(CALL FOR PROPOSALS) FAST TRACK FEASIBILITY STUDIES

Transcription

1 Page 1 SPECIAL CONDITIONS OF TENDER FOR THE Integrated Applications Promotion (IAP) Programme (CALL FOR PROPOSALS) FAST TRACK FEASIBILITY STUDIES

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 a tender 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 3 b), c) and d) do not apply. 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 ) below 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 F.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 For the purpose of the Outline Proposal, the GCT shall not apply. The Outline Proposal shall provide a first, high level description of the intended feasibility study starting from the identification of stakeholders/users and their demand/needs, presenting the targeted services and related system(s) able to meet those needs, the terrestrial and space based solutions (at least two space assets such as Satellite Communications, Earth Observation, Satellite Navigation, Human Spaceflight technologies, others) expected to be integrated and their added value, the key sustainability elements covering economic and noneconomic considerations, the planned roadmap towards implementation of sustainable operational services, the intended study logic and activities, and an overview of the key management, financial, and administrative aspects. The Outline Proposal of a maximum of 25 pages shall be prepared using the document ARTES 20 IAP Feasibility Study Outline Proposal Guide & Template available at the following link: For the Outline Proposal please avoid mere repetition of the procedures and general tasks described in the Management Requirements, but instead provide qualified information. 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 produced / delivered) of the Management Requirements for Fast Track Feasibility Studies hereinafter referred to as MR (Appendix 3 to the Draft Contract). The Outline Proposal shall be submitted as attachment to the following address: iap@esa.int The shall indicate the name of the feasibility study, the Prime Contractor and its nationality, the relevant contact person (including , phone number and position into the prime contractor company), the envisaged Subcontractor companies and respective nationalities, and a statement indicating whether the study has been already introduced to the National Delegations of the related countries (of the involved Prime and Subcontractors). Within 10 working days from the submission of the Outline Proposal, ESA will contact the Tenderer to confirm the receipt of the proposal, to request further clarifications or to confirm that the Outline Proposal has been accepted, and to inform about the next steps and timeline.

6 Page 6 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 shall reflect the possible recommendations made by ESA (e.g. pre-selection information, clarification meeting). Furthermore, it shall comply with the requirements detailed in the following paragraphs. A. Cover Letter The cover letter should 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. 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)

7 Page 7 B. Technical Proposal B.1 Glossary, abbreviations and acronyms, applicable documents To allow for a proper understanding of the content of the technical proposal, a Glossary and a list of the Abbreviations and Acronyms shall be provided. If relevant, also a list of Applicable Documents (e.g. background information, standards) shall be presented. B.2 Introduction The Tenderer shall present an Introduction of the activity containing in a concise and selfcontained manner the major elements of the proposed study: objective(s) of the feasibility study, context and background information, motivation for the activity, presentation of the targeted solution in terms of proposed services and associated system and the expected added-value brought to the users by the envisaged integrated solution, outlook on the roadmap including information on the intention and capabilities for a potential follow-on demonstration project as well as the further plans towards implementation of a sustainable service(s), B.3 Compliance with the ARTES 20 Programme Objectives B.3.1 User driven initiative a) The Tenderer shall present the general stakeholder and user community(ies) that are relevant for the targeted operational applications/services. b) The Tenderer shall present the specific user(s) that is (are) involved in the proposed feasibility study, their position/representativeness in the targeted market domain, their concrete interest in the proposed applications/services, an initial list of major user needs, and their level of involvement in the study. c) Regarding the involved user(s)/other stakeholder(s), their expected position in the targeted service value chain (see section C.4, task 2) shall be indicated. Information shall be provided why the involved user(s) and their needs are expected to be representative for a sustainable business case. It shall be elaborated if and why the targeted solution is considered scalable to users beyond those directly involved. d) A Letter of Interest/Commitment shall be provided for each directly involved user/other stakeholder. The user(s)/other stakeholder(s) shall express in their own words why they are interested to participate in the study, how the study fits with their own activities and objectives, and to which tasks they intend to contribute. NB: Contributions to the study may include: identification of current operational processes and their issues, support to definition of user scenarios/processes, support to definition of user requirements,

8 Page 8 identification of expected benefits and financial constraints, support with validation of the Proof of Concept, indication of interest in a potential follow-up demonstration project, towards the end of the feasibility study, information on the user role for the potential follow-on demonstration project and planned contribution, support to promotion of the targeted services. B.3.2 Preparing for sustainable operational services a) The Tenderer shall present the initially targeted solution in terms of proposed services and integrated system, and their expected added value for the users/customers. b) The Tenderer shall present its and the Subcontractors, if any, motivation to engage in the activity as well as their ideas regarding the future service provider. In this respect, information on the capabilities of the Tenderer (or the consortium) regarding service provision or existing operational services shall be presented, as well as the vision regarding position and role of the Prime and Subcontractors, if any, in the envisaged service roll-out (operational) stage. c) The Tenderer shall provide initial information on the intention and capabilities (including financial capabilities) of the consortium partners for a potential (cofunded) follow-on demonstration project. B.3.3 Value of using multiple space assets a) The Tenderer shall present the space assets that are envisaged for integration in the targeted services. (NB: space assets need to be from at least two different domains such as Satellite Communications, Satellite Navigation, Earth Observation, Human Spaceflight, etc.). A preliminary shortlist of relevant space asset elements shall be provided (e.g. relevant Satcom systems, relevant Earth Observation data or satellites). b) The Tenderer shall provide information why these space assets are considered necessary for integration and what their expected added value in the proposed applications/services above other technologies is (e.g. satellite communications versus terrestrial communications). B.4 Study logic The Tenderer shall present the Study Logic (flow chart and explanations) showing the logic of the envisaged work to be undertaken. The study logic provided in the Management Requirements for Fast Track Feasibility Studies (Appendix 3 to the Draft Contract) is suggested for orientation. An alternative study logic that is considered more suitable can be proposed including the relevant justification. The Tenderer shall provide a justification for the selection of tasks. Due to the financial limitations of a fast track feasibility study it is expected that the work needs to focus on a subset of the 6 tasks of a regular feasibility study. Based on past

9 Page 9 experience of ARTES 20 activities, the most critical tasks are Task 1 (User Requirements) and Task 5 (Viability Analysis), followed by Task 3 (Service and System Definition). If the Tenderer already has all information available related to a specific task, this task does not have to be performed. If relevant for the fast track feasibility study, evidence of the existing information has to be provided to the Agency. B.5 Description of tasks The Technical Proposal shall contain for each of the Tasks which are proposed for execution during the study the following information: the starting point for the work to be done (what services/systems/solutions exist within the bidding consortium that are the starting point for the proposed activity); the planned outcome(s)/result(s) of the task; (what shall be the information available at the end of the study) the critical elements that will be subject for investigation during the study; the work, methodology and approach to reach the planned outcomes/results, including the planned interactions between consortium partners and users (if applicable). The Tenderer shall commit to deliver the related documents for review at the relevant milestones. C. Management and Administrative Proposal C.1 Background experience of the company(ies) The Tenderer shall describe the relevant experience that it, the Subcontractors (if any) and the users/partners (if any) have for the performance of the work which is subject of the proposed activity. C.2 Organisation and management of the activity The Tenderer shall present the structure of the study organisation, where it is proposed to subcontract part of the work, the organisations forming the project team, the involved stakeholder(s)/user(s) and lines of communications with them. The Tenderer shall present the way and means of coordinating with the involved study partners (ESA, Subcontractors, users, stakeholders, etc.). The rationale for the proposed industrial organisation shall be presented, especially with view to the targeted future service provisioning. In this respect, the involvement of a university or research organisation as study prime is considered to introduce additional complications with respect to the further implementation of sustainable services (i.e. transfer to another entity after the study, co-funded demonstration project, operational service provision, etc.) and requires special justification. Already in the feasibility study, the involvement of a potential service provider for the targeted services (bridging the last mile to the future customer) is considered relevant and strongly recommended. Involving such a service provider as study prime is considered a plus. C.3 Key personnel

10 Page 10 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 organigramme. As a minimum, each person assigned as Work Package Manager shall be nominated as key personnel as well as a person with relevant business development expertise. Key personnel should be proposed to one level below the study/project manager, both for the Prime Contractor and any Subcontractors. The provisions of Clause 9 of the ESA General Clauses and Conditions for ESA Contracts 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, presenting in particular the work experience relevant for this study, a brief description of the person's present job and responsibilities, the position in the Tenderer's organisation, and information on the person s assignment and tasks in this study; 2. Provide the average percentage of his/her total working time the key personnel will dedicate to the present activity; 3. Provide the number of man-hours dedicated by each key personnel broken down per Work Package. Key representative(s) of the involved stakeholders/users, although not considered as key personnel shall be presented (name, position in the organisation, role in the activity). C.4 Facilities In case a Proof of Concept is foreseen in the fast track feasibility study, the Tenderer shall submit a brief description of all facilities which are proposed to be used for this Proof of Concept, including those facilities which are still to be developed/ built and/or purchased (with a statement whether the costs of developing/building/ purchasing the facility are to be directly or indirectly charged to the contract). The Tenderer shall also describe what means of access to space assets (e.g. EO products, Satcom services, Satnav services) it has, if these are required for the Proof of Concept. C.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 Review will normally be held at the Agency s premises (ESTEC or ECSAT). D. Implementation Proposal D.1 Work Breakdown Structure (WBS) The Tenderer shall propose a simple Work Breakdown Structure (WBS) aligned with the study logic and the proposed tasks, indicating the responsible organization/person per Work

11 Page 11 Package and the Subcontractors/partners involved in this Work Package. A separate Work Package on Management is recommended. D.2 Work Package Descriptions (WPD) For each Work Package of the WBS, the Tenderer shall provide a Work Package Description using form PSS-A20, enabling a proper evaluation of the work content and its costing as well as of the proposed planning. The PSS-A20 form is available on EMITS ( under Reference Documentation Administrative Documents PSS Forms. D.3 Planning It is expected that the duration does not exceed a maximum of 6 months. The Tenderer shall submit his planning in the form of a Gantt chart. The Gantt chart shall duly reflect the relevant Work Package title and number as per Work Breakdown Structure and Work Package Description. 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. D.4 List of deliverables Due to the limited budget foreseen for fast track feasibility studies, it is not expected that developments will be carried out. Therefore, it is not foreseen that hardware or software will be delivered. With respect to deliverable documentation, Section 4 of the Management Requirements for Fast Track Feasibility Studies (Appendix 3 to the Draft Contract) shall apply. The tender shall include a list of all deliverable documents. E. Financial Proposal For any fast track feasibility study, the Agency has earmarked a maximum price of 50,000 Euro. E.1 Cost Price Data / PSS FORMS The following PSS forms shall be included in the hardcopy of the proposal and as an Excel file in the electronic version. - PSS A1 - PSS A2 including Exhibit A (other direct cost elements) and Exhibit B (travel plan and cost detail) - PSS A8 - PSS A15.1 These PSS forms are available on EMITS ( under Reference Documentation Administrative Documents PSS Forms. They shall be completed and signed by the Prime Contractor and by each Subcontractor.

12 Page 12 Above forms shall be made for the total study, i.e. including the share to be funded by the Tenderer. The Agency will contribute with up to a 50% of the projected cost. Work carried out by universities and research institutes involved as Contractors or Subcontractors and justifying no further commercial interest in the service or product may be funded 100% by the Agency. In such a case, an explicit statement of the concerned entity in form of a letter signed by an authorised person has to be included in the proposal. Above forms shall be made for the total study, 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. 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. E.2 Source of Company Contribution 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 private source. Accordingly, the contribution shall not be allowed from third party public funds. 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. E.3 Statement of Profit The offer must be exclusive of profit. E.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. E.5 Type of Price The proposal shall be made on the basis of a Firm Fixed Price type. Further details can be found in Article of the Draft Contract (Appendix 2 to this Call for Proposals).

13 Page 13 E.6 Quotations Free of Taxes and Customs Duties 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. E.7 Milestone Payments Plan The payment plan proposed, broken down by Subcontractor (if applicable), shall take into account Article 3 of the Draft Contract and the following provisions: The payment plan shall consist of the final milestone reflecting the total contract price. F. Contractual proposal This element of the tender shall include explicit statements of compliance, and identify all reservations, modifications and amendments as follows: F.1 Compliance with Management Requirements The Tenderer shall explicitly state that the Management Requirements for Fast Track Feasibility Study Contracts in Appendix 2 to the Draft Contract (Appendix 2 to 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 F.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

14 Page 14 acceptance of these, unless and until such modifications or amendments are confirmed in a contract. F.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. F.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. Further information about this opportunity can be obtained from the following link: F.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.

15 Annex 1 to Appendix 1B to Page 1 ANNEX 1 - EVALUATION CRITERIA FOR THE FULL PROPOSAL (SECOND STEP) In evaluating the Full Proposal(s) ESA will use the following criteria: 1. COMPLIANCE WITH THE ARTES 20 PROGRAMME OBJECTIVES: USER DRIVEN INITIATIVE, PREPARING FOR SUSTAINABLE OPERATIONAL SERVICES, ADDED VALUE OF USING MULTIPLE SPACE ASSETS 2. SUITABILITY OF THE PROPOSED STUDY LOGIC VS. PROJECT OBJECTIVES, QUALITY AND COMPLETENESS OF TECHNICAL PROPOSAL, 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

16 Annex 3 to Appendix 1B to Page 1 ANNEX 2 TO THE SPECIAL CONDITIONS OF TENDER: Tables to be provided as Annex 1 to the Tenderer 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

17 Annex 3 to Appendix 1B to Page 2 TABLE i) - Bidding Team and Price Breakdown Information : Economic Operator Complete Name and Legal Nature (1) Prime Contractor SubContractor 1 SubContractor 2 SME (indicate YES or NO) Large Space Integrator (indicate YES or NO) (2) EMITS Bidder Code esa-p Bidder Code (60000xxxxx) (3) esa-p Vendor Code (10000xxxxx) (4) Country Price Type Cost for Phase 1 Price for Phase 1 Cost for Phase 2 Price for Phase 2 Total Cost Total Price 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 % 1 Specify here the type of business entity to which the company belongs (e.g Limited Company, Société Anonyme, AG etc). 2 According to registration with ESA. 3 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. 4 Idem.

18 Annex 3 to Appendix 1B to Page 3 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: 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:

19 Annex 3 to Appendix 1B to Page 4 ANNEX 3 TO THE SPECIAL CONDITIONS OF TENDER: Forms/letters to be provided as Annex 2 to the Tenderer s Cover Letter to a Full Proposal Form A: Declarations on Key Acceptance Factors Form B: Declarations on Compliances Letter(s) of Support from Relevant National Delegation(s)

20 Annex 3 to Appendix 1B to Page 5 Form A: Declarations on Key Acceptance Factors ITT Reference: Subject: By submitting this Form A as Annex to the cover letter of the tender reference [insert reference of your tender ], I/we the undersigned herewith officially declare that the tender fulfils the Key Acceptance Factors as listed hereunder: Key Acceptance Factors Please tick all the boxes to confirm that you meet the requirements The Tenderer and any Subcontractor(s) satisfy/ies the qualification requirements established under Part 1 A Eligibility Requirements paragraphs b) to i) of the Agency s General Conditions of Tender (see Part 2 B1 of the GCT). The Tenderer confirms, on his behalf and on behalf of its Subcontractors, to be compliant with the requirements listed in the Certification of Free Competition (see Part 2 B3 of the GCT). The Tenderer confirms, on his behalf and on behalf of its Subcontractors, to be compliant with the requirements listed in the Certification of Non-Benefit (see Part 2H of the GCT). The Tenderer confirms, on his behalf and on behalf of its Subcontractors, the acceptance of the conditions listed in the Non Commitment by the Agency (see Part 2 B11 of the GCT). The tender cover letter and the tender contain a binding price. The tender cover letter and the tender contain a price type compliant with the one requested in the ITT. The tender cover letter contains a confirmation that the validity period is 4 months from the date of tender submission with implicit extensions as per Article 37 points 3 &4 of the Agency s Procurement Regulations. The tender contains a technical description. A statement is attached to the cover letter, signed by the Delegate(s) representing the country/ies in which the Prime Contractor (and if applicable its subcontractors) reside(s), authorising the Agency to fund the quoted price from their contribution to the IAP Programme. An Outline Proposal was approved by ESA prior to the Full Proposal submission. The tender cover letter and its Annex 2 (Forms A and B) are signed by authorised

21 Annex 3 to Appendix 1B to Page 6 representative(s) of the Tenderer. It is understood that : - failure to provide this Form A, as an Annex to the tender cover letter, fully completed and signed will result in the tender non-admissibility for evaluation. - if the analysis of the full tender reveals that the offer is not in line with any of the declarations given in the present Form, the tender will be excluded from further evaluation. Name: Current position in the Tenderer s organisation : Signature: Date:

22 Annex 3 to Appendix 1B to Page 7 Form B: Declarations on Compliances ITT Reference: Subject: By submitting the present Form B as Annex to the cover letter of the tender reference [insert reference of your tender..] I/we the undersigned herewith officially declare that the tender is compliant with the following requirements as listed hereunder: The information provided to ESA for registration as potential supplier (individually for all entities involved in the tender) has been updated in the last 12 months; With regard to the managerial requirements of the Call for Proposals, the tender is: With regard to the financial requirements of the Call for Proposals, the tender is: With regard to the contract conditions of the Call for Proposals (Section F and Draft Contract), the tender is: With regard to the Agency s Right of Audit (GCT Part 2 B7) the CfP, the tender is: Indicate : Compliant or Partially Compliant or Non Compliant (in the last 2 cases give reference of the cover letter specific section containing detailed information on the matter and relevant cross references to the applicable parts of the offer) It is understood that : - The absence of a Form B, as an Annex to the tender cover letter, fully completed and signed or any compliance statement or justification for partial compliance referred to in the present Form that would be contradicted by the detailed content of the tender may result in significant downmarking of the tender during the evaluation process. Name: Current position in the Tenderer s organisation : Signature: Date: Letter(s) of support from relevant National Delegation(s)

23 Annex 3 to Appendix 1B to Page 8 Please enclose a copy of the letter from each relevant National Delegation (of the prime and each proposed Subcontractor). In case that universities and research institutes are involved requesting 100% funding, the Letter of Support has to indicate the percentage corresponding to the work which shall be fully funded by the Agency.