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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
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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
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ESA UNCLASSIFIED - For Official Use
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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Call for Interest for the Detailed Engineering and Construction
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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
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IMF: elevations
South-East façade
South-West façade
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IMF: building sections
Section A-A
Section B-B
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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!