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ESA Information Systems DepartmentDirectorate of Operations
ESA’sInformation Systems Infrastructure and
User Support Services Tender-
Information Session for IT Outsourcing Industry
30th June 2005 ESA ESRIN
Conference Room Magellan
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ESA Information Systems DepartmentDirectorate of Operations
Tendering Rules and Tendering Rules and PrinciplesTender Process:Tender Process:!! ScheduleSchedule!! Milestones Milestones !! Interaction PointsInteraction PointsCommunications with ESACommunications with ESAHow to do business with ESAHow to do business with ESA
Sergio Benetti - Contracts Officer
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
ESA tendering principlesESA tendering principlesESA tendering principlesESA tendering principlesESA tendering principlesESA tendering principlesESA tendering principlesESA tendering principles
Two of the principal provisions of the ESA's Council Contracts RTwo of the principal provisions of the ESA's Council Contracts Regulations egulations establishing the basic rules read as follows:establishing the basic rules read as follows:
"" ARTICLE 4ARTICLE 4 establishes thatestablishes that ‘Provisions in these Regulations and in any other ‘Provisions in these Regulations and in any other instructions concerning the placing of contracts shall always beinstructions concerning the placing of contracts shall always be interpreted so interpreted so as to ensure the most economic and effective employment of the Aas to ensure the most economic and effective employment of the Agency’s gency’s resources,'resources,'
"" ARTICLE 5ARTICLE 5 (Chapter II) establishes that:(Chapter II) establishes that: 'Open competitive tender shall be the 'Open competitive tender shall be the normal procedure for the placing of contracts', normal procedure for the placing of contracts',
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
Selection ProcessSelection ProcessSelection ProcessSelection ProcessSelection ProcessSelection ProcessSelection ProcessSelection Process
STEP 1
ESA selects 2 bidders for Due Diligence
Incumbent offer kept
closed
Tender documentation ready
Tender published
Offers Received
Other offers distributed
Evaluation by ESA
2 offers selected
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
Confirm / update proposals and convert price
Due Diligence
Revised offers
Confirm / update proposals and convert price
DUE DILIGENCE
Selection ProcessSelection ProcessSelection ProcessSelection ProcessSelection ProcessSelection ProcessSelection ProcessSelection Process
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
Evaluation by ESA
One winning bidderrecommended
Negotiation with 2 or 3 bidders
Evaluation by ESA
1 winning bidder recommended
Final negotiation and contract Kick Off
STEP 2 Revised offers received
Contract signed
Selection ProcessSelection ProcessSelection ProcessSelection ProcessSelection ProcessSelection ProcessSelection ProcessSelection Process
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
Step 1
30/09
Offers in
.
Bidders Briefing
3rd/4th Quarter 2006
Due Diligence
Step 2
ITT Issue
.
ESA Evaluation
28/02
End DD
Revised Offers
in
20052006
Tender Prepa
Evaluation and Selection Evaluation and Selection Evaluation and Selection Evaluation and Selection Evaluation and Selection Evaluation and Selection Evaluation and Selection Evaluation and Selection scheduleschedulescheduleschedulescheduleschedulescheduleschedule
30/11
30/04 30/05
ESA Evaluation
End Negotiation
ESA Selects Winning Bidder
Contract Kick-Off
StartDD
Contract Signed
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
Communications with Bidders (1)Communications with Bidders (1)Communications with Bidders (1)Communications with Bidders (1)Communications with Bidders (1)Communications with Bidders (1)Communications with Bidders (1)Communications with Bidders (1)
"" Communications with potential Communications with potential tendererstenderers shall be formal, in writing, and shall be formal, in writing, and restricted to what is necessary to ensure clarity of the Agency’restricted to what is necessary to ensure clarity of the Agency’s requirements s requirements and to preserve fair competition. Any communications shall be isand to preserve fair competition. Any communications shall be issued through sued through the local Procurement Division/Service.the local Procurement Division/Service.
For this tender: For this tender: Sergio Sergio Benetti Benetti Tel: +39 06 94180387Tel: +39 06 94180387Fax: +39 06 94180382Fax: +39 06 94180382
"" The Agency may issue clarifications or amendments to the ITT. InThe Agency may issue clarifications or amendments to the ITT. In accordance accordance with the tender conditions, any questions from potential with the tender conditions, any questions from potential tendererstenderers shall be shall be submitted in writing to the local Procurement Division/Service. submitted in writing to the local Procurement Division/Service. Only questions Only questions concerning the understanding of the Agency’s requirements will bconcerning the understanding of the Agency’s requirements will be answered. e answered. Amendments and questions and the answers thereto if of possible Amendments and questions and the answers thereto if of possible interest to interest to other potential other potential tendererstenderers, shall be distributed in writing., shall be distributed in writing.
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
Communications with Bidders (2)Communications with Bidders (2)Communications with Bidders (2)Communications with Bidders (2)Communications with Bidders (2)Communications with Bidders (2)Communications with Bidders (2)Communications with Bidders (2)
"" TenderersTenderers who have not been selected for the placing of a contract will, who have not been selected for the placing of a contract will, as a matter of as a matter of routine, be notified thereof by the local Procurement Division/Sroutine, be notified thereof by the local Procurement Division/Service, after a final ervice, after a final decision has been taken. Upon request of a decision has been taken. Upon request of a tenderertenderer, the contracts officer may, , the contracts officer may, together with the initiator, explain to such together with the initiator, explain to such tenderertenderer the reasons why this tender has not the reasons why this tender has not been accepted. Explanations shall be limited to the findings of been accepted. Explanations shall be limited to the findings of the TEB on the tender in the TEB on the tender in question, and shall not cover the quality or contents of other tquestion, and shall not cover the quality or contents of other tenders.enders.
"" ""TenderersTenderers are not entitled to contact Agency staff during the evaluation are not entitled to contact Agency staff during the evaluation and selection and selection period..." and further: "..The Agency reserves the right to eliperiod..." and further: "..The Agency reserves the right to eliminate from the evaluation minate from the evaluation a a tenderertenderer contravening this provision."contravening this provision."
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
To know more about ESA To know more about ESA To know more about ESA To know more about ESA To know more about ESA To know more about ESA To know more about ESA To know more about ESA tendering:tendering:tendering:tendering:tendering:tendering:tendering:tendering:
http://emits.http://emits.esaesa..intintclick onclick on
“How to do business with ESA”“How to do business with ESA”
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
How to be a registered user of How to be a registered user of How to be a registered user of How to be a registered user of How to be a registered user of How to be a registered user of How to be a registered user of How to be a registered user of EMITS:EMITS:EMITS:EMITS:EMITS:EMITS:EMITS:EMITS:
http://emits.http://emits.esaesa..intint
click onclick on
Registration RequestRegistration Request
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
Coffee Break30 minutes
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ESA Information Systems DepartmentDirectorate of Operations
ESA’sESA’s IT Outsourcing:IT Outsourcing:"" Subject and ScopeSubject and Scope"" ObjectivesObjectives"" SituationSituation"" ModelModelBaseline / Delta / OptionalBaseline / Delta / OptionalHow to commit workHow to commit work
Eric Schreyers – Head of IT Division
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
3800 Desktop seats (1100 laptops) – 85 servers
4100 Lotus Notes accounts –100 servers
100 applications – 70 servers4800 Local Area Network connections
ESACOM Wide Area Network
• 15 ESA Intranet sites
• 15 Extranet sites (partners)
• 6 Internet connections
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
(excluding application users that are not on ESA sites) 3.700 Service Desk Users
ESTEC (NL)52%
Other Sites8%
ESA-HQ (F)10%
ESRIN (I)13%
ESOC (D)17%
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
Other Sites: 312 Service Desk Users
67
41
29
16
1610 6 3
124 Villafranca (E)
European Astronaut Centre, Köln (D)
Toulouse (F)
Redu (B)
Brussels (B)
Kourou (French Guyana)
Pasadena-JPL (USA)
Moscow (RU)
Washington (USA)
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
ObjectivesObjectivesObjectivesObjectivesObjectivesObjectivesObjectivesObjectives
"" Match ESA’s IS needs with the offerings on the Match ESA’s IS needs with the offerings on the marketmarket
"" Improve / extend IS services and reduce their costImprove / extend IS services and reduce their cost
"" Increase organizational flexibility to new IS service Increase organizational flexibility to new IS service models and practicesmodels and practices
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
ESA’s first structured IT ESA’s first structured IT ESA’s first structured IT ESA’s first structured IT ESA’s first structured IT ESA’s first structured IT ESA’s first structured IT ESA’s first structured IT outsourcing started in 1999outsourcing started in 1999outsourcing started in 1999outsourcing started in 1999outsourcing started in 1999outsourcing started in 1999outsourcing started in 1999outsourcing started in 1999
20 contracts were managed separately in 199820 contracts were managed separately in 1998
Achieved since then:Achieved since then:"" Rationalised and centralised management of IT service Rationalised and centralised management of IT service
contractscontracts"" ‘Service’ approach as opposed to a ‘Support’ approach‘Service’ approach as opposed to a ‘Support’ approach"" Increased scope, size and functionality of IT services Increased scope, size and functionality of IT services "" Biggest contribution to ESA’s IS cost reductionBiggest contribution to ESA’s IS cost reduction
(complement and obligations)(complement and obligations)
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
Procurement StatusProcurement StatusProcurement StatusProcurement StatusProcurement StatusProcurement StatusProcurement StatusProcurement Status
Multi-sourcing:
#Main Services & Engineering contract
# WAN & Mobility Services
# Application Maintenance and Functional Support
Additionally:
# Third line support # Third party maintenance# Hardware and software
14 companies
250 procurements per annum
with 60 different suppliers
Serco Serco ((VitroCisetVitroCiset))
11 companies11 companies
EquantEquant
Multi-sourcing:
#Main Services & Engineering contract
# WAN & Mobility Services
# Application Maintenance and Functional Support
Additionally:
# Third line support # Third party maintenance# Hardware and software
14 companies
250 procurements per annum
with 60 different suppliers
Serco Serco ((VitroCisetVitroCiset))
11 companies11 companies
EquantEquant
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
Outsourcing StatusOutsourcing StatusOutsourcing StatusOutsourcing StatusOutsourcing StatusOutsourcing StatusOutsourcing StatusOutsourcing Status
"" Greatest part of service delivery coordination, Greatest part of service delivery coordination, interfaces & coherence management and supplier interfaces & coherence management and supplier management are taken care by ESA: too many ‘lead’ management are taken care by ESA: too many ‘lead’ and coordination processes remain with ESAand coordination processes remain with ESA
"" Coordination frame: bilateral mechanisms between Coordination frame: bilateral mechanisms between each individual providers and ESA each individual providers and ESA
"" ‘One‘One--sizesize--fitsfits--all’ approach alleviated with ‘deltaall’ approach alleviated with ‘delta--services’ & ‘tailorservices’ & ‘tailor--made’ support approachmade’ support approach
ITILPRINCE2
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
Outsourcing Model (1)Outsourcing Model (1)Outsourcing Model (1)Outsourcing Model (1)Outsourcing Model (1)Outsourcing Model (1)Outsourcing Model (1)Outsourcing Model (1)
"" Establish a Prime Contractor in charge of service delivery, Establish a Prime Contractor in charge of service delivery, service coherence and service quality managementservice coherence and service quality management
Prime selects and manages IS service providersPrime selects and manages IS service providers
"" Extend ‘Managed Service’ concept: outsource complete Extend ‘Managed Service’ concept: outsource complete and coherent service packages and related endand coherent service packages and related end--toto--end end processesprocesses
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
Outsourcing Model (2)Outsourcing Model (2)Outsourcing Model (2)Outsourcing Model (2)Outsourcing Model (2)Outsourcing Model (2)Outsourcing Model (2)Outsourcing Model (2)
1.1. DeDe--fragment the management (Prime Contractor)fragment the management (Prime Contractor)2.2. Include sustaining engineeringInclude sustaining engineering3.3. Service providers own hardware and softwareService providers own hardware and software4.4. Prime and service providers commit to deliver service Prime and service providers commit to deliver service
improvements and cost savingsimprovements and cost savings
5.5. Develop / promote Service Catalogue and customer Develop / promote Service Catalogue and customer fundingfunding
6.6. Improve ESA’s Sourcing ManagementImprove ESA’s Sourcing Management
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
ScopeScopeScopeScopeScopeScopeScopeScope
Service Desk
Engineering and Project Support
DesktopMessaging
Networks Security Mobility
Applications Infrastructure
(Maintenance & Functional Support)
Service Desk
Engineering and Project Support
DesktopMessaging
Networks Security Mobility
Applications Infrastructure
(Maintenance & Functional Support)
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
Desktop - Distributed Computing Infrastructure
Messaging - Distributed Computing Applications
Additional Optional Work
Mobility
Service Desk
Networks
Security
Service Delivery and SupportCapacity Management
Availability Management
Service Continuity
Release Management
Incident Management
Problem Management
Configuration Management
Change Management
Service Level Management
Project Management
Asset & Innovation Management
Supplier Management
Transition ManagementRisk Management
Governance
Performance Management Measurement & Reporting
Service & Project Portfolio
Financial Management
Application Infrastructure
Desktop - Distributed Computing Infrastructure
Messaging - Distributed Computing Applications
Additional Optional Work
Mobility
Service Desk
Networks
Security
Service Delivery and SupportCapacity Management
Availability Management
Service Continuity
Release Management
Incident Management
Problem Management
Configuration Management
Change Management
Service Level Management
Project Management
Asset & Innovation Management
Supplier Management
Transition ManagementRisk Management
Governance
Performance Management Measurement & Reporting
Service & Project Portfolio
Financial Management
Application Infrastructure
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
Some DefinitionsSome DefinitionsSome DefinitionsSome DefinitionsSome DefinitionsSome DefinitionsSome DefinitionsSome Definitions
Baseline ServicesBaseline ServicesBasic services that are available for all eligible ESA users Basic services that are available for all eligible ESA users
Corporate fundingCorporate funding$$$$$$$$ Included in the requirements Included in the requirements –– to be quotedto be quoted
Delta ServicesDelta ServicesServices that cater for specific needs (not common for all usersServices that cater for specific needs (not common for all users))
Customer fundingCustomer funding$$$$$$$$ Included in the requirements Included in the requirements –– to be quotedto be quoted
Optional WorkOptional WorkAdditional work that might be contracted through Contract ChangeAdditional work that might be contracted through Contract Changess
Corporate or Customer fundingCorporate or Customer funding$$$$$$$$ NotNot included in initial requirementsincluded in initial requirements
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
How to commit work (1)How to commit work (1)How to commit work (1)How to commit work (1)How to commit work (1)How to commit work (1)How to commit work (1)How to commit work (1)
"" Contract duration: 5 years + 2 years extension riderContract duration: 5 years + 2 years extension rider"" Delta services are a significant part and cannot anymore Delta services are a significant part and cannot anymore
be treated as a marginal addbe treated as a marginal add--on in yearon in year--byby--year Contract year Contract Changes (= Changes (= current practice)current practice)
"" Start tender with a Start tender with a forecastforecast of 90 M€:of 90 M€:%% corporate funding for the baseline services covering the first 5corporate funding for the baseline services covering the first 5
years of the contractyears of the contract%% customer funding for the delta services covering the initial 3 ycustomer funding for the delta services covering the initial 3 yearsears
"" In Q4 2005, agree and negotiate with each customer the In Q4 2005, agree and negotiate with each customer the initial 3 years commitment for delta servicesinitial 3 years commitment for delta services
"" CommitCommit at contract start:at contract start:%% baseline services baseline services -- corporate funding (5 years)corporate funding (5 years)%% delta services delta services -- negotiated and agreed customer funding (3 years)negotiated and agreed customer funding (3 years)
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
How to commit work (2)How to commit work (2)How to commit work (2)How to commit work (2)How to commit work (2)How to commit work (2)How to commit work (2)How to commit work (2)
"" After 3 years running of the contract, After 3 years running of the contract, commitcommit the the remaining 2 years of delta services / customer fundingremaining 2 years of delta services / customer funding
"" Introduce Introduce optional workoptional work at pace and conditions that suit at pace and conditions that suit ESA:ESA:%% Application maintenance and functional supportApplication maintenance and functional support%% Synergies with Ground Segment OperationsSynergies with Ground Segment Operations%% Project workProject work
If baseline / delta services are successful, optional work If baseline / delta services are successful, optional work will add up to substantial amountswill add up to substantial amounts
"" After 5 years of running of the contract, After 5 years of running of the contract, commitcommit the 2 the 2 years extensionyears extension
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ESA Information Systems DepartmentDirectorate of Operations
ESA Outsourcing Information Session 30.06.2005
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BaselineDelta Delta
Baseline
Optional Work
2007 2010 2012 2014
Delta
At contract start Rider after 3 years Rider after 5 years Contract Changes
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ESA Information Systems DepartmentDirectorate of Operations
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