**CLOSER**

**Connecting LOcal proximity networks Sustaining participatory governance**

*Project n. A\_G\_4.1\_0087\_CLOSER*

**Terms of Reference (TOR)**

**for**

**Tender Manager Recruitment**

1. **Interreg NEXTMED programme**

Interreg NEXT ‘Mediterranean Sea Basin’ (‘NEXT MED’) programme is the third generation of one of the largest cooperation initiatives funded by the European Union to enhance transnational cooperation in the Mediterranean area.

Building on the experience and results of the ENPI (2007-2013) and ENI (2014-2020) cross-border cooperation (CBC) Med programmes, NEXT MED will continue boosting Euro-Mediterranean cooperation for the period 2021-2027 under the framework of the European Union’s Cohesion Policy and its specific ‘Interreg’ instrument which supports European Territorial Cooperation across regions and countries. NEXT MED is implemented under strand B ‘Transnational cooperation’ of the external dimension of Interreg, allowing for cooperation over larger transnational territories or around sea basins between EU Member States and Southern Neighbourhood partner countries.

The Programme aims to contribute to smart, sustainable, fair development for all across the Mediterranean basin by supporting balanced, long-lasting, far-reaching cooperation and multilevel governance. The programme mission is to finance cooperation projects that address joint socio-economic, environmental and governance challenges at Mediterranean level such as the uptake of advanced technologies, competitiveness of SMEs and job creation, energy efficiency, sustainable water management, climate change adaptation, transition to a circular and resource efficient economy, education and training, health care, etc.

The cooperation area, home to over 200 million inhabitants, covers countries across the Mediterranean basin, including European Union Member States and Southern Neighbourhood partner countries participating in the programme.

The Programme has a total budget of €292 million, comprising €263 million from the European Union and €29 million in national co-financing at project level. The budget comes from the [European Regional Development Fund (ERDF)](https://ec.europa.eu/regional_policy/en/funding/erdf/), the [Instrument for Pre-Accession (IPA III)](https://ec.europa.eu/regional_policy/en/funding/ipa/) and the [Neighbourhood, Development and International Cooperation Instrument (NDICI)](https://ec.europa.eu/info/funding-tenders/find-funding/eu-funding-programmes/global-europe-neighbourhood-development-and-international-cooperation-instrument_en).

For more information, please, visit: [https://www.interregnextmed.eu/](https://www.interregnextmed.eu/).
2. **CLOSER: general information about the project**

The need to reinforce social services and social rights in the MED area is urgent and particularly relevant in rural/remote/peripheral areas, increasingly suffering from depopulation and aging, often lacking of basic services’ provision or where the access to them is most difficult, leaving the population more exposed against both systemic shocks and ordinary life-cycle risks.

To build an effective response to these issues, it is fundamental to act locally and involve the citizenry in co-constructing solutions that can benefit the entire population.

Participatory governance responds to these needs in an innovative and inclusive manner because it facilitates cooperation between public and private sector’s actors with the active engagement of the local population resulting in a higher co-responsibility and ownership of the decision-processes and sense of belonging. Through bottom-up co-design, carried out through active cooperation between civil society actors and public authorities, and with the direct involvement of the population, social services will be more responsive to local needs and their management will be more effective and inclusive. CLOSER wants to connect and build the capacity of public and private actors in working as a network and jointly designing solutions to provide social services, planned and delivered through participatory models of governance to enhance social rights for the Mediterranean populations.
3. **Objectives**

- To set-up local proximity networks between public authorities, third sector organisations and other stakeholders involved in social sector governance in Italy, Spain, Greece, Palestine, Lebanon and Jordan, and promote their cooperation at local, regional and cross-border levels.
- To strengthen the capacity of local networks’ members and other stakeholders to become facilitators of participatory local governance processes through face-to-face and online training opportunities, study visits abroad and international training camps.
- To develop and implement a joint model of participatory governance based on cooperation between local and cross-border territorial proximity networks for the co-design and provision of social services aimed at improving the well-being of the local population.
- To pilot local initiatives of participatory local governance, implementing at local level the joint model developed, by launching and managing in a participatory manner a social service co-designed by the proximity networks to respond to the needs of the populations involved in remote, peripheral or underserved areas.
- To evaluate the impact of the pilot initiatives implemented and promote the exchange of good practices and the replicability of the joint model developed.

1. **Activities**

- Development of an e-learning platform for training and cooperation between proximity networks at cross-border level
- Participatory mapping of stakeholders at local level
- Collection of good practices of participatory governance at regional and national level
- Setting-up of local proximity networks and launch of local and cross-border collaboration with regular meetings throughout the duration of the project
- International training camp in Jordan for members of proximity networks
- Local training seminars for members of proximity networks and other interested actors, including online training via the e-learning platform
- Study visits across partner countries for members of local proximity networks
- Development of a joint strategic model of participatory local governance
- Adaptation of the strategic model into local action plans in each partner country
- Piloting of action plans and launch of co-designed and co-managed social services
- Monitoring and impact assessment
- Development of a booklet with good practices and guidelines for the replicability of participatory local governance initiatives
- Promotion and dissemination of results
- International forum in Lebanon for the exchange of good practice

1. **Results: Resources**

- E-learning platform for third sector organisations, civil society actors, public authorities and other stakeholders with training materials, videos and a collection of good practices about participatory local governance
- Interactive map of the territories involved, showing existing social services and stakeholders involved for identifying needs and gaps in the field of social rights
- Joint strategic model of participatory local governance developed by local proximity network
- Local action plans for testing participatory governance initiatives in the territories involved
- Report on the social impact assessment of the initiatives carried out
- Booklet of best practices and guidelines for replicability
- Memorandum of understanding for the promotion of the CLOSER model in other territories and regions

1. **Impact**

- 6 local proximity networks created and connected in a cross-border network with the active participation of 10 local actors in each partner country representing public and private bodies involved in various ways in the provision of social services at local level.
- 180 representatives of civil society organisations, public bodies and other stakeholders (60 members of local networks + 60 additional external participants) trained as facilitators of participatory local governance processes.
- 6 local areas in Italy, Spain, Greece, Palestine, Jordan and Lebanon involved in the co-design and co-management of a social service for the benefit of citizens.
- Strengthening of social rights and improvement of the well-being of the populations of the 6 local areas involved, through the provision of new social services that better respond to the needs and desires of the community.

1. **Partners**

- Coordinator: [Centro per lo Sviluppo Creativo Danilo Dolci – ETS](https://danilodolci.org/en/), Italy
- [EUROTraining](https://eurotraining.gr/), Greece
- [University of Alicante](http://www.ua.es/), Spain
- [JUHOUD for Community and Rural Development](http://www.juhoud.ps/), Palestine
- [ARDD – Arab Renaissance for Democracy and Development](https://ardd-jo.org/), Jordan
- [Moukhtara Municipality](http://www.moukhtara.gov.lb/), Lebanon

## Open Position for a Tender Manager

Within the project CLOSER, external expertise and services budget category is very crucial, since it has a considerable share of the budget. In order to ensure coherent quality in all the process, the project foresees a Tender Manager, thus assuring management of procurements and expenditures in a transparent way, taking care of both following the Programme rules and suggesting or supporting the partners in developing the several procedures. This will guarantee both coherence, quality and transparency, with benefits for the whole project.

The Tender Manager will perform the assignment in accordance with the procurement and financial management procedures described in the CLOSER Project Implementation Manual (PIM) and the applicable rules of the Interreg NEXT MED Programme. The PIM is provided as Annex 1 to this Terms of Reference.

## Conditions of the Assignment

**Hiring Organization:** The Arab Renaissance for Democracy and Development (ARDD), established in 2008, is a civil society organization committed to promoting social and gender justice in the Arab region. ARDD operates across civic participation, access to justice, policy advocacy, research, and psychosocial support, placing rights and inclusion at the core of its mission.

**Work setting:** online/Hybrid

**Duration:** Up to 20 months ( ends December 2027)

## Profile

The Tender Manager shall be an independent consultant or firm with demonstrated experience in procurement and tender management, particularly within EU-funded or international cooperation projects.

The selected Tender Manager must meet the following minimum qualifications:

**Professional Experience**

- At least 5 years of proven professional experience in procurement, tender management, or contracting processes.
- Demonstrated experience in EU-funded projects or international donor-funded programmes (e.g., Interreg, ENI CBC, IPA, Horizon Europe, or similar).
- Proven experience in reviewing, drafting, or managing tender and procurement procedures in compliance with donor rules and transparency requirements.
- Experience working with multi-partner and/or multi-country projects is strongly desirable.

**Technical Knowledge**

- Strong knowledge of EU procurement principles, including transparency, equal treatment, competition, and sound financial management.
- Familiarity with Interreg or cross-border cooperation programme requirements is considered an asset.
- Understanding of public or NGO procurement procedures and documentation requirements.

**Skills and Competencies**

- Excellent analytical and organizational skills with the ability to review complex documentation.
- Strong written and verbal communication skills in English.
- Ability to provide clear written guidance and recommendations to project partners.
- Ability to work independently, manage multiple tasks, and meet strict deadlines.
- Strong interpersonal skills and ability to collaborate with diverse partners across different institutional and national contexts.

## Tasks and Responsibilities

The Tender Manager will provide technical support to the CLOSER project consortium to ensure that procurement and tender procedures are implemented in compliance with applicable donor and programme rules.

The Tender Manager will work in close coordination with ARDD and the CLOSER project partners.

The main responsibilities include:

- **Procurement and Tender Support**
- Provide technical support to project partners in the preparation and implementation of procurement and tender procedures.
- Review and provide feedback on tender documentation, including terms of reference, technical specifications, evaluation criteria, and procurement notices.
- Ensure that procurement procedures are consistent with the Interreg NEXT MED Programme requirements, the CLOSER Project Implementation Manual (PIM), applicable EU procurement principles, and relevant national regulations.
- **Compliance and Quality Assurance**
- Verify that tender procedures follow the principles of transparency, equal treatment, non-discrimination, and fair competition.
- Identify potential compliance risks and provide recommendations to ensure full adherence to donor requirements.
- Ensure coherence and consistency across procurement processes conducted by different partners.
- **Coordination and Advisory Support**
- Maintain regular communication with ARDD and CLOSER project partners regarding procurement-related matters.
- Provide guidance and clarification to partners regarding procurement rules and documentation requirements.
- Support partners in addressing questions related to tender procedures during project implementation.
- **Monitoring and Reporting**
- Maintain a record of procurement support activities provided to the partners.
- Provide a short progress report every six months summarizing the support provided, procurement procedures reviewed, and key observations or recommendations.
- Contribute to improving procurement practices across the project consortium where relevant.

## Deliverables and Reporting Schedule

- The Tender Manager shall provide technical support services throughout the duration of the assignment and produce the following deliverables.

**7.1 Key Deliverables**

The Tender Manager shall deliver the following outputs:

**Procurement Support and Documentation Review**

- Written feedback and recommendations on tender and procurement documentation prepared by CLOSER project partners (including terms of reference, tender notices, evaluation criteria, and procurement procedures).
- Verification that procurement documentation complies with the Interreg NEXT MED Programme rules, the CLOSER Project Implementation Manual (PIM), EU procurement principles, and applicable national regulations.

**Procurement Guidance and Advisory Support**

- Provision of technical advice and clarification to project partners regarding procurement procedures and tender management.
- Support in ensuring that procurement procedures adhere to the principles of transparency, equal treatment, non-discrimination, and fair competition.

**Procurement Monitoring and Compliance Support**

- Identification of potential procurement or compliance risks and provision of corrective recommendations to project partners.
- Support in ensuring consistency of procurement practices across the project consortium.

**Periodic Progress Reports**

Submission of brief progress reports every six (6) months, summarizing:

1. Procurement procedures reviewed,
2. Support provided to project partners,
3. Key observations and compliance recommendations.

**Final Assignment Summary Report**

1. At the end of the assignment, the Tender Manager shall submit a final summary report outlining:
1. Overview of procurement support activities,
2. Summary of tender procedures supported,
3. Key compliance observations and lessons learned.

**7.2 Reporting and Communication**

- The Tender Manager shall work under the overall coordination of ARDD, which acts as the coordinating partner for this assignment.
- Communication with other project partners shall be conducted in coordination with ARDD and as required for the implementation of procurement support activities.
- All deliverables and reports shall be submitted in English.
- Reports may be submitted electronically unless otherwise agreed.

**7.3 Indicative Reporting Timeline**

**Deliverable and Timing**

1. Procurement support and document review
On a rolling basis during project implementation
2. Progress Report 1
6 months after contract signature
3. Progress Report 2
12 months after contract signature
4. Progress Report 3
18 months after contract signature
5. Progress Report 4
21 months after contract signature
6. Final Summary Report
At completion of assignment

The exact schedule may be adjusted in agreement with ARDD based on project needs.

## Contract Duration and Payment Schedule

**8.1 Contract Duration**

The assignment will cover the implementation period of the CLOSER project and will extend until December 2027, subject to the availability of project funding and satisfactory performance.

The Tender Manager will provide services on an as-needed basis during the project implementation period, supporting ARDD and the CLOSER project partners in procurement and tender-related matters.

The contract will become effective upon signature by both parties.

**8.2 Level of Effort**

The Tender Manager shall provide support throughout the project implementation period in accordance with the tasks described in this Terms of Reference.

The assignment is expected to be intermittent and demand-driven, depending on the number and complexity of procurement procedures undertaken by the project partners.

The Tender Manager shall ensure timely availability to review procurement documentation and provide technical support when requested by ARDD or the project partners.

**8.3 Payment Schedule**

Payments under the contract will be made based on the satisfactory completion of deliverables and submission of the required reports.

The payment schedule is structured as follows:

**Deliverable**

**Payment**

Submission and approval of Progress Report 1 (6 months after contract signature)

20%

Submission and approval of Progress Report 2 (12 months after contract signature)

20%

Submission and approval of Progress Report 3 (18 months after contract signature)

20%

Submission and approval of Progress Report 4 (24 months after contract signature)

20%

Submission and approval of Final Summary Report

20%

Payments will be processed upon:

- submission of the corresponding deliverable,
- approval by ARDD, and
- submission of a valid invoice by the Tender Manager.

**8.4 Payment Conditions**

All payments will be made in accordance with the financial conditions specified in the contract.

Payments will be subject to the satisfactory performance of the services described in this TOR.

ARDD reserves the right to request clarifications or revisions to submitted deliverables before approving payment.

**8.5 Early Termination**

ARDD reserves the right to terminate the contract in the event of:

- failure to perform the tasks described in this TOR,
- breach of the conflict of interest or confidentiality requirements,
- serious professional misconduct or negligence,
- Force majeure events, including but not limited to the interruption, suspension, or termination of project funding.

In the event of termination, payment will be made only for services satisfactorily performed up to the date of termination.

## Conflict of Interest and Independence

The Tender Manager must perform the assignment with full professional independence and impartiality.

The selected consultant or firm shall comply with the following requirements:

**Independence**

The Tender Manager must act independently from ARDD and the CLOSER project partners in providing procurement support and advice.

The Tender Manager must ensure that their professional judgment is not influenced by any external interests or relationships.

**Absence of Conflict of Interest**

The Tender Manager shall declare any actual, potential, or perceived conflict of interest that could affect the impartial performance of the assignment.

In particular, the Tender Manager must not have any direct or indirect interest in companies, organizations, or individuals participating in procurement procedures under the CLOSER project.

**Disclosure Obligation**

The Tender Manager shall immediately inform ARDD in writing of any situation that may give rise to a conflict of interest during the execution of the assignment.

**Confidentiality**

The Tender Manager shall treat all documents, information, and materials received during the assignment as strictly confidential and shall not disclose them to third parties without prior written authorization from ARDD.

**Professional Conduct**

The Tender Manager shall perform all tasks in accordance with recognized professional and ethical standards, ensuring transparency, integrity, and accountability in all procurement-related activities.

Failure to comply with these requirements may result in termination of the contract.

## Exclusion criteria

**Exclusion from participation**

Tenderers will be excluded from participation in this procurement procedure if:

- they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
- they have been convicted of an offence concerning their professional conduct by a judgment which has the force of res judicata;
- they have been guilty of grave professional misconduct proven by any means which the Beneficiary can justify;
- they have 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 they are established or with those of the country of the Beneficiary or those of the country where the contract is to be performed;
- they have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities' financial interests;

**Exclusion from award of contracts**

- Contracts may not be awarded to tenderers which, during the procurement procedure:
- are subject to a conflict of interests;
- are guilty of misrepresentation in supplying the information required by the Beneficiary as a condition of participation in the contract procedure or fail to supply this information.
- Tenderers must certify that they are not in one of the situations listed above filling the declaration of honour attached to this invitation.

## Award criteria

**Pre-requirement**

Availability for the remainder of the project’s implementation period (Up to December 2027).

**Selection criteria**

Proposals will be evaluated based on a combined technical and financial evaluation, following the principle of Best Value for Money.

The evaluation process will consist of the following stages:

Eligibility and administrative check

Technical evaluation

Financial evaluation

Only proposals that pass the eligibility check and achieve the minimum required technical score will proceed to financial evaluation.

**Technical Evaluation (Maximum: 100 points)**

Technical proposals will be evaluated based on the following criteria:

**Criterion**

**Description**

**Maximum Points**

- **Relevant professional experience**
Demonstrated experience in procurement, tender management, and contract procedures, particularly within EU-funded or donor-funded projects.
**40**
- **Knowledge of EU procurement principles and donor requirements**
Demonstrated understanding of procurement rules, transparency requirements, and compliance standards applicable to EU or international projects.
**20**
- **Experience with multi-partner or international projects**
Proven experience supporting procurement processes in projects involving multiple partners and/or countries.
**20**
- **Quality of proposed work plan and methodology**
Clarity, feasibility, and appropriateness of the proposed work plan for providing procurement support to the CLOSER consortium.
**20**

**Maximum Technical Score:** 100 points

Proposals must achieve at least 60 points in the technical evaluation to qualify for financial evaluation.

The financial evaluation will be based on the cost proposal (total price including VAT).

## Selection procedure

The selection will be carried out through a Best Value for Money approach, combining technical quality and financial competitiveness.

**Step 1 – Eligibility Check**

Proposals will first be checked to ensure they meet the administrative and eligibility requirements specified in this TOR.

**Step 2 – Technical Evaluation**

Eligible proposals will be evaluated according to the technical criteria listed above, for a maximum score of **100 points**.

Only proposals scoring 60 points or higher will proceed to financial evaluation.

**Step 3 – Financial Evaluation**

The financial proposal will be evaluated using the following formula:

Financial Score=(Lowest Financial Offer/Financial Offer of the Bidder)×100Financial\\ Score = (Lowest\\ Financial\\ Offer / Financial\\ Offer\\ of\\ the\\ Bidder) \\times 100Financial Score=(Lowest Financial Offer/Financial Offer of the Bidder)×100

**Step 4 – Final Combined Score**

The final score will be calculated using the following weighting:

**Technical Score:** 60%

**Financial Score:** 40%

Final Score=(Technical Score×0.60)+(Financial Score×0.40)Final\\ Score = (Technical\\ Score \\times 0.60) + (Financial\\ Score \\times 0.40)Final Score=(Technical Score×0.60)+(Financial Score×0.40)

The contract will be awarded to the bidder obtaining the highest final combined score, provided that all eligibility requirements are met.

## Language of the tender

The tender must be submitted in English. Tender submitted in any other language will be automatically rejected.

## Annexes

The following document is attached to these Terms of Reference (TOR) and forms an integral reference for the implementation of this assignment:

**Annex 1 – CLOSER Project Implementation Manual (PIM)**

The PIM provides detailed guidance on project management, financial management, procurement procedures, and reporting obligations applicable to the CLOSER project under the Interreg NEXT MED Programme.

The Tender Manager shall perform the assignment in accordance with the provisions and procedures described in the Project Implementation Manual (PIM) and its related annexes.

For reference, the official version of the PIM is also available on the Interreg NEXT MED Programme website at the following link:
[https://www.interregnextmed.eu/project-implementation-manual-now-available/](https://www.interregnextmed.eu/project-implementation-manual-now-available/)