Call for Tender
(Special Specification)
COST Association (AISBL)
Public contract for the provision of services on the
realisation of a targeted impact assessment
Procurement Process: Direct Negotiated Procedure without
Publication
Reference: P&QS/01/2016
March 2016
TABLE OF CONTENTS
I. ADMINISTRATIVE REQUIREMENTS .......................................................................................... 3
SECTION I – CONTRACTING PROVISIONS .................................................................................... 3
1.
DEROGATIONS TO THE GENERAL RULES OF PERFORMANCE .............................. 3
2.
APPLICABLE PUBLIC CONTRACT REGULATIONS ..................................................... 3
3.
CONTRACTING AUTHORITY .......................................................................................... 3
4.
PURPOSE OF THE CONTRACT AND TERM ................................................................. 4
5.
RIGHT OF ACCESS AND QUALITATIVE SELECTION .................................................. 4
6.
CONTENT AND ESTABLISHMENT OF THE TENDER ................................................... 5
7.
AWARDING THE CONTRACT ......................................................................................... 6
8.
PRICE ................................................................................................................................ 6
SECTION II – CONTRACTUAL PROVISIONS................................................................................... 8
1.
DEPOSIT ........................................................................................................................... 8
2.
CONTINUITY AND QUALITY OF SERVICES .................................................................. 8
3.
INVOICING AND PAYMENTS .......................................................................................... 9
4.
CONTRACTUAL LIABILITY OF THE CONTRACTOR AND INSURANCE .................... 9
5.
APPLICABLE LAW AND JURISDICTION ....................................................................... 9
6.
CONTRACTING AUTHORITY OBLIGATIONS ................................................................ 9
7.
TERMINATION ................................................................................................................ 10
8.
OWNERSHIP AND ASSIGNMENT OF INTELLECTUAL PROPERTY RIGHTS........... 10
9.
CONFIDENTIALITY ........................................................................................................ 10
10.
DATA PROTECTION ...................................................................................................... 11
11.
CONFLICT OF INTEREST .............................................................................................. 12
12.
ASSIGNMENT ................................................................................................................. 12
13.
UNFORSEEABLE CIRCUMSTANCES (FORCE MAJEURE) ....................................... 12
14.
FINES, PENALTIES AND DAMAGES ............................................................................ 13
15.
COMMUNICATION ......................................................................................................... 13
16.
AUDIT .............................................................................................................................. 13
II. TECHNICAL REQUIREMENTS .................................................................................................. 14
1.
ABOUT COST ................................................................................................................. 14
2.
SCOPE OF THE SERVICES ........................................................................................... 14
III. TENDER/SUBMISSION FORM ................................................................................................... 18
IV. ANNEX - COST COUNTRIES, COOPERATING STATE, NEAR-NEIGHBOUR COUNTRIES
AND INTERNATIONAL PARTNER COUNTRIES ...................................................................... 19
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I. ADMINISTRATIVE REQUIREMENTS
SECTION I – CONTRACTING PROVISIONS
1. DEROGATIONS TO THE GENERAL RULES OF PERFORMANCE
In accordance with Article 7 of the General Rules of Performance, the present Specifications derogate
from article 25 of the general rules of performance laid down in the Royal Decree of 14 January 2013.
2. APPLICABLE PUBLIC CONTRACT REGULATIONS
The contract is subject, inter alia, to the following provisions:
Law of 15 June 2006 (hereinafter "LAW") on public contracts and some works, supplies and service
contracts, Belgian Official Gazette (M.B.), 15.02.2007 (including any subsequent amendments and
implementation decrees).
Royal Decree of 15 July 2011 (hereinafter "PROCUREMENT RD") on the award of public contracts in
the traditional sectors, M.B., 09.08.2011 (including any subsequent amendments and implementation
decrees).
Royal Decree of 14 January 2013 (hereinafter "GRP") laying down the general rules of performance of
public contracts and public works concessions, M.B., 14.02.2013 (including any subsequent
amendments and implementation decrees).
Law of 17 June 2013 on the reasons, information and remedies with regard to public contracts and
some works, supplies and service contracts, M.B., 21.06.2013 (including any subsequent amendments
and implementation decrees).
Law of 27 June 1921 on non-profit associations, international non-profit associations and foundations.
Regulation (EU) No 966/2012 of the European Parliament and of the Council of 25 October 2012 on
the financial rules applicable to the general budget of the Union and repealing Regulation (EC, Euratom)
No 1605/2002 of the Council.
Regulation (EU) No 1290/2013 of the European Parliament and of the Council of 11 December 2013
laying down the rules for participation and dissemination in "Horizon 2020 - the Framework.
Programme for Research and Innovation (2014-2020)" and repealing Regulation (EC) No 1906/2006.
3. CONTRACTING AUTHORITY
3.1 Identification
Contracting Authority: international non-profit organisation COST Association, AISBL registration
number CBE 0829 090 573, having its registered office at 1050 Brussels, 149 Avenue Louise,
represented by the Director of the COST Association.
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Contact: Additional information on the procedure for the award of the contract can be obtained from:
Elwin Reimink, Data and Impact Analysis Officer; e-mail: [email protected].
All requests for additional information and questions concerning the documents of the Call for Tender
(Special Specification) must be addressed by e-mail to the above-mentioned email address.
3.2 Executive officer
The Executive officer, within the meaning of Article 11 of the GRP, is Monica Dietl, Director of the
COST Association.
4. PURPOSE OF THE CONTRACT AND TERM
4.1 Purpose of the contract and description of the Contracting Authority's needs
The object of this contract is to establish the terms and conditions that will be applicable to the ordering
by the Contracting Authority of services for designing, conducting and reporting of a Targeted Impact
Assessment, which is intended to map the nature of the current participation of industrial and
international partners in COST Actions, and to analyse the impact of this participation. The Targeted
Impact Assessment will comprise a survey component as well as a targeted, qualitative study. The
Targeted Impact Assessment will take into account relevant documents from the COST Association
concerning impact, as well as earlier impact assessments executed for the COST framework (for
studies already performed in this respect, see http://www.cost.eu/about_cost/strategy).
For full details on the services requested, please refer to part II Technical requirements.
The Contractor shall execute the tasks assigned to it in accordance with the terms and conditions of
this contract and the Technical Requirements described in part II of this document.
The estimated amount of the contract is EUR 80.000 excluding VAT.
4.2 Duration of the contract
The contract will start on the date of the notification of the awarding decision sent by the Contracting
Authority to the Contractor, hereinafter referred to as (Date of Entry into force).
The Contracting Authority expects the Contractor to have completed the services as required and
described in the part II Technical requirements as of 30 November 2016.
Execution of the services may under no circumstances begin before the Date of Entry into force.
The Contracting Authority can terminate the contract without compensation for the Contractor in the
situations listed under Section II (article 7).
4.3 Variants and options
Free variants and options are prohibited.
5. RIGHT OF ACCESS AND QUALITATIVE SELECTION
5.1 Right of access
By virtue of its participation, the tenderer implicitly declares on its word of honour that it does not find
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itself in any of the cases of exclusion provided for in Sections 1 and 2 of Article 61 of the
PROCUREMENT RD.
The selected tenderer will have to provide the COST Association with the following documents:
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Extract of individual or company criminal register
Tax certificate
National office for social security certificate
6. CONTENT AND ESTABLISHMENT OF THE TENDER
6.1 Content of the tender
The following documents shall be annexed to the tender:

Documents related to the legal form of the Tenderer

Proof that the tenderer's signatory has the right to act in such capacity for the purposes of this
contract

The form of tender completed, dated and signed

Price: price per main activity as described in part II 2.1, and the total price expressed in EUR
with and without VAT covering the full contract (i.e. all items and tasks required). This
comprises:
 Price of preparatory phase
 Price of execution of the targeted survey
 Price of the qualitative study per Action (10 to 15 Actions).
 Price of reporting (this includes an intermediate, the final report and a technical report)
 Price of the presentation, to be held at the COST CSO meeting, provisionally foreseen to
take place at 26-27 October 2015. Travel costs should not be included in this price.

An explanatory note on the quality of the tenderer, comprising:
a. Description of the tenderer's structure and experience in the field of impact
assessments, in particular where pertaining to research and technology, and/or where
pertaining to effects of public policy on networking and innovation, taken into account
the Required resources as described under “II Technical Requirements – 2.2”.
References to at least three contracts carried out by the tenderer are requested.
b. Description of the executive staff (experts) proposed by the tenderer, including a short
description of their established track record in the field of studies on research policy,
research impact and innovation studies.
c. A project plan, including methodology, timing of execution, outcomes and deliverables
of the contract.
d. Any other relevant element on the quality of the proposed development of impact
assessments in research and technology by the tenderer.
6.2 Submitting the tender
The tender and the annexes shall be prepared in accordance with the form provided for in this Call for
Tender (Special Specification).
The tender shall be written in English.
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The shall be submitted by e-mail (PDF version), and one original by post signed, clearly indicating in
the subject of the e-mail, the title of the Call for Tender, the date of the tender and the reference number
of the call for tender.
E-mail: [email protected]
Concerning the mailed tender, the envelope must clearly indicate the title of the Call for Tender (Special
Specification) and the reference number, at the following address: Elwin Reimink, COST Association,
Avenue Louise 149, 1050 Brussels.
In the event that the tender is delivered by hand, the sealed envelope must clearly the title of the Call
for Tender (Special Specification) and the reference number and must be delivered to Elwin Reimink,
or any other authorised person as advised by the receptionist of the COST Association, Avenue Louise
149, 1050 Brussels (office hours: 9am to 6pm).
The tender must be sent to the Contracting Authority by April 4 2016 at 17:00 Brussels time at the
latest.
6.3 Negotiations
The Contracting Authority is free to negotiate with all or some tenderers. The Contracting Authority
reserves the right to not negotiate or to only negotiate with one or some tenderers of there are objective
grounds for this.
6.4 Tenderers' validity period
The validity period of tenders is 90 calendar days, starting from the day following the opening date of
the tenders.
7. AWARDING THE CONTRACT
The Contracting Authority shall award the contract to the tenderer having submitted the most
economically advantageous regular tender (the best tender), on the basis of the following criteria
(including the weighting attributed to them):
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

Price (30 points)
Demonstrated expertise and experience with the execution of contractual policy evaluation
and impact assessments in the non-profit sector, including the application of qualitative
methods in impact evaluation (30 points)
Demonstrated experience amongst executive staff (experts) with European policies in
science, technology and innovation, including political developments and trends in this field
(30 points)
Clarity of the proposal and of the project methodology and working plan, as proposed by the
tenderer (10 points)
8. PRICE
8.1 Determination of prices
This contract is subject to an all-inclusive price covering all activities required in this call for tender.
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8.2 Elements included in the price
In accordance with Article 19, §3 of the PROCUREMENT RD, the price of services includes all the
expenses, measures and taxes inherent to the performance of the contract, including:
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
administrative management and secretarial services;
travel (with the exception of travel for the final report presentation to the CSO meeting)
transport and insurance;
documentation relating to the services;
delivery of documents or items associated with the performance;
where applicable, the measures imposed by law concerning experts' health and safety when
undertaking their work.
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SECTION II – CONTRACTUAL PROVISIONS
By submitting its tender, the tenderer, hereinafter referred to as “the Contractor”, automatically
acknowledges and accepts the terms and conditions of purchase of the Contracting Authority as defined
in this call for tender document and renounces to its own general or specific terms of sale that would
be in conflict with these specifications, even if they are mentioned in one or other document annexed
to its tender.
1.
DEPOSIT
Notwithstanding the GRP, no deposit shall be provided for the performance of this contract.
2. CONTINUITY AND QUALITY OF SERVICES
The continuity of services must be guaranteed at all times.
The Contractor has the obligation to provide the Contracting Authority with the services meeting the
following criteria:
The services to be rendered shall be of a high quality and compliant with the contract in terms of quality
and price.
The services to be rendered shall be in accordance with the professional standards and best practices
in the sector.
The services will be provided only by experts that have the relevant certifications or proven equivalent
experience during similar contracts.
Services shall be rendered in a way that they are consistent with the Contracting Authority's internal
processes.
The various services to be rendered shall be proposed in an integrated manner.
The services to be rendered shall be in accordance with the description of the Technical Requirements
part II of this document and taking into account the objectives of the assignment.
Services shall be rendered by experts qualified for the services specified in the Technical Requirements
part II of this document. However, if the services provided do not match the level of quality expected,
the Contracting Authority shall be entitled to demand an immediate replacement of the expert carrying
out the assignment. In all cases, the Contracting Authority approves the proposed experts.
The Contractor shall not subcontract without prior written agreement by the Contracting Authority nor
cause the services to be performed de facto by third parties. Should the Contracting Authority authorise
the subcontracting of well-determined, non-substantial aspects of the assignment to third parties, no
such engagement will relieve the Contractor from any of its obligations under this contract. The
Contractor shall bear exclusive liability for proper execution of the contract.
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3. INVOICING AND PAYMENTS
3.1 Invoicing
The contract reference shall be clearly mentioned on each invoice. The invoice shall be sent either by
e-mail to the following address: [email protected], or by post (one copy), solely to the following
address: COST Association, 149 Avenue Louise, 1050, Brussels.
3.2 Payments
Payments shall be executed only if the Contractor has fulfilled all its obligations by the date on which
the invoice is submitted.
Payments shall be executed in two parts. The first payment will occur with the delivery of the
intermediate report and subsequent approval by the Contracting Authority (50% of the contract), upon
receipt of the invoice; the second payment upon fulfilment of the contract once all the deliverables have
been submitted and approved by the Contracting Authority (remaining 50% of contract).
Invoices are payable within 30 calendar days from receipt.
4. CONTRACTUAL LIABILITY OF THE CONTRACTOR AND INSURANCE
The Contractor shall be liable for any direct or indirect loss arising from the performance or nonperformance of the contract that is due to any fault or negligence on the part of the successful tenderer,
its subcontractors or its employees or agents when performing the contract.
Indirect loss, for which the Contractor incurs liability, shall notably include the loss of customers,
reduced revenue or the late receipt of revenues by the Contracting Authority, loss of opportunities,
decrease of forecast savings, ineligibility of costs in view of the defined rules applicable under Horizon
2020.
The Contractor shall take out professional indemnity insurance to cover the above-mentioned risks.
As proof, the Contractor shall provide the Contracting Authority with the policies, certificates and
documentation concerning the insurance taken out to cover its liability.
5. APPLICABLE LAW AND JURISDICTION
In the event of dispute, the parties shall seek to resolve such dispute amicably. For any disputes
between the parties concerning the validity, interpretation or performance of the contract, the Contractor
acknowledges the exclusive competence of the Brussels law courts. The proceedings shall be heard in
French.
Only Belgian law shall apply to the contract.
6. CONTRACTING AUTHORITY OBLIGATIONS
The Contracting Authority undertakes to provide to the Contractor the information necessary for the
good execution of the contract.
The Contracting Authority shall provide the contactor with appropriate logistical means to perform its
obligations under the contract.
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The necessary resources are specified in the Technical requirement in part II of these specifications.
7. TERMINATION
The contract may be terminated in the following circumstances without any compensation for the
Contractor:
a) if the Contractor is being shut down, is having its affairs administered by the courts, has entered
into an arrangement with creditors, has suspended business activities, is the subject of
proceedings concerning those matters, or is in any analogous situation arising from a similar
procedure provided for in national legislation or regulations;
b) if the Contractor has been convicted of an offense concerning professional conduct by a
judgment which has the force of res judicata;
c) if the Contractor has been guilty of grave professional misconduct proven by any means which
the Contracting Authority can justify;
d) if the Contracting Authority seriously suspects the Contractor of fraud, corruption, involvement
in a criminal organisation or any other illegal activity;
e) if the Contractor is unable, due to its own fault, to obtain any permit or licence required for
performance of the contract;
f) if the Contractor has not fulfilled obligations relating to the payment of social security
contributions or the payment of taxes in accordance with the legal provisions of the country in
which it is established or with those of the country applicable to the contract;
g) if the Contractor was guilty of misrepresentation in supplying the information required by the
Contracting Authority as a condition of participation in the contract procedure or failed to provide
such information;
h) or in any other circumstances not listed above but for which termination is foreseen in the GRP.
8. OWNERSHIP AND ASSIGNMENT OF INTELLECTUAL PROPERTY RIGHTS
The Contracting Authority owns the copyright and other proprietary knowledge and information, rights
protecting goodwill and reputation, database rights (including rights of extraction) and all rights and
forms of protection of a similar nature to any of the foregoing or having equivalent effect anywhere in
the world and all rights under licenses and consents in respect of any of the rights and forms of
protection (“Intellectual Property Rights”) subsisting in or arising in connection with all the data and
information provided by the Contracting Authority to the Contractor for the purpose of this contract and
the Contractor shall not acquire any rights to those Intellectual Property Rights or to any other
Intellectual Property Rights owned by the Contracting Authority, whether pre-existing or created during
the term of the contract.
9. CONFIDENTIALITY
All of the Contracting Authority’s internal information and documentation supplied or produced during
the execution of the contract is and will remain the property of the Contracting Authority. All the
Contractor’s internal information and documentation supplied or produced is and will remain the
property of the Contractor.
The Contractor will treat all material encountered during the performance of the contract, including any
data on the Contracting Authority’s network, as confidential for an indefinite period, and will not disclose
the material to any third party, except when previously duly authorised to do so by the Contracting
Authority. The Contractor may only use the information for the purposes identified in the contract. The
Contractor shall take all appropriate and practical steps to maintain the information’s confidentiality and
shall restrict access to the material and areas only to carry out the tasks laid down in the Technical
Requirements in the part II of this document.
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The use of information obtained by the Contractor in the course of the contract for purposes other than
the fulfilment of the contract shall be forbidden, unless the Contracting Authority has specifically given
prior written authorisation to the contrary.
Any distribution or publication of information regarding the contract shall require prior agreement by the
Contracting Authority. This includes the mention of the Contracting Authority in the Contractor’s list of
references.
10. DATA PROTECTION
A) The Contracting Authority must process personnel data in compliance with the applicable EU and
national law (Belgian Law) on data protection (including authorisations or notification requirements).
In accordance with the Directive 95/46/EC of the European Parliament and the Council of 24 October
1995 and with Belgian Law of 8 December 1992 on Privacy protection in relation to the processing of
personal data modified by the implementation law of 11 December 1998 and of 26 February 2003, the
COST databases and website have been declared at the Belgian Data Privacy Commission:
Commission de la Protection de la Vie Privée (CPVP) in Belgium.
As the Data Collector and the Data Controller, the COST Association is legally responsible for ensuring
that the personal data held in our database and displayed on our website is processed in accordance
with the above directive and laws.
For any request or further information please contact:
COST Association
Avenue Louise 149
1050 Brussels (Belgium)
[email protected]
For further details on the COST Association Data Protection Policy please read the policy here:
http://www.cost.eu/service/legal_notice
B) Where the contract requires the processing of personal data by the contractor, the contractor may
act only under the supervision of the Contracting Authority (data controller), in particular with regard to
the purposes of the processing, the categories of data which may be processed, the recipients of the
data and the means by which the data subject may exercise his rights.
The contractor shall grant its personnel access to the data to the extent strictly necessary for the
performance, management and monitoring of the contract.
The contractor undertakes to adopt appropriate technical and organisational security measures having
regard to the risks inherent in the processing and to the nature of the personal data concerned in order
to:
(a) prevent any unauthorised person from gaining access to computer systems processing personal
data, and especially:
(i) unauthorised reading, copying, alteration or removal of storage media;
(ii) unauthorised data input, as well as any unauthorised disclosure, alteration or erasure of stored
personal data;
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(iii) unauthorised use of data-processing systems by means of data transmission facilities;
(b) ensure that authorised users of a data-processing system can access only the personal data to
which their access right refers;
(c) record which personal data have been communicated, when and to whom;
(d) ensure that personal data being processed on behalf of third parties can be processed only in the
manner prescribed by the contracting authority;
(e) ensure that, during communication of personal data and transport of storage media, the data cannot
be read, copied or erased without authorisation;
(f) design its organisational structure in such a way that it meets data protection requirements
11. CONFLICT OF INTEREST
The Contractor shall take all appropriate and necessary measures to prevent any situation that could
compromise the impartial and objective performance of the tasks specified in the Technical
Requirements in the part II of this document.
The Contractor shall ensure that its staff and management are not placed in a situation which could
give rise to conflicts of interest. Any potential or declared conflict of interest shall be communicated
without delay in writing to the Contracting Authority. The Contractor shall immediately take measures
to resolve it.
The Contracting Authority reserves the right to verify that measures taken by the Contractor in cases of
conflict of interest are adequate. It may require additional measures to be taken, if necessary, within
precise time limits that it shall set. The Contractor shall replace, with regard to the functions linked to
the contract, immediately and without any compensation from the Contracting Authority, any member
of its staff exposed to such a situation.
12. ASSIGNMENT
The Contractor shall not assign the rights and obligations arising from the contract, in whole or in part,
without prior written authorisation from the Contracting Authority. The assignment is only admissibly if
the assignee fulfils the selection criteria and the essential conditions of the tender do not change.
In the absence of the authorisation, or in the event of failure to observe the terms thereof, assignment
by the Contractor shall not be enforceable against and shall have no effect on the Contracting Authority.
13. UNFORSEEABLE CIRCUMSTANCES (FORCE MAJEURE)
Unforeseeable circumstances shall mean any unforeseeable and exceptional situation or event beyond
the control of the parties which prevents either of them from performing any of the obligations under the
contract. Unforeseeable circumstances relates to circumstances not attributable to error or negligence
of the parties and that could not have been avoided by the exercise of due diligence. Deficiencies in
equipment or material or delays in making it available, labour disputes, strikes or financial problems
cannot be invoked as unforeseeable circumstances unless they derive directly from a relevant case of
unforeseeable circumstances.
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The parties have only the right to change their contractual obligations based upon article 56 GRP if the
invoked circumstances cause a damage of at least 2,5% of the initial amount of the tender. The
Contractor will moreover bear the franchise as foreseen in article 56 GRP.
If any party is faced with unforeseeable circumstances it shall notify the other party without delay by
registered letter with acknowledgement of receipt or equivalent, stating the nature, likely duration and
foreseeable effects. This notification will take place at the latest within 30 days of the event.
Neither party shall be in breach of its contractual obligations if it has been prevented from performing
the tasks due to unforeseeable circumstances. Remuneration in cases of unforeseeable circumstances
shall be limited to tasks actually executed. The parties shall take the necessary measures to reduce
damage to a minimum.
14. FINES, PENALTIES AND DAMAGES
If the performance of the contract does not meet the expectations of the Contracting Authority, the
Contracting Authority can impose fines, penalties, request to shorten the duration of the contract,
claim damages or even terminate the contract. Articles 44 to 51 GRP are applicable.
If the Contracting Authority wants to take any of the above measures it shall send a letter to the
Contractor clarifying the reasons and motivation.
15. COMMUNICATION
Except when otherwise required in the GRP any other communication relating to the contract shall be
made in writing by email. Any correspondence between the parties shall be addressed to the following
address:
For the Contracting Authority:
Elwin Reimink
E-mail: [email protected]
Tel: +3225333812
The Contractor shall designate a responsible person for any communication between the parties.
Any change to these must be advised without delay to the other party.
In the event of notification by registered letter, this will be considered made and will take effect on the
date of posting, with either the postage stamp or franking being proof of this.
16. AUDIT
According to the Rules for purchasing goods, works or services imposed by the European Commission
under the Framework programme H2020, the Contracting Authority must ensure that the European
Commission, the European Court of Auditors (ECA) and the European Anti-Fraud Office (OLAF) can
exercise their rights to carry checks, reviews, audits and investigation towards their Contractors, and
that any information requested is readily available.
As a consequence, by submitting a tender to the Contracting Authority, the tenderer recognises and
accepts this rule. During the contract, the Contractor must ensure that the Commission, the European
Court of Auditors (ECA) and the European Anti-Fraud Office (OLAF) can exercise their rights, for a
period of up to two years and half after the awarding date of this contract.
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For more details and assistance in this regard prior to submitting a tender, the tenderer can send an
email to: [email protected].
Any question in this regard arising during the contract shall be addressed by the Contractor by email to
[email protected].
II. TECHNICAL REQUIREMENTS
1. ABOUT COST
Since its establishment in 1971, COST (European Cooperation in Science and Technology) has been
financing the coordination of Science and Technology (S&T) activities in Europe by supporting networks
(called COST Actions) aiming to join research efforts and offering collaboration opportunities to
researchers, engineers and scholars as well as knowledge users across the continent. The coordination
of nationally funded research activities is strongly motivated by avoiding duplications and leveraging
research investments. Since its founding in 1971, COST has expanded from an intergovernmental
structure supported by 19 countries to an organisation comprising today 36 Member Countries plus a
cooperating state (see Annex I) allowing it to emphasise its pan-European dimension. Every year, on
average 45.000 participants benefit from COST networking activities for their cooperation needs via a
unique instrument, the COST Action. Senior Officials from national ministries, responsible for research
and innovation as well as science and technology, govern COST.
Over the course of its history, COST has become a synonym and Framework of reference for the
creation of distinctive, high-level science and technology networks allowing to better use nationally
funded research and consequently a faster achievement of Science and Technology objectives and
outcomes. It has also been able to constantly adapt itself to the changing environment defining research
policy in Europe. It is due to its conviction that allowing researchers to freely chose and jointly develop
their own ideas, fostering trust and knowledge sharing as well as interdisciplinary approaches and
facilitating talent development and assisting research communities finding their own ways to tackle
important scientific, technological or societal questions are driving forces of research and innovation.
These are activities in which COST has been traditionally and successfully engaged, with the overall
aim of connecting excellent researchers, scholars and engineers operating from diverse locations in
Europe.
For more than 30 years the COST Member Countries had entrusted the European Commission services
with the management of its activities, before it was externalised during 10 years to the European
Science Foundation as its implementing agent who created the Brussels COST Office dedicated to
COST activities as decided by the CSO, before the COST Member Countries finally created in 2013
the COST Association.
The establishment of the COST Association in 2013 has created a unique momentum. COST needs to
strengthen its profile and differentiate itself clearly with respect to the European Research Area (ERA).
The Ministerial Conference in September 2016 offers an opportunity to highlight the benefits of COST
and its achievements with respect to competitive funding programmes, notably in the field of ‘Excellence
and Inclusiveness’, the integration of less connected excellent researchers, engineers and scholars
from the new European member countries.
2. SCOPE OF THE SERVICES
2.1 Description of the services requested
The Contractor is expected to conduct a Targeted Impact Assessment, defined as a study on the
participation of non-academic partners, and partners from non-COST countries (defined as Near
Neighbour Countries and International Partner Countries, see Annex), in COST Actions. The focus of
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the study is to develop an in-depth understanding of the reasons why these partners participate in
COST Actions, what their contribution to COST Actions is, and how their participation to COST Actions
influences the outcomes and impact of COST Actions, as well as how their participation influences the
nature and extent of collaborative projects flowing from COST Actions.
The goal of the study is to go beyond the scope of traditional, quantitative Impact Assessments by
providing a detailed explanation of why and how these partners are involved in COST Actions. This
should aid the COST Association in two ways. First, a more thorough understanding of what is currently
happening in COST Actions can be developed. Second, through the identification of crucial factors in
the participation of industrial and international partners, strategies can be developed to increase both
the frequency and the effectiveness of the participation of these partners in COST Actions.
The empirical study shall consist of two parts: a general survey of participants in COST Actions with an
industrial or international profile (defined as participants hailing from non-COST countries), and a
targeted (qualitative) study of selected COST Actions. The study in general will take into account the
following elements: previous impact assessments studies done by, or in contract for, the COST
Association/COST Office; pre-identified crucial junctures in participation in COST Actions, as identified
by operational officers in the COST Association; existing empirical studies on broad economical and
societal participation, and the ultimate results of this participation, in programmes of science and
technology; existing theoretical and academic insights and philosophies on the role of networking,
including ‘non-traditional’ networking, on the impact of research programmes in science and technology.
The activities in the scope of this contract shall cover the following services:
I Preparatory phase
Attend a kick-off meeting, to be organised on the premises of the COST Association. Conduct a preempirical analysis, as identified by the Contracting Authority, identifying possible crucial issues and
factors in industrial and international participation in COST Actions, as described above. The preempirical analysis comprises telephonic meetings with relevant stakeholders as defined by the
Contracting Authority (with a maximum of 7 stakeholders). In this phase, a definitive Plan of Action is
drafted in collaboration with, and with approval from, the Contracting Authority. This phase also includes
the selection of 10-15 specific COST Actions, in collaboration with relevant stakeholders at the COST
Association, on which to execute an in-depth analysis of industrial and international participation.
II Targeted survey
Executing a survey, targeted to industrial and international participants of running and recently finished
COST Actions. The Contracting Authority will deliver a draft list of survey questions, on which the
Contractor will provide comments and critical input, where suitable and/or necessary. The Contractor
will provide a final questionnaire, incorporating these comments, which will require approval from the
Contracting Authority. The questionnaire will include around 15 questions, of which 2 open questions.
The Contractor will integrate the final questionnaire in a web-based tool and pre-test this web-based
questionnaire. The Contractor will contact the target group of participants, and send out at least one
reminder e-mail. The size of the group of potential respondents is estimated at approximately 5000
participants. The Contractor will deliver the resulting anonymised data to the Contracting Authority, as
well as provide coding for any responses to open questions.
III Qualitative study
Preparing and executing a qualitative study, focused on the nature and outcomes of industrial and
international participation in a selected number of COST Actions. For each Action incorporated in the
study, the Contractor shall:
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Study documents relevant to the Action, including the Memorandum of Understanding, which
forms the material basis of the Action
Conduct online interviews with on average 6 relevant stakeholders of each Action, including at
least 2 participants with an industrial or international background, and at least one central
member of the Action Management Committee. The interview shall focus on the question of
why international and industrial partners participate in COST Actions, what their contribution to
COST Actions is, and how their participation to COST Actions influences the outcomes and
impact of COST Actions, insofar these questions pertain to the interviewee. The Contracting
Authority shall provide guidelines on the interviews.
Provide a summary report for each Action on the resulting observations on the dynamics of
international and industrial participation, to be included in the Final Report.
IV Reports
Report on the results, outcomes and conclusions of the studies performed under (II) and (III). The
Contractor shall provide a total of three reports:
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An intermediate report, incorporating the results and provision of the conclusions of the
Targeted Survey, as well as some explorations of the first results of the qualitative study. This
report has to be delivered at the 15th of June, 2016 at the latest.
A final report, incorporating the final results of both the Targeted Survey and the Qualitative
Study, to be delivered at the 15th of September at the latest. The report will incorporate at
least three major chapters, as well as an annex:
o A chapter describing the results of the Targeted Survey, question by question, including
a breakdown of results between different groups of participants, to be designated by
the Contracting Authority
o A chapter describing the cases incorporated into the Qualitative Study, case-by-case.
In each case description, a description and analysis will be provided concerning the
nature and eventual impact of industrial and international participation in this specific
case.
o A concluding chapter recounting and synthesizing the results of both the Targeted
Survey and the Qualitative Study. The focus of the chapter will be on the comparison
of the observed results with the previous COST Impact Assessments, as well as any
relevant document on impact as designated by the Contracting Authority. This chapter
will point out strengths and weaknesses of the current international and industrial
dimension of COST Actions. This chapter will, additionally, formulate recommendations
on how to strengthen the industrial and international dimension of COST Actions.
o An annex, including summaries of all the interviews conducted as part of the Qualitative
Study, as well as summary reports for each Action, as mentioned under III – Qualitative
Study
A technical report, describing the methodological rationale and the proceedings of both the
Targeted Survey and the Qualitative Study
V Presentation
A final presentation will be performed by the Contractor at the COST CSO (Committee of Senior
Officials) meeting, provisionally foreseen at 26-27 October 2015, at a European location to be
communicated by the Contracting Authority, discussing the major findings, analyses and
recommendations incorporated in the final report.
2.2 Description of the required resources
The team of executive staff (experts) executing the services, as proposed by the Contractor, must give
proof of the following skills:
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Understanding the requirements and specifications of the Contracting Authority
Extensive experience in the field of research policy and research policy evaluation
Affinity with projects and organisations involving intergovernmental cooperation
Experience with and knowledge of European Union policy, and European research and
technology policy in particular
Extensive experience in executing policy impact studies, preferably in both governmental and
non-governmental contexts
Experience with data gathering through (semi-structured) interviews
Experience with the execution of (professional) surveys
Demonstrated ability to analyse and abstract developments and dynamics in the field of
research, technology and innovation
2.3 Deliverables
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An intermediate report, to be delivered at the latest at the 15th of June, 2016
A final report, to be delivered at the latest at the 15th of September, covering the rationale of
the study, an analytical framework, formulation of the research question, a summary of the
research proceedings and a conclusion, including recommendations for future actions and
policies from the part of COST Association
A technical report, describing the organisation and proceedings of both the Targeted Survey
and the Qualitative Study
An anonymised database, containing the responses to the Targeted Survey
An interactive presentation of the main lines of the final report, to be held at CSO (Committee
of Senior Officials) meeting, provisionally foreseen at 26-27 October 2015, at a European
location to be communicated by the Contracting Authority.
2.4 Location
The services will be executed on the premises of the Contractor, with exception of the kick-off meeting
that shall take place at the premises of the COST Association, Avenue Louise 149, Brussels, Belgium,
and the final presentation of the report as described in 2.3 above, to be held at a European location to
be communicated by the Contracting Authority.
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III. TENDER/SUBMISSION FORM
UNDERTAKING
The undersigned
(Last names, first names, position or profession, nationality and domicile of the tenderer or, where
tenderer is a company – or more than one company in temporary partnership, its trade name or
company name, its form, nationality and registered office),
……………………………………………………………………………………………………
……………………………………………………………………………………………………
……………………………………………………………………………………………………
Hereby undertakes, on its movable and immovable property, to perform, the contract in accordance
with the terms and conditions of the Call for Tender (Special Specification),
●
ADDITIONAL INFORMATION
-
Last name/first names/address of the contact in charge of the tender file:
……………………………………………………………………………………..…………………
-
Contact's telephone number/e-mail address:
………………………………………………………………………………………………………
-
Company No: ……………………………………………………………………………………..
Payments shall be made by bank transfer to the account number
…………………………………… opened in the name of
………………………………………………………………… held in the financial institution
………………………………………………………………………..
●
The documents required for the submission of the tender are annexed to this form.
Signed in ………………………………………….
on ……………………………………………...
The tenderer
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IV. Annex - COST countries, Cooperating State, Near-Neighbour Countries
and International Partner Countries
COST Countries
Austria, Belgium, Bosnia-Herzegovina, Bulgaria, Croatia, Czech Republic, Cyprus, Denmark, Estonia,
Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg,
the former Yugoslav Republic of Macedonia, Malta, Montenegro, the Netherlands, Norway, Poland,
Portugal, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United
Kingdom
COST Cooperating State
Israel
COST Near Neighbour Countries (NNCs)
Albania, Algeria, Armenia, Azerbaijan, Belarus, Egypt, Georgia, Jordan, Lebanon, Libya, Moldova,
Morocco, the Palestinian Authority, Russia, Syria, Tunisia and Ukraine
COST International Partner Countries (IPCs)
Argentina, Australia, Bangladesh, Brazil, Canada, Chile, China, Colombia, Costa Rica, Hong Kong,
India, Indonesia, Iraq, Japan, Republic of Korea, Mauritius, Mexico, Namibia, New Zealand, Pakistan,
Peru, Saudi Arabia, Singapore, South Africa, Sudan, Thailand, United Arab Emirates, United States of
America and Uruguay.
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