(CALL FOR PROPOSALS) DEMONSTRATION PROJECTS

Transcription

1 Page 1 SPECIAL CONDITIONS OF TENDER FOR THE Integrated Applications Promotion (IAP) Programme (CALL FOR PROPOSALS) DEMONSTRATION PROJECTS

2 Page 2 INTRODUCTION For the purposes of this Call for Proposals ( the CfP ), the Agency s General Conditions of Tender for ESA Contracts (Annex IV to the ESA Procurement Regulations ESA/REG/001, rev 3 shall apply as specified, amended or supplemented by these Special Conditions of Tender ( the SCT )). This document is available on under "Reference Documentation" "Administrative Documents" and referred to as the General Conditions of Tender ( the GCT ). In the event of conflict between the GCT and the SCT, the SCT shall prevail. Unless otherwise stated, the term ITT in the GCT should be understood to refer to this Call for Proposals ( CfP ). This document contains references to the General Clauses and Conditions for ESA Contracts available on under "Reference Documentation" "Administrative Documents" and referred to as the General Conditions of Contracts ( the GCC ). The GCT are composed of the following parts: Part 1: General Conditions for Participation in attender Part 2: General Conditions for the Presentation and Submission of a Tender Part 3: General Conditions of the Content of a Tender Part 1 :GENERAL CONDITIONS FOR PARTICIPATING IN A TENDER Part 1 of the GCT shall apply in full and be strictly complied with. Part 1 of the GCT stems directly from the Agency s Procurement Regulations regarding the eligibility of economic operators to participate in a tendering procedure and the obligation to satisfy information and registration requirements. Part 2: GENERAL CONDITIONS FOR THE PRESENTATION AND SUBMISSION OF TENDERS Part 2 of the GCT applies subject to the amendments/additions contained in the sections below (numbering and referencing as per Part 2 of the GCT) : Part 2 of the GCT does NOT apply for Outline Proposals. A. General standards of presentation Part 2 A of the GCT is applicable with the following amendments: Language of Tender The tender and all correspondence relating to it shall be in the English language. B. Formal conditions, commitments, undertakings

3 Page 3 Part 2 B of the GCT is applicable with the following amendments: Part 2 B 6 does not apply. Part 2 B 8, second paragraph does not apply. Part 2 B 11 second paragraph, first sentence modified as follows: The CfP does not bind the Agency in any way to place a contract, and the Agency reserves the right to negotiate and place a contract for only part of the activity covered by the Tenderer s proposal. Part 2 B 11 the last paragraph does not apply. Part 2 B 12 replaced by the conditions contained in the Cover Letter of this CfP and in Section A ( Cover Letter ) of Annex B (Content of the Full Proposal). Part 2 B 13 does not apply. C. Conditions relating to intellectual property rights (IPR) Part 2 C of the GCT is not applicable. The provisions of the Draft Contract (Appendix 2 to this CfP) shall be taken into account in the tender. D. Conditions relating to Export/Import licences/authorisations and related documentation Replaced by section H.5 of Part 3 of the SCT. E. Conditions relating to subcontracts Part 2 E of the GCT is applicable with the following amendments: It is not required to place subcontracts on a competitive basis. The Agency does not intend to participate in Subcontractor evaluation. F. Amendments to documents and communications Part 2 F of the GCT is applicable with the following amendments: Sections 1, 3, and 4 are not applicable. G. Dispatch and receipt conditions Part 2 G of the GCT is applicable with the following amendments: The original of the signed cover letter shall be contained in a separate envelope marked COVER LETTER - TO BE OPENED BY THE TENDER OPENING BOARD ONLY and bearing the number and title of the Call for Proposals. This envelope shall be opened by the Tender Opening Board in order to verify that the applicable Key Acceptance Factors as specified in ESA s cover letter have been complied with. In case of negative assessment the tender will not be accepted for evaluation and the other packages constituting the tender shall remain unopened and be returned to the Tenderer.

4 Page 4 In addition, a copy of the cover letter (including its Annexes 1 and 2 as defined in the cover letter to this CfP: see also Annex 3 of the present SCT) shall be included in each of the individual copies of the tender. Section 2 does not apply. H. Non benefits requirements Part 2 H of the GCT is applicable. I. Conditions relating to security screening of tenderers personnel Part 2 I of the GCT is not applicable to this Call for Proposals.

5 Page 5 Part 3: GENERAL CONDITIONS FOR THE CONTENTS OF A TENDER The text below fully replaces Part 3 of the GCT. While the Tenderer is invited to consult the said Part 3 and the Annexes to the GCT for reference, the text below is meant to provide the Tenderer with a complete set of tender requirements to be addressed in each part of its proposal. I. CONTENT OF THE OUTLINE PROPOSAL The Outline Proposal shall provide a first, high level description of the intended activities starting from the description of the opportunity in terms of user, customers and other stakeholders, an overview of the intended services, an overview of the key sustainability elements, a high level description of the intended projects activities and an overview of the key financial, management and administrative aspects. The Outline Proposal shall be prepared using the template which can be downloaded at: An interactive online guide, the Outline Proposal Development Tool, has been specifically designed to help the applicant to prepare Outline Proposals for ARTES 20 IAP Demonstration Projects. The use of this tool is highly recommended and it is accessible through The tool provides eleven modules, each addressing a specific section of the Outline Proposal. Tutorials, tools, worksheets, tips and techniques are provided inside each module in order to help creating the Outline Proposal. The sections indicated in the Template shall be completed to the maximum possible extent with the information available to the Tenderer at the time of Outline Proposal submission. The Outline Proposal shall be submitted as attachment to the following address: iap@esa.int The shall indicate the name of the project, the Prime Contractor and its nationality, the relevant contact person (including , phone number and position into the Prime Contractor company), the envisaged Subcontractors companies and respective nationality, and a statement indicating whether the project has been already presented to the National Delegations of the relevant countries (to which the prime and the Subcontractors belong). To facilitate the preparation of the Outline Proposal, the Tenderer is invited to take note of Sections 2 (Scope of Work), 3 (Contractual Milestones and Review Meetings) and 4 (Documents and Items to be delivered) of the Management Requirements for Demonstration Project hereinafter referred to as MR (Appendix 3 to the Draft Contract). Within 10 working days from the submission of the Outline Proposal, ESA will contact the Tenderer to confirm the receipt of the proposal, and either to request clarifications or to confirm that the Outline Proposal has been accepted and the next steps (e.g. approval by ESA JCB board) that have to be carried out before the Tenderer may continue with the preparation of the Full Proposal. Upon evaluation of the Outline Proposal, ESA will inform the Tenderer which of the following two possible approaches (either Single Phase or Two Phases approach) should be

6 Page 6 considered for the organisation of the Demonstration Project and, accordingly, for the preparation of the Full Proposal: 1) Single Phase approach, whereby a single contractual phase shall cover the complete scope of the proposed activities. 2) Two Phases approach, whereby the project will be carried out in two consecutive steps: a Preparatory Phase (Phase 1) to further elaborate the aspects highlighted by ESA in the feedback to the Tenderer (such as Business Plan and Pilot-Demonstration Utilisation Plan), and an Implementation Phase (Phase 2) to cover the rest of the project activities (i.e. design, implementation and execution of the pilot-demonstration activities). Phase 1 shall be limited in time to a maximum duration of 5 months and to a maximum cost of 150kEuro. The cost shall be proportionate to the effort required to investigate the aspects identified by ESA as requiring further consolidation. The funding requested for each Phase shall not exceed 50% of the corresponding cost. The Two Phases approach can be chosen by the Tenderer only upon explicit indication by ESA. Notwithstanding this indication, the Tenderer may opt to proceed with a Single Phase approach. II. CONTENT OF THE FULL PROPOSAL The Full Proposal shall describe in sufficient detail the scope of work of the activity that will be carried out. The proposal will become a contractual document and will be the baseline for the Contractor concerning the work and the achievements he has to fulfil. It will be also the baseline for the Agency to assess and accept the achieved outcome. The Full Proposal shall be in line with the content of the Outline Proposal (content, costing/pricing, schedule, etc.) and with the selected approach (either Single Phase or Two Phases). In the Two Phases approach, the Tenderer shall: i) organise the work in two phases, taking into account that in order to proceed with Phase 2 a formal authorisation of ESA is required; ii) prepare the Full Proposal making a clear and easily identifiable distinction between Phase 1 and Phase 2, reflecting that each Phase will have its own schedule, deliverables, Work Packages Description and financial information. The documentation required for submission of the Full Proposal are described in: 1) For a Single Phase approach in Sections C1, D1 of the SCT 2) For a Two Phases approach in Sections C2, D2 of the SCT Regardless of which of the two approaches is selected, the Full Proposal shall contain the documentation required in Sections A, B, E, F, G, H. A. Cover Letter

7 Page 7 The cover letter shall be a brief introduction to the contents of the proposal. It must also contain the information stipulated below. The absence of the said information in the cover letter and/or its Annexes may result in the tender not being accepted for evaluation by the Agency s Tender Opening Board. Any compliance statement made in the cover letter and its Annexes which would contradict the content of the tender may result in the subsequent elimination of the tender by the Agency s Tender Evaluation Board. Your attention is drawn to the fact that failure to comply with any of the Key Acceptance Factors stated in Form A (see Annex 3 of the present SCT) shall result in the nonadmissibility of the tender for evaluation. Checklist for Cover Letter contents A general paragraph introducing the proposed activity. An indication whether the proposal follows the Single Phase or the Two Phases approach. Completed Tables Bidder s Information and Statements to be contained in an Annex 1 to the Tenderer s cover letter (the reference tables are found in Annex 2 to the present SCT): o Table i) Bidding Team and Price Breakdown Information o Table ii) Geographical Distribution within Bidding Team o Table iii) Contact Details, Representatives Completed and signed forms and statement(s) to be contained in an Annex 2 to the Tenderer s cover letter (the reference forms are found in Annex 3 to the present SCT): o Form A Declarations on Key Acceptance Factors o Form B Declarations on Compliances o Letter(s) of support from relevant National Delegation(s) B. Executive Summary The Tenderer shall present an Executive Summary containing in a concise and self-contained manner the major elements of the proposed project: context and background information; overview of the users, their perspective, associated needs and operational scenarios that will be addressed by the proposed project; partnership model (if applicable); objective(s) of the activity; presentation of the intended solution in terms of proposed system and services, based on the integrated use of two or more space assets, complemented by nonspace means whenever relevant; description of the proposed implementation activities, including utilisation and validation of the services by the users community;

8 Page 8 intended approach for the organisation and execution of the activity; business model, market opportunity and competitive landscape; description of how the pre-operational services are intended to be migrated into an operational phase at the end of the activity, including the identification of the potential operational models to be put in place. Note: Section 1 of the Outline Proposal (System/Service Opportunity Overview) should be used as a starting point to prepare this chapter of the Full Proposal. C. Business Plan The Business Plan (BP) is dedicated to analysing the strategic context of the project and demonstrating through the demo utilisation that the Contractor s initiative can lead to a viable exploitation. C.1 Single Phase approach The following elements shall be presented and discussed in a first iteration: i. Short description of the services that the system will offer; ii. Overview of the potential users, customers and other stakeholders, the associated problem statement and gap-analysis which justify the need for the proposed application/service; iii. Market analysis identifying the potential opportunities for each service in the target area; iv. Overview of the service value chain including identification of stakeholders and identification of the roles of the parties forming the contractual team; v. Assessment of the competitive positioning through a SWOT (Strengths, Weaknesses, Opportunities and Threats) analysis, or other form of competitive analysis if preferred and suitably justified; vi. Financial plan including identification of capital and operating costs incurred by the contractual team in setting up and operating the proposed service platform, pricing strategy for the proposed services, cash-flow projections including profit and loss and indicators such as Internal Rate of Return, with associated sensitivity and/or what-if analysis using Net Present Value comparisons where relevant. The financial plan should ultimately demonstrate that the proposed system can be rendered selfsustaining through the ESA contribution. The BP shall provide justification for the assumptions made. The Tenderer shall identify potential risks related to technical and non-technical matters, assess the potential impacts on the project in terms of time, objectives and scope and formulate appropriate strategies (risks identification, probability of occurrence and severity of the impacts, monitoring/tracking procedures and mitigation actions). The risk assessment shall also cover the operational phase following completion of the project.

9 Page 9 Note: Sections 2, 3, 4, 5 and 6 of the Outline Proposal should be used as a starting point to prepare this chapter of the Full Proposal. C.2 Two Phases approach The following elements shall be presented and discussed in a first iteration: i. Short description of the services that the system will offer; ii. Overview of the potential users, customers and other stakeholders, the associated problem statement and gap-analysis which justify the need for the proposed application/service; iii. Market analysis identifying the potential opportunities for each service in the target area; iv. Overview of the service value chain including identification of stakeholders and identification of the roles of the parties forming the contractual team; v. Assessment of the competitive positioning through a SWOT (Strengths, Weaknesses, Opportunities and Threats) analysis, or other form of competitive analysis if preferred and suitably justified; vi. Viability assessment discussing the sustainability potential of the proposed services building on the elements i. to v. above. The BP shall provide justification for the assumptions made. The Tenderer shall identify potential risks related to technical and non-technical matters, assess the potential impacts on the project in terms of time, objectives and scope and formulate appropriate strategies (risks identification, probability of occurrence and severity of the impacts, monitoring/tracking procedures and mitigation actions). The risk assessment shall also cover the operational phase following completion of the project. Note: Sections 2, 3, 4 and 5 of the Outline Proposal should be used as a starting point to prepare this chapter of the Full Proposal. D. Technical Proposal To allow for a proper understanding of the content of the technical proposal, a list of the abbreviations and acronyms used shall be provided. Also a list of the documents applicable for the activity (e.g. background information, standards) shall be presented. The Tenderer shall provide a technical description of the work to be undertaken. The technical proposal provides the rationale for the proposed development and pilot-demonstration utilisation activities and forms the contractual reference document describing the proposed scope of work. Furthermore, the Tenderer shall confirm that the work proposed does not

10 Page 10 overlap with any currently running ESA contract awarded to any entity in the proposal consortium. D.1 Single Phase approach The Tenderer shall provide the documents as detailed below. D.1.1 Requirements Document (RD) The Requirements Document (RD) is dedicated to providing the complete set of requirements applicable to the project together with the relevant justification. The RD provided as part of the proposal shall be composed of the following sections: 1. User Needs presenting the qualitative improvements as desired and expressed by the user and expected to be answered by the proposed system. 2. User Requirements describing in a structured form a preliminary set of statements indicating the functions, performance and capabilities that the system will bring to the users during its utilisation. Note: Sections 2 and 7 of the Outline Proposal should be used as a starting point to prepare this chapter of the Full Proposal. D.1.2 System and Service Architecture (SSA) The System and Service Architecture (SSA) is dedicated to defining and specifying the overall system for provision of the proposed services starting from the high level architecture down to its building blocks. The SSA shall include the following sections: 1. Overall System and Service Architecture: this section shall provide a preliminary high level description of the overall system architecture, and it shall clearly point out the strategic role of the multiple space assets in the proposed system compared to potential alternatives. The Tenderer shall also provide a clear partitioning of the overall system architecture, identifying: which elements are pre-existing, like facilities or items developed/procured in previous activities, specifying the required adaptations or modifications whenever applicable; which elements have to be developed in the frame of the proposed project; which elements have to be procured as Commercial Off The Shelf (COTS), indicating the proposed procedure for the procurement.

11 Page Design and Development Plan: Proposals addressing development of hardware and/or software shall include as part of the SSA a preliminary design and development plan to illustrate in a concise and conceptual manner the logical execution of the proposed activities from contract award to final review. It shall define and include decision points on which the course of the development will depend. Note: Sections 8 and 9 of the Outline Proposal should be used as a starting point to prepare this chapter of the Full Proposal. D.1.3 Pilot-Demonstration Utilisation Plan (PilUP) The first iteration of this document is dedicated to provide a description of the envisaged activities to be carried out during the pilot-demonstration utilisation of the system and to provide the related evaluation framework. Specifically the Tenderer shall demonstrate that the Pilot-demonstration Utilisation is instrumental in leading to an operational exploitation of the product in line with the Business Plan. The PilUP shall consist of the following sections: 1. Users identifying the actors in terms of organisations and user groups that will be involved in the pilot-demonstration activities and describing their roles. 2. Utilisation Baseline describing the pre-operational services during the demonstration project, including a provisional list of the sites (or areas, if related to mobile units) where the system will be installed, the quantitative committed baseline of utilisation of the system (e.g. number of utilisation sessions, volume of data exchanged, duration of interactive sessions) and the associated planning. Whenever applicable, this section of the document is expected to describe the content elements, e.g. videos, datasets, EO data, that have to be developed or procured in the course of the project as a prerequisite to start the demo operations; 3. Objectives of the Pre-Operational Services and Key Performance Indicators (KPIs) defining the objectives of the pilot-demonstration (e.g. improvements in productivity, accessibility, quality, subscriber numbers, revenues, reduction in costs, schedule/delivery times, business efficiency, overheads reduction), identifying the Key Performance Indicators (KPIs) to assess whether the objectives have been met, mapping each objective to one or more KPIs, describing tools and procedures to collect the value of each KPI. The KPIs shall be based on a combination of quantitative (e.g. data exchanged, number of sessions) and qualitative data (e.g. gathered via forms and/or questionnaires from the user groups directly involved in the pilot-demonstration stage). Note: Section 10 of the Outline Proposal should be used as a starting point to prepare this chapter of the Full Proposal.

12 Page 12 D.2 Two Phases approach The Tenderer shall provide the documents as detailed below. D.2.1 Requirements Document (RD) The Requirements Document (RD) is dedicated to providing the complete set of requirements applicable to the project together with the relevant justification. In case Tenderer intends to follow an approach for the requirements engineering different from the one specified in Attachment 1 to the Management Requirements, this has to be clearly stated in the RD together with relevant explanation and justification. The RD provided as part of the proposal shall be composed of the following sections: 1. User Needs presenting the qualitative improvements as desired and expressed by the user and expected to be answered by the proposed system. Note: Section 2 of the Outline Proposal should be used as a starting point to prepare this chapter of the Full Proposal. D.2.2 System and Service Architecture (SSA) The System and Service Architecture (SSA) is dedicated to defining and specifying the overall system for provision of the proposed services starting from the high level architecture down to its building blocks. The SSA shall include the following sections: 1. Overall System and Service Architecture: this section shall provide a preliminary high level description of the overall system architecture, and it shall clearly point out the strategic role of the multiple space assets in the proposed system compared to potential alternatives. The Tenderer shall also provide a clear partitioning of the overall system architecture, identifying: which elements are pre-existing, like facilities or items developed/procured in previous activities, specifying the required adaptations or modifications whenever applicable; which elements have to be developed in the frame of the proposed project; which elements have to be procured as Commercial Off The Shelf (COTS), indicating the proposed procedure for the procurement. Note: Section 8 of the Outline Proposal should be used as a starting point to prepare this chapter of the Full Proposal.

13 Page 13 D.2.3 Pilot-Demonstration Utilisation Plan (PilUP) The first iteration of this document is dedicated to provide a description of the envisaged activities to be carried out during the pilot-demonstration. Specifically the Tenderer shall present the way the Pilot-demonstration stage will be instrumental in leading to an operational exploitation of the product in line with the Business Plan. The PilUP shall consist of the following sections: 1. Users identifying the actors in terms of organisations and user groups that will be involved in the pilot-demonstration stage and describing their roles. 2. Utilisation Baseline describing the pre-operational services during the demonstration project Note: Section 10 of the Outline Proposal should be used as a starting point to prepare this chapter of the Full Proposal. E. Management and Administrative Proposal E.1 Description and Background Experience of the Company(ies) and User/Partner(s) The Tenderer shall present the company(ies) and their organisational structure including key company details such as the number of employees, turnover and ownership. It also shall describe the background of the companies and the relevant experience of the Tenderer, any proposed Subcontractor and the users/partners (if applicable) for the performance of the work. Due to the sustainability objective of ARTES20 projects, it is required that the prospective service provider take a prominent role in the Contractor s team and in the proposed organization of the work. Written evidence of the formal agreements with the partners not appearing explicitly as Subcontractors such as user groups and potential customers contributing to the project shall be provided in the proposal. In case any company of the bidding team has been involved in relevant ESA contracts, the Tenderer shall provide a summary description of the direct and indirect results achieved through such activities and the lessons learned. The Contract Outcome Data form (described in Section 6 of the Management Requirements for Demonstration Projects) shall be used for this purpose. E.2 Organisation and Management of the Activity

14 Page 14 E.2.1 The Tenderer shall present the project team and the structure of the project organisation, and where it is proposed to subcontract part of the work, the structure of the industrial group. Lines of communication and reporting, and means for settling disagreements shall be described. This presentation shall also include the involved stakeholder(s)/user(s) and lines of communications with them. E.2.2 The Tenderer shall present his management plans, policies and procedures for this activity including a description of the management control organisation, the procedures that will be used to exercise control over the project and the proposed subcontracting control (if any) and coordination with the user community. E.3 Facilities The Tenderer shall submit a brief description of all facilities which are proposed to be used for the work offered, including those facilities which are still to be developed/built and/or purchased, with a statement on whether the costs of developing/building/purchasing the facility are to be directly or indirectly charged to the contract. Modifications to existing facilities are also to be described. For this purpose facilities may include, as applicable, hardware, computer software, manufacturing equipment, test equipment, production and integration lines, service centres and infrastructures hosting the user communities. The Tenderer shall also describe what means of access to information resources it has, if these are required for the work proposed. The Tenderer shall also describe what means of access to space assets (e.g. EO products, Satcom services, Satnav services), information resources, such as libraries, databases etc. he has, if these are required for the work proposed. E.4 Key Personnel Key personnel are defined as persons who, because of their individual qualifications and positions are proposed for the work and indicated as such in the tenderer's Organisation Breakdown Structure ( OBS for further information on OBS concept please see GCT Annex C item C). As a minimum, each person assigned as Work Package Manager shall be nominated as key personnel. Key representative of the users shall also be presented. Key personnel should be proposed to one level below the study/project manager, both for the Prime Contractor and any ubcontractors. The provisions of Clause 9 of the GCC as amended in the Draft Contract shall apply to all key personnel. For each key person identified, the Tenderer shall: 1. Provide a comprehensive curriculum vitae, giving in particular the work experience of the person concerned, a brief description of the person's present

15 Page 15 job and responsibilities and the precise assignment of the person to the present activity; 2. Indicate their position in the Tenderer's organisation and their role in the project; 3. Provide the average percentage of the total working time the key personnel will dedicate to the present activity; 4. Provide the number of man-hours dedicated by each key personnel broken down per Work Package E.5 Travel and Subsistence Plan The travel and subsistence plan for each participating entity shall be provided as part of the Exhibit B of its PSS A2 form. The Tenderer should take into account in his planning that the Negotiation Meeting should be attended by the Tenderer and as far as possible by all Subcontractors. The Negotiation Meeting and the Final Presentation will normally be held at the Agency s premises (ESTEC or ECSAT). In order to facilitate the participation of key users to major project reviews, as BDR (Single Phase approach), Phase 1 Completion Review (Two Phases approach) and FR, travel costs incurred by users can be included in the project costs. F. Implementation Proposal F.1 List Of Items To Be Produced, To Be Delivered The proposal shall contain a List of Deliverables items per phase (if applicable) that are to be delivered under a resulting contract. The List of Deliverable, items shall be grouped in Hardware, Software, and Documentation, indicating how many copies or units will be delivered of each item. For software, the offer shall indicate in which format it will be delivered and, if applicable, any licenses/third party licenses will be delivered to ESA in accordance with Article of the Contract. Ownership in respect of any hardware assets will be left to the Contractor whenever the parties agree when completing the contract that there is a further useful utilisation by the Contractor for purposes connected with the objectives of the contract. Ownership of hardware assets with a value below 10,000 Euro shall remain with the Contractor. With respect to the deliverable documents, Section 4 of the MR for Demonstration Projects (Appendix 3 to the Draft Contract) shall apply.

16 Page 16 F.2 Work Breakdown Structure and Work Package Descriptions The Tenderer shall submit a Work Breakdown Structure (WBS) per phase (if applicable). The purpose is to obtain a systematic description of the tasks to be performed to meet the requirements of the contract which enables a proper evaluation of the work content and its costing as well as of the proposed planning. The WBS will also constitute a framework for the management of the subsequent contract. It is therefore important that the descriptive terminology for tasks and products be consistent with that used in the Call for Proposals and in the other parts of the tender. The figure below provides a generic example of WBS. In case of very complex projects, a 3 rd Level of Work Packages can be added in the WBS, if required. For each Work Package of the WBS that contains actual activities 1, the Tenderer shall provide a Work Package Descriptions form (PSS-A20) available on EMITS ( under Reference Documentation Administrative Documents PSS Forms. The Agency reserves the right to have the work broken down into phases subsequent to tender submission. 1 In case the Work Package is just a container of Work Packages of lower level, and it is therefore not associated to its own set of activities and resources, there is no need to provide the corresponding Work Package Description.

17 Page 17 F.3 Planning The Tenderer shall submit this planning in form of a bar chart. The planning shall be coherent with all other aspects of the proposal. Major interdependencies between bars shall be shown with a connecting line and should include a suitable description of the interface. The following requirements shall be observed: - the activities presented by the bars shall be presented on a linear timescale shown either in weeks or months; - the estimated durations shall be based upon normal working conditions; - the proper sequence of tasks, together with the appropriate interfaces with other project participants and outside restraints (including inputs and outputs of the Agency) shall be given. The Tenderer shall identify in the planning all the milestones to which he proposes to link payments (see also paragraph G.7). In establishing his planning, the Tenderer shall take account of the need of the Agency to review and/or approve intermediate deliverables and shall include sufficient time for the Agency to do this. F.3.1 Single Phase Approach The Management Requirements provide an example of a sequence of six milestones and their associated review meetings. However, the Tenderer can propose deviations to this sequence, provided they are duly justified by the specific project needs. For example, the Baseline Design Review can be omitted in case the Tenderer is already in possession at the time of presentation of the Full Proposal of the information required in the deliverable documents due at BDR. In this case, the Tenderer shall provide such documents together with the Full Proposal and the project could start directly with the design and development activities. An additional example is the combination of FAT and the SAT milestones, which can be proposed whenever considered appropriate to the project s scope. In this case, the Tenderer shall justify the proposed approach, taking also into account the related technical and operational risks (e.g. disruption in the beginning of the pilot-demonstration stage due to unexpected technical problems). The Management Requirements propose a waterfall approach. However, the Tenderer may propose other implementation approaches, whereby an initial mock-up is implemented and validated by (a subset of ) Users, prior to design finalization. F.3.2 Two Phases Approach For the Phase 2 (Implementation Phase) the Management Requirements foresee a sequence of five milestones and their associated review meetings. However, the Tenderer can propose deviations to this sequence, provided they are duly justified by the specific project needs.

18 Page 18 The same considerations as for F.3.1 apply. The Baseline Design Review envisaged in the Baseline case is in general not considered applicable for the Two Phases approach, as the review and acceptance of the consolidated Requirements Document and Pilot-Demonstration Utilisation Plan is expected at the conclusion of Phase 1. G. Financial Proposal/Cost Price Data G.1 PSS Forms The following PSS forms are available on EMITS ( under Reference Documentation Administrative Documents PSS Forms. They shall be completed and signed for the Prime Contractor and for each Subcontractor proposed, showing per company and per phase (if applicable) the total cost of the proposed work, i.e. including the company s share: - PSS A1 - PSS A2 including Exhibits A and B - PSS A8 - PSS A15.1 The above forms shall be included in the hardcopy of the proposal and as an Excel file in the electronic version. Furthermore, the Tenderer shall submit a summary table showing the cost and the price (= ESA funding) in EURO per company and for the total. The Agency will contribute with up to a 50% of the projected cost. Above forms shall be made for the total demonstration project, i.e. including the share to be funded for by the Tenderer. The Tenderer shall submit a summary table showing the cost in National Currencies and the prices in EURO, per company and for the total. Costs related to marketing activities (PR material, participation in conferences, exhibitions, etc.) are eligible for a cost not exceeding 3% of the total project costs. The management effort should be about 10% of the overall effort depending on the complexity of the activity. Contributions of users and/or other stakeholder(s) can be recognised as allowable cost of the project provided that they are recorded in the PSS-A2 form(s) of the Tenderer (or its Subcontractor, where applicable) under OTHER COST ELEMENTS and that they are further detailed in the Exhibit A of the PSS-A2, indicating the number of hours and hourly rates, facilities (if any) and the WP number(s) to which the users/stakeholder(s) contribute. In order to facilitate the participation of the key users to major projects reviews (typically, BDR and FR), travel costs incurred by users can be included in the project costs. The procurement of hardware or software as such is not per se an objective of this programme. It may form an integral part of an activity to the extent required for its execution, provided the procurement costs are not disproportionate in size.

19 Page 19 The Tenderer shall indicate whether licences of Intellectual Property Rights owned by any Third Party are to be purchased for the execution of the activity. The fees of these licences shall be included in the total price of the Contractor s financial proposal and itemised in Exhibit A to the PSS-A2 form. G.2 Co-Funding and Source of Company Contribution The Agency will contribute up to a maximum of 50% to the cost of the activity. The remainder is funded by the Tenderer through private sector direct and/or indirect co-funding and/or by the users. The source of the company contribution shall be explicitly stated in the Tenderer s proposal. In this context, the company contribution shall be deemed to include Third Party sources, if any. The company contribution can be treated as a loss against the contract or may be contributed by a Third Party source. The Tenderer is not allowed to include his contribution in overheads included in rates charged to the Agency for the contract or any other contract with the Agency, or subcontract awarded under an Agency contract. G.3 Statement of Profit The offer must be exclusive of profit. G.4 Conversion Rates It is a binding requirement that tenders be presented in EURO. The Agency will NOT enter into negotiations which are aimed at adjusting the prices proposed in order to account for fluctuations in exchange rates for companies in countries not participating in the EURO. Should the countries to which the Tenderer or proposed Subcontractors belong adopt the EURO following submission of the tender, the applicable conversion rates shall be those adopted then by the appropriate European Authorities. For any Tenderer or proposed Subcontractor located in non-euro countries, the exchange rate shall be stated on the PSS forms and shall be the base exchange rate published on EMITS for the month of the base economic conditions required in the tender see under "Reference Documentation" "Administrative Documents" and referred to as National Price and Salary Statistics Annual Publications section 3 Exchange Rates. G.5 Type of Price The type of price is defined in Article of the Draft Contract (Appendix 2 to this Call for Proposals). G.6 Quotations Free of Taxes and Customs Duties

20 Page 20 Prices shall be quoted free of taxes and customs duties. In cases where the Tenderer considers that he will remain subject to the payment of taxes or customs duties, he shall indicate separately the applicable rates, the corresponding estimated total tax or customs duty amount, and the reason why he believes exemption from tax or customs duties cannot he obtained. Attention is drawn to Clause 29 of the GCC. The Tenderer is reminded that if a Prime is entitled to a VAT exemption form from ESA (or similar procedure) it is only the Prime which will have the benefit of the VAT exemption, and not the Subcontractors. All Subcontractor invoices should be addressed to the Prime and must include VAT or any other taxes or duties required by the relevant national rules for the companies involved. Any VAT costs which are payable under such subcontracts shall not be included in the price charged to ESA. G.7 Milestone Payments Plan The Tenderer shall propose a Milestone Payment Plan (MPP), broken down per phase if applicable, in the form shown in the relevant appendix of the Draft Contract, taking in consideration Article 3 of the draft Contract and Clause 28 of the GCC. All claims for payment shall be linked to the achievement of defined schedule milestones. These milestones are to be in the form of significant events in the programme to be selected on the basis of providing a check point for progress in the work performed. Examples of such milestones are the satisfactory completion of Design Reviews, satisfactory completion of tests, hardware deliveries, acceptance of produced documentation, etc.. It should be noted that the commencement of an activity is not deemed to be a suitable milestone. Please also note that a milestone payment plan, broken down by Subcontractor, is also requested (if applicable). In establishing the payment plan, the Tenderer shall comply with the conditions shown in the draft contract payment plan and in the present conditions. The proposed milestone(s) should reflect the economic reality of the project (i.e. the monetary value of the technical achievement). The Tenderer shall not propose more than 2 milestone payments per 12 months unless it can provide satisfactory justification for it in its tender. H. Contractual Proposal This element of the tender shall include explicit statements of compliance, and identify all reservations, modifications and amendments as follows: H.1 Compliance with Management Requirements The Tenderer shall explicitly state that the Management Requirements for Demonstration Project in Appendix 3 to the Draft Contract (the Draft Contract is presented in Appendix 2 to

21 Page 21 this Call for Proposals) will be met. Any reservation must be clearly identified in this chapter of the tender, and identify: The requirement concerned The consequences of the reservation The reasons for it The possibility of it being withdrawn and conditions H.2 Compliance with Contract Conditions The Tenderer shall explicitly state that the contract conditions have been read, are understood and accepted, and that any sales conditions of his own do not apply. In case, exceptionally, that he wishes to propose modifications or amendments, the full text of such modifications or amendments shall be given and the reasons for their being requested shall be clearly explained. Any reservations to the requirements, or any proposed modifications or amendments to the contract conditions will be taken into account in the evaluation. Acceptance of a tender containing reservations, or proposed modifications or amendments is not to be construed as acceptance of these, unless and until such modifications or amendments are confirmed in a contract. H.3 Insurance Waiver Tenderers are encouraged to discuss with their insurance company to obtain a waiver of subrogation rights from the insurers (foreseen in Clause of the GCC). This waiver will be available on the side of ESA in case of reciprocity. Failure to present such a waiver at a potential contract signature will result in a hold harmless agreement between the parties in accordance with Clause of the ESA GCC. The Tenderer shall state whether such a waiver will be available at a potential contract signature. H.4 Opportunity to Access Satcom Capacity and Services at Preferential Conditions The Tenderer is invited to take into consideration that ESA has negotiated agreements with European satellite operators to facilitate in ARTES applications projects the access to their Satcom capacity and, if applicable, to their associated communications services. The ARTES activities can exploit, where applicable: i) free or discounted access to satellite capacity for the duration of the project activities; ii) access to technical, operational and commercial information to make the best technical and business choices; iii) support from the satellite operator during the preparation of the proposal and the execution of the project.

22 Page 22 Further information about this opportunity can be obtained from the following link: H.5 Statement Relating to Export/Import Licences/Authorisations and Related Documentation The Tenderer shall address in the contractual proposal any particular conditions related to export/import licences/authorisations and related documentation. The Tenderer (or his Subcontractors) shall indicate any export or import restrictions he is subject to in accordance with national legislation and state the necessary licences, authorisations or preliminary authorisations and related Documentation: - he (or his Subcontractors) has obtained in order to submit a tender; and/or - he (or his Subcontractors) has or will need to obtain prior to placing of the contract; and/or, - he (or his Subcontractors) has or will need to obtain for the implementation of the contract.

23 Annex 2 to Appendix 1C to AO/1-6124/09/NL/US, issue 5.2 Page 23 ANNEX 1 - EVALUATION CRITERIA FOR THE FULL PROPOSAL In evaluating the Proposal(s) ESA will use the following criteria: 1. COMPLIANCE WITH THE ARTES 20 PROGRAMME OBJECTIVES: USER PARTICIPATION, ASSESSMENT OF MARKET POTENTIAL AND CREDIBILITY OF BUSINESS PLANNING, VALUE OF USING MULTIPLE SPACE ASSETS 2. QUALITY AND COMPLETENESS OF TECHNICAL PROPOSAL, SUITABILITY OF THE PROPOSED TECHNICAL SOLUTION VS. PROJECT OBJECTIVES, EVALUATION OF THE TECHNICAL RISKS AND CREDIBILITY OF THE RISK MITIGATION ACTIONS 3. COMPANY EXPERIENCE AND COMPETENCE, COMPLETENESS OF THE TEAM IN ALL AREAS REQUIRED FOR THE PROPOSED PROGRAMME OF WORK, CALIBRE OF KEY PERSONNEL, ADEQUACY OF FACILITIES 4. ADEQUACY OF MANAGEMENT (INCL. COMPLETENESS OF WORK PACKAGE DESCRIPTIONS), PLANNING AND COSTING (INCL. COMPLETENESS OF COST DATA), VALUE FOR MONEY, ASSESSMENT OF FINANCIAL RISK VERSUS COMPANY RESOURCES 5. COMPLIANCE WITH CONTRACT CONDITIONS AND OTHER TENDER CONDITIONS

24 Annex 2 to Appendix 1C to AO/1-6124/09/NL/US, issue 5.2 Page 24 ANNEX 2 TO THE SPECIAL CONDITIONS OF TENDER: Tables to be provided as Annex 1 to the Tender s Cover Letter to a Full Proposal Table i): Bidding Team and Price Breakdown Information Table ii): Geographical Distribution within Bidding Team Table iii): Contact Details, Representatives

25 Annex 2 to Appendix 1C to AO/1-6124/09/NL/US, issue 5.2 Page 25 TABLE i) - Bidding Team and Price Breakdown Information : Economic Operator Complete Name and Legal Nature (2) Prime Contractor SubContractor 1 SubContractor 2 SME (indicate YES or NO) Large Space Integrator (indicate YES or NO) (3) EMITS Bidder Code esa-p Bidder Code (60000xxxxx) (4) esa-p Vendor Code (10000xxxxx) (5) Country Price Type Currency Cost for Phase 1 Price for Phase 1 Cost for Phase 2 Price for Phase 2 Total Cost Total Price 2 Specify here the type of business entity to which the company belongs (e.g Limited Company, Société Anonyme, AG etc) 3 According to registration with ESA 4 For the purpose of invoicing under a resulting contract, the Tenderer will be expected to use the ESA-P system of the Agency. For those Tenderers who have already entered into contracts with the Agency this tool is known and the ESA-P bidder and vendor codes are in principle known. For Tenderers who have not yet entered into a contract with the Agency, an ESA-P Vendor Code is not available and will only be provided at the time of finalisation of the resulting contract. 5 Idem.

26 Annex 2 to Appendix 1C to AO/1-6124/09/NL/US, issue 5.2 Page 26 TABLE ii) - Geographical Distribution within Bidding Team (for Prime and Subcontractors only, not for suppliers): Country Percentage of total amount % (2-letter ISO code) Phase 1 Phase 2 Total country 1 xx % xx % xx % country 2 xx % xx % xx % country 3 xx % xx % xx % TABLE iii) - Contact Details, Representatives For the Prime Contractor: Contact person to whom all communication related to the bid should be addressed Author(s) of bid Person who will be responsible for the technical management of any resulting contract, and who would be nominated as such in the contract: Person who will be responsible for the contractual management of any resulting contract, and who would be nominated as such in the contract: Person that will sign any resulting contract Name: Telephone nr.: Fax nr.: address: Postal address: Name: Job Title: Name: Telephone nr.: Fax nr.: address: Postal address: Name: Telephone nr.: Fax nr.: address: Postal address: Name: Job Title:

27 Annex 2 to Appendix 1C to AO/1-6124/09/NL/US, issue 5.2 Page 27 For each subcontractor: Name of Subcontractor Contact person for the purposes of their bid to the Prime Contractor Name: Address: Name: Telephone nr.: Fax nr.: address:

28 Annex 2 to Appendix 1C to AO/1-6124/09/NL/US, issue 5.2 Page 28 ANNEX 3 TO THE SPECIAL CONDITIONS OF TENDER: Forms/letters to be provided as Annex 2 to the Tenderer s Cover Letter to the Full Proposal Form A: Declarations on Key Acceptance Factors Form B: Declarations on Compliances Letter(s) of Support from Relevant National Delegation(s)