Terms of reference
EAC/37/07
Annex 1
TERMS OF REFERENCE
EAC/37/07
Organisation of Stagiaires' Welcome Conferences Contracting Authority: European Commission
13/8/03
Page 1
1.
BACKGROUND INFORMATION
Twice a year the Commission offers a five month traineeship to young university graduates selected from amongst nationals of the Member States of the European Union and some from third countries. The traineeships aim to give a general appreciation of the objectives and problems of the European Union, to show how the Institutions work and to permit the trainees to enhance the knowledge they already possess by work experience in one of the services of the Commission. They begin on the 1st of March and 1st of October every year.
2.
CONTRACT OBJECTIVES & EXPECTED RESULTS
2.1. Overall objectives The overall objectives to which this contract will contribute are as follows: Within the framework of the Commission’s traineeship scheme, at the beginning of each traineeships’ session (2 sessions a year: the first week of March and October each year), the Traineeships Office organises a 2 day conference to help integrate the new trainees and to explain how the Commission works. The organisation of each of the 8 conferences constitutes an individual event requiring an individual order, to be held at the following dates: 2008 Conference 1: 2009 Conference 2: Conference 3: 2010 Conference 4: Conference 5: 2011 Conference 6: Conference 7: 2012 Conference 8: 5th and 6th March 2012 3rd and 4th March 2011 5th and 6th October 2011 3rd and 4th March 2010 5th and 6th October 2010 4th and 5th March 2009 5th and 6th October 2009 6th and 7th October 2008
Page 2
2.2. Specific objective The objective of this contract is as follows: To provide the infrastructure, logistic support and services required to hold the Conferences, for each of the dates specified. The Commission is responsible for the Conference programme (ie. invitations, speakers, etc). 2.3. Results to be achieved by the Contractor • A successful Conference for each date
3.
SCOPE OF THE WORK
3.1. General 3.1.1. Project description To provide for each Conference: a) b) c) d) e) f) g) h) i) j) k) A Conference Hall with a capacity to hold a minimum of 700 persons in Brussels with easy public transport facilities for two days The necessary equipment to host a Conference An interpretation system (but not interpreters) for two languages A room for a secretariat Security service during the Conference 3 reserved parking spaces for the two days Insurance for the premises used A coffee service A room and cocktail service for 700 persons A room for 50 persons for 1 hour during one day of the conference Appropriate lighting.
3.1.2. Geographical area to be covered Brussels 3.1.3. Target groups Conference centres
Page 3
3.2. Specific activities For each Conference, the following elements must be provided: – A Conference Hall able to hold 700 people ( occupation time 09:00 to 19:00) This Hall must include: • • • • • • • • 1 Podium with floral decoration ( in scale with the podium) 1 PC with Microsoft Word, Excel, Power Point, Acrobat Reader and Internet connection 1 Projector connected to PC 1 Projection screen (appropriate for the size of the Conference Hall) 1 Retro projector 1 Electric pointer 1 Amplification system 3 Wireless microphones
– A system for simultaneous interpretation for two languages and headphones for 700 people. The interpretation system should be inspected and approved by the European Commission’s Interpretation Service. – A room for a secretariat, close to the Conference Hall with 1 desk, 4 chairs, 1 telephone, one telephone line, conference table for approximately 16 persons with chairs and a coat stand. – A team of 2 guards to maintain security and check and authorise the entry of the guests, intervene in case of problem, from 08:30 until 19:00 on day one and from 08:30 until 17:00 on day two. – 3 reserved parking places per day for the two days of the Conference. – Insurance for the totality of the Halls provided, including participants’ accident and liability. – Coffee service ( once a day for two days), including coffee, tea, orange juice, still and sparkling water, biscuits, chocolates and sweets served on disposable crockery. – Cocktail service, once per lot, for 700 people composed of, sparkling wine, sparkling Kir, red and white wine, beer, orange juice and water, 8 hot and 8 cold zakouski/person. – An extra room for 50 people for one hour on one day of the Conference – Lighting, to include appropriate lighting for an indoor photograph (if required). All financial offers must be presented using the form provided in Annex 5.
Page 4
3.3. Project management 3.3.1. Responsible body Traineeships Office Directorate General Education and Culture European Commission 3.3.2. Management structure Not applicable 3.3.3. Facilities to be provided by the Contracting Authority and/or other parties Not applicable 4. LOGISTICS AND TIMING
4.1. Location Brussels 4.2. Commencement date & Period of execution The indicative intended commencement date is June 2008. Actual commencement will take place after signature of the contract by both parties. The period of execution of the contract will be 48 months.
4.3. Time Schedule
The Conferences are to be held on the two days specified 5. REQUIREMENTS
5.1. Personnel 5.1.1. Overall requirements See 3.2 5.1.2. Key expert Not applicable 5.2. Facilities to be provided by the Contractor Not applicable
Page 5
6.
REPORTS
6.1. Reporting requirements Not applicable
Page 6