Calls for tender
The Council of Europe Youth Department is launching two calls for tender for the procurement of consultancy services in the framework of its programmes and projects:
- Tender 1: Consultancy services in education, training and facilitation
- Tender 2: Consultancy services other than education, training and facilitation
The Youth Department of the Council of Europe elaborates guidelines, programmes and legal instruments for the development of coherent and effective youth policies at local, national and European levels. It provides funding and educational support for international youth activities aiming to promote youth citizenship, youth mobility and the values of human rights, democracy and cultural pluralism. It seeks to bring together and disseminate expertise and knowledge about the life situations, aspirations and ways of expression of young Europeans.
The Youth Department organises and/or supports educational activities, such as study sessions, training courses, educational seminars, the development of educational materials or publications with an educational profile, educational evaluation and the facilitation of reflection on educational vision. In addition, it engages in research about young people and their issues, grant-making to youth led non-governmental organisations, technical assistance to Member States in the development of youth policies, mainstreaming of youth perspectives within national sectoral policies and across the Council of Europe itself, multi-lateral and bilateral cooperation projects, and a very broad range of other activities of a standard setting nature for the youth sector across the geography of the European Cultural Convention.
With these calls for tender, the Youth Department seeks to establish two new rosters of consultants to provide two main categories of consultancy service:
Consultancy services in education, training and facilitation:
- Lot 1: Preparation, facilitation and evaluation of non-formal intercultural youth activities supporting young people’s learning about and for human rights & democracy;
- Lot 2: Creation of educational resources for non-formal education.
For this roster, the Youth Department will select a max. of 200 consultants, provided enough tenderers meet the criteria indicated outlined in the Tender File.
Consultancy services other than education, training and facilitation:
- Lot 1: Reporting, studies, editing and documentalist services;
- Lot 2: Youth research and research coordination service;
- Lot 3: Team and individual coaching services;
- Lot 4: Services related to youth policy and youth perspective development, technical assistance in mainstreaming youth;
- Lot 5: Programmatic feasibility, assessment, and review services;
- Lot 6: Consultancy and advisory services in the context of Council of Europe support to civil society.
For this roster, the Youth Department will select a max. of 110 consultants, provided enough tenderers meet the criteria indicated outlined in the Tender File.
How to apply?
Interested consultants are invited to refer to the respective Tender File and the Act of Engagement, which contain a full description of the terms and conditions of engagement and the scope of activities:
Tender 1: Consultancy services in education, training and facilitation
Tender 2: Consultancy services other than education, training and facilitation
Deadline
The submission of applications is now closed for BOTH tenders.
Information sessions:
The Youth Department organised information sessions for interested Tenderers on the 6th of September 2024.
The sessions served to introduce the Tenders. The nature of the services requested was explained in more detail. Interested Tenderers had the opportunity to ask questions about how to submit their application and the general terms and conditions of participating in the Tender procedures and of eventual membership of the roster. (Sessions were not recorded, you can find the PowerPoint from the information sessions below.)
PRESENTATION FROM THE INFO SESSION
Submitting questions about the tendering procedure in general and these specific tenders:
The opening for submitting questions is now closed.
The answers to all questions received are published on this website as part of the FAQ.
Questions about Act of Engagement and Tender
Where can I find the Acts of Engagement?
These are located in the ‘How to apply’ section above.
The Acts of Engagement can be downloaded under the respective Tender section (1 and 2).
How can I sign the Act of Engagement ?
You can sign electronically or manually the Act of Engagement.
Both methods are accepted.
Regarding the act of engagement. If we apply as natural persons, we still need to complete our vat number, is that right? Or this information is required only for legal persons and consortiums?
VAT is a tax matter. Tax matters are subject to national regulations and are the responsibility of the provider applying to any tender. Please consult your tax advisor or national legislation about the tax and VAT regulations that apply to you and the legal form with which you apply for this tender on this specific question.
Which of the two tender files is the correct one that needs to be followed by a consultant to submit a proposal?
There are two different tenders and two different tender files – the reference numbers are 2024/AO/61 and 2024/AO/60 respectively. Applicants can apply for both, or just one, and for one or more lots in each.
Can I apply for both tenders?
Yes, you can. But you must make two completely separate applications and follow the instructions for each tender respectively. Make sure to send TWO SEPARATE emails, one with each application package, indicating the respective Tender ID number in the respective subject line.
What is the preferred submission mode since there is also conflicting information about this - either by the email listed in the tender file or via the procurement platform?
Applications for these tenders are to be submitted ONLY by email to cdm@coe.int. Please refer to the two tender files for the respective application procedures.
What does “Multiple tendering is not authorised” mean?
When one bidder submits more than one financial offer for the same deliverable, it is considered multiple tendering. Regardless of the bidder’s legal form (natural person, consortium, or legal entity), only one financial offer is permitted per bidder.
Does sending in the application to the email address for applications mean that the applicant is automatically accepted to the roster?
No, sending in your application to cdm@coe.int does mean you are accepted to the roster. Your application is registered and will be studied by the Tenders Board. It will be assessed as per the procedure and criteria outlined. If your application makes it through the assessment, and you are selected, then you will be part of the roster. Simply sending in an application does not mean that you will be automatically selected for the roster.
Should the financial offer be specified in the application package for Tender 2 or such offers only need to be made if the applicant is shortlisted?
No, the financial offers will only have to be specified in the call off stage, once the Roster for Tender 2 has been established.
About rosters
How do these rosters differ from the former ‘Trainers’ Pool’ operated by the Youth Department until now?
The former ‘Trainers’ Pool’ was an informal roster. It no longer complies to Council of Europe procurement regulations and must be replaced in line with administrative rules. Many aspects of the functioning of the new rosters will be the same in all but name (for example, the ‘call-offs’ are equivalent to the calls for expressions of interest that were previously advertised to the Trainers’ Pool).
Nevertheless, there are a few key differences:
- Candidates for the rosters have to meet an explicit minimum level of qualification to be invited to become a member. These are the eligibility criteria outlined in each Tender document.
- The rosters are limited in time to a predefined duration or term. Even if they can be renewed, the renewal is also limited in time. After the end of the term, the roster will be closed, a new tender will be reissued, and a new roster will be created.
- Many of the tasks outsourced to Youth Department consultants / members of the Trainers’ Pool are what can be understood as ‘repetitive needs. These can no longer be advertised through open calls for anyone at all to apply. These can now only be advertised to the rosters through ‘call-offs’ for the ‘Lots’, which are pre-defined categories of tasks.
- For the establishment of the rosters, the senior and junior profiles are no longer important – they are no longer an eligibility criterion. The need for what, henceforth, will be referred to as ‘lead’ and ‘supporting’ roles will be defined at the stage of the ‘call-offs’. In response to the ‘call-off’, you will be able you will be able to make your case for why you meet the criteria for a lead or supporting role for the specific assignment as part of your expression of interest.
Does each tender establish its own roster or will there be one roster resulting from the two tenders?
Each tender has its own roster.
Is it possible to be selected for both Rosters?
Yes, you can be selected for both, if you apply for both.
From when until when are the rosters valid?
The terms of the rosters differ. For ‘education, training and facilitation services’ the term is two years (i.e. 1 January 2025 – 31 December 2026).
For ‘all other services’, the term is a maximum of 4 years (i.e. 1 January 2025 – 31 December 2028). This Roster may be renewed after the first two years have passed, for another 2 years on a yearly basis.
Can membership of a roster be renewed?
Yes. In both cases, the rosters can be renewed.
How does the renewal take place? Will I have to reapply?
Renewal takes place tacitly unless the roster is terminated at the end of the initial term, in which case you will be informed and instructed about how to reapply.
Am I guaranteed of work if I am selected for the roster/s?
No, there is no guarantee of work if you are selected for a roster. This said, and as a general rule, roster membership is a form of preferred consultant status, which gives you privileged access to calls for expressions of interest, known as the ‘call-offs’ (see below).
If you are not a member of a roster, it is unlikely that you will be invited to express interest for assignments, as only in exceptional cases will these be made public beyond the roster/s during its / their validity.
Furthermore, membership of a roster does not constitute employment. Please refer to the Act of Engagement for further information and details in this regard.
How many consultants will be selected for the rosters?
The total maximum number of consultants per roster is
- 200 for education, training, and facilitation services and
- 110 for all other services, respectively.
The respective tender file includes the breakdown of these totals by Lot. These are the maximum numbers. If fewer eligible and qualified candidates apply, the rosters will accordingly include fewer providers.
About Languages/Certificates/References
Do we need to include more documents such as our degree, masters or the documents are strictly the ones described in the tender?
You can add these documents if you think they are relevant for the application, notably as links to your CV.
Do you need to conduct Common European Reference Framework for Languages self-assessment for your mother tongue?
No, it is not necessary to conduct a self-assessment for you mother tongue.
What kind of language certification / self-assessment should I provide?
If you do not have a formal certificate for your language competence, you can use the self-assessment method of the Common European Reference Framework for Languages. Please consult this website for more information.
We suggest that you self-assess using this overview of competence descriptors. You can include a brief table with the level you judge yourself to be on for each language you wish to include. This can be done as part of the language section of your CV.
For example:
English
Understanding |
|
Speaking |
|
Writing |
Listening |
Reading |
Spoken Interaction |
Spoken production |
Writing |
C1 |
C1 |
C1 |
B2 |
B1 |
It mentions in FAQs that all documents must be in English. However, my transcripts proving language competence and academic degrees are in another language. Is it OK to present them in the original language with an ‘unofficial’ translation?
Yes, an unofficial (but truthful) translation of your certificates if they are in a language other than English is fine. Please provide a copy of the original with the unofficial translation. We suggest that for languages you also include the CEFR self-assessment in your CV.
Is a certificate of completion of a “Training of Trainers” obligatory?
Yes, it is. If you didn’t receive a formal certificate, you can provide other documentation that demonstrates you participated in a training for trainers or that you conducted training for trainers (contract, enrolment, confirmation from organisers, letter). The training for trainers does not have to be conducted by the Council of Europe. It can be by any other provider of relevance. However, it is important that you not only provide confirmation of participation, but also information about the provider and the course curriculum.
Can the deadline be extended so that there is more time to get reference letters?
No. The deadline cannot be changed. Applications received after the deadline will not be considered and applications that are incomplete and do not include all requested documents will be excluded.
Who can provide reference letters?
The specific profile of required references is outlined in each tender document and for each Lot.
As a rule, reference letters should be provided by persons who know the tenderer well in a relevant professional or voluntary capacity and can attest to their competence for the Lot or Lots for which they apply truthfully and comprehensively, and without reservation.
While many tenderers may also have worked for the Council of Europe Youth Department on a regular basis, for reasons of (perception of) conflict of interest and Council of Europe Youth Department staff members, including those located at field offices, cannot provide reference letters.
This said, tenderers can provide reference letters from other Council of Europe departments with which they have cooperated or from any other institution or organisation with a relevant profile, especially a relevant youth / youth work profile.
Furthermore, where the supervisor in a specific case was a Youth Department member, tenderers may submit references from peer trainers or colleagues who worked with them on the same project, but who are not members of Council of Europe Youth Department staff.
Certitication of ToT
I participated in a CoE-run ToT years ago and cannot find my certificate. Is it possible to get a copy of the certificate of completion of the ToT course? Is it OK if I provide only a copy of the program?
I participated in the Training of Trainers in Human Rights Education (TOTHRE) 2019-2021 organized by the Council of Europe at the European Youth Centre Budapest. Upon successful completion of the program, I received a certificate then, yet I am unable to locate it at present. Could the official List of Participants serve as a proof of my participation instead of the certificate? The List of Participants is published on this webpage, and my name is there: https://www.coe.int/en/web/human-rights-education-youth/tothre-2021.
There is a limit of 5 pages for the CV. Are any certificates or diplomas counted for this?
No, certificates and diplomas are not counted within the 5 pages limits for the CV.
Projects
How many days are the projects typically?
Activities and projects for which we will be contracting will very considerably in duration. This information will be provided as part of the call-offs.
Can the consultancy generally be done remotely?
Most if not all activities and projects will have a face-to-face component, with the exception of those that are specifically organised only online.
Is presence for activities required in Strasbourg ?
Yes, presence for face-to-face activities is required. In general, activities take place at either of the locations of the European Youth Centre, i.e. Strasbourg or Budapest. However, some activities and projects also involve face-to-face activities in Member States, i.e. locations other than Strasbourg and Budapest.
How will assignments be distributed among providers once the rosters have been established?
Every assignment will be advertised to the corresponding roster through what is known as a ‘call-off’. This is similar to the calls for expression of interest that were the previous practice at the Youth Department. The call-offs will be disseminated to all roster members who have been selected for the Lot to which the assignment corresponds. The call-off documentation will include all relevant information about how the selection for the respective assignment will be conducted.
Consortium/NGO/Organisation related questions
What are the criteria of applying as a consortium, is it just a group of people? Or an entity (like an association, a company)?
A consortium is any group, either of individuals or of entities. In this case, they should provide a full application package for all members of the consortium – i.e. individual experts and/or entities.
As an organisation (international NGO, company with a diverse team of trainers) can we apply for the different rosters with rotating staff?
If you apply as an organisation with several members of staff that could eventually work on different projects, then every applicant included must present a complete application package that demonstrates they are qualified for the Lots for which they are applying. You should also include a comprehensive organisational or company profile which includes a description of its activities.
As an organisation, how can we proof language skills, what is needed?
The language skills of each member of staff participating in the application should be included in their personal CV.
About conflict of interest
I work for an NGO that receives funding from the European Youth Foundation. Is there a potential conflict of interest involved?
No, this does not constitute a conflict of interest since the funding is not intended for personal gain.
Can past staff members of the Council of Europe Youth Department, who no longer work for the Youth Department provide recommendation letters?
Since they are not on staff any longer, they can provide a recommendation letter.
Is it possible to become a part of the roster if we are working as an advisor at the European Youth Centre? Is it possible to apply for the roster if we have a pending application in the context of the Educational Advisor recruitment currently underway?
No, you cannot become part of the roster of you are currently working as an Educational Advisor at the European Youth Centre.
You can apply if you have an application pending for the Educational Advisor recruitment. However, if your application is accepted, you will be excluded from the roster.
Technical questions
Where do I send my application?
Please send your complete application dossier/s to: cdm@coe.int . Applications are accepted in electronic format only and shall be sent ONLY to cdm@coe.int . Make sure to indicate the Tender ID number in the subject line of your email application. If you are applying for both Tenders, send TWO SEPARATE emails, one with each application package, indicating the respective Tender ID number in the respective subject line.
I have to provide a lot of documentation. Is there anything important I need to be aware of?
- Documents may be redacted to ensure respect of non-disclosure under contractual obligations to other organizations.
- One reference letter referring to your competence for several lots is acceptable. In this case, it can exceed 2 pages, but not 4 pages.
- Where samples of your writing or materials are requested, and if these are publicly available, please provide links to documentation online rather than attachments.
- Please pay particular attention to completing, signing, and submitting documents according to the instructions set in the Tender File and Act of Engagement.
- All documents should be submitted in English, failure to do so will result in the exclusion from the tender.
- Make sure that scanned documents are of such quality that they can be read once printed.
- Candidates will be disqualified for any incomplete or missing documents.
What is the deadline?
The deadline for receipt of applications for BOTH tenders is 15 September 2024 at 23.59 CET. After this deadline, no further applications will be accepted.
What is the correct deadline for this call for tenders?
The deadline for both Tenders is 15 September at 23.59 CET.
Given the repeated contradictory information, will this tender be readvertised or will one of these two deadlines - either 9 or 15 September - remain valid?
The deadline is 15 September. There will be no readvertisement.
Concerning the info session, Will a recording of the zoom presentation of 6th September will be shared?
No, but the presentation can be found on the website.
If I have questions, where do I send them and how will I receive answers?
Questions regarding these specific tendering procedures may be submitted at the latest by close of business (COB) CET on 8 September 2024, in English, and shall be exclusively sent to the following address: youth_tenders@coe.int.
The answers to all questions received will be published on a regular basis on this website as part of the FAQ until 9 September 2024.
When and how will I find out if I have been selected?
You will be informed of the result of the tender procedure at the end once the process has been completed. Whether successful or not, all candidates will receive their result by email. We expect to complete the procedure for both tenders during December 2024.
Do you require any format regarding CVS?
No, we don’t have any requirement regarding CV format. There is a standard European format, such as the Europass CV, but it is not mandatory to use it.
The package of underpinning documents should be ONE collated .pdf, or several different .pdfs?
We suggest you PDF all documents individually and append them to the email one by one to make it visible that you have included all of the required documents.
I am a transgender person. I no longer use the name on my legal documents or on my bank account. Can the Act of Engagement be made out in my new name, if it is not the same as the one on my legal documents?
The Council of Europe recognises the sensitivity and importance of a new name for individuals in gender transition. However, for all legal purposes the Council of Europe is obliged to use the name as indicated on official documents to ensure said person retains their rights concerning insurance, travel arrangements, payments, and other matters. The Council of Europe commits to amending the Act of Engagement and corresponding documents (Purchase Orders or any others) upon request once the individual obtains official documents with their new name. While we understand the difficulty of using a name that no longer aligns with one’s identity, adherence to such legal requirements is also a measure to ensure the legal and social protection of the person concerned under the contract with the Council of Europe.
Eligibility
Can trainers or experts who are not members of the current Trainers’ Pool apply for the tender?
Yes, they can. The tender documentation and details about the application process are available on the Youth Department website HERE.
Are organisations located outside of Council of Europe member states eligible to apply?
Yes. There are no restrictions on the geographic location applicants.
Will there be an exclusion level applied?
No.
Other questions
Is a copy of the criminal record issued from our country of origin required?
No.
What will be done to ensure the rosters are diverse, e.g. race, sexuality, gender and disability among others?
Our rosters need to represent the similar diversity that the participants of our programme of activities, and they also need to include the diversity of lived experiences of the participants in the programmes. The assessment process will be looking to include the maximum diversity possible, and will be checking the CVs for markers of such diversity and experiences.