RV Management consulting on the future operational organization of FAIR/GSI

Kurze Beschreibung

The aim of the tender is to award a contract to advise the joint management of FAIR and GSI on the future structure and operational organization of both companies. The consulting is intended to analyze the existing organizational structure, systematically show its strengths and weaknesses, identify potential for improvement and, based on these results, develop several realistic and well-founded options for a future business structure and organization.

Particular attention is paid to the specific requirements and special features of the two institutions, which affect FAIR as an international large-scale research infrastructure and GSI as a national Helmholtz Centre and operator of existing accelerator facilities. As a result, the Contractor, in close coordination with the management, prepares a reliable decision-making document (scenario paper) that supports management and shareholders in the planning, implementation and control of an efficient, transparent and sustainable operating structure and organization and serves as a basis for strategic decisions.

Beschreibung der Beschaffung

A consulting contract is tendered with the start of the contract for the award. The award of the contractual activity is put out to tender as a service.

The start of services takes place no later than 2 weeks after the award of the contract and ends with the final approval / acceptance of the concept. The service must be completed no later than 6 months after the contract has been awarded. The client estimates the expenditure at a maximum of 150 consultant days.

Due to the agile process involved in creating the desired concept, the contract can optionally be extended to include the service under Chapter 6. This option right is exclusively on the Client and will be notified to the Contractor at least 1 month before the end of the contract.

For more detailed information, see document "01 Specification"

Hauptstandort oder Erfüllungsort

The specification allows to conduct "Qualitative interviews with key people from relevant areas [...] in order to understand and analyse decision-making processes, responsibilities, communication channels and operational interfaces in detail" - these interviews can also be held with GSI personnel.

Beschreibung der Optionen

At the Client's request, the Contractor also supports the Client in the transformation and implementation phase. Possible services include the development of detailed organizational charts and implementation plans, including time planning, resource allocation and milestones, or support in the implementation of individual pilot projects or initiatives to test the new operating structure and organization.

For the additional service provision, the same consultants are effectively available as the main responsible persons for up to 240 days, regardless of how many consultants provide this service. There is no obligation to purchase the option in whole or in part for the client. The order is placed on demand, the scope is defined in the call-off itself.

Liste und kurze Beschreibung der Regeln und Kriterien

III. Description of reference projects (Mit dem Angebot; Mittels Eigenerklärung): - 3 project references with the following minimum and exclusion criteria must be mentioned on the form provided for this purpose.

- Project references are not older than 5 years:
a) at least 1 out of 3 references must be from a company with at least 1,000 employees and include the development of a new operating model.
b) at least 1 out of 3 references must be from an international research organization with a comparable scope of services - redesigning the operating model and management system during the transition from construction to operational phase.

The criteria for a) and b) may also be demonstrated within a single reference.

on the FAIR preprinted forms

Liste und kurze Beschreibung der Regeln und Kriterien

IV. Self-declaration of suitability pursuant to Sections 123, 124 GWB (Mit dem Angebot; Mittels Eigenerklärung): Self-declaration of possessing the knowledge pursuant to Sections 123, 124 GWB is incorrect and that the cases mentioned therein do not apply

on the FAIR preprinted form

Liste und kurze Beschreibung der Regeln und Kriterien

IX. Russia sanctions - Declaration on Regulation (EU) 833/2014 (Mit dem Angebot; Mittels Eigenerklärung): On 08.04.2022, the Council of the European Union adopted Regulation (EU) 2022/576 amending Regulation (EU) No 833/2014 concerning restrictive measures in view of Russia's actions destabilising the situation in Ukraine. This entered into force on 09.04.2022. As a regulation, it has direct legal effect in the member states and has a direct impact on the award of public contracts and concessions.

on the FAIR preprinted form

Liste und kurze Beschreibung der Regeln und Kriterien

V. Act Regulating a General Minimum Wage (Mindestlohngesetz - MiLoG) (Mit dem Angebot; Mittels Eigenerklärung): Declaration as per Section 19 (3) MiLoG

on the FAIR preprinted form

Liste und kurze Beschreibung der Regeln und Kriterien

VI. Proof of compulsory commercial/professional liability insurance (Mit dem Angebot; Mittels Eigenerklärung): Information about the insurance provider and the amount of coverage. The sum insured must be at least double the contract value.

on the FAIR preprinted form

Liste und kurze Beschreibung der Regeln und Kriterien

VII. Bidding consortium (Mit dem Angebot; Mittels Dritterklärung): only if applicable:
BGB company with joint and several liability with listing of all members and their authorised representatives incl. naming of an authorised representative who shall represent the consortium in a legally binding manner vis-à-vis the Contracting authority. The tender must be accompanied by a legally binding declaration signed by all joint members that the lead firm, as authorised representative, represents the joint members listed before the Contracting authority and is jointly and severally liable, having an effect on each member, for performing the service in accordance with the contract.

on the FAIR preprinted form

Liste und kurze Beschreibung der Regeln und Kriterien

Qualification profiles of the personnel designated for the provision of services (Mit dem Angebot; Mittels Eigenerklärung): according Point 6.4 of the consultants offered (max. 10 points) - based on at least 3 project references from the last 5 years

Relevant experience in the concept development and implementation of organiza-tional unit (OE) and personnel development (PE) consulting services, in particular in the services requested in the tender, is required.
Consultant profiles are expected to demonstrate the ability to confidently meet the complex and challenging conditions of FAIR/GSI. At best, the person carrying out the contract offers experience in the environment of science and large-scale research facilities (1 point), and the ability to work with diverse target groups (1 point). Ideal-ly, individual consultants have practical professional experience in the research sec-tor (+2 points), preferably in an accelerator environment (+1 point), and also leader-ship experience (+1 point).

It is particularly important that the profiles and qualifications match the required performance priorities. Particular attention is given to the service focus under points 3 and 4 in the performance description (4 points).
A curriculum vitae with corresponding proof of qualifications must be submitted for each person carrying out the assignment, including possible representatives.

References include: CV or evidence in any other form that shows the requirements mentioned

Liste und kurze Beschreibung der Regeln und Kriterien

XVI. Sub-contractor Declaration (Mit dem Angebot; Mittels Eigenerklärung): only if applicable:
Only to be completed if partial services are to be passed on to sub-contractors or if the applicant/bidder is using a sub-contractor to demonstrate suitability. In this case, this must be submitted with the request to participate/the offer. A declaration of availability (see Declaration of Availability form) from the sub-contractor must also be submitted with the request to participate/the offer in case of hired competence. In case of partial performance by the sub-contractor, the declaration will be requested before the award of the contract.

on the FAIR preprinted form

Liste und kurze Beschreibung der Regeln und Kriterien

XVII. Declaration of Availability - Sub-contractor Declaration (Mit dem Angebot; Mittels Eigenerklärung): only if applicable:
Only to be completed in parallel with the "Sub-contractor Declaration" and signed by the sub-contractor if partial services are to be passed on to sub-contractors (performance by sub-contractor) or if the applicant/bidder is using a sub-contractor to demonstrate suitability (hired competence - see Sub-contractor form). In the event that more than one sub-contractor is being used, several copies of this form should be filled out. One declaration of commitment should be submitted per sub-contractor.

on the FAIR preprinted form

Liste und kurze Beschreibung der Regeln und Kriterien

XVIII. Further bidder information - EU wide tendering procedures (so-called eForms) (Mit dem Angebot; Mittels Eigenerklärung): In the context of the introduction of new stipulations for EU-wide tendering procedures (so-called eForms), public clients have been required since 25 October 2023 to publish the contractor information listed in any contract notices (previously contract award notices).
Against this backdrop, must be provided for each bidder and each member of a bidding consortium the information listed on the relevant form with the proposal or the participation application in the case of a preliminary participation contest.

on the FAIR preprinted form

Liste und kurze Beschreibung der Regeln und Kriterien

Implementation Concept (Mit dem Angebot; Mittels Eigenerklärung): according Point 6.4 - concept for the implementation of the order (max. 10 points)
With the offer, the Bidder submits a meaningful concept. The concept should outline how the service to be provided will be implemented. Here, a didactic and methodo-logical concept should be submitted on a maximum of 5 pages, clearly demonstrat-ing how the service/concept will be carried out.
The focus should be on the following aspects:

o Presentation of the approach, attitude and orientation of the consultants (max. 3 points)
o Resource planning (time, assignment of consultants, efficiency) (max. 3 points)
o Presentation of the team (max. 4 points)
- The individuals responsible for executing the contract throughout its entire duration must be clearly identified. It should be made explicit which consult-ant is responsible for which tasks, with justification based on their profile and qualifications. This is the basis for evaluating the team composition.
- The respective CVs of all persons carrying out the contract with the re-quired reference evidence must also be submitted, along with any substitute personal involved in ongoing consulting processes.

Bidders are encouraged to address any additional points in their concept that they consider relevant.
When evaluating the concept, special attention is paid to its completeness and plau-sibility, as well as to the quality and conclusiveness of the explanations with regard to the service description

Rechtsform der Gruppe von Wirtschaftsteilnehmern, an die der Auftrag vergeben werden soll

BGB-Gesellschaft mit gesamtschuldnerischer Haftung mit Listung aller Mitglieder und deren bevollmächtigter Vertreter inkl. Nennung eines bevollmächtigten Vertreters, der die Arbeitsgemeinschaft gegenüber dem Auftraggeber rechtsverbindlich vertritt. Mit dem Angebot ist eine von allen Gemeinschaftsmitgliedern rechtsverbindlich unterschriebene Erklärung abzugeben, dass die federführende Firma als bevollmächtigter Vertreter die aufgeführten Gemeinschaftsmitglieder gegenüber dem Auftraggeber vertritt und mit Wirkung für jedes Mitglied für die vertragsgemäße Ausführung der Leistung als Gesamtschuldner haftet.

Bedingungen für die Vertragserfüllung

Supporting documents:
- Act Regulating a General Minimum Wage (Mindestlohngesetz - MiLoG) (To be submitted with the participation request by means of self-declaration): Declaration as per Section 19 (3) MiLoG - FAIR preprinted form

- Proofs for subcontractors (To be submitted with the participation request by means of self-declaration): "The name and address of each intended subcontractor must be given when submitting the tender.
Each subcontractor used must meet the same suitability criteria as the primary contractor. Suitable proof for each subcontractor must be submitted.
The subcontractor must also submit
- A declaration of availability (see Declaration of availability preprinted form) together with the request to participate/tender. - FAIR preprinted form"

- Participation - General declaration within the meaning of Section 126b (German Civil Code -BGB) (To be submitted with the participation request by means of self-declaration): General declaration of the person making the decl

#Bekanntmachungs-ID: CXS0YYEYTKW421XU#


Communication with Candidates takes place via the DTVP's tender platform. Questions must be sent to FAIR via DTVP and will are answered via DTVP. Questions posed orally or by telephone regarding the documents or the contractual object will not be answered; answers given orally or by telephone are not binding.


The only form of submission of participation applications accepted by Awarding Authority is in writing, electronically

Note: In Writing, Electronically

Participation applications shall be submitted electronically within the deadline via the German awarding platform DTVP.
URL: http://www.dtvp.de/Center/
The forms and other documents to be completed, provided by FAIR, may be
- either completed on the online tendering tool under the section "Documents to Be Completed" or
- created and compiled separately by Candidate together with the other components of the participation application or tender (concepts or explanations etc.), then uploaded under the heading "Own Documents".
However, Candidates should not fill in the forms online and upload them again separately, as this can result in transmission errors and increases the workload on both sides.
In order to comply with the text form (in writing) according to § 126b BGB [transl.: German Civil Code] when submitting participation applications, Candidates must provide the following information:
- In the case of natural persons, the full name (first name and surname) must be given (name of the declaring person in the participation application form).
- In the case of legal entities and commercial companies and corporations, the name of the company and its legal form must be stated. In addition, the full name of the employee who is submitting the participation application on behalf of the company (name of the declaring person in the participation application form) must be stated. The insertion of a company logo is not sufficient.
- In the case of Bidding Consortia, the declaring person according to § 126b BGB shall be the employee of the leading member who submits the participation application on behalf of the Bidding Consortium; besides, the form "Bidding Consortium Declaration" must be submitted.
It should be noted that in the case of electronic submission, the text form according to § 126b BGB is only observed if the participation applications are transmitted in encrypted form via the awarding platform (cf. information on eVergabe). Submitting the participation application via email is not sufficient.
In the case of incorrect/ incomplete information that violates the aforementioned formal requirements, participation applications will be excluded unless Candidate cannot be held responsible (§ 57 para. 1 nr. 1, para. 3 VgV).

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Wir weisen darauf hin, dass bei etwaigen parallelen Teilnahmeanträgen bzw. Angeboten von verbundenen Unternehmen auf die Einhaltung der Grundsätze des Geheimwettbewerbs zu achten ist; spätestens auf Nachfrage durch die Vergabestelle ist nachzuweisen, dass eine strikte Trennung in personeller, organisatorischer und struktureller Hinsicht bei der Erstellung der Teilnahmeantrags- und Angebotsunterlagen gewährleistet gewesen ist (vgl. z.B. OLG Düsseldorf, Beschluss vom 13.04.2011 VII-Verg 4/11; VK Münster, Beschluss vom 22.04.2015 - VK 1-12/15).
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Hinweis: Wird eines der geforderten Formblätter nicht form- bzw. fristgerecht eingereicht, kann dies zum Ausschluss des Angebotes führen.

Fehlende oder unvollständige Dokumente können durch die Vergabestelle nachgefordert werden; die Bewerber können sich aber nicht darauf verlassen, dass eine Nachforderung erfolgt.
Am Ende fehlende Nachweise führen zum Ausschluss.

Die einzureichenden Unterlagen werden automatisch an den dafür vorgesehenen Stellen bekanntgegeben.

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In compliance with the general principles of equal treatment and transparency, the Awarding Authority has determined the following award criteria:

Total Tender Offer : Performance Criteria (PC) = 50 : 50
____________________
In the context of the award criterion "total tender price", which is included in the evaluation at 50 %, the price quotations are taken into account as follows:
Price Project manager Unit price for day * 120 days
Price Consultants Unit of consultants * Unit price for day per consultant category * 120 days
Assessment price (Price Project manager + Price Consult-ants) / Number of all personnel designated for the provision of services
In order to submit a tender in terms of price, the offer form must be completed, the specifications of which are described in more detail in the form tender itself and in the service description.
Only the prices stated in the offer form are binding for the provision of services.
____________________
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Performance criteria (Weighting, Points, Score/max. score)
Qualification profiles 60 % 0 - 10 XX/600
Implementation concept 40 % 0 - 10 XX/400
Sum 100 % XX/1000
____________________
60% qualification profile of the consultants offered (max. 10 points) - based on at least 3 project references from the last 5 years.

Relevant experience in the concept development and implementation of organiza-tional unit (OE) and personnel development (PE) consulting services, in particular in the services requested in the tender, is required.
Consultant profiles are expected to demonstrate the ability to confidently meet the complex and challenging conditions of FAIR/GSI. At best, the person carrying out the contract offers experience in the environment of science and large-scale research facilities (1 point), and the ability to work with diverse target groups (1 point). Ideal-ly, individual consultants have practical professional experience in the research sec-tor (+2 points), preferably in an accelerator environment (+1 point), and also leader-ship experience (+1 point).

It is particularly important that the profiles and qualifications match the required performance priorities. Particular attention is given to the service focus under points 3 and 4 in the performance description (4 points).
A curriculum vitae with corresponding proof of qualifications must be submitted for each person carrying out the assignment, including possible representatives.

References include: CV or evidence in any other form that shows the requirements mentioned.
____________________
40% concept for the implementation of the order (max. 10 points)
With the offer, the Bidder submits a meaningful concept. The concept should outline how the service to be provided will be implemented. Here, a didactic and methodo-logical concept should be submitted on a maximum of 5 pages, clearly demonstrat-ing how the service/concept will be carried out.
The focus should be on the following aspects:

o Presentation of the approach, attitude and orientation of the consultants (max. 3 points)
o Resource planning (time, assignment of consultants, efficiency) (max. 3 points)
o Presentation of the team (max. 4 points)
- The individuals responsible for executing the contract throughout its entire duration must be clearly identified. It should be made explicit which consult-ant is responsible for which tasks, with justification based on their profile and qualifications. This is the basis for evaluating the team composition.
- The respective CVs of all persons carrying out the contract with the re-quired reference evidence must also be submitted, along with any substitute personal involved in ongoing consulting processes.

Bidders are encouraged to address any additional points in their concept that they consider relevant.
When evaluating the concept, special attention is paid to its completeness and plau-sibility, as well as to the quality and conclusiveness of the explanations with regard to the service description.

Genaue Informationen über Fristen für Überprüfungsverfahren

The competent investigating authority is as follows

Vergabekammer des Bundes
Villemombler Str. 76
D-53123 Bonn, Germany
Tel.: 0228 9499-0
Fax: 0228 9499-163
Email: vk@bundeskartellamt.bund.de
Web: http://www.bundeskartellamt.de/SharedDocs/Kontaktdaten/DE/Vergabekammern.html

The applicant is requested to clearly identify those parts of the request to participate (and any subsequent bid) containing company/business secrets. If this does not happen, the public procurement tribunal will assume consent to inspect the documents as required in the case of carrying out a review procedure (Section 165 (3) Act against Restraints of Competition (Competition Act - GWB)). As the awarding authority, FAIR is required to provide the public procurement tribunal with immediate access to the files when a review procedure is initiated (Section 163 (2) sentence 3 GWB).

Applicants/bidders have the right to demand that the Contracting authority comply with the provisions on the award procedure protecting bidders (Section 97 (6) GWB). Applicants/bidders with an interest in the public contract who believe their rights have been violated by non-compliance with the provisions governing the awarding of public contracts, must raise an objection about the violation to FAIR within ten calendar days (Section 160 (3) sentence 1 no. 1 GWB).

Violations known from the tender notice or tender documents must be claimed vis-a-vis FAIR before the time limit given for submission of applications (offers) (Section 160 (3) 1 No. 2 - 3 GWB).

If FAIR informs the applicant/bidder that it is unwilling to redress the objection, an application for review may then be filed with the public procurement tribunal above within 15 days of receipt of the notification (Section 160 (3) sentence 1 no. 4 GWB).

Bidders whose bids are not to be considered for the award of the contract will be notified before the awarding of the contract pursuant to Section 134 GWB. A contract may only be concluded 15 calendar days after FAIR has sent out this information. This period is ten calendar days when transmission is by fax or email. The period commences on the day following the dispatch of the information by FAIR. After this time period has expired, an award is possible even if a time limit pursuant to Section 160 (3) GWB has yet to expire. Therefore, in order to prevent an award, a request for review needs to have been served upon FAIR by the public procurement tribunal before the expiry of the time limit under Section 134 GWB.

Pursuant to Section 135 (1) and (2) GWB, the invalidity of an award can only be established if it has been asserted in the review procedure within 30 calendar days from the date on which there was notification on the conclusion of the agreement, though no later than six months after the agreement was concluded. If the Contracting authority published the tender notice in the Official Journal of the European Union, the time limit for claiming ineffectiveness shall expire 30 calendar days after the publication of the tender notice in the Official Journal of the European Union.