emits invitation to tender system - ao 1-9995/19/nl/he call for...

ESA UNCLASSIFIED - For Official Use

Cover Letter ESA AO 1-9995/19/NL/HE Call for Interest For the Detailed Engineering and Construction of the International Meeting Facility at ESTEC

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estec European Space Research

and Technology Centre Keplerlaan 1

2201 AZ Noordwijk The Netherlands

T +31 (0)71 565 6565 F +31 (0)71 565 6040

www.esa.int

Responsible Contracts Officer Ms Etienne (IPL-PT)

E-mail: [email protected]

Subject: AO 1-9995/19/NL/HE

Title: AO 1-9995/19/NL/HE Call for Interest For the Detailed Engineering and Construction of the International Meeting Facility at ESTEC

Ref: Item no. n/a

Item: E/0799-09 ESTEC IMF Facility. General Procurement

Dear Sir/Madam,

The European Space Agency (“the Agency”) hereby invites you to submit a response to this Call For Expression of Interest for the above subject.

This call for Interest was published on EMITS NEWS on 24th September 2019 and consists of the documents as follows:

• The present Cover Letter;• Call for Expression of Interest for the Detailed Engineering and Construction of the

International Meeting Facility at ESTEC, Noordwijk (NL) , ref HIF-ETF/2019090501 issue 1dated 19/09/2019 .

All annexes and Documents mentioned in the above Call for Expression of Interest can befound at :

https://esabox.esa.int/owncloud/index.php/s/tEKmim0a3G9t30PPassword is : IMF2021!

mailto:[email protected]://esabox.esa.int/owncloud/index.php/s/tEKmim0a3G9t30P


Cover Letter ESA AO 1-9995/19/NL/HE Call for Interest For the Detailed Engineering and Construction of the International Meeting Facility at ESTEC

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1. Questions during the period the call is open. Any questions relating to this call should be addressed in writing to the responsible Contracts Officer mentioned above. All questions must be received at the Agency by email , at the latest 3 working days before the closing date stated below,

The Agency will publish an anonymous copy of the question on EMITS NEWS , together with the Agency’s answer. Tenderers are asked to note that it is not possible to receive an immediate response to their question as each response published by the Agency goes through an internal review process prior to its publication.

2. For your information please find under the planned Schedule for the call and subsequent

steps. All dates are provisional and will be confirmed in due time. Launch Call for Expression of Interest => 23/09/2019 Closure Call for Expression of Interest=> 11/10/2019 Issuing preliminary ITT => 25/10/2019 Info day =>01/ 11/2019 Submission preliminary proposals => 15/11/2019 Start competitive Dialogue=> 18/11/2019 End Competitive Dialogue=> 09/12/2019 Issue Final ITT package=> 16/12/2019 Submission Final proposals=> 20/01/2020 Selection Contractor=> 17/02/2020 Expected Start date=> 30/03/2020 Expected Completion date=> 30/09/2021

3. Tender submission

Your response to the call for expression of interest and all supporting documents must be received by the Contract Officer at the email mentioned above not later than 11th October 2019 at 13:00 hours (Amsterdam time zone). The title of the email shall be : “Response Call for Expression of Interest IMF - AO 1-9995 – ( Your company name) “

Yours faithfully, Stefano Fiorilli Head of the Procurement and EU Administration Department


Prepared by HIF-ETF

Reference HIF-ETF/2019090501

Issue/Revision 1.0

Date of Issue 23/09/2019

Status Approved

estec European Space Research

and Technology Centre Keplerlaan 1

2201 AZ Noordwijk The Netherlands

T +31 (0)71 565 6565 F +31 (0)71 565 6040

www.esa.int

Call for Interest for the Detailed Engineering and Construction of the International Meeting Facility at ESTEC, Noordwijk (NL)

AO 1-9995/19/NL/HE


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Issue 1.0 Date 23/09/2019 Ref HIF-ETF/2019090501

Table of contents: 1 INTRODUCTION ........................................................................................ 3 1.1 Context .............................................................................................................................. 3 1.2 Content and scope ............................................................................................................. 4 1.3 Acronyms and abbreviations ............................................................................................ 4 2 GENERAL PRESENTATION OF THE PROJECT .......................................... 5 2.1 European Space Agency .................................................................................................... 5 2.2 What is ESTEC? ................................................................................................................ 5 2.3 ESTEC Site Evolution Plan ...............................................................................................6 2.4 Description of the International Meeting Facility ............................................................ 7 3 REQUIREMENTS ...................................................................................... 8 3.1 Competences .................................................................................................................... 8 3.2 Capacity & availability.......................................................................................................9 3.3 Experience .........................................................................................................................9 4 SELECTION PROCEDURE ....................................................................... 10 4.1 Tender Selection process ................................................................................................ 10 4.2 Timeline of the tendering approach ............................................................................... 11 4.3 Submission ...................................................................................................................... 11 4.3.1 Submission forms .......................................................................................................... 11 4.3.2 Reference projects ......................................................................................................... 12 4.4 Exclusion criteria ............................................................................................................ 13 4.5 Selection Criteria ............................................................................................................ 13 4.6 Communications during the tendering period ............................................................... 13


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1 INTRODUCTION

1.1 Context

The European Space Research and Technology Centre (ESTEC) of the European Space Agency (ESA) intends to construct a new building, the International Meeting Facility (IMF) to increase its capacity to host conferences, events and meetings with external participants. The IMF will be located in a prominent position, visible from the ESTEC entrance and will become the main representative building of the ESTEC campus. While the building will be fully integrated in the current site layout it will also constitute the first step of a Site Evolution Plan (SEP) that ESTEC has established to define guidelines and framework for the future development of the site. ESA architect has defined the architectonical appearance and functionality of the IMF and produced the corresponding preliminary engineering documentation to enable the application for the building permit. The IMF will accommodate the ESTEC main reception, a large conference room and over 20 meeting rooms to host numerous meetings and events in a high quality working environment in terms of lighting, acoustic and climatic comfort that reflects the image and reputation of ESA, a world leading organisation within the Space and Technology sector. The IMF will not have architectonical barriers for people with physical mobility impairments. In order to realise the construction of the IMF, ESA will select a Contractor to perform the Detailed Engineering and subsequently the Construction of the building. The project is to be completed before the end of 2021, preferably by September 2021. ESA intends to select the Contractor in a 2-stage tendering approach:

1. Stage 1: Open “Call for Expression of Interest” (open to Economic Operators established in a Member State, Associate Member State or Cooperating State of the Agency as well as to those Economic Operators established in a country party to the World Trade Organization (“WTO”) Government Procurement Agreement (“GPA”)), leading to the selection of a short-list of candidates.

2. Stage 2: “Restricted Competition” amongst the short-listed candidates (maximum

3), leading to the selection of the Contractor for the Detailed Engineering and Construction of the project. This stage 2 shall be implemented as a competitive dialogue with each selected bidder allowing the refinement of the project requirements.

The critical success factors for the project are:

1. Delivery of the project within budget; 2. The compliance with the project requirements; 3. Delivery of the project in line with ESA’s expected completion date.


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NOTE: Acknowledging the importance of the presence of ESA in the Netherlands and the renewal and further development of the European Space Research and Technology Centre, the Government of the Netherlands is financially contributing to the design and construction of the International Meeting Facility. The Agency will keep the Government of the Netherlands regularly informed about the progress of the project.

1.2 Content and scope

This document mostly covers Stage 1 of the selection process, the “Call for Expression of Interest”. As an introduction, the document provides an overview of ESA as an organisation and the significance of the IMF for ESTEC. The document describes the project, the land situation and the expertise required from the Contractor. The document then describes the intended process of selection in terms of submissions to be made, the exclusion criteria, and the minimum requirements concerning the turnover and the required information related to reference projects. The document outlines the criteria that will be applied to the selection of the short-listed candidates that will be invited to participate in stage 2 as prime contractors. In annex to this document, there is information about the Restricted Competition and dialogue phase (Stage 2) as well as the evaluation criteria and procedure. The mission Detailed Engineering and Construction to be carried out by the Contractor mainly consists of:

- Delivery of a detailed engineering package with a Ceiling Price offer for the execution of the construction works (offer to be converted into a Firm Fixed Price after completion and validation of the detailed engineering).

- Execution of the works including the coordination of sub-contractors. - Testing and validation of the performance of the technical installations (e.g.

acoustic, thermal insulation, water tightness, ventilation and climate control, compliance of the electrical installation, lift certification, etc.)

- Organisation of the acceptance of the works. - Organisation and provision of the eventual operational training needs. - Production and delivery of the ‘as-built’ documentation. - Hand-over of the project to the Agency.

Note: Audio-Visual equipment and movable furniture are not included in the scope of the project.

1.3 Acronyms and abbreviations

ESA European Space Agency ESTEC European Research and Technology Centre


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Contractor Company in charge of the execution of the mission and tasks defined in this Statement of Works

IMF International Meeting Facility IPR Intellectual Property Rights ITT Invitation to Tender PEP Preliminary Engineering Package SEP Site Evolution Plan

2 GENERAL PRESENTATION OF THE PROJECT

2.1 European Space Agency

The European Space Agency (ESA) is Europe’s gateway to space. Its mission is to shape the development of Europe’s space capability and to ensure that investment in space continues to deliver benefits to the citizens of Europe and the world. ESA is an international organisation with 22 member states. By coordinating the financial and intellectual resources of its members it can undertake programmes and activities far beyond the scope of any single European country. The job of ESA is to draw up and implement the European space programme. ESA programmes are designed to find out more about Earth, the immediate space around it, our solar system and the universe, develop satellite-based technologies and services and promote European industry. ESA also works closely with space organisations outside Europe.

2.2 What is ESTEC?

ESA has sites in several European countries. The European Space Research and Technology Centre (ESTEC) in Noordwijk is the largest establishment, a test center and hub for

ESA has 22 Member States: 20 states of the EU (Austria, Belgium, Czech Republic, Germany, Denmark, Spain, Estonia, Finland, France, Italy, Greece, Hungary, Ireland, Luxembourg, Netherlands, Portugal, Poland, Romania, Sweden, UK) plus Norway and Switzerland.

Seven other EU states have Cooperation Agreements with ESA: Bulgaria, Croatia, Cyprus, Latvia, Lithuania, Malta and Slovakia. Slovenia is an Associate Member.

Canada takes part in some programmes under a long-standing Cooperation Agreement.


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European space activities, responsible for the technical preparation and management of ESA space projects and providing technical support to ESA’s satellite, space exploration and human spaceflight activities.

The site covers 40 Ha of land and hosts offices for circa 2,700 people working daily on site. ESTEC has been developed during the last 50 years to the current situation. The total built gross area is approximately 150,000 m2 with a net surface of 117,000 m2, divided in approximately 38,700 m2 of offices and meeting rooms, 20,800 m2 of highly technical laboratories and facilities, 18,000 m2 of plant rooms and technical area, 22,000 m2 of circulations area and 17,500 m2 of storage and other facilities.

2.3 ESTEC Site Evolution Plan

The ESTEC Site Evolution Plan depicts the possible configuration of ESTEC in the next 20 years and the vision identifies a new organising element: an orbital path, which will connect independent buildings for offices and labs and define a ‘centre’ of the site. In the future, this orbital path will act as a link between the key functions – offices, research and administration –, allowing them to perform as a unified group despite being situated in separate buildings.

New International

Meeting Facility


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The IMF is one of the key elements of the reconfigured campus. Fitting into the orbital path and in close relation with the Van Eyck building1, its design aims to make it highly recognisable and, in its initial phase, independent from the orbital path.

2.4 Description of the International Meeting Facility

Since its inauguration in 1968, the ESTEC site has constantly grown and its meeting and conference facilities have now reached an extremely high occupancy rate and are too frequently fully booked, thus affecting the efficiency of the ESTEC working environment. Currently circa 2,700 people work at ESTEC in offices, laboratories and in the test center areas. In addition, a large number of external visitors come on site to facilitate the knowledge transfer for scientific and technological projects: every year approximately 100,000 people come to ESTEC for meetings, conferences, symposia and workshops. The facilities currently available on the premises to support meeting functionalities sum up to a total of 58 meeting rooms, including conference and video conference rooms. Those rooms are insufficient to satisfy the ESTEC demand and their booking (of conference rooms in particular) has reached a saturation point. Moreover, the capacity of the largest conference room (approximately 250 people) prevents ESTEC from hosting several events for 300 to 500 people.

1 This building was designed by the Dutch architects Aldo and Hannie van Eyck in 1984 as a complex of organic-shaped

buildings with the natural environment and contrasting with the large rectangular masses previously built on the ESTEC

site. It hosts offices and a block of communal facilities such as a restaurant, a library, conference rooms and the current site

reception area.


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For all the reasons above, ESTEC is planning to build a new facility, dedicated to meetings and conferences. The International Meeting Facility shall encompass the following functionalities and surfaces:

IMF PROGRAM

Functions Number Sqm

Meeting rooms:

meeting rooms M (20/32 seats) 16 575

meeting rooms L (12 seats) 7 480

Auditorium (400 seats) 1 340

Translator booths 3 13

Control room 1 12

Reception/Foyer/Lounge/Exhibition areas 1210

Patio 40

Technical areas/storage space 295

Circulation areas and cloakroom 985

Toilet areas 180

Total Net Area 4130

Total Gross Floor Area 4700

A suitable location has been identified in the vicinity of the public areas (ESA zones 1)2 and of the general facilities (canteen, bank, etc.). ESA architect has defined the architectural appearance and the functional organization of the new facility taking into consideration the main requirements to express the image of the Agency, provide high quality working environment while offering environmentally friendly solutions. ESA architect has developed the design of the IMF to a preliminary level and estimated the construction costs at 13MEUR (excluding VAT)3.

3 REQUIREMENTS

3.1 Competences

The Agency intends to select a Contractor for the Detailed engineering and Construction of the IMF project. The Contractor’s required expertise may be drawn from within a single company or from a consortium of companies; in the latter case, one of the companies forming the consortium will be the “Prime Contractor” assuming full responsibility for the execution of the contract, and the rest of the consortium will be “Sub-Contractors”. In both

2 As part of physical security measures, ESA has defined a number of security zones depending on the level of protection

in relation to the value or sensitivity of the assets to be protected. The zone 1 applies to common areas accessible to all

badge holders (including visitors). 3 Note that ESA is exempted from VAT.


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cases, the Contractor shall provide the following expertise for the project:

a) Building construction: it is expected that the Contractor’s lead role (i.e. overall responsibility for leadership and management of all the tasks) will be with the building construction expert.

b) Structural engineering: responsibility of all engineering aspects related to the structures, foundations, piling, façades, etc. (including studies, analysis, verifications, compliances, etc.).

c) Acoustics and building physics: the acoustic performance of the meeting and conference areas in particular shall require special attention; the energy efficiency as well as the thermal performance of the building will have to satisfy high standards.

d) Technical installation engineering (including mechanical, electrical and plumbing engineering): responsibility of all engineering aspects related to the technical installation, e.g. electrical, heating, ventilating, air-cooling, building management, energy management, security (including studies, analysis, verifications, compliances).

e) Architecture: ESA architect developed the design of the building and the preparation of the Preliminary Engineering of the project. ESA owns the IPR of the preliminary design, which will be made available to the Contractor. For the preparation and finalisation of the detailed engineering documentation, the Contractor might need to fine-tune the architectural design of the project. To do so, the Contractor will have to encompass architectural expertise within its team.

IMPORTANT: The Contractor shall preserve the architectural integrity of the concept design done by the ESA architect.

Intellectual Property Rights (IPR) related to all drawings and design documentation produced during the Detailed Engineering and Construction of the project will have to be transferred to ESA. Bidders are required to confirm their acceptance of this condition as a pre-condition for entry into this Call for Expression of Interest. Bidders to fill out Submission form “IPR”.

3.2 Capacity & availability

The Contractor shall have the necessary financial and manpower resources to perform the project according to the time constraint set by the Agency. The execution of the construction shall start immediately after the validation by ESA of the Detailed Engineering package prepared by the Contractor. The Contractor shall not be entitled to start the execution works without formal validation by ESA of the Detailed Engineering.

3.3 Experience

The Contractor shall have successful experience in:


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Engineering & Build projects and coordination and management of a multi-disciplinary team;

engineering solutions that comply with the project requirements while enabling to achieve the most advantageous economical outcome for the client;

smart construction logistics; implementing sustainable and energy efficient solution in building construction; engineering and construction of meeting rooms and conference facilities or buildings

with comparable technical features;

engineering and construction of projects involving land water management.

4 SELECTION PROCEDURE

4.1 Tender Selection process

ESA intends to select the Contractor in a 2-stage approach. In the first stage ‘Call for Expression of Interest’ (open to Economic Operators established in a Member State, Associate Member State or Cooperating State of the Agency as well as to those Economic Operators established in a country party to the World Trade Organization (“WTO”) Government Procurement Agreement (“GPA”)), the Agency intends to short-list three (3) bidders to participate in the second step “Restricted Competition”, which will finally lead to the selection of the Contractor for the Detailed engineering and Construction of the project. On top of the first short list of 3 bidders invited to participate to stage 2, the Agency shall also short-list 3 extra bidders as backup to be invited to participate in case of withdrawal of one of the selected bidders during the dialogue phase. The evaluation method defined for the short-listing (stage 1) will consist in:

assessing the submissions with regard to the exclusion criteria (defined here after);

assessing the submissions in view of the evaluation criteria (defined here after). In accordance with the Agency’s rules, issuing this Call for expression of Interest does not bind ESA in any way to proceed with “Stage 2: Restricted Competition” nor to place a Contract. Should it deem it appropriate, ESA also reserves the right to place a Contract for only a part of the activity covered by this Call for expression of Interest. Such decision by the Agency may not give rise to any claims by bidders having submitted forms or any other documentation in response to this Call for expression of interest.


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4.2 Timeline of the tendering approach

The intended timeline of the tendering approach is defined as follows:

4.3 Submission

In order to be considered in the selection process, bidders will need to provide the following documents:

Bidders shall fill out the submission forms attached in the Annexes; Bidders shall provide presentations of reference projects as defined further down in

this document. The reference projects along with these forms will constitute the sole means for the Agency to evaluate the suitability of each bidder to be considered as a candidate for the Restricted Competition. Absolutely no other documentation nor source of information will be taken into consideration in this selection process. In order to be considered in the selection process, participants will need to have completed all submission forms in full and had them signed by an authorised representative. Note: Companies expressing their interest are not allowed to simultaneously register in two competing consortia.

4.3.1 Submission forms

Bidders shall fill out correctly and precisely the submission forms in the Annexes, answering to the best of their ability all questions concerning:

team composition (Submission form “Consortium”); average turnover over the last three years (Submission form “Turnover”); estimation of the duration of the project split in two (2) phases: Detailed

Engineering and Construction. Additionally, Bidders shall indicate how many days after contract signature they can start (Submission form “Project duration”);

submission form “IPR” is to be filled out in accordance with exclusion criteria, see


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chapter 4.4.

Submission forms must be identical to the ones provided as Microsoft Excel sheet in annexes, must be filled out by the bidders in English, and for some of them, must be signed.

4.3.2 Reference projects

The bidders shall submit presentations of reference projects containing:

short description of the project with pictures or 3D-model views; highlight on key features and specific technical items relevant for the IMF project; project size (gross floor space); phasing of the works and project duration; project cost.

Note: It is a priori not the intention of ESA to have presentation performed by the bidder personnel and only the above-mentioned material is required. However, the Agency reserves the right to require a presentation to be given at ESTEC during the evaluation phase. The greater part of the presentation shall focus on significant aspects that can be transferred to the IMF project, such as but not limited to:

services delivered by the bidder for that project (role, responsibility); difficulties/challenges overcame (technical aspects, implementation processes,

economical solutions and/or others);

creative and innovative approach followed by the bidder to optimise the project; working relationship with the customer and other project stakeholders; quality management system applied.

ESA will highly value the provision of authorised customer feedback on each of the submitted reference projects through signed reference letters. According to the following fields of competence, the bidders shall provide the list of reference projects as indicated hereafter. Building construction and architect: three (3) reference projects with a construction cost of at least 10,000,000 Euros each, with at least two (2) completed between 2014 and 2019 are to be provided as response to the Call for Expression of Interest. Structural Engineering: two (2) reference projects, with at least one (1) of which is to have been realised between 2014 and 2019, are to be provided as response to the Call for Interest. Construction costs of at least 10,000,000 Euros. Acoustics and Building Physics: two (2) reference projects, with at least one (1) of which is to have been realised between 2014 and 2019, are to be provided as response to the Call for Interest. Construction costs of at least 10,000,000 Euros. Technical Installation Engineering: two (2) reference projects, with at least one (1) of which is to have been realised between 2014 and 2019, are to be provided as response to the


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Call for Interest. Construction costs of at least 10,000,000 Euros.

4.4 Exclusion criteria

At the start of the assessment process, a formal check will be performed by the Agency to verify the bidders’ compliance with the following exclusion criteria. Failure to answer positively to any one of the following questions will lead to automatic exclusion of the bidder’s submission.

Was the submission received on time? Have the submission forms been completed in full and signed by an authorised

representative?

Have the presentations of the reference projects been provided in full? Does the bidder confirm its acceptance to transfer Intellectual Property Rights to

ESA?

Does the bidders comply with the conditions of qualification, exclusion and suspension of economic operators as per Article 18.2 of the Procurement Regulations?

4.5 Selection Criteria

At the end of the Call for Expression of Interest, ESA will evaluate the bidders’ submissions (submission forms and presentations of reference projects) with regard to:

SELECTION CRITERIA Weighting

Factors (W.F) in %

1 Relevant experience (general and related to the particular field concerned) of the Bidder (consortium) and staff

30

2 Suitable competence of the Bidder (consortium) 40

3 Capacity of the Bidder (consortium) to carry out the project and availability of resources

30

4.6 Communications during the tendering period

During all the tendering period (stages 1 and 2), it is mandatory that all communications and exchanges of information are channeled through the ESA Contract Officer. The ESA Contract Officer shall also be present during the dialogue phase to ensure fairness of the process.


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ANNEXES


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ANNEX 1 - Information about Restricted Competition Overview At the end of the Call for Interest process, after the selection of the three (3) short-listed bidders, ESA will deliver to each of them the Preliminary Invitation to tender (Preliminary ITT) package containing:

- a draft contract; - the Preliminary Engineering Package (PEP). The PEP will include a statement of

works and all the technical specifications and drawings of the project at a preliminary engineering state;

- the budget evaluation of the construction works; - the detailed tender conditions.

At the end of the Restricted Competition process, each of the three (3) short-listed bidders will submit its proposal for the Detailed Engineering and Construction of the International Meeting Facility: the financial part of the proposal will consist in a Firm Fixed Price offer for the detailed engineering phase and a Ceiling Price offer for the construction phase. The Ceiling Price offer for the construction will be converted into a Firm Fixed Price offer after validation by the Agency of the Detailed Engineering phase. Note: even though the baseline approach includes the construction of the IMF, the Agency reserves the right not to procure the construction phase of the project. Restricted Competition process 1)After the delivery of the preliminary ITT package, each bidder will be invited to an

information day at ESTEC, during which the bidders will be able to visit the site, to ask questions and to receive further guidance and clarification about the IMF project. The topics to be covered during this information day are:

presentation of the project; critical success factors; the challenges and expectations for the Detailed Engineering and Construction

mission.

2)Then Bidders shaLl deliver a preliminary offer that will be used as the base for the following phase of competitive dialogue 3) Later on, each bidder will be invited to an individual Dialogue meeting(s) at ESTEC during which the bidder will be able to ask further questions about the project and to discuss with the Agency any potential optimisations of the Preliminary Engineering while preserving the project requirements. Following the Dialogue meeting(s), each bidder will indicate which potential optimisation the bidder could propose to the Preliminary Engineering. Notes:

the information day will be conducted by ESA through a presentation; each bidder will be able to react and ask questions;


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all answers to clarification questions raised during the info day will be communicated by ESA to all the three (3) bidders simultaneously;

the output of the dialogue phase will be kept restricted to each bidder; the dialogue meeting(s) opportunities will strictly be the same for each bidder; there shall be a limited number of participants to each meeting; the exact number will

be communicated later on by the Agency.

a back-up list of bidders will be held by ESA in case any of the three short-listed bidders withdraws from Stage 2.

4) After the individual Dialogue meeting(s), ESA will issue the final Invitation to Tender package that shall constitute the formal technical, financial, contractual and administrative requirements of the Agency. 5) Then the bidders will have to submit their final and firm proposal to ESA. For information about the Restricted Competition timeline, see chapter 4.2. Submission In response to the Agency’s final Invitation to Tender, each bidder’s proposal shall consist of:

a project approach in which the bidder presents its understanding of the project requirements, its vision about the project risks (technical, organisational, financial, etc.) and eventual possible mitigation measures, its approach on how to carry out the engineering and construction phases (including an organisational proposal, reporting lines, roles & responsibilities), its recommendations about the possible optimisation of the project (design fine-tuning, working methodology, value engineering, cost/time saving proposals, etc.);

a master schedule for both the detailed engineering and construction phases; a financial Proposal including:

i. a Firm Fixed Price offer for the detailed engineering phase; ii. a Ceiling Price offer for the construction phase. Should the bidders’

Ceiling Price offer exceed ESA cost evaluation for the construction, the bidders will be invited to propose as option cost-efficient (alternative) solutions that meet the requirements, functionality, performance and respect the architectural concept of the building, with the aim to match ESA cost evaluation;

a management proposal showing the detailed organisation of the works; a contractual proposal; the contract shall be based on the draft provided by the Agency

with the ITT in application and adjustment of : i. European Space Agency Procurement Regulations ESA/REG1, rev5;

(General Procurement option) ii. ESA General Clauses and Conditions ESA/REG/002,rev 3;

. Such documents are available at: http://emits.sso.esa.int/emits/owa/emits.main under "Reference Documentation" ---> "Administrative Documents".


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Note: sales conditions of the bidders shall not apply.

Evaluation criteria At the end of the Restricted Competition, a tender evaluation board will evaluate the submitted proposals. The evaluation criteria are a prerogative of the tender evaluation board and will be communicated at the launch of the Restricted Competition (stage 2). For information, the usual evaluation criteria are:

A. Understanding of the requirements and of the critical success factors Extend to which the bidders show evidence about the suitability of their approach with regards to ESA’s expectations for the performance of the detailed engineering and construction mission. Relevance of the quality system proposed by the bidders for the management and execution of the project. Risks evaluation and proposed mitigation measures. B. Adequacy of the detailed engineering approach Suitability of the bidder’s approach to propose feasible engineering that complies with the project requirements, legislation, norms and state of the art. Way in which it will be ensured that the architecture and the requirements will be integrated in the engineering. Extend to which the proposal of creative solutions for spatial, functional, and technical requirements will be economically advantageous for ESA while remaining consistent with the architectural design of the project. C. Quality and suitability of the proposed programme of works Compliance of the proposals with project requirements and key success factors. Quality and suitability of the proposed solutions to optimise the project in terms of time and cost. Suitability of the quality system for the implementation and control of the works. D. Adequacy of the management approach Quality of the project organisation, project team and planning for the engineering and execution works. Roles and responsibilities. Communication and reporting lines. Quality management system. E. The price.

F. Compliance with administrative tender conditions and acceptance of contract

conditions.

Best And Final Offer (BAFO) phase Depending on the first results of evaluation, the Agency reserves the right to require a Best And Final Offer to be able to select the best contractor.


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ANNEX 2 - Information about the architectural design of the IMF Overview about the architectural & technical requirements This new International Meeting Facility (IMF) is designed as a hub that will enable to interconnect key areas of ESTEC: administration, canteen, conference rooms, offices, laboratories and the testing facilities.

The IMF is aimed at:

providing a high quality working environment in terms of lighting, acoustic comfort, ventilation, heating and cooling and also in terms of health, safety and security for the building users,

providing an environmentally friendly architecture in line with ESA’s aspirations in terms of sustainability,

reflecting the qualities and reputation of ESTEC and expressing the image of ESA, a world leading organisation with emphasis on Space and Technology.

Functions: main reception (new reception of the ESTEC site), 7 large size & 16 medium size meeting rooms, 1 auditorium (circa 400 seats capacity) with adjacent foyer, exhibition space. Users: ESA workforce, visitors (industry), conference participants, logistic personnel, catering. Key requirements

Accessibility for people with disabilities; Interconnect the various floor levels through an elliptical shaped stairs; Link the building to the existing building in zone A through a closed corridor

connection at ground floor level;

Shape the future orbital path; Clear definition of spaces: common areas, meeting room areas and auditorium and

Foyer area;

Several floor plan configuration possibility for the auditorium (can host large conferences, can be split into two large meeting rooms, can be set up for council meetings or program board meetings);

AV screen position in each meeting room, wiring predisposition in tables, light sensors and dimmers, building management system, access control point of supply in every access door, public address system, alarm system;

Emphasis on natural light and transparency; Natural landscaping coherent with direct environment; Good acoustic: privacy between meeting rooms and between common spaces, good

sound quality and sound insulation in the auditorium;

Heavy duty material where possible, low cleaning and maintenance needs; Structure that enables to maximise the spans in some areas (auditorium, Foyer…); High thermal comfort, low energy consumption;


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Connection and supply from ESTEC main district heating and cooling network; Enhanced light signature that enables and supports a large variety of events (enhance

the image of ESA, organisation of exhibitions, VIP meetings, conferences…);

Exterior drop-off area for taxis, buses, vans, cars.


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ANNEX 3 – Drawings IMF: 3D views

South-West façade

South-West façade


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IMF: site layout

IMF: site layout on existing situation


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IMF: floor layouts

Ground floor


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IMF: floor layouts

First floor


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IMF: floor layouts

Mezzanine


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IMF: floor layouts

Second floor


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IMF: floor layouts

Rooftop


Page 27/29



IMF: elevations

South-East façade

South-West façade


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IMF: building sections

Section A-A

Section B-B


Page 29/29



ANNEX 4 - Call for Expression of Interest Submission forms To be found on: https://esabox.esa.int/owncloud/index.php/s/tEKmim0a3G9t30P

Password : IMF2021!

https://esabox.esa.int/owncloud/index.php/s/tEKmim0a3G9t30Phttps://esabox.esa.int/owncloud/index.php/s/tEKmim0a3G9t30P

The present Cover Letter; Call for Expression of Interest for the Detailed Engineering and Construction of the International Meeting Facility at ESTEC, Noordwijk (NL) , ref HIF-ETF/2019090501 issue 1 dated 19/09/2019 .All annexes and Documents mentioned in the above Call for Expression of Interest can be found at :https://esabox.esa.int/owncloud/index.php/s/tEKmim0a3G9t30PPassword is : IMF2021!