Back Q&A - Purchase of consultancy services in Hungary within EU/CoE INSCHOOL Joint Project

Q&A - Purchase of consultancy services in Hungary within EU/CoE INSCHOOL Joint Project

Q: Three of us are long term experts and we have been working together for 15 years on the relevant topics. Can we apply together joinly?

A: Tender file under Chapter A states that: “The tenderer must be either a natural person, or a duly registered company under sole proprietorship of a natural person, or equivalent, provided that the signatory of the Act of Engagement is individually liable for all obligations undertaken by the entity, and is the owner of the moral rights in any creations of the entity. If contracted by the Council of Europe, the signatory of the Act of Engagement shall provide the deliverables personally, in accordance with the terms as provided in the current Tender File, Act of Engagement and future Order Forms (see Section D below on ordering procedure).”

The tenderer is either a natural person, or a duly registered company under the sole proprietorship of a natural person.

Please also note that “…the signatory of the Act of Engagement shall provide the deliverables personally…”.

Each applicant, be it natural person or registered company under the sole proprietorship of a natural person, must submit one application.

 

Q: Would it be allowed that an organization issues invoices after the work has been done by each trainer?

A: Tender file under Chapter A states that: “The tenderer must be either a natural person, or a duly registered company under sole proprietorship of a natural person, or equivalent, provided that the signatory of the Act of Engagement is individually liable for all obligations undertaken by the entity, and is the owner of the moral rights in any creations of the entity. If contracted by the Council of Europe, the signatory of the Act of Engagement shall provide the deliverables personally, in accordance with the terms as provided in the current Tender File, Act of Engagement and future Order Forms (see Section D below on ordering procedure).”

In accordance with Chapter A, Tender rules, each successful applicant, be it a natural person or registered company under the sole proprietorship of a natural person, after the provision of deliverables will submit an invoice.

Please note that under Section D of the Tender File it is stated that:

“The Provider, if subject to VAT, shall also send, together with each signed Form, a quote (Pro Forma invoice) in line with the indications specified on each Order Form, and including:

- the Service Provider’s name and address;

- its VAT number;

- the full list of services;

- the fee per type of deliverables (in the currency indicated on the Act of Engagement, tax exclusive);

- the total amount per type of deliverables (in the currency indicated on the Act of Engagement, tax exclusive);

- the total amount (in the currency indicated on the Act of Engagement), tax exclusive, the applicable VAT rate, the amount of VAT and the amount VAT inclusive.”

If an organisation applies, under the condition that it is registered company under the sole proprietorship of a natural person, the organization will send invoices to the Council of Europe in accordance with the Section D.

 

Q: Have the schools in the Kaposvár area already been selected or the will the consultants help with this?

A: The selected consultants under this call with be part of the INSCHOOL National team of education advisors and facilitators (trainers) in Hungary. The selection of school is currently underway.

 

Q: Will the consultants prepare workplans and activities or such workplans already exist on the part of schools and we should implement their plan?

A: INSCHOOL project is based and follows the implementation of a particular methodology which is the Index for Inclusion. Each National team proposes their own workplan in working and supporting schools on the basis of the process and indicators promoted by the Index. The proposed workplan has to be approved by the Council of Europe INSCHOOL team. In the case of Kaposvar there is already a set of policy and operational guidelines gathered during the first cycle of the project. The National team will develop and carry out a workplan for Kaposvar specifically.

 

Q: We saw in the tender that the amount between 2000 and 5000 EUR can be spent on the intellectual service. What does this amount include?

A: The Tender file states: “This tender procedure is a competitive bidding procedure. In accordance with Rule 1395 of the Secretary General of the Council of Europe on the procurement procedures of the Council of Europe, the Organisation shall invite to tender at least three potential providers for any purchase between €2,000 (or €5,000 for intellectua services) and €55,000 tax exclusive.”

This paragraph explains what procurement procedure and steps must be followed by the project team in this concrete Tender. The restrictive bidding procedure is valid for any purchase between 2,000€ – 55,000€ for services (or between 5,000 – 55,000€ for intellectual services). This is the total range of amounts for any competitive bidding procedure.

Act of Engagement sets further details for this concrete tender. In particular pay attention that the Act of Engagement sets an exclusion level for fees.

 

Q: An advisory fee should be specified in an appendix called the Act of Egagment: does this mean when we give advice to school leaders, teachers? In addition, will there be a grant for the activities or should the activities be implemented from it?

A:The Act of Engagement doesn't mention specific advisory fee to be included. Tenderers are invited to indicate their fees for specified services by completing and sending the table of fees as part of the Act of Engagement. The indicated fees should be per day and they include services provided a consultant. The activities in schools and at national level are supported separately.

 

Q: What documents should be submitted?

A: Section G of the Tender File stipulates precisely the expected documentation to be submitted.

 

Q: It is not clear for me what kind of fees I could apply for it beside the monthly honorarium.

A: Please note that, as stipulated in the Act of Engagement, the current exclusion rate is set to 150 Euros per day. The tender procedure does not foresee a monthly honorarium. Any tender proposing fees above the exclusion level indicated in the Table of fees will be entirely and automatically excluded from the procedure.

If selected, you will be part of a pool of consultants/trainers which be contracted by the Council of Europe on an as needed basis.

We would also like to invite you to consult section D of the Tender File/ Terms of Reference which clarifies that:

Once the selection procedure is completed, you will be informed accordingly. Deliverables will then be delivered on the basis of Order Forms submitted by the Council to the selected Provider (s), by post or electronically, on an as needed basis (there is therefore no obligation to order on the part of the Council).

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