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Questions and Answers

Question

1. On page 15 Section 2.10 we do not understand which subsistence costs are eligible to be covered by this tender. On the one hand the "total fixed price must cover both professional fees (i.e. the daily rate per consultant/s) and travel and any subsistence costs (subsistence costs include accommodation, meals, local transport, insurance and sundries)" on the other hand "Subsistence costs for the participants are not covered and accommodation paid only for 12 (twelve)". We have three groups of participants

- 12 participants of which we should cover accommodation from this tender budget but no subsistence costs

- 30 senior and junior modellers from ECDC (including the 12 above) of which we pay travel costs

- about 25 to 30 additional invited participants. Participation costs covered by other resources.

Are there any subsistence costs eligible within this tender?

Are there any professional fees (portion of personnel costs) eligible of the scientific responsible person to organize this conference?

Answer

Section 2.10 stands for clarifying that the offer is based on a total cost and that eventual subsistence and travel costs are to be included in that total. Therefore eventual travel and subsistence costs are not to be reimbursed separately on the base of the relative supporting documents. Subsistence costs in general cover meals and accommodation that are not organised and prepaid by the contractor. A dinner organised by the contractor is not considered subsistence. There are no subsistence costs to be covered under this contract. There is transportation to be covered for the 30 participants as indicated in the Section 2.6 task number 3. The accommodation is to be covered only for the 12 participants (Task number 5).

Additional invited participants are 16. They should cover their transportation and accommodation and other costs. Only the venue and relate facilities, plus the dinners are paid for them (task 7 and 13).

Professional fees for the scientific responsible persons, are decided by the offer, they do not need to be detailed, and are part of the total cost of the offer.

Question

2. This refers to the legal issues on page 18, section 5.1. Officially the tenderer is a public body, a University, represented by the chancellor. What do you require from the University to prove economic and financial standing? Would it be possible to refer regarding institutional details to the validation of our University in the EC-registration system where we are already validated and registered by PIC number?

Answer

A copy of an official document showing that the university is a public body and that it is financed by the state proves financial stability and is considered sufficient. The registration number of the University, can be replaced by for example the text of the law that establishes the University.

Question

3. Page 18, section 5.2. last paragraph requires information on three recent assignments undertaken by the tenderer. In this case "tenderer"

would not mean the University represented by its chancellor but we would give information of assignments of the project coordinator (participation in EU-projects etc.) Would this fulfil the requirements?

Answer

The information of the assignment should be relevant to this offer. It is therefore relevant to have information on assignments of the coordinator and relevant persons presented in the offer for implementing the project. Both leading roles and participating roles can be relevant.