Responsible Contracts Officer: C - emits - ESA

Responsible Contracts Officer: H. Etienne (RES-PTS)
Telephone (31)-71-565-5412
Fax (31)-71-565-5773
Att : Helene.Etienne@esa.int
SUBJECT:
Call for Application- Expression of Interests
Sustainability and Space Activities, Industry and ESA: Improve
Sustainability of ESA Operations.
The European Space Agency (ESA) hereby invites you to submit an Application Dossier for
the above mentioned subject. The objective of this procedure is to select Companies with
experience in the field concerned and which will, following the outcome of the present call,
be invited to participate to a Restricted Invitation To Tender concerning the sustainability of
ESA’s operations (for more details about this Invitation To Tender, please refer to the
attached Preliminary Technical description).
Companies, who intend to submit an Application Dossier are requested to complete and
return the Acknowledgement of Receipt attached to the present letter to the Contracts Officer
mentioned above. Failure to comply with this may result in necessary subsequent information
not being received.
The present Call for Application is addressed to companies or organisations residing in States
having declared their participation to the General Study Programme (all ESA Member States
and Canada).
This activity has been selected for application of ESA policy in favour of non-Large-System
Integrators (LSI), in response to the specific request of ESA Council of 4 March 1997. The
objective of the measure is to favour an increased specialisation and competitiveness of
equipment suppliers.
Any questions relating to this Call for application should be addressed in writing to the
Contracts Officer mentioned above.

Call for application- Expression of Interest
page2/4
1. Requested background and experience of the Companies
ESA is looking for a European consortium, with demonstrated experience and skills in the
following domains:
- Quantitative assessment of environmental footprint of medium/large organizations.
- Strategic studies to support implementation of Corporate Sustainable Development
and understanding of best practices for eco-management within medium/large public
organizations.
- Good understanding of environmental regulations, such as "Eco-Management Audit
Scheme" (EMAS), ISO 14000 and possibly the new ISO 26000 norm on social
responsibility (www.iso.org/sr )
- Ability to build stakeholder networks to address sustainability issues, and develop
educational material to raise awareness within ESA about issues and actions related to
sustainable development.
- Including local (i.e. where centres are located) competences in the above mentioned
areas.
- Access to consultants with expertise in renewable energy to assess potential of
production at sites (and in particular solar energy) and national regulations relevant
for each center (in particular related to incentives for energy efficiency and distributed
energy production).
2. Content of the Application Dossier
The Application Dossier shall contain:
- A cover letter demonstrating the compliance with the requested profile of the
Companies and explaining the interests and the motivation of the company(ies)
composing the envisaged consortium as well as its ability to perform the activity;
- Company(ies) information or brochures, which the bidder may wish to append to
demonstrate its background and experience;
- A short presentation of a similar experience/project in the domains of expertise and a
preliminary proposal (max 5 pages) presenting the methodology, the standards (eg
ISO 14000; ISO 26000 etc… ) used to meet the objectives of the Statement of Work.
3. Submission of the Application Dossier
The Application Dossier (in pdf format) and all supporting documents shall be sent by
electronic mail to:
Att : Helene.Etienne@esa.int
CALL FOR APPLICATION – SUSTAINABILITY AND SPACE ACTIVITIES, INDUSTRY AND ESA:
IMPROVE SUSTAINABILITY OF ESA OPERATIONS.
not later than 3 rd September 2007 at 13.00 hours. Application Dossier arriving after the expiry
of the closing date will not be accepted for evaluation.

Call for application- Expression of Interest
page4/4
ACKNOWLEDGEMENT OF RECEIPT
REF:
CALL FOR APPLICATION – Sustainability and Space Activities, Industry and ESA:
Improve Sustainability of ESA Operations.
TO: For the attention of Ms Helene Etienne (RES-PTS) - Fax no. +31-71-565-5773,
Helene.Etienne@esa.int
We confirm that we have received the above-mentioned call for Application with all attachments and we state
the following (*):
0 We intend to submit an Application Dossier
0 We do not intend to submit an Application Dossier:
COMPANY NAME:
ESA BIDDER CODE, IF EXISTING**
ADDRESS:
E-MAIL ADDRESS:
TELEPHONE NO:
TELEFAX NO:
NAME AND FUNCTION OF PERSON TO CONTACT:
DATE
SIGNATURE
(*) Please delete or complete, as appropriate
(**) Any company not yet registered with the Agency’s Industrial Relations Division should access the
following URL to request registration as a Potential Bidder: http://www.esa.int/home-ind/
TO BE RETURNED 3 WEEKS BEFORE THE CLOSING DATE OF THE CALL FOR APPLICATION

Improve sustainability of ESA operations.
Preliminary Technical Description
Version 2.2 09/05/07
1. Introduction
According to a 1998 study, ESA spent more than 3.2 M€ on energy costs alone in a
year when the oil cost was 12 $ / barrel. Since then, cogeneration capacity was removed
at ESTEC, thereby further increasing energy costs. The total water bought that year was
roughly 160,000 m3 (more than 50 m3 per staff, the same study showed how water
costs had tripled from 1990 to 1998). An estimate by TQ3 shows that air travel on
missions produced over 500 tons of CO2 during the first 9 months of 2005.
Some of our Member States already mandate use of recycled materials from their
ministries and state agencies together with a number of other Corporate Social
Responsibility (CSR) related initiatives.
ESA’s centres, with the exception of HO, have sufficient area to become a net producer
of energy, using the approach best suited to the location (e.g. wind or cogeneration in
the Netherlands, solar in Spain and Italy). ESA is a promoter of technologies like solar
and fuel cells which are at the basis of the renewable energy drive, beside being through
Ariane one of the world’s leading users of hydrogen for transport; has major
programmes dealing with environmental issues and promotion of telecommunications,
and has therefore all to gain by showing willingness to address the problem at home
first.
The first step of this activity will be to produce a standard assessment of the current
impact of ESA operations on the environment along the lines of the Eco-Management
Audit Scheme (EMAS). This will serve as a reference to measure future improvements.
Also, an internal communication means will be set up to involve staff in suggesting
areas for improvement, and participating their implementation. No progress can be
made unless management and staff are committed to improve the Agency’s
sustainability. The contractor shall propose educational material and systems with
example of successful application in similar context (Europe-wide concern, with highskilled,
multicultural staff).
A more systematic approach would follow, partly on a centre-by-centre basis, to assess
European and local existing and expected legislation concerning environmental impact,
energy saving and CSR, and opportunities for efficiencies and synergies in resources
usage. This aspect of local analysis is very important and also requires adaptation not
only to each centre characteristics, but also careful consideration of the work already
performed toward environmental sustainability, which varies significantly from centre
to centre.
1 of 5

Clearly, the first steps will be to adopt all measures that can reduce waste of resources,
either by conscious effort and education, or by use of intelligent systems (e.g. automatic
dimmers, etc.). The next step will be to analyse the efficiency of the ESA buildings and
infrastructure and plan for their improvement, either as part of scheduled maintenance
or earlier if economically justified. Finally, use of renewable energy sources will be
assessed and the related cost/benefit analysis performed. It is expected that by acting
promptly the Agency could benefit from the current incentives in various member
states to install renewable energy sources, and that such means will constitute a visible
sign of the Agency’s commitment to the environment, possibly put the agency in a
position to be seen as an example, and make its own centres showcases for National,
local and European environmental policy.
The different measures to be adopted shall be presented as an action plan including
immediate, medium and long term implementation, for DG’s and, where necessary,
delegations’ decision. As a basic rule, the total sum of these measures should not
reduce current service performance nor increase yearly costs (with 2005-6 as a reference).
Savings over the next 5-10 years should be used to offset investments in the early phases.
It is expected that once an ESA-wide policy is defined on the basis of this activity,
further implementation will be part of the normal investment plan of the Agency, while
all actions leading to workforce awareness & participation should be self sustainable.
2. Objectives and Related Tasks
2.1 Complete status of ESA’s environmental footprint according to most recent
standards. Certification is not sought at this stage but should be “prepared” by this
activity. This footprint analysis should include as a minimum:
‣ Energy usage thermal, electric and production
‣ Water usage
‣ Waste products and recycling means
‣ CO 2 production (mainly from travel)
‣ % use of recycled materials/resources
‣ Corporate Social Responsibility approach in the local activities/aith the local
supplier (code of conduct/preference to companies engaged in reducing
environmental impact);
2 of 5

2.2 Perform an assessment of existing and upcoming environmental legislation at
European national and local level (for the listed ESA centres). This assessment has
two sub- objectives:
I. To map the upcoming legislative obligations at European, national and local level
and allow for proper planning for ESA centres to be compliant in good time.
Especially where a European law or regulation has not yet been adopted at
national level, or when a national legislation is likely to be adopted at European
level, this should be regarded as urgent for ESA (e.g.: – tbc – German ministries
use of recycled paper). ESA should not fall outside any existing law or negotiation
and if possible anticipate their application as a showcase high-tech European
entity.
II. To identify opportunities, especially critical if time is limited, to obtain state
support or fiscal benefits for environmentally related interventions (e.g. for
installation of PVs or thermal solar panels)
2.3In each of the areas analysed under 1. above identify improvements (i.e.
opportunities for reduction of the environmental footprint). This should be based as
much as possible on proven best practices which may serve as example.
The environmental impact considered must of course take into account the
specificity of each centre, the possible synergies between different actions and the
complete environmental impact of each suggested solution.
It is expected that one of the most effective means of reducing the environmental
impact of a company or agency is the workforce awareness and active engagement,
therefore the contract shall also propose best practices, tools and methods to
sensitise and engage the workforce in reducing the overall footprint. The ESA staff is
of various (17) European nationalities in each establishment. Examples and
suggestions should also be given to facilitate environmental attitude also in private
by the staff, taking advantage where applicable, of the measures being implemented
at centre level: providing clear & verified recycling of plastics, paper, batteries, etc. ;
encouraging car sharing, bycicle use, etc.; provide access to relevant information, etc.
2.4 Propose a way forward to reduce the environmental impact of the agency at short /
medium / long term.
Priority shall be given to all activities
(1) Having an immediate benefit with low investment
(2) Needed to meet new laws or regulations
(3) Benefiting from time limited subsidies
(4) Facilitated by already planned renovation work in each centre
3 of 5

2.5 Prepare a business plan for implementation outlining
• Schedule and cost of interventions
• Savings from reduced resources usage
• Targets to be achieved in footprint reduction and best examples at European ,
national and local level
• Possible fiscal support/benefits at national level, including facilited financing (e.g.
zero interest loans or similar mechanism)
• Examples of impact on public opinion of companies/agencies adapting such
approaches (incl. prizes, etc.)
• ESA staff may also be engaged in proposing areas where space technologies could
be showcased for improving the situation, both in the analysis phase (Earth
Observation) and in the implementation (e.g.: better videoconferencing through
satcom & consequent reduction of travel between centres)
The objective here is to prepare a convincing case for implementation by the ESA
workforce and stakeholders.
2. Deliverables
A Technical Note for each specific task, to be collated in a coherent Final Report.
An Executive Summary in the format specified in the contractual part.
A business plan for implementation;
Any tool to support information and cooperation among the workforce;
A Summary of interviews held with ESA staff at the different sites and educational
material developed to raise awareness about corporate social responsibility within ESA
All presentation material as necessary;
All of the above preferably in electronic form in MS Office standard
3. Schedule and Budget
The activity should be completed in 9 months from the KO date. It shall foresee a
progress meeting, preferably by videoconference or in one of the subject ESA centres at
the end of each major task, a mid-term review after completion of task 2.3, and a Final
Review in ESA HO, Paris.
For this activity, the Agency has earmarked a target budget not in excess of
300.000 EURO.
4 of 5

4. Industrial Measure
This Invitation To Tender is opened to Company(ies), which are categorized by
ESA as non-Large-System Integrators.
Therefore Large-System Integrators which are space infrastructure, launcher or
satellite; and in general space related large Companies are not authorised to bid, as
Prime Contractors 1 . Further detailed information can be obtained via written
request to the Contracts Officer.
5. Invitation To Tender release
The Restricted Invitation To Tender shall be released end-September 2007.
1 “Large System Integrators” (LSIs) are defined as enterprises having at the same
time:
- at least one ongoing prime contract for over €200m and concerning spacerelated
infrastructures, launchers or satellites; and
- in this area either an annual turnover of over €200m or an annual balance sheet
total of more than €200m, and being linked to another enterprise having in this
area either a consolidated annual turnover greater than €1bn or a consolidated
annual balance sheet total greater than €1bn.
5 of 5