Competitive Frame Contract for Administrative and Management Support at ESOC

ESA UNCLASSIFIED – For Official Use

Competitive Frame Contract for Administrative and Management Support at ESOC

HSO-BC/PFL-POM15/05/2013

INDUSTRY DAY

Industry Day | HSO-BC/PFL-POM | 15/05/2013 | HSO | Slide 2


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



ESA – an Intergovernmental Organisation

Intergovernmental organisation with 20 Member States and a budget of around 4,200 M€ p.a.

Mandatory Programme: Contribution based on GDP

Optional Programmes: Voluntary Contribution

(ca. 22%)

General Activities:

Future Studies, Technology Development, Education, Shared Investments, Business Incubation

Science:

Solar System Exploration, Astronomy and Fundamental Physics

(ca. 78%)

Human Spaceflight

Telecommunications & Integrated Applications

Earth Observation

Launchers

Navigation

Robotic Exploration

Space Situational Awareness



ESA – Main Establishments in Europe

ESTEC (Noordwijk)Development and testing of

satellite technologies2,699 Employees

(1,350 ESA / 1,349 Industry)

ESA Headquarters (Paris)453 Employees

(317 ESA / 136 Industry)

ESAC (Villafranca) Astronomy Science

306 Employees(76 ESA / 230 Industry)

ESRIN (Frascati)Earth Observation


EAC (Cologne)Astronaut training


ESOC (Darmstadt)Satellite Operations and

development of ground segment

technologies823 Employees

(283 ESA / 540 Industry)

Status 01/01/2012



Human Spaceflight and Operations at ESOC - Europe‘s Gateway to Space

Technology Centre, Noordwijk

Headquarters Paris

Astronaut Centre,Cologne

Space Operations Centre, Darmstadt

• 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…

Columbus Control Centre, Munich



The Directorate of Human Spaceflight and Operations (D/HSO)

Mission Operations

ISS Exploitation

ISS Utilisation

Space Situational Awareness

Business Unit Control

Ground Systems

Engineering

DirectorD/HSO

Quality

Policy Coordination

Promotion

@ESOCca. 210 ESA & 280 industry staff(~ 60% of the Directorate)

Offi

ces

Depart

ments



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



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.



General Overview of the Frame Contract

• Frame contract structure:

• Indicative Financial Volume (over initial 3 years): up to 6.6 M€

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

Domain 2: Administrative Support

Subdomain 2.1: Management Support

Subdomain 2.2: Documentalism/

Librarian

Subdomain 2.3: Administrative Support

currently handled by 8 persons

currently handled by 11 persons

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 connection with service-type work is solely an indication of the current volume of work associated with the tasks.



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




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




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.



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.




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




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




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


Competitive Frame Contracts for Administrative and Management Support at ESOC

Contractual Part

15/05/2013

INDUSTRY DAY

ESA Presentation | 15/05/2013 | Slide 18


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.



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.



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.



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.



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.



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.



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.



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.



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.



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.



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.



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.



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€



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.




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.




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.




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.




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).




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.



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.