Public Health Response to Chemical Incident Emergencies Toolkit (CIE Toolkit)

Agreement Number 2007205

Deliverable D1 Report, June 2011

Work Package 4: Development of a toolkit for the public health response to chemical incidents and emergencies

INTERNAL REPORT FOR THE EC

Raquel Duarte-Davidson, Project Leader, (Health Protection Agency, UK)

Mark Griffiths, Project Manager (Health Protection Agency, UK)

This study was partly funded by the European Commission, Agreement Number 2007205

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ABSTRACT

Work package four concerns the development of a toolkit for the public health response to chemical i ncident e mergencies. This will i nvolve, i n conjunction w ith w ork package f ive (Provision of a training manual), designing the structure and content of material needed to provide specific training and adv ice to public health professionals in responding to acu te chemical incidents and the public health consequences. This work package began in the first month of the project, and is scheduled to be completed by the end of the project, at month 39. Throughout t he pr oject dur ation, t he t oolkit w ill be populated w ith m aterial as each work package is completed. Within this work package is the first project deliverable, which entails the preliminary development of promotional material of the toolkit, at month six. Clearly, as the pr oject pr ogresses and t he content of t he material f or t he t oolkit increases, the promotional material will be reviewed and updated as appropriate, but there is also a need to promote the concept of the CIE Toolkit from an early stage of the project. A pr ocess for d isseminating an d r aising aw areness of t he t oolkit t o ens ure t his is made available to all Member States will also be outlined. Furthermore, t hroughout t he pr oject duration, the toolkit will be populated with material as each work package is completed.

The toolkit will collate the physical outcomes of all the other work packages in one place (the CIE Toolkit website). It will make all the individual components of the Toolkit (outcomes of the individual work packages) available for use independently and as part of a complete training course.

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CONTENTS

1 Introduction ................................................................................................................................... 4

1.1 Aims and objectives .............................................................................................................4

1.2 Advocacy material ................................................................................................................5

1.3 Network of experts ................................................................................................................8

APPENDIX A ....................................................................................................................................... 10

A1 CIE Toolkit Summary Document .......................................................................................10

A2 CIE Toolkit Network of Experts .........................................................................................12

A3 CIE Toolkit Network of Experts Tender Document .........................................................14

A4 Tender Documents .............................................................................................................16

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1 INTRODUCTION

Building on the material developed from two earlier projects, namely the ‘Development of Generic Scenarios, Alerting System a nd T raining M odules Relating t o R elease o f Chemicals by Terrorists (GSCT)’1 and the ‘European Training for Health Professionals on Rapid Responses to Health Threats (ETHREAT)’2

Consensus from al l partners was reached following d iscussions at t he f irst pr ogress meeting in Amsterdam, and in the ensuing December teleconference, regarding the structures and content of both the toolkit and the training manual (as detailed in the chapter on Meetings).

, this work package will involve designing the structure and content of the material required to provide specific advice and training to public health professionals on how to respond to acute chemical incidents and deal with the subsequent public health consequences. This information will be collated and presented in the form of a ‘toolkit’. The work will also involve the preparation of a u ser interface of the toolkit (electronic; e.g. web-based) which will include pdf versions of the documents to be contained in t he t oolkit a nd t hat ca n be pr inted a s a har d co py v ersion t o be use d for training and in emergency situations.

During t he v arious meetings and t eleconferences, nu merous discussions took place regarding t he cr eation of a network of experts to be coordinated from within a ce ntre of excellence. The objective of this network is to be able to deliver appropriate advice and training on request such as ‘train the trainer’ courses as well as delivering courses tailored to m eet t he nee ds of i ndividual M ember States. A doc ument br ief ha s been pr oduced, along with a format for gathering names of expert candidates to be registered with such a network. More information on this network can be found below and in the appendices (A2-A4).

Advocacy material, including project logo, posters/panel brochures and a dynamic website with links to other sites have all been produced. This website to promote the project and the ‘toolkit’, which is on t he i nternet a nd therefore p ublicly available, includes links to t he various materials developed w ithin t his project. As the pr oject dev elops, it wi ll come t o contain information specifically a imed at providing the general public with an overview of activities and what individuals need to do in the event of a chemical incident, where they can get advice or report concerns.

Completion of this work package is dependent on subsequent work packages (i.e. WP5 to WP10) as the outputs from these will be used to populate the toolkit.

1.1 Aims and objectives

There are two primary objectives for this work package:

i. to f acilitate r apid an d e ffective r esponse t o ch emical incidents, i ncluding deliberate threats through the development of material that provides specific advice and training to public health professionals and other interested parties (provided by work packages 5 to 10), and

ii. to cr eate a co mmunication net work o f exp erts in t he ar ea o f ch emical i ncident management, public health follow-up, post disaster healthcare and post disaster clean-

1 http://ec.europa.eu/health/ph_projects/2003/action2/action2_2003_18_en.htm 2 http://euprojects.org/ethreat.info/index.htm

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up and recovery that will provide advice and guidance as well as necessary training when requested.

1.2 Advocacy material

1.2.1 Introduction The f irst pr oject del iverable ( D1) co ncerns the dev elopment and di ssemination o f promotional material within the CIE Toolkit. This includes a promotional website, leaflet for distribution at conferences and e lectronically, a su mmary document to succinctly g ive an appraisal of the project, and the promoting of the network of experts. Furthermore, a project logo has been designed and further refined to give the project branding.

1.2.2 CIE Toolkit website The CIE Toolkit webpage has been placed on the Health Protection Agency ‘ International Research and Development Group’ website. The international research activities provided by this group for chemicals and poisons are recognised as providing support in the area of public health management, and therefore the site will be accessed widely by those working in this field. A bespoke URL has been established f or the website, and t his will facilitate ease of access to the information contained within these pages. It will also make the website more memorable when i t is presented on additional promotional material such as leaflets for distribution at r elevant pu blic health ev ents. T he w eb ad dress i s: www.hpa.org.uk/CIEToolkit.

The web page contains links to t he co-beneficiaries web pages and projects, and each partner i n t he pr oject has t he r esponsibility t o di sseminate t he findings and pr omote t he toolkit within their own country. All are encouraged to promote the CIE Toolkit through web pages hosted on the partners’ websites, wherever possible. A web link has also been made to the European Training for Health Professionals on Rapid Response to Health Threats (ETHREAT) work which closely ties in with the CIE Toolkit. Also, links have been made with the project ‘Development of Generic Scenarios, Alerting System and Training Modules Relating to Release of Chemicals by Terrorists’ (GSCT) and the training course presented within this project.

This web page contains a considerable amount of information related to the project. During the early part of the project, health officials from across Europe were surveyed to ascertain their aw areness of, a nd t raining r equirements for t he p ublic he alth management o f chemical i ncidents. T his survey w as distributed el ectronically v ia e mail, an d al so made available as paper copies. It was also made available through the web page in English, Greek, Dutch and Polish.

Further advocacy material has been made available on t he web page. To further promote the project, a summary document has been added to the si te that succinctly out lines the background and objectives of the project. The summary provides contact details to enable interested parties to obtain further information about the project when required (Appendix A1). Additionally, a promotional poster and leaflet outlining the aims and objectives of the work has been added to the site. The leaflet has also been translated f rom English into Polish and Greek.

The leaflet has al ready been distributed at appropriate conferences and venues (e.g. the Health P rotection A gency annual c onference, September 20 09 an d 2 010; E UPHA Conference, 2010) and by email to relevant organisations in order to raise the profile of the toolkit. It has also been distributed by pr oject partners as par t of t he campaign t o get completed educational questionnaires from public health officials.

Awareness of t he p ilot t raining w orkshop which took p lace i n Athens in April 2 011 w as raised t hrough t he w eb pag e. D etails about t he w orkshop, a long w ith gen eral and

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administrative i nformation w ere po sted o nto t he site t o ens ure t hat t he w idest po ssible attention was given to the event. Furthermore, the presentations from this two day event have been uploaded onto this site.

Whilst t his website i s a good adv ert an d l anding si te for t he pr oject, i t b ecame ev ident during the course of the work that i t had a number of l imitations. One of these l imitations relates to the sites inability to moderate access of third parties to the training material that is due to be made available on the website. Whilst the training material will be made freely available on a public site, due to the content presented in some of the training scenarios, it would be preferable to have some control over who has access to these pages. Therefore, a second website has been created, which has a direct link to it from the HPA CIE Toolkit website. It can be found at the following link: http://cietoolkit.fs-server.com/

Figure 1. CIE Toolkit website presenting the outputs of work packages 5-10

As can be seen from Figure 1, the public facing home page has a series of tabs which provides further information ab out t he pr oject, i ncluding coordination and dissemination activities. I t a lso presents i nformation about the objectives of the work within the project, and the organisations involved in developing this work. The site has a Member’s Login area where approved members can gain access to a site with more features (Figures 2 and 3). To gain access to these features, an interested individual first has to register their request with the site moderator by filling in their details on the Contact Us page.

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Figure 2. More features are gi ven to registered members through the Topics and Forum tabs.

Figure 3. Under the Topics tab, more information about the content produced through the different work packages will be made available.

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1.2.3 Project Logo

Further adv ocacy m aterial for the Toolkit has been produced. This includes the development of project logos. There were two shortlisted project logos and strap lines that were viewed by partners before a decision was made as to which one to use to give the project branding. The first idea is based on hazard warning signs and police tape. It was suggested t hat t his gives a very fresh, clean, st rong and exciting look t o the logo. The second idea uses the vernacular of road signs to give the idea of showing the way; or a road map aspect t hat t he t ool kit w ill provide i n showing t he w ay t o b etter e mergency response (Figure 4).

Following discussions with partners, it was agreed to adopt the latter, road sign logo, on a green background. This has subsequently been used on all promotional material, including the C IE T oolkit l eaflet, a nd on w ebsites that adv ertise t he w ork w ithin t his project. As appropriate a nd w here r elevant, t he E AHC a nd E U l ogos are a lso u sed o n pr omotional material.

Figure 4. CIE Toolkit Logos were produced to give the project branding. The green ‘road sign’ logo was selected to represent the project.

1.3 Network of experts

1.3.1 Background The CIE Toolkit project aims t o h elp p ublic he alth professionals acr oss Europe dev elop skills a nd expertise i n c hemical i ncident management t hrough t he provision of a t ailored training programme. This will result in the production of a European training manual that will contain source material, modules and gu idance in order to successfully develop and r un chemical incident training courses to meet the needs of individual EU member states and organisations. This is to be complemented by the establishment of a network of experts.

1.3.2 Purpose of the Network of Experts The net work of ex perts will co nsist o f a v ariety of public health ex perts with sp ecialist knowledge o f ch emical i ncident e mergency pl anning, pr eparedness, r esponse a nd recovery. T his net work will b e available t o deliver adv ice a nd guidance based on t he subject matter presented within the toolkit and to assist with the delivery of training courses, including co urses to meet t he need s of i ndividual M ember States and ‘ train t he t rainer’ courses. Guidance can also be pr ovided on how to access international assistance in the event of a major chemical incident. A document promoting the network of experts, with the dual intention of recruiting interested experts and advertising the networks existence has been produced (Appendix A2).

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A process has been established by the project partners for determining the available expertise t o d eliver appr opriate adv ice an d t raining nat ionally and internationally. The existence of the network has been placed on t he CIE Toolkit w ebsite (www.hpa.org.uk/CIEToolkit), but no confidential information will be made publicly available at any time. The HPA will maintain an expert database and will act as the hub to alert an expert if their services are required. Financing the utilisation of this network will be met on an individual basis, and will depend in some measure upon the institution that the expert is affiliated w ith. A draft t ender s chedule for t he provision o f t raining supplied through t he network and accompanying t ender doc uments hav e been dev eloped i n or der that interested parties may specify their requirements and submit requests for expert assistance (Appendices A3 and A4).

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APPENDIX A

A1 CIE TOOLKIT SUMMARY DOCUMENT

The f ollowing document gives a su mmary of t he CIE Toolkit, t o succinctly d escribe t he project, background details and objectives, in order to recruit further interest in the work being performed by all the partners.

The Public Health Response to Chemical Incident Emergencies Toolkit (CIE Toolkit)

There is a need to strengthen and enhance the capability of responding to chemical incident health threats in a timely and co-ordinated manner. To address this, the European Union Public Health Programme has funded a project, the Public Health Response to Chemical Incident Emergencies Toolkit (CIE Toolkit), to provide gu idance and t raining to public health ca re professionals. Material provided i n this toolkit w ill enable publ ic health professionals to r espond r apidly and e ffectively t o ch emical i ncidents and deal w ith t he subsequent public health consequences.

Background

This project builds on two earlier projects namely, the ‘Development of Generic Scenarios, Alerting System an d T raining M odules Relating t o R elease o f C hemicals by T errorists (GSCT)’3 and the ‘European Training for H ealth P rofessionals on R apid R esponses to Health Threats (ETHREAT)’4.

This project i nvolves preparing a nd pu blishing a body o f material t hat pr ovides specific guidance and training to public health professionals on how to respond to a chemical incident. This will include the following:

Project description

• Developing a toolkit for the public health response to chemical incidents and emergencies that provides relevant so urce m aterial t o e nable public health pr ofessionals to i mprove t heir knowledge a nd expertise i n ar eas relevant t o chemical incident p lanning, pr eparedness, response and recovery. The toolkit will comprise detailed fact sheets, scenario cards, sample questionnaires, guidance for conducting training exercises and information for the general public.

• Providing a t raining manual and s upporting m aterial t o r aise c ompetence i n d ealing w ith chemical i ncident pr eparedness and r esponse. This will co ntain s ource m aterial, t raining modules and guidance on how to construct and conduct training courses that address the users own specific needs.

• Establishing a n etwork o f exp erts capable o f pr oviding ( on r equest) a dvice and gu idance o n chemical incident management and delivering appropriate training (e.g. ‘train the trainer’ courses

3 http://ec.europa.eu/health/ph_projects/2003/action2/action2_2003_18_en.htm 4 http://euprojects.org/ethreat.info/index.htm

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or courses tailored to meet the needs of individual Member States). The network of experts will be co-ordinated within a centre of excellence.

All relevant material will be made available at www.hpa.org.uk/CIEToolkit in due course.

The overall objective of this project is to reduce the burden of disease related to chemical incidents, through improved public health emergency response. This will be achieved by strengthening n ational and i nternational p ublic health r esponse t hrough t he delivery of a number of specific objectives, mainly:

Project objectives

1. Facilitating the rapid and effective response to acute chemical incidents by providing relevant source material in one location

2. Raising co mpetencies of pub lic health pr ofessionals responsible f or d ealing w ith t he aftermath of ch emical incidents by ena bling t hem t o r ecognise a nd r espond t o c hemical incidents, including deliberate releases, by making material and g uidance readily available and easily accessible through the toolkit

3. Bringing about a common approach across Europe to deal with environmental epidemiology and monitoring follow-up requirements following an acute chemical incident

4. Improving understanding on risk and crisis communication requirements across Europe to facilitate the communication process

5. Improving u nderstanding of t he p sychosocial c onsequences and care of t he affected population

6. Providing guidelines for conducting international exercises involving major chemical incidents

Project Partners

Health Protection Agency, UK (Main Beneficiary) www.hpa.org.uk

The Dutch Institute for Psychotrauma, Netherlands www.ivp.nl

King’s College London, UK www.kcl.ac.uk

National Kapodistrian University of Athens, Greece http://uoa.gr/

Nofer Institute of Occupational Medicine, Poland www.imp.lodz.pl/

Swedish Defence Research Agency, (FOI), Sweden www.foi.se

WHO IPCS, Geneva, Switzerland www.who.int/pcs/

Funding

The project is partly funded by the European Commission (2007205).

Further information

If you would like further information about the project, please contact:

Dr Raquel-Duarte Davidson, Project Lead tel: +44 (0)1235 824865

raquel.duarte-davidson@hpa.org.uk

Dr Mark Griffiths, Project Manager Tel +44 (0)2920 687942

mark.griffiths@hpa.org.uk

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A2 CIE TOOLKIT NETWORK OF EXPERTS

The Establishment of a N etwork of Ex perts within t he P ublic Health Response t o Chemical Incident Emergencies (CIE) Toolkit

Background

The CIE Toolkit project aims t o h elp p ublic he alth professionals acr oss Europe dev elop skills a nd expertise i n c hemical i ncident management t hrough t he provision of a t ailored training programme. The project will result in the production of a European training manual that will contain source material, modules and guidance in order to successfully develop and r un c hemical incident t raining courses to m eet the needs of individual EU member states and organisations. This is to be complemented by the establishment of a network of experts operating from an international centre of excellence.

Purpose of the Network of Experts

The net work of ex perts will co nsist o f a v ariety of public health ex perts with sp ecialist knowledge o f ch emical i ncident e mergency pl anning, preparedness, r esponse a nd recovery. This network is available to de liver advice and guidance and to assist w ith the delivery of t raining c ourses, i ncluding c ourses to meet t he n eeds of individual M ember States and ‘train t he t rainer’ courses. G uidance c an a lso be pr ovided o n how t o a ccess international assistance in the event of a major chemical incident.

A process will be established by the project partners for determining the available expertise to deliver appropriate advice and training nationally and internationally. The existence of the network will be p laced on the CIE Toolkit website (www.hpa.org.uk/CIEToolkit), but no confidential information will be made publicly available at any time. The HPA will maintain an expert database and will act as the hub to alert an expert if their services are required. Financing the utilisation of this network will be met on an individual basis, and will depend in some measure upon the institution that the expert is affiliated with.

The Network of Experts will

i. be coordinated f rom a ce ntre of excellence. The network will provide expertise in many asp ects of emergency pl anning, pr eparedness, r esponse a nd r ecovery, to include c hemical e xercise dev elopment, t oxicology, env ironmental e pidemiology and m onitoring f ollow up, risk and crisis communication and psychosocial consequences of care.

ii. provide advice and guidance (including how to recruit international assistance in the event of a major ch emical i ncident) an d w ill b e a ble t o d eliver besp oke t raining courses upon request.

iii. enhance communication networks between Member States through the provision of advice and guidance.

iv. have an ongo ing r ecruitment pr ocess during t he dev elopment of t he p roject, whereby new ex pert members will be added t o t he d atabase. New an d e xisting experts will be able to receive periodic training and updates from the HPA training centre based in Chilton (This will be subject to review at the end of the project in 2011).

As the network of experts becomes established and gets involved in providing advice and training, t he net works’ r eputation w ill i ncrease a nd aw areness of t he ex istence of t his

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expert c apability w ill follow. F or further information a bout t he network of exp erts or t o enquire a bout o btaining expert adv ice, t raining or assi stance, pl ease send a n em ail t o CIEToolkit@HPA.org.uk, or visit the website at www.hpa.org.uk/CIEToolkit.

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A3 CIE TOOLKIT NETWORK OF EXPERTS TENDER DOCUMENT

CIE Form NoE_Tender (03/10)

Tender Schedule for Provision of Training This form is to be completed by the commissioning agency in order to request training to be provided through the CIE Toolkit expert network. The details will then be circulated amongst the ex pert n etwork database, an d r eturned d irect t o t he commissioning a gency by t he specified de adline. Tr aining i s pr ovided by the pe rson or pe rsons nom inated by t he commissioning agency. The commissioning agency has the responsibility of organising the venue, a ccommodation, I T r equirements e .g. c omputer, pr ojector, s piderphone, a nd t he catering. This form must be accompanied by CIE Tender Documents 1-7

1. What is the name and address of the commissioning organisation?

1a. What is the name, email address and contact details of the contact person from whom further information can be obtained if necessary?

2. Is this organisation a n academic i nstitute public-funded or ganisation private

organisation

3. Do you require training to be provided for (more than one box may be selected): i. emergency planning ii. preparedness iii. response iv. recovery v. other If other, please specify:

4. Do you require specialist training in any of the following (more than one box may be selected):

environmental epidemiology and monitoring follow up risk and crisis communication psychosocial consequences of care toxicology planning exercises/exercise scenarios other If other, please specify:

5. Do you require a one (1) day two (2) day three (3) day training course or other If other, please specify: 6. Are there any preferences how the training is provided? (more than one box may be selected):

Taught c ourse/lectures practical e xercises w ith ev aluation practical e xercises without evaluation workshop desktop scenario training exercise no preference Other: 7. Who will the training be delivered to? 8. How many will be in attendance at this training? 9. Is there a budget for the training? yes no 10. will you host the event and provide the venue yes no 11. Deadline date for receipt of tender 12. When would the training be provided (between dates) and

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13. Please supply further details of i. Requirements ii. Objectives iii. Expected outcomes ...............................................................................................................................................

..................................................................................................................................................

14. Signature of approver date

Email t he co mpleted f orm t o: cietoolkit@hpa.org.uk, or alternatively post t o t he r eturn addr ess supplied with this form

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A4 TENDER DOCUMENTS

DOCUMENT NUMBER 1

COMMISSIONING AGENCY Conditions of Tender

This is a model Conditions of Tender form, which the commissioning agency may alter at their discretion and according to their particular training requirements. There are a series of comment boxes throughout the document highlighting where alterations or deletions to this document may be made. The commissioning agency may chose to make further deletions/additions or al terations a ccording t o their t raining requirements. T hese changes should be made in advance of distributing these documents to the expert network, and are to be acco mpanied by the Tender Schedule Form NoE_Tender. The commissioning ag ency will a lso en ter t heir full na me, o r ac ronym t hereof, wherever relevant throughout this form. (This box should be deleted before submitting the Conditions of Tender documents for distribution).

1. Preparation of Tender 2. Canvassing 3. Confidentiality 4. Collusive Tendering 5. Scope 6. Time

7. Acceptance

8. Contract Duration 9. Form of Contract 10. Notice 11. Guarantee 12. Tender Documentation 13. Undermining of Purchasing Arrangements

14. Definitions

15. Audit and Sampling Requirements

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1.

PREPARATION OF TENDER

Tenderees will complete the Tender Schedule Form NoE_Tender, stipulating their requirements. Tenderers must obtain for themselves at their own responsibility and expense, all information necessary for the preparation of their Tenders.

2. CANVASSING

Any Tenderer who directly or i ndirectly c anvasses any Member or Officer of the commissioning agency concerning the Award of the Contract is likely to be disqualified.

(To be included or removed as deemed relevant?)

3.

CONFIDENTIALITY OF TENDER INFORMATION & DOCUMENTS

3.1 All i nformation s upplied by t he commissioning agency [insert name] in connection with this invitation to tender shall be regarded as confidential to the commissioning agency.

3.2 This Invitation to Tender is and shall remain the property of the commissioning agency and

must be returned upon demand. Return postage will be refunded. 4.

COLLUSIVE TENDERING

Any Tenderer who: 4.1 Fixes or ad justs t he am ount o f hi s Tender by or i n ac cordance w ith any ag reement o r

arrangement with any other person; or 4.2 Communicates to any person other than the Board the amount or approximate amount of

his p roposed Tender (except w here s uch di sclosure i s made i n c onfidence i n order to obtain quotations necessary for the preparation of the Tender for an Insurance Bond); or

4.3 Enters i nto a ny a greement or a rrangement w ith any pe rson t hat he s hall r efrain from

Tendering or as to the amount of any Tender to be submitted; or 4.4 Offers or agrees to pay or give, or does pay or gives any sum of money, inducement or

valuable c onsideration directly or i ndirectly t o a ny per son for doing or having d one o r causing or having caused to be done in relation to any other Tender or proposed Tender for the Goods any a ct or o mission; i s l ikely ( without p rejudice to any o ther c ivil r emedies available to the commissioning agency and without prejudice to any criminal liability which such conduct by a Tenderer may attract) to be disqualified.

5.

SCOPE

Tenderers are being asked to submit Tenders for the supply of training and consultancy services a s per t he s cope of w ork (Form N oE_Tender). Tenderers must as sess the requirements of the commissioning agency, and provide solutions to the requirements with appropriate pricing. There is no guarantee as to the amount of work which will be required; moreover, there may be more than one company awarded in all sections.

6.

TIME

6.1 The Form NoE_Tender and accompanying documents, all duly completed and signed, must be delivered to: [insert address ] no later than [insert date ].

Please mark all packages with: Tender Reference NoE Trainers

6.2 The commissioning agency may at its own absolute discretion, extend the closing date and time specified in above.

6.3 Any extension granted will apply to all Tenders.

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7.

ACCEPTANCE

7.1 The commissioning agency is not bound to accept the lowest or any Tender and reserves the right to accept part of any Tender.

7.2 Tenderers must demonstrate that they have the technical and professional capacity

necessary to provide the services required. Only those tenders fulfilling all the selection criteria will be examined in the light of the award criteria.

7.3 The Tender submissions will be judged, and acceptance or rejection based on the

following criteria (At the discretion of the commissioning agency. Percentage values can be adjusted or deleted according to the requirements of the commissioning agency ) : -

a) Value for money 40% b) Experience in providing consultancy/training services 30% c) Experience of health sector 15% d) Experience of CBRN/emergency response 15%

8. CONTRACT DURATION

(Contract duration will be at the discretion of the commissioning agency. It may be for the provision of services on a one-off basis, or for a period of time, whereupon successful tenderers will be notified in advance for when they will be required to provide training)

8.1 Contract duration will be for 3 years from the award of contract with an option to extend for a further 2 years. Prices will be firm for 24 months with subsequent increases being at a maximum rate of RPI – 1%.

9.

FORM OF CONTRACT

9.1 No l egally binding agreement in relation to the subject matter of this Tender shall be formed or sh all be deem ed t o hav e been f ormed unl ess or unt il t he commissioning agency and the successful Tenderer shall enter into a written contract substantially in the form of the draft contained in Document 2 her ein. No other action by the commissioning agency or any of its employees shall constitute or be deemed to constitute acceptance of any Tender or other offer.

9.2 Until t he ex ecution o f that formal a greement, the s uccessful Tender, together w ith t he

commissioning age ncy’s written a cceptance w ill form a bi nding a greement be tween t he commissioning agency and the successful Tenderer.

10.

NOTICE

10.1 Any notice to a Tenderer, required under these conditions to be given in writing shall be deemed to be duly served a t t he t ime of actual delivery i f del ivered a t, or a t the time of delivery i n or dinary c ourse o f p ost i f p osted i n a pr epaid env elope add ressed to the Tenderer by name to the Tenderer's last known place of abode or business or, in the case of a Company, the Registered Office of the Company.

11.

11.1 If the successful Tenderer is a s ubsidiary Company within the meaning of Section 736 of the Companies Act 1985 (as amended) it shall also,

GUARANTEE

if requested

, provide to the commissioning ag ency within 28 days o f receipt of the commissioning agenc y’s written acceptance of the Tender a Guarantee by its holding Company or Companies (as defined by t he s aid section o f the s aid A ct) t o secure the du e p erformance by the s uccessful Tenderer of its obligations to the commissioning agency.

e) 11.2 If the successful Tenderer shall fail to provide the Guarantee within the period specified above, the commissioning agency may by written notice sent to the Tenderer

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accept such failure as putting an end to the Contract between the commissioning agency and Tenderer and the Tenderer shall thereupon be liable to pay to the commissioning agency as ascertained any liquidated damage for such failure such a sum as shall be equivalent to the difference between the amount of the successful Tender and the amount of the next highest tenders received by the commissioning agency.

12.

TENDER DOCUMENTATION

12.1 Tenders must comprise:

a) the Scope of Work (Document No 2)

b) the Schedule of Requirements/Prices (Document No 3)

c) the Form of Tender (Document No 4)

d) Certificate of Bona Fide Tender (Document No 5)

e) Canvassing Certificate (Document No 6)

f) where the Tenderer is a subsidiary company within the meaning of Section 736 of the Companies Act 1985 (as amended) and if required

the performance of the Tenderer must be underwritten by the ultimate parent company by a Deed of Guarantee (Document No 7).

g) The Tender Schedule (Form NoE_Tender)

13.

UNDERMINING OF PURCHASING ARRANGEMENTS

13.1 The commissioning agency expects to work with suppliers to produce purchasing arrangements that reflect the best available terms of supply. All suppliers will be given a fair opportunity to compete for business and the commissioning agency expects all participants to support fully the final decision both in principle and practice.

f) 14.

DEFINITIONS

14.1 In these Conditions of Tender, the following expressions shall have the following meanings: 14.1.1 The " commissioning a gency" s hall m ean the organisation r equesting t he

provision of training.

14.1.2 "The Goods/Services" shall mean those to be provided by the Supplier under the terms of the Agreement.

14.1.3 "The Tenderer" s hall i nclude a ny pe rson to w hom this Invitation t o Tender i s addressed and to any person who proposes to or does submit a Tender for the Goods.

14.2 In these Conditions of Tender, unless the contrary intention appears:

14.2.1 Words importing the masculine gender include the feminine. 14.2.2 Words in singular include the plural and words in the plural include the singular.

14.2.3 Reference to "staff" shall be construed as including all employees of the Supplier.

15.

15.1 It may be necessary to visit the Tenderers business as part of the Tender Evaluation process.

AUDIT AND SAMPLING REQUIREMENTS

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DOCUMENT NUMBER 2

SCOPE OF WORK

Tenderers are requested to fully answer the questions in Part 1 and 2 of this document for the work for which they are tendering. Title of Tender: Part 1 Q1.1 Please briefly describe the proposed structure of how your organisation will deliver the services described in the Tender Schedule Form NoE_Tender. Please include brief sentences concerning the number of staff you would propose to involve in service delivery. Please keep to a maximum of 300 words. ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................

Q1.2 Please describe your experience, if any, of providing comparable services to similar institutions. Please keep to a maximum of 400 words. ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................

Part 2 The contractor(s) will be required to be available to deliver courses from [DATE: ]. The contractor(s) will be expected to:

1. Develop training sessions and materials which meet the training objectives supplied by the commissioning agency (see Tender Schedule Form NoE_Tender). These should include e.g. Powerpoint slides, scenario training cards, computer-based learning and evaluation, other audio-visual material as necessary/appropriate and delegate materials such as handouts.

The deliverables will be:

1. Training materials for the delegates which support the training sessions. 2. Training sessions which meet the commissioning agency’s training objectives.

Q2.1 What qualifications in and experience of training design do you/your trainers have? Please keep to a maximum of 400 words.

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..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................

Q2.2 Please specify your trainers’ experience of delivering training in the health sector and/or other sectors. Please keep to a maximum of 400 words. ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................

Q2.3 Please describe your trainers’ knowledge and experience of delivering training in emergency planning; preparedness; response; recovery; topic area. Please keep to a maximum of 400 words. (Delete/amend as appropriate, and in line with Form NoE_Tender) ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................

Q2.4 Please give a model programme for a training event relevant to this tender. (You may include this on a separate page as a spreadsheet or other document). ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................

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DOCUMENT NUMBER 3 PRICING SCHEDULE

Prices must be quoted in Euro (€) using, if necessary, the conversion rates published in the C series of the Official Journal of the European Union on the day when the contract notice was published (if no notice was published, on the day when the invitation to tender was sent out). Pricing can be in whatever format you deem necessary, and may include day rates and fixed costs such as provision of training materials as appropriate. Please complete all details on the following matrix as is relevant to the pricing schedule for this tender:

PRICING SCHEDULE g) All prices stated should be exclusive of VAT

Item Cost Breakdown Description Price 1 Staff 2 h) Sub contracting costs 3 i) Travel costs and subsistence allowances 4 j) Equipment 5 k) Consumables & supplies directly linked to the

training

6 l) Other costs 7 m) 8 n) 9 o) TOTAL COSTS

Other discounts or offers Description Discount 1 2 3 4 5 TOTAL DISCOUNTS

Overall costs

1 p) q) TOTAL COSTS - TOTAL DISCOUNTS r)

The request for payment of the balance of the Contractor shall be admissible if accompanied by: • the relevant invoice, • a statement of reimbursable expenses (travel and subsistence allowances) The commissioning agency shall have 45 days from receipt to approve or reject the financial report, and the Contractor shall have 20 days in which to submit additional information or a new report, if necessary.

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DOCUMENT NUMBER 4

FORM OF TENDER

I/We ..................................................................................................................................... Of ........................................................................................................................................ ...................................................................................................................................................... ...................................................................................................................................................... AGREE

1. that this Tender and any contract arising from it shall be bound by the Conditions of Tender and,

2. to supply goods and services of the exact quality, sort and price specified in the Tender Schedule (Form NoE_Tender) in such quantities and to such extent and at such times and locations as the commissioning agency may direct, within reason.

Dated this ......................................day of ... . ...................20 .................... Name (print) .................................................................................................. Signature .. .................................................................................................. Title .................................................................................................. Postal address .................................................................................................. .................................................................................................. Witness to the above signature: Name (print) .................................................................................................. Signature .................................................................................................. Title .. .................................................................................................. Postal address . .................................................................................................

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DOCUMENT NUMBER 5

CERTIFICATE OF BONA FIDE TENDER We certify that this Tender is made in good faith, and that we have not fixed or adjusted the amount of the offer by or under or in accordance with any agreement or arrangement with any other person. We also certify that we have not, and we undertake that we will not

(i) until the contract has been made:

(a) communicate to any person ot her t han t he person inviting t hese Tenders the am ount o r approximate a mount o f the Tender o r p roposed Tende r, except w here the di sclosure, i n c onfidence, o f the approximate amount o f the Tender was necessary to obtain insurance quotations required for the preparation of the Tender

(b) enter into any agreement or arrangement with any other person that he shall r efrain f rom submitting a Tend er or as to t he amount of any Tende r submitted

(ii) pay, give or offer or agree to pay or to give any sum of money or other valuable consideration directly or i ndirectly t o any person f or doing or hav ing done or causing o r having caused to be done in relation to any other Tender or proposed Tender for the Goods/Services any act or thing of the sort described in (i) (a) or (b) above.

We acknowledge that i f w e hav e ac ted o r s hall ac t i n c ontravention of this certificate, the commissioning agency will be e ntitled to c ancel t he contract and t o recover from ou rselves the amount of any loss and expense resulting from such cancellation. In this certificate, the word "person" includes any person and any body or association, corporate or incorporated; "any a greement o r a rrangement" i ncludes any t ransaction, formal o r i nformal an d whether legally binding or not.

Signed: .................... (1) .......................................................... Title: ...................................................

.......................................... ...................................................................... (2) .......................................... Title: ..................................................................

(For and on behalf of .......................................................................................................... )

Date: .... ........... ........... ...........

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DOCUMENT NUMBER 6

CANVASSING CERTIFICATE We hereby certify that we have not canvassed except in the course of normal commercial practice, or solicited any Member Officer or Employee of the commissioning agency in connection with this Tender or any other Tender or proposed Tender for the Services or Goods and that no person employed by us or acting on our behalf has done any such act. We further hereby undertake that we will not in the future canvass, except in the course of normal c ommercial p ractice, or s olicit a ny M ember Officer or E mployee o f t he commissioning agency in connection with this Tender or proposed Tender for the Services or Goods and that no person acting on our behalf will do any such act. Signed: .. ........................................... (1) ................................................................... Title: ......................................................... ............................................................. (2) ........................................................................ Title: ......................................................... (For and on behalf of .......................................................................................................... )

Date: .......................................................................

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DOCUMENT NUMBER 7

DEED OF GUARANTEE THIS Deed of Guarantee is made the .........................day of .............................. BETWEEN ..........................................PLC/Limited, whose registered office is situated at ............................................................... (hereinafter called "the Guarantor") or the first part and the COMMISSIONING AGENCY (hereinafter called the [ ] of the second part). WHEREAS

(1) ...................................................PLC/Limited, whose registered office is at. .....................................................(hereinafter called "the Supplier") has submitted a Tender dated .........................for the provision of .........................which Tender has been accepted.

(2) By the Conditions of Tender the said Tender together with the [COMMISSIONING AGENCY] acceptance thereof constitute a binding Agreement between the [COMMISSIONING AGENCY] and the Supplier that the Supplier shall hereafter execute a formal written Agreement upon the terms and conditions stipulated in the invitation to Tender.

Now therefore by this Deed the guarantor agrees with the [COMMISSIONING AGENCY] as follows:

1. If the Supplier (unless relieved from the performance by any terms of the said Agreements (or of any other them) or by the statute or by the decision of a tribunal of competent jurisdiction) shall in any respect fail to execute the said Agreements (or any of them) or shall commit any breach of any of the Supplier's obligations thereunder, the Guarantor will upon demand indemnify the [COMMISSIONING AGENCY] against all losses, damages, costs and expenses which may be incurred by the [COMMISSIONING AGENCY] or by reason of any default on the part of the Supplier in performing and observing the provisions of the said Agreements (or of any of them). 2. The Guarantor shall not be discharged or released from this Guarantee by any arrangement made between the Supplier and [COMMISSIONING AGENCY] without the assent of the Guarantor, or by any alteration in the obligations undertaken by the Supplier or by any forbearance whether as to payment, time, performance or otherwise.

Signed .......................................... (Status) ............................................................... For and on behalf of ............................................................................................................ Date ………………………………………..

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