Invitation to tender on the procurement of Strategic foresight support for Tekes

Transcription

1 Invitation to tender 1 (10) Invitation to tender on the procurement of Strategic foresight support for Tekes Tekes Osoite/Address/Adress Posti/Post/Mail Puh./Tel. Kyllikinportti 2 PL 69, Helsinki Kyllikkiporten 2 PB 69, Helsingfors Kyllikinportti 2 P.O. Box 69, FI Helsinki kirjaamo@tekes.fi

2 Invitation to tender 2 (10) 1 INVITATION TO TENDER CONTRACTING AUTHORITY OBJECT AND PURPOSE OF THE CONTRACT Background Purpose Object CONTRACT PERIOD CONTRACT AWARD PROCEDURE Processing of tenders SUITABILITY OF THE TENDERER MINIMUM REQUIREMENTS FOR THE TEAM SELECTION AND EVALUATION OF TENDERS Qualitative properties 90 % Content relevancy 50% References 50 % Price 10 % TERMS OF CONTRACT TERMS OF PAYMENT SUBCONTRACTORS ALTERNATIVE TENDERS AND PARTIAL TENDERS PUBLICITY OF TENDER DETAILS AND PROCUREMENT DOCUMENTS DRAWING UP TENDER ADDITIONAL INFORMATION DURING THE COMPETITION SUBMISSION OF TENDERS DATE AND SIGNATURE ANNEXES (10)

3 Invitation to tender 3 (10) 1 Invitation to tender Tekes - the Finnish Funding Agency for Innovation hereinafter referred to as the Customer or Contracting Authority ) requests your tenders for supplying Foresight service (hereinafter referred to as the Service) as detailed in the contract notice published on the public procurement website Hilma on and in the Ted database on and in this Invitation to tender and in its Annexes as follows: 2 Contracting authority Tekes - the Finnish Funding Agency for Innovation Tekes employs approximately 400 people in Finland and abroad, of whom 90 in regional Centres for Economic Development, Transport and the Environment (ELY Centres). In addition, approximately 20 programme coordinators from outside Tekes support the work of Tekes own managers and provide an important contribution. 3 Object and purpose of the contract 3.1 Background Tekes has foresight activities for strategic planning and a goal to transform foresight work to a continuing process to support its own staff in making well informed decisions as well as to support long term strategic decision making and foresight work with all Tekes s stakeholders. Tekes also provides foresight services (reports, foresight workshops and events) for Finnish companies under the Team Finland Market Opportunities service (TF Future Watch). 3.2 Purpose The purpose of this Invitation to Tender is to request tenders on foresight service, including access to foresight information, tools and workshops/future labs to support foresight competence at Tekes. By foresight in this case is meant a long-term perspective insights, ranging from 3 to 10 years time scale. Preferred approach is human centric, with deep understanding of technology, economical, political and societal forces affecting human environment and behavior. 3.3 Object The object of contract is to support Tekes strategic foresight activities and operations. 3(10)

4 Invitation to tender 4 (10) Service provider is requested to name a team with contact person. Team composition might vary based on the subjects of offered research programs but service provider is requested to have adequately high number of experienced research staff available. Estimated maximum value of the contract is per year. The amount of services to be procured is an estimate and does not form an obligation for the Customer to buy that amount of services. Object of the contract is to have subscription to service including: 1. Content: Access to global foresight information (access limited to 20 users) o Research agenda and programs which offer data and information on key areas of digitalization, cleantech & bioeconomy and health & wellbeing o Research programs which go beyond the above mentioned areas exploring disruptive phenomena 2. Support for foresight work: Access to interactive workshops (for 2-3 people per workshop) o Access to 2-3 foresight workshops/year o Option for training and competence development in foresight work (methods and tools) 3. Support in sharing the foresight information in the organization o for example webinars/teleconferences, video snapshots of key trends and issues The Customer selects one (1) supplier and concludes a contract with that supplier. 4 Contract period The contract period starts from the signing of the contract and the contract will be valid for the time being. 5 Contract award procedure The contract will be awarded through an open procedure. The contract concerns a service procurement exceeding EU threshold value. The procurement will take place in compliance with the Act on Public Contracts (348/2007) and the regulation completing the Act (614/2007).

5 Invitation to tender 5 (10) In the event that none of the tenders received meet the requirements of the Invitation to tender as intended by the Customer, or in the event that the conditions during the competitive bidding process change so that the Customer will be unable to make use of the results of the bidding, the Customer may wholly or partially interrupt the procurement procedure. No compensation will be payable to tenderers for preparing a tender, presenting it or otherwise taking part in the procedure. The tender documents are available in English. Should the tenderer wish to obtain the tender documents in another language, they shall themselves arrange for their translation and bear the costs thus incurred. 5.1 Processing of tenders The contract award procedure will progress in the following steps: 1. Opening the tenders and evaluation the suitability of the tenderers. 2. Verifying that the tenders and the services tendered fulfill the requirements of the Invitation to tender. 3. Comparison of tenders that fulfill the requirements of the Invitation to Tender. 4. Contract award decision and notification 5. Concluding the Contracts. This can only take place by signing the Contract. 6 Suitability of the tenderer The tenderer has to fulfil the obligations mentioned in the document ESPD (annex 3) 7 Minimum requirements for the team Language skills: English Named research team o Maximum 5 people o Minimum 5 years experience in foresight work in the team. Three references from the last three years (since 1 August 2013) about the similar foresight services (foresight information, workshops and foresight training/competence) offered to globally operating companies. 8 Selection and evaluation of tenders The selection criterion for the contract will be the most economically advantageousness. The price comparison will be performed as described in the Price annex (annex 1). The tender quoting the lowest price will be given 100 points and other tenders will be given scores according to the following formula: The lowest price / The price to be compared *100.

6 Invitation to tender 6 (10) The selection criterion for the contract will be economic advantageousness based on the following criteria: 8.1 Qualitative properties 90 % Content relevancy 50% Service provider is asked to present the content of research programs offered within the subscription Criteria compared o Versatility of the topics and approaches o Relevancy and match with Tekes strategic key areas: digitalisation, cleantech & bioeconomy and health and wellbeing References 50 % Service provider is asked to present references of three (3) cases of similar services offered to globally operating companies. Criteria compared o Relevancy and match with Tekes strategic key areas: digitalisation, cleantech & bioeconomy and health and wellbeing. The qualitative properties are compared based on: For the comparison, the total points scored by the tenderers for properties evaluated are calculated. Tekes grades each score criterion from 0-5 (0 =totally inadequate match, 1 = poor, 2 = moderate, 3 = fairly good, 4 = good, 5 = excellent). After scoring the quality criteria with 0-5 points, the points are weighted according to their weighted values. Weighted points are summed up and the sum is converted to a scale of using the formula: offer score/the best score * Price 10 % Service provider is asked to give: - Subscription price for max 20 users to foresight research programs/agendas (price per program). Subscription means access to data and information within the research agenda. - Access to 2-3 foresight workshops/year within the research programs - Support in sharing the foresight information in the organization - Option for training and competence development in foresight tools and methods

7 Invitation to tender 7 (10) Travel expenses and other costs must be included in the price. The price comparison will be performed based on Annex 1 (Price Form) The tender quoting the lowest price will be given 100 points and other tenders will be given scores according to the following formula: The lowest price / The price to be compared * Terms of Contract 1. Draft contract (Annex 5) 2. General Terms of Public Procurement in service contracts (JYSE 2014 Services) 10 Terms of payment 21 days net, which is calculated from a date of the bill. Penalty interest is paid as stated in the Finnish interest law. 11 Subcontractors The supplier may use subcontractors for work. Supplier will resume total responsibility for the performances of the subcontractors and compliance with the schedule, and produce an overall report on the target area. 12 Alternative tenders and partial tenders Partial, alternative or variant tenders will not be considered. 13 Publicity of tender details and procurement documents Right of access to procurement documents is regulated by the Act on the Openness of Government Activities (621/1999). Tender documents and information submitted by companies participating in the bidding competition will mainly be public during the procurement process. Tender documents will become public to the interested parties, i.e., other tenderers, once the contract award decision has been made. A tenderer must clearly mark on submitted material what information it considers to constitute a trade secret, and separate this information from other material in the tender in an explicit manner. The Customer will make a separate decision on the possible confidentiality of information. The total price (the price used in the comparison of tenders) quoted in the tender cannot, however, be a trade secret.

8 Invitation to tender 8 (10) The opening session of the tenders will not be public. 14 Drawing up tender The tender and all annexes must be submitted in writing in English. All tender documents shall be included in the tender, the website of the information can not be referenced. Tenders must include the tender's name, business identity, postal address, as well as name and address and phone number of the contact person. The following tender forms must be completed and included in the tender: Price Form Table of Person Skills Content the subscription: descriptions of the research programs or agendas ESPD Form Explanation of business or professional secrets A tender may not include conditions set by the tenderer that are contrary to this Invitation to tender. The Customer is obligated to reject a tender that does not meet the requirements set in this Invitation to tender and thus is not comparable to other tenders. The tenders must be valid for 120 days starting from the last possible delivery date. Expenses incurred by the tenderer in preparing or submitting or other associated actions will not be reimbursed. 15 Additional information during the competition During the tendering procedure, the tenderers may request additional information by e- mailing their questions to Kilpailutus@tekes.fi. The subject of the must have the reference. Please submit your questions by no later than at p.m. In order to ensure the equal treatment of all candidates, no telephone enquiries or information requests will be answered. The responses to the questions will be published at the Contacting authority s website by on Each tenderer is responsible for taking into account in its tender this information provided at the website. 16 Submission of tenders Completed tenders must be delivered primarily via , no later than 25 of August 2016 at hour pm Eastern European Time (EET) to the following address: kirjaamo@tekes.fi, or posted in a sealed envelope to Tekes s registry office in the address:

9 Invitation to tender 9 (10) Tekes/Kirjaamo Porkkalankatu Helsinki Finland s or envelopes must be clearly marked:. Instructions for sending a tender by Maximum size of including attachments is 5 Mb. Attachments may be compressed (Winzip) Attachments are allowed primarily in the form of pdf documents and tif documents. Also.doc,.docx or rtf files, xls and xlxs files and ppt and pptx -files are accepted. The tenderer (sender) is responsible for ensuring that the tender arrives in time. The tender with its attachments is interpreted as having been delivered when the message consisting of the tender and its appendices is have arrived in readable form in the mailbox of kirjaamo@tekes.fi by 4:00 p.m., precisely, Finnish time. If more than one message is used to send, the tender is interpreted as having been delivered only when all the messages containing parts of the tender have arrived in time. Tekes has the right not to accept a tender provided it has good grounds for doing so. 17 Date and signature in Helsinki This document is signed electronically. Eriika Autio Procurement Manager Anne Saarinen Procurement Specialist 18 Annexes Annex 1 Annex 2 Annex 3 Annex 4 Annex 5 Annex 6 Price Form (tender form, please complete and return with the Tender) Table of person skills ESPD form Table of business or professional secrets Draft contract General Terms of Public Procurement in service contracts (JYSE 2014 Services) ublications/ genera/jyse_2014_services.pdf

10 Invitation to tender 10 (10)