QUESTIONS AND ANSWERS PERTAINING TO THE TENDER PROCEDURE
Title of Procedure: Provision of External support for the Clean Sky Joint Undertaking
Publication Reference: CSJU.2013.OP.01
Questions
Answers
Will the maximum total value of 3.200.000 EUR foreseen for There is no split of the total volume of 3.200.000 EUR. Each lot has not been allocated
the whole duration of the contract be split per lot?
a priori a precise and fixed amount. Clean Sky JU reserves its right to assess this in the
light of the tenders received and its needs when contracting services.
Page 9 says that “Tenders can apply for one, several or all the When a tender is divided in lots, there is no provision in the EU Financial Regulation 1
lots”. Will all the four lots be awarded separately?
allowing for restriction of participation. Economic operators are free to submit a
tender for one, several or all the lots. The four lots will be awarded separately.
1
Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council of 25 October 2012 on the financial rules applicable to the general budget of the
Union and repealing Council Regulation (EC, Euratom) No 1605/2002.
Page 11 says that a maximum of five tenders will be awarded. The maximum total number of tenderers, covering all lots that can be awarded, is
The page 18 says maximum twelve. What will be the maximum twelve.
number of awarded tenderers, overall and per lot if applicable?
With regards to the financial offer: we understand from the
template that a man-day rate has to be provided, can you
confirm you expect an average daily rate per type of service
(for lot 1) or per lot? Furthermore, in absence of any
information on the volume and topics eventually subject of the
specific orders, we are not in a position to provide information
about the fees. Can you confirm this is acceptable?
Clean Sky JU expects to receive average daily rates per type of service and not per lot.
Each lot includes different types of services for which different average rates may
apply. Information about fees is essential to providing a comparable reference
between tenderers. Should there be an element of economies of scale (based on
certain volumes) to the offer, please present these. Then we expect at higher volumes
for the average rate per type of service to reduce.
There is a clear mention of the requirement to have a focal The focal point will be responsible only for the management of the services and
point. Should the lots be awarded separately, can you describe resources that its company will supply.
how the perimeter of the focal point will be defined?
Could a company that is delivering services to several main As part of the tendering process every tenderer is requested to fill in a declaration on
Clean Sky stakeholders submit a tender?
conflict of interest (COI). If it doesn’t fill it in this may be considered as a ground for
exclusion from the tender procedure.
Clean Sky JU requested that in the sake of transparency every tenderer declares in
such a form, and if necessary in an additional paper/form, the working relationship
that the applicant tenderer has or had in the last years with the private Members of
Clean Sky JU.
The above will be duly assessed by the evaluation committee of the Clean Sky JU that
will take a position on that.
Tenderers should also be aware that the above mentioned declaration form that they
shall sign (together with the confidentiality commitment) includes also a compliance
commitment with the “JU code of conduct on the prevention and mitigation of
conflicts of interests” and which will serve as a basis for preventing and managing any
case of COI or potential COI and which will contain a specific section on service
providers. Clean Sky JU will send this code and an updated acceptance form to the
tenderers that will be selected and, on which basis, adequate operational safeguards
may be taken should the Clean Sky JU consider that a COI may be adequately
mitigated.
By tendering only to one lot, could a tenderer suffer from a Tendering only for one lot will not undermine a tender in any case since it is allowed
disadvantage compared to other tenderers that are applying by the tender specifications. However, award criteria n° 1 includes also the ability of
for all the lots?
the tenderer to cover different profiles/services related to one or several lots.
Will there be several framework contracts signed for lot n°3?
No, Clean Sky JU does not intend to sign several framework contracts for lot n°3, one
framework contract may be signed on which basis specific service contracts may be
signed at a later stage.
Is the 'Model Financial Offer' only allowing only one daily rate The profiles Clean Sky JU is looking for are precisely described in the tender
per type of service provision?
specifications and cover different tasks. Tenderers may propose different daily rates
depending on the activities/profiles, described in each lot, for which they intend to
bid. The award criteria indicated in the specifications will apply.
Will the ranking of tenders be made globally or per lot?
The ranking will be made per lot.