ARTES IAP Proposal Guide - Open Competition

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The official information platform for providing potential bidders all the relevant documentation and details concerning the intended and issued Invitations To Tender (ITTs) for Open Competitions and Direct Negotiations is
EMITS - ESA's Electronic Mail Invitation to Tender System - managed and operated by the ESA Procurement Department.

Having registered on esa-star as potential bidder, login to EMITS with your received account information and download the official tender documentation.

For proposals to open competitive Invitations to Tender, visit the ‘Open Invitations to Tender’ section in EMITS and download all the tender documents listed under the specific EMITS reference number as obtained from the relevant Invitation to Tender. This package includes:

  • Letter of Invitation
  • Appendix 1 - Statement of Work
  • Appendix 2 - Contract Conditions (Draft Contract)
  • Appendix 3 - Special Conditions of Tender

Please consider as well any relevant clarifications published in EMITS which provide specific information beyond the tender documents above.

Preparing the Full Proposal

  1. The Full Proposal and all supporting documents must be submitted in accordance with the requirements of the specific tender documentation to the Central Registry Office. The Letter of Invitation provides the full address, the specific closing date and the number of hard- and digital copies the tender must be submitted in.
  2. The proposal is formally evaluated by a Tender Evaluation Board (TEB). If considered acceptable, ESA will invite the bidder(s) to a Negotiation Meeting identifying in advance the elements subject to negotiation. If the Negotiation Meeting is successful it represents the earliest date for an official Kick-off meeting (the contractor might decide to start the activity at a later date). If the proposal is not initially acceptable, then clarification questions and suggestions for improvement will be addressed to the bidder(s). The answers will undergo a delta-evaluation, before the bidders are invited to a Negotiation Meeting. Otherwise the procurement process will be stopped.
  3. In the Negotiation Meeting the negotiation points will be discussed. The Negotiation Meeting is considered successful only if all negotiation points are closed satisfactorily.
  4. In addition, the draft contract will be discussed and specific information gaps will be filled. After the Negotiation Meeting, the bidder will receive a draft finalised version of the contract which has to be check for any errors. The bidder has to provide feedback to ESA if the contract is correct. With this feedback and after completion of the ESA internal administrative approval the final version of the contract will be issued and signed by ESA, and then sent out to the bidder for signature.

Final remarks

All proposals received by ESA are treated confidential. ESA selection procedures are compliant with the criteria of transparency, impartiality and non-discrimination. ESA evaluates project proposals and provides the participants with feedback. Once the proposal is accepted, a contract is signed between ESA and the participant.