business applications

Proposal Guide - Direct Negotiation

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Having registered on esa-star – ESA’s System for Tendering And Registration as potential bidder, login to EMITS - ESA's Electronic Mail Invitation to Tender System with your received account information and download the official tender documentation from:

AO9305 OPEN CALL FOR PROPOSAL FOR IAP - ESA BUSINESS APPLICATIONS

The tendering process follows a three step approach:

An incremental approach is set up to guide Tenderers through the submission process. It is constructed in a manner that any subsequent step (outline proposal, full proposal) builds upon the answers of the previous step (activity pitch questionnaire, outline proposal).

1st Step: Activity Pitch Questionnaire (APQ)

Before engaging in more detailed elaboration of a potential outline or full proposal, the Activity Pitch Questionnaire allows the Tenderer in a reduced, standardised pitch form to present his initial idea to ESA, and it allows ESA to quickly take an informed decision on the next steps pointing the Tenderer to the most appropriate activity stream and providing support on the further implementation steps.

The Activity Pitch Questionnaire can be downloaded from https://business.esa.int/documents and shall be submitted to the following email address: business@esa.int.

Since authorisation from the National Delegation(s) of the countries in which industrial partners (i.e. Prime and Subcontractors) reside will be required at the level of the Full Proposal, it is strongly suggested that potential bidders liaise with the National Delegation(s) as soon as possible in the process.

Please, note that the Activity Pitch Questionnaire may be also provided by the Agency to the National Delegations for coordination purposes. Submitting an APQ is deemed given consent to share this information with the National Delegation.

2nd Step: Outline Proposal[1]

Following the acceptance by ESA of the Activity Pitch Questionnaire and the indications provided by ESA concerning which eventual route to choose from (i.e. Feasibility Study, Demonstration Project in a Two Phases approach or Single Phase approach), the second step requires the submission of an Outline Proposal, which will be evaluated by ESA, and feedback will be provided to the Tenderer in due time. External experts may be involved in the evaluation in order to coordinate activities with those carried out within the European Union, Participating States or any other relevant European actors, of which the Agency has been made aware. The Outline Proposal Template can be downloaded from https://business.esa.int/documents and shall be submitted to the following email address: business@esa.int

3rd Step: Full Proposal

The Tenderer will be informed by ESA and may decide to prepare a Full Proposal according to ESA feedback and in accordance with chapter II of Appendix 1 (Special Conditions of Tender).

Only Full proposals accompanied with a “Letter(s) of Authorisation of Funding” (AOF) covering the full proposal will be admitted for evaluation. The Full proposals shall be delivered via “esa-star”.




[1] An Outline Proposal approved by ESA must precede the submission of a Full Proposal.

 

 

Responding to the Call for Proposals involves the submission of an Outline Proposal by using the applicable template in the documents section. An interactive online guide, the Outline Proposal Development Tool, has been specifically designed to help the applicant to prepare the Outline Proposal.

Received Outline Proposals are then subject for evaluation by ESA in order to assess the compliance of proposed activities with the selection criteria of ESA's Business Applications programme. Following approval, applicants are invited to submit Full Proposals in a given timeframe.

The submission of the Full Proposal initiates the evaluation process according to ESA regulations and procedures. Due to the direct negotiation character of the proposal, shortcomings of the proposals trigger clarification and iteration loops with the involved consortia. Only the positive conclusion of the proposal evaluation results in a negotiation meeting and contract award.

For the fully detailed Proposal Guide on non-competitive ITTs click: Direct Negotiation

Registration as Bidder

The Prime and all subcontractors must register as potential bidders via esa-star, prior to downloading the official tender documents from EMITS and submitting the Full Proposal. The registration process needs to be started as soon as possible, as it will take time to complete.