ANNEX 2To the Specifications

ANNEX 2to the Specifications

FINANCIAL OFFER

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Annex 2 - FINANCIAL OFFER
To be completed by the tenderer
Price per man-day for a service (excluding travelling expenses) (*)
(in EUR)
Delivery of the courses
Updating of course materials / documentation
Design (new courses / new course materials / new documentation / new training methods, etc.)
*Price excluding travelling expenses (services provided in Brussels or Luxembourg)
NB: The conditions for reimbursement of travelling expenses for services provided in sites other than Brussels or Luxembourg are specified in Articles I.3.4 and II.7 of the contract.
- for information purposes:weighting to be applied for the evaluation
Price per man-day for a service in Belgium or Luxembourg / days / Total cost per type of service
(in euros) / (in euros)
(a) / (b) / (a) x (b)
Delivery of the courses / 1500 / (A)
Updating of course materials / documentation / 300 / (B)
Design (new courses / new course materials / new documentation / new training methods, etc.) / 300 / (C)
Figure to be taken into account for the financial evaluation: / (A) + (B) + (C)

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ANNEX 3to the Specifications

DESCRIPTION OF THE MINIMUM CONDITIONS TO BE MET BY STAFF PROPOSED BY THE TENDERERS FOR PERFORMING THE TASKS COVERED BY THE CONTRACT

INTRODUCTION

Introduction

The following minimum qualifications and other conditions (profiles) are required for the staff proposed by tenderers who may be called on to perform the tasks to which this procedure refers.

Information supplied concerning the requirements set for each profile:

Studies / Description of the minimum educational qualifications required for the profile
Knowledge and skills / List of the minimum knowledge and skills required for the profile in question
Experience / Minimum experience required for the profile

In particular, please note that in accordance with point 8.4.2.4 of the specifications, the tenderer must propose at least 10 trainers and 1 project leader to perform the tasks covered by the contract, who must meet at least the minimum requirements stated below.

Detailed CVs must be provided in all cases, using the model CV in Annex4 to the specifications.

3.1. TRAINERS

Instructor

Education and professional qualifications / University degree or equivalent professional qualification in the area in question (accounting / finance / IT)
Knowledge and skills / Accredited good teaching and group training abilities (NB: presentation skills are not considered sufficient for a trainer)
Teaching, communication and active listening skills
Ability to work with an audience of diverse cultures/background
Ability to arbitrate and interact with participants
Knowledge of and ability to use different financial IT environments, in particular SAP
Ability to give specific examples to illustrate a theoretical approach
Sound knowledge of international administrations and/or international organisations
Good knowledge of office automation software (MS Word, Excel, Powerpoint or equivalent) and training tools
Good knowledge of written and spoken French and/or English. A knowledge of other Community languages would be an advantage.
Professional experience / A minimum of 3 years' appropriate professional experience

3.2. PROJECT LEADER

Project Leader

Education and professional qualifications / University degree or equivalent professional qualification in the area in question (in particular in finance, accounting, IT, organisation and/or delivery of training, and project and team management)
Knowledge and skills / Accredited project organisation and management skills
Accredited team supervision and work organisation skills
Sound drafting and written presentation skills
Sound knowledge of international administrations and/or international organisations
Good knowledge of office automation software (MS Word, Excel, Powerpoint or equivalent) and training tools
Good knowledge of written and spoken French and/or English. A knowledge of other Community languages would be an advantage.
Professional experience / A minimum of 3 years' appropriate professional experience

ANNEX4 to the Specifications

MODEL CV

Europass
Curriculum Vitae / Insert photograph. Remove heading if not relevant (see instructions)
Personal information
First name(s) / Surname(s) / First name(s) Surname(s) (remove if not relevant, see instructions)
Address(es) / House number, street name, postcode, city, country (remove if not relevant, see instructions)
Telephone(s) / (remove if not relevant, see
instructions) / Mobile: / (remove if not relevant, see instructions)
Fax(es) / (remove if not relevant, see instructions)
E-mail / (remove if not relevant, see instructions)
Nationality / (remove if not relevant, see instructions)
Date of birth / (remove if not relevant, see instructions)
Gender / (remove if not relevant, see instructions)
Work experience
Dates / Add separate entries for each relevant post occupied, starting from the most recent. (remove if
not relevant, see instructions)
Occupation or position held
Main activities and responsibilities
Name and address of employer
Type of business or sector
Education and training
Dates / Add separate entries for each relevant course you have completed, starting from the most
recent. (remove if not relevant, see instructions)
Title of qualification awarded
Principal subjects/occupational skills covered
Name and type of organisation providing education and training
Level in national or international classification / (remove if not relevant, see instructions)
Personal skills and competences
Mother tongue(s) / Specify mother tongue (if relevant add other mother tongue(s), see instructions)
Other language(s)
Self-assessment / Understanding / Speaking / Writing
European level (*) / Listening / Reading / Spoken interaction / Spoken production
Language
Language
(*) Common European Framework of Reference for Languages
Social skills and competences / Replace this text by a description of these competences and indicate where they were acquired.
(Remove if not relevant, see instructions)
Organisational skills and competences / Replace this text by a description of these competences and indicate where they were acquired.
(Remove if not relevant, see instructions)
Technical skills and competences / Replace this text by a description of these competences and indicate where they were acquired.
(Remove if not relevant, see instructions)
Computer skills and competences / Replace this text by a description of these competences and indicate where they were acquired.
(Remove if not relevant, see instructions)
Artistic skills and competences / Replace this text by a description of these competences and indicate where they were acquired.
(Remove if not relevant, see instructions)
Other skills and competences / Replace this text by a description of these competences and indicate where they were acquired.
(Remove if not relevant, see instructions)
Driving licence / State here whether you hold a driving licence and if so for which categories of vehicle. (Remove
if not relevant, see instructions)
Additional information / Include here any other information that may be relevant, for example contact persons,
references, etc. (Remove heading if not relevant, see instructions)
Annexes / List any items attached. (Remove heading if not relevant, see instructions)

ANNEX5 to the Specifications

CERTIFICATION WITH RESPECT TO THE EXCLUSION CRITERIA AND THE ABSENCE OF CONFLICTS OF INTERESTS, WHHICH MUST BE INCLUDED BY THE TENDERERS IN THEIR OFFER

(Model)

Declaration of honour
with respect to

the Exclusion Criteria and absence of conflict of interest

The undersigned [name of the signatory of this form, to be completed]:

in his/her own name (if the economic operator is a natural person or in case of own declaration of a director or person with powers of representation, decision making or control over the economic operator)

or

representing (if the economic operator is a legal person)

official name in full (only for legal person):

official legal form (only for legal person):

official address in full:

VAT registration number:

declares that the company or organisation that he/she represents / he/she:

a)is not bankrupt or being wound up, is not having its affairs administered by the courts, has not entered into an arrangement with creditors, has not suspended business activities, is not the subject of proceedings concerning those matters, and is not in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

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

c)has not been guilty of grave professional misconduct proven by any means which the contracting authorities can justify;

d)has fulfilled all its obligations relating to the payment of social security contributions and the payment of taxes in accordance with the legal provisions of the country in which it is established, with those of the country of the contracting authority and those of the country where the contract is to be carried out;

e)has not been the subject of a judgement which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Union's financial interests;

f)is not a subject of the administrative penalty for being guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the procurement procedure or failing to supply an information, or being declared to be in serious breach of his obligation under contract covered by the budget.

In addition, the undersigned declares on their honour:

g)they have no conflict of interest in connection with the contract; a conflict of interest could arise in particular as a result of economic interests, political or national affinities, family or emotional ties or any other relevant connection or shared interest;

h)they will inform the contracting authority, without delay, of any situation considered a conflict of interest or which could give rise to a conflict of interest;

i)they have not made and will not make any offer of any type whatsoever from which an advantage can be derived under the contract;

j)they have not granted and will not grant, have not sought and will not seek, have not attempted and will not attempt to obtain, and have not accepted and will not accept any advantage, financial or in kind, to or from any party whatsoever, constituting an illegal practice or involving corruption, either directly or indirectly, as an incentive or reward relating to award of the contract;

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

l)that in case of award of contract, they shall provide upon request the evidence that they are not in any of the situations described in points a, b, d, e above.

For situations described in (a), (b) and (e), production of a recent extract from the judicial record is required or, failing that, a recent equivalent document issued by a judicial or administrative authority in the country of origin or provenance showing that those requirements are satisfied. Where the Tenderer is a legal person and the national legislation of the country in which the Tenderer is established does not allow the provision of such documents for legal persons, the documents should be provided for natural persons, such as the company directors or any person with powers of representation, decision making or control in relation to the Tenderer.

For the situation described in point (d) above, recent certificates or letters issued by the competent authorities of the State concerned are required. These documents must provide evidence covering all taxes and social security contributions for which the Tenderer is liable, including for example, VAT, income tax (natural persons only), company tax (legal persons only) and social security contributions.

For any of the situations (a), (b), (d) or (e), where any document described in two paragraphs above is not issued in the country concerned, it may be replaced by a sworn or, failing that, a solemn statement made by the interested party before a judicial or administrative authority, a notary or a qualified professional body in his country of origin or provenance.]

By signing this form, the undersigned acknowledges that they have been acquainted with the administrative and financial penalties described under art 133 and 134 b of the Implementing Rules (Commission Regulation 2342/2002 of 23/12/02), which may be applied if any of the declarations or information provided prove to be false.

Full nameDateSignature

Annex 6 to the Specifications
Information on Financial Systems

1. Source of Information

A DVD including all detailed information on IT architecture related to existing financial systems can be sent to tenderers who ask for itor by e-mail sent to the following functional mailbox:.

2. Short description of existing systems

ABAC Architecture

Objective

This chapter brings you an overview of the architecture of the Central Financial Information System. The architecture, for which DG Budget is responsible, integrates a set of sub-systems. “ABAC Workflow” is the best-known component.

Components of the architecture

Within the Lifecycle of Expenditure, the phase of Budget preparation precedes the phase of Budget execution. The preparation is dealt with in the Information System (hereafter: “IS”) BadgeBud, whilst the execution is fully supported by the ABAC Suite.

Badgebud

Badegbud is the IS used for establishing the budget for the coming year. As such, the system is used by a rather limited set of users focusing on the preparation of the upcoming budget both within DG Budget and within others DGs, or other Institutions.

At the end of year N, after final approval by the Authorities, the budgetary information is transferred from Badgebud into ABAC for the opening of the budgetary year N+1. This is an important milestone in the process of the “financial year transition”.

ABAC

The origin of ABAC

The Financial Regulation adopted by end 2002 imposed upon the European Commission the obligation to move from “cash based accounting” to “accrual accounting” as part of the Accounting Reform. The main goals are:

• Increased financial transparency and accountability towards users, auditing instances and citizens,
• Ensure completeness and accuracy of the balance sheet, offering a precise view on assets and liabilities,
• Offer a new tool to Project Managers to monitor financial evolution.

A major project, headed by the EC’s Accountant, was put in place to make sure the challenging deadline of 1 st January 2005 was met. The introduction of accruals based accounting impacted the entire organization, it not only introduced new rules based upon IPSAS (International Public Sector Accounting Standard) and IFRS (International Financial Reporting Standard) but it also resulted in a major, accelerated evolution of the IS-architecture. By January 2005, the former “Sincom2” architecture was gradually replaced by “ABAC: Accrual Based ACcounting”.

ABAC covers all areas

ABAC is a transversal, transactional information system allowing for the execution and monitoring of all budgetary and accounting operations by the Commission, an Agency or Institution. The system has been developed by the Commission and includes a comprehensive set of features to ensure compliance to the Financial Regulation and Implementing Rules.

The ABAC-platform offers functionalities covering the following business areas:

• Management of Legal Entities & Bank Accounts
• Contract Management
• Budgetary structure, appropriations and commitment management
• Management of Expenses: invoicing, paying, pre-financing
• Management of guarantees
• Management of Income
• Assets management
• Treasury management
• Direct posting to the general ledger accounts of all transactions
• Information exchange on payments with the outside world via the SWIFT-network
• Reporting on budgetary execution and support of sound financial management.

Components of the ABAC Suite

The components of the ABAC-platform - to a certain extent - reflect these business areas and at the same time ensure a coherent information exchange between the components. It must be noted that the ABAC-platform is still evolving.

ABAC Workflow

ABAC Workflow is the module used for daily financial/budgetary management by the majority of users. Each user has specific responsibilities in line with the Financial Regulation and its Implementing Rules. This is reflected as the user signs documents -according to his/her role- (e.g. Initiating Agent, Authorizing Officer by Sub delegation) passing through an omni-present “workflow”. ABAC Workflow has been developed in house. In the future, ABAC Contracts will be added to this module as well.

ABAC Workflow/Web is a web-based application (i.e. running in an internet browser), which will ultimately cover most areas of financial management. The application already covers the full Expenditure Flow, together with Guarantees, Legal Entities & Bank Accounts, Commitments and Income flow...

ABAC Workflow/PB (formerly known as SI2/PB stands for "Powerbuilder)
This module is in phasing out since the beginning of the year 2010 and will not be available any more from the first release ABAC Workflow planned for the beginning 2011.

ABAC Contracts

ABAC Contracts is the Commission’s central repository containing all contracts and offers additional functionalities for contract management. The module offers support from drafting contracts to amendments and budgetary commitment generation. The obligation for this central register is laid down in the White Book on the Reform. Since January 2005, all Commission DGs and Services are obliged –according to detailed modalities- to register their contracts in ABAC Contracts. In the future, the module ABAC Contracts will be integrated into ABAC Workflow environment.

Mandatory recording of procurements/grants and of their amendments in ABAC Contracts

ABAC SAM

ABAC SAM - Supply and Assets Management - is the IT tool which will gradually take over from ABAC ASSETS.

As well as including the main asset management functions already available in ABAC ASSETS, it will allow the integration of a range of operational and financial procedures, from contract management to budget and financial management. It can be used for the management of purchases of goods or services. It is currently in operation in OIB and OIL. The roll out to other management centers and agencies will begin in 2010, with the aim to complete it in the next 3 years.

The replacement of ABAC ASSETS by ABAC SAM will be planned to ensure a minimal disruption to the services involved.