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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@esa.int
Cooperation with ESA
PECS 1
Ljubljana, 04 May 2011
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. What to submit?
6. When will I know
7. Questions and Answers
Cooperation with ESA
PECS 2
Ljubljana, 04 May 2011
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) package
2) Reference documentation linked to ITT
3) Access to any clarification in the frame of the ITT
Note:
Number of currently registered Slovene entities: 2 only!
Cooperation with ESA
PECS 3
Ljubljana, 04 May 2011
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_business/SEMLLBC1S6F_0.
html
Cooperation with ESA
PECS 4
Ljubljana, 04 May 2011
Warning!
Cooperation with ESA
PECS 5
Ljubljana, 04 May 2011
1. ITT Package
a) 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….”,
Cooperation with ESA
PECS 6
Ljubljana, 04 May 2011
1. ITT Package
a) Content-Cover letter
Cooperation with ESA
PECS 7
Ljubljana, 04 May 2011
1. ITT Package
a) 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 (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 the proof (tracking number).
Cooperation with ESA
PECS 8
Ljubljana, 04 May 2011
1. ITT Package
a) 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
Cooperation with ESA
PECS 9
Ljubljana, 04 May 2011
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 Agency’s “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
Cooperation with ESA
PECS 10
Ljubljana, 04 May 2011
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.
Cooperation with ESA
PECS 11
Ljubljana, 04 May 2011
1. ITT Package a) Content-
Spec. Cond. of Tender
Cooperation with ESA
PECS 12
Ljubljana, 04 May 2011
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
Cooperation with ESA
PECS 13
Ljubljana, 04 May 2011
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.
Cooperation with ESA
PECS 14
Ljubljana, 04 May 2011
1. ITT Package
b) Linked Detailed Information
Detailed information concerning the Agency’s programmes:
•General Studies Programme
(http://www.esa.int/SPECIALS/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/ESAIPC(2010)119_TRPPrelSel2011-2013.pdf)
Cooperation with ESA
PECS 15
Ljubljana, 04 May 2011
1. ITT Package
b) Linked Detailed Information
Detailed information concerning the Agency’s 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
Cooperation with ESA
PECS 16
Ljubljana, 04 May 2011
1. ITT Package
b) Linked Detailed Information
Detailed information concerning the Agency’s programmes
(cont.):
•GSTP-4 Workplan (http://emits.esa.int/emits-
doc/ESTEC/ESAIPC(2007)71_GSTP4.pdf)
•GSTP-4 Status Report 2010 (http://emits.esa.int/emits-
doc/ESTEC/ESAIPC(2010)22_GSTP4StatusSep2010.pdf)
•GSTP-5 Element 1 Workplan (http://emits.esa.int/emits-
doc/ESTEC/ESAIPC(2010)51_GSTPEl1.pdf)
•GSTP-5 Element 2 Workplan (http://emits.esa.int/emits-
doc/ESTEC/ESAIPC(2009)65_GSTPEl2.pdf)
Cooperation with ESA
PECS 17
Ljubljana, 04 May 2011
1. ITT Package
b) Linked Detailed Information
Detailed information concerning the Agency’s programmes
(cont.):
•European GNSS Evolution Workplan 2007-2010
(http://emits.esa.int/emits-doc/ESTEC/EUROPEAN-GNSS-
EVOLUTION-WORKPLAN-2007-2010-AOrev1.pdf)
•ARTES 1 2010 Workplan (http://emits.esa.int/emits-
doc/ESTEC/ARTES1_Workplan2010[1].pdf),
•ARTES 5 2009 Workplan (http://emits.esa.int/emits-
doc/ESTEC/ARTES5.1_Workplan_2009[1].pdf)
•ARTES 5 2010 Workplan (http://emits.esa.int/emits-
doc/ESTEC/ARTES5.1_Workplan2010[1].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.
Cooperation with ESA
PECS 18
Ljubljana, 04 May 2011
1. ITT Package
b) Linked Detailed Information
Detailed information concerning the Agency’s 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/)
Cooperation with ESA
PECS 19
Ljubljana, 04 May 2011
1. ITT Package
c) 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.
NB:These Reference Documents can be obtained in EMITS
under:
Reference
Documentation/Administrative Documents
with a GUEST login (no PIN or password needed)
Cooperation with ESA
PECS 20
Ljubljana, 04 May 2011
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
Cooperation with ESA
PECS 21
Ljubljana, 04 May 2011
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.
Cooperation with ESA
PECS 22
Ljubljana, 04 May 2011
3. 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; 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.
Cooperation with ESA
PECS 23
Ljubljana, 04 May 2011
4. Negotiation Period
On the basis of the TEB evaluation, 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
Cooperation with ESA
PECS 24
Ljubljana, 04 May 2011
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.
Cooperation with ESA
PECS 25
Ljubljana, 04 May 2011
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.
Cooperation with ESA
PECS 26
Ljubljana, 04 May 2011
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.
Cooperation with ESA
PECS 27
Ljubljana, 04 May 2011
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.
Cooperation with ESA
PECS 28
Ljubljana, 04 May 2011
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
Cooperation with ESA
PECS 29
Ljubljana, 04 May 2011
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) R&D 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.
Cooperation with ESA
PECS 30
Ljubljana, 04 May 2011
5. What to submit?
What content?
From Cover Letter:
8. The technical content of the Idea shall take into account the
following:
a) 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.
Cooperation with ESA
PECS 31
Ljubljana, 04 May 2011
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/service 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. Cooperation with ESA
PECS 32
Ljubljana, 04 May 2011
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.
Cooperation with ESA
PECS 33
Ljubljana, 04 May 2011
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
Cooperation with ESA
PECS 34
Ljubljana, 04 May 2011
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.
Cooperation with ESA
PECS 35
Ljubljana, 04 May 2011
