Archiver omc stansted_tendering_procedure_and_requirements_final

1. Tender Procedure and
Requirements
Joshua Davison / Vaggelis Motesnitsalis

2. What is a PCP?
A phased, competitive approach to purchasing “R&D services” for the
development of innovative solutions not yet available on the market
Risk- and benefit-sharing contracts based on a functional
specification, where results are owned by the contractor
Exemption from EU Procurement Directives for R&D services –
specific legal framework for Horizon 2020 PCP actions
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3. What are R&D services?
“R&D services” includes:
exploration and design of solutions;
prototyping up to the original development of a limited volume of first products
or services in the form of a test series;
limited production or supply in order to incorporate the results of field-testing
and to demonstrate that the product or service is suitable for production or supply
in quantity, to acceptable quality standards;
“R&D services” does not include:
quantity production or supply to establish commercial viability or to recover R&D
costs;
commercial development activities such as incremental adaptations, integration,
customisation, or routine or periodic changes to existing products, services,
production lines, processes or other operations in progress.
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4. Tendering Procedure
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Contract Notice
publication
Bidders
information
event
Deadline for
submission of
tenders to CERN
Tendering
Period: 2 months
Deadline for
submission of
questions
Early October 2019
Tenderers
notified of
results
Contract
signature;
contract
award notice
Early December
2019
Tender
Evaluation: 3
weeks
Standstill
Period: 10
days
January
2020

5. Tendering Procedure
The Request for Tenders will be published on the ARCHIVER project
website and the contract notice announced in the OJEU via TED
Tenderers shall submit Tenders via CERN’s e-Procurement platform.
Instructions for use will be included in the Request for Tenders. You will
need to create a lightweight account (here)
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6. Draft Tender Documents
Draft tender documents are available at the project website
Some documents are provided for consultation and your feedback is
requested to help us scope the R&D challenge, feasibility and risk
Some documents are provided for information to give you advance
visibility of the project requirements
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7. Disclaimer
Draft documents (and therefore the details in these slides) are subject
to further review and might change in the final published tender
In any case, the published tender documents prevail
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8. Eligible Tenderers
Single Contractors
Consortia, consisting of:
A Lead Contractor
Other Consortium Members signing a Power of Attorney in favour of the Lead
Contractor
In both cases, subcontracting is permitted
A Single Tenderer or Lead Tenderer cannot participate in another Tender
(including as a Consortium Member or subcontractor)
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9. Tender Requirements: Overview
The Tenderer shall comply with two sets of criteria:
Exclusion criteria (see Annex 1)
Selection criteria (see Annex 2)
The Tender shall comply with compliance criteria (see Annex 3)
A quality score will be attributed to the Tender based on award criteria
(see Annex 4)
Failure to meet minimum specified quality scores shall result in the Tender being
deemed non-compliant
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10. Exclusion Criteria (Annex 1)
The exclusion criteria must be met by each member of the consortium
and all subcontractors
Exclusion criteria relate to:
No criminal activity, fraud, etc.
No bankruptcy or insolvency proceedings
No conflict of interest
Exclusion criteria will be evaluated on a pass/fail basis
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11. Selection Criteria (Annex 2)
The selection criteria must be met by the Tenderer
For consortia, it will be specified whether each member of the
consortium or the members of the consortium collectively have to meet
the criterion
The subcontractors are not concerned by selection criteria
Selection criteria will be evaluated on a pass/fail basis
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12. Key Selection Criteria
Capacity and experience to perform R&D
Competence and experience in the domains of cloud computing and data
preservation and archiving
Ability to protect and commercialise the Results
Sufficient financial capacity, insurance, and contract management
experience
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13. Key Selection Criteria
Operational ability to:
offer digital storage capacity in the PB range
offer multi-tenancy architectures
establish a Wide Area Network connectivity with GEANT, based on specific
minimum bandwidth requirements
Certification or evidence of best practices for the relevant ISO/IEC
Information Security Management System family of standards
(ISO/IEC 27001, ISO/IEC 27040, ISO/IEC-19086 or equivalent)
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14. Compliance Criteria (Annex 3)
The Tender must meet the compliance criteria. This will be evaluated on a
pass/fail basis.
Compliance criteria relate to PCP-specific requirements including:
R&D services constituting the majority of the PCP contract;
The majority of the R&D activities, including the principle researchers working for
the PCP contract, being located in EU Member States or H2020 Associated
Countries;
No double public funding;
Ethical research principles.
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15. Award Criteria (Annex 4)
The Tender will be given a score based on the award criteria. Response
guidelines and scoring details will be provided.
The Buyers Group will establish an evaluation committee of technical experts
for this purpose. Evaluators will score the Tenders first individually, then
together as a committee - by consensus wherever possible.
For some Award Criteria, the Tender will have to meet a specified minimum
score.
Overall, the Tender will have to meet a specified minimum score.
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16. Key Award Criteria
Proposed organisation of the contractor and the project
Experiences and qualifications of key personnel allocated to the project
Maturity of the commercialisation plan
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17. Key Award Criteria
Design based on the OAIS reference model
Implementation of FAIR principles, covering aspects such as automatic
discovery of (meta)data, persistent identifiers, limitations on data
movements etc.
Data Privacy and compliance with GDPR regulatory requirements
Cost effectiveness and purchasing/deployment options
Licensing model, software distribution mechanisms and Open Source
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18. Tender Evaluation
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Administrative
Evaluation
Technical Evaluation Financial Evaluation
Check:
• General compliance
and completeness of
bid
• Authorised signature
on all documents
• All Exclusion and
Selection Criteria are
met
Check:
• All Compliance
Criteria are met
• Minimum
specified scores
on Award Criteria
are met
Attribute a quality
score to the Tender
based on the Award
Criteria
Pass
Fail Fail
Tender
discarded
Tender
discarded
Check:
• Prices are in the
specified budgets;
• R&D share and
location meet the
Compliance
Criteria
Pass
Fail
Tender
discarded
Make a ranking of
the compliant
Tenders based on the
quality score and the
price
Pass

19. Other Documents
Framework Agreement
Work Order
Cloud Services Agreement
Annex 5: Financial Offer
Functional Specification
Deliverables and Milestones
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20. Summary
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Criteria Used to evaluate… Apply to… Are evaluated…
Exclusion Criteria The basic eligibility of
companies to participate in
the project
• Single Tenderers
• Each Consortium member
• Subcontractor
On a pass/fail basis
Selection Criteria The minimum
characteristics needed to
participate in the project
are met
• Single Tenderers
• Each Consortium member OR
the Consortium as a whole, as
specified
On a pass/fail basis
Compliance Criteria The basic eligibility of the
Tender
• The Tender On a pass/fail basis
Award Criteria The quality score to the
Tender
• The Tender According to stated scoring
guidelines, with possible
minimum pass/fail scores