Climate Change Service

Transcription

1 Service Contractual matters Stijn Vermoote Lead Copernicus Contract Management

2 Current status and planning outstanding procurements

3 Contractors and sub- contractors contributing to C3S Up to date, 131 different entities from 20 European countries and 3 international organisations are involved in 54 contracts as a contractor or subcontractor counting for 225 participations in contracts managed by ECMWF. + International Organisations

4 Data Store content Scientific basis: Essential Variables as defined by GCOS GCOS Status Report and Implementation Plan IPCC, CMIP Action engaged In preparation (PIN or ITT out) Not started Observations reanalysis Model output Global estimates of ECVs from satellite and insitu observations Global atmosphere, ocean, land Multi-model seasonal forecast products Reprocessed CDRs, reference observations Regional reanalysis for Europe Access to CMIP data and products (global and regional) Support for data rescue, climate data collections Coupled climate reanalysis for 100 years Reference set of climate projections for Europe Indicators

5 EQC: Engaged and future activities Action engaged In preparation (PIN or ITT out) Not started Ensures C3S is state-of-the-art Identifies gaps in the Service Bridges Copernicus with Research Agenda in Europe (e.g. H2020, national research projects) Monitors continually, quality of C3S products and services Quality Assurance body Contributes and develops URDB/SES/etc documents

6 C3S - Development timeline 78% of the overall C3S budget is allocated to third party activities via competitive procurements or direct negotiations. 51 months June 2021 Stage 0/I: PoC/Preoperational Stage II Stage III Focus on operational services (CDS content, SIS, EQC), communication, training.

7 Implementation Procurement Process Ca. 2 months Ca. 4 to 5 months Open ITTs Evaluation bids Negotiation preferred bids Decision & Publication C3S_511: Quality Assessment of ECV Products Deadline 14 March 2017 C3S_311a: in-situ observations (4 lots) March-April 2017 C3S_34b: regional projections (2 lots) May 2017 C3S_322: regional reanalysis (2 lots) June 2017 C3S_422: SIS global and European services (2 lots) June / July 2017 Copernicus websites design and hosting April/May 2017 Copernicus sponsorship May/June 2017

8 Planning outstanding procurements Call ID Title ITT/RFP date Start Contract Type of contract C3S INFRASTRUCTURE C3S_23(b)* C3S Infrastructure Cloud hosting services N/A C3S CDS CONTENT C3S_311(c) Input data for climate reanalysis (incl. satellite data rescue) Q2/2017 Q4/2017 myb C3S_312(a) Observational gridded products (phase1 Ctu) Q1/2018 Q4/2018 myb C3S_312(b) Observational gridded datasets (phase2) Q1/2017 Q4/2017 myb C3S_33 Seasonal forecasts Q2/2017 Q1/2018 syb C3S_34 (a) Global climate projections Q3/2018 Q2/2019 myb PIN PIN PIN All Framework Agreements are supposed to run until Q and optional until Q * May be launched as a (series of) Request for Proposal rather than an Invitation to Tender myb: multi-year based service contracts syb: single year based service contracts

9 Planning outstanding procurements Call ID Title ITT/RFP date Start Contract C3S SECTORAL INFORMATION SYSTEM SIS scoping for engineering C3S_423* standardisation Q2/2017 Q3/2017 N/A C3S_424 Data for SIS operations Q3/2017 Q1/2018 syb Type of contract C3S EQC FUNCTION C3S_52(a)* EQC: SIS - Consolidation of URDB framework C3S_52(b) EQC continuity (data governance) Q3/2017 Q3/2017 N/A Q3/2017 (CP) Q2/2018 myb All Framework Agreements are supposed to run until Q and optional until Q * May be launched as a (series of) Request for Proposal rather than an Invitation to Tender myb: multi-year based service contracts syb: single year based service contracts

10 Planning outstanding procurements Call ID Title ITT/RFP date Start Contract C3S Communication and Training C3S_62* Public outreach Continuous RFPs and ITT in Q2/Q Q1/2018 syb Type of contract C3S_63* Events Continuous RFPs and ITT in Q2/Q Q1/2018 syb C3S_64 Training Continuous RFPs and ITT in Q2/Q Q1/2018 syb All Framework Agreements are supposed to run until Q and optional until Q * May be launched as a (series of) Request for Proposal rather than an Invitation to Tender

11 ECMWF Third P arty service providers: interaction and reporting

12 ECMWF Copernicus Deliverables Repository Contractor: Online system to upload deliverables (reports/tables only) and download revised deliverables : o Based on agreed list of deliverables as specified in the Service Contracts o Access on computer, tablet, smart phone for prime contractor (Service Manager and PI) via soft token ECMWF: Approval / rejection tool of deliverables, tracking of status deliverables, comments box to provide feedback to contractors European Commission and ECMWF: Repository of validated deliverables

13 ECMWF Copernicus Deliverables Repository Planning deployment ECMWF Copernicus Deliverables Repository: March: internal testing ECMWF and debugging March and April: test with a contractor March: access European Commission approved deliverables up to Q May: distribution soft tokens, guidance documents and access to all contractors

14 Letter Audit Opinion Short letter with audit opinion on above mentioned 4 points Needs to be provided by both Fixed Price and Cost Reimbursement contracts for the AIR of the previous year (for 2017 = AIR of 2016) End of annual financial audit cycle: to help contractor to conduct the audit together with other audit checks but can also be delivered earlier. For final service contract: best to provide this with Final Report.

15 ECMWF Third Party Service providers: lessons learnt during the initial 18 months

16 Deliverables and milestones Focus is on timely service provision and service development results in terms of data, data service provisions, software codes, demonstrators, evaluations and assessments, etc. Contractual reporting: factual, brief, to the point, focus on key performance indicators and potential risks. Please respect template (MS Word) for QIR, IPs and AIRs. Please pay attention on internal quality assessment before submitting your deliverables: check figures, data, use of language, correct references, lay-out. In case of expected delays to reach milestones: highlight this to ECMWF and propose solutions to anticipate further problems or impacts on other WPs or contracts. Where needed, propose mitigation plans/recovery actions. = important role of prime contractor.

17 Payment milestones Payment milestone notification: Essential document to initiate the contract verification process by ECMWF. Need to highlight all deliverables and milestones covered within the payment milestone and notify on any deviations. Date indicated in the document should be the effective date at which the payment milestone has been achieved. Contract verification process: Taking into account feedback from ECMWF, give it the right level of priority so that changes can be verified without further delays in payments Invoices: Try to send this within a week upon reception of the Notice of Acceptance document.

18 Please do not forget Aim for sustainable operational services and service developments Competitive procurement via ITTs and RFPs Contract Output based payment determined by deadlines and quality One prime contractor + eventual subcontractors Branding: Copernicus European Commission owns deliverables, IPR and assets Reporting focuses on service performance monitoring, KPIs and programme budget execution Research and Innovation activities Call for proposals Grant Effort based pre-financing and payment based on declared costs and expenses Consortium Consortium owns deliverables, IPR and assets Branding and acronym determined by consortium Reporting focused to grant management requirements

19 Learning curve also for ECMWF Since summer 2015: Faster and more consistent approach in negotiation process Close interaction between ECMWF contract and technical lead with contractors: strong client/supplier relationship Contract types, clauses, payment plans adapted to risk profile and nature of activities Streamlining contract follow-up and templates Better explanation of why specific aspects are requested and acknowledgement of specific needs of the community to make the service a success. it remains a continuous process and a priority for ECMWF

20 Questions / feedback contractual issues: stijn.vermoote@ecmwf.int Service