Organizing a study visit and provision of the service of a supervisor - mentor for two employees of the UMB Welcome Center at a Spanish internationalized university in the project named: „Welcome to Medical University of Bialystok (...)".

Nr sprawy: 
AWM/NAW/7/2019/TM
Data (wystawienia): 
2019-05-15
Zapytanie ofertowe: 

Request for proposal:
to select a Contractor, based on Article 4.8 of the Act of 29 January 2004 - Public Procurement Law (Dz. U. Journal of Laws for the year 2018, Item 1986).

I. Przedmiot zamówienia
1. Rodzaj zamówienia: 
usługi
2. Opis przedmiotu zamówienia: 

Request for proposal:
to select a Contractor, based on Article 4.8 of the Act of 29 January 2004 - Public Procurement Law (Dz. U. Journal of Laws for the year 2018, Item 1986).

I. Subject of the contract:

1. Type of contract
Services

2. Description of the subject of the contract:

1) The contract concerns the project entitled "Welcome to Medical University of Bialystok. Development of the institutional potential of the Medical University of Bialystok as a key stage in the implementation of the internationalization strategy" co-financed from the European Social Fund under the Operational Program Knowledge Education Development, non-competitive project entitled Improving the competences of the academic staff and the institution's potential in accepting people from abroad - Welcome to Poland implemented as part of the Action specified in the application for co-financing of the project No. POWR.03.03.00-00-PN14/18.

2) The subject of the contract is:
Organizing a study visit and provision of the service of a supervisor - mentor for two employees of the Medical University of Bialystok, who shall deal with the operation of the emerging Welcome Centre - a service centre for foreign students and foreign academic staff.

a) Participants of the study visit: employees of the International Cooperation Department of the Medical University of Bialystok (2 persons). The participants of the study visit know English very well, enabling free communication. The Contracting Authority shall present the details of the study visit participants after signing the agreement.

b) The aim of the study visit is to familiarize the participants with different aspects of university internationalization, with good practices in the scope of implementation of internationalization strategies, and to strengthen professional competences.

c) Planned date of the study visit:
2019, between June 2019 and December 2019. In the bid proposal form, the Contractor shall provide a feasible deadline (month) within which the study visit can be completed. The study visit shall take place on working days from Monday to Friday. The host institution shall have a say in deciding a date of the implementation of the study visit (the date shall be agreed as a result of bilateral arrangements).

d) Duration:
2 consecutive days - each day between 9.00 am and 3.00 pm (alternatively, between 10.00 am and 4.00 pm). Total: 12 hours. One hour of study visit shall be understood as one clock hour.

e) The place of implementation of the study visit: the Contractor's headquarters: buildings, rooms, lecture halls, laboratories, service centres for foreign students and foreign staff, etc. The place of implementation shall be the host institution's main building and other buildings within a distance not exceeding 1.5 km. In the event that it is advisable to conduct the study visit or its part more than 1.5 km away from the main building, the Contractor shall provide participants of the study visit with transport to the place of the study visit.

f) Framework program of the study visit:
- introductions, presentation of the study visit plan;
- presentation of general information about the host university;
- presentation of key areas of internationalization of the host university;
- presentation of the ways of servicing foreign students and foreign academic staff;
- presentation of information on the scope of functioning of organizational units responsible for the implementation of the broadly understood internationalization processes;
- participating observation in the field of performing daily work duties by employees of the host institution responsible for international cooperation;
- providing information on the tools and working methods used in international cooperation;
- presentation of information on technical resources, IT and infrastructure used to carry out tasks related to international cooperation;
- interviews with recipients of internationalization activities: foreign students, foreign scientific and didactic employees, candidates for studies, students from the country of the host institution;
- learning the methods and techniques of implementing activities for the academic community of the host institution (eg. meetings and events aimed at integrating the academic community);
- individual conversations with employees of the host institution responsible for particular areas of international cooperation;
- transfer of materials, brochures, information leaflets in order for the study visit participants to familiarize themselves with their content;
- answering the study visit participants' questions;
- summary of the study visit, giving out certificates of completion of the study visit.

g) During the study visit, one plans to use job shadowing method and workshop work using case studies.

h) The Contractor should plan a study visit in such a way that it runs smoothly and that its participants can obtain as much information as possible during its course.

i) The study visit shall be carried out under the supervision of a person appointed by the host institution, who shall present the institution's performance in specific areas of internationalization, organize a guided tour within various facilities owned of the university and make efforts to ensure that the participants of the study visit learn about the international cooperation of the host institution.

j) Host institution - an internationalized Spanish university, operating for at least 5 years, entered in the relevant register of Spanish higher education institutions, with appropriate qualifications to conduct their operations.

k) The supervisor - mentor of the study visit participants should meet the following requirements:
- employee of the host institution;
- at least one year of work experience at the host institution;
- within his/her scope of responsibilities, dealing with issues related to international cooperation (for at least one year from the date of submitting the bid proposal);
- very good command of English (if the requirement is not met, the Contractor shall provide an interpreter);
- university degree.

If more than one person is designated as a supervisor - mentor, the requirements are the same for each such person.

l) The scope of tasks of the supervisor - mentor during the study visit:
- implementation of the study visit program referred to in this detailed description of the subject of the contract;
- preparation of a presentation on the functioning of the host institution;
- taking care of the participants of the study visit on the first and second day between 9 am and 5 pm (alternatively, between 10.00 am and 4.00 pm), supervision over the implementation of the services included in the study visit program and the current presentation and discussion of the visit program.

m) The Contractor shall attach to the bid proposal form a professional resume of the person who shall act as a supervisor - mentor which shall unambiguously confirm the fulfilment of the requirements specified in the detailed description of the subject of the contract.

n) If the supervisor - mentor does not have a very good command of English, the Contractor shall provide an interpreter.

o) The supervisor - mentor is obliged to accompany the participants of the study visit at every stage of its duration.

p) During the whole agreement period, the Contractor should have third party liability insurance covering the scope of their business.

q) The supervisor - mentor shall prepare and provide the participants of the study visit with a short report on its implementation, with a description of the most important elements of the study visit.

r) The host institution shall only be responsible for conducting a study visit, not for organizational matters. Matters related to travel, accommodation and catering for study visit participants lie with the Contracting Authority.

s) The Contractor shall document the implementation of the contract by taking at least 30 photos of participants with a resolution of not less than 300 DPI and shall provide the Contracting Authority with the above-mentioned documentation no later than 5 days from the date of ending the study visit. The Contractor shall provide photographic documentation of the study visit and provide the Contracting Authority with photographic documentation on a CD / DVD or other data carrier.

t) The Contractor shall prepare and provide the participants with a certificate in English confirming their participation in the study visit.

u) The host institution undertakes to provide safe and hygienic conditions for the implementation of the study visit, in accordance with the legal regulations in force in the country where the receiving institution is based.

3) Assessment criteria:

1) Bid proposals shall be assessed by the contracting Authority based on the following criteria:
- Offer price - max. number - 60 points
- Level of internationalization of the host institution measured by the percentage of foreign students - max. number - 40 points

2) The rules for assessing the "Offer price" criterion
- In the bid proposal form, the Contractor shall give the gross price for the implementation of the contract. In this criterion, the assessment shall be made using the formula:
- Number of points = the lowest offered price / price of the offer under assessment x 60
- The best offer shall get 60 points in this criterion.

3) The rules for the assessment of the "Internationalization level" criterion.

- In the criterion "Internationalization level" the assessment shall be made on the basis of the current level of internationalization of the host institution measured by the percentage of foreign students in relation to the total number of students at the host institution,

- The assessment shall be made using the following rules:

level of internationalization between 10 and 20%: 10 points
level of internationalization between 20% plus and 30%: 20 points
level of internationalization between 30% plus and 40%: 30 points
level of internationalization of 40% plus: 40 points.

In order to confirm the number of points available under the criterion, the Contractor should specify in the bid proposal form (Appendix 2) the current level of internationalization of the host institution measured by the percentage of foreign students in relation to the total number of students studying at the host institution.

The offer with the highest score will be selected.

II. Deadline or duration of the contract completion
Two consecutive business days in 2019. The exact date of the study visit shall be agreed as a result of direct consultations of the Contracting Authority and the Contractor.

II. Termin lub okres wykonania zamówienia
1. Termin (konkretna data): 
2019-12-31
2. Okres: 
2019-06-10 - 2019-12-31
3. Termin (słownie): 
31st December 2019
III. Składanie ofert
1. Szczegółowe informacje można uzyskać pod adresem: 

1. Detailed information can be obtained at the following address:

Uniwersytet Medyczny w Białymstoku, ul. J. Kilińskiego 1, 15-089 Białystok, Dział Współpracy Międzynarodowej, pokój nr 100, Prawe Skrzydło Pałacu Branickich.

Medical University of Bialystok, ul. J. Kilińskiego 1, 15-089 Białystok, International Cooperation Department, Room 100, Right Wing of the Branicki Palace.

Dział: 
International Cooperation Department
Numer pokoju: 
Room 100, Right Wing of the Branicki Palace.
2. Osoba do kontaktu z Wykonawcami: 
Contact persons: mgr Urszula Roszkowska, mgr inż. Łukasz Lepionka
Telefon kontaktowy: 
+ 48 85 686 51 76
3. Do wypełnionego formularza ofertowego (załącznik do zapytania) należy dołączyć: 

3. A completed bid proposal form (appendix to the request) should be accompanied by:

1) The Contractor's registration document;
2) Declaration on no personal or capital relations with the Contracting Authority.

4. Termin składania ofert (data i godzina): 
2019-06-10 15:00
Miejsce: Uniwersytet Medyczny w Białymstoku, Dział: 
1) A bid proposal should be submitted in an envelope addressed to: Uniwersytet Medyczny w Białymstoku, ul. Jana Kilińskiego 1, 15-089 Bialystok, with annotation reading: „Oferta na organizację wizyty studyjnej w norweskiej umiędzynarodowionej uczelni – sprawa nr AWM/NAW/6/2019/TM – Nie otwierać przed dniem 10.06.2019 godz. 15:00.” For deciding whether a bid proposal has been submitted successfully, the date of its receipt at the Medical University of Bialystok shall be decisive. Bid proposals that shall be submitted or received after the aforementioned deadline shall not be considered. 2) The offer must be submitted in person, via Poczta Polska or courier service at: Kancelaria Ogólna Uniwersytetu Medycznego w Białymstoku, ul. Jana Kilińskiego 1, 15-089 Bialystok, Poland. 3) It is possible to submit a bid proposal via email to the following email address: tomasz.maliszewski@umb.edu.pl in the form of a PDF file (scans of documents with signatures).
Pokój numer: 
Kancelaria Ogólna
5. Uniwersytet Medyczny w Białymstoku zastrzega sobie prawo: 
  • 5. Medical University of Bialystok reserves the right:
  • - to leave or consider bid proposals received after the deadline,
  • - to annul the proceedings before the deadline for submission of bid proposals,
  • - to change the scope of the contract.
ZałącznikWielkość
en_request_for_proposal.doc112 KB
en_model_agreement.doc114 KB
en_bid_proposal_form.doc96.5 KB
en_declaration_on_no_personal_or_capital_relations.doc82 KB