ESA PECS procedures and EMITS

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ESA PECS procedures and EMITS
COOPERATION WITH ESA - SECOND CALL FOR PECS
PROJECTS Bernard Zufferey PECS Manager Phone
31 71 565 34 98 E-mail bernard.zufferey_at_esa.int

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Summary

1. The ITT packagea) Contentb) Linked detailed
   informationc) Reference documentation
2. The Tendering Period
3. The Tender Evaluation
4. The Negotiation
5. What to submit?
6. When will I know
7. Questions and Answers

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Warning!

• Without EMITS registration (ESA Bidder Code)
  there is NO PECS contract possible
• Furthermore, future calls are meant to be
  published on EMITS ONLY, meaning that without
  registration there is no access to
• 1) Invitation-To-Tender (ITT) package2)
  Reference documentation linked to ITT3) Access
  to any clarification in the frame of the ITT
• Note
• Number of currently registered Slovene entities
  2 only!

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Warning!

• To register in EMITS
• Go to http//emits.esa.int
• 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,
  may be orange, but not red ) you will get a
  ESA Bidder Code and full access to EMITS (with a
  username and password).
• Detailed information in
• http//www.esa.int/SPECIALS/industry_how_to_do_bus
  iness/SEMLLBC1S6F_0.html

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Warning!
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1. ITT Packagea) Content

• Cover letter
• In EMITS is called Call for Ideas under the
  Plan for European Co-operating States (PECS)
• Appendix 1 Draft PECS Contract
• In EMITS is called Contract Conditions,
• Appendix 2 Special Conditions of Tender
• In EMITS is called Tender Conditions,
• Clarifications (can be several)
• In EMITS typically is called Clarification.,

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1. ITT Packagea) Content-Cover letter
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1. ITT Packagea) Content-Cover letter

• The Cover Letter contains always a number of
  essential features characterising the specific
  activity covered by the ITT, namely
• The name of the responsible contracts officer
• It contains all programmatic and cost constraints
• How to obtain clarifications (if needed)
• The number of paper copies and electronic copies
• The formal conditions of submission, i.e. the
  exact duration of the tendering period and the
  exact date and time (1300 hours) by which
  proposals must be physically in the hands of the
  ESTECs Central Mail Registry. Please use a
  courier service and send to the Contracts Officer
  the proof (tracking number).

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1. ITT Packagea) Content-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

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1. ITT Package a) Content-Spec. Cond. 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 Agencys detailed instructions e.g.
• Length of the outline proposal (20 pages max.)
• Period of validity of the proposal (usually 12
  months)
• Number of Proposals per Bidder (2 independent and
  unrelated proposals)
• Contents of the Outline Proposal (Template)
• Evaluation Criteria
• Description of the process of evaluation and
  selection

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1. ITT Package a) Content-Spec. Cond. of Tender

• The General Conditions of Tender (available on
  EMITS) shall apply to all Invitations To Tender
  except 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.

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1. ITT Package a) Content-Spec. Cond. of Tender

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1. ITT Package a) Content-Spec. Cond. of Tender

• 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

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1. ITT Package a) Content-Spec. Cond. of Tender

• 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.

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1. ITT Packageb) Linked Detailed Information

• Detailed information concerning the Agencys
  programmes
• General Studies Programme (http//www.esa.int/SPEC
  IALS/GSP/index.html)
• TRP Implementation Status of Workplan 2005-2007
  (http//emits.esa.int/emits-doc/ESTEC/TEC-SB_7972_
  TRP2005-2007_19XI10.pdf),
• TRP Implementation Status of Workplan 2008-2011
  (http//emits.esa.int/emits-doc/ESTEC/TEC-SB_7973_
  TRP2008-2011_20IX10.pdf)
• TRP Preliminary Selection of Activities for
  2011-2013 (http//emits.esa.int/emits-doc/ESTEC/ES
  AIPC(2010)119_TRPPrelSel2011-2013.pdf)

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1. ITT Packageb) Linked Detailed Information

• Detailed information concerning the Agencys
  programmes (cont.)
• Cosmic Vision 2008-2009 Workplan
  (http//emits.esa.int/emits-doc/ESTEC/ESAIPC(2008)
  33add1_CosmicVision_2008_2009.pdf)
• Cosmic Vision 2009-2012 Workplan
  (http//emits.esa.int/emits-doc/ESTEC/ESAIPC(2010)
  81_CosmicVision2009-2012.pdf)
• Robot Exploration 2009-2014 Workplan
  (http//emits.esa.int/emits-doc/ESTEC/ESAIPC(2010)
  136_RobotExp2009-2014.pdf

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1. ITT Packageb) Linked Detailed Information

• Detailed information concerning the Agencys
  programmes (cont.)
• GSTP-4 Workplan (http//emits.esa.int/emits-doc/ES
  TEC/ESAIPC(2007)71_GSTP4.pdf)
• GSTP-4 Status Report 2010 (http//emits.esa.int/e
  mits-doc/ESTEC/ESAIPC(2010)22_GSTP4StatusSep2010.p
  df)
• GSTP-5 Element 1 Workplan (http//emits.esa.int/em
  its-doc/ESTEC/ESAIPC(2010)51_GSTPEl1.pdf)
• GSTP-5 Element 2 Workplan (http//emits.esa.int/em
  its-doc/ESTEC/ESAIPC(2009)65_GSTPEl2.pdf)

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1. ITT Packageb) Linked Detailed Information

• Detailed information concerning the Agencys
  programmes (cont.)
• European GNSS Evolution Workplan 2007-2010
  (http//emits.esa.int/emits-doc/ESTEC/EUROPEAN-GNS
  S-EVOLUTION-WORKPLAN-2007-2010-AOrev1.pdf)
• ARTES 1 2010 Workplan (http//emits.esa.int/emits-
  doc/ESTEC/ARTES1_Workplan20101.pdf),
• ARTES 5 2009 Workplan (http//emits.esa.int/emits-
  doc/ESTEC/ARTES5.1_Workplan_20091.pdf)
• ARTES 5 2010 Workplan (http//emits.esa.int/emits-
  doc/ESTEC/ARTES5.1_Workplan20101.pdf)
• Regarding ARTES 3-4 and ARTES 20, all activities
  are published in EMITS (http//emits.esa.int).
  Additional information can be found in
  (http//telecom.esa.int/projectsearch) for ARTES
  and (http//iap.esa.int/iap-themes) for ARTES 20.

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1. ITT Packageb) Linked Detailed Information

• Detailed information concerning the Agencys
  programmes (cont.)
• List of Intended Invitations to Tender (EMITS)
  covering all ESA Programmes
• (http//emits.esa.int/)
• Currently Open Invitations to Tender (EMITS)
  covering all ESA Programmes (http//emits.esa.int/
  )

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1. ITT Packagec) Reference Documentation

• General Clauses and Conditions (GCC) for ESA
  Contracts, Reference ESA/REG/002, July 30th,
  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.
• NBThese Reference Documents can be obtained in
  EMITS under
  
• Reference
• Documentation/Administrative Documents
• with a GUEST login (no PIN or password needed)

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2. 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. Only compliant proposals
  will be accepted for evaluation by the Tender
  Evaluation Board.
• Note that ESA will NOT send an acknowledgement of
  receipt regarding your outline proposal.
• Be sure that your proposal arrives in time and
  send by email 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 CI
  after the closing date. After the technical
  evaluation by ESA and the review by the
  Delegation, ALL Bidders will be notified

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3. Tender Evaluation

• 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 the national
  Delegation.

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3. Tender EvaluationEvaluation Criteria
See Section 9.B of Special Conditions of
tender. ESAs 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 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.
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4. Negotiation Period

• On the basis of the TEB evaluation, there are the
  following possibilities for a positive outcome
• 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-Tende
  r (ITT) in the case of very similar selected
  Outline Proposals

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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 of
the result of the CI after a decision has been
taken.
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5. What to submit?Who can be involved?
From Cover Letter 1. The present Call for
Ideas (CI) is addressed only to national
companies (including SME) or academia and
research organisations. Recipients of the
present CI are therefore requested to note that
the Agency can only consider ideas from companies
or organisations residing in the country.
Consortia including companies organisations
within other ESA Member States may be accepted if
duly justified. Tasks assigned to non-national
entities shall in any case not constitute the
core activities of the proposed study or
development, since entities outside of the
country cannot be funded by PECS.
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5. What to submit?Who can be involved?
Tips - If your company/institute has no
expertise in space activities a non-national
partner may be part of the team but you have to
ensure that you are doing the core activities and
that he is funded outside of PECS. - If test or
qualification facilities are necessary and these
or the know-how to do it are not available in the
country, you may have a non-national partner (as
prime or sub-contractor as appropriate). Non
available services in the country can be paid by
PECS.
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5. What to submit?What types of activities?
From Cover Letter The subject of the present CI
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 re-use (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 national competitiveness in
GMES and Galileo services as well as in ESA
programmes (optional and mandatory). d)
Education activities pertinent to the development
of a space curriculum in universities or
participation of university students in student
satellites awareness activities to raise the
awareness of space.
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5. What to submit?What cost?
From Cover Letter 3. Bidders are invited to
submit Detailed Ideas quoting for a) flight
hardware activities a price not higher than Euro
500.000, for b) research and development
activities a price not higher than Euro 200.000,
for c) preparatory activities a price not higher
than Euro 100.000 and d) education and awareness
activities a price not higher than Euro 40.000.
The finally selected activities, after
successful negotiation, will result in firm fixed
price contracts 100 funded by ESA PECS budget.
The Agency reserves the right to conduct a
pre-award audit, if deemed necessary
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5. What to submit?Academia or Industry?
From Cover Letter 5. -Type a) Flight hardware
ideas must be led (prime contractor) by industry.
-Type b) RD ideas 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.
-Type d) education and awareness activities must
be led by a University.
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5. What to submit?What content?

• From Cover Letter
• 8. The technical content of the Idea shall take
  into account the following
• The technical subject shall have potential for
  further use or development in
• - ESA activities or programmes or
• - EU-ESA joint space activities
• - addressing specific niche markets (no
  competitive products available elsewhere in
  Europe or when a second source would be an asset)
  or
• - fostering the creation of strong and long-term
  relations between national firms and
  well-established European space firms.

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5. What to submit?What content?

• From Cover Letter
• b) The technical subject shall take into account
  the priorities of the national space plan and
  policy and be complementary to current and future
  European space activities
• -Of special interest are ideas
• 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
• that have the potential to bring long-term
  benefits to national space industry 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
  Detailed Idea. In principle, the proposed
  activity should lead to a product/application/serv
  ice with a national IPR however, this
  requirement may be waived when there is a clear
  national benefit for example in the form of the
  establishment of a long-term supplier
  relationship.

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5. What to submit?What content?
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 Idea.
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6. When will I know?
Expected schedule End of the call - 27 May
2011 Evaluation by ESA experts - 4 to 6 weeks
after the end of the call (depending on the
number of proposals) First contracts based on
Outline Proposal - September/October 2011
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7. Questions and answers

• All questions related to this presentation and of
  general interest are most welcome.
• For specific issues, face-to-face meetings can be
  organised if needed.

THANK YOU FOR YOUR ATTENTION