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Services - 584388-2020

04/12/2020    S237

Finland-Helsinki: Experimental development services

2020/S 237-584388

Contract notice

Services

Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: Forum Virium Helsinki Ltd
National registration number: 2170029-2
Postal address: Unioninkatu 24
Town: Helsinki
NUTS code: FI1B1 Helsinki-Uusimaa
Postal code: 00130
Country: Finland
Contact person: Kaisa Sibelius
E-mail: kaisa.sibelius@forumvirium.fi
Telephone: +358 405701317
Internet address(es):
Main address: www.ai4cities.eu
Address of the buyer profile: www.ai4cities.eu
I.1)Name and addresses
Official name: Gemeente Amsterdam
Postal address: Amstel 1
Town: Amsterdam
NUTS code: NL329 Groot-Amsterdam
Postal code: 1011
Country: Netherlands
Contact person: Anja Reimann
E-mail: a.reimann@amsterdam.nl
Internet address(es):
Main address: https://www.amsterdam.nl/en/
Address of the buyer profile: www.ai4cities.eu
I.1)Name and addresses
Official name: Cap Digital
Postal address: 14 RUe Alexandre Parodi
Town: Paris
NUTS code: FR101 Paris
Postal code: 75010
Country: France
Contact person: Margot De Caminel
E-mail: margot.decaminel@capdigital.com
Internet address(es):
Main address: www.capdigital.com
Address of the buyer profile: www.ai4cities.eu
I.1)Name and addresses
Official name: Kopenhavnes Kommune
Postal address: Ottiliavej 1
Town: Copenhagen
NUTS code: DK011 Byen København
Postal code: 2500
Country: Denmark
Contact person: Tina Hjollund
E-mail: tinahj@kk.dk
Internet address(es):
Main address: https://cphsolutionslab.dk/en
Address of the buyer profile: www.ai4cities.eu
I.1)Name and addresses
Official name: Tallinn Linn
Postal address: Vabuduse Valjak 7
Town: Tallinn
NUTS code: EE001 Põhja-Eesti
Postal code: 15199
Country: Estonia
Contact person: Mart Brauer
E-mail: mart.brauer@tallinlv.ee
Internet address(es):
Main address: https://www.tallinn.ee/
Address of the buyer profile: www.ai4cities.eu
I.1)Name and addresses
Official name: Stavanger kommune
Postal address: Olav Kyrresgate 23
Town: Stavanger
NUTS code: NO043 Rogaland
Postal code: 4068
Country: Norway
Contact person: Nils Henrik Haaland
E-mail: nils.henrik.haaland@stavanger.kommune.no
Internet address(es):
Main address: https://www.stavanger.kommune.no/en/
Address of the buyer profile: www.ai4cities.eu
I.2)Information about joint procurement
The contract involves joint procurement
In the case of joint procurement involving different countries, state applicable national procurement law:

This pre-commercial procurement is carried out by Forum Virium Helsinki who was appointed as lead procurer in the name and on behalf the group listed in I.1. The applicable national law is Finnish.

The contract is awarded by a central purchasing body
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://ai4cities.eu
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://forumvirium.fi/en/ai4cities-tender-submission-form/
I.4)Type of the contracting authority
Regional or local authority
I.5)Main activity
Other activity: Public digital innovation within smart cities domains

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

AI4Cities — AI Accelerating Cities Transition to Carbon Neutrality

Reference number: 871914
II.1.2)Main CPV code
73120000 Experimental development services - RC03 - RC06 - FG16 - IA27 - IA36 - JA02 - JA03 - JA14 - JA17 - JA21 - KA01 - MA12 - MA09 - MA11
II.1.3)Type of contract
Services
II.1.4)Short description:

AI4Cities is a pre-commercial procurement (PCP) to buy R&D services to support cities' transition to carbon neutrality, by applying the use of AI and related technologies to reduce the Cities GHG emissions.

The commonly identified procurement need shared by all procurers in the buyers group is for solutions that support cities transition to carbon neutrality via AI and related enabling digital technologies.

Based on this, two domains linked to the cities’ strategies and carbon-positive goals have been identified, which are mobility and energy. They will form the two lots of the Pre-Commercial Procurement action, referred to as lots:

Lot 1: Smart Mobility, and

Lot 2: Smart Energy.

II.1.5)Estimated total value
Value excluding VAT: 4 666 630.00 EUR
II.1.6)Information about lots
This contract is divided into lots: yes
Tenders may be submitted for one lot only
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

Lot 1: Mobility

Lot 2: Energy

Each lot include three sub-challenges (plus a wild card) that the suppliers can try to solve with their solution.

The purpose of the sub-challenges is to describe and give examples of the cities’ current needs. It is not expected that a solution would cover every issue mentioned under a sub-challenge.

A tender can be submitted only in one lot.

II.2)Description
II.2.1)Title:

Smart Mobility

Lot No: 1
II.2.2)Additional CPV code(s)
73120000 Experimental development services
II.2.3)Place of performance
NUTS code: FI1B1 Helsinki-Uusimaa
NUTS code: FR101 Paris
NUTS code: EE001 Põhja-Eesti
NUTS code: DK011 Byen København
NUTS code: NL329 Groot-Amsterdam
NUTS code: NO043 Rogaland
Main site or place of performance:

Performance of the R&D mainly in Europe. Testing of prototypes developed will be tested in Helsinki, Tallinn, Amsterdam, Copenhagen, Ile-de-France (Paris Region) and Stavanger.

II.2.4)Description of the procurement:

The Europe-wide challenge-based pre-commercial procurement (PCP) focuses on radical innovation and is meant for services, tools or products that are not yet on or close to the market that support the buyers group transition to carbon neutrality via AI and related enabling digital technologies. Two key domains linked to the cities’ strategies and emission goals have been selected to be sub-challenges of the PCP actions, which are:

Lot 1: Mobility, and

Lot 2: Energy with sub-challenges.

The lots are executed parallel and identically.

The Request for tenders (RfT) will be launched at the beginning of December 2020. Each selected supplier will be awarded a framework agreement that covers three R&D phases. A total procurement budget of EUR 4 666 630 is allocated to this PCP to be distributed among the 3 phases.

The PCP execution stage consists of 3 phases, as follows:

1) Phase 1 (solution design) will focus on the feasibility of the proposed solutions. It aims to verify their conceptual, technological, organisational, regulatory, safety and budgetary feasibility. The expected output from participating companies is a report and presentation. There will also be a description of the results of their feasibility studies and their conclusions to the continuation of the development activities in Phase 2.

Phase 1 foresees the awarding of 20 contracts for each lot. Phase 1 lasts 3 months.

2) Phase 2 (prototyping) consists of a first prototype development and will last 4 months. It will focus on a strong collaboration between the buyers group and the suppliers. Phase 2 foresees the awarding of 10 contracts per lot.

3) In Phase 3 (piloting) a limited number of suppliers from Phase 2 will be selected for the testing of prototypes in real-life pilots. It is intended to verify and compare the full feature set and performance of each solution, in operational conditions and provide meaningful feedback for the suppliers to their prototype’s continuous development. Phase 3 foresees the awarding of 3 contracts per lot. The piloting phase has a duration of 6 months and the solutions will be tested at least in two of the buyers group cities.

The number of suppliers reduces with each phase and the same time funding per supplier will increase within each phase.

Lot 1: Smart mobility includes three sub-challenges (plus a wild card) that the suppliers can try to solve with their solution.

Within these sub-challenges, cities describe and give examples of their cities’ current needs. It is not expected that a solution would cover every issue mentioned under a sub-challenge. However, if a solution solves only one of the issues listed, it may not be enough for the solution to advance to the later phases of the PCP.

Thus, it is encouraged that a tenderer tries to address several problem areas mentioned under one or multiple sub-challenges. If the solution can be used to solve problems in both challenges (Mobility and Energy) it can also be considered as an advantage. However, a solution/tender can only apply to one lot, i.e. the tender must clearly identify for which lot it is applying, and that solution cannot be included in another parallel tender submitted to the remainder lot.

One tenderer can submit multiple tenders, as long as the solutions are different, but can be selected only once.

A company can be a partner in several consortiums, if the other consortiums accept it too. A company can apply only once as a lead tenderer only.

Lot 1: Mobility Challenge

Sub-challenges:

1) Mobility-as-a-Service (MaaS);

2) Traffic flow optimization;

3) Optimization of logistics;

4) Wild card.

Sub-challenges are presented in details in https://ai4cities.eu/challenges/mobility and the tender document 1 (https://ai4cities.eu).

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 4 666 622.00 EUR
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Start: 02/12/2020
End: 31/12/2022
This contract is subject to renewal: no
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: yes
Identification of the project:

AI4Cities — AI accelerating cities transition to carbon neutrality Grant agreement No 871914.

II.2.14)Additional information

Phase 1 (Solution design): May-July 2021, expected min. of 20 suppliers - max. EUR 40 000/supplier.

Phase 2 (Prototyping): September-December 2021, expected min. of 10 suppliers - max. EUR 80 000/supplier.

Phase 3 (Piloting): February-July 2022, expected min. of 3 suppliers - EUR 244 437/supplier.

The tender documents will be available on https://ai4cities.eu from 1 December 2020.

II.2)Description
II.2.1)Title:

Lot 2: Smart Energy

Lot No: 2
II.2.2)Additional CPV code(s)
73120000 Experimental development services
II.2.3)Place of performance
NUTS code: DK011 Byen København
NUTS code: EE001 Põhja-Eesti
NUTS code: FI1B1 Helsinki-Uusimaa
NUTS code: FR101 Paris
NUTS code: NL329 Groot-Amsterdam
NUTS code: NO043 Rogaland
Main site or place of performance:

Performance of the R&D mainly in Europe. Testing of prototypes developed will be tested in Helsinki, Tallinn, Amsterdam, Copenhagen, Ile-de-France (Paris Region) and Stavanger.

II.2.4)Description of the procurement:

The Europe-wide challenge-based pre-commercial procurement (PCP) focuses on radical innovation and is meant for services, tools or products that are not yet on or close to the market that support the buyers group transition to carbon neutrality via AI and related enabling digital technologies. Two key domains linked to the cities’ strategies and emission goals have been selected to be sub-challenges of the PCP actions, which are

Lot 1: Mobility, and

Lot 2: Energy with sub-challenges.

The lots are executed parallel and identically.

One tenderer can submit multiple tenders, as long as the solutions are different, but can be selected only once.

A company can be a partner in several consortiums, if the other consortiums accept it too. A company can apply only once as a lead tenderer only.

The request for tenders (RfT) will be launched at the beginning of December 2020. Each selected supplier will be awarded a framework agreement that covers three R&D phases. This PCP to be distributed among the 3 phases.

The number of suppliers reduces with each phase and the same time funding per supplier will increase within each phase.

Lot 2: Energy Challenge,

Lot 2: Smart Energy includes three sub-challenges (plus a wild card) that the suppliers can try to solve with their solution.

Within these sub-challenges, Cities describe and give examples of their cities’ current needs. It is not expected that a solution would cover every issue mentioned under a sub-challenge. However, if a solution solves only one of the issues listed, it may not be enough for the solution to advance to the later phases of the PCP.

If the solution can be used to solve problems in both challenges (Mobility and Energy) it can also be considered as an advantage. However, a solution/tender can only apply to one lot, i.e. the tender must clearly identify for which lot it is applying, and that solution cannot be included in another parallel tender submitted to the remainder lot.

Energy production (including heating and electricity) is responsible for around 50 %-70 % of CO2 emissions in many European cities. We see three main strategies for reducing CO2 emissions in the field of energy:

1) Flexible energy usage limiting peak loads;

2) Reducing energy consumption through more efficient use of energy (in buildings, industry, by citizens etc.); and

3) Meeting the energy needs with renewable energy sources.

Sub-challenges

1) Flexible energy consumption

If cities are to make use of renewable energies, energy consumption patterns need to shift to accommodate for the fluctuations as well as flatten the peak loads during the day. This supports the wider grid in using renewable energy when it is abundant and reduces consumption when electricity (or heat) is produced using fossil fuels. Solutions to reduce investments in electrical infrastructure and to better use fluctuating energy production can both promote green energy transition and save energy costs.

2) Energy efficiency

The idea of energy efficiency is to make better use of energy without decreasing quality of life by prioritizing essential energy needs and reducing amounts in order to satisfy current needs. Solutions to improve energy efficiency in building portfolios and similar large energy consuming assets can lower the overall energy consumption and reduce the usage of peak power plants that produce CO2.

3) Development of renewable energy

It is important to also develop and integrate renewable energy sources into the grid in order to gradually replace fossil fuels.

4) Wild card

The cities have also reserved a possibility for the suppliers to independently propose a solution for an energy challenge that we have not defined. In their bid, the supplier must outline the specific sub-challenge that they have identified and the proposed solution. The solution must still satisfy the general criteria: CO2 and other GHG emissions reduction and the use of AI technologies.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 4 666 622.00 EUR
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Start: 02/12/2020
End: 31/12/2022
This contract is subject to renewal: no
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: yes
Identification of the project:

AI4Cities — AI accelerating Cities transition to carbon neutrality Grant agreement No 871914.

II.2.14)Additional information

Phase 1 (Solution Design): May-July 2021, expected min. of 20 suppliers - max. EUR 40 000/supplier.

Phase 2 (Prototyping): September-December 2021, expected min. of 10 suppliers - max. EUR 80 000/supplier.

Phase 3 (Piloting): February-July 2022, expected min. of 3 suppliers - EUR 244 437/supplier.

The tender documents will be available on https://ai4cities.eu from 1 December 2020.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:

The process to award the framework agreements and the specific contracts is based on four main categories:

The exclusion criteria: evaluate the individual situation of a tenderer;

The selection criteria: determine whether a tenderer has the financial, technical and professional capacity necessary to carry out and perform the work;

The complience criteria: evaluate if the submitted tender is compliance with the principles of PCP, public financing, place of performance, research integrity and security;

The award criteria: award contracts to the best ranked tenders.

The final award will be made based on the most economically advantageous tender (MEAT), based on the best quality price ratio.

III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:

The tenders will be excluded if they do not meet the following requirements relating to the place of performance of the contract:

— At least 50 % of the total value of activities covered by the framework agreement and by each specific contract for each PCP phases will be performed in the EU Member States or H2020 associated countries. The principal R&D staff working on the PCP will be located in the EU Member States or H2020 associated countries.

III.2.3)Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 10
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
Notice number in the OJ S: 2020/S 036-085093
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 28/02/2021
Local time: 18:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
English
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 28/06/2021
IV.2.7)Conditions for opening of tenders
Date: 01/03/2021
Local time: 10:00
Place:

Helsinki, Finland.

Information about authorised persons and opening procedure:

Tender submission takes plases electronically. The tenders will be opened on 1 March 2022 at 9.00 CET. Tenderers cannot be present. For opening, the lead procurer will appoint an administrative evaluation committee composed of two representatives of Forum Virium Helsinki. An internal report is complied of this opening session, stating the number of offers received and their complements.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:
VI.4)Procedures for review
VI.4.1)Review body
Official name: Forum Virium Helsinki
Postal address: Unioninkatu 24
Town: Helsinki
Postal code: 00130
Country: Finland
Internet address: www.forumvirium.fi
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

Decisions taken with regard to the selection of Suppliers, awarding them with Phases 1, 2 or 3 or excluding them from the AI4Cities PCP Procedure can be challenged by means of an administrative remedy within a period of 5 days upon the formal notification of the decision.

A decision dismissing the appeal could be challenged before the District Court of Helsinki.

Any dispute or claim arising out of or in connection with the execution of the framework agreement or of the phases contracts entered into between the buyers group and the supplier shall be heard by the District Court of Helsinki.

VI.5)Date of dispatch of this notice:
01/12/2020