Annex 2 Technical Specifications Language Training Table of Contents
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Europol Public Information EDOC: 922985 Annex 2 Technical Specifications Language Training Table of Contents 1. Background information and objectives ................................................................................................... 2 4.2 Europol .......................................................................................................................... 2 2. Scope (brief description of the services) ................................................................................................... 3 3. Volume of the contract ............................................................................................................................. 3 4. Requirements ............................................................................................................................................ 3 4.1 Places of performance .................................................................................................. 4 4.2 General requirements (applicable irrespective of the place of performance) ............. 4 4.2.1 Mandatory Language Training Services ................................................................ 4 4.2.2 Course design, methodology and content ............................................................ 5 4.2.3 Placement tests, assessment tests, certificates and diplomas ............................. 5 4.2.3.1 Placement tests ................................................................................................. 5 4.2.3.2 Assessment Tests .............................................................................................. 6 4.2.3.3 Certificates ........................................................................................................ 6 4.2.4 Educational material ............................................................................................. 6 4.2.5 Contract management .......................................................................................... 7 4.2.5.1 Administrative coordinator ............................................................................... 7 4.2.5.2 Training coordinator .......................................................................................... 8 4.2.6 Requirements related to teachers/ trainers ......................................................... 8 4.2.7 Reporting and invoicing......................................................................................... 9 4.2.8 Quality requirements, monitoring and evaluation ............................................. 10 4.2.9 Security aspects ................................................................................................... 10 4.2.10 Payment .............................................................................................................. 10 4.2.11 Handling of Personal Data ................................................................................... 11 4.3 Specific requirements for Europol Premises ............................................................... 11 4.3.1 Organisation of courses held at Europol Premises ............................................. 11 4.3.2 Rescheduling of lessons organised at Europol Premises .................................... 12 4.3.3 Cancellation policy (courses held at Europol Premises)...................................... 12 4.4 Specific requirements for Contractor’s training location ............................................ 14 4.4.1 Organisation of courses held at Contractor’s training location .......................... 14 Europol Public Information 4.4.2 Rescheduling of lessons held at Contractor’s training location .......................... 14 4.4.3 Cancellation policy (courses held at the Contractor’s training location) ............ 15 4.5 Optional services: additional linguistic services .......................................................... 15 1. Background information and objectives The services to be provided as a result of this tender shall develop the overall language skills of the Europol staff members in accordance with the Common European Framework of Reference for Languages, hereinafter CEFRL. Languages services aim to support staff members (and, if applicable, other categories of people working at Europol): 1. meet the required level of knowledge of a third language which equals to the level B2 of the CEFRL1. For staff members this is necessary in order to pass an exam in all four competencies (reading, listening, writing speaking) and receive an equivalent certificate (see Appendix 1 for an indicative list of equivalent certificates). 2. learn languages in the context of multilingualism (e.g. professional and individual development); 3. learn languages for integration purposes; 4. support specific operational language needs. The contract confers no exclusive rights to the Contractor for the provision of language training to Europol staff2. Europol reserves the right to support the staff members in receiving language training also by reimbursing to staff members the tuition fees for the courses (which may be provided by third parties) that the staff members complete in line with Europol internal policy and Staff Regulation. 4.2 Europol Europol hosts around 1200 staff. Due to the specific nature of the organisation, the target groups are divided as follows: • All Europol’s staff members (Temporary Agents and Contract Agents); • Members of the Liaison Bureaux (e.g. Europol Liaison Officers etc.); • Seconded National Experts who are experts in their field of expertise and are appointed by their home authorities; • Interns/Trainees. 1 This is the current standard level, however, in the case there will be changes in the coming years (e.g. increase of the required level by the European Commission, CEFRL amended, etc.) the tenderer will be invited to adjust and comply with it. For more information please see the Europass website: http://europass.cedefop.europa.eu/en/resources/european- language-levels-cefr 2 In this context, “Europol staff” means both staff members and other categories of people working at Europol (see Section 4.2). Europol Public Information Europol staff have diverse educational backgrounds, have a wide range of mother tongues and all staff members speak at least two languages. The working language in Europol is English. In the past, Europol did not offer a structured language training service for its staff, but individual training applications were addressed by various external providers. 2. Scope (brief description of the services) Europol seeks to contract a provider who will assist it by delivering in-class3 language training services to Europol staff upon request. Europol aims to provide in-class language training services for at least the following five official EU languages: - Dutch - French - German - Italian - Spanish The training must be provided on the Europol Premises or at the Contractor’s training location (which must be in the proximity4 of Europol Premises) as requested by Europol during contract implementation. Europol’s needs evolve, so Europol may be interested in the future in additional languages and language training for specific business purpose if the tenderer offers these specific services in its tender. 3. Volume of the contract The estimated expenditure is provided in the Invitation to Tender & Tender Specifications. A contract volume (total and / or per language) cannot be provided as Europol’s needs depend on the linguistic needs of Europol staff and the available resources. Based on recent statistics about Europol staff, in 2018, about 78 persons were learning French; 78 persons were learning Dutch; 50 persons were learning Spanish; 25 persons were learning German and 9 persons were learning Italian. However, those persons were at various levels of language proficiency. The linguistic needs of Europol staff may change in the future. 4. Requirements 3 The purpose of this procurement procedure is acquire in-class language training (not e-learning). Europol has already another framework contract for e-learning language courses resulted from an inter-agency procurement procedure ( http://ted.europa.eu/udl?uri=TED:NOTICE:456728-2016:TEXT:EN:HTML). The current framework contract for e-learning covers the following languages: Dutch, English, French, German, Italian, Portuguese, Spanish. 4 See the Section 2.7.3 of the Invitation to Tender and Tender Specifications where the concept of “proximity to Europol Premises” is explained. Europol Public Information 4.1 Places of performance Europol may request courses to be provided either at Europol Premises5 (including the future Europol Satellite Building6, which will be in close vicinity of the main Europol Premises) or at the training location of the Contractor. Please refer to section 4.2 for the general requirements applicable irrespective of the place of performance and to sections 4.3 and 4.4 for the specific requirements for each place of performance. 4.2 General requirements (applicable irrespective of the place of performance) 4.2.1 Mandatory Language Training Services The tenderer applying shall offer the following types of language courses in French, Spanish, German, Italian and Dutch: - General language courses for small groups (3-9 participants) and large groups (10- 16 participants) at Europol premises; - General language courses for small groups (3-9 participants) and large groups (10- 16 participants) at the Contractor’s training location; - General language courses one-to-one (one participant) and two-to-one (two