competitive dialogue eu european armed forces go...
TRANSCRIPT
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SPECIFICATIONS FOR
THE REQUEST TO PARTICIPATE
IN THE COMPETITIVE DIALOGUE
(PHASE 1)
COMPETITIVE DIALOGUE
EU EUROPEAN ARMED FORCES GO GREEN
NO: 12.ARM.CD.01
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1. SUMMARY
2. INTRODUCTION AND BACKGROUND
3. PROCEDURE
3.1. What is a Competitive Dialogue?
3.1.1. Phase one – Request to Participate in the competitive dialogue
3.1.2. Phase two – Dialogue Phase
3.1.3. Phase three – Invitation to submit a tender
4. BROAD DESCRIPTION OF THE PROJECT
4.1. Scope
4.2.Options
4.2. Place of Delivery
5. ADMINISTRATIVE PROVISIONS RELATING TO THE REQUEST TO
PARTICIPATE
5.1. Structure and presentation of the Request to Participate
5.2. Deadline for the submission of the Request to Participate
5.3. Communication
6. CONDITIONS FOR PARTICIPATION
6.1. Language
6.2. General Administrative information
7. EXCLUSION CRITERIA
8. SELECTION CRITERIA
8.1. Definitions
8.2. Technical and Professional Capacity
8.3. Economic and Financial Capacity
8.4. Additional Selection Criteria
9. ASSESSMENT OF REQUESTS TO PARTICIPATE AND CANDIDATES
10. JOINT REQUEST TO PARTICIPATE AND SUBCONTRACTING
10.1. Joint Requests To Participate
10.2. Subcontracting
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11. INFORMATION FOR CANDIDATES AT THE END OF PHASE ONE
12. SECURITY INFORMATION
13. MISCELLANEOUS INFORMATION
14. ANNEXES
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1. SUMMARY
Contracting authority European Defence Agency
Procedure Competitive Dialogue
Phase of the
Competitive Dialogue
Phase 1 – Request to Participate in the Competitive
Dialogue
Scope
The scope of the project is the feasibility analysis,
preparation, implementation, maintenance and operation
of photovoltaic panel installations for renewable energy
production on selected Armed Forces pilot sites of the
seven participating Member States of GO GREEN. Each
pilot site shall be equipped with photovoltaic panels to
generate renewable energy either in parallel or
sequentially of the overall project duration and in
accordance with the schedule discussed during the
procurement procedure for a period of up to 20 years.
A project overview is provided in Annex I.
Contractual
Arrangements
The European Defence Agency and/or contributing
Member States will conclude one or several standard
service contract(s), framework contract(s) or concession
agreement(s) (hereinafter “Contractual Arrangements”)
with the successful Tenderer.
It is foreseen that model Contractual Arrangements will be
made available at the start of Phase 3, in the Invitation to
Tender.
Estimated Duration Indicative duration is approximately 7 months for the
competitive dialogue and up to 20 years for the ensuing
Contractual Arrangements.
Main locations
for project
implementation
National pilot sites:
Austria: Gablenz Barracks, Graz, Styria
Cyprus: National Guard Airbase Paphos
Czech Republic: Military Technical Museum LEŠANY
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Germany: Rommel Barracks (Rommelkaserne), Dornstadt
and Gaeuboden Barracks (Gäubodenkaserne),
Feldkirchen
Greece: Airbase Larissa
Luxembourg: Grand-Duc Jean Barracks, Diekirch
Romania: Airbase Fetesti, Fetesti, Ialomita county,
Romania
Occasional travel to Belgium, Brussels will be required
during the competitive dialogue and/or implementation of
the Contractual Arrangements.
Joint tenders See Section 10.1
Subcontracting See Section 10.2
2. INTRODUCTION AND BACKGROUND
Pursuant to Council Decision 2011/411/CFSP of 12 July 2011 defining the statute,
seat and operational rules of the European Defence Agency and repealing Joint
Action 2004/551/CFSP, the mission of the European Defence Agency (hereinafter
“EDA” or “the Agency”) is "to support the Council and the Member States in their
effort to improve the EU‟s defence capabilities in the field of crisis management and
to sustain the CSDP as it stands now and develops in the future.”
Functions and tasks:
The European Defence Agency, within the overall mission set out in the Agency‟s
constituent act, is ascribed four functions, covering:
developing defence capabilities;
promoting Defence Research and Technology (R&T);
promoting armaments co-operation;
creating a competitive European Defence Equipment Market and
strengthening the European Defence, Technological and Industrial Base.
All these functions relate to improving Europe's defence performance, by promoting
coherence. A more integrated approach to capability development will contribute to
better-defined future requirements on which collaborations - in armaments or R&T or
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the operational domain - can be built. More collaboration will, in turn, provide
opportunities for industrial restructuring and progress towards the continental-scale
demand and market, which industry needs.
Further information may be found on the Agency‟s web site at
http://www.eda.europa.eu
3. PROCEDURE
The competitive dialogue procedure shall be used in conformity with Article 30 of the
Procurement rules and rules for financial contributions from the operational budget of
the European Defence Agency and Article 29 of Directive 2004/18/EC of the
European Parliament and of the Council of 31 March 2004 on the coordination of
procedures for the award of public works contracts, public supply contracts and
public service contracts.
3.1. What is a Competitive Dialogue?
A competitive dialogue procedure will be used due to the specificities and complexity
of the project.
The competitive dialogue procedure is carried out in three main phases:
3.1.1. PHASE ONE – REQUEST TO PARTICIPATE IN THE COMPETITIVE
DIALOGUE
In phase one, entities1 are requested to express their interest in taking part in the
procedure by submitting a request to participate in the competitive dialogue
(hereafter referred to as a „Request to Participate‟). At this stage of the procedure,
economic operators are only requested to meet the conditions for participation, the
exclusion and the selection criteria of the procedure as defined in these
specifications. Requests to participate will therefore only be evaluated against those
criteria. At this stage the Technical Specifications are not available, only a broad
summary of the technical requirements is provided with the tender documentation.
The purpose is to qualify at least three companies/consortia capable of carrying out
such type of assignments.
1 Any individual, partnership, proprietorship, corporation, association or other organisation that has, in
the eyes of the law, the capacity to make a contract or an agreement and the abilities to assume an obligation and to pay off its debts.
http://www.eda.europa.eu/
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After evaluation of the received Requests To Participate and related supporting
documentation, should more than 6 candidates fulfil the selection criteria, each
candidate will be ranked in descending order on the basis of the additional selection
criteria provided in section “7.4 Additional Selection Criteria” with a view to
establishing the list of maximum six (6) candidates. As a result of this first phase, up
to six selected candidates will receive an „Invitation to Take Part In the Dialogue‟. The
other non-successful candidates will be notified of the outcome of the first phase.
3.1.2. PHASE TWO - DIALOGUE PHASE
Phase two of the procedure, the dialogue phase, starts with the Invitation to take part
in the Dialogue, which will be sent to the successful candidates of the first phase.
The Invitation to Take Part In the Dialogue shall include information on how the
dialogue will be conducted, together with preliminary technical specifications and
administrative modalities, e.g. on-site visits of the pilot locations will be required. It
shall also include the award criteria that will be used to select the most economically
advantageous tender, at the end of Phase 3. These award criteria will also be used
by the Contracting Authority to progressively eliminate certain solutions during this
second phase, if deemed appropriate in light of the number of selected candidates
and the complexity of the project. Candidates may therefore be requested to provide
their outline solutions, followed by their detailed solutions, during Phase 2, which will
be assessed by the Contracting Authority against the award criteria referred to
above.
The aim of the dialogue will be to identify the means which will best satisfy the needs
and requirement of the Contractual Arrangements. The total duration of the dialogue
is intended to last up to seven months, during which time the candidate may be
requested to attend meetings, provide an outline of the solutions, etc.
All the information made available by the candidates during the dialogue phase will
remain confidential, unless the candidate expressly agrees that it be disclosed. Once
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the European Defence Agency is confident that the needs and requirement of the
Contractual Arrangements have all been addressed with the selected candidates, it
will declare the dialogue concluded.
3.1.3. PHASE THREE – INVITATION TO SUBMIT A TENDER
Following the conclusion of the dialogue, in the third phase of the procedure, the
Tender Phase, the remaining candidates (up to three) will be invited to submit their
final tenders on the basis of the full tender specifications provided in the Invitation to
Submit a Tender. This Invitation to Tender will be composed of Tender
Specifications, Technical Specifications, Management Specifications, Model
Contractual arrangements, the detailed Cost Breakdown and any other relevant
Tender Documentation, if applicable. The Tender documents may take on board
some of the outcome of the dialogue phase, such as technical solutions, more
detailed specifications, etc.
The tenders will be evaluated against the award criteria which are set out in the
Invitation to Take Part In the Dialogue (Phase 2).
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DIALOGUE
COMPETITIVE DIALOGUEFlow Chart
Request to Particiapte & issue of contract notice
Selection of candidates
Issue of Invitation to take part in the dialogue – Start of dialogue phase
Outline of solution submitted by participants
Information meeting with individual
participants
Submission of project proposal
Assessment of project proposals
Conclusions and closing of dialogue
Request for submission of tender
(standard tender phase)
Evaluation of final tenders (Limited contact
with tenderers)
Selection of tenderers and debrief unsuccessful
tenderersContract award decision
PHASE 1
PHASE 2
PHASE 3
Specifications for the Request to Participate
(Number of solutions can be reduced)
2 months
3 months
2 months
Indicative timeline
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4. BROAD DESCRIPTION OF THE PROJECT
The establishment of a coherent Energy policy of pMS that allows the Armed Forces
to exploit their “Renewable Energy potential” could be a fundamental contribution to
Europe‟s 2020 energy target. The GO GREEN initiative aims at analysing and
unleashing the Armed Forces Renewable Energy potential, starting in the field of
photovoltaic power generation, developing a common approach, distributing the
generated benefits while, at the same time, creating additional investment for
improving capabilities for CSDP or release pressure on national defence budgets.
The main locations for project implementation in all participating Member states of
the GO GREEN project constutes the pilot case.
4.1. Scope
The scope of the project is the feasibility analysis, preparation, implementation,
maintenance and operation of photovoltaic installations for renewable energy
production on selected armed forces pilot sites of the seven participating Member
States of GO GREEN. Each pilot site shall be equipped with photovoltaic panels to
generate renewable energy either in parallel or sequentially of the overall project
duration and in accordance with the schedule discussed during the procurement
procedure.
Please refer to Annex 1 – Scope and Description of the project, for more information
on this topic.
4.2. Place of project implementation
The GO GREEN project shall be implemented on seven eight national pilot sites at
the following locations:
Austria: Gablenz Barracks, Graz, Styria
Cyprus: National Guard Airbase Paphos
Czech Republic: Military Technical Museum LEŠANY
Germany: University of the Federal Armed Forces Munich
Rommel Barracks (Rommelkaserne), Dornstadt
and Gaeuboden Barracks (Gäubodenkaserne), Feldkirchen
Greece: Airbase Larissa
Luxembourg: Grand-Duc Jean Barracks, Diekirch
Romania: Airbase Fetesti, Ialomita County
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Please refer to Annex 1 – Scope and Description of the project, for more information
on this topic.
5. ADMINISTRATIVE PROVISIONS RELATING TO THE REQUEST TO
PARTICIPATE
5.1. Structure and presentation of the Request to Participate
Requests to Participate must be submitted as follows: in paper 1 original and 3
copies as well as one electronic copy (CD). The original must be clearly labelled as
„Original‟ and the copies as „Copy 1‟, „Copy 2‟ and „Copy 3‟. The electronic copy shall
be copied onto (a) separate disc(s) (CD/DVD) and must also be clearly labelled. The
Request to Participate (phase 1) must be presented in the following sections:
Section One: Administrative Information
Section two: Exclusion Criteria
Section three: Selection Criteria
5.2. Deadline for the submission of the Request to Participate
Requests to Participate are to be sent to the following address:
Legal and Contracting Unit European Defence Agency Rue des Drapiers 17-23 B-1050 Brussels, Belgium
The deadline for submission of Requests to Participate is 26 October 2012, at 5:00 PM, Brussels time.
Requests to Participate shall be submitted either:
by registered post, or;
by hand-delivery to the premises of the Agency, by the candidate in person or by an agent, including courier service.
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In either case, the deadline for submission shall be considered to be the date of
receipt by the Agency of the tender. Requests to Participate not received by the
prescribed deadline shall be discarded.
The Agency is open from 09.00 to 17.00 Monday to Friday. It is closed on Saturdays,
Sundays and EDA holidays.
The Request to Participate must be submitted in accordance with the double
envelope system:
The outer envelope or parcel should be sealed with adhesive tape and signed
across the seal and carry the following information:
the reference number of the Request to Participate:
12.ARM.CD.01
the project title: European Armed Forces GO GREEN
the name of the candidate
the indication “Tender - Not to be opened by the internal
mail service”
the address for submission of requests to participate
the date of posting (if applicable) should be legible on the
outer envelope.
The outer envelope must contain two inner envelopes, namely, Envelope A and B.
an inner envelope, the content of which must be as follows:
The content of each of these two envelopes must be as follows:
Envelope A – Administrative documents
the Submission Form found in Annex 2
the duly filled in, signed and dated Declaration on Exclusion
Criteria, using the standard template in Annex 3
the duly filled in, signed and dated Legal Entity Form(s) as indicated
in Annex 4
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The Technical & Professional Capacity criteria documents as
requested in section 8.2
The Economic & Financial Capacity criteria documents as
requested in Section 8.3, including the Simplified Balance Sheets and
Profit & Loss Account Form available in Annex 5.
Duly authorised signature, i.e. an official document (e.g. statutes,
power of attorney, notary statement, etc.) proving that the person who
signs on behalf of the tenderer is duly authorised to do so.
In case of consortia, the consortium agreement or a duly signed and
dated consortium statement by each of the consortium members
specifying the company or person heading the project and authorised
to submit a tender on behalf of the consortium.
5.3. Communication
Contacts between the EDA and candidates are prohibited throughout Phase 1 of this
procedure save in exceptional circumstances and under the following conditions:
- Before the final date for submission of the Request to Participate:
o At the request of the candidate, the EDA may provide additional
information solely for the purpose of clarifying the content of these
Specifications for the Request to Participate. Any requests for
additional information must be made in writing only via the European
Defence Agency‟s Procurement webpage:
http://www.eda.europa.eu/procurement
Requests for additional information received less than 10 calendar days
before the final date for submission of the Request to Participate will
not be processed. Responses to these requests will be provided within
5 calendar days.
o The European Defence Agency will, on its own initiative, inform
interested parties of any error, inaccuracy, omission or any other
clerical error in the text of these Specifications for the Request to
Participate.
o Any additional information including that referred to above will be made
available simultaneously to all candidates on the European Defence
http://www.eda.europa.eu/procurement
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Agency‟s Procurement webpage:
http://www.eda.europa.eu/procurement
- After the opening of the Request to Participate:
o If clarifications are required or if obvious clerical errors need to be
corrected in the submitted Request to Participate, the EDA will contact
the candidate(s) in writing.
6. CONDITIONS FOR PARTICIPATION
This section defines the conditions which a candidate must meet when preparing
and presenting its Request to Participate, so that the Request to Participate will
be accepted for consideration and in order for the European Defence Agency to
gain a better understanding and appreciation of the information received.
Participation in the competitive dialogue is open to economic operators that are
nationals of or established in the territory of an EU, EEA or SAA state.
o Requests to Participate must be drawn up strictly in accordance with
the provisions of these Specifications and using the relevant annexed
forms.
o Submission of a Request to Participate in the dialogue implies that the
candidates accept the terms and conditions set out in all documents of
these Specifications for the Request to Participate. Those candidates,
who will be asked to take part in the dialogue and submit the final
tenders, will in addition need to comply with the future Invitation to
tender including the specifications, draft Contractual Arrangements and
all annexes thereof. Submission of a tender binds the candidate to
whom the contract is awarded during the performance of the
Contractual Arrangements.
o The Request to Participate shall be signed by a person or persons
entitled to represent the economic operator.
http://www.eda.europa.eu/procurement
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o All the documents submitted by the candidates shall become the
property of the European Defence Agency and will be treated as
confidential.
6.1. Language
Tenders should be written in one of the official languages of the European Union,
preferably English. Requested documents not available in English may be
accompanied by an English courtesy translation. It is foreseen that the
competitive dialogue will be carried out in English.
6.2. General Administrative information
The following information and documents shall be provided in the Request to
Participate:
6.2.1. Full name of the entity, legal status, VAT status and registration
number, address, telephone and fax numbers, the name of the
contact person responsible for the tender as well as the name of the
legal representative of the entity, as signatory of the Contractual
Arrangements. Please use Annex 4 – Legal Identity Entity Form for
this purpose.
The information to be provided under this paragraph shall be
accompanied with a transcript or a certificate, issued by the
competent body - namely the commercial register - in the country of
establishment or the country of the main office of the candidate.
Non-commercial undertakings may provide a copy of their act of
incorporation, if, under the law of their country of establishment or the
country of their main office, they are not subject to public registry.
Natural persons applying in their own name must provide a copy of
their passport or other equivalent identification document.
6.2.2. a duly completed Legal Entity Form using the form available on the
following page :
http://ec.europa.eu/budget/info_contract/legal_entities_en.htm
6.2.3. A duly completed Submission Form using the model provided for in
Annex 2.
http://ec.europa.eu/budget/info_contract/legal_entities_en.htm
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7. EXCLUSION CRITERIA
Candidates shall be excluded from participation in the present procurement
procedure if:
a) they are bankrupt or being wound up, are having their affairs administered by
the courts, have entered into an arrangement with creditors, have suspended
business activities, are the subject of proceedings concerning those matters,
or are in any analogous situation arising from a similar procedure provided for
in national legislation or regulations;
b) they have been convicted of an offence concerning their professional conduct
by a judgement which has the force of res judicata;
c) they have been found guilty of grave professional misconduct proven by any
means which the Agency can justify;
d) they have not fulfilled obligations relating to the payment of social security
contributions or the payment of taxes in accordance with the legal provisions
of the country in which they are established or with those of the pMS of EDA
or those of the country where the contract is to be performed;
e) they have been the subject of a judgement which has the force of res judicata
for fraud, corruption, involvement in a criminal organisation or any other illegal
activity detrimental to the financial interests of the EU or EDA pMS;
f) they are currently subject to an administrative penalty imposed by the EU
institutions as referred to in the Financial Regulation applicable to the budget
of the European Union.
Candidates shall be excluded from the award of the Contractual Arrangements if,
during the present procurement procedure,:
g) they are subject to a conflict of interest
h) they are guilty of misrepresentation in supplying the information required by
the EDA as a condition of participation in the contract procedure or fail to
supply this information.
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The following documents will be accepted as proof that the candidates are not in any
of the situations mentioned in points a), b), c) ,d), e), f):
1. for a), b) and e), the production of a recent extract from the judicial record or,
failing that, an equivalent document recently issued by a judicial or
administrative authority in the country of origin or establishment, showing that
those requirements are satisfied;
2. in the case mentioned in d), a recent certificate issued by the competent
authority of the Member State concerned.
Where the document or certificate referred to above is not issued in the
country concerned it may be replaced by a sworn declaration or, failing that, a
solemn statement made by the interested party before a judicial or
administrative authority, a notary or a qualified professional body in its country
of origin or provenance;
3. in the cases mentioned in c) and f), the candidate will have to provide a sworn
declaration or, failing that, a solemn statement made by the interested party
before a judicial or administrative authority, a notary or a qualified professional
body in its country of origin or provenance.
Depending on the national legislation of the country in which the candidate is
established, the documents referred to above shall relate to legal persons and/or
natural persons including company directors or any person with powers of
representation, decision-making or control in relation to the candidates
Please complete Annex 3 – Declaration on exclusion criteria and provide the relevant
documentary evidence.
Upon request, EDA may waive, during phase 1, the obligation for candidates to
submit this evidence if it has already been submitted to the Agency for the purposes
of another procurement procedure and provided that the documents are no more
than one year old starting from their issuing date and that they are still valid.
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8. SELECTION CRITERIA
The candidates have to prove their technical, professional, economic and financial
capacity necessary to perform the obligations arising under the Contractual
Arrangements.
8.1. Definitions
For the purpose of the selection criteria, the following definitions have been
established:
Candidate: single economic operator or a grouping of economic operators
responsible for the submission of the Request to Participate. A request submitted by
a grouping will be treated as a Joint Request to Participate as described under
Section 10.1.
„Main‟ Subcontractor: A Main Subcontractor is defined in this context as an
economic operator whose expertise is essential for the fulfilment of one or more
technical selection criteria.
8.2. Technical and Professional Capacity Required
The Candidate (single company or grouping) must have adequate technical and
professional capacity to perform the scope of the Contractual Arrangements within
the indicated schedule.
To this end, the Candidate shall demonstrate compliance with the selection criteria
listed under a) to k), by providing the relevant documentary evidence.
Technical capacity Information requested to prove such capacity
In the case of a grouping of economic operators: Criterion applies to:
a) The Candidate must demonstrate past experience in project management of large complex energy projects
At least 5 examples of projects worth at least 50 Million EUR each, as prime Contractor or Group Leader
At least one
b) The Candidate must demonstrate past experience in the project management of large Renewable Energy projects based on technical specifications, requirements from
At least 5 examples of such project during the last fifteen years for the supply, installation, operation and maintenance of renewable energy plants.
At least one
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the Supplier Please specify minimum requirements in overall 200 MWp technical maintenance.
c) The Candidate must demonstrate past experience in the project management of large cross-border photovoltaic (PV) projects
At least 2 examples of projects delivered outside the country of establishment during the last fifteen years, each > 10 MWp
At least one
d) The Candidate must have proven experience in installation of solar panels in roof mounted and free land based PV plants
Please list references of rooftop and free land based PV plants rooftop: minimum 10 projects > 500 KWp; free land: minimum 5 projects >5MWp;
At least one
e) The Candidate must have proven experience in the pre-analysis of solar power potential for investors (technical due diligence, PV optimization)
Please specify and describeexamples during the last fifteen years and the reliability of the revenue forecasts. rooftop: minimum 10 projects > 500 KWp; free land: minimum 5 projects >5MWp;
At least one
f) The Candidate must have proven experience in the design, engineering and implementation of supporting services, including monitoring systems
At least 2 examples of such supply during the last fifteen years, aggregation and supervision of all systems in a common control centre
At least one
g) The Candidate must demonstrate capacity to comply with current industry standards in the quality and management requirements
Please specify and refer to current international industry standards ISO 9000 or equivalent
All members of the
grouping
h) The Candidate must demonstrate an adequate internal organization and manpower for the purpose of the project
Organisational chart for the Project and sample profiles of project management leaders
All members of the
grouping
i) The Candidate must demonstrate proven capacity to deal with national governmental and industrial entities in Europe, namely in GO GREEN cMS
2
Please list countries and provide details on the character of this capacity (e.g. concerning geomorphology, solar regional capacity, national legislation, etc.)
3
At least one
j) The Candidate must have proven experience in grid-connection
Please state your experience At least one
k) The Candidate must have proven experience in structuring and financing (renewable) energy and infrastructure transactions with major equity investors and financial institutions >100 Mio. €
Please specify within reference project(s)
Developing viable financing structures
Debit/equity/bridge financing
Proposition of legal setup and of investment structures
Transaction preparation & execution
At least one
2 The Agency encourages Candidates to associate themselves with other cMS local economic operators in the field of renewable energy
3 Related documents referred can be permits, certifications and contracts signed with involved national authorities like Ministry of Environment, Regulatory Authority of Energy, Electrical Power Supply Companies, etc.
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Placement guarantee
Customer satisfaction
Candidates are requested to structure adequately the respective documentary
evidence against each of the relevant selection criteria. Documentary evidence
submitted in bulk and not structured effectively in accordance with the criteria above
which does not enable EDA to determine whether each of the selection criteria is met
may lead to exclusion of the Candidate from the selection procedure.
A Candidate may rely on one or several prospective subcontractor(s) to fulfil one or
several of the technical selection criteria. However, it must be noted that if a
candidate relies on a subcontractor for fulfilment of one or several of the selection
criteria, exclusion of such subcontractor implies rejection of the candidate‟s Request
to Participate.
The European Defence Agency reserves the right to verify technical and professional
capacity by means of checks (including by on-site visits) carried out by the EDA GO
GREEN cMS, or, on its behalf, by a third party duly authorised or by a competent
official body of the country in which the supplier is established. In particular, such
checks may concern the Candidate‟s technical capacity and engineering capacity
and, if necessary, its study and test facilities and quality control measures.
8.3. Economic and Financial Capacity Required
The candidate must have adequate financial and economic capacity for performing
the scope of the Contractual Arrangements in the indicated schedule. The aim is to
ensure that industry can raise investor interest and ensure sustainability during the
project. To this end, the following documents shall be provided by the candidate in
their Request to Participate:
A statement of the candidate‟s overall turnover for the previous three
financial years for which the accounts have been closed.
The presentation of Balance Sheets and Profit and Loss account for the last
three years for which accounts have been closed, where publication of the
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balance sheet is required under the company law of the country in which
the economic operator is established.
Balance Sheets and Profit and Loss account shall be presented both in the
official format of the candidate and in the template provided by EDA in
Annex 5 - Simplified Balance Sheets and Profit & Loss Account Form.
For the assessment of the economic and financial capacity, the following ratios/
values (calculated as average over the last five financial years for which the
accounts have been closed) and thresholds will be considered:
a) Minimum viability standards.
Liquidity:
o Ratio: : Current assets > 1 year) / Current Liabilities
o The evaluation will be considered negative if ratio < 2.5.
Solvency:
o Ratio: Total debt / (Capital and reserves – 50% of intangible assets)
o The evaluation will be considered negative if ratio > 7 or < 0.
Profitability.
o Ratio: Gross Operating Profit / turnover
o The evaluation will be considered negative if ratio < 0.03
b) Noteworthy values/ratios to be achieved.
Turnover:
o Value: Average overall turnover.
Evaluation: Negative if the overall turnover is < 100,000,000 €
Cashflow-Ratio4 2009, 2010, and 2011 (or equivalent: the past 3 business
years):
o Ratio: (Cash flow from operating activities) / Turnover
4 The International Financial Reporting Standards defines cash flow from operating activities as cash
generated from operations less taxation and interest paid, investment income received and less dividends paid gives rise to operating cash flows
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o Evaluation : Negative if the average ratio of 2009, 2010, and 2011
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The level of similarities and relevance between previous projects, in general,
and the one subject of this procurement: up to 3 points
The installed power of photovoltaic panels (land/roof-based, in MWp) in
previous projects: up to 3 points.
The six candidates obtaining the highest score (maximum 20 points) will be selected
and invited to take part in the dialogue.
9. ASSESSMENT OF REQUESTS TO PARTICIPATE AND CANDIDATES
The assessment of candidates will take place in two stages.
Exclusion of candidates on the basis of the exclusion criteria listed in Section
7. Please complete Annex 3 - Declaration on Exclusion Criteria and provide
the relevant documentary evidence.
Selection of candidates on the basis of selection criteria listed in Section 8.
The assessment of the exclusion and selection criteria (see above) will be carried out
during phase 1 of the Procedure in order to assess whether candidates can take part
in the dialogue and possess the technical, professional and financial capabilities to
perform the Contractual Arrangements.
10. JOINT REQUEST TO PARTICIPATE AND SUBCONTRACTING
Entities may consider two ways of collaborating in a Request to Participate:
either as joint partners or
through subcontracting.
Requests to participate may also combine both approaches. In any case, the
candidate must specify clearly whether each entity involved in the Request to
Participate is acting (i) as a partner in a Joint Request to Participate or (ii) as a
subcontractor (this also applies where the various entities involved belong to the
same corporate group, or even where one is the parent company of the others).
Please fill in Annex 2 - Submission Form.
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10.1. Joint Request To Participate
Requests to Participate may be submitted by groupings of economic operators who
will not be required to adopt a particular legal form prior to the Contractual
Arrangements being awarded. Candidates intending to participate with a partner and
having already set up a consortium or similar entity to that end, should specify the
details of such cooperation in the Request to Participate, together with any other
relevant information.
If the grouping has not adopted any legal form yet and is awarded the market, EDA
may require them to acquire a specific legal form before the Contractual
Arrangements are concluded. This can take the form of:
• an entity with legal personality recognised by a Member State; or
• an entity without legal personality but offering sufficient protection to EDA‟s
contractual interests.
(Depending on the Member State concerned, this may be, for example, a consortium
or a temporary association.)
Each member of the grouping must meet the condition for participation as defined
under section 6 of this document.
Joint Requests to Participate will be assessed as follows:
• The exclusion criteria (see Section 7) will be assessed in relation to each
economic operator individually. The Declaration on Exclusion Criteria (Annex 3),
duly signed and dated, stating that the candidate is not in one of the situations
listed in Section 7 together with the documentary evidence, must be provided by
each of the members of the grouping.
• The selection criteria, (economic, financial, technical and professional capacity)
(see Section 8) will be assessed in relation to the grouping as a whole, with the
exception of the following criteria which will be assessed in relation to each
economic operator individually:
o The selection criterion and information required under Section 8.2. g) –
i.e. the capacity to comply with the quality and management
requirements.
o The selection criterion and information required under Section 8.3 a) –
i.e. Minimum viability standards.
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The Request to Participate must be signed by an authorised representative of each
member of the grouping unless a power of attorney has been granted. If the person
signing is doing so pursuant to a power of attorney, a copy of such power of attorney
must be included in the Request to Participate.
10.2. Subcontracting
10.2.1. GENERAL REMARKS ON SUBCONTRACTING:
Tasks provided for in the contract may be entrusted to sub-
contractors. However the contractor retains full liability towards
EDA for performance of the ensuing contractual arrangements, as a
whole. Accordingly:
EDA will treat all contractual matters (e.g. payment) exclusively
with the contractor, whether or not the tasks are performed by a
subcontractor;
Under no circumstances can the contractor avoid liability towards
EDA on the grounds that the subcontractor is at fault;
During the procedure and execution of the Contractual
Arrangements, the candidate/contractor will need EDA‟s
authorisation to replace a main subcontractor with another
and/or to subcontract tasks for which subcontracting was not
envisaged in the original offer.
Additional information may be requested from subcontractors
during the procedure.
10.2.2. REQUEST TO PARTICIPATE INVOLVING SUBCONTRACTING
If a candidate envisages subcontracting, it must include the following information in
the Request to Participate:
Identity of the legal entity and the address
Reasons why subcontracting is envisaged;
Roles, activities and responsibilities of subcontractor(s);
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A letter of intent from each subcontractor stating its
unambiguous undertaking to collaborate with the candidates and
the extent of the resources that it will put at the candidate‟s
disposal for the performance of the contract.
For Requests To Participate involving one or more main subcontractor, the following
criteria will be assessed in relation to each proposed main subcontractor:
The exclusion criteria (see Section 9 7).
The selection criteria and Information required under Section 8.2
g) – i.e. the capacity to comply with the quality and management
requirements.
The selection criteria and Information required under Section 8.3
a) – i.e. Minimum viability standards.
11. INFORMATION FOR CANDIDATES AT THE END OF PHASE ONE
At the end of the first phase of the procedure, EDA will inform the candidates of the
decision made concerning the selection of maximum six (6) candidates which will
take part in the competitive dialogue.
The candidates having successfully passed the selection process (Phase 1) will be
invited to take part in the dialogue. They will receive a complete set of descriptive
documents including detailed technical and management part.
The non-successful candidates will be informed in writing that they have not been
retained to take part in the dialogue.
12. SECURITY INFORMATION
Candidates may be obliged to fulfil national security requirements in the seven
Member States and thus be requested to obtain valid security clearances for the
purposes of implementing the ensuing Contractual Arrangements.
13. MISCELLANEOUS INFORMATION
None of the expenses incurred in this Competitive Dialogue (all three phases) shall
be reimbursed by the EDA or contributing Member States.
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Fulfilment of the conditions of these Specifications for the request to participate and
the initiation of a tendering procedure impose no obligation on EDA to award the
Contractual Arrangements. EDA is not liable for any compensation to candidates
whose Requests to Participate have not been accepted. Nor is it so liable if it decides
to cancel the procedure and/or not to award the Contractual Arrangements.
Candidates should acknowledge that withdrawal from the project by one or more
contributing Member States during the competitive dialogue may entail either a
modification of scope of the market in question and of project implementation
locations, or a cancellation of the competitive dialogue and/or project outright.
14. ANNEXES
1. Project Overview
2. Submission Form
3. Declaration on Exclusion Criteria
4. Legal Entity Form: Freely available for download at the following URL
address:
http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/lega
l_entities_en.cfm
5. Simplified Balance Sheets and Profit & Loss Account Form
http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfmhttp://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm
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ANNEX 1 Project overview - “European Armed Forces GO GREEN” project
I. Introduction: background to the invitation to the competitive dialogue
Energy is an essential component of military operations. It is a force multiplier. Energy
innovations in operations and at home support Armed Forces today and in the future and,
more broadly, enable them to contribute to Europe‟s 2020 Energy Policy target.
EU Armed Forces collectively manage numerous buildings and structures with a total
estimated surface of about 200 million square meters. Through this, they have an
opportunity to save energy and deploy new alternative energy sources for faster, cleaner,
more sustainable and cheaper ways to meet their growing energy needs. Several
national initiatives have already reduced energy consumption and contributed to self-
energy production in recent years. But there is the need for a sustainable, inclusive
approach, targeting the full potential of European Armed Forces.
EDA supports its participating Member States in establishing and promoting innovative
concepts and collaboration in the area of renewable energy production and energy
efficiency as a means of becoming less dependent on expensive and unstable energy
sources and of increasing compatible renewable energy development.
Through the GO GREEN project, contributing Member States will develop and
demonstrate a generic photovoltaic power generation exploitation model that could
subsequently be used more widely in their nations as well as expanded to other EU
Member States as well as other sources of renewable energy. The final target is to
demonstrate the production and use of renewable energy for Armed Forces by installing
photovoltaic panels on dedicated national pilot sites with benchmarking at the end of the
project.
II. Description of subject and scope of work
The scope of the project is the feasibility analysis, preparation, implementation,
maintenance and operation of photovoltaic panel installations for renewable energy
production on selected Armed Forces pilot sites of the seven contributing Member States
of GO GREEN.
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II.1. Pilot site information:
Each contributing Member State of GO GREEN selected one representative pilot site for
the demonstration of the project among their housing/land inventory. The table below
indicates the country (also referenced as “contributing Member States”, “cMS GO
GREEN”), the pilot site location and a rough initial estimate of the pilot site surface for
photovoltaic installations.
Country
(cMS)
GPS Coordinates
(Lat/Long)
National pilot site
(roof or ground mounted)
Available area/surface
Austria +47° 2' 37.02",
+15° 23' 37.85"
Gablenz Barracks (Gablenz-
Kaserne)
Straßganger Straße 360
8054 Graz
Austria
~ 7 000 sqm
Cyprus +34° 43' 0.00",
+32° 29' 29.35"
National Guard Airbase Paphos
Republic of Cyprus
~ 98 000 sqm
Czech
Republic
+49° 50' 45.04",
+14° 31' 56.71"
Military Technical Museum,
Vojenské technické muzeum
Lešany
Pošta Krhanice, PSČ 257 4
Czech Republic
~ 1 390 sqm
Germany
+48° 27' 8.47",
+9° 57' 5.11"
+48° 49' 59.01",
+12° 33' 16.03"
National pilot case spread over
two locations, here ref as Part
1/Part 2:
Part 1 : Rommel Barracks
(Rommelkaserne)
Dornstadt, Lerchenfeld 1
89160 Dornstadt
Germany
Part 2: Gaeuboden Barracks
(Gäuboden-Kaserne),
Mitterharthausen 55
~ 34 000 sqm
~ 36 000 sqm
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94351 Feldkirchen
Germany
Greece +39° 39' 6.11",
+22° 27' 48.99"
Airbase Larissa
Postal Code 41001, Larissa
~ 300 000 sqm
Luxembourg +49° 52' 25.82",
+6° 10' 1.59"
Caserne Grand-Duc Jean
L-9330 Diekirch
~ 13 500 sqm
Romania +44° 23' 30.20",
+27° 43' 29.49"
AirBase FETESTI
UM 01912 FETEŞTI
str. Călăraşi, nr.1, CP 2,
Cod poştal 927176 Comuna
Bărăganu, judeţul Ialomiţa
~ 400 000 sqm
Total estimated power output of all installations: 60 – 70 MWp
All pilot sites described above will form an integral part of the project and candidates will
need to refer to and provide offers for all the pilot cases. A change of location may be
considered by EDA as a result of the competitive dialogue (in phase 2). Additional
national pilot sites in the seven countries may be considered as options during the
competitive dialogue, if seen necessary for the successful implementation of GO
GREEN.
III. Outline of the services required. Description of work.
III.1. General: GO GREEN aims at analysing and unleashing the Armed Forces
renewable energy potential in the field of photovoltaic power generation, developing a
common approach, distributing the generated benefits while, at the same time, creating
additional investment for improving capabilities for Common and Security Defence Policy
(CSDP) or release pressure on national defence budgets.
III.2. Argument: Armed Forces in Europe possess large amounts of resources which can
be used for energy production. However, these resources have not been fully exploited
so far. Missing investments as well as incentives for both private investors as well as
Armed Forces have recently allowed only a moderate increase of renewable energy
production and use.
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III.3. Methodology: GO GREEN will contribute to changing this situation and
demonstrate how renewable energy production can be addressed in Armed Forces on a
wider scale by using existing strengths and leveling structural weaknesses of participants
and by effectively addressing the challenge of missing governmental funding. For this to
happen, Go Green cMS have pooled selected resources together under the EDA
umbrella to establish a multinational photovoltaic business case, allowing more beneficial
conditions for industry and governments with higher returns. Selected Barrack roofs/ free
land were identified and access rights handover is being prepared for transfer to EDA.
EDA is offering these resources through a competitive dialogue to industry for energy
exploitation. Industry is encouraged through this process to develop a common approach
for selected pilot cases and involved cMS. The Business Case to be developed by
industry shall consider the specificities of these installations and allow the optimized
renewable energy production. The benefits of feeding this generated electricity into the
public grid shall be shared among project participants. The main objective of the
Business Case prepared by industry shall be the ideal procedural and financial set-up of
the model and the output driven return. Possibilities of self-used electricity shall be
considered as well as full scale feed-in of the produced electricity into the public network.
As Go Green is a first multinational pilot case with demonstration purposes, the candidate
shall ensure the development of a standard approach for full scale implementation into
the Armed Forces of the cMS of GO GREEN.
The exploitation of the multinational Go Green Business Case has to be more
advantageous than any, single national approach of the cMS.
IV. The detailed tasks carried out by the successful candidate are:
to define a method of strategic planning and standardised “mapping” of
available infrastructures in the pilot cases (building roofs, free land),
to determine infrastructures of interest for photovoltaic power generation
and, on the basis of a transparent methodology,
to quantify and qualify the current situation of photovoltaic energy potential
in the pilot cases,
to seek and raise the necessary financing for the set-up of the project
investment with dedicated funds;
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to equip the pilot sites with photovoltaic panels to generate renewable
energy either in parallel or sequentially and in accordance with the schedule
discussed during the competitive dialogue procedure for an exploitation period of
up to 20 years;
to develop a sharing model of the resulting profit from the feed-in of the energy
production into the national electricity grid,
to perform the necessary operation and maintenance of the photovoltaic
panels and annex installations in the pilot sites for the entire duration of the project
period.
to establish a “standard procedure” for the analysis as well as an exploitation
plan for GO GREEN covering the national as well as European e.g. legislative
requirements, etc.
V. The work will be carried out in compliance with the following requirements:
No handover of project responsibility: No pawning or dissemination of
business obligations and incurred liabilities of the original contractors to other
entities shall be permitted during planning and implementation of the project.
Central Point of Contact: The successful candidate will ensure a central point of
contact which can provide information about status of analysis, planning cycles
and project status in every phase of the project.
EDA support to documentation: The cMS will provide information for the project
(e.g. blueprints, structural data of the roofs as far as available) and will organise
mandatory dedicated on-site briefings for appropriate information of candidates
during the competitive dialogue. However, all legal and technical documentation
necessary for the planning and implementation of the project will need to be
owned or obtained by the successful candidate in accordance with the schedule
discussed during the competitive dialogue.
Analysis & Demonstration implementation: In order to allow a pre-financed
project establishment, the industry consortium will offer EDA a full project
establishment plan covering all actions for project implementation.
Central management: The photovoltaic installations shall be managed by a
central organization to ensure feed-in return as well as correct calculation services
for all pilot sites.
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Tendering and establishment of the solar panels: Photovoltaic panel
establishment shall be done following calls for tender organised by the successful
candidate (“bidder conference”).
Operation & Maintenance (O&M): All O&M contracting in relation to the
photovoltaic power sites will be performed by national (regional, local) contractors.
Common specifications: All solar components for the demonstration projects
shall be commonly defined, specified and purchased based on the dialogue with
cMS during the competitive dialogue.
Type of investment to be used: financial resources shall be collected from
equitable European funds with capital spreading being an option. In addition,
structural funds financing is encouraged to (co-)finance part of the needed
investment in the pilot sites where they are applicable.
Benchmarking and up-scaling: Full transparency to EDA and cMS and
benchmarking of success factors (with potential analysis) as agreed upfront shall
be defined. The project shall be open for later up-scaling at national level (extra
installations contributing in the later phases)
The additional use of "Smart Grids" is an option: The optional use of Smart
Grids shall be investigated and – if feasible – integrated by the successful
candidate into the concept.
VI. Volume of the contractual arrangements
Estimated up to 200 million euros of investment for 60 to 70 MWp installed power in 8
pilot sites in the territories of the 7 contributing Member States.
VII. Duration of the contractual arrangements
Up to 20 years.
VIII. Place of delivery/execution
See Section I of this document. Additionally, working meetings for the planning,
implementation and monitoring of the project might be also required in the pilot sites
locations as well as in Brussels, Belgium (EDA seat).