Frequently asked questions
In the grouping application letter (5_Grouping_application_Letter_32-UU-DO-CMEMS-DEM2-EN), should the authorised representative of the consortium leave section G blank, and only fill in section H?(Or does the autorised representative first fill in section G appointing itself as the consortium’s representative, and then fill in section H? That seems unlikely, but please confirm.) I’m not sure what the second box in section H means in this context. It seems natural to me that the authorised representative would tick the first box in section H. Would that normally be the case?
All members of the grouping should fill in document 5_Grouping_application_Letter_32-UU-DO-CMEMS-DEM2-EN. The authorised representative needs to fill in section H while all the other co-contractors fill in section G.
In the Tender Regulations, it says the candidate should submit: “-A Price Schedule, drawn up in line with the document enclosed herewith, duly completed, dated and signed by a person duly authorized for this purpose.” As for the ‘documents enclosed herewith’, all I found in the package of application documents that related to price is the ‘Price Note’ (9_Price_Note_32-UU-DO-CMEMS-DEM2_EN). Is the Price Schedule different from the Price Note? If so, where do I find the Price Schedule? Or is it the 1-page Price Note we should submit?
The document you refer to is the Price Note (9_Price_Note_32-UU-DO-CMEMS-DEM2_EN), which should indeed be filled in, signed and enclosed with each application. We confirm that there is a typing mistake in the Tender Regulations. The other document with which there might be some confusion is the Advanced Payment Schedule which is at the end of the Specific Contract Conditions, but which you do not need to fill in.
We wish to apply to this call: “32-UU-DO-CMEMS-DEM2 – Development and promotion of demonstrations of CMEMS downstream services” – We have downloaded the application file. Within the annex 5.2 of this document: 12_SOW_34-UU-DO-CMEMS_INV1-EN.PDF it is mentioned that a “Use Case” form has been supplied in excel format. We understand that this form in excel format should be within the application file but it isn’t. So, Could you please to give us the instructions in order to obtain the “Use case” form?
The text of the Annex should have been “Excel format will be supplied”. The Excel file will be supplied after the beginning of the contract to the candidate(s) whose application is selected.
Regarding the User Uptake Call for Tenders 32-UU-DO-CMEMS-DEM2 can you please just confirm to me whether I have understood this correctly – In the case of an ad hoc consortium, should each consortium member submit the following: – application letter (5_Grouping_application_Letter_32-UU-DO-CMEMS-DEM2_EN) – documentary proof of registration in trade registry – capacity declaration (6-Candidates_capacity declaration_32-UU-DO-CMEMS-DEM2_EN)
The answer is yes for all 3 documents, each consortium member has to submit them.
We are preparing proposal for 32-UU-DO-CMEMS-DEM2. Individual application letter document needs DC2 form as appendix. I found following DC2 form in French by googling. Is this what is needed? Is this form available in English? If not what information needs to be provided?
Full application files are available in French and English on the Mercator Ocean website.
I met some difficulties with the documentation for the tender 32-UU-DO-CMEMS-DEM2.
1. I cannot open the file 9_Price_Note_32-UU-DO-CMEMS-DEM2_EN When I try opening, it requires some additional information which is missing. I don’t know if the problem is my MSOffice, in any case could you provide it in other format?
2. In the document 5_Grouping_application_Letter_32-UU-DO-CMEMS-DEM2_EN In Section C I read: “This consultation is made up of 14 lots, with each lot leading to the conclusion of a contract. The candidate who is selected for lot 1 cannot be selected for lot 2. The candidate who is selected for lot 3 cannot be selected for lot 4. The candidate who is selected for lot 5 cannot be selected for lot 6. The candidate who is selected for lot 7 cannot be selected for lot 8. The candidate who is selected for lot 9 cannot be selected for lot 10. The candidate who is selected for lot 11 cannot be selected for lot 12. The candidate who is selected for lot 13 cannot be selected for lot 14. Candidates are consequently advised to apply for both lots for a given region. Candidates may apply for all lots”. but indeed the tender is for 7 lots. That is probably an artifact of the other invitation to tender. Could I just delete this part? Would you be so kind to clarify these points to me?
1. When you open the document, you must close the dialogue box (without making a choice).
2. Please ignore the last 3 paragraphs in section C of the following document 5_Grouping_Application_letter_32-UU-DO-CMEMS-DEM2_EN A copy/paste error has been corrected and updated versions of the documents are now available for download on the Mercator Ocean website.
Lot 6: Promoting the demonstration of coastal, operational and existing CMEMS downstream services on the Black Sea: comprises the whole Black Sea from the Bosporus strait. For this region, existing products are observation products. Model products will be available during the first half-year of 2017.
For the modelling products the tender asks for the starting of the downstream service in the first half of 2017 when model products will be available, but could we propose to anticipate the service at the end of 2016?
Deliverables are expected to be provided as part of the Annex. Should each deliverable be considered as unique chapter? Since the demonstration is going to be developed under the present call, most of the descriptive part is a planning of future activities: is it correct? Shall we provide only the template of the deliverables, that will be completed once the service is active?
In reply to your questions on tender 32-UU-DO-CMEMS-DEM1_EN: 1) The service subject of the demonstration must use CMEMS products (REQ-4). The CMEMS Black Sea modelling products were not available when the tender was prepared. It is possible to anticipate the demonstrated service at the end of 2016 as from the moment the products used are available in the CMEMS catalogue. (Please note: the modelling data for the Black Sea will be available as from next month, and not the first half of 2017 as indicated in the tenders DEM1 and DEM2). 2) In the Statement of Work (SoW) of DEM1, it says that “In its bid, the candidate shall: – Deliver a description of the work he intends to perform for presenting and promoting its demonstration.- Deliver examples of the future attractiveness of the demonstration. – Deliver evidence of its ability to activate or reactivate an operational service, and to maintain and update it.” These are the 3 annexes that should be appended to the bid. This information will allow Mercator Ocean to evaluate the bids presented by the candidates. All the documents and the work specified in the REQs (7 to 23) should be delivered by the selected candidate according to the schedule provided in the SoW.
I have some doubts related to them, particularly 31-UU-DO-CMEMS-DEM1 and 32-UU-DO-CMEMS-DEM2. What is the difference between those 2 in terms of final results? Reference values is 700 000 € for 6 months, other is 1 050 000 € for 18 months. Are these for all lots, or are the values per lot?
– I can also see that you have different regions, with one or 2 lots per region. Do you expect to approve 1 project per lot, or more than one project per lot (e.g. 1 proposal with 900 000 € + other one with 150 000€)
– Will you accept proposals that cover 1 CMEMS region by default, and will provide answers to other regions as well? (e.g. IBI area + Canary Islands, Madeira, Azores)
– Demonstration areas should cover the whole CMEMS region, or is it acceptable to cover only representative areas where pilot cases can be implemented?
– How do you see the submission of proposals with implementation of downstream services based directly on ocean circulation from CMEMS global model (1/12), as resource solution, for instance, in areas where no other better / regional models are available? One of the examples is the Black Sea (lot 6 in 32-UU-DO-CMEMS-DEM2), where it is mentioned: “Lot 6: Promoting the demonstration of coastal, operational and existing CMEMS downstream services on the Black Sea: comprises the whole Black Sea from the Bosporus strait. For this region, existing products are observation products. Model products will be available during the first half-year of 2017.”
The difference is: one for the promotion of an existing service already done, the other is also for the promotion but includes some needed developments to finalise the downstream service, which is also why the duration is longer. The value of each call is for all lots.
Yes we do. One downstream service for each region per lot (tender divided into 7 lots) or 2 different services per lot (tender divided into 14 lots).
Yes. The proposal must be prepared for one region (1 lot) and the geographic area covered by your service can be larger than the one requested. Demonstrations are for existing services or for the finalisation of a requested one. It is acceptable if it covers only a representative CMEMS region. If it can be implemented in other regions, this has to be explained.
Yes, you’re right, for this Black Sea region, only observation products are available for the moment. We propose it as it is be possible that services use only observation products. Please note that there is a mistake in the call: the Black Sea modelling product will be available before end of October 2016 (and not the first half of 2017).
Reading chapter 11 of the SCC transfer of ownership I would appreciate some information. I understand that all the tools developed within this tender will be property of the the European Union (for example the operational system, the website, social networks). If yes, how can we justify maintaining costs until 2021 (siteweb maintenance, server costs) as the contract only lasts 18 months? Then how can we guarantee the continuity of the developpement strategy and advertising on social netwoks?
1.3 allotment “This consultation is made up of NNN lots, with each lot leading to the conclusion of a contract.”
1.8 “As an indication, the contract is for an amount of XXX euros”.
The deliverable (action plan, reports, computer link, letters, use cases) will be the European Union property including the developments that are needed to operate the service and that will be made in the scope of this contract. The duration of this contract is 18 months but we ask the candidates to insure the maintenance of the service and a regular update of their downstream service during one year after the contract is finished and if possible until March 2021. The aim is that the demonstrations remain available as long as possible. The development strategy and advertising on social networks is not required in this tender.
The amount indicated in 1.8 in the tender’s regulations is the amount for the whole tender and not for each lot.
We will submit an offer for a costal demonstration but we are also able to make one on deep seas? Could you please indicate us when there will be a tender on deep seas?
There is no call on deep seas planned so far.
We are interested by this tender and we would like to bid. The technical description is very basic. Is an InfoDay that represents these requirements planned? Are there documents describing theses technical requirements?
We did not plan any InfoDay (webinar) and the technical description is voluntary basic in order to get numerous offers with various application demonstrations.
As an indication, the contract is for an amount of 1 050 000 euros “The sum indicated here above is the TOTAL amount for the tender, i.e.
the 7 lots have a cumulative maximum of 1M euros?” What’s the definition of economic operator? further, the sentence here
above is in contrast with the sentence “Candidates may apply for all lots.” at page 5, end of 1.3 section.
Yes, the global budget for the tender (all lots included) is 1 050 000€. An economic operator means a single entity, that is to say an entity that has its own registration number. Any economic operator may apply for one, several or all lots; alone or as part of a group.
After a first screening of the tender documentation it seems to me that the contracts
- 31-UU-DO-CMEMS-DEM1
- 32-UU-DO-CMEMS-DEM1
- 33-UU-DO-CMEMS-DEM1
Are lump-sum contracts, thus the money transfer does not require specific economic reporting, but just the remittal of an invoice (of course subject to the completion of the scheduled work). Could you please confirm? Moreover, the contracts of these 3 tenders are defined as “simple contracts” (see article 1.4 of Tender regualtions). What does that exactly mean?
As you noticed, contracts are service contracts that do not need any reporting.
Simple contract means that a contract is concluded between one (or several acting together) benificiary(ies) for one services. The opposite would be several contracts for several services linked to each other.
For each call, in the Tender Regulation it is stated:
§ 1.3 Allotment: “This consultation is made up of NN lots, with each lot leading to the conclusion of a contract”
§ 1.8 Amount of the contract: “As an indication, the contract is for an amount of XXX euros”
Is the amount mentioned in each Tender Regulation under §1.8 related to the whole tender, or does it refer to a single lot/contract within the tender?
You are right. The amount indicated in 1.8 in the tender’ s regulations is the amount for the whole tender and not for each lot.
About the User-uptake open Calls.
I see that for each tender, in the “tender regulation file” paragraph 1.8 the amount of the contract is specified (namely 600k for DEM3, ~1M for DEM1 and DEM2).
It is not clear to me if the declared amount is per bid or must be shared by the number of selected bids.
Furthermore how many bids will be selected per lot?
Amounts corresponds to the sum of the call (not for each lot). One bidder will be chosen for one lot.
31-UU-DO-CMEMS-DEM1 (Promotion of demonstrations of CMEMS downstream services) vs. 32-UU-DO-CMEMS-DEM2 (Development and promotion of demonstrations of CMEMS downstream services): I think the difference between one and the other is exactly the development – if something is more consolidated, it seems that should go through 31-UU-DO-CMEMS-DEM1; if it is more subject to development prior to implementation, it should go for 32-UU-DO-CMEMS-DEM2 – is this right?
- Allotment and amount of the contract: We can see different lots for each tender. For instance: 32-UU-DO-CMEMS-DEM2 has 7 lots, each one will have a contract. We can see an indicative amount of 1 050 000 euros per contract: do you confirm that this is the indicative amount per lot, or is it to be shared by all lots?
- If the previous answer is 1 050 000 per contract and per lot, do you think that ideas with small budgets in relation to 1 050 000 euros (for instance, 100 000 or 150 000 euros) may also have any chance of approval?
- Lot 7 in 32-UU-DO-CMEMS-DEM2: this lot is “On Global Zones and Outermost Regions (OR’s)”. Can a bid cover only 2 or 3 OR’s?
Yes it’s right.
The sum of the 7 lots have a cumulative maximum of 1 050 000€.
Lot 7 has to use the global CMEMS products.
It has to be on coastal regions of the global ocean with a priority for the Outermost Regions.
The bid will cover one service on 1 or several different regions.
We are looking at the tender but we need more information on paragraph 3.2.2 of the tender’s regulation “Candidates’ attention is drawn to the fact that the same economic operator may not be representative of more than one consortium that is candidate for the consultation. Candidates’ attention is also drawn to the fact that, within the scope of this consultation, the same economic operator is not authorized to remit several applications in his capacity as member of a consortium and individual candidate”
Can an economic operator make several offers (not related to the same service) as a member of several groupings (representative or not). It seems to mean that it is not possible. Could you confirm? On the other hand, an economic operator can belong to a grouping submitting an offer for a service A in the tender number 32 and an offer fot a service B in tender 33.
Is it possible as a subcontractor?
You are right. A economic operator cannot make several offers (not related to the same service) as a member of several groupings (representative or not). On the other hand, an economic operator can belong to a grouping submitting an offer for a service A in the tender number 32 and an offer fot a service B in tender 33.
There is no legal link between the subcontractors and Mercator Océan, therefore it is possible to be the subcontractors of several candidates in the same tender. We remind you that each subcontractor has to be accepted by Mercator Ocean.
I compared the documents for tenders 31-UU-TO-CMEMS-DEM1 and 32-UU-TO-CMEMS-DEM2 and noticed that the documents “Deed of Commitment”, “Individual Application Letter” and “Grouping Application Letter” are identical for both tenders. However, they should not be the same, because the tender 31-UU-TO-CMEMS-DEM1 contains 14 lots and lasts for 6 months, while the tender 32-UU-TO-CMEMS-DEM2 contains 7 lots and lasts for 18 months. If there is a mistake, the documents for the tender 32-UU-TO-CMEMS-DEM2 should be corrected.
There is indeed a typing mistake in the Deed of Commitment for tender 32-UU-DO-CMEMS-DEM2. Paragraph B2 should read 18 instead of 6 months. This will be corrected by hand on the Deeds of Commitment of the selected entities to carry out the work which will be returned to them after all applications have been analyzed.
The tender DEVELOPMENT AND PROMOTION OF DEMONSTRATIONS OF CMEMS DOWNSTREAM SERVICES CONTRIBUTING TO THE IMPLEMENTATION OF THE MSFD OF THE EUROPEAN UNION is presenting 4 lots, but the content of each of them seems very similar.
Is each lot specific for regional sea areas, or MFSD indicators, or use of forecast / analysis / re-analysis?
In the Tender Regulations, the following is indicated (at the end of page 5) : “Candidates are consequently advised to propose one or several offers identical for each lot. However, Mercator Ocean informs the candidates that, because various demonstrations and know-how are needed, only one lot will be allocated to the same candidate.” No regional specifications, indicators or types of data, whether past or present, are imposed (see pages 5 & 6 of the Statement of Work). The minimum requirements are that the downstream service be coastal, linked to a CMEMS region and that CMEMS products be used. Other than that, it is the content of the services contributing to the MSFD of each candidate which will make the service worthy of interest. A candidate may submit one or several offers for one lot. It is also possible to duplicate the offer (or offers) and submit it for all 4 lots of the tender. Only 1 offer will be selected per lot, namely 4 offers in total.
Regarding tender 32-UU-DO-CMEMS-DEM2 could you please clarify the meaning of “developing the functional elements needed for these services” specified in the SOW?
For instance, if a service already exists and it is already in place operationally, would the following examples be allowed to this tender: the implementation of tools, or part of the chain, or improvement of physical processes within the downstream service already in place which improves the final quality of the product but which does not change the status or type of the products? For example: the increase of resolution of a model, or the improvement of the modeling of the interface between coastal-land and coastal-sea, or the improvement of the robustness and quality control of an operational system, etc…, but all referring to an already existing operational service?
There are no constraints on the type and the number of developments in DEM2 (and DEM3). The indicative budget of DEM 1 is in link with the requirements in the related SOW, that is to say without developments. The indicative budget of DEM2 does.
If the service, object of the demonstration, requires further developments, the candidate can then apply to DEM2. The extra developments will be included in the descriptive report.
In the Statement of Work, 7 lots are described, but in the 5_Grouping_application_Letter_32-UU-DO-CMEMS-DEM2_EN.doc and 4_Individual_application_Letter_32-UU-DO-CMEMS-DEM2_EN.doc it states:
‘This consultation is made up of 14 lots, with each lot leading to the conclusion of a contract. The candidate who is selected for lot 1 cannot be selected for lot 2. The candidate who is selected for lot 3 cannot be selected for lot 4. The candidate who is selected for lot 5 cannot be selected for lot 6. The candidate who is selected for lot 7 cannot be selected for lot 8. The candidate who is selected for lot 9 cannot be selected for lot 10. The candidate who is selected for lot 11 cannot be selected for lot 12. The candidate who is selected for lot 13 cannot be selected for lot 14.’
Can you please confirm if the tender consists of 7 lots and that the application letter should be amended accordingly?
Please ignore the last 3 paragraphs in section C of the following documents 4_Individual_Application_letter_32-UU-DO-CMEMS-DEM2_EN 5_Grouping_Application_letter_32-UU-DO-CMEMS-DEM2_EN. A copy/paste error has been corrected and updated versions of the documents are now available for download on the Mercator Ocean website.
We are reviewing information regarding the following tenders from Copernicus: https://www.mercator-ocean.eu/en/mercator-ocean/tenders/ – (Development and promotion of demonstrations of CMEMS downstream services), I appreciate if you could confirm whether one research centre can participate on its own with just 1 Lot or does it have to be part of a consortium?
Yes one research center can candidate to only one lot alone.
Can entities that are not from European Union Bid?
It is possible for non-EU entities (SMEs) to bid to these calls.
Can a private individual who is not registered as an sole trader or similar economic operator framework, bid for this procurement?
Your question required some legal investigations. French public procurement law allows physical persons to bid for an offer without any condition but the tax regulations forbids contracting and paying someone who is not registered as a professional.
So I’m afraid that the answer to your question is no.
This is to ask clarifications about tender 32 – Development and promotion of demonstrations of CMEMS downstream services. The provided grouping application letter is not compliant with the tender regulations, since there are 14 lots cited in the letter, while there are only 7 specified in the tender regulations. Furthermore the letter even states several lots compatibility that are not suitable with the tender 32. I think the letter has been erroneously copied from tender 31, where there are 14 lots. How shall we overcome this problem? Will you update the letter or shall we correct the lots number and remove the lots compatibility in the provided letter?
Please ignore the last 3 paragraphs in section C of the following documents 4_Individual_Application_letter_32-UU-DO-CMEMS-DEM2_EN 5_Grouping_Application_letter_32-UU-DO-CMEMS-DEM2_EN. A copy/paste error has been corrected and updated versions of the documents are now available for download on the Mercator Ocean website.
In this tender, there are 7 lots. We suppose that the global money (1,050,000 Euros) is the sum of the amounts of the 7 lots. Therefore, we have two questions:
1-How many proposals are you going to approve in each lot? One per lot?
2-How much can be the price of the proposal or what is the recommendation? Perhaps 150,000 Euros as maximum?
Only one proposal will be selected for each lot. The global amount for the 7 lots is 1,050,000 €. We can’t say anything more.
Has an Info Day taken place describing the requirements?
No, no Info Day has taken place.
Is there a call for tenders similar to call 32-UU-DO-CMEMS-DEM2 for offshore services?
No, no such call exists for the offshore domain.
Can you confirm that since 31-UU-DO-CMEMS-DEM1, 32-UU-DO-CMEMS-DEM1 et 33-UU-DO-CMEMS-DEM1 are lump-sum contracts, the money transfer does not require specific economic reporting, but just the remittal of an invoice (of course subject to the completion of the scheduled work)?
Indeed, these contracts are service contracts that do not require any reporting.
What does “simple contract” mean (see article 1.4 of Tender regulations)?
Simple contract means that the contract is concluded between one (or several acting together) benificiary (ies) for one services. The opposite would be several contracts for several services linked to each other.
The sum of the contract (1 050 000 euros) is the total amount for the tender, i.e. the 7 lots have a cumulative maximum of 1M euros?
What’s the definition of economic operator? Furthermore, the sentence here above is in contrast with the sentence “Candidates may apply for all lots.”at page 5, end of 1.3 section.
Yes the sum of the 7 lots have a cumulative maximum of 1 050 000€. An economic operator means a single entity, that is to say an entity that has its own registration number.
Is the amount mentioned in each Tender Regulation under §1.8 related to the whole tender, or does it refer to a single lot/contract within the tender?
The amount in each tender regulations is the total amount of the call and not for each lot.
Is the difference between 31-UU-DO-CMEMS-DEM1 (Promotion of demonstrations of CMEMS downstream services) vs. 32-UU-DO-CMEMS-DEM2 (Development and promotion of demonstrations of CMEMS downstream services) the stage of development?– if something is more consolidated, it seems that should go through 31-UU-DO-CMEMS-DEM1; if it is more subject to development prior to implementation, it should go for 32-UU-DO-CMEMS-DEM2 – is this right?
Yes,it’s right.
Lot 7 in 32-UU-DO-CMEMS-DEM2: this lot is “On Global Zones and Outermost Regions (OR’s)”. Can a bid cover only 2 or 3 OR’s?
Lot 7 has to use the global CMEMS products. It has to be on coastal regions of the global ocean with a priority for the Outermost Regions. The bid will cover one service on one or several different regions.
In Paragraph § 3.2.2. of the Tender Regulations, it is specified:
“Candidates’ attention is drawn to the fact that the same economic operator may not be representative of more than one consortium that is candidate for the consultation. Candidates’ attention is also drawn to the fact that, within the scope of this consultation, the same economic operator is not authorized to remit several applications in his capacity as member of a consortium and individual candidate.”
To be clear, can the same economic operator submit several distinct tenders (not applying to the same service) to the same Call for tenders, as a member of several consortia (either as agent or subcontractor)? The language used seems to imply that it is not the case.
Is it safe to assume, however, that an operator is allowed to belong to a consortium submitting a tender for Call for tenders 32 as well as a distinct tender for Call for tenders 33?
Indeed, we confirm that is not possible for the same operator to submit several distinct tenders (not applying to the same service) to the same Call for tenders, as a member of several consortia (either as agent or subcontractor).
However, an operator may be a member of consortium submitting a tender for one service on Call for tenders 32 and another tender for a different service for Call for tenders 33.
