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Appendix 3 to AO/1-7849/14/NL/MV

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COVER LETTER and PROPOSAL TEMPLATE FOR EXPRO

[N.B. Use this template to prepare your proposal. Once the proposal is complete and internally
validated, please remove all captions in red colour prior to finalising your proposal for submission
to ESA]

[COVER LETTER]

From: .......... (Tenderer to insert name of the economic operator submitting the tender)

Date: .......... (Tenderer to fill in the date of the proposal)

To: THE EUROPEAN SPACE AGENCY (ESA)

The European Space Research and Technology Centre (ESTEC),

Keplerlaan 1,

2201 AZ Noordwijk,

The Netherlands,

Attn: Marianne Verplancke (IPL-PTS)

Tender Reference AO/1-7849/14/NL/MV - ESA interaction with academia on advanced

research topics Ariadna call for ideas
Category: ESA Express Procurement EXPRO

Our ref.: Proposal No. .... (Tenderer to insert Ariadna study n (xx/xxxx) and its reference
number)

Dear Sir or Madam,

With reference to the above Invitation to Tender AO/1-7849/14/NL/MV, we are pleased to present
our proposal:
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1. The Tenderer (potential Contractor) is:

.... (full name of university or institute)

.... (address of its seat)

Fax number: .......

Telephone: ........

Nationality (according to ESA Conventions criteria): ........

VAT Number: .

ESA reference:

EMITS Bidder Code: .....

[OPTION: if known at the time of proposal submission]

ESA-P Vendor Code: 1 000 xxx xxx

ESA-P Bidder Code: 6 000 xxx xxx [END OPTION]

(If not registered yet, it should be stated: not registered yet, registration request made on
(date)).

2. The subcontractor(s) participating to the activity is (are):

..... (name, address, fax number, phone number, nationality and ESA Bidder Code / Vendor
Code of each potential . If no subcontractors are proposed then mark n/a)

3. In regard to the ESA General Conditions of Tender (GCT), we hereby certify that:

i. the legal entities identified in sections 1 and 2 above fully satisfy the requirements
concerning eligibility to submit a tender that are stated in Part 2 B1;

ii. we acknowledge and accept the condition under Part 2 B11 (Non Commitment by the
Agency);

iii. the legal entities identified in sections 1 and 2 above have filled in the Potential Bidder

questionnaire(s), which has/have been updated not earlier than 12 months before the
closing date of the subject ITT (Part 1 B);

4. Our Firm Fixed Price, covering the full scope of the activity as specified in the Agencys
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Statement of Work and in accordance with the funding conditions stated in the ITT, amounts
to: (......) Euro (insert the amount of the total price) all included with the sole exception of
any import duties and value added taxes in the Agencys Member States. (In case of a quotation
including subcontract(s), additional price information is to be stated in this section: a
summary price breakdown showing the amount allocated individually to each of the
participants, including the own share of the Contractor).

5. The contact person of the Tenderer to whom all communications relating to this letter should
be addressed is the following:

Name

Telephone Number

Fax Number

Email address

Name

Telephone Number

Fax Number

Email address

it being understood that 2 contact persons, one technical and one legal/commercial, might be
advantageous )

Concerning the persons who would be responsible on the Contractors side for all
communications concerning the technical and contractual management in case of contract
award, their names and contact information (including fax number, telephone numbers, e-mail
addresses) are as follows:

(please fill in as needed)

Name

Telephone Number

Fax Number

Email address
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Name

Telephone Number

Fax Number

Email address

6. Regarding the technical and management contents of this proposal, we hereby certify that this
tender fully complies with the technical and management requirements of the subject ITT,
including the latters Statement of Work and all other annexes. More detail is provided in the
technical part of our full proposal.

7. We hereby state that we have read and understood all the terms and conditions of the draft
contract included in the subject ITT and that we accept the said terms and conditions without
any reservations.

We also confirm that any sales conditions of our own shall not apply.(Full and unconditional
compliance is expected.)

8. (One of the 2 following alternative statements, i.e. a) or b), is to be deleted)

a) With reference to Article 6.3 of the draft contract, we have identified background intellectual
property rights belonging to us and/or our subcontractor(s) and/or third party that we intend
to use during the execution of the envisaged contract and/or to include in the resulting
deliverable items: such rights are listed in our Detailed Proposal.

We are prepared to provide evidence of such rights, their origin and ownership if so required
by ESA.

(If this concerns rights vesting in a third party, the following sentence shall be added here:
Relevant documentation on such rights owned by third party is attached to our Detailed
Proposal, as part of Supporting Documentation.)

or

b) With reference to Article 6.3 of the draft contract, we hereby declare that we and our
subcontractor(s) shall not / do not intend to use for the activity to be carried out under the
envisaged contract, any background intellectual property rights, whether belonging to third
parties or to us and/or to our subcontractor(s).
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9. (One of the 2 following alternative statements, i.e. a) or b), is to be deleted)

a) As concerns the feasibility to export the deliverable items of the resulting Contract as that is
foreseen in the Draft Contract including its appendices, we hereby declare that we have
examined the case and we draw the conclusion that there are no export restriction issues and
thus no need to obtain specific licences or authorisations.

or

b) Concerning the feasibility to export the deliverable items of the resulting Contract as that is
foreseen in the Draft Contract including its appendices, we hereby declare that we have
examined the case and we have drawn the conclusion that export restrictions and/or need of
adequate licences or authorisations exist, and that the status regarding such requirements is
at present the following:

- the Tenderer or (option) his subcontractor ?..(name) has obtained the

following authorisation(s) in order to submit this tender: ?. (to specify)

and/or (option)

- the Tenderer or (option) his subcontractor ?..(name) will need to obtain prior
to the placing of a Contract, the following authorisation(s) in order to submit this
tender: ?. (to specify)

10. As concerns the feasibility to export the deliverable items of the resulting Contract as that is
foreseen in the Draft Contract including its appendices, we hereby declare that we have examined
the case and we draw the conclusion that there are no export restriction issues and thus no need to
obtain specific licences or authorisations.

11. The legal representative to sign the resulting Contract on behalf of the Contractor will be:

................... (name and title of the person)

12. The proposal is valid during the following time period, reckoning from the closing date for
tender submission: 4 months.

13. We hereby acknowledge the right of the Agency during the validity period of this tender, to
require the Tenderer to provide evidence of any element of his proposal and to give additional
detailed information, including on the price quotation. This includes the right for ESA to
perform an audit if ESA deems it appropriate.
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Done and signed for, and on behalf of:

.....................

(Name of the company or institute acting as the Tenderer):

Signature: ..............................

Name and title of the signatory

.......................

(Full name and function) duly authorised to commit the tendering entity and its proposed
subcontractor
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Appendix 3 to AO/1-7849/14/NL/MV

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ANNEX 1 TO COVER LETTER:

Form A: Declarations on Key Acceptance Factors

ITT Reference: AO/1-7849/14/NL/MV - ESA interaction with academia on advanced

research topics Ariadna call for ideas

By submitting this Form A as Annex to the cover letter of the tender reference [insert reference of
your tender], I/we the undersigned herewith officially declare that the present tender fulfils the
Key Acceptance Factors as listed hereunder:

Mandatory baseline KAF: Please tick

all the boxes
to confirm
that you
meet the
requirement
s

The tenderer and any subcontractor(s) satisfy/ies the qualification

requirements established under Part 1 A Eligibility requirements
paragraphs b) to i) of the Agencys General Conditions of Tender (GCT)
(see Part 2 B1).

The tenderer confirms, on his behalf and on behalf of its subcontractors, to

be compliant with the requirements listed in the Certification of Free
Competition (see Part 2 B3 of the GCT).

The tenderer confirms, on his behalf and on behalf of its subcontractors, to

be compliant with the requirements listed in the Certification of non-
benefit (see Part 2 H of the GCT)

The tenderer confirms, on his behalf and on behalf of its subcontractors,

the acceptance of the conditions listed in the Non commitment by the
Agency (see Part 2 B11 of the GCT)

The tender cover letter and the tender contain a binding price.

The tender cover letter and the tender contain a price type compliant with
the one requested in the ITT
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The tender cover letter contains a confirmation that the validity period is 4
months from the date of tender submission with implicit extensions.

The tender contains a technical description.

The tender cover letter and its Annex 2 (Forms A and B) are signed by
authorised representative(s) of the Tenderer.

It is understood that :

- failure to provide this Form A, as an Annex to the tenders cover letter, fully completed and
signed, will result in the tenders non admissibility for evaluation;
- if the analysis of the full tender reveals that the offer is not in line with any of the declarations
given in the present Form, the tender will be excluded from further evaluation.

Name:

Current position in the Tenderers organisation :

Signature:

Date:
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Form B: Declarations on Compliances

ITT Reference: AO/1-7849/14/NL/MV - ESA interaction with academia on advanced

research topics Ariadna call for ideas

By submitting the present Form B as Annex to the cover letter of the tender reference [insert
reference of your tender ..]

I/we the undersigned herewith officially declare that the tender is compliant with the following
requirements as listed hereunder:

Indicate : Compliant or Partially

Compliant or Non-Compliant

(in the last 2 cases give reference of the

cover letter specific section containing
detailed information on the matter and
relevant cross references to the
applicable parts of the offer)

The information provided to ESA for

registration as potential supplier (individually
for all entities involved in the tender) has been
updated in the last 12 months;

With regard to the technical requirements of

the ITT, the tender is:

With regard to the managerial requirements of

the ITT, the tender is:

With regard to the financial requirements of

the ITT, the tender is:

With regard to the contract conditions of the

ITT, the tender is:

With regard to the IPR requirements (see

section 8 of the proposal template and Article 6
of the draft contract), the tender is:

With regard to the Export/Import

requirements (see section 9 of the proposal
template), the tender is:
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With regard to the Agencys Right of Audit

(GCT Part 2 B7), the tender is:

It is understood that :

-The absence of a Form B, as an Annex to the tenders cover letter, fully completed and signed, or
any compliance statement or justification for partial compliance referred to in the present Form
that would be contradicted by the detailed content of the tender may result in the subsequent
elimination of the tender from the evaluation process.

Name:

Current position in the Tenderers organisation :

Signature:

Date:
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Appendix 3 to AO/1-7849/14/NL/MV

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DETAILED PROPOSAL

1. ABSTRACT

Briefly summarise (max. 250 words) of the technical and scientific contents of the proposal, and
a list of keywords.

2. TECHNICAL AND SCIENTIC CONTENTS

This section should be the bulk of the proposal. It should include the scientific rational, study
objectives, description of intended research work, and discussion on what results can be expected,
in the opinion of the proposers. This section should demonstrate understanding of the topic and
include identification of the particular problems that will need to be addressed. It should not
exceed 15 pages in length, including diagrams and figures.

3. MANAGEMENT PART

3.1 Proposed team and CVs

Insert the Curriculum Vitae of principal study team members (refer to section 6.3 of the
Statement of Work for the team composition). Curriculum Vitae should not exceed 5

pages per study team member, including lists of relevant publications.

Senior Research fellow CV

Name:

Date of Birth:

Nationality:

Academic Degrees:

Career summary relevant to study proposal:

Background experience relevant to study proposal:

Publication list relevant to study proposal:

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Post graduate student / Research Fellow CV

Name:

Date of Birth:

Nationality:

Academic Degrees:

Career summary relevant to study proposal:

Background experience relevant to study proposal:

Publication list relevant to study proposal:

Other researchers that may contribute to the study should be identified in the section Additional
team members. Their full Curriculum Vitae details are not required but may be requested.
However, details of the way in which they contribute to the study should be noted, as well as the
amount of work they are expected to contribute to the study.

Additional team members (if applicable)

Name Role in the study % contribution to

the whole study

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3.2 LIST OF DELIVERABLE ITEMS

[State your acceptance to deliver all required items as per Section 3 of the Statement of
Work]

4. FINANCIAL PART

4.1 PRICE QUOTATION FOR THE CONTEMPLATED CONTRACT

[Enter here the total amount quoted as a Firm Fixed Price (FFP), in Euro, delivery duty
paid, exclusive of import duties and value added taxes in ESA Member States, etc, in
pursuance of the pricing conditions fixed in the Draft Contract included in the ITT]

[Remarks concerning Quotations free of taxes and custom duties:

Prices shall be quoted free of any Value Added Taxes (VAT) and import duties in the
Agencys Member States. In this connection you shall pay attention to the provisions stated
in Article 3 of the draft contract (Appendix 2 to the ITT). In case you consider that you
and/or your subcontractor(s) will remain subject to payment of taxes or custom duties, you
shall indicate separately the applicable rates, the corresponding estimated amounts, and the
reason why exemption from such taxes or duties cannot be obtained.]

4.2 Travel and subsistence plan

The breakdown of the approximate expected travel expenses per person and trip to ESTEC -
including air or train fare(s), accommodation and subsistence- and the total required
amount should be provided in this last section of the proposal. The allowance will be limited
to a maximum of 1000 EUR per study team member and study meeting. In the case of
multi-university teams, the travel budget may include travel to the KO meeting for
representatives from sub-contractor universities, as long as the total travel budget does not
exceed 2000 per meeting. All costs shall be expressed in EURO.

Small Study (fill out if you are applying for a small study)

2 person travel and subsistence expenses for Negotiation Meeting at ESTEC

Estimated cost Brief description

in Euro
(e.g. Return fare with Plane Paris-
Stockholm, Stockholm Paris or Hotel 1
days or subsistence 1.5 days)

Transport (train, car, plane XX XX

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etc.)

Accommodation XX XX

Subsistence XX XX

Total cost of Small Study XX

Standard/Extended Study (fill out if you are applying for a Standard/Extended study)

2 person travel and subsistence expenses for Negotiation Meeting at

ESTEC

Estimated cost Brief description

in Euro
(e.g. Return fare with Plane Paris-
Stockholm, Stockholm Paris or
Hotel 1 days or subsistence 1.5
days)

Transport (train, car, plane

etc.)

Accommodation

Subsistence

2 person travel and subsistence expenses for final presentation at ESTEC

Estimated cost Brief description

in Euro
(e.g. Return fare with Plane Paris-
Stockholm, Stockholm Paris or
Hotel 1 days or subsistence 1.5
days)

Transport (train, car, plane

etc.)

Accommodation
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Subsistence

Total cost for

Standard/Extended
study

(add costs for both

meetings)

5 CONTRACT CONDITIONS PART

5.1 BACKGROUND INTELLECTUAL PROPERTY RIGHTS

[If you intend to use for this activity, own or third party intellectual property rights (IPR),
you have to identify them with their IPR status at the time planned for the execution of the
proposed activity and to specify with the name of the owner, that you are entitled to get the
appropriate licence within your price quotation for the contract, for their access and use for
the performance of this contract and in accordance with the draft contract conditions.]

[END DETAILED PROPOSAL]