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Sheet 1: Instructions
| INSTRUCTIONS FOR COMPLETING THE COMPANY PRICE BREAKDOWN FORM PSS A2 and EXHIBITS |
| Form PSS A2 is to be completed by the tenderer and each of his sub-contractors regardless of the type of price, under which the tender is submitted. Whenever a Company is proposed to participate under more than one sub-contract the company shall complete one form for every sub-contract proposed. |
| PURPOSE |
| This form has been designed to provide the Agency with the complete price as calculated by the tenderer and each individual sub-contract as well as the summary calculation of the overall total price of the tender. |
| GENERAL NOTES |
| (a) The Agency reserves the right to audit the tenderer’s data on which the price is calculated, in accordance with the provisions of the General Clauses and Conditions for ESA Contracts . |
| (b) When calculating the price, the identical rates, overheads, Internal Facilities cost etc. as stated on the PSS A1 form are to be used. |
| (c) Exhibit A to PSS A2 shall be completed for all cost contributors of items 3.1-4, 3.6-8, 3.10 and item 10 as applicable. |
| (d) Exhibit B to PSS A2 shall be completed for all cost contributors of item 3.9. This annex represents the Travel Plan. |
| (e) Where applicable, the exchange rate for conversion of National Currency to Euro shall be declared (X). |
| (f) Never mix rates and overheads of different Companies. Any aggregated total shall show the price detail of the responsible company and recall the price of its subcontractors in item 13. |
| (g) If the use of the ESA Costing Software (ECOS) is required by the ITT/RFQ, this form and its annexes shall be printed using ECOS. The ECOS Project File shall be included as Tender documentation. |
| (h) A central email address is available for clarifications regarding the PSS forms and their instructions - pss@esa.int |
| HEADER |
| RFQ/ITT No.: reference number of the issueing entity. |
| Proposal/Tender No.: reference number of the bidding entity |
| Type of Price: Price Type according to ESA GCC Annex II, i.e. FFP, FP+V, FUP, CP, CR-FF, CR-IF, CR-TM |
| Economic Condition: the reference period of the rates and cost validity. |
| National Currency (NC): The currency used in the Country of the bidder. |
| Exchange Rate (X): the value of the EURO currency expressed in NC. The bidder shall indicate in his Financial Proposal the source of the value used. |
| Project/Work Package(s): reference to the work package(s) to which the price applies. |
| INSTRUCTIONS |
| 1. Direct Labour Hours and Cost |
| The labour cost centres or categories applied for this tender shall be quoted in accordance with the tenderer’s normal accounting practice, taking due notice of the footnote to ANNEX 1, PART II Clause 3.1 to the General Clauses and Conditions for ESA Contracts. |
| The number of Full Time Equivalent - FTE (U) is calculated (U = W / V) from the total number of hours (W) with reference to the Average Sold Hours per ManYear (V) as proposed in this tender. |
| The 'Sold Hours per ManYear' is the Total Number of Worked Hours, over one year, excluding the hours spent on indirect activities, proposals preparation and company self-funded general research. It is requested to indicate the Average expected value. |
| Example: |
| 2. Internal Special Facilities Cost |
| Internal Special Facilities refers to the cost of using in-house specialised technical facilities and associated services (e.g. test facilities, measurement devices, numerical control machines etc) for which standard unit charging rates have been established. The type of unit of measure (i.e. day, hour, sqrm etc.) and number of units estimated shall be indicated for each of such facilities. |
| 3. Other Direct Cost |
| · The column “Base amounts in NC” shall show the purchase cost of the various items in National Currency. |
| · No cost item already covered in any of the overhead rates may be included, be that labour, facilities, G&A, R&D or other overhead. |
| · The column “OH%” shall show the overhead percentages |
| · The column “OH amounts in NC” shall quote the indirect cost resulting from the application of OH% on the Base Amount. |
| · The total “Base amount in NC” plus “OH amounts in NC” shall be shown in the main column “National Currency”. |
| · When free-of-charge items are part of the tasks, the corresponding value shall only be shown for the calculation of the indirect cost incurred by the bidder in handling such items. For example in 3.5b below. |
| 3.1 to 3.4 Materials |
| As appropriate, the various categories of materials are to be shown under the pre-printed headings, i.e. raw materials, mechanical parts, semi-finished products, electric and electronic components. Further breakdown is to be given in Exhibit A. |
| 3.5 HIREL Parts |
| For expenditures related to “High Reliability” (HIREL) parts (a.k.a. EEE Parts) used for space systems, the following special provisions shall apply: |
| a) If the HIREL parts are procured by the tenderer for his own part of the work, the usual overhead may be used. |
| b) If the HIREL parts are procured by a third party (i.e. Agent, Prime Contractor, ESA) the overheads shall be limited to those overhead activities which are carried out by the tenderer himself. |
| c) The overheads on HIREL parts shall only be applicable to the vendor price and shall not be applicable to any Agent charges. Overheads on Agents’ services, if applicable, shall be quoted separately under External Services or as a Cost Without Additional Charge. |
| Details of such procurements are given (if requested) in PSS-A40. |
| REMARK for 3.5b “HIREL parts procured by third party” |
| The value of the parts shall be mentioned in the column “Base amounts in NC” for calculation of the indirect purchase cost of column “OH amounts in NC” but shall not be part of the total other direct cost of blocks C and E. |
| 3.6 External Major Products |
| External Major Products are defined as fully manufactured items such as assemblies, devices, modules etc., which are normally produced for other customers by the tenderer or by another manufacturer and which are intended to be fitted readily, without major processing (machining, modifications, etc.), into the deliverable items, or constitute as such a deliverable item by itself. Participating companies supplying such items are not Work Package responsible. |
| 3.7 External Services |
| External Services are defined as services to be rendered by a third party, such as hire of facilities, computing/analysis services, manpower services including consultancies, foundries (ASICs, MMICs, etc), plating of parts, services for procurement of HIREL parts etc. Participating companies supplying such items are not Work Package responsible. |
| 3.8 Transport and Insurance |
| Cover the cost of transporting the deliverable items or their parts. |
| 3.9 Travel |
| Covers the direct cost for travel and subsistence. |
| The detailed calculation of this amount is to be provided in Exhibit B (Travel Plan). |
| 3.10 Miscellaneous |
| Covers any other direct cost elements not covered above. |
| 3. Total Other Direct Costs |
| C is the total of the Base amounts in NC + associated overheads, where relevant. |
| 4. Sub-Total Direct Cost (Self-explanatory) |
| 5. General and Administrative Expenses |
| If General and Administrative Overheads apply, such overheads shall be quoted with reference to the elements to which they apply. E.g. Subtotal A, or Subtotal D or any combination of elements in the defined lines for the PSSA2. It depends on how the general % was calculated i.e. the base for recovery of overhead. |
| Tenderers having more than one G&A overhead can expand the form by adding more lines in this section (e.g. 5a, 5b, 5c). |
| 6. Research and Development Expenses |
| The ESA contribution to the companies General Research and Development Expenses is limited in accordance with ANNEX I, PART III Clause 4.2y to the General Clauses and Conditions for ESA |
| The amount to which the percentage applies shall be mentioned in the column “Base in NC to which % applies” for the calculation of Research and Development expenses but shall not be part of block F. |
| 7. Other General Expenses |
| If general expenses other than General and Administrative expenses (item 5) or Research and Development expenses (item 6) have to be borne by the company for execution of the tasks, this line shall be used for the relevant quotation. |
| The bidder shall describe thoroughly and unambiguously the type of expense. |
| The amount to which the percentage applies shall be mentioned in the column “Base in NC to which % applies” for the calculation of other general expenses but shall not be part of block G. |
| Tenderers having more than one special overhead can expand the form by adding more lines in this section (e.g. 7a, 7b, 5c). |
| 8. Sub-Total Company Cost (Self-explanatory) |
| 9. Profit Fee |
| In the ESA context, the words “profit” or sometimes “profit fee” represents the estimated or actual positive margin between costs and price in a specific industrial proposal submitted to ESA or in a contract placed by ESA. |
| An indication of the maximum profit percentage is often included in the Special Conditions of Tender (sometimes in the Programme Declaration or its Implementing Instructions). The maximum allowable profit fee may depend on the type of price. |
| 10. Cost Without Additional Charge |
| When a company bears cost which is not quoted in the work package price or to which any overhead and profit is not applicable, the company shall quote the total amount in this line. Supporting information shall be supplied in Exhibit A of this form. |
| 11. A Financial Provision for escalation is a contingency to cover a foreseen inflation of prices. |
| A Financial Provision for escalation is applicable only |
| - in Firm Fixed Price contracts, and |
| - only if the evolution of the economic conditions in the period relevant to the execution of the work are estimated to lead to significant Price level differences. |
| Justification of any such provision is to be provided with all details, including the cost elements and their foreseen variations, in a separate annex. |
| 12. Total Company Price (Self-explanatory) |
| 13. Subcontractors Price (details to be stated on Exhibit A) |
| Any company responsible for one or more WP shall be treated as a Subcontractor as opposed to 3.6 or 3.7 above. |
| A sub-contract is a contract to be entered into by the tenderer with a third party for a clearly defined task related to the tenderer’s offer and which is sufficiently non-standard to require specifications/task descriptions to be generated specifically. It also excludes those elements which fall under a definition contained under Other Costs Elements. It is thus distinguished from a Purchase Order, which is placed on the basis of standard documents. A sub-contractor can himself place sub-contracts. He is a work package responsible. |
| 14. Any company contribution should be shown in the case of a proposal for a co-funding arrangement, or a simple reduction of the overall price. A positive value to be subtracted is to be indicated. |
| 15. Total Price for ESA (Self-explanatory) |
| EXHIBIT A |
| This annex is integral part of PSS-A2, and must be completed. |
| The direct costs included in PSS-A2 items 3.1, 3.2, 3.3, 3.4, 3.10 shall be described, breaking down the cost of different groups of goods. If good are supplied by the Company Warehouse, the value of the good as booked shall be indicated. |
| External Major Products (3.6) and External Services (3.7) entries shall describe the product or service and shall indicate the Supplier (name and Country), if known. Any procurement shall be listed separately. |
| The table shall not be modified for columns. Rows may be added. |
| Any direct cost summed in item 10 of the PSS-A2 shall be detailed. |
| Each of the subcontractors summed in item 13 of the PSS-A2 shall be listed. |
| Also in Exhibit A, the contractor can give details of any self-funding (whether or not included in item 14) and reference to the details for the calculation of any provision for escalation, which should be clearly shown as a separate document clause in the proposal. |
| EXHIBIT B |
| This annex is integral part of PSS-A2, and must be completed. |
| This annex is to be completed by listing for all Work Packages the travel plan that justifies the budgetary Travel and Subsistence cost as reported in PSS-A2 item 3.9. |
| All fields are mandatory. The table shall not be modified for columns. Rows may be added. |
| Each trip shall be associated to a specific Work Package (WP) and the purpose or event shall be declared. |
| For Departure and Destination indicate City (Country) |
| Travel Cost, per person (p.p.) per trip includes only transport cost (total 'return' combination of taxi/train/airplane/car). |
| With the column 'B / E' indicate whther the travel cost is calculated assuming Business (B) or Economy (E) class. |
| Subsistence Cost, per day (p.d.) per person includes, in accordance to the Company travel policy, the reimbursement or allowances covering hotel, meals, other expenses. |
| With the column 'A / R' indicate whether the subsistence cost is based on a Daily Allowance (A) or an estimate of Reimbursed Expenses (R). |
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