Invitation to Tender (ITT) AO/1-6647/10/NL/CBi. Announcement of Opportunity (AO) Second Call for Outline Proposals under the

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1 DISCLAIMER This presentation material does not contain sufficient information to be used, in any way, in the context of the Invitation-to-Tender AO The only documents relevant to AO 6647 are those published in EMITS. Please ensure that your Outline Proposal is compliant with ITT AO This presentation was produced just to help to understand the context of the AO and, in a simplified manner, some of the Rules and Procedures associated with ESA procurements. 1 Invitation to Tender (ITT) AO/1-6647/10/NL/CBi Announcement of Opportunity (AO) Second Call for Outline Proposals under the Czech Industry Incentive Scheme 2

2 WARNING!! Without an EMITS registration (ESA Bidder Code) there is NO access to: 1) Invitation-To-Tender (ITT) package 2) reference documentation linked to the ITT 3) access to any clarifications re: the ITT Without EMITS registration (ESA Bidder Code) there is NO contract. Note: Number of currently registered Czech entities: 66 (Portugal: 123, Luxembourg: 52) 3 WARNING!! To register in EMITS: Go to Register and get a PIN that is your password to edit and complete the questionnaires supplied When all the questionnaires are completed and the information accepted (all semaphores are green, not red ) you will get a ESA Bidder Code and full access to EMITS (with a username and password). Detailed information in: 4

3 WARNING!! EMITS Registration ( Click here to register or edit your registration Choose between: Industrial Firm Non-profit organisation Service Firm Other First time you register a PIN is supplied. Afterwards use it to enter and edit your registration 5 Summary 1. The ITT package a) Content b) Linked detailed Information c) Reference documentation 2. The Tendering Period 3. The Tender Evaluation 4. The Negotiation 5. Basic Step-by-Step Recipe 6. What to submit? 7. When will I know? 8. Questions 9. Other 6

4 1. ITT Package a) Content Cover letter In EMITS is called: Letter of Invitation, file: AO6647-li00pe.pdf Appendix 1 Draft Contract In EMITS is called: Contract Conditions, file: AO6647-cc00pe.pdf Appendix 2 Special Conditions of Tender In EMITS is called: Tender Conditions, file: AO6647-tc00pe.pdf Clarifications (can be several) In EMITS: typically is called Clarification., file: typically clxxpe.pdf Unnecessary document In EMITS: is called Statement of work, file: AO6647-ws00pe.pdf 7 1. ITT Package b) Linked Documents I Links in Section 8. c) of the Cover letter Technology Research Programme (TRP) TRP Implementation Status of Workplan file:tec-sb_7972_trp _19xi10.pdf TRP Implementation Status of Workplan file:tec-sb_7973_trp _20ix10.pdf TRP Preliminary Selection of Activities for file: ESAIPC(2010)119_TRPPrelSel pdf Cosmic Vision (Core Technology Programme) Programme of Work file: ESAIPC(2008)33add1_CosmicVision_2008_2009.pdf Programme of Work file: ESAIPC(2010)81_CosmicVision pdf Robotic Exploration Technology Plan Programme of Work file: ESAIPC(2010)136_RobotExp pdf 8

5 1. ITT Package b) Linked Documents II Links in Section 8. c) of the Cover letter General Support Technology Programme (GSTP) GSTP 4 Workplan file: ESAIPC(2007)71_GSTP4.pdf GSTP 4 Status Report file: ESAIPC(2010)22_GSTP4StatusSep2010.pdf GSTP 5 Element 1 Workplan file: ESAIPC(2010)51_GSTPEl1.pdf GSTP 5 Element 2 Workplan file: ESAIPC(2009)65_GSTPEl2.pdf European GNSS Evolution Programme (EGEP) EGEP Workplan file: EUROPEAN-GNSS-EVOLUTION-WORKPLAN AOrev1.pdf Advanced Research in Telecommunication Systems (ARTES) ARTES 1 Workplan 2010 file: ARTES1_Workplan2010[1].pdf ARTES 5 Workplan 2009 file: ARTES5.1_Workplan_2009[1].pdf ARTES 5 Workplan 2010 file: ARTES5.1_Workplan2010[1].pdf 9 1. ITT Package b) Linked Documents III Link in footnote of Section 8. b) of the Cover letter National Space Plan file: national_space_plan_en.pdf (in English) or narodni_kosmicky_plan_cz.pdf (in Czech) Link in Annex B of Appendix 2 Special Conditions of Tender Proposal Template file: AO6647-AnnexB-stc-ProposalTemplateFinal.doc 10

6 1. ITT Package c) Reference Documentation General Clauses and Conditions (GCC) for ESA Contracts, Reference: ESA/REG/002, July 30 th, 2010 General Conditions of Tender for ESA Contracts (GCT) PSS Forms for cost proposal submission For this Call for Outline Proposals you will need PSS A1, A2 and A8. These Reference Documents can be obtained in EMITS under: Reference Documentation/Administrative Documents with a GUEST login (no login) ITT Package c) Reference Documentation To get: GCC ESA/REG/002 GGT PSS Forms 12

7 1. ITT Package, a) Content Cover Letter ITT Package, a) Content Cover Letter In ESA, the Cover Letter contains always a number of essential features characterising the specific activity covered by the ITT e.g. The name of the responsible contracts officer (C. Binedell) It contains all programmatic and cost constraints (see following slides) How to obtain clarifications The number of paper copies (12) and electronic copies (2) (.pdf) The formal conditions of submission, i.e. the exact duration of the tendering period and the exact date (22 nd February 2011) and time (13:00 hours) by which proposals must be physically in the hands of the ESTEC s Central Mail Registry. Please use a courier service and send to the Contracts Officer (Carla Binedell) the proof (tracking number). 14

8 1. ITT Package, a) Content Appendix 1 - Draft Contract ITT Package, a) Content Appendix 1 - Draft Contract The draft contract, based on the current revision of the General Clauses and Conditions (GCC) for ESA contracts is specifically tailored to the needs of the activity covered by the ITT. The draft contract reflects the intended rules of the game : full compliance is expected. Part I. All clauses shall apply unless stated otherwise in the contract Part II of the GCC, concerned with Intellectual Property Rights, Option A shall apply The clauses with an "Option" will be finalised at the negotiation stage the Draft Contract is tailored for straightforward contracts, should the activity be more complex the Contract will be adapted. The Annexes form an integral part of the contract 16

9 1. ITT Package, a) Content App.2 - Special Conditions of Tender ITT Package, a) Content App.2 - Special Conditions of Tender Together with the General Conditions of Tender (covering the more generic and formal aspects), the Special Conditions of Tender can be regarded as the Agency s detailed instructions e.g.: Length of the outline proposal 27 pages Period of validity of the proposal 8 months Number of Proposals per Bidder 3 independent and unrelated proposals Contents of the Outline Proposal (Template) Evaluation Criteria Description of the process of evaluation and selection Expression of Intent Send it please!! 18

10 1. ITT Package, a) Content App.2 - Special Conditions of Tender The General Conditions of Tender (available on EMITS) shall apply to all Invitations To Tender except for where they are modified or amended by the Special Conditions of Tender. Annex A: Information of Technology Readiness Levels (TRL) Annex B: Template Proposal - Your outline proposal is to be submitted on this template The requested PSS forms (A1, A2 and A8) and instructions on how to complete them, are available on EMITS. Annex C: Expression of Intent is to be sent to the Contracts Officer ITT Package, a) Content App.2 - Special Conditions of Tender Annex A 20

11 1. ITT Package, a) Content App.2 - Special Conditions of Tender Annex A Annex A: Technology Readiness Levels (TRL) Outline Proposal requires that you identify the start and target TRL of the proposed activity Contains information to help you to identify the start and target TRL ITT Package, a) Content App.2 - Special Conditions of Tender Annex B Proposal Template 22

12 1. ITT Package, a) Content App.2 - Special Conditions of Tender Annex B Template Proposal Annex B: Template Proposal Part A: Cover Letter MUST be signed Part B Technical and Application Proposal Part C Financial, Management and Administrative The PSS forms MUST be submitted by both the bidder (contractor) and his sub-contractors (one set each). Please note that all PSS forms must be signed ITT Package, a) Content App.2 - Special Conditions of Tender Annex C Expression of Intent 24

13 1. ITT Package, a) Content App.2 - Special Conditions of Tender Annex C Expression of Intent Annex C: Expression of Intent Please fill it in and send it to ESA by fax (number in Cover Letter) It will help ESA manage the resources for the evaluations and most importantly, if you have sent the Expression of Intent, we will check that your proposal(s) were not lost in the mail The Tendering period During the tendering period ALL questions must be submitted in writing to the Contracts Officer Those Questions and Answers that are of relevance to all Bidders, will be published on EMITS as a clarification for the benefit of all bidders. At the end of the tendering period there is a formal opening (Tender Opening Board) of the outline proposals that have arrived at the Central Mail Registry. The compliant proposals will be accepted for evaluation by the Tender Evaluation Board (TEB). Noncompliant proposals will be rejected and not evaluated. Note that ESA will NOT send an acknowledgement of receipt regarding your outline proposal. Be sure that your proposal arrives in time (before 13:00 on the 22 nd February 2011) and send by a scan of your courier receipt to the Contracts Officer. Bidders are not entitled to contact ESA staff about the outcome of the evaluation of the AO after the closing date (13:00, 22 nd February 2011). After the technical evaluation by ESA and the review by the Task Force, ALL Bidders will be notified. 26

14 3. Tender Evaluation TEB The technical evaluation is performed by the Tender Evaluation Board (TEB): TEB is composed of technical ESA staff that are experts in the specific area of the proposal Statement of Non-Disclosure and Non-Interest Form signed by all TEB members All outline proposals reviewed technically by the TEB The TEB will assess the proposals and mark them A summary TEB report with the technical evaluation, ranking of proposals and recommendations is submitted to ESA-Czech Task Force Tender Evaluation Evaluation Criteria See Section 9.B of Special Conditions of tender. ESA s Tender Evaluation Board (TEB) will evaluate the outline proposals using the following criteria: 1. CLARITY OF THE TECHNICAL OBJECTIVES AND DEFINITION OF THE REQUIREMENTS FOR THE PROPOSED WORK. QUALITY OF ENGINEERING APPROACH AND DISCUSSION OF PROBLEM AREAS. BACKGROUND AND EXPERIENCE OF THE COMPANY (IES) RELATED TO THE PARTICULAR FIELD CONCERNED, INCLUDING ADEQUACY OF PROPOSED FACILITIES. QUALITY AND SUITABILITY OF PROPOSED PROGRAMME OF WORK. 2. CURRENT AND TARGETED MATURITY STATUS OF THE DEVELOPMENT; PROSPECTS FOR USE IN ESA PROGRAMMES THAT CZECH REPUBLIC PARTICIPATES; CONSISTENCY WITH PROGRAMMATIC OBJECTIVES. 3. CREDIBILITY OF THE COST ESTIMATION AND THE PROPOSED SCHEDULE. ADEQUACY OF MANAGEMENT APPROACH AND ADEQUACY OF THE KEY PERSONNEL FOR THE EXECUTION OF THE WORK. 4. COMPLIANCE WITH THE ADMINISTRATIVE TENDER CONDITIONS OF THE CALL FOR OUTLINE PROPOSALS AND ACCEPTANCE OF THE DRAFT CONTRACT. 28

15 3. Tender Evaluation ESA-Czech Task Force The Task Force performs the programmatic evaluation 1. Takes into account the summary TEB report containing the technical evaluation, marks, ranking and recommendations 2. Considers programmatic priorities and national interests 3. Recommends activities for implementation Task Force meeting for the programmatic evaluation is currently planned for Midend May 2011 (could be later if too many proposals are received) Negotiation Period On the basis of the TEB evaluation and the Task Force there are the following possibilities for a positive outcome: 1. The Bidder is invited to a negotiation on the basis of the submitted Outline Proposal 2. The Bidder is requested to submit a full proposal (structure and content of full proposal will be specified by ESA) 3. A restricted competitive Invitation-To-Tender (ITT) in the case of very similar selected Outline Proposals 30

16 4. Negotiation Period In the case of a negative outcome see Section 9.F of Special Conditions of Tender: F. The contact person of the Prime Contractor mentioned in the proposal (see point 5 in the cover letter of Annex B- Proposal Template), will be informed in writing of the result of the AO after a decision has been taken. Upon receiving notice that his proposal has been unsuccessful, a bidder may request the nominated ESA Contracts Officer to advise him of the reasons why the proposal has not been retained in a telephonic debriefing. Any information will be limited to the bidder s own proposal Basic Step-by-Step Recipe START I have an idea and I want to bid in the Call for Outline Proposals - Express your interest in EMITS. -Prepare a proposal when ITT is published. YES END Registered in EMITS? NO Is it in the planned activities? NO YES Register in EMITS Get AO-6647 documents END NO Read: Cover Letter National Space Plan Clarifications Idea fits subjects in Cover Letter? YES A YES Is your Idea already there? NO Search links in the Cover Letter: Workplans EMITS GSP, ARTES YES Still Intending to send a proposal? END NO Read: Appendix 1 Draft Contract Appendix 2 Special Conditions of Tender Proposal Template (also its Cover Letter) Clarifications SEE NEXT VIEWGRAPH 32

17 5. Basic Step-by-Step Recipe FROM PREVIOUS VIEWGRAPH A Send Expression of Intent to ESA Download (in EMITS): PSS Forms (A1,A2 & A8) General Clauses and Conditions General Conditions of Tender Ask your legal & administrative support for help Send: Proposal via courier to address in Cover Letter Proof (Tracking Number) to C. Binedell by fax Sign your Cover Letter Sign all PSS by Bidder & sub-contractors NO Clarification needed? Prepare proposal using template END Notes: Maximum length of a proposal is 27 pages Maximum of 3 independent and unrelated proposals unless justified. YES Request clarification Contracts Officer (Carla Binedell) What to Submit? Who can be involved? From Cover Letter: 1. The present Announcement of Opportunity (AO) is addressed only to Czech companies (including SME) or academia and research organisations. The present AO is part of the Czech Industry Incentive Scheme aiming at supporting the participation of Czech Republic into the European Space Agency activities. Recipients of the present AO are therefore requested to note that the Agency can only consider proposals from companies or organisations residing in the Czech Republic. Consortia including companies & organisations within other ESA Member States may be accepted if duly justified. Tasks assigned to non-czech entities shall in any case not constitute the core activities of the proposed study or development. 34

18 6. What to Submit? Who can be involved? Tips: - If your company/institute has no expertise in space activities a non-czech partner may be part of the team but you have to ensure that you are doing the core activities (as prime or sub-contractor as appropriate). Example: Astrium, OHB, ThalesAlenia, defining requirements and/or specifications - if test or qualification facilities are necessary and these are not available in the Czech Republic or the know-how to do it, you may have a non-czech partner (as prime or sub-contractor as appropriate) What to Submit? What types of activities? From Cover Letter: 2. The subject of the present AO is exclusively for: a) Flight Hardware activities with preference for those related to launcher or satellite platform technologies and sensors or to generic technologies with potential for re-use (the start TRL shall be at least 3 and the target TRL shall be at least 5-6) b) Research and development activities leading to products (hardware or software), mission related services, technology demonstrations or to generic technologies with potential for reuse (the start TRL shall be at least 2 and the target TRL below 5) c) preparatory activities (e.g. studies, feasibility studies, user requirements or market surveys) to support Czech competitiveness in ESA programmes (optional and mandatory) to which the Czech Republic subscribes. Note: education and awareness activities shall not be considered in the present call. 36

19 6. What to Submit? What cost? From Cover Letter: 3. Bidders are invited to submit Outline Proposals quoting for a) flight hardware activities a price not higher than Euro , for b) research and development activities a price not higher than Euro and for c) preparatory activities a price not higher than Euro The finally selected activities, after successful negotiation, will result in firm fixed price contracts 100% funded by ESA. The Agency reserves the right to conduct a pre-award audit, if deemed necessary. 4. The total budget earmarked for this Announcement of Opportunity is Euro (Three million three hundred thousand Euro) What to Submit? Academia or Industry? From Cover Letter: 5. Type a) Flight hardware proposals must be led (prime contractor) by industry. Type b) R&D proposals may be led by academia or research organizations only when the target TRL is 3 or below, exceptions will be accepted for Space Science instrument-related activities. Type c) preparatory activities may be led by either industry or academia/research organizations depending on the context. 38

20 6. What to Submit? What types of activities? Tips: a) These proposals MUST be led by industry Platform technologies are those that are associated with the satellite (platform) excluding the payload (e.g. instruments) Examples are: satellite structural elements, space (micro-) electronics, harnesses, mechanisms, For all proposals of this type, careful phasing must be done. b) These proposals MUST be led by industry if target TRL is higher then 3. Exceptions only allowed if related to Space Science instruments What to Submit? What content? I From Cover Letter: 8. The technical content of the Outline Proposals shall take into account the following: a) The technical subject shall have potential for further development in: - ESA activities or programmes or - addressing specific niche markets (no competitive products available elsewhere in Europe or when a second source would be an asset) or - enabling Czech industry/institutes to enter general ESA procurement or else fostering the creation of strong and long-term relations between Czech firms and well-established European space firms. 40

21 6. What to Submit? What content? II From Cover Letter: b) The technical subject shall take into account the priorities of the ESA- Czech Task Force: - of special interest are proposals: o that could lead to cross-sectional products/services relevant to different types of satellite missions that are used in several types of satellite platforms, especially those relevant to Space Science. o that have the potential to bring long-term benefits to Czech industry and to the Czech Republic in its participation in space activities. - the Intellectual Property Rights (IPR) of what is being pursued with the activity must also be considered and explicitly addressed in the proposal. In principle, the proposed activity should lead to a product/application/service with a Czech IPR, however, this requirement may be waived when there is a clear Czech benefit for example in the form of the establishment of a long-term supplier relationship What to Submit? What content? I Tips: - If it is a single-shot activity => forget it! - It must have a good chance of being used in a ESA programme. - If what you propose does not exist in Europe (in the world it would be fantastic) and it has a use in ESA space activities then very good chances. You must ensure that the benefit (and the IPR) will be Czech. - to have an activity with another European player where a customersupplier relationship is established through the development of a product that would be very good. 42

22 6. What to Submit? What content? III From Cover Letter: b) The technical subject shall take into account the priorities of the ESA- Czech Task Force: (continued) - specifically, of particular interest, as discussed in the Czech National Space Plan are the following areas: Space Hardware Mechanisms and its related areas are an essential part of any launcher/satellite where Czech industry has a high level of preparation; in fact, it is already supplying high quality mechanical parts to several European space products. Design and development capabilities in this area also exist. Electronics and its related areas play a fundamental role in any sensor, instrument and satellite and where again there are already Czech suppliers also with capabilities of design and development. Devices and components: the Czech Republic already has several device and component manufacturers, with Czech designs or licenses. Where appropriate, the development or qualification for space of these devices or components could be supported What to Submit? What content? IV From Cover Letter: b) The technical subject shall take into account the priorities of the ESA- Czech Task Force: (continued) - specifically, of particular interest, as discussed in the Czech National Space Plan are the following areas: (continued) Space Hardware (continued) Payload or satellite sub-systems: in this area there are also high TRL capabilities in the Czech Republic. Sensors or scientific instruments: fostering the collaboration between academia and industry and leading to the acquisition of knowledge and experience in space project management, development, constraints, quality assurance and others beyond the value or economic benefit of the particular sensor or instrument. Scientific instruments such as those typically used only in Space Science missions are excluded. However, their sub-systems, when of interest to different missions or satellite platforms, would be of interest. 44

23 6. What to Submit? What content? V From Cover Letter: b) The technical subject shall take into account the priorities of the ESA- Greek Task Force: (continued) - specifically, of particular interest, as discussed in the Czech National Space Plan are the following areas: (continued) Software (ground or space) Data processing for satellite data: in this area there are not only very good development capabilities but there are also good opportunities. Ground segment: antenna/telescope control; telemetry, tele-command and control (TT&C), spacecraft control systems, and other ground segment support systems On-board: especially that related to payload software Embedded software: used in many satellite sub-systems Data and satellite applications: this is an area with proven capabilities that could also lead to fast developments What to Submit? What content? VI From Cover Letter: b) The technical subject shall take into account the priorities of the ESA- Greek Task Force: (continued) - specifically, of particular interest, as discussed in the Czech National Space Plan are the following areas: (continued) Ground Segment and User Services Support to the development of ground-segment and user services for navigation, telecom and Earth observation in the form of demonstrations and validation could play an important role in fostering the use of these services and by exposing a wider community to space applications. 46

24 6. What to Submit? What content? VII From Cover Letter: b) The technical subject shall take into account the priorities of the ESA- Greek Task Force (continued): - in addition, proposals preparing the participation of the Czech Republic in optional programmes will be considered. Priority will be given to the programmes identified in the National Space Plan that the Czech Republic currently subscribes to What to Submit? What content? VIII From Cover Letter: c) Bidders shall avoid duplication of ongoing and intended activities with ESA ongoing and intended programmes. Such duplication will lead to rejection of the proposal. For detailed information concerning the Agency s programmes, bidders are advised to consult the following sources: Namely: GSP, TRP, CTP, GSTP, Robotic Exploration, EGEP, ARTES and EMITS (see Cover Letter for links) Search the Workplans (documents) and the websites supplied to be sure that your idea/proposal is not already covered. If it is, your proposal will be rejected. d) The technical subject should be independent from previous activities: The Outline Proposal shall not be seen as a Rider/CCN (Contract-Change- Notice) to a past or present ESA contract unless it refers to a logical continuation of an activity funded under the Czech Industry Incentive Scheme (ESA-Czech Task Force). 48

25 7. When will I know? Expected schedule: ESA-Czech Task Force Meeting - Mid-end May 2011 (unless the number of proposals is too high) Communications to Bidders - 4 to 6 weeks after Task Force meeting First contracts based on Outline Proposal - 4 to 6 weeks after Task Force meeting Questions? Questions: For issues NOT related to this Call (AO 6648), feel free to contact me: Phone:

26 9. Other Current Status of Czech Industry Incentive Scheme Distribution of contract amounts Distribution of number of contracts 20% 31% 69% 80% Industry Academia Total amount committed: 2.7 M Number of contracts: Other Course material e.g.: Quality assurance Software engineering Writing a Good Proposal (this course material is not really applicable to AO-6648) Etc SME dedicated site ECSS (European Cooperative Space Standards) 52

27 The Proposal Template Part A: Cover Letter 53 The Proposal Template Part B: Technical and Application Proposal 54

28 The Proposal Template Part C: Financial, Management and Administrative 55

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