Competitive Frame Contract for Administrative and Management Support at ESOC

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Nov 6, 2013 (3 years and 1 month ago)

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ESA UNCLASSIFIED


For Official Use

Competitive Frame Contract for
Administrative and Management
Support at ESOC

HSO
-
BC/PFL
-
POM

15/05/2013

INDUSTRY DAY

Industry Day | HSO
-
BC/PFL
-
POM | 15/05/2013 | HSO | Slide
2

ESA UNCLASSIFIED


For Official Use

Agenda


Introduction: ESA and the Directorate of Human Spaceflight and Operations


Technical Content of the planned Frame Contract


Contractual Aspects of
the
planned
Frame
Contract and the upcoming ITT


Questions and Answers


Industry Day | HSO
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BC/PFL
-
POM | 15/05/2013 | HSO | Slide
3

ESA UNCLASSIFIED


For Official Use

ESA


an Intergovernmental Organisation


Intergovernmental organisation with 20 Member States
and
a
budget of around
4,200
M


p.a.

Mandatory

Programme:

Contribution

based

on GDP

Optional

Programmes:
Voluntary

Contribution

(ca. 22%)



General
Activities
:

Future Studies,
Technology Development,
Education, Shared
Investments, Business
Incubation


Science:

Solar System Exploration,
Astronomy and
Fundamental Physics

(ca. 78%)



Human Spaceflight



Telecommunications &
Integrated Applications



Earth Observation



Launchers



Navigation



Robotic Exploration


Space Situational
Awareness

Industry Day | HSO
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BC/PFL
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POM | 15/05/2013 | HSO | Slide
4

ESA UNCLASSIFIED


For Official Use

ESA


Main Establishments in Europe

ESTEC
(
Noordwijk
)

Development and testing of

satellite
technologies

2,699 Employees

(1,350 ESA / 1,349 Industry)

ESA Headquarters
(Paris)

453 Employees

(317 ESA / 136 Industry)

ESAC
(
Villafranca
)


Astronomy Science

306 Employees

(76 ESA / 230 Industry)

ESRIN
(
Frascati
)

Earth
Observation

644
Employees

(222 ESA / 422 Industry)

EAC

(Cologne)

Astronaut training

112 Employees

(21 ESA / 91 Industry)

ESOC
(Darmstadt)

Satellite Operations and

development

of ground segment

technologies

823
Employees

(
283
ESA / 540 Industry)

Status
01/01/2012

Industry Day | HSO
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BC/PFL
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POM | 15/05/2013 | HSO | Slide
5

ESA UNCLASSIFIED


For Official Use

Human
Spaceflight

and

Operations


at

ESOC
-

Europe‘s

Gateway
to

Space

Technology
Centre
,

Noordwijk

Headquarters

Paris

Astronaut
Centre
,

Cologne

Space
Operations


Centre
, Darmstadt


With more than 800 staff, the Directorate of Human
Spaceflight and Operations is among the largest ESA
Business Units.



The Directorate’s home base is Darmstadt, with a
presence around the globe: Cologne,
Noordwijk
,
Munich, Paris, Toulouse, Moscow, US, Spain, Sweden…

Columbus
Control


Centre
,
Munich

Industry Day | HSO
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BC/PFL
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POM | 15/05/2013 | HSO | Slide
6

ESA UNCLASSIFIED


For Official Use

The Directorate of Human Spaceflight
and Operations (D/HSO)

Mission
Operations

ISS
Exploitation

ISS
Utilisation

Space
Situational
Awareness

Business

Unit Control

Ground
Systems
Engineering

Director

D/HSO

Quality

Policy
Coordination

Promotion

@
ESOC

ca. 210 ESA & 280 industry staff

(~ 60% of the Directorate)

Offices

Departments

Industry Day | HSO
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POM | 15/05/2013 | HSO | Slide
7

ESA UNCLASSIFIED


For Official Use

Tasks and Activities of D/HSO
Entities at ESOC

1.
Business Unit Control:


Planning and controlling of all HSO activities w.r.t. schedules
, financial
resources,
procurement plans, staff
&
contractor
workforce,
timesheets,
assets,
risk and
related mitigation actions,
and
coordination of the
Agency’s
industrial
policy in the Directorate;

2.
Quality Management:


implementation, maintenance and improvement of the
ISO
-
certified HSO
Quality
Management System;

3.
Missions Operations:


preparation and conduct of
flight operations
for
spacecraft missions
-

except for
human spaceflight
-

and operational
support to
customer missions, ESA and
others.
Operational
support includes spacecraft
and related ground
segments.

4.
Ground Systems Engineering:


engineering and procurement of integrated ground systems required to support
unmanned spacecraft missions as well as providing operational engineering
support, e.g. Flight Dynamics and Space Debris

Industry Day | HSO
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BC/PFL
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POM | 15/05/2013 | HSO | Slide
8

ESA UNCLASSIFIED


For Official Use

Background of this Frame Contract


HSO Departments/Offices at
ESOC
need industrial support to complement
their
ESA
resources
for the execution of Programmes entrusted by ESA and
3
rd

Parties (e.g. EU).


The
intended Competitive Frame
Contract
shall cover
support activities and
positions
which are currently procured under other contracts and which will
end in December 2013.


Initially
, this Frame Contract is for the HSO Directorate only. Other
ESA
Directorates
with presence in ESOC
may
join in
once
their relevant current
contracts expire.


Depending on the nature of the support required, the procurements under
the Competitive Frame Contracts are “Loan Employment” or “Service ”,
with the intention of increasingly using the latter.


ESA policy is to increasingly group manpower procurements under
Competitive Frame Contracts for efficient execution. Such manpower
frame
contracts
are already in
place at ESOC
for engineering support.


Industry Day | HSO
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BC/PFL
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POM | 15/05/2013 | HSO | Slide
9

ESA UNCLASSIFIED


For Official Use

General Overview of the Frame
Contract


Frame contract structure:












Indicative Financial
Volume (over initial 3 years): up to 6.6 M







Competitive Frame Contract for
Administrative
and Management Support at ESOC

Domain 1:

Business
Management and
Control Support

Subdomain 1.1:

Business Analysts

Subdomain 1.2:

Project Controllers

Domain 2:

Administrative
Support

Subdomain 2.1:

Management Support

Subdomain 2.2:

Documentalism
/

Librarian

Subdomain 2.3:

Administrative Support

currently handled by 8 persons

currently handled by 11 persons

Note: The
contractor is of course free to determine the staffing levels and to identify the contractor staff
required to fulfil
service
-
type work.
Any information provided in this document on current staffing levels in
connection with service
-
type work is solely an indication of the current volume of work associated with the
tasks.

Industry Day | HSO
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BC/PFL
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POM | 15/05/2013 | HSO | Slide
10

ESA UNCLASSIFIED


For Official Use

Activity Domain

Business Management and Control
(1/3)

Activity Domain is split into 2 Sub
-
domains:


Project Control


Business Analysis

Generic Description and Requirements for
Project Controllers


Preparation
of Work Breakdown Structures, the related
Workpackages

and the detailed/summary schedules for the respective activities


Preparation and maintenance of the project cost
-
to
-
completions
ensuring consistency with the Work Breakdown Structures, Planning
and Project/Internal budgets


Implementation of planning and control procedures


Identification of problem areas and proposal of remedial actions


Preparation of manpower reports, costs and schedules


Updating of Documentation Management
System

Industry Day | HSO
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BC/PFL
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POM | 15/05/2013 | HSO | Slide
11

ESA UNCLASSIFIED


For Official Use

Activity Domain

Business Management and Control
(2/3)

Generic Description and Requirements for
Business Analysts



Work Planning
as required by Users


Definition, documentation and implementation of work methodologies
and/or tools
(e.g. risk
management, knowledge
management, …)


Definition, documentation, implementation and maintenance of
associated Management Processes


(Technical) Business Analysis


Installation, Maintenance and upgrades of associated tools


Interfacing with Users, including user training


Database Management


Process/Tool Documentation


Software Maintenance


Industry Day | HSO
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BC/PFL
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POM | 15/05/2013 | HSO | Slide
12

ESA UNCLASSIFIED


For Official Use

Activity Domain

Business Management and Control
(3/3)

Qualifications of
Project Controllers
and
Business Analysts



University
degree
in
Engineering or Commercial discipline or
equivalent.
Experience in Business
Management, preferably in the aerospace industry.
Experience in the use of computers as a management tool is essential (MS Office,
PC based Databases). They should also have a good user knowledge of SAP and
the ESA financial and procurement processes.


Candidates
are expected to demonstrate good organisation skills, attention to
detail and the ability to establish and maintain effective working relationships. It
is essential to show a good understanding of organisational, financial accounting,
controlling and business development issues, preferably backed by professional
experience.


Fluency
in English (spoken and written) is mandatory; a working level
knowledge
(
speaking and writing) of French and/or German is desirable.


It
is expected that staff are classified into Senior and Junior Positions and
consequently in different Grades.

Location of work is ESOC, Darmstadt.

Missions might be requested under exceptional circumstances.


Industry Day | HSO
-
BC/PFL
-
POM | 15/05/2013 | HSO | Slide
13

ESA UNCLASSIFIED


For Official Use

Activity Domain

Administrative Support (1/4)

Activity Domain is split into 3 Sub
-
Domains:


Management Support


Documentalism
/Librarian


Administrative
Support


Generic
Description and Requirements of
Management Support Officers


Organisation of meetings and related logistics


Maintenance of documentation system


Follow
-
up of actions and risks


Monitoring of Anomaly Reporting System


The
location will be Munich/
Oberpfaffenhofen
.


Industry Day | HSO
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BC/PFL
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POM | 15/05/2013 | HSO | Slide
14

ESA UNCLASSIFIED


For Official Use

Activity Domain

Administrative Support (2/4)

Generic
Description and Requirements of
Documentalists
/Librarians:



Administration
of Documentation Library


Keep tracking information


Maintain distribution list


Maintain Documentation catalogue


Distribution of Documents upon
request



Industry Day | HSO
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BC/PFL
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POM | 15/05/2013 | HSO | Slide
15

ESA UNCLASSIFIED


For Official Use

Activity Domain

Administrative Support (3/4)

Generic
Description and Requirements of
Administrative Assistants



Provision
of the respective secretariat
support including
leave
planning, mission
preparation
and document management


Co
-
ordination of meetings and maintenance of Lotus Notes
Calendar


Preparation and processing of correspondence and documents


Manpower bookings using time sheet system


Organisation of workshops and conferences


Small procurements
in SAP


Industry Day | HSO
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BC/PFL
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POM | 15/05/2013 | HSO | Slide
16

ESA UNCLASSIFIED


For Official Use

Activity Domain

Administrative Support (4/4)

Qualifications of Management Support Officer,
Documentalists
/Librarians
and
Administrative
Assistants



Applicants
must have a secondary education and professional training in
administrative techniques. Applicants must be highly proficient in MS Office, Lotus
Notes and PC based databases and should have some user knowledge of SAP and
the ESA financial and procurement processes.



Candidates are expected to demonstrate good organisation skills, attention to
detail and the ability to establish and maintain effective working relationships.
They should be self
-
motivated
and
work independently in an international
environment.



The working languages of the Agency are English and French. A good knowledge
of one of these two languages is required. Knowledge of another member state
language is an asset.


Location
of work is
ESOC
,
Darmstadt, with the exception for the position of the
Management Support Officer, which will be located in
Oberpfaffenhofen
.

Missions might be requested
under exceptional circumstances


ESA UNCLASSIFIED


For Official Use


Competitive Frame Contracts for
Administrative and Management
Support at
ESOC


Contractual Part



15/05/2013

INDUSTRY DAY

ESA Presentation | 15/05/2013 | Slide
18

ESA UNCLASSIFIED


For Official Use

Structure of the ITT

The intended procurement will cover manpower
support work within
the following Activity Domains:


Activity Domain: Business
Management and Control
Support



consisting
of the following subdomains:




Business Analysis



Project Control



Activity
Domain: Administrative Support



consisting
of the following subdomains:





Administrative Support



Management Support



Documentalism
/Librarian



The
Agency intends to place two to three parallel Competitive Frame Contracts (“Contract”) per
Activity Domain.


The
Agency reserves the right to add further subdomains under the above Activity Domains as
deemed required during the course of the Contracts
.



ESA Presentation | 15/05/2013 | Slide
19

ESA UNCLASSIFIED


For Official Use

Structure of the ITT


The
Invitation to Tender (ITT) is
set up in such way that tenders may be submitted either for
one
Activity Domain or for both.



In
latter case, the companies will be required to submit two separate tenders to allow separate
evaluation.



The
Contracts will be awarded per Activity Domain, i.e. a successful tenderer may win a Contract
for one or both Domains.




ESA Presentation | 15/05/2013 | Slide
20

ESA UNCLASSIFIED


For Official Use

Initial Work Orders


Work will be awarded by way of
annual

Work
Orders (unless
a different duration
is indicated in
the respective
Work Order).



As part of the ITT, initial Work
Orders within the Activity Domains will be awarded to the selected
Frame Contractors.



The respective
Workpackage
/Positions Descriptions will be attached to the Statement of Work.



Only tenders, which contain
-

besides the proposal for a Frame Contractor position
-

also a
proposal
for at least one
initial Work Order
per Activity Domain, for which the Tenderer applies,
will be accepted for evaluation
.



The degree to which Tenderers respond to the initial Work Orders will be taken into account,
when evaluating the proposals at Frame Contract level.




ESA Presentation | 15/05/2013 | Slide
21

ESA UNCLASSIFIED


For Official Use

Structure of the Tender(s)




Tender(s)
for a Frame Contractor
position

The tender(s)
for a Frame Contractor position shall
contain


as a stand
-
alone document
-

all
relevant information in response to this
ITT,
except for the specifics relating to the initial Work
Orders.

The tenders
for a Frame
Contractor
position shall be clearly separated from the proposals for the
initial
Work Orders.


Do
not rely
at this level on
the information provided in
your Work
Order
proposals.



Proposals for initial Work Orders

The proposals for the initial Work Orders shall contain all relevant information in response to the
requirements
contained in the
Workpackage
/Positions descriptions.


Each of them shall be submitted in a stand
-
alone format, in order to allow a separate evaluation
of these initial Work Order proposals.



ESA Presentation | 15/05/2013 | Slide
22

ESA UNCLASSIFIED


For Official Use

Evaluation of Proposals


Evaluation of the proposals



When
evaluating the proposals for a Frame Contractor position, the Agency will
focus on the
proposals at Frame Contractor level, but will also take into account the information contained
in
the proposals for the initial Work
Orders
as appropriate.
Evaluation will be done on the basis of
the Evaluation Criteria stated in the Special Tender Conditions.



T
he
award of an initial Work Order to a Frame Contractor will be subject
of
a separate evaluation
after
the signature of the Frame
Contracts.

The
evaluation will be done per individual Work Order
proposal and will be based on the
Evaluation Criteria contained
in
the Work
Order
Procedure.



ESA Presentation | 15/05/2013 | Slide
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ESA UNCLASSIFIED


For Official Use

Locations



Work under the Contract shall be performed at the following locations:


-

ESOC

-


Oberpfaffenhofen

-


Off
-
site ESOC’s premises


The
exact location will be indicated in each
Workpackage
/Position description and Work Order.


The Agency reserves the right to add additional locations to the Contract by way of Contract
Change Notice.


ESA Presentation | 15/05/2013 | Slide
24

ESA UNCLASSIFIED


For Official Use

Type of work



Depending on the nature of the support required, the procurements under this ITT
shall
be of a
“Loan Employment” or of a “Service” type
.



The definition of Loan Employment and Service will be contained in the Statement of Work.



In each
Workpackage
/Position Description the type of work will be indicated.



Frame Contractors must be in the position to provide both types of work.

ESA Presentation | 15/05/2013 | Slide
25

ESA UNCLASSIFIED


For Official Use

Price type and Hourly rates
-

Personnel Categories


The price type for Services shall be Firm Fixed Price (FFP).



The
price type for Loan Employment shall be Fixed Unit Price (FUP) within a Maximum Price.



The FUP (hourly rates) shall be agreed per Activity Sub
-
Domain.



Within the Sub
-
Domain Control Support, the personnel shall be categorised in Senior
and
Junior
Positions.





Senior
Positions (A)




Personnel with more than 5 years of relevant professional experience.




Junior
Positions (B)




Personnel
with
2
-
5
years of relevant professional experience.



The FUPs
may differ per location.

ESA Presentation | 15/05/2013 | Slide
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ESA UNCLASSIFIED


For Official Use

Compliance with relevant Loan
Employment Laws



Tenderers will be required to demonstrate full compliance with
all relevant Loan Employment laws
upon submission of the tender
.



Non German Tenderers are reminded to check not only the German laws but also the laws of
their country of residence.



A copy of the permit(s) shall be attached to the tender.



Due
to
restrictions under
German
Labour
Law,
consortia
will not be accepted
.

ESA Presentation | 15/05/2013 | Slide
27

ESA UNCLASSIFIED


For Official Use

Confidentiality and Conflict of Interests


The Contract will put particular emphasis on:



Confidentiality


Avoidance of any Conflict of Interests



The Tenderers will be asked to describe in their tenders the measures in
place in
their
organizations
to ensure compliance
with these requirements.




The
quality of these measures will be taken into account, when evaluating the
tenders.



Obviously, the confidentiality
obligation also restricts the disclosure of confidential
information by
the personnel to its employer
.


ESA Presentation | 15/05/2013 | Slide
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ESA UNCLASSIFIED


For Official Use

Personal Undertaking
on
Confidentiality,
IPR
and Conflict of Interests


The Contract
provides
that the
Contractor’s personnel
will have to sign
an
Undertaking on
Confidentiality, IPR
and Conflict of
Interests.




The originals of all signed
Undertakings shall
be provided to the Agency’s Technical Officer,
before the respective Contractor’s
personnel
starts working under
the
Contract for the Agency.



Tenderers shall ensure upfront that its relevant personnel is willing to sign these undertakings.

ESA Presentation | 15/05/2013 | Slide
29

ESA UNCLASSIFIED


For Official Use

Basic Security Screening


The Tenderer
is
responsible for the execution of the basic security screening of
its on
-
site
personnel in accordance with the usual ESA standards.

ESA Presentation | 15/05/2013 | Slide
30

ESA UNCLASSIFIED


For Official Use

Tentative ITT Schedule


ITT issue: end of May



Tender Period: 6
-
8 weeks



Final TEB: August



Award of Contracts end of third quarter 2013



Award of initial Work Orders end of third quarter 2013



Start of the Contracts and Initial Work Orders 01.01.2014



Financial Volume (over initial 3 years): up to 6.6 M








ESA Presentation | 15/05/2013 | Slide
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ESA UNCLASSIFIED


For Official Use

Questions and Answers

Question 1:

Can you please share the SOWs/role profiles and grades of the 19 positions to better understand
required skills. Terms like Project Control or Management Support could relate to a very diverse set
of skills.

Answer 1:

Please refer to this presentation and for details to the Statement of Work.


Question 2:

Could “Service” also be a “Managed Service” as in providing manpower with a certain skill set, but
flexibility to exchange individual over time without restart of competitive bidding?

Answer 2:

The question is not really clear.

The definition of “Service” and “Loan Employment” will be contained in the Statement of Work.

It will follow the principles of German law.

Under Service type work the Contractor may exchange individuals without restart of the
competitive tendering, provided there is not impact on the specified Service provision.






ESA Presentation | 15/05/2013 | Slide
32

ESA UNCLASSIFIED


For Official Use

Questions and Answers

Question 3:

To which degree will SMEs be preferred in the evaluation of the bids?

Answer 3:

No preference will be given to SMEs.


Question 4:

Does
the strong focus on German labour law compliance, which led to the exclusion of consortia,
also mean that the tender is only open to bidders registered in Germany?

Answer 4:

The ITT will not be restricted to Tenderers registered with ESA as German entities.

Tenderers shall inform themselves about the relevant legal requirements.






ESA Presentation | 15/05/2013 | Slide
33

ESA UNCLASSIFIED


For Official Use

Questions and Answers

Question 5:

Is it possible to have a brief description of a Competitive Frame Contract ?

Answer 5:

The Agency will place identical Frame Contracts (except for the hourly rates) with several Frame
Contractors. For new work, the Agency will issue Requests for Proposal to these Frame Contractors
and will award the work after the evaluation of the respective proposals in line with predefined
criteria and processes.

In exceptional cases, the Agency may award work to one of the Frame Contractors in Direct
Negotiation. All this will be described in the Contract, in particular, the Work Order Procedure
attached thereto.


Question 6:

What information is needed by the Agency to become a Frame Contractor ?

Answer 6:

All this will be detailed in the Invitation to Tender.







ESA Presentation | 15/05/2013 | Slide
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ESA UNCLASSIFIED


For Official Use

Questions and Answers

Question 7:

For the case of a subcontractor company with a specific experience in an area of interest for the
frame contract related to activities requiring mainly "Provision of Services", but not intended to
provide "Loan Employment", the company not based in Germany and not
compliant
with German
labour

lease law (but able to provide other type of services), would it be allowed to be part of a
consortium? (provided that other partners in the consortium cover the activities requiring provision
of Loan Employment).

Answer 7:

Consortia will not be permitted.

Each Frame Contractor must be in a position to render both Service and Loan Employment type of
work.








ESA Presentation | 15/05/2013 | Slide
35

ESA UNCLASSIFIED


For Official Use

Questions and Answers

Question 8:

Is there going to be any kind of incompatibility for this frame contract with respect to other ESOC
present or planned frame contracts (e.g. EFC1, GFC8)? It is understood that for specific activities or
positions there might be incompatibilities due to possible conflicts of interest, but the question is
about a general incompatibility at frame contract level (and for which type of existing frame
contracts and roles, e.g. prime,
subco
, QPAs).

Answer 8:

There will be no such restrictions.

However, the Contract will put particular emphasize on Confidentiality and the Avoidance of Conflict
of Interests. Tenderers will
be asked to
demonstrate in their tenders, the measures taken within
their organisation to ensure compliance with these requirements.

Also, the personnel working under the Contract will be required to sign personal undertakings in
this respect (reference is made to Slides 11 and 12 above).






ESA Presentation | 15/05/2013 | Slide
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ESA UNCLASSIFIED


For Official Use

Questions and Answers

Question 9:

Our lawyers advise that under German labour lease law (AÜG) contractor positions must be
remunerated for equivalent positions at identical levels to permanent ESA staff. Therefore, will the
Agency be providing information on grades, salaries and all other benefits (including leave
entitlement) paid to ESA staff of equivalent positions covered in the Frame contract?

Answer 9:

Information on the relevant ESA employment conditions will be attached to the draft Contract as
part of the ITT documentation.

Please remember that the “AÜG” allows exemptions from the above
-
mentioned principle of equal
treatment.

Tenderers may wish to discuss all this with their legal advisors in due course, in case they have not
done so already.




ESA Presentation | 15/05/2013 | Slide
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ESA UNCLASSIFIED


For Official Use

Any additional Questions or
Comments ?







Discussion of any additional questions and
comments

?


The above presentation describes the Agency’s
current intentions regarding the subject ITT.


The above is subject to changes. The final approach
follows from ITT documentation published on EMITS.