EUROPEAN COMMISSION EXTERNAL RELATIONS DIRECTORATE GENERAL

Transcription

1 Annex 1 EUROPEAN COMMISSION EXTERNAL RELATIONS DIRECTORATE GENERAL DIRECTORATE North America, East Asia, Australia, New Zealand, EEA, EFTA, San Marino, Andorra and Monaco United States, Canada TERMS OF REFERENCE FOR THE ORGANISATION OF ONE CONFERENCE AND WORKSHOPS ON THE EU IN WESTERN CANADA 1. BACKGROUND As part of the European Commission s strategy to foster EU-Canada links, with a view to enhancing visibility of the EU-Canada relationship pursuant to the Industrialised Countries Instrument (ICI)(i) adopted in 2006, the European Commission intends to organise a conference accompanied by 2-3 workshops in locations in the Western part of Canada during spring As the best option to bring Canadian business community and civil society representatives to information and understanding of the EU-Canada relationship, DG External Relations of the European Commission seeks assistance in the preparation and carrying out of these events through this tendering procedure. Participants from different groups will be invited; the main conference should aim at participants, and the workshops at about OBJECTIVE The main objective of this tendering procedure is the organisation of a major conference which will take place in Vancouver in April-May 2009 and associated workshops, to enhance the visibility of the EU-Canada relationship and to inform participants about it. The events will in particular explore the future perspectives and challenges of EU-Canada economic cooperation, including in such areas as aviation services, energy security and climate change. In particular, the specific objectives of the successful tenderer are: - the preparation of the events (invitation of participants, selection and invitation of speakers, renting of Conference and workshops facilities, catering services, organisation and logistics, registration of participants, conference material, workshops material, promotional material) after approval by the Commission services; - and the execution of the conference and the workshops themselves, including organisational management, the overall coordinating and assistance, travel and accommodation arrangements, distribution of conference and workshop material. i Council Regulation 1934/2006 of 21 December 2006 (OJ L 405/41 of 30 December 2006) establishing a financing instrument for cooperation with industrialised and other high-income countries and territories. Final version 10/10/2008 Page 1/5

2 The subsequent section describes all the tasks by which the above mentioned objectives shall be implemented. 3. CONTENT AND DESCRIPTION OF THE TASKS The objective of the conference and the workshops is to inform the target audience in Western Canada about EU-Canada relations, notably the EU-Canada economic relationship and its implications, as well as to stimulate Canadian interest in the European Union. The approach would be to focus on the impact of the relationship on trade, investment and travel between the EU and Canada. The main issues to be focussed upon should be: The future of EU-Canada economic cooperation and integration, including the possibility of a future EU-Canada agreement: topics such as tariffs, regulatory cooperation, investment, labour mobility including mutual recognition of professional qualifications, public procurement, Intellectual Property Rights; Aviation, including the opportunities and challenges provided by future agreements on air services and aviation safety; The opportunities and challenges of responding to: climate change and the need for reducing greenhouse gas emissions, other environmental issues, and energy security (including the role of new technologies and the possibilities for science and technology co-operation). The selected contractor will be responsible for all aspects of the design and implementation of the planned activities in Canada, within the specified time frame, for a successful preparation, publication, execution and follow-up of the events including supporting activities. Each event should address the main issues to the target audience, being the Canadian economic/business community as well as civil society. The scope of the contractor s services will include: drawing up a programme for each event; arranging for appropriate venues; identifying European and Canadian speakers and arranging for their participation; undertaking the necessary marketing campaigns to publicise these conferences in national and local media and among target groups and ensure a high level of attendance by the target groups; providing all standard logistical support for speakers and other participants, before and during the conferences; arranging for appropriate catering (tea/coffee in morning and afternoon; lunch and possibly dinner) for all participants; preparing and distributing appropriate documentation and materials to all conference participants as required, in advance of and during conference; ensuring appropriate follow-up to the events including press releases (a photographer could be hired for the conference), and preparation of a book of the conference containing copies of speeches, presentations, conclusions etc.., in paper and web format. Final version 10/10/2008 Page 2/5

3 Conference: The contractor will draw up the programme for, publicise, organise, and manage a one-day conference on the EU-Canada economic cooperation, for around participants to be held in Vancouver. The content of the conference should address the objectives set out above. The conference should be in English. Workshops: The contractor will draw up the programmes for, publicise, organise, and manage up to three half-day workshops on EU-Canada economic cooperation, each for around participants. The workshops should take place ahead of and contribute to the outcome of the conference. Workshops should take place in at least two different cities in two different Western Provinces, chosen from amongst the following: Calgary, Edmonton, Regina, Saskatoon and Winnipeg. Each workshop should focus on specific themes of relevance to the business, financial and policy-making communities in each of the workshop locations, and should enable an in-depth discussion of core topics of the conference (trade agreement, aviation, climate change, energy). Tenderers are invited to deliver a detailed proposal of how they intend to carry out the tasks set out in the present terms of refrences. Tenderers are expected to include in their proposal a draft work-plan and timetable for the conference and the workshops as a whole including a draft programme. The selection of speakers will be made, on the basis of the successful tenderer s proposal, in close consultation with the European Commission. It should be made clear at each event, and in all communications, announcements and correspondence associated with the events, that this project is being carried out on behalf of the European Commission. Tenderers are expected to acquaint themselves with, and make full use of existing material on EU-Canada cooperation through the European Commission. The successful tenderer will be expected to attend a briefing session with the relevant Commission services in Brussels prior to commencing the assignment. The organisation of the event will be led by unit C1 of DG RELEX. 4. DELIVERABLES The Contractor will be required to submit an inception report, in English, six weeks after the signature of the contract. The inception report is based on the outcome of the inception meeting which should take place within four weeks after the signature of the contract. The inception report shall specify all the aspects of the contract to the level of detail required for the planning of the events and the other deliverables. Furthermore, the Contractor is expected to present a final report which summarises all the activities in the project, the overview of all the deliverables, any comments, suggestions, recommendations judged useful by the Contractor, and the financial management of the contract. The Final report will enclose a report on the conference itself and on the workshops, outlining the outcome of each event and recommending any further action, as well as the presentations given by the speakers. All reports and documents shall be prepared in English and in electronic form. After approval, three copies of the inception report and of the final report shall be sent to Final version 10/10/2008 Page 3/5

4 the Commission services (attention: Marc Vanheukelen, Head of Unit C1, United States and Canada). The contract is managed by Unit C1 of the European Commission s DG RELEX. In carrying out this task, the contractor will also work in close consultation with the responsible services of the European Commission at the Delegation of the European Commission in Canada, which is based in Ottawa. 5. DURATION OF THE TASKS The conference and workshops are to take place in April-May The contract shall run from the date on which it is signed by the last contracting party until 15 August 2009.The tasks should be completed by 15 June The execution of the tasks may not start before the contract has been signed by both parties. The Contractor will report to the Commission s officials in DG RELEX charged with the management of this Contract. 6. PLACE OF PERFORMANCE The place of performance of the tasks for preparation shall be at the Contractor s premises or any other place indicated in the tender with the exception of the Commission s premises. All events, conference and workshops will take place in Canada as described earlier. 7. BUDGET AND PAYMENT MODALITIES A maximum of 100,000 is available for the contract, including all necessary expenditures associated with the organisation of the conference and the workshops, including payment of fees, travel, accommodation and per diem for speakers and organisational staff, catering expenses, rental of rooms and all audio-visual equipment, payment of graphic design and printing costs for conference/workshop promotional material, all mailing and telecommunications costs related to the conference/workshops, and all transportation and shipping costs related to the provision of information material distributed at the conference/workshops. The Contractor must make available an appropriate management mechanism, quality control system, secretariat and any other support staff (editors, proof readers etc.) that will be necessary in order to implement the assignment and guarantee for its quality. No office, secretarial or communication facilities will be provided by the Commission. Under the reimbursable costs, provisions shall be made for international flights, local travel and hotel accommodations. The Contractor shall be responsible for payment of invoices within the required period for all services provided (accommodation, transports, catering services, logistics etc ). In drawing up the bid, the tenderer should take account of the provisions of the standard contract which include the General Terms and Conditions applicable to contracts. Final version 10/10/2008 Page 4/5

5 Payment modalities refer to the provisions in the service contract. They will be made in euro ( ), on receipt of the corresponding invoices and shall be as follows (global price contract): 50% of the global price of the contract (reimbursable costs excluded) as a prefinancing payment (ii), made upon signature of the contract and following receipt of the request for pre-financing with a relevant invoice; An interim payment for reimbursables only (with proof of expenses); and The balance on completion of the tasks on receipt of the corresponding invoice and approval of the final report. No pre-financing payment will be provided for travel, subsistence and shipment expenses. For further information, see Article I.3.3. of the Model Service Contract. ii The Contractor is not obliged to ask for pre-financing. Final version 10/10/2008 Page 5/5