Bidding Instructions IFR Dear Sir/Madam,

Transcription

1 Dear Sir/Madam, The NATO Support and Procurement Agency has a requirement for the provision of four Deployable "Intelligence, Surveillance, Target Acquisition, and Reconnaissance" (ISTAR) Shelters and Generators. You are invited to submit a proposal to provide to NSPA the services listed in this Request for Proposal (RFP). A firm fixed price is required as a result of the Request for Proposal (RFP). The proposal shall be based on delivery DDP, Portugal (INCOTERMS 2010), as per Appendix B Price Proposal, Statement of Work (SOW) and Draft Purchase Order Terms and Conditions. Table of contents 1. TAX EXEMPTION CONSIDERATION OF ALL INFORMATION BIDDER'S RESPONSIBILITY BALANCING OF PRODUCTION GEOGRAPHICAL LIMITATIONS EVALUATION CRITERIA BIDDER s ALTERNATIVE PROPOSAL(S) AUTHORISED SIGNATURE VALIDITY BIDDERS PRICES, CURRENCY AND PAYMENT CONDITION OF MATERIEL QUALITY ASSURANCE LATE OFFERS NO NSPA COMMITMENT PRE-AWARD SURVEY INSTRUCTIONS FOR PROPOSAL FORWARDING INFORMATION ON BIDDING BID OPENING NSPO PROCUREMENT REGULATIONS / NSPA OPERATING INSTRUCTION PUBLICATION OF CONTRACT AWARDS Oct-18 Page 1 of 14

2 1. TAX EXEMPTION All prices and rates quoted shall be exclusive of any taxes and duties from which NSPA is exempt pursuant to the provisions of the Ottawa Agreement of 20 September 1951 and the Agreement between NAMSA and the Government of Luxembourg, dated 19 June 1968, entitled 'Agreement regarding exemption from taxes, duties and rates granted to NAMSO (NATO Maintenance and Supply Organization) by the Luxembourg Authorities. 2. CONSIDERATION OF ALL INFORMATION Your proposal must be prepared after careful consideration of all information provided in this RFP. In order for your proposal to receive an accurate evaluation it must conform to the terms of this RFP. Non-conforming or incomplete proposals may be refused consideration for award of a contract. All blank spaces in the attached exhibit: PROPOSAL FORM AND INSTRUCTIONS / GUIDANCE FOR PREPARATION OF PROPOSALS must be completed and the exhibit returned before the bid closing date. 3. BIDDER'S RESPONSIBILITY a) With the submission of his proposal the Bidder guarantees that he is in possession of all the necessary intellectual property rights in force in the countries where the items will be manufactured and / or services will be performed, under the resulting contract and in other countries where the intellectual property rights are in force. It is the sole responsibility of the Bidder to obtain any licenses necessary for the performance of this contract and for making any other arrangements required to protect NSPA from any liability for intellectual property rights infringement in said countries. The Bidder will at his expense hold NSPA harmless and fully indemnify NSPA against all damages, costs, charges, expenses and the like arising from or incurred by any reason of any infringement or alleged infringement of intellectual property rights in consequence of the provision of the service and / or materiel. b) Former NSPA staff - Any Bidder who proposes to employ former NSPA staff member(s) in the performance of this prospective contract shall specifically identify the individual(s) and the position for which they will be hired. If NSPA determines that the former NSPA staff members will be employed in supporting a requirement for which they were personally and substantially involved while a NSPA employee, the Bidder s proposal may be removed from further consideration for award. Failure to disclose such employment shall result in the immediate removal of the bidder s proposal from further consideration for award. This restriction shall be in effect for a period of two years after the former NSPA employee concludes their employment with the Agency, unless authorized in writing by the NSPA General Manager or his authorized representative. c) You will be solely responsible for the performance of the purchase order resulting from this RFP. The fact that NSPA allows to subcontract or to call upon a third party for the performance of any part of the purchase order does not relieve you of your responsibility. d) The NSPA e-portal provides all updated information to the bidding process such as changes to the offer closing date or other relevant information. The Bidders are advised that it is a Bidder s responsibility to regularly access NSPA e-portal to check for potential clarification, which may be published under the document 00_Questions & Answers.pdf. 18-Oct-18 Page 2 of 14

3 e) Timelines - Last date to complain against unduly restrictive wording: 03 November 2018, 23:59 hrs (Lux. Time). - RFP Questions due: not later than 12 November 2018, 23:59 hrs (Lux. time). - Bid Closing Date: 19 November 2018, 23:59 hrs (Lux. time). - Public Bid Opening: 26 November 2018, 23:59 hrs (Lux. time). - Offer validity Date: 20 May BALANCING OF PRODUCTION For contracts amounting to EUR 80,000.- or more, or equivalent in another currency, NSPA takes into account a balanced production policy. Under this policy, when offers from firms of different participating NSPO member states are otherwise similar, contract award is made to that Bidder whose country, at time of award, is poorly placed in terms of balance, provided that his offer does not exceed the lowest offer by more than a certain percentage (10 % or 20 % depending on the relative position of the countries in terms of balancing) and he agrees to match such lowest offer. Relative positions of the countries in terms of production balancing are determined by using the ratio R ; value of the contracts placed by NSPA in a country compared with the value of sales made to the same country. The three categories in the NSPA scale of balancing are well-placed, less well-placed and poorly-placed, the latter category having the lowest ratio. 5. GEOGRAPHICAL LIMITATIONS Procurement shall be limited to firms or governmental services located within NSPO Member Nations. 6. EVALUATION CRITERIA The criteria which NSPA will employ in selecting the successful Bidder will be by order of importance: a. Responsiveness and compliance with the conditions of the RFP; b. Provision to NSPA of an acceptable complete TECHNICAL PROPOSAL that demonstrates the ability (including that of sub-contractors if relevant) to technically and timely carry out the work; c. Lowest acceptable total Firm Fixed Price for the workload including options, transportation, resulting from the final evaluation amount calculated as per Appendixes B and C. 7. BIDDER s ALTERNATIVE PROPOSAL(S) If you desire to submit an alternative proposal or to submit suggestions for the accomplishment of this work, you may do so in addition to the proposal submitted in response to this Request for Proposal. Proposals for alternative items shall be submitted with a complete description of the proposed items, and be accompanied with a certificate stating that the items offered are fully interchangeable with the requested items (same form, fit and function) or an explanation given on how they differ. If the only offer that you submit is an alternative, you take the risk to be declared technically non-compliant. Your alternative proposal will ONLY be considered if your proposal submitted in response to this Request for Proposal is the lowest technically compliant offer. 18-Oct-18 Page 3 of 14

4 8. AUTHORISED SIGNATURE Your proposal must be signed by an official authorized to bind your firm to a contract. If your proposal is submitted electronically the authorized signature should be scanned. Proposals submitted in response to this RFP are binding offers and, on acceptance by NSPA, constitutes a binding contract. 9. VALIDITY Your proposal shall be valid until the Offer Validity date indicated on the first page of this RFP. The proposal must be submitted in the English or French language. If not sent by fax or , the proposal must be submitted in duplicate. 10. BIDDERS PRICES, CURRENCY AND PAYMENT Prices may be quoted in the currency of any NSPO member state. However, all the prices must be quoted in the same currency and this currency will be reflected in the resulting contract and used for payments made thereunder. Comparison of the price quotations will be made in euro; the exchange rates to be used for the purposes of such price comparison will be the medians between buying and selling rates of the Brussels "Marché Réglementé" on the first banking day of the week of the bid closing date, as reported by the Banque et Caisse d'epargne de l'etat, Luxembourg. NSPA payment terms are 30 days net upon receipt of Contractor s invoices duly documented as contractually provided for. Discount for early payment shall be indicated in your proposal. NSPA payments will be made to the bank account provided by the Contractor at time of registration to the NSPA source file or to the bank account identified by the Contractor at time of contract award. NSPA will only accept to make payments on an account in a bank located in a NATO Nation. 11. CONDITION OF MATERIEL The condition of the materiel should be new of current production. 12. QUALITY ASSURANCE The Contractor is responsible for maintaining effective control of the quality of materiel and services In those cases where the Contractor is required to meet the requirement of an AQAP, the Contractor must provide a Certificate of Conformity (CoC). If not the manufacturer, the Contractor shall provide a copy of the CoC received from the original manufacturer. Information on NATO Quality Assurance Standards may be found at the following web site: LATE OFFERS Proposals received after the Offer Closing Date 23:59 hrs Luxembourg time indicated on the first page of this RFP shall, as far as a contract award is concerned, be rejected without consideration. However proposals posted prior to the Offer Closing Date (valid postal stamp) will be considered as long as they are received before an award is made. 18-Oct-18 Page 4 of 14

5 If only one offer is received and it is received after the closing date, NSPA reserves the right to consider such offer. 14. NO NSPA COMMITMENT This RFP is not a commitment that an award of contract will be made. NSPA reserves the right to reject any or all proposals. No payment for costs incurred prior to entering into a contract will be made by NSPA. NSPA reserves the right to award a contract for any or part of the services solicited with this RFP. 15. PRE-AWARD SURVEY If after the submission of a proposal you are considered for an award of a contract, NSPA reserves the right to make a determination concerning the responsibility, capability and financial stability of the prospective Contractor, which may include a preaward survey at the Contractor s premises. A pre-award survey is normally performed for higher value contracts. 16. INSTRUCTIONS FOR PROPOSAL FORWARDING The means of transmitting your proposal are left to your discretion, by post, by private mail service, by , by fax, or by a bid application using a secure protocol (https). Proposals submitted electronically ( or secure protocol) must conform to currently supported Microsoft-Office versions (preferably MS-Word, MS-Excel) or PDF. Your offer must be sent to the following address: procurement@nspa.nato.int and make reference to the RFP Collective Number IFR18063 and subject Deployable ISTAR Shelters & Generators. You offer must be divided in three different pdf. files consisting of: 1 st file: A Cover Letter 2 nd file: Part A - Technical Proposal 3 rd file: Part B - Commercial and Price Proposal Please be aware that the maximum capacity for incoming mail at NSPA is 10 MB. In case that your offer is larger it must be compressed to fit the 10 MB limit or sent in several parts. Secure protocol: Your offer can also be submitted using a secure protocol (https) into the NSPA system. For this purpose select the button Bid when you display the details of the RFP in the Internet and follow the instructions. A proposal that is received "incomplete" when the closing date deadline is reached, cannot be accepted. In case the proposal is mailed it has to be submitted to the following address and should mention: NATO SUPPORT AND PROCUREMENT AGENCY (NSPA) Procurement Division, Attn.: PP-A RFP Collective n : IFR18063 L-8302 CAPELLEN (Luxembourg) 18-Oct-18 Page 5 of 14

6 17. INFORMATION ON BIDDING a. Clarification and questions The Bidders must seek clarification on uncertainties in this Invitation for Bids as soon as possible. Any request for clarification shall be issued in writing ( preferred) and shall state the RFP collective number IFR18063, the document and paragraph concerned. Any changes and/or clarifications and revisions made to the RFP package shall be posted on the NSPA e-portal referencing the RFP Collective Number IFR A NSPA Procurement Official is the only authority that can provide binding instructions or clarification through written confirmation. Therefore, all queries related to this Invitation for Bids and its Appendixes, Annexes etc. are to be addressed to: NSPA: Attn: RFP Collective Number: Cc.: Procurement Division Iulia FRATILA IFR18063 iulia.fratila@nspa.nato.int PPBS@nspa.nato.int b. Unduly restrictive wording If your company believes that the wording of this Request for Proposal unduly restricts competition, a formal complaint may be submitted not more than 15 calendar days after the release of the RFP. The formal complaint must detail the specific areas in which it is believed that the requirements of this RFP unduly restrict competition and must request that NSPA suspend the procurement process. The Agency will evaluate the complaint and, within 14 calendar days of receipt respond by either (1) amending the RFP or (2) rejecting the complaint. The decision of the Agency in such cases shall be final. c. RFP outcome If your proposal did not result in an award, you will be informed as soon as the award decision has been made. Upon receipt of the notification, if the value of your proposal exceeds EUR 320,000.-, you may request additional general information from the NSPA Point of Contact indicated in this RFP, as to the reasons why your company failed to win the competition. Your company s name will remain in the NSPA Source File and will be considered for invitation for any future competitions in this field. 18. BID OPENING The Monday following the bid closing date of this RFP, NSPA will post on its portal, at the following link: the names of the companies who have submitted an offer within the bidding period of this RFP. 19. NSPO PROCUREMENT REGULATIONS / NSPA OPERATING INSTRUCTION The NSPO Procurement Regulations and the NSPA Operating Instruction are available on NSPA s website under 18-Oct-18 Page 6 of 14

7 If you do not wish to respond to this RFP, please notify this office and return all documentation received promptly or destroy it. 20. PUBLICATION OF CONTRACT AWARDS In accordance with the Procurement Operating Instruction, NSPA periodically publishes high value contracts (except classified ones), indicating the contractor s name and country, as well as the purpose, total amount and issue date of the contract. This information is to be found on the NSPA website under Enclosure Exhibit: Proposal Form and Instruction/Guidance for Preparation of Proposals 18-Oct-18 Page 7 of 14

8 EXHIBIT: PROPOSAL FORM AND INSTRUCTION / GUIDANCE FOR PREPARATION OF PROPOSALS NSPA has prepared this two-part proposal form (pages 7-14) for the purpose of providing a standard format by which the Bidders submit cost data and supporting information suitable for a detailed and accurate analysis and evaluation of their proposals. It is not essential that this said form be used by the Bidders, however the Bidders are requested to maintain the sequence and suitably index the proposal to enable rapid analysis by NSPA. This form must be completed and returned not later than the offer closing date. An electronic copy of this form can be provided upon request. Part A - TECHNICAL PROPOSAL / CAPABILITY AND QUALIFICATION FORM This part when duly completed and supplemented with any information as deemed appropriate, and accompanied by all the requested documents will constitute the Bidder s Technical Proposal and contain all non-pricing details. Part B - PRICE PROPOSAL This part, accompanied by Appendix B - Price Proposal (all Tabs) duly filled in both EXCEL format and signed PDF, when duly completed and supplemented with any information as deemed appropriate, will constitute the Bidder s Price Proposal. 18-Oct-18 Page 8 of 14

9 PART A - TECHNICAL PROPOSAL/CAPABILITY AND QUALIFICATION FORM The Bidder shall incorporate in its offer all aspects of the design activities, assuming all the tasks necessary to design, inspect, test, validate, approve and implement the final design, as well as transport and training. Bidder shall present the following data in accordance with the SOW references listed. Voluminous pre-printed brochures are not desired. 1. THE INFORMATION ON YOUR FIRM AND CAPABILITIES SHOULD BE SUBMITTED ALONG THE LINES OF THE FORMAT PROVIDED BELOW. Serial Title / Description 1. Records of Previous Similar Projects Bidder shall demonstrate its technical capability to perform the current project, by presenting a list of the main supplies carried out over the last 5 years of similar projects, namely related to deployable fully equipped containerized facilities to be used as office and equipped with similar CIS equipment and networks, generators, etc. At least 3 valid references shall be considered, where the Bidder is the main Contractor. SOW Ref The above technical capability shall be in documented form (table) and with references for follow-up, to listing the data showing that the contract is in line with the current technical specification: A - the number of reference in table, B - the name of the contract, C - the name of the organization for which the supply was carried out, D - current POC name (within the above organization), E - current POC address, (within the above organization), F - current POC telephone number, (within the above organization), G - current POC address, (within the above organization), H - certificate of execution, I - contract tender announcement reference, J - a brief explanation of the purpose of the contract K - Execution timeframe (months) L - Year of completion M Cost ( ) N - graphic/visual details Organization Chart Bidder to present an Organization Chart, indicating those individuals having primary responsibility for key project activities and the full delivery of this SOW. The Organization chart shall identify all major subcontractors and suppliers and their primary points of contact. Project Manager Bidder to present qualified Project Manager who will take responsibility for the project. This person shall be the main point of contact for all Technical matters between NSPA and the Contractor unless specifically agreed to by both parties. Project Manager shall have at least 5 years experience in Project Management. Experience record to show at least three examples of similar or greater projects n.a Oct-18 Page 9 of 14

10 4. Qualifications of Key Personnel Curriculum Vitae (CV's) of key personnel shall be provided, including: (i) Full name; (ii) Country of birth, citizenship and residence; (iii) Education & Accreditation; (iv) Current position; (v) relevant chambers or orders affiliation status; (vi) Proposed position on the project, including any special qualifications; (vii) Experience history; (viii) Security clearance (if any) and by whom granted. n.a 5. ISO 9001 Quality Certificates The Bidder shall be compliant with the requirements of ISO 9001 standards and ISO 9004 or equivalent, in the design and production of containers for transport and other special uses. Bidder to provide a valid copy of the certification granted from an accredited body. The certification scope shall include all processes contributing to quality of the present contract, namely in the design and production of containers for transport and other special uses AQAP 2110 Edition D Compliance Declaration The Bidder shall be in compliance with AQAP 2110 Edition D requirements and provide respective declaration Manufacture s welding certificate The Bidder shall have and provide an approval for welding in accordance with EN or comparable ISO regulations. ISO 3834 Quality Certificate The Bidder shall be certified to ISO Quality requirements for welding by fusion of metal materials, and provide respective certificate. Information Security Management System Certification Bidder to provide current certificate of accreditation of the information security management standard ISO/IEC Technical Solution description Bidder to provide first preliminary detailed description of the technical solution as per SOW requirements, covering the deliverables of the project. List of proposed equipment, including datasheets Bidder to identify equipment proposed and include objective demonstrations that all requirements are met and that its solutions can be considered equivalent; namely, manufacturer`s performance certificates of materials or detailed specifications (specifications datasheets) have to be provided with the offer for verification of compliance. Technical drawings of shelter layout Bidder to provide first preliminary detailed technical drawings of internal and external shelter layout as per SOW requirements. Technical drawings of generator Bidder to provide first preliminary detailed technical drawings of the generator and technical datasheets for all major components, as per SOW requirements. Demonstrate balanced and efficient electrical loading The Bidder to demonstration balance and efficient electric loading and generator adequacy as per SOW requirements. Emission Certificate for power generator Bidder to provide Emission Certificate for proposed power generator as per SOW requirements n.a Oct-18 Page 10 of 14

11 Technical drawings of trailer Bidder to provide first preliminary detailed technical drawings of the trailer as per SOW requirements. Technical drawing of workstation Bidder to provide first preliminary detailed technical drawings of the workstations as per SOW requirements Technical drawing of door platform Bidder to provide first preliminary detailed technical drawings of the trailer as per SOW requirements Technical drawing of portable stairs Bidder to provide first preliminary detailed technical drawings of the portable stairs as per SOW requirements Technical drawing of blackout Bidder to provide first preliminary detailed technical drawings of the blackout ante-chamber as per SOW requirements Technical drawing of self-levelling legs Bidder to provide first preliminary detailed technical drawings of the self-levelling legs as per SOW requirements Luminance study Bidder to provide first preliminary detailed luminance study showing how the light is distributed inside the shelters and working surfaces. Study shall consider the shade created by proposed furniture. SOW requirements apply. Corrosion protection scheme and treatment The Bidder shall provide details of the proposed corrosion protection scheme and treatment, including certificate by independent organisation that it meets the requirements defined in the SOW. Project Implementation Plan Bidder to provide Project Implementation Plan as per SOW requirements and shall include the Project Schedule and Work Breakdown Structure as per SOW requirements. Environmental Protection Declaration of Conformity The Bidder shall provide an ''Environment Protection Declaration of Conformity showing compliance to the requirements and applicable laws, is accordance with the SOW. Identify National Standards Bidder to provide list of standards that will apply to the proposed solution of each of the design elements Special Tools list Bidder to provide first preliminary list of Special Tools as defined in the SOW Recommended Spare Parts List initial 60-day Bidder to provide first preliminary Recommended Spare Parts list (RSPL) for the initial 60-day, as per SOW requirements. Recommended Spare Parts List 1-year Bidder to provide first preliminary Recommended Spare Parts list (RSPL) for 1-year, as per SOW requirements. Maintenance Service Network 2.25 Bidder to provide list of manufacture s maintenance service network in Portugal and abroad, with respective range of maintenance services applicable to each equipment. Integrated Logistic Support Plan Bidder to provide an Integrated Logistic Support (ILS) Plan covering the following areas as defined in the SOW: Supportability; In-Service Maintenance; Contractor Logistics Support; Special Tools; Spare Parts; Labelling Oct-18 Page 11 of 14

12 32 33 The ILS Plan shall clearly identify the preventive schedule maintenance, for the duration of warranty (minimum two years) and beyond. The preventive schedule maintenance shall define when specific maintenance or care is required depending on the environmental condition. For each anticipated preventive maintenance service, the Bidder shall identify and quantify the resources required in term of labour, material and transportation costs. The Bidder shall define in the MP how it plans to correct anomalies occurring during the warranty period. Bidder to provide first preliminary structural design calculations, as per SOW requirements Bidder to provide preliminary Quality Management System Plan, as per SOW requirements SUBCONTRACTS AND PERCENTAGE TO TOTAL PRICE PROPOSAL (NOT ORDERS FOR SUPPLIES) Provide names, addresses of sub-contractors and Quality Assurance standards with the reasons why subcontract(s) are necessary. Name Address % of total price proposal QA standards & Reasons for subcontracting Maximum sub-contracts expected: % (Bidder to complete) 3. PERCENTAGE OF HANDLING CHARGES FOR MATERIEL ORDERED IN OPTION: Contractual percentage expected: % (Bidder to complete) 18-Oct-18 Page 12 of 14

13 Part B - PRICE PROPOSAL Bid submitted in response to this RFP is binding offer and, on acceptance by NSPA, constitutes a binding contract. 1. LEGAL ENTITY The Contractor represents that he operates as [ ] an individual [ ] a non-profit organization [ ] a corporation incorporated in...(bidder to indicate Country). 2. PAYMENT TERMS AND DISCOUNT NSPA payment terms are 30 days net in accordance with the contract terms and conditions. If payment is made within.days: % is granted (Bidder to indicate). 3. PRICES: Please indicate your best firm-fixed prices (unit price and total price), DDP, Portugal (INCOTERMS 2010) as detailed for each item, in the attached Appendix B Price Proposal (Tabs 1, 2, 3 and 4). The Appendix B shall be read in corroboration with the documents entitled Appendix C Price Evaluation Formula and List of Services. Please consider "Item" and "Line" n as follows: 10 = 1, 20 = 2 etc. 4. PAYMENT TERMS Payment for services performed by the Contractor under the terms of this purchase order shall be made in (Bidder to specify currency) If payment is made within days: % is granted (Bidder to indicate) 5. PAYMENT BANK DETAILS The payments will be made to the account identified by the Bidder below: a. Full name and address of banker(s) b. Detailed bank account information as follows: for EU countries: IBAN code plus BIC for USA: bank account number(s) + ABA code (or SWIFT code) for Canada: bank account number(s) + bank code (5 digits) and branch code (3 digits) for any other country: bank account number(s) plus any country-specific codes, if applicable. (Bidder to complete) 18-Oct-18 Page 13 of 14

14 6. CONTRACT ADMINISTRATION The names of the officials designated by the Contractor to administer this contract are: Contractual matters: Company name: Address: Attn: Phone: Fax: Technical matters: Company name: Address: Attn: Phone: Fax: 7. VALIDITY: This price proposal, when associated with the TECHNICAL PROPOSAL, constitutes the Bidder s tender against this RFP and is valid until the specified offer validity date. NAME OF COMPANY: NAME OF REPRESENTATIVE: TITLE OF REPRESENTATIVE: DATE OF PROPOSAL: SIGNATURE: (Bidder to complete) 18-Oct-18 Page 14 of 14