• All bids that do not reach the stated technical sufficiency levels for each individual award

criteria will not be considered for contract award.

• All bids that have passed the individual levels and score 65 or higher are deemed to be technically sufficient. Then the price is divided by the total number of points awarded to obtain the price-quality ratio. The award of the contract will be made in accordance with the lowest ratio.

The Commission reserves the right not to select any tender if the amounts tendered exceed the budget envisaged for this project. 7. Opening of tenders The tenders received will be opened on 06/07/2009 at 10h30 in the Commission building at Avenue Beaulieu 5, B-1160 Brussels. One authorised representative of each tenderer (with proof of identity) may attend the opening of tenders (no expenses paid). 8. Information for tenderers After the award decision has been taken, the Commission will inform tenderers including the grounds for any decision not to award a contract or to recommence the procedure.

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ANNEX 1 - ADMINISTRATIVE INFORMATION FORM

Organisation or individual:

NAME: ..............................................................................................................................................

ADRESS: ..........................................................................................................................................

HEADQUARTERS: ........................................................................................................................

PERSON AUTHORISED TO SIGN CONTRACT:

Name and position: ..........................................................................................................................

PERSON FOR ROUTINE CONTACT:

Name and position: ..........................................................................................................................

Telephone and fax number: ............................................................................................................

BANK DETAILS:

NAME OF ACCOUNT HOLDER: ................................................................................................

ADDRESS OF ACCOUNT HOLDER: .........................................................................................

NAME OF BANK: ...........................................................................................................................

ADDRESS OF BANK AGENCY: ..................................................................................................

ACCOUNT N°: ................................................................................................................................

(BLZ, SORT CODE, ?): ..................................................................................................................

I.B.A.N. CODE: ...............................................................................................................................

Signature of Contractor Official Stamp and Signature

of Contractor's Bank

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ANNEX 2 - FINANCIAL OFFER TEMPLATE

(FOR GUIDANCE PURPOSES ONLY)

PRICE AND ESTIMATED BUDGET BREAKDOWN

Calculation of the costs

Name Staff on payroll Other statute Time in % Total /

year TOTAL

Gross salary

Social charges

… … etc. Staff costs Infrastructure Overhead costs including office material and consumables Office Equipment Travel/Missions

Sub-contracting Company x Company y Company z

Other TOTAL COSTS in EURO €

Signature of Contractor ............................................................

Date ............................................................

38

ANNEX 3 - LEGAL ENTITY FORM This form can be downloaded from



39

ANNEX 4 DECLARATION ON EXCLUSION CRITERIA AND ABSENCE OF CONFLICT OF INTERESTS

Name of the organisation/individual:

Legal address:

Registration number:

VAT number:

Name of the signatory of this form: Position:

representative legally authorised to represent the tenderer vis-à-vis third parties and acting on behalf of the aforementioned company or organisation [please tick box if applicable]

hereby certifies that [please tick one of the two boxes]

they the company or organisation that they represent:

a) are/is not bankrupt or being wound up, is not having their affairs administered by the court, has not

entered into an arrangement with creditors, has not suspended business activities, is not the subject of proceedings concerning those matters, or is not in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

b) have/has not been convicted of an offence concerning their professional conduct by a judgement which has the force of res judicata;

c) have/has not been found guilty of grave professional misconduct proven by any means which the Commission can justify;

d) have/has fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or those of the country of the contracting authority or those of the country where the contract is to be performed;

e) have/has not been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities’ financial interests;

f) are/is currently not subject to an administrative penalty referred to in Article 96(1).

In addition, the undersigned declares on their honour:

40

g) that on the date of submission of the tender, they, the company or organisation they represent and the staff proposed for this tender are not subject to a conflict of interests in the context of this invitation to tender; the undersigned undertakes to inform the Commission without delay of any change to this situation after the date of submission of the tender;

h) that the information provided to the Commission within the context of this invitation to tender is accurate, sincere and complete;

i) that, if and when requested, they will provide the evidence required under point 1, part 3 of the Specifications.

Full name: Date Signature:

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ANNEX 5 E x p l a n a t i o n – p l e a s e r e a d c a r e f u l l y b e f o r e c o m p l e t i n g t h e f i n a n c i a l c a p a c i t y f o r m

Simplified balance sheet and profit and loss account Candidates shall indicate if they are a profit or a non profit making company / organisation.

Within the form, financial data based on the company’s /organisation’s balance sheet are collected in a standardised form. Please find below a correspondence table giving an explanation on the regrouping of different accounts respecting the 4th Accounting Directive. You should complete this form carefully. Given its complexity, it is recommended that the form be completed by a professional accountant or an auditor. The data reported will be used to evaluate the financial viability of the company/organisation. Thus it is very important that data reported are accurate. The Commission may wish to cross check the data with those reported in the official certified accounts. For this purpose the Commission reserves the right to ask for further documentation during the evaluation process. The amounts have to be filled out in euros (use the exchange rate of the closing date of the accounts). Abbreviations t-1and t0 The abbreviation t0 represents the last certified historical balance sheet and profit and loss account; t-1 is the balance sheet prior to the last certified one. Consequently, the closing date t0 is the closing date of the last certified historical balance sheet; the closing date t-1 is the closing date of the balance sheet prior to the last one. Duration t0 is the number of months covered by the last historical balance sheet. Duration t-1 is the number of months covered by the penultimate certified historical balance sheet. BALANCE SHEET CORRESPONDANCE 4th ACCOUNTING DIRECTIVE

ASSETS ASSETS / 4th ACCOUNTING DIRECTIVE (Article 9) 1. Subscribed capital unpaid A. Subscribed capital unpaid A. Subscribed capital unpaid (including unpaid capital) 2. Fixed assets C. Fixed Assets 2.1. Intangible fixed assets B. Formation expenses as defined

by national law C. I. Intangible fixed assets

B. Formation expenses as defined by national law C.I.1. Cost of research and development C.I.2.Concessions, patents, licences, trade marks and similar rights and assets, if they were: (a) acquired for valuable consideration and need not be shown under C (I) (3); or (b) created by the undertaking itself C.I.3. Goodwill, to the extent that it was acquired for valuable consideration C.I.4. Payments on account

2.2. Tangible fixed assets C.II. Tangible fixed assets C.II.1. Land and buildings C.II.2. Plant and machinery C.II.3. Other fixtures and fittings, tools and equipment C.II.4. Payment on account and tangible assets in course of construction

2.3. Financial assets C.III. Financial assets C.III.1.Shares in affiliated undertakings C.III.2. Loans to affiliated undertakings C.III.3. Participating interests C.III.4.Loans to undertakings with which the company is linked by virtue of participating interest C.III.5.Investments held as fixed assets C.III. 6. Other loans C.III.7. Own shares (with an indication of their nominal value or, in the absence of a nominal value, their accounting par value)

3. Current assets D. Currents assets 3.1. Stocks D.I. Stocks D.I.1. Raw materials and consumables

D.I.2. Work in progress D.I.3. Finished products and goods for resale D.I.4 Payment on account

3.2.1. Debtors due after one Year

D.II. Debtors, due and payable after more than one year

D.II.1. Trade debtors D.II.2. Amounts owed by affiliated undertakings D.II.3. Amounts owed by undertakings with which the company is linked by virtue of participating interest D.II.4. Others debtors D.II.6. Prepayments and accrued income

3.2.2. Debtors due within one year

D.II. Debtors due and payable within a year

D.II.1. Trade debtors D.II.2. Amounts owed by affiliated undertakings D.II.3. Amounts owed by undertakings with which the company is linked by virtue of

http://europa.eu.int/smartapi/cgi/sga_doc?smartapi!celexplus!prod!CELEXnumdoc&lg=en&numdoc=31978L0660

http://europa.eu.int/smartapi/cgi/sga_doc?smartapi!celexplus!prod!CELEXnumdoc&lg=en&numdoc=31978L0660

http://ec.europa.eu/budget/inforeuro/index.cfm?fuseaction=home&Language=en

42

participating interest D.II.4. Others debtors D.II.6. Prepayments and accrued income

3.3. Cash at bank and in hand D.IV. Cash at bank and in hand D.IV. Cash at bank and in hand 3.4. Other current assets D.III Investments D.III.1. Shares in affiliated undertakings

D.III.2.Own shares (with an indication of their nominal value or, in the absence of a nominal value, their accounting par value) D.III.3. Other investments

Total assets Total assets

LIABILITIES LIABILITIES / 4th ACCOUNTING DIRECTIVE (Article 9) 4. Capital and reserves A. Capital and reserves 4.1. Subscribed capital A.I. Subscribed capital

A.II. Share premium account A.I. Subscribed capital A.II. Share premium account

4.2. Reserves A.III. Revaluation reserve A.IV. Reserves

A.III. Revaluation reserve A.IV.1. Legal reserve, in so far as national law requires such a reserve A.IV.2. Reserve for own shares A.IV.3. Reserves provided for by the articles of association A.IV.4. Other reserves

4.3. Profit and loss brought forward from the previous years

A.V Profit and loss brought forward from the previous years

A.V Profit and loss brought forward from the previous years

4.4. Profit and loss for the Financial year

A.VI. Profit or loss for the financial year

A.VI. Profit or loss for the financial year

5. Creditors C. Creditors 5.1.1 Long term non-bank debt

B. Provisions for liabilities and charges ( > one year) C. Creditors ( > one year)

B.1. Provisions for pensions and similar obligations B.2. Provisions for taxation B.3. Other provisions C.1. Debenture loans, showing convertible loans separately C.3. Payments received on account of orders in so far as they are not shown separately as deductions from stocks C.4. Trade creditors C.6. Amounts owed to affiliated undertakings C.7. Amounts owed to undertakings with which the company is linked by virtue of participating interests C.8. Other creditors including tax and social security C.9. Accruals and deferred income

5.1.2. Long term bank debt C. Creditors "credit institutions" (> one year) C.2. Amounts owed to credit institutions C.5. Bills of exchange payable

5.2.1. Short term non-bank Debt

B. Provisions for liabilities and charges (= one year) C. Creditors (= one year)

B.1. Provisions for pensions and similar obligations B.2. Provisions for taxation B.3. Other provisions C.1. Debenture loans, showing convertible loans separately C.3. Payments received on account of orders in so far as they are not shown separately as deductions from stocks C.4. Trade creditors C.6. Amounts owed to affiliated undertakings C.7. Amounts owed to undertakings with which the company is linked by virtue of participating interests C.8. Other creditors including tax and social security C.9. Accruals and deferred income

5.2.2. Short term bank debt

C. Creditors "credit institutions" (= one year)

C.2. Amounts owed to credit institutions C.5. Bills of exchange payable

Total liabilities Total liabilities

PROFIT AND LOSS ACCOUNT PROFIT AND LOSS ACCOUNT / 4TH ACCOUNTING DIRECTIVE (Article 23) 6. Turnover 1. Net turnover 1. Net turnover

7. Variation in stocks 2. Variation in stock of finished

goods and in work in progress 2. Variation in stocks of finished goods and in work in progress

8. Other operating income 3. Work performed by the undertaking for its own purposes and capitalized. 4. Other operating income

3. Work performed by the undertaking for its own purposes and capitalized 4. Other operating income

9. Costs of material and consumables

5. (a) Raw materials and consumables 5. (b) Other external charges

5. (a) Raw materials and consumables 5. (b) Other external charges

43

10. Other operating charges 8. Other operating charges 8. Other operating charges

11. Staff costs 6. Staff costs 6. (a) Wages and salaries 6. (b) social security costs, with a separate indication of those relating to pensions

12. Gross operating profit Gross operating profit . 13. Depreciation and value adjustments on non financial assets

7. Depreciation and value adjustments on non financial assets

7. (a) Value adjustments in respect of formation expenses and of tangible and intangible fixed assets 7. (b) Value adjustments in respect of current assets, to the extent that they exceed the amount of value adjustments which are normal in the undertaking concerned

14. Net operating profit Gross operating profit - Depreciation and value adjustments on non-financial assets 15. Financial income and value adjustments on financial assets

Financial income and value adjustments on financial assets

9. Income from participating interests 10. Income from other investments and loans forming part of the fixed assets 11. Other interest receivable and similar income 12. Value adjustments in respect of financial assets and of investments held as current assets

16. Interest paid Interest paid 17. Similar charges Similar Charges

13. Interest payable and similar charges

18. Profit or loss on ordinary activities

Profit or loss on ordinary activities

15. Profit or loss on ordinary activities after taxation

19. Extraordinary income and Charges

Extraordinary income and charges

16. Extraordinary income 17. Extraordinary charge

20. Taxes on profits Taxes 14. Tax on profit or loss on ordinary activities 19. Tax on extraordinary profit or loss 20. Other taxes not shown under the above items

21. Profit or loss for the financial year

Profit or loss for the financial year

21. Profit or loss for the financial year

44

Annex 5 FORM to be completed

Simplified balance sheet and profit and loss account for the determination of financial capacity

Applicant name Type of company Profit making

Non profit making

Closing date t0 Duration t0 months

Closing date t-1 Duration t-1 months

Balance sheet Assets t0 (in Euro) t-1 (in Euro) 1. Subscribed capital unpaid 2. Fixed assets (2.1+2.2+2.3) 0 0 2.1 Intangible fixed assets 2.2 Tangible fixed assets 2.3 Financial assets 3. Current assets (3.1+3.21+3.22+3.3+3.4) 0 0 3.1 Stocks 3.2.1 Debtors due after one year 3.2.2 Debtors due within one year 3.3 Cash at bank and in hand 3.4 Other current assets Total assets (1+2+3) 0 0

Liabilities t0 (in Euro) t-1 (in Euro)

4. Capital and reserves (4.1+4.2+4.3+4.4) 0 0 4.1 Subscribed capital 4.2 Reserves 4.3 Profit and loss brought forward 4.4 Profit and loss for the financial year 5. Creditors (5.11+5.12+5.21+5.22) 0 0 5.1.1 Long term non-bank debt 5.1.2 Long term bank debt 5.2.1 Short term non-bank debt 5.2.2 Short term bank debt Total liabilities (4+5) 0 0

Profit and loss

45

t0 (in Euro) t-1 (in Euro) 6. Turnover 7. Variation in stocks 8. Other operating income 9. Costs of material and consumables 10. Other operating charges 11. Staff costs 12. Gross operating profit (6.+7.+8.-9.-10.-11.) 0 0 13. Depreciation and value adjustments on non-financial assets 14. Net operating profit (12.-13.) 0 0 15. Financial income and value adjustments on financial assets 16. Interest paid 17. Similar charges 18. Profit/loss on ordinary activities (14+15.-16.-17.) 0 0 19. Extraordinary income and charges 20. Taxes on profit 21. Profit/loss for the financial year (18.+19.-20.) 0 0

46

ANNEX 6

EUROPEAN COMMISSION DIRECTORATE-GENERAL ENVIRONMENT DIR F- RESOURCES ENV.F.2 – Finance

_____________________________________________________________________________ ACKNOWLEDGEMENT OF YOUR TENDER Our reference: ENV A.3/SER/2009/0020 Your reference: We wish to confirm the receipt and opening of your offer1. Your offer will now be evaluated by the Commission and its experts. You will be informed of the result in due course. We thank you for your interest. MarketsTeam DG ENV.F.2

1 Your personal contact data has been recorded in a database used by the Markets Team of unit ENV.F2 for the

administrative management of offers. The Commission is bound by Regulation 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies. For more information, and to exercise your rights to access and eventually correct data concerning you, please don’t hesitate to contact us.

(Please fill in your address)

47

ANNEX 7 CHECK LIST 1. Administrative information form filled in 2. Financial offer duly signed 3. Legal entity form completed and signed 4. Declaration of the candidate’s eligibility regarding exclusion criteria, completed,

signed and dated 5. Supporting documents for selection criteria 6. Acknowledgement form with candidate's address 7. Technical bid 8. Possible annexes

48

APPENDIX 1

Modules Basic Course

Lesson no. Content

Training Objectives Specified Content Units of Theory /

Syndicate w1. Introduction

The participants should know about the Community Mechanism training structure, the objectives and content of the starting course

- Opening - Introduce the course concept where all activities are part of an

exercise starting when the participants arrive at the airport ending when the field exercise (lesson 7) is ending.

- Objectives of the course - Presentation of the course content

note 1

2. Community Mechanism

The participants are updated on recent developments within the Community Mechanism and related issues. A deepened understanding of applicable international guidelines and operational structures shall be the main focus.

- Refreshing and update of the Community Mechanism - European/United Nation Standard Operating Procedures - International guidelines and standards acknowledged by different

modules, e.g. INSARAG, SPHERE, WHO water quality, Storz fittings

- Lessons learnt from recent events - Exchange of views between the participants

2 / 1

3. Civil Protection Modules System

The participants should understand the module concept including technical assistance and support teams (TAST)

- Legal basis, implementing rules - Basic principles of Civil Protection Modules and techical

assistance and support teams (TAST) - Capacities and main components of the modules - Requirement of self-sufficiency – what does this mean for the

modules in practice - Planning requirements concerning the scope/ressources of the

modules and TAST - Needs of specific modules and TAST for the fulfilment of self-

sufficiency - syndicate work on scale of modules/TAST

4 / 2

49

4. Interoperability

Participants should have a deepened understanding of the principle of interoperability and its implications in the modular concept as well as an understanding of the collaborating organisations

- Interoperability on different levels and branches (management, logistical and technical)

- Knowledge about cooperation with other international partners (especially with the responsible coordination centre on site, e.g. OSOCC) as well as with other experts, modules and TAST

- Information about different national structures of command, communications structures, operational languages and terminology concerning the modules and TAST

- Exchange of views on problems arising from different structures and their possible solutions

- Discussion about specific needs of modules and TAST to guarantee interoperability on different levels and branches

3 / 2

5. Planning and Communication structures

The participants should increase their ability to carry out, apply and supervise the most important plans in an international operation, with a main focus on communication structures. In this context they should especially be aware of the different roles of the actors

- Knowledge about plan of arrival (first arrival on site – basics about setting up a reception centre)

- Plan of action, including logistic plan for available local transport, fuel etc.

- Communication plan, taking into account the key actors, their mandates, capacities, rules and responsibilities and describes the linkage to international, national local actors as well as to other modules and TAST.

- Awareness for the different operational languages and integration into the communication plan where necessary – agree on and use of recognized terminology, standards and procedures with different partners

2 / 4

6. Technical Communication

To enhance the participants awareness about setting up their technical communication equipment in an international environment.

- Setting up a computer network - Establish the principal technical communication (satellite phone,

radio frequencies etc.) - Problems arising from interoperability and possible solutions

2 / 2

50

7. Exercise

The participants should apply the theoretical knowledge into practice in a complex situation. Awareness about interoperability shall be a main focus of the exercise. The exercise should give the participant the possibility to evaluate his or her own benefit of the course. The organiser shall execute an exercise scenario that opens the possibility to involve all different kinds of modules and TAST.

The exercise shall be a scenario based table top exercise. Dividing the participants into minimum of 5 to a maximum of 7 different groups, each group representing a different module. The exercise has to confront the participants as realistic as possible with injects on: - Planning to set up a reception centre (short inject) - Planning's about self-sufficiency, including local transportation,

accommodation, fuel - Focus on interoperability and its implications on different levels

o Cooperation with the OSOCC, local authorities and other modules

o Cooperation in the field: communication, interoperability of equipment and technical procedures

- Evaluation of the exercise (evaluation after each inject in the groups as well as after the end of the exercise in the plenum)

0 / 12

note 2

8. Closure

The participants should evaluate the course - for its improvement - Regarding his or her own benefit

for the preparation of a mission / operation.

- Summary of the course. - Evaluation of the course and feed back of participants - Handing over course diplomas to participants who attended the

whole course

2

Total Sum: 38

Note 1: The introduction shall be included in the team building session starting Sunday afternoon

51

Note 2: The OSOCC shall be run by the organisers assisted by the participants which are members of a TAST. There shall be support teams (1-2 persons in each support team) assisting each of the modules. There shall also be a trainer/observer following each module and TAST during the entire exercise. The course shall build on the concept of conducting the whole course as a coordinated exercise composed by lessons and a field exercise. The participants are expected to actively take part in the discussions, presentations and exercises. According to the appropriate pedagogical approach for adults, the contractor conducting the courses shall ensure an appropriate mix of theoretical presentations, practical group work and exercises according to the number of time units foreseen in the table above. The participants must also actively take part in the field exercise and carry out the role which has been agreed between the members of an exercise team. The contractor shall arrange reception, check-in of participants, first coming together, social event with personal, team build activity, introduction of participants at the arrival Sunday, before the “official” opening of the course Monday morning. The contractor shall arrange and host an official course dinner at the last night of the course. These activities shall appear in the official course schedule as normal lessons of the course. Participating is these activities are mandatory for all participants. The course is residential and all participants are expected to stay in the course venue for the whole duration. At the end of every course day – except the last – the contractor shall hand out daily evaluation questionnaire which are answered by participants, collected again and organised as on of the annexes of the final report done by the contractor.

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APPENDIX 2

COMMISSION OF THE EUROPEAN COMMUNITIES DIRECTORATE-GENERAL ENVIRONMENT Directorate A – Communication, Legal Affairs and Civil Protection ENV.A3 - Civil protection

Contact points for civil protection modules/TAST: ORGANIZATION: Bundesministerium für Inneres / Federal Ministry of the Interior Einsatz- und Krisenkoordinationscenter/ Operations and Crisis Coordination Centre Bundeswarnzentrale/ Federal Alarm Centre POSTAL ADDRESS: Herrengasse 7, Postfach 100, A - 1014 Wien TELEPHONE: +43-1-53126-3800 / 43-1-5356365 / 43-1-5356363 TELEFAX: +43-1-5356364 or PC-TELEFAX: +43-1-53126 108509 E-MAIL: [email protected] or [email protected] ORGANIZATION: SPF Intérieur, Direction Générale de la Sécurité civile FUNCTIONARY: Mr Marc LOOZE POSTAL ADDRESS: Rue de Louvain 1

B-1000 Bruxelles TELEPHONE: +32-2-500-2234 TELEFAX: +32-2-500-2365 E-MAIL: [email protected] ORGANIZATION: Ministry of Emergency Situations POSTAL ADDRESS: 1172 Sofia, 30 Nikola Gabrovski Str. TELEPHONE: +359 2 960 10 222; +359 2 960 10 333 TELEFAX: +359 2 868 81 15; +359 2 862 60 24 E-MAIL: [email protected] ORGANIZATION: Civil Defence FUNCTIONARY: Mr. Christos KYRIAKIDES / Commissioner POSTAL ADDRESS: PO Box 23830

1686 Nicosia TELEPHONE: +357-22-40-34-13 / +357-22-40-34-00 TELEFAX: +357-22-31-56-38 / +357-22-49-69-00 E-MAIL: [email protected]

mailto:[email protected]





53

ORGANIZATION: Ministry of the Interior - General Directorate of Fire Rescue Service of

the Czech Republic FUNCTIONARY: Roman FRANCL

Head of the Unit of the Integrated Rescue System POSTAL ADDRESS: PO Box 69, Kloknerova 26

148 01, Praha 414 TELEPHONE: +420-950-819-798 TELEFAX: +420-950-819-964 E-MAIL: [email protected] [email protected] ORGANIZATION: Bundesministerium des Innern – Dienstsitz Bonn

Abteilung KM / Referat KM 2

FUNCTIONARY: MinR. Dr. Klaus-Georg MEYER-TESCHENDORF POSTAL ADDRESS: GraurheindorferStr. 198.

D-53117 Bonn TELEPHONE: +49-30-18681-3325 TELEFAX: +49-30-18681-3828 E-MAIL: [email protected]

ORGANIZATION: Danish Emergency Management Agency - DEMA

FUNCTIONARY: Column Commander Stig HAMMERHØJ Head of Division POSTAL ADDRESS: 16, Datavej

DK-3460 Birkerød TELEPHONE: +45 45 90 66 10 TELEFAX: +45 45 90 60 60 E-MAIL: [email protected] [email protected] ORGANIZATION: Estonian Rescue Board

FUNCTIONARY: Mr. Ain KARAFIN / Deputy Director General

POSTAL ADDRESS: 2 Raua Str. 10124 Tallinn

TELEPHONE: +372-628-2004 TELEFAX: +372-628-2099 E-MAIL: [email protected] ORGANIZATION: Ministerio del Interior

Dirección General de Protección Civil y Emergencias

FUNCTIONARY: M. Juan Pedro LAHORE LACOSTE-PEDELABORDE

POSTAL ADDRESS: calle Quintiliano, 21 E-28002 Madrid

TELEPHONE: +34-91-537-3305 / 4 TELEFAX: +34-91-562-8941 / 562-8926 E-MAIL: [email protected]








54

ORGANIZATION: MCrisis management Centre (CMC) Finland

FUNCTIONARY: Mr. Pekka Tiainen, Training Coordinator

POSTAL ADDRESS: CMC Finland Hulkontie 83

FI-70820 Kuopio TELEPHONE: +358-50-556-7757 TELEFAX: +358-71-875-3650 E-MAIL: [email protected]

ORGANIZATION: Ministère de l’Intérieur de l’Outre Mer et des Collectivités Territoriales Direction de la Défense et de la Sécurité Civiles

FUNCTIONARY: M. Philippe NARDIN Chef da la Mission des Relations Internationales

POSTAL ADDRESS: 7éme étage – piece 708 87-95, quai du docteur Dervaux F-92600 Asniéres-sur-Seine

TELEPHONE: +33-1-56-04-76-71 TELEFAX: +33-1-56-04-76-63 E-MAIL: [email protected] ORGANIZATION: Ministry of Interior

Public Administration and Decentralization General Secretariat for Civil Protection Department of International Relations, Volunteerism, Training and Publications

FUNCTIONARY: Mr. Margaritis MOUZAS Secretary General for Civil Protection

POSTAL ADDRESS: 2, Evangelistrias St., GR-105 63 Athens E-MAIL: [email protected] ORGANIZATION: Ministry of Local Government and Regional Development

National Directorate General for Disaster Management (NDGDM) POSTAL ADDRESS: Mogyoródi út 43. H-1149 Budapest TELEPHONE: +36-1-469-4152 / 469-4153 TELEFAX: +36-1-469-4199 E-MAIL: [email protected] ORGANIZATION: International Relations Office

National Protection and Rescue Directorate

FUNCTIONARY: Arabela Vahtaric, Head of International Relations

TELEPHONE: +385-1-3650-085 TELEFAX: +385-1-3650-025 E-MAIL: [email protected]






55

ORGANIZATION: Fire Service and Emergency Planning Section Department of the Environment, Heritage and Local Government

FUNCTIONARY: Peter GREENE POSTAL ADDRESS: Custom House

IRL – Dublin 1 TELEPHONE: +353-1-888-2412 TELEFAX: +353-1-888-2645 E-MAIL: [email protected] ORGANIZATION: National Commissioner of the Icelandic Police -

Civil Protection Department FUNCTIONARY: Mr Vidir REYNISSON

Department Manager

POSTAL ADDRESS: Skúlagötu 21 IS – 101 Reykjavik

TELEPHONE: +354-570-2653 TELEFAX: +354-562-2665 E-MAIL: [email protected] ORGANIZATION: Presidenza del Consiglio dei Ministri

Dipartimento della Protezione Civile

FUNCTIONARY: Dr. Agostino MIOZZO Capo Ufficio Volontariato,Relazioni Istituzionali ed Internazionali

POSTAL ADDRESS: Via Vitorchiano, 4 I-00187 Roma

TELEPHONE: +39-06-6820-2290 / 6820-2299 TELEFAX: +39-06-6820-2296 E-MAIL: [email protected] [email protected] ORGANIZATION: Amt für Bevölkerungsschutz FUNCTIONARY: Amtsleiter (Director) Alfred VOGT

POSTAL ADDRESS: Zollstrasste 45 Postfach 684 FL – 9490 Vaduz

TELEPHONE: +423-236-6915 TELEFAX: +423-236-6924 E-MAIL: [email protected] ORGANIZATION: Fire and Rescue Department

Ministry of the Interior

FUNCTIONARY: Ms Tatjana MILKAMANOVIC Head of International Relations Division

POSTAL ADDRESS: Svitrigailos Str. 18, LT-03223 Vilnius








56

ORGANIZATION Administration des Services de Secours FUNCTIONARY: M. Michel FEIDER

Directeur

POSTAL ADDRESS: rue Robert Stümper, 1 / L-2557 Luxembourg

TELEPHONE: +352-49771-406 TELEFAX: +352-49771-771 E-MAIL: [email protected]

ORGANIZATION: State Fire and Rescue Service FUNCTIONARY: Mr. Ludis PAULINS

Head of International Relations Office

POSTAL ADDRESS: Maskavas iela 5 LV-1050 Riga TELEPHONE: +371-67-075-856 TELEFAX: +371-67-223-542 E-MAIL: [email protected]

ORGANIZATION: Civil Protection Department FUNCTIONARY: Lt. Colonel Peter CORDINA

POSTAL ADDRESS: Ta` Kandja L/O Siggiewi - MALTA

TELEPHONE: +356-21-46-26-10 TELEFAX: +356-21-46-26-05 E-MAIL: [email protected]

ORGANIZATION: Ministry of the Interior and Kingdom Relations Directorate General Public Order and Safety

FUNCTIONARY: Koen GERRITSE Ph. D Coordinating senior policy advisor

POSTAL ADDRESS: PO Box 20011 NL-2500 EA The Hague


ORGANIZATION: The Directorate for Civil Protection and Emergency Planning

FUNCTIONARY: Mr. Ørjan N. KARLSSON Acting Assistant Director

POSTAL ADDRESS: PB 2014 NO – 3103 Tønsberg

TELEPHONE OFFICE: +47-33-41-27-27 TELEFAX: +47-33-31-06-60 E-MAIL: [email protected]






57

ORGANIZATION: National Headquarters of the State Fire Service

FUNCTIONARY: Mr. Maciej GODLEWSKI Head of Multilateral Cooperation Division, Int’l Cooper. Dept.

POSTAL ADDRESS: ul. Podchorazych 38 / PL 00-463 Warsaw TELEPHONE: +48-22-523-3959 / +48-22-523-3007 TELEFAX: +48-22-523-3927 E-MAIL: [email protected]; [email protected] INTERNET: www.straz.gov.pl

ORGANIZATION: Autoridade Nacional de Protecção Civil (National Authority for Civil Protection)

FUNCTIONARY: Ms Patricia GASPAR POSTAL ADDRESS: Av. Do Forte em Carnaxide

P-2794-112 Carnaxide TELEPHONE: +351-21-424-7100 TELEFAX: +351-21-424-7180 E-MAIL: [email protected]

ORGANIZATION: General Inspectorate for Emergency Situations Ministry of Administration and Interior

FUNCTIONARY: Lieutenant General Vladimir SECARĂ General Inspector

POSTAL ADDRESS: 46, Banu Dumitrache Str. Sector 2, code 023765 Bucharest TELEPHONE: +40-21-242-1945 TELEFAX: +40-21-242-0990 E-MAIL: [email protected]

ORGANIZATION: Swedish Civil Contingencies Agency (MSB) FUNCTIONARY: Ms. Stina SJÖLIN, Deputy of Operations section POSTAL ADDRESS: S – 651 81 Karlstad, Sweden TELEPHONE: +46-771-240-240 (switchboard) / +46 10 240 5053 (direct) TELEFAX: +46-10- 240 56 00 E-MAIL: [email protected]

ORGANIZATION: Administration for Civil Protection and Disaster Relief POSTAL ADDRESS: Vojkova cesta 61 / 1000 Ljubljana FUNCTIONARY: Ms. Nataša HORVAT

Senior Advisor for International Relations

TELEPHONE: +386-1-471-2817 TELEFAX: +386-1-431-8117 E-MAIL [email protected] [email protected]



http://www.straz.gov.pl/






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ORGANIZATION: Ministry of Interior of the Slovak Republic Section of Crisis Management and Civil Protection

FUNCTIONARY: Mrs Viera ZUPKOVA Head of International relations POSTAL ADDRESS: Drieňová 22, 82604 Bratislava TELEPHONE: +421-2-4859-3287/4341-2690 TELEFAX: +421-2-4859-3340 / 4341-1095 E-MAIL: [email protected] ORGANIZATION: CABINET OFFICE – Civil Contingencies Secretariat

FUNCTIONARY: Mr Simon STRICKLAND

POSTAL ADDRESS: 2nd Floor 22 Whitehall London SW1A 2WH


[email protected]




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APPENDIX 3 MODEL STATUS REPORT PREFACE - Planning process - Cooperation with partners

1. IDENTIFICATION OF THE EXERCISE 2. PREPARATION OF THE EXERCISE 3. PREPARATION OF DOCUMENTATION 4. CONDUCTION OF THE EXERCISE 5. COMPOSITION OF THE EXERCISE 5.1. Exercise management 5.2. Participants including copy of registration form and sample list of participants 5.3. Team Trainers 5.4. Evaluators 5.5. Support personnel 6. EVALUATION 6.1. Summary of the evaluation of evaluators 6.2. Evaluation of participants (lot 1) or head of modules/TAST (lot 2 and 3) 6.3. Outcome 7. RECOMMENDATIONS/CHANGES JUSTIFIED ON EVALUATION 7.1. General 7.2. Exercise management 7.3. Administrative procedures 7.4. Language 7.5. Exercise evaluation

European Community Civil Protection Mechanism

Certificate

Mr./Ms. First Name and Name

participated in a three day

Exercise

"Name of the exercise"

Within the training programme of the

European Community

Civil Protection Mechanism

X – X Month 20XX

Contractors Name

First name and Name First name and Name On behalf of the EU Commission Contractor

APPENDIX 4