246629-2015: Italy-Ispra: Framework service contract for Copernicus emergency management service mapping validation


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Section I: Contracting authority

I.1)Name, addresses and contact point(s)

European Commission, Joint Research Centre JRC, Institute for the Protection and Security of the Citizen
via Enrico Fermi 2749, TP 581
Contact point(s): Mr Aivaras Bagdonas
For the attention of: B.5 Finance and Procurement Unit
21027 Ispra VA
ITALY
E-mail: jrc-ipsc-procurement@ec.europa.eu
Fax: +39 0332789434

Internet address(es):

General address of the contracting authority: http://web.jrc.ec.europa.eu

Electronic access to information: https://etendering.ted.europa.eu/cft/cft-display.html?cftId=963

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

European institution/agency or international organisation

I.3)Main activity

General public services
Other: Research.

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Framework service contract for Copernicus emergency management service mapping validation.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: The services will be executed on the premises of the contractor.
NUTS code

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement
Framework agreement with a single operator

Duration of the framework agreement

Duration in months: 48

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 2 800 000 EUR

II.1.5)Short description of the contract or purchase(s)

The Copernicus emergency management service, in continuation of the GMES initial operations phase, is intended as an operational service offered to the authorised users active in the field of crisis management in the EU Member States, the European Civil Protection Mechanism, the Commission’s Directorates-General (DGs) and the participating executive agencies and international humanitarian aid organisations.

The core character of the EMS lies in the provision upon activation by the authorised user of timely and accurate information derived from satellite or airborne imaging sensor data in all phases of the emergency management cycle. The information generated by the service can be used as supplied by the contractor (e.g. as digital or printed map outputs) or further combined with other data sources (e.g. as digital feature sets in a geographic information system (GIS)) to support analysis and decision-making processes of emergency managers.

The implementation of the Copernicus EMS has 4 different modules:

1. the EMS rapid mapping:

on-demand and fast provision of geospatial information in support to emergency management activities immediately following an emergency event;

2. the EMS risk and recovery mapping:

on-demand provision of geospatial information in support to emergency management activities during the phases of the emergency management cycle not related to the immediate response. In particular, information provision relates to the prevention, preparedness and reconstruction phases;

3. the EMS mapping validation:

verification of a sample of service outputs produced by Copernicus EMS rapid mapping or Copernicus EMS risk and recovery mapping services, and including external quality control, validation of thematic information content and comparison to alternative information sources related to the emergency context;

4. the EMS early warning:

Its first building block is the European flood awareness system (EFAS) delivering added value information to the national hydrological services and providing a unique overview on the current and forecast flood situation.

This call refers to module 3 EMS mapping validation.

II.1.6)Common procurement vocabulary (CPV)

71354100, 22114300, 32534000, 34712200, 35631200, 71354000, 71354200, 72310000, 72316000, 72319000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Estimated value excluding VAT: 2 800 000 EUR.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 3
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)

II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Please refer to tender documents.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Please refer to tender documents.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Economic operators can submit a tender either as a sole tenderer or as partners in a consortium (with or without legal personality). In either case subcontracting is permitted.

The tenderer must clearly specify the role of each economic operator — as a sole tenderer, a partner in a consortium or subcontractor. This also applies where the entities involved belong to the same economic group.

Each partner in a consortium assumes joint and several liability towards the contracting authority for implementation of the contract and will become a party to the contract if the consortium’s tender is successful. The consortium shall nominate 1 legal entity (‘the leader’) who will have full authority to bind the consortium and each of its members during contract execution and will be responsible for the administrative management of the contract (invoicing, receiving payments, etc.) on behalf of all other partners.

Subcontracting is the situation where the contractor enters into legal commitments with other legal entities which will perform part of the contract on its behalf. The contractor retains full liability towards the contracting authority for implementation of the contract. Freelancing, drawing on the activities or staff of any other entirely different legal entity than the contractor, qualifies as subcontracting, independently of the applicable national law.

Tenderers must give an indication of the proportion of the contract that they intend to subcontract. They must also identify all subcontractors:

— on whose capacities they rely to meet the minimum capacity levels under headings III.2.2 and III.2.3,

— whose individual share of the contract is above 20 %,

— all subcontractors when the total subcontracted amount is above 50 % of the total contract value.

Subcontractors must provide a letter of intent stating their willingness to participate in the performance of the contract as specified in the tender.

During contract execution any change of subcontractors will be subject to prior written approval of the contracting authority.

A sole tenderer or a consortium may also rely on the capacities of other entities for meeting the minimum capacity levels under headings III.2.2 and III.2.3, regardless of the legal nature of the links which it has with them. If so, it must prove to the contracting authority that it will have the resources necessary for performance of the contract at its disposal, for example by providing an undertaking on the part of those entities. Reliance on the capacities of a third party which is a different legal entity from the sole tenderer or the consortium members, even though it is part of the same economic group, is considered subcontracting for the purposes of the procedure. If the contract is awarded to a tenderer relying on a third party to provide more than 70 % of the minimum requirements for economic and financial capacity listed under heading III.2.2, the contracting authority will require that the third party sign the contract and become jointly liable for its execution together with the tenderer.

The role and tasks of each consortium partner and identified subcontractors must be clearly specified in the tender. The cover letter must give the name of the tenderer (including all partners in the case of a consortium) and subcontractor(s), including third parties on whose capacities the tenderer is relying, and the name of the single contact person in relation to this procedure. For consortia the cover letter must be signed by each partner, or by a partner duly authorised to sign the tender and the contract on behalf of all partners. In the latter case authorisation can be, for instance, in the form of a power of attorney, a letter of intent or a consortium agreement.

Tenderers (all partners in the case of a consortium) must also provide a legible copy of the notice of appointment of the persons authorised to represent the tenderer in dealings with third parties and in legal proceedings, or a copy of the publication of such appointment if the legislation which applies to the legal entity concerned requires such publication. Any delegation of this authorisation to another representative not indicated in the official appointment must be evidenced.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Exclusion of conflicts of interest:
In order to avoid conflicts of interest the contractors (including all subcontractors) for Copernicus EMS rapid mapping and Copernicus EMS risk and recovery mapping cannot be considered for award of this call for tender (as a sole tenderer, or as a partners in a consortium or as subcontractors) for as long as they remain so contracted. Since these activities are considered incompatible with the object of the current call for tender, this restriction shall remain in place for any recurrent call for tender concerning this activity (and their respective contractors) unless it is explicitly renounced.
This restriction extends to companies that are part of the same industrial and/or commercial group or organisation. For the sake of clarity 2 companies are considered to be part of the same industrial and/or commercial group or organisation if 1 of the 2 controls the other, e.g. owns more than 50 % of the shares of the other, or if more than 50 % of their shares belong to a common direct or indirect shareholder.
Replacement of staff:
It is expected that the persons responsible for the execution of the contracts will remain so for a reasonable period. A situation where turnover of these persons could jeopardise the timely and due execution of the contracts should be avoided. In any case the replacement of a person during contract execution shall only be made with the prior approval of the contracting authority. The person proposed in case of replacement will have to satisfy the same minimum requirements as those mentioned in contract notice p. III.2.3.

III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: 1. Exclusion criteria:
Tenderers will not be eligible to take part in this procedure if they are in any of the exclusion situations listed in Articles 106 and 107 of Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council of 25.10.2012. Tenderers (including consortium partners) and subcontractors identified as per heading III.1.3 shall sign the declaration on honour (available on the contracting authority’s website indicated in heading I.1) to declare that they are not in any of these situations.
Upon request of the contracting authority the successful tenderer (including all partners in the case of a consortium) and all subcontractors identified by the tenderer in accordance with III.1.3 shall provide the supporting documents listed in Article 143(3) of Commission Delegated Regulation (EU) No 1268/2012 of 29.10.2012.
The contracting authority may waive the obligation to submit the required supporting documents if such evidence has already been submitted to it for the purposes of another procurement procedure and provided that the issuing date of the documents does not exceed 1 year from the date of the award notification and that they are still valid. In such a case, the tenderer shall declare on his honour that the documentary evidence has already been provided in a previous procurement procedure and confirm that no changes in his situation have occurred.
2. Selection criteria:
Legal capacity:
Tenderers (all partners in the case of a consortium) shall prove that they have the legal capacity to perform the contract by providing a certificate of registration in the relevant trade or professional register in their country of establishment/incorporation. If the tenderer is not required or allowed to register in such a register for reasons related to its statute or legal status, the contracting authority may accept, as satisfactory evidence, a sworn declaration or certificate, membership of a specific organisation, express authorisation, or entry in the VAT register.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Tenderers must comply with the following criteria:
— annual turnover meeting the minimum capacity level,
— financial viability sufficient to undertake and perform the contract.
The following evidence must be provided by each tenderer (each partner in the case of a consortium) and each subcontractor on whose capacities the tenderer relies for meeting the minimum capacity level for economic and financial ability:
(1) copy of financial statements (balance sheets, profit and loss accounts and any other related financial information) for the past 3 financial years for which accounts have been closed, published and/or audited or, where publication/auditing is not required under the law of the country in which the economic operator is established, self-certified as exact and sincere by the duly authorised representative. If the provided documents show net loss in any of the requested years, the economic operator must furnish another document as proof of its financial and economic capacity, such as appropriate bank references or a letter/statement by certified auditors attesting to the economic operator’s financial stability, proof of professional risk insurance, or an appropriate guarantee from a third party (e.g. the parent company);
2) a statement as to the economic operator’s annual turnover and the annual turnover in the field covered by the contract, over the past 3 financial years for which accounts have been closed.
If, for some exceptional reason which the contracting authority considers justified, an economic operator is unable to produce the references required above, he may prove his economic and financial capacity by any other document which the contracting authority considers appropriate. In any case, the contracting authority must at least be notified of the exceptional reason and justification must be provided. The contracting authority reserves the right to request any other document enabling it to verify the economic operator’s economic and financial capacity or to seek additional information and/or clarifications by any appropriate means (websites, official bodies, etc.).
The contracting authority may waive the obligation of an economic operator to submit the documentary evidence referred above if such evidence has already been submitted to it for the purposes of another procurement procedure and provided that it complies with the requirements of the present call for tenders. In such a case, the economic operator shall provide reference to the contract and Commission service for which the evidence has been provided.
The contracting authority reserves the right not to select a tenderer where the evidence provided gives rise to major concerns on its financial viability to perform the contract and the tenderer has failed to mitigate these concerns by submitting observations or other evidence of financial viability.
Minimum level(s) of standards possibly required: The annual turnover for the last financial year or the average of the annual turnover for the past 3 financial years must be at least 1 100 000 EUR.
This minimum will be assessed in relation to the tenderer as a whole, including the combined capacities of all partners in the case of a consortium and all subcontractors.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:

a) a team of persons proposed to carry out the tasks described in the technical specifications, consisting at least of the following profiles:

1. project manager;

2. specialist in processing of satellite and aerial sensor data;

3. specialist in thematic image processing and interpretation;

4. specialist in digital cartography and GIS;

5. domain expert in emergency and security management;

6. specialist in IT support;

7. specialist in data quality and accuracy assessment;

8. specialist in land surveying;

9. specialist in geomorphology.

In order to harmonise the evaluation of staff qualifications in the tendering procedure, tenderers are requested to group CVs in the predefined profiles. Each proposed CV can appear only under 1 profile.

For each profile type the tenderer must provide at least the minimum number of CVs per profile (preferably in Europass format) meeting the minimum capacity levels for this criterion. The precise contractual link with the tenderer must be specified. It is reminded that freelancing qualifies as subcontracting (see point III.1.3);

(b) a list of similar (scope and complexity) contracts completed in the 3 years preceding the tender deadline, in particular in the provision of products (modules 1 (including unmanned aerial vehicle imagery collection), 2 and 3) as defined in the technical specifications in Sections 4.1, 4.2 and 4.3. The list of past contracts shall include details of their start and end dates, total contract amount and scope, role and amount invoiced by the economic operator;

(c) a description of the technical equipment (hardware and software) to be employed by the service provider for performing the services;

(d) a detailed description of the Internet connection performance parameters relevant for high data volume download (e.g. for satellite imaging sensor data from ESA’s CDS and CCM sites) and upload of the deliverables to the JRC SFTP.

In the case of a consortium or subcontracting the evidence requested must be provided by those consortium partners/subcontractors on whose capacity the tenderer relies to satisfy the minimum capacity levels.

Minimum level(s) of standards possibly required:

The minimum capacity levels will be assessed in relation to the tenderer as a whole, including the combined capacities of all partners in the case of a consortium and all subcontractors.

For III.2.3(a) each profile corresponds to a minimum level of qualification made up of:

— the total number of relevant years after the completion of a secondary school (e.g. total number of successful years of relevant studies and years of relevant experience),

— the number of years of total professional experience (outside these studies),

— the number of years of professional experience specific to the profile (outside these studies),

— language competence level by common European framework of reference for language.

PhD studies are considered as professional experience. Training during the studies will not be taken into account in the professional experience.

The minimum level of qualifications has to be fulfilled by each person proposed and related CV for a given profile.

1. Project manager:

minimum 12 years of relevant studies and experience after secondary school;

minimum 7 years of professional experience in the field of satellite remote sensing, data processing, GIS and digital cartography;

minimum 2 years in the management of projects related to the supply of digital map products derived from satellite remote sensing and GIS;

minimum English language skills: listening, reading speaking and writing — C2, or equivalent.

At least 1 CV has to be presented.

2. Specialist in processing of satellite and aerial sensor data:

minimum 8 years of relevant studies and experience after secondary school;

minimum 3 years of professional experience in the field of remote sensing data processing;

minimum 2 years of professional experience in projects requiring processing of satellite remote sensing for digital map production;

minimum English language skills: listening, reading, writing — C2, speaking — C1, or equivalent.

At least 2 CVs have to be presented.

3. Specialist in thematic image processing and interpretation:

minimum 10 years of relevant studies and experience after secondary school;

minimum 5 years of professional experience in the field of thematic processing and interpretation of satellite remote sensing, digital map production and GIS;

minimum 3 years of professional experience in projects related to thematic processing and interpretation of satellite remote sensing for digital map production in emergency management contexts, or equivalent;

minimum English language skills: listening, reading, writing — C2, speaking — C1, or equivalent.

At least 2 CVs have to be presented.

4. Specialist in digital cartography and GIS:

minimum 10 years of relevant studies and experience after secondary school;

minimum 5 years of professional experience in the field of digital map production and GIS;

minimum 3 years of professional experience in projects related to digital map production using satellite remote sensing and GIS;

minimum English language skills: listening, reading, writing — C2, speaking — C1, or equivalent.

At least 2 CVs have to be presented.

5. Domain expert in emergency and security management:

minimum 10 years of relevant studies and experience after secondary school;

minimum 5 years of professional experience working in the domain of natural and man-made disaster management and geo-intelligence gathering in security domain;

minimum 3 years of professional experience in the use of remote sensing and GIS in emergency mapping contexts or equivalent;

minimum English language skills: listening, reading speaking and writing — C2, or equivalent.

At least 1 CV has to be presented.

6. Specialist in IT support:

minimum 8 years of relevant studies and experience after secondary school;

minimum 3 years of professional experience with handling of software and hardware for remote sensing GIS;

minimum 2 years of professional experience with handling, network transfer and back-up of large volume datasets;

minimum English language skills: listening, reading, writing — C2, speaking — C1, or equivalent.

At least 1 CV has to be presented.

7. Specialist in data quality and accuracy assessment:

minimum 10 years of relevant studies and experience after secondary school;

minimum 5 years of professional experience working with cartographic accuracy standards and accuracy assessment of cartographic products;

minimum 2 years of professional experience in assessment of accuracy of cartographic products use in emergency management contexts, or equivalent;

minimum English language skills: listening, reading speaking and writing — C2, or equivalent.

At least 1 CV has to be presented.

8. Specialist in land surveying:

minimum 8 years of relevant studies and experience after secondary school;

minimum 5 years of professional experience in working as professional land surveyor, using DGPS and post-processing software, Ground Control Point and Check Point collection/measurement for airborne and spaceborne photogrammetric projects;

minimum 2 years of professional experience in working as professional land surveyor in emergency management contexts, or equivalent;

minimum English language skills: listening, reading, writing and speaking — C1, or equivalent.

At least 1 CV has to be presented.

9. Specialist in geomorphology:

minimum 10 years of relevant studies and experience after secondary school;

minimum 5 years of professional experience in working as geomorphologist including use of satellite, aerial and field data;

minimum 2 years of professional experience in working as geomorphologist in emergency management contexts, or equivalent;

minimum English language skills: listening, reading and writing — C2, speaking — C1, or equivalent.

At least 1 CV has to be presented.

For III.2.3(d) guaranteed transfer speed of at least 100 Mbps in upload and download.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

JRC/IPR/2015/G.2/0004/OC.

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 3.9.2015
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

3.9.2015

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

Any EU official language

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 9 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders
Date: 7.9.2015 – 14:00

Place:

Entrance Building, room 7, via E. Fermi 2749, 21027 Ispra VA, ITALY.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Max. 1 authorised representative per tenderer can attend the opening. The request must be sent to the contact point before 4.9.2015, together with a copy of the identity card/passport.


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