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9 July 2019

6th (Final) Call for Outline Proposals under the Plan for European Cooperating States (PECS) in Latvia AO/1-9953/19/NL/SC. 9 July 2019.

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9 July 2019

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  1. 6th (Final) Call for Outline Proposals under the Plan for European Cooperating States (PECS) in Latvia AO/1-9953/19/NL/SC 9 July 2019

  2. This presentation material does not contain sufficient information to be used, in any way, in the context of the ITT (Invitation-to-Tender) AO/1-9953/19/NL/SC. This presentation is just to help understand, in a simplified manner, some of the Rules and Procedures associated with ESA procurements and in particular of this ITT. Please ensure that your Outline Proposal is compliant with the requirements contained in the ITT AO/1-9953/19/NL/SC documentation. DISCLAIMER

  3. Plan for European Cooperating States • Latvia signed the ECS Agreement on 15 March 2013 and PECS Charter on 30th January 2015. So far, Latvian entities signed 27 PECS contracts with ESA. • The current ECS Agreement with Latvia will last until January 2020. It aims at supporting Latvian entities for future involvement in ESA programmes and activities and to prepare the ECS participants in the most efficient manner for future association to ESA or for accession to ESA convention. • This is achieved by: • Familiarising entities with ESA practices and standards • Developing competitive capabilities, products and services wrt to European industry • Developing cooperation between ECS scientific users and industry, and European partners. • Education • The Latvian PECS programme awards contracts to Latvian entities via Calls for proposals, which is the object of this presentation.

  4. Overview of PECS Results • 1st PECS Call • 33 proposals were received, 11 were funded • Success Rate: 33% • 2nd PECS Call • 9 proposals were received, 2 were funded • Success Rate: 22% • 3rd PECS Call • 18 proposals were received, 11 were funded • Success Rate: 61% • 4th PECS Call • 14 proposals were received, 6 were funded • Success Rate: 43% • 5th PECS Call • 14 proposals were received, 6 were funded • Success Rate: 43% • + 3 Top-down activities

  5. ESA Tools - Basics of ESA Procurement ITT Package for Open Call for Outline Proposals Cover Letter Draft Contract Tendering Conditions Proposal Template The Tender Evaluation The Negotiation Period Debriefing Schedule The last PECS call – what next? Questions Summary of presentation

  6. 1. BASICS OF ESA PROCUREMENT ESA electronic procurement tools EMITS ESA-Star Registration ESA-Star Tendering Entities registration Access ITT Documents Submit your proposal Review activities which you might be interested in Update registration (1/year) Request creation of Bid Restricted Area in ESA-Star Tendering

  7. 1. BASICS OF ESA PROCUREMENTESA - STAR Registration ESA-STAR Registration (https://esastar-emr.sso.esa.int/) Registration on ESA-STAR is a pre-requisite for all entities wishing to do business with ESA. Without an ESA-STAR registration (ESA Entity Code) there is NO access to the ITT documents in EMITS. User ID and password will be given to you after the ESA-STAR registration is validated by ESA.

  8. 1. BASICS OF ESA PROCUREMENTEMITS - Electronic Mail Invitation to Tender System https://emits.esa.int/ ESA’s web-based system for publishing Invitation-to-Tenders (ITT). It includes: A list of intended ITTs Standards and documents (e.g. PSS-A forms, ESA GCC, engineering standards etc). Competitive ITTs published by other entities under ESA Best Practices scheme NEWS. Companies can see the tender documents in case : Participating country in open competition, Direct negotiation with the company, For restricted tenders, if they are a company addressed by ESA.

  9. 2. ITT Package Invitation to Tender (ITT) AO/1-9953/19/NL/SCInvitation to Tender for the Sixth Call for Outline Proposals under the Plan for European Cooperating States (PECS) in Latvia

  10. 2. ITT Package ITT/AO Cover Letter Annex A: Workplans of ESA Annex B: Technology Readiness Levels (TRL) Appendix 1: Draft contract Appendix 2: Tendering Conditions for Express Procurement Procedure Appendix 3: Proposal Template

  11. 2. ITT Package – Cover Letter The Cover Letter contains a number of essential features regarding the ITT e.g. • The name of the responsible Contracts Officer (S. Courtois) • Submission deadlines for evaluation • All programmatic and price constraints • Description of the process of evaluation and selection • Evaluation criteria • Instructions and restrictions for proposals submission

  12. 2. ITT Package – Cover Letter The Cover Letter indicates the formal conditions of submission, i.e. the exact duration of the tendering period and the exact date (18th of Sept 2019) and time (13:00 hours CET)by which proposals must be submitted. The ITT/AO is expected to be published on the 12th of July 2019

  13. 2. ITT Package – Cover LetterWhat to submit? See section 1 of the COVER LETTER: • The present ITT is addressed only to Latvian companies (including SME) or academic and research organizations. Potential Tenderers are therefore requested to note that the Agency can only consider Proposals from companies or organizations residing in Latvia. However, bid teams including companies & organizations outside of Latvia may be accepted if duly justified under the following conditions: • Tasks may be assigned to non-Latvian entities residing in other ESA Member States. Such tasks shall in any case not constitute the core tasks of the proposed activity and shall not exceed 20% of the total price.

  14. 2. ITT Package – Cover LetterWhat to submit? Tips – when to include a sub-contractor: • If your company/institute has no expertise in space activities an European partner may be part of the team (as sub-contractor) but you have to ensure that you are doing the core activities. • Example: a potential customer, defining requirements and/or specifications or performing tests and/or qualification. • if test or qualification facilities are necessary and these are not available in the country or the know-how to do it, you may have an European partner within the ESA Member States (as sub-contractor or service provider). • Be sure to explain clearly what the sub-contractor is doing and why they are needed

  15. 2. ITT Package – Cover LetterWhat to submit? See section 2 of the COVER LETTER: 2. The total budget earmarked for this ITT is : 800.000 Euros (Eight hundred thousand Euros).

  16. 2. ITT Package – Cover Letter What type of activities? The subject of this ITT is exclusively for the following activity types: • Close to Market (Upstream) related Activities • Research and Development Activities • Space (Downstream) Applications • Preparatory Activities • Education Activities

  17. Idea 2. ITT Package – Cover Letter What type of activities? Expected flow • Market!

  18. 2. ITT Package – Cover Letter What type of activities? • Preparatory Activities. Paper studies and simple (prototyping) activities (e.g. feasibility studies/demonstrators, market surveys, user requirements and breadboard demonstrators) aimed at supporting national competitiveness related to ESA programs to which Latvia may subscribe in the future or the initial steps of a product development for Space with potential for use on ESA missions. • Such activities shall typically cover TRL 2-3 • Up to 100 k€ • may be led by any legal entity depending on the specific context, howeverthe participation of an industrial partner with a clear business interest in the result is strongly encouraged Startup/Spinoff Friendly!

  19. 2. ITT Package – Cover Letter What type of activities? • Research and Development Activities (including Technology Demonstrations, Industrial Process Development, Process Qualification/Certification) leading to products or generic technologies with the potential for re-use. • The start TRL shall be TRL 3 or 4 and the maximum increase in TRL shall be 2 steps • Up to 200 k€ • should preferably be led by industry, but in any case a proposal must include industrial partners who have the capability to develop the application, product or service to the point where it can be brought to the market and become part of an ongoing, sustainable business

  20. 2. ITT Package – Cover Letter What type of activities? • Flight segment related activities and close to market space ground products related to ESA missions and activities, in the form of equipment or generic technologies (i.e. products) with potential for re-use on ESA missions. • The start TRL shall be at least 4 and the target end TRL at least 6 • Up to 300 k€ • Must be led by industry (prime contractor)

  21. 2. ITT Package – Cover Letter What type of activities? • Space (downstream) Applications. Products and services making use of ESA/ European space infrastructure that is already existing or scheduled for operation in the near term. • The start TRL shall be at least 4 and the target end TRL shall be at least 6 • Up to 150 k€ • Should preferably be led by industry, but in any case the consortia making a proposal must include industrial partners who have the capability to develop the application, product or service to the point where it can be brought to the market and become part of an ongoing, sustainable business

  22. 2. ITT Package – Cover Letter What type of activities? • Education activities restricted to the development of university courses and curriculaabout space technology and its practical application. • Up to 50 k€ • May be led by either universities/research organizations or other national entities depending on the context

  23. 2. ITT Package – Cover Letter: Annex B - TRL ANNEX Bof the Cover letter • Technology Readiness Levels (TRL) • Outline Proposal requires that you identify the start and target TRL of the proposed activity. • Contains information to help you identify the start and target TRL. • TRL is given for Software, Applications and Services as well as Commonly Used Engineering Terms.

  24. 2. ITT Package – Cover Letter: Annex B - TRL Type A/C Type B Type D

  25. 2. ITT Package – Cover LetterWhat content? 6. The proposed activity shall have potential for further use or development in ESA activities: a) The proposed activity shall address AT LEAST one of the following: foster the development of space-related capabilities, especially in industry, in preparation for a potential future accession of Latvia to the ESA Convention; address specific niche markets (no competitive products available elsewhere in Europe or when a second source would be an asset); foster the creation of strong and long-term relations between national firms and well-established space firms in ESA Members States; foster the creation of strong and long-term relations between national firms and national universities and research institutions.

  26. 2. ITT Package – Cover LetterWhat content? See section 6 of the COVER LETTER: c) Tenderers shall avoid duplication of already ongoing and intended ESA activities.Such duplication may lead to rejection of the proposal. Duplication of activities carried out in EU (or Public) programmes may also lead to rejection. The documents in Annex A hereto provide visibility of the workplans of ESA. However, complementarity to these activities is allowed. • Such duplication will lead to rejection of the Outline Proposal. Programmatic Alignment: Search the workplans (documents) and the websites supplied (ANNEX A of the COVER LETTER) to be sure that your idea/proposal is not already covered. If it is, your proposal will be rejected.

  27. 2. ITT Package – Cover Letter Workplans ANNEX A of the Cover letter • Links to workplans for all relevant ESA programmes • Discovery, Preparation, Technology Development (DPTD) • Discovery and Preparation Programme • Technology Development Element (TDE) • Science CoreTechnology Programme (CTP) • European Exploration Envelope Programme (E3P) • General Support Technology Programme • Earth Observation • Global Navigation Satellite System • Advanced Research in Telecommunication Systems (ARTES) • Space Situational Awareness • Intended Invitations-to-Tender (EMITS) covering all ESA Programmes • Currently Open Invitations to Tender (EMITS) covering all ESA Programmes A potential Tenderer must check if the activity s/he plans to present is already in ESA plans and Intended Invitations to Tender (ITT).

  28. 2. ITT Package – Cover Letter Compliance and number of proposals Number of proposals for submission per Tenderer The number of proposals per Tenderer (as prime contractor) is restricted to a maximum of 2 (two) independent and unrelated proposals. You are required to clearly state that you accept all terms and conditions of the Draft Contract (see point 10 of the Cover Letter of the Proposal Template); Your tender is valid during a period of fourteen (14) months from the date of tender submission. The total number of pages for the proposal shall not exceed 25. These 25 pages exclude the Cover Letter, the PSS forms and Annexes (if any).

  29. 2. ITT Package – Appendix 1: Draft Contract ITT/AO Cover Letter Annex A: Workplans of ESA Annex B: Technology Readiness Levels (TRL) Appendix 1: Draft contract Appendix 2: Tendering Conditions for Express Procurement Procedure Appendix 3: Proposal Template

  30. 2. ITT Package – Appendix 1: Draft Contract Full compliance to terms and conditions are expected • The draft Contract, is based on the EXPRO (+) Contract and the “relevant” parts of the ESA General Clauses & Conditions ( ESA GC & C) are embedded in the Contract with some adaptations. • 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 (e.g. flight hardware activities) the Contract will be adapted accordingly. • The Annexes form an integral part of the Contract. • New addition to ESA contract template: Personal Data Processing Annex.

  31. 2. ITT Package – Appendix 2: Tendering Conditions ITT/AO Cover Letter Annex A: Workplans of ESA Annex B: Technology Readiness Levels (TRL) Appendix 1: Draft contract Appendix 2: Tendering Conditions for Express Procurement Procedure Appendix 3: Proposal Template

  32. 2. ITT Package – Appendix 2: Tendering Conditions • The EXPRO (+) Tendering Conditions (“EXPRO/TC”) apply instead of the ESA General Conditions of Tender. • What type of Information will you find ? • Formal conditions for tendering (eligibility, negotiation, retention etc.) • Compliance and Key Acceptance Factors • Communication with ESA • Proposal submission conditions • General considerations regarding ESA-STAR • The Proposal Template support the compliance with the Special Conditions of Tender. NOTE: Annex II to the Tendering Conditions contain important practical information for submitting proposals to ESA-STAR.

  33. 2. ITT Package – Appendix 3: Proposal Template ITT/AO Cover Letter Annex A: Workplans of ESA Annex B: Technology Readiness Levels (TRL) Appendix 1: Draft contract Appendix 2: Tendering Conditions for Express Procurement Procedure Appendix 3: Proposal Template

  34. 2. ITT Package – Appendix 3: Proposal Template Structure of the Proposal Template: • Cover Letter • Part 1– Technical and Application Part • Part 2 – Management Part • Part 3 – Financial Part • The PSSforms MUST be submitted by both the Tenderer (contractor) and his sub-contractors (one set each). • Please note that all PSS forms MUST be signed. • Part 4 – Contract Conditions Part

  35. 2. ITT Package – Appendix 3: Proposal Template IMPORTANTINFORMATION • All red font paragraphs of the template are for your information Only. The red font must be deleted. • NO CHANGE in the structure, title headings, margins, font are allowed. • When submitting to ESA-STAR, two document shall be submitted: - The signed Cover Letter - One single file collating the signed Cover Letter, the proposal, the signed PSS forms and Annexes, if any • The total number of pages for the proposal shall not exceed 25 pages. These 25 p. exclude the Cover Letter, the PSS forms and Annexes(if any)

  36. 3. The Tender Evaluation Board (TEB) • After the announced submission deadlines, there is a formal opening (Tender Opening Board) of the outline proposals that have been submitted. The compliant proposals will be accepted for evaluation by the Tender Evaluation Board (TEB). Non-compliant proposals will be rejected and not evaluated. • TEB is composed of ESA staff supported also by ESA experts in the specific area of the proposal. • Statement of Non-Disclosure and Non-Interest Form signed by all TEB members. • The TEB members independently assess proposals, then the board convenes to discuss comments and mark the proposals. A TEB report is written containing all details of the collective evaluation. • A summary of the TEB report with the technical evaluation, ranking of proposals and recommendations is submitted to the delegation.No detailed financial information (e.g. hourly rates) will be disclosed.

  37. 3. The Tender EvaluationEvaluation Criteria

  38. 3. The Tender EvaluationEvaluation Criteria • ESA Marking: • 100 Perfect • Excellent • Very good • Good • Fair • Barely acceptable • <40 Below acceptability Taking into account the Weighting Factors, the importance of the Criteria in descending order is: • Criterion 1 – Technical • Criterion 3 – Management and cost • Criterion 2 – Programmatic • Criterion 4 – Legal and administrative Please note that only proposals with an overall mark above 50 will be submitted to the Latvian Ministry of Science and Education for programmatic review and possible recommendation for implementation

  39. 3. The Tender EvaluationProgrammatic Review ESA with the Latvian Ministry of Science and Education performs the programmatic evaluation of the proposals, with an overall mark higher than 50: • Takes into account the TEB report containing the technical evaluation, marks, ranking and recommendations; • Considers the available budget, the programmatic priorities and national interests; • Recommends activities for implementation (subject to final approval by ESA programme boards); • This meeting is planned for late December 2019.

  40. 5. Debriefing – unsuccessful proposals See section 11.f) of the COVER LETTER : f) The contact person of the Prime Contractor mentioned in the proposal (see point 7 in the Cover Letter of the Proposal Template) will be informed in writing of the result of the ITT after a decision has been taken. If the proposal has been unsuccessful, the Tenderer may request the nominated the Agency’s Contracts Officer to advise him of the reasons why the proposal has not been retained in a verbal debriefing. Any information will be limited to the Tenderer’s own proposal. Important: ask for a debriefing! It is the best way of learning why your proposal was not recommended and what you need to improve! Suggestion: even if your proposal was recommended, ask for a debriefing during the negotiation.

  41. 6. The Evaluation ProcessExpected schedule Publication in EMITS - 12thof July 2019 Deadline for Submission of Outline Proposals - 18th of September 2019 Tender Evaluation Board (TEB) - November 2019 (planned) First communications to Bidders 4 to 6 weeks after the meeting - negative outcomes will be communicated first - positive outcomes will be conditional to approval by ESA Delegate Bodies First contracts based on Outline Proposal - from Q2 2020

  42. Hints and Tips In March an extensive proposal writing presentation was given. If anyone wants to have this material again, please contact Kaspars. REMEMBER: There is no substitute for a good idea. Do not use a previous template from any other ITT ESA is only allowed to evaluate what is in the 25 pages of the proposal The TEB members have to read typically 20+ proposals in total per TEB – the easier you make it for them to read and understand, the better.

  43. Proposal Template: Common Mistakes VERY BRIEF summary of SOME of the most common mistakes seen: Criteria 1 Objectives difficult to understand or not clearly stated. Poor or missing technical requirements (e.g. not covering the key points, not quantified or verifiable, not matching market need) Poor or missing engineering approach (e.g. Baseline concept not described, missing reviews or checks, lack of key testing or validation) Poor or inadequate programmeof work (e.g. missing customer involvement, missing design or development steps) and inconsistency between text, flowchart, WPD and GANTT. Missing experience or facilities – No information on relevant work done by the company, no or poor relevant CVs for the key personnel, no (or poor information) on facilities and/or having no plan to acquire it Poor WPD (e.g. insufficient detail to understand the full scope of the work, no clear responsibilities, inputs and outputs of each WPD) Poor WBS (e.g. spaghetti WBS and flowchart, too many/few WPD, WP not with tasks for more than one entity) Criteria 2 Not meeting the programmatic constraints of the cover letter (e.g. not related to ESA needs or programmes, not space related, not credible start or target TRL, no clear benefit for the country, no user involvement in services and applications proposals)

  44. Proposal Template: Common Mistakes VERY BRIEF summary of SOME of the most common mistakes seen: Criteria 3 Poor management plan (e.g. missing how you will monitor the timely implementation of the activity, sub-contractor control or including a steering group or management ‘team’ instead of a Project Manager) Poor planning (e.g. insufficient detail, no dependencies, too much in parallel, not matching scope of WPD) Non-credible costing (e.g. hours not corresponding to described scope work in WPD, procurement of inappropriate items, excessive travel costs, price = max available envelope, procured items not detailed or justified) Poor definition of deliverables (e.g. missing deliverables, not covering the full scope of work, deliverables not matching WPD outputs) High/very low management hours. Inconsistency between PSS forms and proposal (costed travels not in meeting plan, facilities/service costed for but not mentioned in proposal) Criteria 4 Some of the documents not signed or missing (e.g. Cover Letter, PSS Forms) Non compliance with tender conditions (e.g. Introducing changes to the Proposal Template or exceeding the maximum number of pages) Disagreeing with the Draft Contract (that you accepted by signing the Cover Letter) Leaving incomplete part of the essential information (e.g. milestone payments, deliverables, leaving empty the IPR section, management plan section or any other section – please fill it: if it is the case say that it does not apply and why)

  45. 7. The last PECS call – what next Next step expected to be discussed in August jointly by Latvia and ESA and then next cooperation model later decided by Latvian government Key message: The end of this PECS cycle is just the start of further cooperation between Latvia and ESA

  46. 8. Questions? For questions related to specific projects or issues use the one-on-one sessions. In the one-on-one sessions please do not ask general questions – they are very limited in time. ? For issues DIRECTLY related to this Call contact (PECS Contract Officer): Email: sandy.courtois@esa.int Phone: +31 71 565 8230 For issues NOT related to this Call, feel free to contact: Email:Stephen.airey@esa.int Phone: +31 71 565 5395 With (PECS Support Engineer) in CC: Email: sergio.tabasco.vargas@esa.intPhone: +31 71 565 5519

  47. Thank you for your attention. Questions?

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