Readvertisement (1) - Erasmus Project Hosting Organisations

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

This procurement establishes a panel of Erasmus Project Hosting Organisations to support Cavan and Monaghan Education and Training Board (CMETB) in implementing projects funded under the Erasmus+ programme. The panel will be used for Key Action 1 (KA1) – Learning Mobility of Individuals, and potentially Key Action 2 (KA2) – Cooperation for Innovation and the Exchange of Good Practices. Hosting organisations will assist CMETB in practical project implementation aspects, adhering to Erasmus quality standards, and operating under CMETB's supervision. CMETB remains ultimately responsible for project results and quality.

The scope includes:

• Application Support: Providing information to facilitate CMETB's funding applications to the Irish National Agency (Leargas) for Erasmus+ projects.
• Partner Identification: Identifying suitable host partners, including employers and other VET organisations, to meet project criteria.
• Project Management Support: Assisting in the development of project management plans for mobilities.
• Mobility Facilitation: Supporting staff and student mobilities and activities.
• Work Placement Management: Sourcing and managing work placements of a minimum 2 weeks for students in EU countries, ensuring compliance with local labour laws, Erasmus+ project requirements, and National Agency/European Commission terms.
• Insurance Confirmation: Confirming appropriate insurance is in place for work placements.
• Liaison: Liaising with CMETB colleges/centres and local employers for mobility projects and placements.
• Documentation Assistance: Assisting with the completion of all relevant documentation, including Tripartite Agreements, Individual Learner Agreements, Certificates of Attendance, Europass, and other project-specific paperwork.
• Participant Support: Providing supervision and 24-hour support to CMETB staff and students before, during, and after mobility activities.
• Issue Resolution: Liaising with CMETB and hosting partners to resolve any issues arising during placements.
• Accommodation and Transport: Inspecting and arranging suitable accommodation compliant with EU law (with options for half/full board) and arranging airport transfers and local transport.
• Extracurricular Activities: Arranging a minimum of 3 extracurricular activities, to be agreed at project commencement.
• Reporting: Supporting the completion of interim and final reports, and other financial and project documentation.
• Inclusion and Diversity: Promoting inclusion and diversity, environmental sustainability, and digital education.
• Medical Emergencies: Outlining procedures for dealing with medical emergencies, including access to doctors/dentists.

The panel is open to organisations registered in EU countries other than the Republic of Ireland. Participants will be over 18 years old. Projects will be KA1 mobility projects of short duration (minimum 2 weeks). Lead times for booking will range from 2 months to 1 year.

3. Background & buyer context

Cavan and Monaghan Education and Training Board (CMETB) is a statutory authority responsible for education and training across Cavan and Monaghan. Established under the Education and Training Boards Act 2013, it replaced former Vocational Education Committees (VECs). CMETB is a significant educational provider, employing approximately 1,400 staff and educating over 13,000 students across second-level schools, further education colleges, and adult education centres. This procurement aims to establish a panel of hosting organisations to support CMETB's participation in the Erasmus+ programme, specifically for Key Action 1 (KA1) and potentially Key Action 2 (KA2) projects. This aligns with broader EU and national strategies for promoting international educational mobility and cooperation.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered for the panel:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer's Liability: €13 million minimum indemnity limit.
• Public Liability: €2.6 million minimum indemnity limit.
• Insurances must include an Indemnity to Principals Clause or otherwise specifically indemnify CMETB. Evidence of cover in place or a letter from an insurer stating cover can be put in place within one week of award is required.
• Certifications:
• Must possess a valid Participant Identification Code (PIC) or Organisational ID (OID) generated by the European Commission.
• Must comply with all applicable legislation, EU directives, and regulations in the hosting country, including but not limited to Child and Family Act (2013), Children First Act 2015, Safety, Health and Welfare at Work (General Applications) Regulations 2007, Fire Services Act (1981), EU and Irish Employment legislation, and EU Hygiene of Foodstuffs Regulation (1998-2000).
• Past experience:
• Experience of Erasmus+ or previous EU-funded programmes is required.
• Must demonstrate experience in sourcing and managing work placements of a minimum 2 weeks.
• Must confirm appropriate insurance is in place for work placements.
• Personnel: Not specified for this tender.
• Geographic / facility constraints:
• Organisations must be registered in an EU country other than the Republic of Ireland.
• The panel is divided into three lots based on receiving country groups:
• Lot 1: Norway, Denmark, Iceland, Sweden, Finland, Liechtenstein.
• Lot 2: Netherlands, Austria, Belgium, France, Germany, Italy, Spain, Cyprus, Greece, Malta, Portugal.
• Lot 3: Slovenia, Estonia, Latvia, Croatia, Slovakia, Czech Republic, Lithuania, Turkey, Hungary, Poland, Romania, Bulgaria, Republic of North Macedonia, Serbia.
• CMETB reserves the right to visit proposed facilities.

5. Award criteria & scoring

The establishment of the panel uses an open procedure. Once a bidder is deemed eligible, CMETB will consult panel members and select the most appropriate organisation for specific project requirements based on the following criteria:

Criterion