INDUSTRY DAY
Competitive Frame Contract for
Administrative and Management
Support at ESOC
HSO-BC/PFL-POM
15/05/2013
ESA UNCLASSIFIED – For Official Use
Agenda
•
Introduction: ESA and the Directorate of Human Spaceflight and Operations
•
Technical Content of the planned Frame Contract
•
Contractual Aspects of the planned Frame Contract and the upcoming ITT
•
Questions and Answers
Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 2
ESA UNCLASSIFIED – For Official Use
ESA – an Intergovernmental Organisation
 Intergovernmental organisation with 20 Member States
and a budget of around 4,200 M€ p.a.
Mandatory Programme:
Optional Programmes:
(ca. 22%)
(ca. 78%)
 General Activities:
 Human Spaceflight
Future Studies,
Technology Development,
Education, Shared
Investments, Business
Incubation
 Telecommunications &
Integrated Applications

 Navigation
Contribution based on GDP
Science:
Solar System Exploration,
Astronomy and
Fundamental Physics
Voluntary Contribution
 Earth Observation
 Launchers
 Robotic Exploration
 Space Situational
Awareness
Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 3
ESA UNCLASSIFIED – For Official Use
ESA – Main Establishments in Europe
ESTEC (Noordwijk)
Development and testing of
satellite technologies
2,699 Employees
(1,350 ESA / 1,349 Industry)
EAC (Cologne)
Astronaut training
112 Employees
(21 ESA / 91 Industry)
ESOC (Darmstadt)
Satellite Operations and
development
of ground segment
technologies
823 Employees
(283 ESA / 540 Industry)
ESA Headquarters (Paris)
453 Employees
(317 ESA / 136 Industry)
ESAC (Villafranca)
Astronomy Science
306 Employees
(76 ESA / 230 Industry)
ESRIN (Frascati)
Earth Observation
644 Employees
(222 ESA / 422 Industry)
Status 01/01/2012
Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 4
ESA UNCLASSIFIED – For Official Use
Human Spaceflight and Operations
at ESOC - Europe‘s Gateway to Space
Technology Centre,
Noordwijk
Columbus Control
Centre, Munich
Astronaut Centre,
Cologne
Headquarters
Paris
Space Operations
Centre, Darmstadt
Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 5
ESA UNCLASSIFIED – For Official Use
•
With more than 800 staff, the Directorate of Human
Spaceflight and Operations is among the largest ESA
Business Units.
•
The Directorate’s home base is Darmstadt, with a
presence around the globe: Cologne, Noordwijk,
Munich, Paris, Toulouse, Moscow, US, Spain, Sweden…
The Directorate of Human Spaceflight
and Operations (D/HSO)
Director
D/HSO
Business
Unit Control
Policy
Coordination
Quality
Promotion
Mission
Operations
Ground
Systems
Engineering
Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 6
ESA UNCLASSIFIED – For Official Use
ISS
Exploitation
ISS
Utilisation
Space
Situational
Awareness
Offices
ca. 210 ESA & 280 industry staff
(~ 60% of the Directorate)
Departments
@ESOC
Tasks and Activities of D/HSO
Entities at ESOC
1. Business Unit Control:
• Planning and controlling of all HSO activities w.r.t. schedules, financial
resources, procurement plans, staff & contractor workforce, timesheets, assets,
risk and related mitigation actions, and coordination of the Agency’s industrial
policy in the Directorate;
2. Quality Management:
• implementation, maintenance and improvement of the ISO-certified HSO
Quality Management System;
3. Missions Operations:
• preparation and conduct of flight operations for spacecraft missions - except for
human spaceflight - and operational support to customer missions, ESA and
others. Operational support includes spacecraft and related ground segments.
4. Ground Systems Engineering:
• engineering and procurement of integrated ground systems required to support
unmanned spacecraft missions as well as providing operational engineering
support, e.g. Flight Dynamics and Space Debris
Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 7
ESA UNCLASSIFIED – For Official Use
Background of this Frame Contract
•
HSO Departments/Offices at ESOC need industrial support to complement
their ESA resources for the execution of Programmes entrusted by ESA and
3rd Parties (e.g. EU).
•
The intended Competitive Frame Contract shall cover support activities and
positions which are currently procured under other contracts and which will
end in December 2013.
•
Initially, this Frame Contract is for the HSO Directorate only. Other ESA
Directorates with presence in ESOC may join in once their relevant current
contracts expire.
•
Depending on the nature of the support required, the procurements under
the Competitive Frame Contracts are “Loan Employment” or “Service ”,
with the intention of increasingly using the latter.
•
ESA policy is to increasingly group manpower procurements under
Competitive Frame Contracts for efficient execution. Such manpower frame
contracts are already in place at ESOC for engineering support.
Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 8
ESA UNCLASSIFIED – For Official Use
General Overview of the Frame
Contract
•
Frame contract structure:
Competitive Frame Contract for Administrative and Management Support at ESOC
Domain 1:
Business Management and
Control Support
Subdomain 1.1:
Business Analysts
Subdomain 1.2:
Project Controllers
currently handled by 8 persons
Domain 2:
Administrative Support
Subdomain 2.1:
Management Support
Subdomain 2.2:
Documentalism/
Librarian
Subdomain 2.3:
Administrative Support
currently handled by 11 persons
•
Indicative Financial Volume (over initial 3 years): up to 6.6 M€
Note: The contractor is of course free to determine the staffing levels and to identify the contractor staff
required to fulfil service-type work. Any information provided in this document on current staffing levels in
Industry Day
| HSO-BC/PFL-POM
| 15/05/2013
| Slide 9 of the current volume of work associated with the
connection
with
service-type work
is solely| HSO
an indication
tasks.
ESA UNCLASSIFIED – For Official Use
Activity Domain
Business Management and Control
(1/3)
Activity Domain is split into 2 Sub-domains:
•
Project Control
•
Business Analysis
Generic Description and Requirements for Project Controllers
•
Preparation of Work Breakdown Structures, the related Workpackages
and the detailed/summary schedules for the respective activities
•
Preparation and maintenance of the project cost-to-completions
ensuring consistency with the Work Breakdown Structures, Planning
and Project/Internal budgets
•
Implementation of planning and control procedures
•
Identification of problem areas and proposal of remedial actions
•
Preparation of manpower reports, costs and schedules
•
Updating of Documentation Management System
Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 10
ESA UNCLASSIFIED – For Official Use
Activity Domain
Business Management and Control
(2/3)
Generic Description and Requirements for Business Analysts
•
Work Planning as required by Users
•
Definition, documentation and implementation of work methodologies
and/or tools (e.g. risk management, knowledge management, …)
•
Definition, documentation, implementation and maintenance of
associated Management Processes
•
(Technical) Business Analysis
•
Installation, Maintenance and upgrades of associated tools
•
Interfacing with Users, including user training
•
Database Management
•
Process/Tool Documentation
•
Software Maintenance
Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 11
ESA UNCLASSIFIED – For Official Use
Activity Domain
Business Management and Control
(3/3)
Qualifications of Project Controllers and Business Analysts
•
University degree in Engineering or Commercial discipline or equivalent.
Experience in Business Management, preferably in the aerospace industry.
Experience in the use of computers as a management tool is essential (MS Office,
PC based Databases). They should also have a good user knowledge of SAP and
the ESA financial and procurement processes.
•
Candidates are expected to demonstrate good organisation skills, attention to
detail and the ability to establish and maintain effective working relationships. It
is essential to show a good understanding of organisational, financial accounting,
controlling and business development issues, preferably backed by professional
experience.
•
Fluency in English (spoken and written) is mandatory; a working level knowledge
(speaking and writing) of French and/or German is desirable.
It is expected that staff are classified into Senior and Junior Positions and
consequently in different Grades.
Location of work is ESOC, Darmstadt.
Missions might be requested under exceptional circumstances.
Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 12
ESA UNCLASSIFIED – For Official Use
Activity Domain
Administrative Support (1/4)
Activity Domain is split into 3 Sub-Domains:
•
Management Support
•
Documentalism/Librarian
•
Administrative Support
Generic Description and Requirements of Management Support Officers
•
Organisation of meetings and related logistics
•
Maintenance of documentation system
•
Follow-up of actions and risks
•
Monitoring of Anomaly Reporting System
The location will be Munich/Oberpfaffenhofen.
Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 13
ESA UNCLASSIFIED – For Official Use
Activity Domain
Administrative Support (2/4)
Generic Description and Requirements of Documentalists/Librarians:
•
Administration of Documentation Library
•
Keep tracking information
•
Maintain distribution list
•
Maintain Documentation catalogue
•
Distribution of Documents upon request
Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 14
ESA UNCLASSIFIED – For Official Use
Activity Domain
Administrative Support (3/4)
Generic Description and Requirements of Administrative Assistants
•
Provision of the respective secretariat support including leave
planning, mission preparation and document management
•
Co-ordination of meetings and maintenance of Lotus Notes
Calendar
•
Preparation and processing of correspondence and documents
•
Manpower bookings using time sheet system
•
Organisation of workshops and conferences
•
Small procurements in SAP
Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 15
ESA UNCLASSIFIED – For Official Use
Activity Domain
Administrative Support (4/4)
Qualifications of Management Support Officer, Documentalists/Librarians
and Administrative Assistants
•
Applicants must have a secondary education and professional training in
administrative techniques. Applicants must be highly proficient in MS Office, Lotus
Notes and PC based databases and should have some user knowledge of SAP and
the ESA financial and procurement processes.
•
Candidates are expected to demonstrate good organisation skills, attention to
detail and the ability to establish and maintain effective working relationships.
They should be self -motivated and work independently in an international
environment.
•
The working languages of the Agency are English and French. A good knowledge
of one of these two languages is required. Knowledge of another member state
language is an asset.
Location of work is ESOC, Darmstadt, with the exception for the position of the
Management Support Officer, which will be located in Oberpfaffenhofen.
Missions might be requested under exceptional circumstances
Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 16
ESA UNCLASSIFIED – For Official Use
INDUSTRY DAY
Competitive Frame Contracts for
Administrative and Management
Support at ESOC
Contractual Part
15/05/2013
ESA UNCLASSIFIED – For Official Use
Structure of the ITT
The intended procurement will cover manpower support work within the following Activity Domains:
Activity Domain: Business Management and Control Support
consisting of the following subdomains:
•
•
Business Analysis
Project Control
Activity Domain: Administrative Support
consisting of the following subdomains:
•
•
•
Administrative Support
Management Support
Documentalism/Librarian
The Agency intends to place two to three parallel Competitive Frame Contracts (“Contract”) per
Activity Domain.
The Agency reserves the right to add further subdomains under the above Activity Domains as
deemed required during the course of the Contracts.
ESA Presentation | 15/05/2013 | Slide 18
ESA UNCLASSIFIED – For Official Use
Structure of the ITT
• The Invitation to Tender (ITT) is set up in such way that tenders may be submitted either for one
Activity Domain or for both.
• In latter case, the companies will be required to submit two separate tenders to allow separate
evaluation.
• The Contracts will be awarded per Activity Domain, i.e. a successful tenderer may win a Contract
for one or both Domains.
ESA Presentation | 15/05/2013 | Slide 19
ESA UNCLASSIFIED – For Official Use
Initial Work Orders
• Work will be awarded by way of annual Work Orders (unless a different duration is indicated in
the respective Work Order).
• As part of the ITT, initial Work Orders within the Activity Domains will be awarded to the selected
Frame Contractors.
• The respective Workpackage/Positions Descriptions will be attached to the Statement of Work.
• Only tenders, which contain - besides the proposal for a Frame Contractor position - also a
proposal for at least one initial Work Order per Activity Domain, for which the Tenderer applies,
will be accepted for evaluation.
• The degree to which Tenderers respond to the initial Work Orders will be taken into account,
when evaluating the proposals at Frame Contract level.
ESA Presentation | 15/05/2013 | Slide 20
ESA UNCLASSIFIED – For Official Use
Structure of the Tender(s)
• Tender(s) for a Frame Contractor position
The tender(s) for a Frame Contractor position shall contain – as a stand-alone document - all
relevant information in response to this ITT, except for the specifics relating to the initial Work
Orders.
The tenders for a Frame Contractor position shall be clearly separated from the proposals for the
initial Work Orders.
Do not rely at this level on the information provided in your Work Order proposals.
• Proposals for initial Work Orders
The proposals for the initial Work Orders shall contain all relevant information in response to the
requirements contained in the Workpackage/Positions descriptions.
Each of them shall be submitted in a stand-alone format, in order to allow a separate evaluation
of these initial Work Order proposals.
ESA Presentation | 15/05/2013 | Slide 21
ESA UNCLASSIFIED – For Official Use
Evaluation of Proposals
Evaluation of the proposals
• When evaluating the proposals for a Frame Contractor position, the Agency will focus on the
proposals at Frame Contractor level, but will also take into account the information contained in
the proposals for the initial Work Orders as appropriate. Evaluation will be done on the basis of
the Evaluation Criteria stated in the Special Tender Conditions.
• The award of an initial Work Order to a Frame Contractor will be subject of a separate evaluation
after the signature of the Frame Contracts.
The evaluation will be done per individual Work Order proposal and will be based on the
Evaluation Criteria contained in the Work Order Procedure.
ESA Presentation | 15/05/2013 | Slide 22
ESA UNCLASSIFIED – For Official Use
Locations
• Work under the Contract shall be performed at the following locations:
- ESOC
- Oberpfaffenhofen
- Off-site ESOC’s premises
The exact location will be indicated in each Workpackage/Position description and Work Order.
The Agency reserves the right to add additional locations to the Contract by way of Contract
Change Notice.
ESA Presentation | 15/05/2013 | Slide 23
ESA UNCLASSIFIED – For Official Use
Type of work
• Depending on the nature of the support required, the procurements under this ITT shall be of a
“Loan Employment” or of a “Service” type.
• The definition of Loan Employment and Service will be contained in the Statement of Work.
• In each Workpackage/Position Description the type of work will be indicated.
• Frame Contractors must be in the position to provide both types of work.
ESA Presentation | 15/05/2013 | Slide 24
ESA UNCLASSIFIED – For Official Use
Price type and Hourly rates Personnel Categories
•
The price type for Services shall be Firm Fixed Price (FFP).
•
The price type for Loan Employment shall be Fixed Unit Price (FUP) within a Maximum Price.
•
The FUP (hourly rates) shall be agreed per Activity Sub-Domain.
•
Within the Sub-Domain Control Support, the personnel shall be categorised in Senior and
Junior Positions.
Senior Positions (A)
Personnel with more than 5 years of relevant professional experience.
Junior Positions (B)
Personnel with 2-5 years of relevant professional experience.
•
The FUPs may differ per location.
ESA Presentation | 15/05/2013 | Slide 25
ESA UNCLASSIFIED – For Official Use
Compliance with relevant Loan
Employment Laws
• Tenderers will be required to demonstrate full compliance with all relevant Loan Employment laws
upon submission of the tender.
• Non German Tenderers are reminded to check not only the German laws but also the laws of
their country of residence.
• A copy of the permit(s) shall be attached to the tender.
• Due to restrictions under German Labour Law, consortia will not be accepted.
ESA Presentation | 15/05/2013 | Slide 26
ESA UNCLASSIFIED – For Official Use
Confidentiality and Conflict of Interests
• The Contract will put particular emphasis on:
Confidentiality
Avoidance of any Conflict of Interests
• The Tenderers will be asked to describe in their tenders the measures in place in their
organizations to ensure compliance with these requirements.
• The quality of these measures will be taken into account, when evaluating the tenders.
• Obviously, the confidentiality obligation also restricts the disclosure of confidential information by
the personnel to its employer.
ESA Presentation | 15/05/2013 | Slide 27
ESA UNCLASSIFIED – For Official Use
Personal Undertaking on Confidentiality,
IPR and Conflict of Interests
• The Contract provides that the Contractor’s personnel will have to sign an Undertaking on
Confidentiality, IPR and Conflict of Interests.
• The originals of all signed Undertakings shall be provided to the Agency’s Technical Officer,
before the respective Contractor’s personnel starts working under the Contract for the Agency.
• Tenderers shall ensure upfront that its relevant personnel is willing to sign these undertakings.
ESA Presentation | 15/05/2013 | Slide 28
ESA UNCLASSIFIED – For Official Use
Basic Security Screening
• The Tenderer is responsible for the execution of the basic security screening of its on-site
personnel in accordance with the usual ESA standards.
ESA Presentation | 15/05/2013 | Slide 29
ESA UNCLASSIFIED – For Official Use
Tentative ITT Schedule
•
ITT issue: end of May
•
Tender Period: 6-8 weeks
•
Final TEB: August
•
Award of Contracts end of third quarter 2013
•
Award of initial Work Orders end of third quarter 2013
•
Start of the Contracts and Initial Work Orders 01.01.2014
•
Financial Volume (over initial 3 years): up to 6.6 M€
ESA Presentation | 15/05/2013 | Slide 30
ESA UNCLASSIFIED – For Official Use
Questions and Answers
Question 1:
Can you please share the SOWs/role profiles and grades of the 19 positions to better understand
required skills. Terms like Project Control or Management Support could relate to a very diverse set
of skills.
Answer 1:
Please refer to this presentation and for details to the Statement of Work.
Question 2:
Could “Service” also be a “Managed Service” as in providing manpower with a certain skill set, but
flexibility to exchange individual over time without restart of competitive bidding?
Answer 2:
The question is not really clear.
The definition of “Service” and “Loan Employment” will be contained in the Statement of Work.
It will follow the principles of German law.
Under Service type work the Contractor may exchange individuals without restart of the
competitive tendering, provided there is not impact on the specified Service provision.
ESA Presentation | 15/05/2013 | Slide 31
ESA UNCLASSIFIED – For Official Use
Questions and Answers
Question 3:
To which degree will SMEs be preferred in the evaluation of the bids?
Answer 3:
No preference will be given to SMEs.
Question 4:
Does the strong focus on German labour law compliance, which led to the exclusion of consortia,
also mean that the tender is only open to bidders registered in Germany?
Answer 4:
The ITT will not be restricted to Tenderers registered with ESA as German entities.
Tenderers shall inform themselves about the relevant legal requirements.
ESA Presentation | 15/05/2013 | Slide 32
ESA UNCLASSIFIED – For Official Use
Questions and Answers
Question 5:
Is it possible to have a brief description of a Competitive Frame Contract ?
Answer 5:
The Agency will place identical Frame Contracts (except for the hourly rates) with several Frame
Contractors. For new work, the Agency will issue Requests for Proposal to these Frame Contractors
and will award the work after the evaluation of the respective proposals in line with predefined
criteria and processes.
In exceptional cases, the Agency may award work to one of the Frame Contractors in Direct
Negotiation. All this will be described in the Contract, in particular, the Work Order Procedure
attached thereto.
Question 6:
What information is needed by the Agency to become a Frame Contractor ?
Answer 6:
All this will be detailed in the Invitation to Tender.
ESA Presentation | 15/05/2013 | Slide 33
ESA UNCLASSIFIED – For Official Use
Questions and Answers
Question 7:
For the case of a subcontractor company with a specific experience in an area of interest for the
frame contract related to activities requiring mainly "Provision of Services", but not intended to
provide "Loan Employment", the company not based in Germany and not compliant with German
labour lease law (but able to provide other type of services), would it be allowed to be part of a
consortium? (provided that other partners in the consortium cover the activities requiring provision
of Loan Employment).
Answer 7:
Consortia will not be permitted.
Each Frame Contractor must be in a position to render both Service and Loan Employment type of
work.
ESA Presentation | 15/05/2013 | Slide 34
ESA UNCLASSIFIED – For Official Use
Questions and Answers
Question 8:
Is there going to be any kind of incompatibility for this frame contract with respect to other ESOC
present or planned frame contracts (e.g. EFC1, GFC8)? It is understood that for specific activities or
positions there might be incompatibilities due to possible conflicts of interest, but the question is
about a general incompatibility at frame contract level (and for which type of existing frame
contracts and roles, e.g. prime, subco, QPAs).
Answer 8:
There will be no such restrictions.
However, the Contract will put particular emphasize on Confidentiality and the Avoidance of Conflict
of Interests. Tenderers will be asked to demonstrate in their tenders, the measures taken within
their organisation to ensure compliance with these requirements.
Also, the personnel working under the Contract will be required to sign personal undertakings in
this respect (reference is made to Slides 11 and 12 above).
ESA Presentation | 15/05/2013 | Slide 35
ESA UNCLASSIFIED – For Official Use
Questions and Answers
Question 9:
Our lawyers advise that under German labour lease law (AÜG) contractor positions must be
remunerated for equivalent positions at identical levels to permanent ESA staff. Therefore, will the
Agency be providing information on grades, salaries and all other benefits (including leave
entitlement) paid to ESA staff of equivalent positions covered in the Frame contract?
Answer 9:
Information on the relevant ESA employment conditions will be attached to the draft Contract as
part of the ITT documentation.
Please remember that the “AÜG” allows exemptions from the above-mentioned principle of equal
treatment.
Tenderers may wish to discuss all this with their legal advisors in due course, in case they have not
done so already.
ESA Presentation | 15/05/2013 | Slide 36
ESA UNCLASSIFIED – For Official Use
Any additional Questions or
Comments ?
Discussion of any additional questions and
comments ?
The above presentation describes the Agency’s
current intentions regarding the subject ITT.
The above is subject to changes. The final approach
follows from ITT documentation published on EMITS.
ESA Presentation | 15/05/2013 | Slide 37
ESA UNCLASSIFIED – For Official Use