The Contracting Authority, the College of Europe, extends the invitation to tenders to carry out monitoring and evaluation in English for the N4CB-II project ‘Natolin4Capacity Building – II’ in accordance with the documentation provided until 14 August 2025.
FAQ
1. Is the contractor responsible for the technical deployment of the surveys on the server and collecting responses, or will this be handled by your project team?
The surveys designed by the Contractor will be hosted in a system administered by the College of Europe, which will also collect the responses from participants.
2. In the section regarding alumni career analysis (1.6), it is indicated that telephone interviews will be conducted by a member of the project team. Is the contractor only expected to prepare the tool and analyse the data, or also to participate in conducting the interviews?
Pursuant to the call for offers, the Contractor is expected to prepare the tool and analyse the data. Participation in the initial interviews is recommended to ensure the interviews are conducted properly.
3. Who will be responsible for recruiting participants for in-depth interviews and focus groups (especially among alumni and webinar participants)?
Recruitment among alumni and webinar participants will be conducted by the Project Team.
4. In the case of interviews and focus groups, are full transcripts expected, or are synthesized summaries/reports sufficient?
Full transcripts are not required. Each interview should include a short synthesis and several key quotes from the interviewee.
5. Is it correct to understand that after the partial evaluations of the project components, an additional cycle of interviews with participants and alumni is expected to prepare the final project evaluation report (1.9)?
The full report (1.9) is expected to summarize the partial evaluations and include findings from interviews with participants and alumni (1.5 and 1.6).
6. Is the exact schedule of all in-person training sessions in Warsaw and Kyiv already known? Are the dates provided in the documentation final?
The dates provided in the documentation are the most up-to-date schedule. Where a broader time frame is indicated (quarter, month), we are awaiting confirmation of the exact date.
7. Is the evaluator expected to be present during the live workshops in Kyiv and to conduct group interviews there? If so, are the costs of such a stay covered separately by the project budget, or should they be included in the offer?
Yes, the evaluator’s presence during the workshops in Kyiv and the conducting of in-person interviews is required. The costs should be included in the offer. In the event of a deterioration in the security situation, the Contracting Authority may agree to conduct interviews online or allow the contractor to collaborate with another qualified local/Ukrainian entity.
8. Does the translation into Ukrainian apply only to the final report and presentation, or also to other partial reports?
This requirement applies only to the final report and the presentation.
9. Will feedback on questionnaires, reports, and deliverables be provided by one person on your side, or should we expect input from multiple partners?
Several stakeholders are involved in the project, and all may provide feedback on reports and other deliverables. In the case of questionnaires, comments may only be submitted by the grant recipients (the College of Europe and the HSPG). The information will be collected by the project team and passed on by one designated contact person for collaboration with the contractor.
10. Do you foresee stage-based invoicing (e.g., after delivery of partial reports), or is a lump-sum payment expected?
We foresee stage-based invoicing, following the agreement on specific stages with the Contractor.