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EUROPEAN UNION SATELLITE CENTRE QUESTIONS AND ANSWERS
All potential tenderers
Framework Contract for the acquisition of services supporting the evolution of the Copernicus Service in Support to EU External Action (Reference: SATCEN-OP-02/18)
Referring to the above-mentioned procedure and pursuant to Article 112 of the Financial Regulation1 and Article 160 of its Rules of Application2, please note the following questions and answers up to 20/09/2018:
Question 1: In the Tender Specification point 4.3.2. Economic and financial capacity is required that the tenderers shall take out an insurance policy against risks and damages relating to the performance of the contract. We understand that the policy is required only in case of award. Could you please confirm that the policy is mandatory only for the awarded tenderer and not during the proposal phase? Answer 1: As indicated on page 50 of the tender specifications, all tenderers are expected to include in envelope 1 a copy of their insurance policy in order to prove an appropriate level of professional risk indemnity insurance. If the services under the framework contract pose special risks not covered by the tenderer’s current insurance policy, a copy of the supplementary insurance policy will be required only from the successful tenderer(s).
Question 2: Technical proposal, per lot, must be no more than 25 pages. Can we attach to the technical proposal Annexes to better describe some tools? And if yes, can the technical proposal with Annexes exceed the defined page numbers?
Regulation (EU, Euratom) no 966/2012 of the European Parliament and of the Council, of 25/10/2012, on the financial rules applicable to the general budget of the Union and repealing Council Regulation (EC, Euratom) No 1605/2002 (OJ L298 of 26/10/2012) 2 Delegated Regulation (EU) No 1268/2012, of 29 October 2012, as amended by Delegated Regulation (EU) No 2015/2462, of 30 October 2015, on the financial rules applicable to the general budget of the Union, particularly its Title V on Public Procurement (OJ L 362, 31/12/2012)
EUROPEAN UNION SATELLITE CENTRE Answer 2: The maximum number of pages of the technical proposal is increased from 25 pages (as per section 5.3 of the tender specifications) to 50 pages, including table of contents and annexes.
Question 3: In section 126.96.36.199 of Annex I - Tender Specifications (OP-02-18) is written: In the development of this platform, the ESRI software suite (ArcGIS family) should be considered, as well as the licenses and software products already available at SatCen. Proper integration and interoperability with other similar solutions (other GIS applications) existing at SatCen might be required. Additional platforms proposed by the Contractor such as Open Source technology may be considered as well. In the latter case, a prior written approval by the SatCen is needed. Later in section 188.8.131.52 the ArcGIS family is more “complete ArcGIS family including ArcGIS server licensed advanced”.
As part of our work co-ordinating proposals for the Lots of the ITT we are considering proposing an Open Source solution for Lot 1. One of the participating companies has developed an OpenSource Spatial Data Infrastructure called [ ] based on: - Geotk - Apache-SIS - Java - Tomacat - PostgreSQL - ElasticSearch - OpenLayers - AngularJS [ ] is fully OGC compliant, and used by many public and industrial companies (…). In 2017, the company developed an openSource WebClient for the [ ] Consortium, which is integrated into a platform composed of data catalogs and WPS processing servers. It provides a UI for process query, launch and results retrieval and display. It has been developed in Java/Tomcat/AngularJS/OpenLayers, and is fully OGC compliant as well. Compliant with 184.108.40.206 we kindly request if SatCen will consider non-ArcGIS implemented solutions for Lot 1 and if the proposed open source solution mentioned in this email can be approved by SatCen for use in Lot 1? Answer 3: SatCen accepts non-ArcGis-based solutions for lot 1 and authorizes to submit a description of a solution based on Open Source technology. However, this in no way must be construed as a particular advantage or preference in the evaluation phase. 2
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Question 4: We are intending to use the electronic signature in the submission of our tenders, could you please confirm its validity? As the tender has to be submitted in paper, we would be printing documents which include the electronic signature. The electronic copies would be .pdf files with the e-signature included. Answer 4: We confirm the validity of the electronic signature.
Question 5: Lot 4 is based on multiple FWC with reopening of competition for each Order Form. Could you indicate the number of Order Forms that could be requested simultaneously? Answer 5: There is not a maximum number of Orders Forms that could be launched simultaneously, but it principle we expect not to launch more than three orders at the same time.
Question 6: The section 5.3. of the TS (pp51) indicates that the technical proposal should be drafted in no more than 25 pages. We are assuming this number is only referring to the specific responses to the Award criteria, avoiding, therefore, the cover page, the table of contents, etc. Could you confirm this is the right understanding? Answer 6: See Answer to Question no. 2
Question 7: The section 5.3. of the TS (pp51) includes a matrix table that should be included in the technical proposal. The columns indicate the Section A, Section B,… Could you confirm these sections refer to the chapter in the proposal? If this is not the right understanding could you elaborate more the meaning of those sections? Answer 7: We confirm that the columns should refer to sections/subsections of the technical proposal addressing the award criteria laid down in Section 4.4 of the Tender Specifications.
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Question 8: In section 220.127.116.11. (pp19) it is stated that for ach Order Form “For Lots 2 and 4, the task will be awarded by the SatCen to the most economically advantageous offer according to the evaluation criteria laid down in Section 7”. However, in Section 7.2., quality and economic criteria are established for the evaluation and ranking of offers. Could you please indicate which of the two apply. Answer 8: For lots 2 and 4, the offers submitted in reply to order forms will be evaluated and ranked according to the MEAT criterion (Most Economically Advantageous Tender), referred in Section 18.104.22.168. The MEAT criterion enables the contracting authority to take account of criteria that reflect qualitative, technical and sustainable aspects of the offer as well as price when reaching an award decision. Section 7.1 specifies the quality and financial criteria and the underperformance factor that will apply in the evaluation and ranking of offers submitted in reply to order forms launched under lots 2 and 4.
Question 9: Could you please confirm our understanding that for the tables presenting the qualifications and skills of each proposed consultant (Section 4.3.3 - Technical and professional capacity) a Yes/No answer is sufficient to demonstrate compliance with the requirement? Answer 9: We confirm that a Yes/No answer is sufficient.
Question 10: Please confirm our understanding that the project references for the Technical and professional capacity (Section 4.3.3) may have started before and/or may finish later (i.e. are ongoing) than the specific three year period (2016, 2017 and 2018) as indicated in the Tender Specifications. Answer 10: Your understanding is correct.
Question 11: With reference to the above-mentioned tender procedure of the EU SatCen, we would like to submit the following clarification question: The Tender Specifications, page 14, Section 2.5.1 contain the following task description for Lot 4:
EUROPEAN UNION SATELLITE CENTRE In depth analysis of the state of the art research and innovation in the field of Earth Observation for crisis management and security (results of R&I projects, contracts and industry releases). Roadmap for the transfer of relevant intellectual property rights to SatCen (licesing or acquisition of Intellectual Property Rights –IPRs-). Preparation of impact analysis reports on new emerging technologies and applications. Regarding bullet 2, roadmap, Section 22.214.171.124 contains the following description: prepare a roadmap (i.e. a structured guide) for the transfer of identified technologies (i.e. intellectual property rights) into the Copernicus SEA Service operational workflow and provide advice on the administrative and legal aspects regarding such transfer. Our law firm is interested to submit a proposal together with a suitable prime contractor for the overall Lot 4 tasks. However, the above description is too short and high-level to understand which legal advice and services the EU SatCen expects under the prospective contract. Clarification Question: Regarding Lot 4, State-of-the-Art Analysis, could the EU SatCen please explain in more detail the scope and expectations regarding the legal advice and analysis of legal aspects for the mentioned roadmap/guide?
Answer 11: Please see the new description of Lot 4 in the revised tender specifications made available at the SatCen’s website.
Question 12: We have a question related to LOT 2, and more specifically about Q.3. It is not quite clear for us what will be validated in the "completeness and pertinence of the analysis step-by-step workflows to develop the tools, as described in Section 126.96.36.199". The tools/algorithms indicated in chapter 188.8.131.52 are very generic and their choice depends on the use case, because different approaches can be chosen in different scenarios. Would you be so kind to clarify what SatCen expects to be proposed during proposal stage for this specific criteria?
Answer 12: Section 184.108.40.206 contains a list of scenario archetypes that will be used to configure requests under the FWC. Bidders are expected to demonstrate a methodological approach to receive and analyse orders under the provided archetypes. This methodological approach should take into consideration the different tools and methods available, techniques for process optimization and awareness of the state of the art possibilities and limitations to tackle the archetype scenarios. If necessary, explanations of the methodological approach can be illustrated with examples. 5
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Question 13: In Section 4.3.2 of the Tender Specifications, it is stated that “Tenderers and members of bidding grouping shall take out insurance policy against risks and damages relating to the performance of the contract”. Please clarify the minimum amount of insurance against risks and damages relating to the performance of the contract that is required. Furthermore, if this minimum amount is met by the insurance policy of one member of the grouping, please clarify if all members of the grouping need to submit evidence of their insurance policy and to which amount?
Answer 13: The minimum amount of the insurance policy should be €300,000 per year, considering the level of risk involved with the contract implementation. Since all the entities forming a consortium assume several and joint liability, each member of the consortium must have an insurance policy for this minimum amount.
Question 14: In Section 2.1.2 of the Tender Specifications, it is stated that “The main expected task is the development and deployment of a Web-Based GIS Platform, which may be based on developments already existing at SatCen …”. Could you provide us with additional information about the existing system? This would ensure compatibility of the proposed solution and would help seamless integration and interaction with existing software.
Answer 14: The existing system is an ESRI based solution custom developed in-house composed of the following components: -
Question 15: In Section 220.127.116.11 of the Tender Specifications, an “Example of Advanced Visualisation Solution” is required. Please clarify if this example consists of just a visual description or of a functional prototype? 6
EUROPEAN UNION SATELLITE CENTRE Would a functional prototype be preferred? Could the example be demonstrated with a link to a previous project? Answer 15: Yes, functional prototypes are welcome. A brief description of the solution provided that will help to correctly interpret the functional prototype or example is welcome as well.
Question 16: In Section 18.104.22.168 of the Tender Specifications, it is stated that “The web-based GIS platform shall be deployed and hosted at the SatCen’s premises”. Please clarify if there are any existing hardware or system architecture information and or specifications that should be considered in the proposed solution. Answer 16: Yes, there is an existing HW/SW solution in place. Developments performed under this FWC will need to operate integrated inside the existing architecture. Details of the architecture will not be publicly disclosed.
Question 17: In Section 22.214.171.124 of the Tender Specifications, it is stated that “The current sing-on mechanism available on SatCen shall be exploited”. Could you please provide us with specifications or a description of the current sing-on mechanism? Answer 17: The existing sign-on system is a MS implementation using Simple Membership Provider. Nonetheless, this system is subject to change and other identity servers may be taken into consideration.
Question 18: Referring to question 1 of the issued clarifications up to 12/09/2018, tender Specifications 4.3.2 and Draft Contract Article II.3.7 we kindly ask SatCen to consider the following. In the case where the tender group lead has the required insurance coverage but a subcontractor currently does not and thus unable to provide the policy is SatCen prepared to accept in lieu of a policy a letter from the subcontractor's insurer stating that the insurer is prepared to offer insurance against risks and damages relating to the performance of the contract should a contract be awarded. Answer 18: Yes. The proposed solution is accepted.
EUROPEAN UNION SATELLITE CENTRE Question 19: In section 5.1 of the Tender Specifications is written: Envelope one: Administrative part Envelope two: Technical Proposal Envelope three: Financial Proposal Envelope four: Electronic Copy In section 5.3 of the Tender Specifications is written: Each Tender (per each lot) shall include a technical proposal demonstrating a good understanding of the Tender specifications and the capability to satisfy the technical requirements. Our understanding is that when submitting a tender for multiple Lots SatCen is expecting:
One (1) cover letter One (1) Administrative part with sections per Lot A Technical Proposal per Lot One (1) Financial Proposal with sections per Lot One (1) electronic copy
Will SatCen please confirm is this is the correct interpretation of the instructions presented in section 5.3 of the Tender Specifications. Answer 19: We confirm that this interpretation is correct.
Question 20: Please clarify if a tenderer may rely on the capacities of a subcontractor, for fulfilling the technical and professional capacity criteria, according to article 148 par.6 of the Delegated Regulation (EU) No 1268/2012, of October 2012.
Answer 20: Yes. In this case the letter of intent from the subcontractor(s) must indicate that the tenderer will have the necessary subcontractor’s resources at its disposal should the contract be awarded.
Question 21: In case of bidding for more than one lot, as stated in tender specifications, section 1.5, we understand we can include one single Administrative part common to all lots and separate technical and financial proposals for each lot, all of them included in the same envelope 2 / envelope 3. Can you please confirm? 8
EUROPEAN UNION SATELLITE CENTRE Answer 21: See answer to Question 19.
Question 22: As for envelope 4, electronic copy, can you please confirm we can submit a single USB flash drive with different folders containing technical and financial proposals per lot? Answer 22: Yes.
Tenderers are reminded that: Any information, questions or observations, of whatever kind, contained in this correspondence can in no way be regarded as a commitment on the part of the European Union Satellite Centre. No binding commitment will be entered into until the signing of the relevant contract, after completion of the procurement procedure.