Enclosure 1 Invitation to tender Helicopter Services in Greenland 2015 - 2019 GEUS J.no. 044-01007 ID: 2015-135608

EU-tender Helicopter services in Greenland related to GEUS fieldwork 2015-2019 Invitation to tender

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Enclosure 1 Invitation to tender Helicopter Services in Greenland 2015 - 2019 GEUS J.no. 044-01007 ID: 2015-135608

Table of contents 1. Introduction 2. General information 2.1. Contracting authority 2.2. Type of tender 2.3. Framework agreements 2.4. Tender timetable 2.5. Cancellation 3. Tender documents 4. The services 4.1. Description of the services 4.2. Areas of performance 4.3. Time of delivery 4.4. Options 4.5. Subcontractors 5. Tender requirements 5.1. Personal situation of economic operators 5.1. Economic and financial ability 5.1. Technical capacity 6. Preparation of tenders 6.1. Languages accepted 6.2. Binding period of tenders 6.3. Prices 6.4. Quality parameters 6.5. Expenses to the preparation of bids 6.6. Formal requirements to the bid (check list) 6.7. Reservations 7. Deadlines 7.1. Deadline for supplementary information/questions 7.2. Deadline for receipt of tenders 7.3. Tender submission 8. Opening of tenders 9. Tender evaluation 9.1. Award criteria 9.2. Evaluation of tenders

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Enclosure 1 Invitation to tender Helicopter Services in Greenland 2015 - 2019 GEUS J.no. 044-01007 ID: 2015-135608

1. Introduction

The Geological Survey of Denmark and Greenland (GEUS) is an advisory research institution under the Danish Ministry of Energy, Ulilities and Climate. Further, GEUS is a partner in Geocenter Denmark and associated to EuroGeoSurveys. A large part of GEUS's work, which is conducted in collaboration with national and international partner organizations, provides knowledge and data to some of today's most challenging issues including clean water, raw materials, energy and climate change. This also applies to Greenland, where GEUS every year carries out fieldwork during spring and summer, making use of both ad hoc and full charter helicopters. GEUS mainly makes use of single-engine helicopters and work often takes place in unmapped areas. On occasion, GEUS also organizes geological field trips for both professionals and VIP visitors (such as ministers). GEUS expects a continued strong commitment in Greenland for the years to come, a commitment that implicates the use of helicopter services in all parts of Greenland. Over a period of five years (2010-2014) the need for helicopter assistance for GEUS operations has varied from 157 to 336 hours with an average of 247 hours per year including both full charter and ad hoc operations (see paragraph 4). GEUS expects a similar level of fieldwork for the years to come. To ensure the supply of helicopter services for such field activities GEUS wishes to enter two types of framework agreements, one for ad hoc and one for full charter helicopter services, with one or more experienced service providers that can provide GEUS with helicopter services in Greenland for a four-year period. Reliability of supply of helicopter services and security are both aspects of paramount importance to GEUS when working in Greenland. Whether the work involves ad hoc or full charter helicopter services reliability of the agreed service is essential at all points of operation. Likewise, GEUS puts a strong emphasis on the security of our employees for whom the helicopter is their lifeline in a harsh terrain and climate. Thus GEUS expects tenderers to give a clear description of how they plan to manage technical breakdowns (remediation plan). Positive evaluation will be given to service providers who offer competent responses to these aspects. A contract notice regarding Helicopter services in Greenland related to GEUS fieldwork 2015-2019 has been published in the Supplement to the Official Journal of the European Community and the TED database, reference no. ID: 2015135608. Date of dispatch of the notice to simap.eu.int: Sunday 11th of October 2015. The tender documents and details regarding this tender can be downloaded at www.geus.dk/geus-general/announcements/nyheder-uk.htm Requirements to areas of expertise/experience, equipment, ground services and communication procedures as well as price models applied are described in Enclosure 3, Technical and Operational Specification. A form to put forward tenderers answers to the requirements is given in Enclosure 4: Specification of Performance. Service providers are invited to submit tenders. Bids can be made for both types of services, ad hoc services or full charter services, in one or more areas of performance (A–F). The table below shows an example of a service provider capable of offering both types of helicopter services in one area (area B). AREA A B C D E F

Service Provider: Company C Ad hoc services Full charter operations X

X

The present document sets forth the conditions for participating in the tender.

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Enclosure 1 Invitation to tender Helicopter Services in Greenland 2015 - 2019 GEUS J.no. 044-01007 ID: 2015-135608

2. General information 2.1

Contracting authority

Geological Survey of Denmark and Greenland (GEUS) Øster Voldgade 10 DK-1350 Copenhagen K, Denmark Telephone: Telefax:

+45 38 14 20 00 +45 38 14 20 50

Contact point: Marianne Vestergaard Telephone: Email:

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+45 31 10 30 38 [email protected]

Type of tender

This tender is carried through as an open tender process according to the rules regarding public procurement of the public sector Directive 2004/18/EU.

2.3

Framework agreements

Two types of framework agreements, one for ad hoc and one for full charter operations, to be entered with the tenderer or tenderers winning this tender are included as Enclosure 6 and 7. The purpose of each framework agreement is to establish the terms governing the services under which specific purchases can be made throughout the term of the agreement. The services will be specified in due time each year. The final agreements will be based on the two framework agreements with appendices. The proposed framework agreement can include up to a maximum of 24 contractors, cf. contract notice, clause II.1.4). For the purpose of ensuring the supply of helicopter services in all parts of the country, Greenland has been divided into six areas of operation, see Enclosure 3, Technical and Operational Specifications, section 1.3.1 + map. Within each of these areas, bids are welcome for full charter operations as well as for ad hoc services. Moreover, within each operational area it is the intention that both a principal supplier of services, whom will serve as the default supplier, and a secondary supplier of services, whom may serve in case the principal supplier is unable, are nominated. Hence, a maximum of 24 suppliers of service are possible, but the actual number is expected to be significantly less. Thus, a single supplier may act as principal supplier in multiple or all areas for both full charter and ad hoc helicopter services. A framework agreement will be awarded to the economically most advantageous tenders to service providers for both types of services in each area A–F (specified in Enclosure 3), with priority given to the tenderer who achieve the best possible result, and second priority to number two in the competition. The matrix below shows a completely arbitrary example of the distribution of service providers who have won one or more framework agreements as the supplier of 1st and/or 2nd priority.

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Enclosure 1 Invitation to tender Helicopter Services in Greenland 2015 - 2019 GEUS J.no. 044-01007 ID: 2015-135608

AREA A B C D E F

2.4

Ad hoc services Service provider Service provider 1st priority 2nd priority Company A Company B Company C Company B Company B Company D Company E Company B Company A Company B Company B -

Full charter services Service provider Service provider 1st priority 2nd priority Company B Company A Company B Company C Company B Company B Company A Company B Company B Company F

Tender timetable

Below find the expected timetable of the tender up until the signing of the agreements. Invitation to tender, cf. dispatch on www.SIMAP.europa.eu and www.geus.dk/geuspage-uk.htm Additional questions and/or requests for supplementary information from tenderers GEUS’ answers to questions and forwarding of supplementary information Receipt of tenders Standstill period (10 days) Signing of framework agreements Effect of Framework Agreements

2.5

Sunday 11th of October 2015 Thursday 12th of November 12:00 UTC+1 Thursday 19th of November 12:00 UTC+1 Wednesday 25th of November 12:00 UTC+1 Week 51 Week 51

Cancellation

GEUS reserves the right to cancel the tender.

3.

Tender documents

Tenders must be based on requirements and specifications in the present tender documents, which are: Contract Notice: Helicopter Services in Greenland related to GEUS fieldwork 2015 - 2019 Enclosure 1: Invitation to Tender (this document) Enclosure 2: Mandatory Information_TEMPLATES Enclosure 3: Technical and Operational Specifications Enclosure 4: Specification of Performance Enclosure 5: Order Form: Specifications of Operation 20 Enclosure 6: Framework Agreement Ad Hoc Helicopter Services with appendices Enclosure 7: Framework Agreement Full Charter Helicopter Services with appendices

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Enclosure 1 Invitation to tender Helicopter Services in Greenland 2015 - 2019 GEUS J.no. 044-01007 ID: 2015-135608

4. The services Helicopter services to support geological fieldwork in different areas of Greenland, sometimes in poorly mapped areas. GEUS fieldwork operations in Greenland are related to specific scientific projects, and needs for helicopter services can vary depending on the tasks to be completed. However, as funding is decided and granted from year to year, it is not possible to guarantee an exact number of helicopter hours until the beginning of the year in question. Ad hoc services can be requested at day’s notice; GEUS must receive written confirmation of the agreed services (by email or by sms). As for the full charter operations, their specifications and the number of guaranteed helicopter hours, the precise number of operations will be announced by GEUS to service providers every year before the beginning of the field season, see more details in Enclosure 3, Technical and Operational Specifications, paragraph 1.1. An outline of GEUS’ use of helicopter hours in Greenland from 2010-2014 is shown in the table below. Year 2014 2013 2012 2011 2010 Total Average per year

*Estimated hours

Guaranteed hours Full charter 100 80 155 140 215 690 138t

Additional hours Full charter 42 40 90 103 69 344 68t 50min.

Ad hoc hours

Total amount of hours

52* 37 37 25 52* 203 40t 45min.

194 157 282 268 336 1237 247t 25min.

4.1 Description of the services GEUS fieldwork operations may involve a number of different tasks, such as mobilization and moving of field-teams and field camps with numerous take-offs and landings from unprepared sites in the field. Helicopter services may also involve sling-operations on land or to/from ship (e.g. fuel barrels) including the use of long-line. Further, helicopter services may include flights for geological reconnaissance, geological sampling, grid sample flying, photogrammetric flying, etc. sometimes with numerous brief ground-stops for sample collection, et cetera. Some GEUS fieldwork operations require the helicopter’s landing on ice. Full charter operations as well as ad hoc services will be required. A detailed description of the types of operations, technical specifications and operational requirements of the services are found in Enclosure 3, Technical and Operational Specifications.

4.2 Areas of perfomance Helicopter services to support geological fieldwork can take place in all parts of Greenland. The precise area(s), their coordinates, the geographical extension of the operations, as well as the periods and the duration of the services in specific GEUS projects will be informed by GEUS to Service provider(s) every year. For practical purposes Greenland has been divided into six geographical zones (A–F), see Enclosure 3, Technical and Operational Specifications, paragraph 1.3 + map.

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Enclosure 1 Invitation to tender Helicopter Services in Greenland 2015 - 2019 GEUS J.no. 044-01007 ID: 2015-135608

4.3 Time of delivery Helicopter services are requested every year primarily during the months from May to September, but may also be required in other periods of the year.

4.4 Options GEUS may require the option to extend the term of the framework agreements, cf. contract notice, clause II.2.2).

4.5 Subcontractors If necessary, the service provider(s) winning this tender and offered the framework agreement(s) in one or more areas will be entitled to use subcontractors in order to carry out the services as required by GEUS. All use of subcontractor(s) is service provider’s full responsibility. The use of subcontractor(s) must not in any way change the conditions or the prices for GEUS’ use of the services, cf. contract notice, paragraph III.1.3 and III.2.1).

5. Tender requirements The following requirements list the conditions for participation in the tender. To facilitate the tendering process, GEUS has prepared a template package, Enclosure 2: Mandatory Information_TEMPLATES, containing the minimum requirements as listed below. Furthermore, responses to the technical and operational requirements, as described in Enclosure 3, should be given by using Enclosure 4, Specification of Performance. 5.1.1. Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers, cf. contract notice, paragraph III.2.1, no. 1–3) The following templates MUST be used: TEMPLATE 1 General information (regarding the applicant) TEMPLATE 2 Solemn declaration concerning outstanding debts to the public sector TEMPLATE 3 Solemn declaration concerning the public procurement directive, article 45, sections 1 and 2 If the request for prequalification is submitted by a consortium or another type of consolidation of companies, the information shall be stated for each individual company, cf. contract notice, paragraph III.1.3) and VI.3). The following templates MUST be used: TEMPLATE 7 Statement of support (if applicable) TEMPLATE 8 Declaration concerning consortium formation (if applicable) 5.1.2. Economic and financial ability, cf. contract notice, paragraph III.2.2, no. 4–5). The following templates MUST be used: TEMPLATE 4 Key figures TEMPLATE 4a Net turnover relating to deliveries similar to this public procedure, cf. contract notice, clause II.1.5) TEMPLATE 5 Insurance 5.1.3. Technical capacity, cf. contract notice, paragraph III.2.3, no. 6). The following template MUST be used: TEMPLATE 6 References

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Enclosure 1 Invitation to tender Helicopter Services in Greenland 2015 - 2019 GEUS J.no. 044-01007 ID: 2015-135608

6. Preparation of tenders 6.1 Languages accepted Tenders shall be submitted in English or in Danish.

6.2 Binding period of tenders Tenderers shall be bound by tenders for a period of 2 months, cf. paragraph IV.3.7 in the Contract Notice.

6.3 Prices Tenderer shall use the format shown in Enclosure 4, paragraph 1.2 and described in Enclosure 3, Technical and Operational Specifications, paragraph 1.2 to give price quotations for ad hoc and/or full charter for the helicopter services in one or more of the areas A–F. Tenders not complying with this format will be rejected. Tenders must be given in DKK. The tender must include all costs payable to service provider by GEUS. No cost, fee, expenditure or the like will be chargeable to GEUS unless specified. All compulsory fees for the use of airports/heliports must be listed in the tender; to be invoiced to GEUS without any surcharges. All prices will be regulated over the years according to the terms specified in the framework agreements, § 11.

6.4 Quality parameters The quality parameters, that will be part of the evaluation, consist of tenderer’s information regarding Qualifications of company staff, Remediation plan in the case of a major helicopter breakdown and Lines of communication documented in the templates 9, 10 and 11, see paragraph 9.2 below.

6.5 Expenses to the preparation of bids Participation in the tender is at the tenderer’s own risk and expense. GEUS accepts no liability whatsoever arising from participation in this tender.

6.6 Formal requirements to the bid (check list) In order for tenderer to make sure that all mandatory information and documentation is included in the tender, it is recommended to make use of the check list below. 1. 2.

Tender letter complying with the format given in Enclosure 4, Specification of Perfomance Personal situation of economic operators, cf. 5.1.1. above TEMPLATE 1 General information (regarding the applicant) TEMPLATE 2 Solemn declaration concerning outstanding debts to the public sector TEMPLATE 3 Solemn declaration concerning the public procurement directive, article 45, sections 1 and 2

TEMPLATE 7 Statement of support (if applicable)

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Enclosure 1 Invitation to tender Helicopter Services in Greenland 2015 - 2019 GEUS J.no. 044-01007 ID: 2015-135608

TEMPLATE 8 Declaration concerning consortium formation (if applicable) 3. Economic and financial ability, cf. 5.1.2. above TEMPLATE 4 Key figures TEMPLATE 4a Net turnover relating to deliveries similar to this public procedure TEMPLATE 5 Insurance 4. Technical capacity, cf. 5.1.3. above TEMPLATE 6 References 5. Quality parameters, cf. 9.2 below TEMPLATE 9 Qualifications of company staff TEMPLATE 10 Remediation plan in the case of a major helicopter breakdown TEMPLATE 11 Lines of communication

6.7 Reservations GEUS will decide to what extent any submitted reservations against the terms of agreement etc. can be accepted as general amendments to the tender documents. It is assumed that adjustments to the tender documents based on the questions and opinions of the tenderers will not be to such an extent that it implies a new tender announcement in the EU.

7. Deadlines 7.1 Deadline for supplementary information/questions Any additional questions, requests for supplementary information regarding the tender documents, and any reservations against the terms of agreement shall be addressed by e-mail to the Geological Survey of Denmark and Greenland (GEUS), e-mail address: [email protected], marked “Helicopter Services in Greenland 2015 – 2019”, ID 2015135608, GEUS J. no. 044-01007” and received by GEUS prior to 12.00 hrs UTC+1 on Thursday 12th of November 2015. GEUS will answer the requests/questions in writing no later than Thursday 19th of November 2015 GEUS. Requests/questions and answers will be published at www.geus.dk/geuspage-uk and forwarded to all known tenderers in an anonymous form together with any necessary clarifications or amendments to the Tender Documents caused by the requests/questions. Within the same time limit, GEUS will decide to what extent any submitted reservations against the terms of agreement etc. can be accepted as general amendments to the tender documents.

7.2 Deadline for receipt of tenders The tender shall be sent by registered mail or courier in a sealed envelope and shall be received by the Geological Survey of Denmark and Greenland prior to 12.00 hrs UTC+1 on Wednesday the 25th of November 2015. Tenders received later than the above-mentioned deadline will be rejected and returned unopened.

7.3 Tender submission Tenders shall be marked: “Confidential – Helicopter Services in Greenland 2015-2019", ID: 2015-135608, GEUS J. no. 044-01007” and addressed to:

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Enclosure 1 Invitation to tender Helicopter Services in Greenland 2015 - 2019 GEUS J.no. 044-01007 ID: 2015-135608

Geological Survey of Denmark and Greenland (GEUS) Øster Voldgade 10 DK-1350 Copenhagen K, Denmark Attn.: Marianne Vestergaard Tenders shall be submitted in two hardcopy versions: 1 original and 1 copy. The language shall be English or Danish. Attention is drawn to the fact that mail might be opened in the administration of GEUS, if the envelope is not marked as stated above. Tenders submitted by telex, fax or e-mail will not be accepted.

8. Opening of tenders Tenders will be opened in private immediately after deadline.

9. Tender evaluation 9.1 Award criteria The framework agreements will, subject to GEUS' evaluation and decision, be awarded to the economically most advantageous tender taking into account the criteria listed in the tender documents in terms of experience and expertise, prior performance, equipment, organization, price and proven capacity, availability of necessary equipment including remediation plan, and experience of service provider.

9.2 Evaluation of tenders Tenders must comply with the minimum tender requirements as specified in paragraph 5 in order to be considered. The following approach to the evaluation will be used with equal weight to quality parameters (50 %) and to the price parameter (50 %).

9.2.1 Evaluation of quality parameters Positive evaluation will be given to service providers who can document relevant qualifications with respect to the execution of tasks and operations as required in this tender, and propose competent responses with respect to reliable procedures in the event of a helicopter breakdown and clear lines of communication. The relative weights assigned to each of the three areas are shown in parenthesis.

9.2.1.1 Qualifications of company staff (40 %)

Tenderer must prove to possess relevant experience and expertise in order to carry out operations as requested, cf. Enclosure 3, paragraph 3.1. GEUS will attach importance to offers that document a highly qualified staff leaving no doubt that any issue arising before, during or after a helicopter operation will be taken care of in an expedient and professional manner, to be documented in TEMPLATE 9_Qualifications of company staff.

9.2.1.2 Remediation plan (40 %)

Tenderer must describe how they plan to remediate a major breakdown of any assigned helicopter, cf. Enclosure 3, paragraph 3.3. Fieldwork in Greenland is expensive and requires long, meticulous planning in order to spend the field

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Enclosure 1 Invitation to tender Helicopter Services in Greenland 2015 - 2019 GEUS J.no. 044-01007 ID: 2015-135608

season as efficiently as possible. Thus loss of time due to a helicopter breakdown – no matter how short – means loss of valuable time and money. Further, as GEUS field teams are often left alone camping in completely isolated remote areas, the helicopter represents their lifeline, which implies that a technical breakdown could become a matter of life and death. GEUS will attach importance to offers that describe a well organized and trustworthy plan of remediation, to be documented in TEMPLATE 10 Remediation plan in the case of a major helicopter breakdown.

9.2.1.3 Lines of communication (20 %)

Tenderer must describe their lines of communication, cf. Enclosure 3, paragraph 4. GEUS will attach importance to offers that describe a process where the lines of communication are presented in a logical manner and where the tenderer makes it probable that GEUS is able to get in touch with the pilot and/or the company officer on duty at any time during a GEUS field operation, to be documented in TEMPLATE 11 Lines of communication.

9.2.2 Evaluation of prices For ad hoc helicopter services (AHS) the price category “0–1 hour” will assume double weight relative the categories ”1–3 hours”, “3–20 hours” and “>50 hours”. The weighted price for 1 hour will be found for each area A–F. Please note that GEUS has not set any specific requirements to helicopters for AHS (except for requirements regulated by competent authorities, cf. Enclosure 3, paragraph 2), thus the cheapest price will obtain highest score, see example below. Example of price evaluation of AHS in Area B 0–1 hour 1–3 hours 3–20 hours >50 hours Average price/hour

Tenderer A 15.550 DKK 15.800 DKK 15.000 DKK 14.000 DKK 15.087 DKK

Tenderer B 12.900 DKK 12.900 DKK 12.500 DKK 12.200 DKK 12.625 DKK

Tenderer C 18.000 DKK 18.000 DKK 16.500 DKK 16.000 DKK 17.125 DKK

Weighted average price/hour

15.180 DKK

12.680 DKK

17.300 DKK

For full charter helicopter services (FCO) the evaluation of the price parameter takes into account the weighted average price of one helicopter hour; i.e. the average price per hour of the four price intervals of Level 1, with the “50– 75” hour interval counting double, cf. paragraph 3.2, Enclosure 3 Specification of Performance. To obtain an evaluation technical sum the mobilization cost to a specific area for each area A–F will be added to the weighted price for 1 hour X 100 and divided by 100, see example below. Example of price evaluation of FCO in Area B L1-prices 35–50 hours 50–75 hours 75–100 hours 100–150 hours Average price/hour

Tenderer A

Tenderer B

Tenderer C

17.000 DKK 15.000 DKK 14.500 DKK 14.000 DKK 15.125 DKK

15.500 DKK 14.500 DKK 13.800 DKK 12.900 DKK 14.175 DKK

14.000 DKK 13.000 DKK 12.800 DKK 12.500 DKK 13.075 DKK

Weighted average price/hour

15.100 DKK

14.240 DKK

13.060 DKK

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Enclosure 1 Invitation to tender Helicopter Services in Greenland 2015 - 2019 GEUS J.no. 044-01007 ID: 2015-135608

Mobilization area B

50.000 DKK

0

Average price/hour/100 h. incl. mob.

15.600 DKK

14.250 DKK

DKK

225.000 DKK 15.310 DKK

Example of the calculation of an evaluation technical sum in full charter operations for tenderer A Weighted average price/hour: 15.100 DKK X 100 hours + mob. 50.000 DKK 100 hours

= 15.600 DKK

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