competitive dialogue eu armed forces go green no:...

SPECIFICATIONS FOR

THE REQUEST TO PARTICIPATE

IN THE COMPETITIVE DIALOGUE

(PHASE 1)

COMPETITIVE DIALOGUE

EU ARMED FORCES GO GREEN

NO: 12.ARM.CD.01

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

4.3. 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

11. INFORMATION FOR CANDIDATES AT THE END OF PHASE ONE

12. SECURITY INFORMATION

13. MISCELLANEOUS INFORMATION

14. ANNEXES

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

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

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.

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/

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 “8.4 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

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).

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

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.

3.1. 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.

3.2. Place of project implementation

The GO GREEN project shall be implemented on seven 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

Greece: Airbase Larissa

Luxembourg: Grand-Duc Jean Barracks, Diekirch

Romania: Airbase Fetesti, Ialomita county

Please refer to Annex 1 – Scope and Description of the project, for more information

on this topic.

4. ADMINISTRATIVE PROVISIONS RELATING TO THE REQUEST TO

PARTICIPATE

4.1. 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

4.2. 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.

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.

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

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.

4.3. 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


Agency‟s Procurement webpage:


- 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.

5. 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.


o All the documents submitted by the candidates shall become the

property of the European Defence Agency and will be treated as

confidential.

5.1. 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.

5.2. General Administrative information

The following information and documents shall be provided in the Request to

Participate:

5.2.1. 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 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.

5.2.2. 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

5.2.3. A duly completed Submission Form using the model provided for in

Annex 2.

http://ec.europa.eu/budget/info_contract/legal_entities_en.htm

6. 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.

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.

7. SELECTION CRITERIA

The candidates have to prove their technical, professional, economic and financial

capacity necessary to perform the obligations arising under the Contractual

Arrangements.

7.1. 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.

7.2. 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 the Supplier

At least 5 examples of such project during the last fifteen years for the supply, installation, operation and maintenance of renewable energy plants. Please specify minimum requirements in overall 200 MWp technical maintenance.

At least one

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

Please list references of rooftop and free land based PV plants rooftop: minimum 10 projects >

At least one

land based PV plants 500 KWp; free land: minimum 5 projects >5MWp;

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

Placement guarantee

Customer satisfaction

At least one

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

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.

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.

7.3. 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

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

o Evaluation : Negative if the average ratio of 2009, 2010, and 2011

<0

o Financial rating of company (if any), please specify

The economic and financial capacity will be considered adequate for the scope of the

Contractual Arrangements if at least two of the three minimum viability standards

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

(liquidity, solvency, profitability) are met and at least one of the two values/ratios to

be achieved (turnover, cashflow) is met.

In case of a Joint Request to Participate the minimum viability standards defined

under point a) above will be assessed individually for each member of the grouping,

while for the noteworthy values/ratios, referred to under point b) above, a

consolidated assessment (all members of the grouping together) will be made.

If, for some exceptional reason which the Agency considers justified, the candidate is

unable to provide the references requested above, its economic and financial

capacity may be proved by any other means which EDA considers appropriate.

An economic operator may, where appropriate, rely on the capacities of other

entities. In that case, it must prove to EDA that it will have at its disposal the

resources necessary for performance of the Contractual Arrangements, for example

by producing an Undertaking on the part of those entities to place those resources at

its disposal.

7.4. Additional Selection Criteria

Should more than six (6) candidates fulfil the exclusion and selection criteria, each

candidate shall be ranked in according to the following criteria:

Multinationality of the grouping of economic operators and/or of subcontractors

(alternatively, for single economic operators only, experience in international

cooperation) : up to 4 points

Expertise and experience in the relevant project domain (photovoltaic

projects): up to 5 points

Affiliation to relevant networks (national, governmental, industrial entities): up

to 2 point

Project management skills and experience: up to 2 points

Quality of presentation of application: up to 1 points

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.

8. ASSESSMENT OF REQUESTS TO PARTICIPATE AND CANDIDATES

The assessment of candidates will take place in two stages.

8.1.1. 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.

8.1.2. 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.

9. 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.

9.1. Joint Requests 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.

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.

9.2. Subcontracting

9.2.1. 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.

9.2.2. 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);

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).

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.

10. 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.

11. 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.

12. MISCELLANEOUS INFORMATION

None of the expenses incurred in this Competitive Dialogue (all three phases) shall

be reimbursed by the EDA or contributing Member States.

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.

13. 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.cfm

http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm

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.

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

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.

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;

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.

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).

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