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ESA PECS procedures and EMITS

ESA PECS procedures and EMITS. COOPERATION WITH ESA - SECOND CALL FOR PECS PROJECTS Bernard Zufferey PECS Manager Phone: +31 71 565 34 98 E-mail: bernard.zufferey@esa.int. Summary. The ITT package a) Content b) Linked detailed information c) Reference documentation The Tendering Period

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ESA PECS procedures and EMITS

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  1. ESA PECS procedures and EMITS COOPERATION WITH ESA - SECOND CALL FOR PECS PROJECTS Bernard Zufferey PECS Manager Phone: +31 71 565 34 98 E-mail: bernard.zufferey@esa.int

  2. Summary • The ITT packagea) Contentb) Linked detailed informationc) Reference documentation • The Tendering Period • The Tender Evaluation • The Negotiation • What to submit? • When will I know • Questions and Answers

  3. Warning! • Without EMITS registration (ESA Bidder Code) there is NO PECS contract possible • Furthermore, future calls are meant to be published on EMITS ONLY, meaning that without registration there is no access to: • 1) Invitation-To-Tender (ITT) package2) Reference documentation linked to ITT3) Access to any clarification in the frame of the ITT • Note: • Number of currently registered Slovene entities: 2 only!

  4. Warning! • To register in EMITS: • Go to http://emits.esa.int • Register and get a PIN that is your password to edit and complete the questionnaires supplied • When all the questionnaires are completed and the information accepted (all semaphores are green, may be orange, but not red ) you will get a ESA Bidder Code and full access to EMITS (with a username and password). • Detailed information in: • http://www.esa.int/SPECIALS/industry_how_to_do_business/SEMLLBC1S6F_0.html

  5. Warning!

  6. 1. ITT Packagea) Content • Cover letter • In EMITS is called: “Call for Ideas under the Plan for European Co-operating States (PECS)” • Appendix 1 – Draft PECS Contract • In EMITS is called: “Contract Conditions”, • Appendix 2 – Special Conditions of Tender • In EMITS is called: “Tender Conditions”, • Clarifications (can be several) • In EMITS: typically is called “Clarification….”,

  7. 1. ITT Packagea) Content-Cover letter

  8. 1. ITT Packagea) Content-Cover letter • The Cover Letter contains always a number of essential features characterising the specific activity covered by the ITT, namely: • The name of the responsible contracts officer • It contains all programmatic and cost constraints • How to obtain clarifications (if needed) • The number of paper copies and electronic copies • The formal conditions of submission, i.e. the exact duration of the tendering period and the exact date and time (13:00 hours) by which proposals must be physically in the hands of the ESTEC’s Central Mail Registry. Please use a courier service and send to the Contracts Officer the proof (tracking number).

  9. 1. ITT Packagea) Content-Draft contract • The draft contract, based on the current revision of the General Clauses and Conditions (GCC) for ESA contracts is specifically tailored to the needs of the activity covered by the ITT. The draft contract reflects the intended “rules of the game”: full compliance is expected. • Part I. All clauses shall apply unless stated otherwise in the contract • Part II of the GCC, concerned with Intellectual Property Rights, Option A shall apply • The clauses with an "Option" will be finalised at the negotiation stage • the Draft Contract is tailored for straightforward contracts, should the activity be more complex the Contract will be adapted. • The Annexes form an integral part of the contract

  10. ITT Package a) Content-Spec. Cond. of Tender • Together with the General Conditions of Tender (covering the more generic and formal aspects), the Special Conditions of Tender can be regarded as the Agency’s “detailed instructions” e.g.: • Length of the outline proposal (20 pages max.) • Period of validity of the proposal (usually 12 months) • Number of Proposals per Bidder (2 independent and unrelated proposals) • Contents of the Outline Proposal (Template) • Evaluation Criteria • Description of the process of evaluation and selection

  11. ITT Package a) Content-Spec. Cond. of Tender • The General Conditions of Tender (available on EMITS) shall apply to all Invitations To Tender except where they are modified or amended by the Special Conditions of Tender. • Annex A: Information of Technology Readiness Levels (TRL) • Annex B: Template Proposal - Your outline proposal is to be submitted on this template • The requested PSS forms (A1, A2 and A8) and instructions on how to complete them, are available on EMITS.

  12. ITT Package a) Content-Spec. Cond. of Tender

  13. ITT Package a) Content-Spec. Cond. of Tender • Annex A: Technology Readiness Levels (TRL) • Outline Proposal requires that you identify the start and target TRL of the proposed activity • Contains information to help you to identify the start and target TRL

  14. ITT Package a) Content-Spec. Cond. of Tender • Annex B: Template Proposal • Part A: Cover Letter • MUST be signed • Part B – Technical and Application Proposal • Part C – Financial, Management and Administrative • The PSS forms MUST be submitted by both the bidder (contractor) and his sub-contractors (one set each). Please note that all PSS forms must be signed.

  15. 1. ITT Packageb) Linked Detailed Information • Detailed information concerning the Agency’s programmes: • General Studies Programme (http://www.esa.int/SPECIALS/GSP/index.html) • TRP Implementation Status of Workplan 2005-2007 (http://emits.esa.int/emits-doc/ESTEC/TEC-SB_7972_TRP2005-2007_19XI10.pdf), • TRP Implementation Status of Workplan 2008-2011 (http://emits.esa.int/emits-doc/ESTEC/TEC-SB_7973_TRP2008-2011_20IX10.pdf) • TRP Preliminary Selection of Activities for 2011-2013 (http://emits.esa.int/emits-doc/ESTEC/ESAIPC(2010)119_TRPPrelSel2011-2013.pdf)

  16. 1. ITT Packageb) Linked Detailed Information • Detailed information concerning the Agency’s programmes (cont.): • Cosmic Vision 2008-2009 Workplan (http://emits.esa.int/emits-doc/ESTEC/ESAIPC(2008)33add1_CosmicVision_2008_2009.pdf) • Cosmic Vision 2009-2012 Workplan (http://emits.esa.int/emits-doc/ESTEC/ESAIPC(2010)81_CosmicVision2009-2012.pdf) • Robot Exploration 2009-2014 Workplan (http://emits.esa.int/emits-doc/ESTEC/ESAIPC(2010)136_RobotExp2009-2014.pdf

  17. 1. ITT Packageb) Linked Detailed Information • Detailed information concerning the Agency’s programmes (cont.): • GSTP-4 Workplan (http://emits.esa.int/emits-doc/ESTEC/ESAIPC(2007)71_GSTP4.pdf) • GSTP-4 Status Report 2010 (http://emits.esa.int/emits-doc/ESTEC/ESAIPC(2010)22_GSTP4StatusSep2010.pdf) • GSTP-5 Element 1 Workplan (http://emits.esa.int/emits-doc/ESTEC/ESAIPC(2010)51_GSTPEl1.pdf) • GSTP-5 Element 2 Workplan (http://emits.esa.int/emits-doc/ESTEC/ESAIPC(2009)65_GSTPEl2.pdf)

  18. 1. ITT Packageb) Linked Detailed Information • Detailed information concerning the Agency’s programmes (cont.): • European GNSS Evolution Workplan 2007-2010 (http://emits.esa.int/emits-doc/ESTEC/EUROPEAN-GNSS-EVOLUTION-WORKPLAN-2007-2010-AOrev1.pdf) • ARTES 1 2010 Workplan (http://emits.esa.int/emits-doc/ESTEC/ARTES1_Workplan2010[1].pdf), • ARTES 5 2009 Workplan (http://emits.esa.int/emits-doc/ESTEC/ARTES5.1_Workplan_2009[1].pdf) • ARTES 5 2010 Workplan (http://emits.esa.int/emits-doc/ESTEC/ARTES5.1_Workplan2010[1].pdf) • Regarding ARTES 3-4 and ARTES 20, all activities are published in EMITS (http://emits.esa.int). Additional information can be found in (http://telecom.esa.int/projectsearch) for ARTES and (http://iap.esa.int/iap-themes) for ARTES 20.

  19. 1. ITT Packageb) Linked Detailed Information • Detailed information concerning the Agency’s programmes (cont.): • List of Intended Invitations to Tender (EMITS) covering all ESA Programmes • (http://emits.esa.int/) • Currently Open Invitations to Tender (EMITS) covering all ESA Programmes (http://emits.esa.int/)

  20. 1. ITT Packagec) Reference Documentation • General Clauses and Conditions (GCC) for ESA Contracts, Reference: ESA/REG/002, July 30th, 2010 • General Conditions of Tender for ESA Contracts (GCT) • PSS Forms for cost proposal submission • For this Call for Outline Proposals you will need PSS A1, A2 and A8. • NB:These Reference Documents can be obtained in EMITS under: • Reference • Documentation/Administrative Documents • with a GUEST login (no PIN or password needed)

  21. 2. The Tendering Period • During the tendering period ALL questions must be submitted in writing to the Contracts Officer. • Those Questions and Answers that are of relevance to all Bidders, will be published on EMITS as a clarification for the benefit of all bidders. • At the end of the tendering period there is a formal opening (Tender Opening Board) of the outline proposals that have arrived at the Central Mail Registry. Only compliant proposals will be accepted for evaluation by the Tender Evaluation Board. • Note that ESA will NOT send an acknowledgement of receipt regarding your outline proposal. • Be sure that your proposal arrives in time and send by email a scan of your courier receipt to the Contracts Officer. • Bidders are not entitled to contact ESA staff about the outcome of the evaluation of the CI after the closing date. After the technical evaluation by ESA and the review by the Delegation, ALL Bidders will be notified

  22. 3. Tender Evaluation • The technical evaluation is performed by the Tender Evaluation Board (TEB): • TEB is composed of technical ESA staff that are experts in the specific area of the proposal • Statement of Non-Disclosure and Non-Interest Form signed by all TEB members • All outline proposals reviewed technically by the TEB • The TEB will assess the proposals and mark them • A summary TEB report with the technical evaluation, ranking of proposals and recommendations is submitted to the national Delegation.

  23. 3. Tender EvaluationEvaluation Criteria See Section 9.B of Special Conditions of tender. ESA’s Tender Evaluation Board (TEB) will evaluate the outline proposals using the following criteria: 1) CLARITY OF THE TECHNICAL OBJECTIVES AND DEFINITION OF THE REQUIREMENTS FOR THE PROPOSED WORK. QUALITY OF ENGINEERING APPROACH AND DISCUSSION OF PROBLEM AREAS. BACKGROUND AND EXPERIENCE OF THE COMPANY (IES) RELATED TO THE PARTICULAR FIELD CONCERNED, INCLUDING ADEQUACY OF PROPOSED FACILITIES. QUALITY AND SUITABILITY OF PROPOSED PROGRAMME OF WORK. 2) CURRENT AND TARGETED MATURITY STATUS OF THE DEVELOPMENT; PROSPECTS FOR USE IN ESA PROGRAMMES; CONSISTENCY WITH PROGRAMMATIC OBJECTIVES. 3)CREDIBILITY OF THE COST ESTIMATION AND THE PROPOSED SCHEDULE. ADEQUACY OF MANAGEMENT APPROACH AND ADEQUACY OF THE KEY PERSONNEL FOR THE EXECUTION OF THE WORK. 4) COMPLIANCE WITH THE ADMINISTRATIVE TENDER CONDITIONS OF THE CALL FOR OUTLINE PROPOSALS AND ACCEPTANCE OF THE DRAFT CONTRACT.

  24. 4. Negotiation Period • On the basis of the TEB evaluation, there are the following possibilities for a positive outcome: • The Bidder is invited to a negotiation on the basis of the submitted Outline Proposal. • 2. The Bidder is requested to submit a full proposal (structure and content of full proposal will be specified by ESA). • 3. A restricted competitive Invitation-To-Tender (ITT) in the case of very similar selected Outline Proposals

  25. 4. Negotiation Period In the case of a negative outcome see Section 9.F of Special Conditions of Tender: F. The contact person of the Prime Contractor mentioned in the proposal (see point 5 in the cover letter of Annex B- Proposal Template), will be informed of the result of the CI after a decision has been taken.

  26. 5. What to submit?Who can be involved? From Cover Letter: 1. The present Call for Ideas (CI) is addressed only to national companies (including SME) or academia and research organisations. Recipients of the present CI are therefore requested to note that the Agency can only consider ideas from companies or organisations residing in the country. Consortia including companies & organisations within other ESA Member States may be accepted if duly justified. Tasks assigned to non-national entities shall in any case not constitute the core activities of the proposed study or development, since entities outside of the country cannot be funded by PECS.

  27. 5. What to submit?Who can be involved? Tips: - If your company/institute has no expertise in space activities a non-national partner may be part of the team but you have to ensure that you are doing the core activities and that he is funded outside of PECS. - If test or qualification facilities are necessary and these or the know-how to do it are not available in the country, you may have a non-national partner (as prime or sub-contractor as appropriate). Non available services in the country can be paid by PECS.

  28. 5. What to submit?What types of activities? From Cover Letter: The subject of the present CI is exclusively for: a) Flight Hardware activities with preference for those related to launcher or satellite platform technologies and sensors or to generic technologies with potential for re-use (the start TRL shall be at least 3 and the target TRL shall be at least 5-6) b) Research and development activities leading to products (hardware or software), mission related services, technology demonstrations or to generic technologies with potential for re-use (the start TRL shall be at least 2 and the target TRL below 5) c) Preparatory activities (e.g. studies, feasibility studies, user requirements or market surveys) to support national competitiveness in GMES and Galileo services as well as in ESA programmes (optional and mandatory). d) Education activities pertinent to the development of a space curriculum in universities or participation of university students in student satellites; awareness activities to raise the awareness of space.

  29. 5. What to submit?What cost? From Cover Letter: 3. Bidders are invited to submit Detailed Ideas quoting for a) flight hardware activities a price not higher than Euro 500.000, for b) research and development activities a price not higher than Euro 200.000, for c) preparatory activities a price not higher than Euro 100.000 and d) education and awareness activities a price not higher than Euro 40.000. The finally selected activities, after successful negotiation, will result in firm fixed price contracts 100% funded by ESA PECS budget. The Agency reserves the right to conduct a pre-award audit, if deemed necessary

  30. 5. What to submit?Academia or Industry? From Cover Letter: 5. -Type a) Flight hardware ideas must be led (prime contractor) by industry. -Type b) R&D ideas may be led by academia or research organizations only when the target TRL is 3 or below, exceptions will be accepted for Space Science instrument-related activities. -Type c) preparatory activities may be led by either industry or academia/research organizations depending on the context. -Type d) education and awareness activities must be led by a University.

  31. 5. What to submit?What content? • From Cover Letter: • 8. The technical content of the Idea shall take into account the following: • The technical subject shall have potential for further use or development in: • - ESA activities or programmes or • - EU-ESA joint space activities • - addressing specific niche markets (no competitive products available elsewhere in Europe or when a second source would be an asset) or • - fostering the creation of strong and long-term relations between national firms and well-established European space firms.

  32. 5. What to submit?What content? • From Cover Letter: • b) The technical subject shall take into account the priorities of the national space plan and policy and be complementary to current and future European space activities: • -Of special interest are ideas: • that could lead to cross-sectional products/services relevant to different types of satellite missions that are used in several types of satellite platforms, especially those relevant to Space Science; • that have the potential to bring long-term benefits to national space industry in its participation in space activities. • -The Intellectual Property Rights (IPR) of what is being pursued with the activity must also be considered and explicitly addressed in the Detailed Idea. In principle, the proposed activity should lead to a product/application/service with a national IPR; however, this requirement may be waived when there is a clear national benefit for example in the form of the establishment of a long-term supplier relationship.

  33. 5. What to submit?What content? From Cover Letter: c) Bidders shall avoid duplication of ongoing and intended activities with ESA ongoing and intended programmes. Such duplication will lead to rejection of the Idea.

  34. 6. When will I know? Expected schedule: End of the call: - 27 May 2011 Evaluation by ESA experts - 4 to 6 weeks after the end of the call (depending on the number of proposals) First contracts based on Outline Proposal - September/October 2011

  35. 7. Questions and answers • All questions related to this presentation and of general interest are most welcome. • For specific issues, face-to-face meetings can be organised if needed. THANK YOU FOR YOUR ATTENTION

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