Report on TTonT
•By:
Jan Rozema
Contents
•Historical overview
•Status (at PFAC-02)
•Terms of Reference
•How to go onward
Historical overview
1. Task Team AWS (TT-AWS):
Initial development / basic concept
of an automated weather station for
use onboard of ships (S-AWS:
Shipborne Automatic WeatherStation)
requirements document
initial specifications
(global design)
2. Task Team on Tendering (TTonT):
Preparation for tender phase
Inventarisation of possible
tender scenario’s
functional and technical
specification (design)
Chosen scenario
Invitation to Tender document
Historical overview - Actions and Timescale
E-SURFMAR
Task Team
AWS
User requirements
May 2009
PB-Obs 19
Initial specifications
November 2009
PB-Obs 20
E-SURFMAR
Task Team on
Tendering
Tendering scenario
March 2010
PB-Obs 21
Functional and Technical
specifications
May 2010
VOSTAG 7
All other tendering
documentation
October 2010
November 2010
2nd attempt
March 2011
FPAC 01
EUMETNET
Assembly
PFAC02
European Tender to procure
the S-AWS
2011
Future Task
Team
Historical overview - scenario’s
Scenario
Call for Tender
3-A
Participants
3-B
One managing
Member
3-C
EIG
5-A
5-B
One managing
Member
Budget
Asset
Management
Asset
Ownership
Participants
Participants
Participants
Participants
Combined
7-A
EIG
E-SURFMAR
7-B
8
EIG
E-SURFMAR
One managing
Member
One managing
Member
EIG
One managing
Member
One managing
Member
EIG
EIG
Status
Two documents:
1.Status report for the EUMETNET/PFAC
2.Concept ITT
PFAC – tender approach
1.The EIG initiates a call for tender in the name and on behalf of the four
NMS’s that intend to buy the S-AWS(procurement phase).
2.The EIG, the Programme Manager, and the members that intend to buy the
S-AWS are involved in the selection committee.
3.The EIG signs a Framework Agreement with the selected economic
operator. This agreement will govern the ‘Subsequent Contracts’ to be signed
for the execution of the procurement.
4.Several Subsequent Contracts are to be signed with the selected economic
operator:
The first Subsequent Contract relates to the prototypes and will be
awarded by the Programme Manager NMS (Météo France).
Several Subsequent Contracts related to the purchase of AWS by
members for their own needs will be awarded individually by the
concerned members.
A Subsequent Contract related to the purchase of AWS for the need of
the Programme will be awarded by the Programme manager NMS
(Météo France).
PFAC – tender approach
•EUMETNET EIG should act as „central purchasing body“ according to
Art. 1 (10) of Directive 2004/18/EG of the European Parliament and
the Council of 31.03.2004. So that Art. 11 (2) applies, so that the
concerned NMS shall be deemed to have complied with the relevant
Directive.
• A decisive influence of all participating NMSs in the forthcoming
tendering procedure has to be assured: All participating NMSs have
to take part in the follow-up of the Task Team on Tendering that
takes care of the actual tender, by delegating an expert for
procurement and one for technical questions.
•The „Framework Agreement“, according to Art. 1 (5) and Art. 32 of
the cited Directive has already to decide on all essential terms for
the subsequent contracts (in particular prices and quantities), which
will be the case.
PFAC – Next steps
After a positive decision of PFAC, under the responsibility of the ESURFMAR programme a new task team has to be set up, in which all
participating NMS’s will be invited to take part. The goal of this task
team will be:
•To issue a tender on behalf of the EIG EUMETNET, and to prepare a
decision to be made by the Assembly for awarding the contract (the
procurement phase).
•To represent the participating NMSs during the contractual phase,
leading to approved prototypes, owned by the E-SURFMAR
programme.
ITT (Invitation To Tender)
•Concept is ready
•Last opportunity to deliver comments until the 7th of April 2011
latest
•New version of ITT will be sent around on the 14th of April 2011
•Last small comments can be delivered before the 28th op April
2011
•Final documents to be sent to PFAC as soon as possible after the
28th of April 2011
Terms of Reference
1: The main purpose of the Task Team is to prepare a common call
for tender for the procurement of autonomous S-AWS systems
suitable for use on voluntary observing ships recruited by ESURFMAR participants.
OK
Terms of Reference
2: The Task Team shall follow the advice and instruction provided by
PB-OBS
Results were presented at PB-OBS 21 and approved (also by the
assembly)
Terms of Reference
In preparing the call for tender, the Task Team shall:
- agree the tendering approach and timescale (e.g. phased
procurement to test initial prototypes);
Done (almost)
- consider alternative solutions to reduce overall tendering and SAWS unit costs, including the possibility to provide bidders with the
drawings and the software of prototypes developed by individual
members;
Done
- take into account the work of the TT-AWS (recommendations and
technical specifications);
Done
Terms of Reference
In preparing the call for tender, the Task Team shall:
- propose and agree the procedure to evaluate the bids;
Done
- propose and agree the procedure to evaluate the first S-AWS units;
Almost done
- make an inventory of the number of units each potential purchaser
plans to order, the amount of money they can assign to the purchase
of such units, and over what timescale;
Can be delayed to the followup of the TTonT
Terms of Reference
In preparing the call for tender, the Task Team shall:
- determine the recommended maximum price per unit, to be
written in the call for tender, in order to avoid prohibitive figures
being proposed by bidders;
Not done, regarded as “not necessary”
- analyse the advantages and disadvantages of different tendering
scenarios (e.g. EIG or a NMS call) to ensure that the tendering
exercise is efficient with respect to cost, resources, timescales etc,
and make proposals concerning who should act as the main
contractor;
Done
- liaise with the EUMETNET ED regarding the consequences of
ownership of assets when tendering under EUMETNET, and report on
this issue;
Done
Terms of Reference
In preparing the call for tender, the Task Team shall:
-prepare the necessary documentation (e.g. MoU) which would
entitle the main contractor to collect funds (if required) and to issue
a call for tender on behalf of the potential purchasers;
Regarded as “not necessary”
-make administrative tendering documents available in English
(drafts).
Done
And now?
•Agree on process towards the 7th and 21st of April:
All comments will be collected by Jan Rozema until the 7th of
April
KNMI will make a list of these comments, and add a suggestion
the follow up on these comments. This list will be sent around
before the 14th of April 2011 to the members of the TTonT
Members have the time until the 19th of April 2011 to react
KNMI will finish the ITT, and send it together with the report to
the PFAC for final approval, on the 21st of April 2011 latest.
And now – after approval of PFAC
•Define a Terms of Reference for a new Task Team
•Including procedure for approval prototypes?
•Choose a leading NMS
AND
Approval resignation of chairman TTonT