The NATO Support and Procurement Agency was appointed as Host Nation (HN) for the implementation of subject Project:

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1 Dear Sir/Madam, The NATO Support and Procurement Agency was appointed as Host Nation (HN) for the implementation of subject Project: - Procurement of CARGO VEHICLES, TRAILERS, camouflage, concealment & deception (CCD) Equipment and associated deliverables as listed in Annex A to the Statement of Work (SOW). You are invited to submit a proposal to provide to NSPA the services listed in this Invitation for Bids (IFB), ), based on delivery DDP NATO Signal Battalions (NSB) sub.- units Locations (Wesel, Germany, Grazzanise, Italy and Bydgoszcz, Poland (Incoterms 2010) and more specifically detailed in the statement of work (SOW) attached to the contract terms and conditions. A quotation, not included in the price evaluation (See below part 4), is required for the option FCA - Contractor s Facilities, (Incoterms 2010). A fixed price contract as a result of this IFB is required, with spares reimbursable. Your proposal shall provide a detailed cost breakdown for the materiel listed in this IFB or any other justification to enable NSPA to determine whether the quoted prices are fair and reasonable IMPORTANT NOTES ON MATERIAL EXPORT For proposals for material not originating in the U.S. / not to be shipped from the U.S.: o In case of Incoterm FCA Contractor s facilities, the contractor has to obtain the export license or export under existing licenses, if necessary. For proposals for material originating in the U.S. with place of delivery FCA in the U.S., to be delivered through the NSPA freight forwarder (JAS): o The same rules as for U.S. vendors apply (see below). o To be also included in the proposal: - Name, address, POC, phone, and fax number of the U.S. subcontractor. 9-Nov-16 Page 1 of 14

2 Table of contents 1. TAX EXEMPTION CONSIDERATION OF ALL INFORMATION CONTRACTOR'S RESPONSIBILITY EVALUATION CRITERIA ALTERNATIVE PROPOSAL(S) AUTHORISED SIGNATURE VALIDITY PRICES, CURRENCY AND PAYMENT LATE OFFERS CONDITION OF MATERIEL QUALITY ASSURANCE ORIGIN OF PRODUCT NO NSPA COMMITMENT PRE-AWARD SURVEY INSTRUCTIONS FOR PROPOSAL FORWARDING INFORMATION ON BIDDING GOVERNING REGULATIONS PUBLICATION OF CONTRACT AWARDS Nov-16 Page 2 of 14

3 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 INVITATION FOR BIDS (IFB). In order for your proposal to receive an accurate evaluation it must conform to the terms of this IFB. 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. To be considered for contract award, NSPA must receive, not later than the date mentioned in the relevant Notification Of Intent (NOI) in accordance with Infrastructure Committee (IC) Procurement Directive AC/4-D/2261, a Declaration of Eligibility (DoE), from your national authorities, signifying that your company is technically, financially, and professionally capable of undertaking a project of the scope envisaged in this IFB. Companies for whom this has not already been provided will have to request this Declaration through either their National Delegations at the NATO Headquarters Brussels or via the appropriate Embassy. A copy of the Declaration of Eligibility form is made available, for the use of Bidders, under Appendix D Specimen DOE 3. CONTRACTOR'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. You will be solely responsible for the performance of the contract resulting from this IFB. The fact that NSPA allows to subcontract or to call upon a third party for the performance of any part of the contract does not relieve you of your responsibility. b) The firms authorized to participate in the present International Competitive Bidding (ICB) must have their legal residence or main production facilities in one of the participating nations mentioned under Appendix E. 9-Nov-16 Page 3 of 14

4 c) TIMELINES IFB Response Form (appendix C): 20 DEC :59, (Luxembourg time) IFB Questions due: Not later than 9 JAN 2017, 23:59 hrs. Luxembourg time Bid Closing Date: 6 FEB 2017, 23:59, (Luxembourg time) d) The NSPA e-portal will also provide all updated information to the bidding process such as changes to the bid closing date, Bidder s conference presentation, if any, and any other relevant information. Therefore, ALL BIDDERS are strongly advised to check the website regularly, since this is the only way Bidder s will be informed of any changes to the IFB 4. 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 (including the provision to NSPA of all the technical documentation, demonstrating the ability to provide the required support in due time. See Part A hereafter included Technical Proposal; c. the financial offer of each technically compliant Bidder, DDP NSB locations, will finally be evaluated in order to determine the lowest price between all potential Bidders by determining the lowest acceptable Grand Total price (DDP units place, Incoterms 2010) for the equipment and associated services including packaging but excluding discount for early payment and options. The quotation for the option FCA Contractor s place will not be considered at the time of the price evaluation. 5. ALTERNATIVE PROPOSAL(S) Alternative solutions are not allowed in this IFB. 6. 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. 7. VALIDITY Your proposal shall be valid until the Offer Validity date indicated on the first page of this IFB. The proposal must be submitted in the English or French language. If not sent by fax or , the proposal must be submitted in duplicate. 9-Nov-16 Page 4 of 14

5 8. 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. 9. LATE OFFERS Proposals received after the Offer Closing Date 23:59 hrs. Luxembourg time indicated on the first page of this IFB 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. If only one offer is received and it is received after the closing date, NSPA reserves the right to consider such offer. 10. CONDITION OF MATERIEL The condition of the materiel shall be new of current production 11. QUALITY ASSURANCE The Contractor is responsible for maintaining effective control of the quality of materiel. When Government Quality Assurance (GQA) services are required on the list of items attached to this IFB, the Contractor and/or the Subcontractor(s) will for the duration of the contract, maintain a Quality Assurance System acceptable to the national Government Quality Assurance Representative as being in accordance with the applicable AQAP. When GQA services are required, the place of inspection shall be indicated in the proposal if different from the point of delivery. See more information in the Draft Purchase Order, part 11. Information on NATO Quality Assurance Standards may be found at the following web site: 9-Nov-16 Page 5 of 14

6 12. ORIGIN OF PRODUCT 1) The Bidder is informed that, none of the work, including project design, labor and services, shall be performed other than by firms from and within the participating NATO countries as listed in Appendix E: NATO PARTICIPATING NATIONS. 2) No materials or items of equipment down to and including identifiable subassemblies shall be manufactured or assembled by a firm other than from and within a participating NATO country. 13. NO NSPA COMMITMENT This IFB 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 IFB. 14. PRE-AWARD SURVEY If after the submission of a proposal you are considered for an award of a contract, NSPA reserves the right to conduct a survey of your technical and facility capabilities. A preaward survey is normally performed for higher value contracts. 15. 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. A proposal that is received "incomplete" when the closing date deadline is reached, cannot be accepted Your offer must be sent to the following address: procurement@nspa.nato.int and make reference to the IFB Collective Number. 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 IFB in the Internet and follow the instructions. Post/Mail: 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 IFB Collective n : JBR Nov-16 Page 6 of 14

7 L-8302 CAPELLEN (Luxembourg) By fax: In case the Bid is faxed, it must mention the IFB Collective number and be faxed to INFORMATION ON BIDDING 1. Bidders must seek clarification on uncertainties in this Invitation for Bid as soon as possible. Any request for clarification shall be issued in writing (fax or are acceptable) no later than 9 JAN 2017 and shall state the IFB collective number, the document and paragraph concerned. 2. 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 Bid and its exhibits, annexes and enclosures are to be addressed to: NSPA, Procurement Division Attn: Francis DURIMEL IFB Collective Number: JBR (preferred): Josee.Brichart@nspa.nato.int Cc.: PPBS@nspa.nato.int Fax: Mailing Address: L-8302 Capellen, G.D. of Luxembourg 17. GOVERNING REGULATIONS This solicitation and the acquisition of the aforementioned requirements will be governed by NATO Document AC/4-D/2261: Procedures for International Competitive Bidding, If you do not wish to respond to this IFB, please notify this office and return all documentation received promptly or destroy it. 18. 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 9-Nov-16 Page 7 of 14

8 EXHIBIT: PROPOSAL FORM AND INSTRUCTION / GUIDANCE FOR PREPARATION OF PROPOSALS NSPA has prepared this two-part proposal form (pages 8-13) 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. The bid shall respond to all requirements contained in this Invitation for Bid. In order to ease the administrative and technical screening of the offers, the Bidder has to clearly segregate the following elements in its offer Part A - TECHNICAL PROPOSAL / CAPABILITY AND QUALIFICATION FORM This part when duly completed and supplemented with any information as deemed appropriate will constitute the Bidder s Technical Proposal and contain all non-pricing details. Part B - PRICE PROPOSAL This part when duly completed and supplemented with any information as deemed appropriate, will constitute the Bidder s Price Proposal. 9-Nov-16 Page 8 of 14

9 PART A - TECHNICAL PROPOSAL/CAPABILITY AND QUALIFICATION FORM The information on your firm and capabilities should be submitted along the lines of the format provided below. Voluminous pre-printed brochures are not desired. 1. EXPERIENCE AND CAPABILITIES OF YOUR COMPANY IN SIMILAR TYPES OF SERVICES The Bidder shall provide a short description of the company's experience and capabilities in providing similar services successfully completed under similar conditions: at least 3 references in the last 5 years. 2. QUALITY a. Please outline the quality procedures in place at your company for this type of services. b. ISO certification The Bidder / his facility shall be certified against ISO 9001 or a standard including the requirements of ISO In the latter case he shall specify the standard. 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. CONFIRM: Validity Date of Certificate: c. AQAP Compliance The Bidder s Quality Management System shall meet the requirements of AQAP- 2120: ISO 9001 Bidder to confirm his compliance and those of his proposed sub-contractors 9-Nov-16 Page 9 of 14

10 The Bidder shall provide his Quality Assurance assessment status and assessment dates and those of his proposed subcontractors. A copy of the latest applicable Quality Assurance certificate shall be added. 3. MAINTENANCE FACILITY Ownership Capacity Description of workshop machinery, controlled areas, location of test equipment 4. LOGISTICS SUPPORT BY CONTRACTOR In accordance with para of the SOW: The Contractor shall have a Certified European Repair Network covering all the NATO European countries including Turkey Therefore, the bidder shall provide a list of garages (contractor s dealer or authorized repairer) capable to maintain and repair the type of vehicles concerned by this particular project. At a minimum, two garages per NATO European country (including Turkey) should be listed. These garages shall be located at or in the vicinity of the following cities: Wesel, DEU; Grazzanise, ITA; Bydgoszcz, POL; Lipnik nad Becvou; CZE; Haderslev, DNK; 9-Nov-16 Page 10 of 14

11 Bucharest, ROU; Sofia, BGR, Ruzomberok, SVK; Vilnius, LTU; Szekesfehervar, HUN; Stafford, GBR; Izmir, TUR; Velika Gorica, HRV. For the remaining NATO European countries the cities are not specified, therefore the bidder shall list two garages per country as per his own discretion 5. ENVIRONMENTAL PROTECTION AND HEALTH & SAFETY POLICY In accordance with SOW Para 2.10, the Bidder will make available upon request his environmental management system policy and any required licenses and permits. Bidder to confirm: The Bidder will provide with his proposal an Environmental Protection Declaration of Conformity. Bidder to confirm: 6. 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 % 7. STORAGE & SHIPPING PLAN Brief summary of storage & shipping plan 9-Nov-16 Page 11 of 14

12 8. TECHNICAL PROPOSAL AND DOCUMENTATION a. Bidder to confirm that he is in possession of the latest applicable documentation to perform the required work and to provide the appropriate reference(s) including latest revision date b. The Bidder shall address, in a detailed report, each SOW paragraph in the technical offer by explaining how the specific SOW requirements are met. c. Delivery Requirement c.1. Projects documents listed under Annex B to SOW will be provided in time. Bidder to confirm: c.2. Each vehicle shall be provided with: a. Expert report from the test organization for travel on public road [Appendix A SOW Para 2.2.7] b. Necessary documents for registration [Appendix A SOW Para 2.2.8] c. Mechanical and Electrical safety certificate [Appendix A SOW Para 2.6.1] d. The Certificate of Conformity (CoC) [Appendix A SOW Para 2.6.2] e. Proof of Environmental Compliance Certificate [Appendix A SOW Para 2.7.8] f. The required documentation package composed of 1. the Master Manual package/ OEM manuals/drawing, 2. The facility manuals and 3. The driver s manual as listed under Annex A to SOW.[ Annex A to SOW] Bidder to confirm: d. Warranty. Special attention is given to the mandatory warranty covering the corrosion perforation on all surface protecting covers on metal body parts. Bidder to confirm: 9. CONTRACT ADMINISTRATION The names of the officials designated by the Contractor to administer this contract are: Contractual matters: Company name: Address: 9-Nov-16 Page 12 of 14

13 Attn: Phone: Fax: Technical matters: Company name: Address: Attn: Phone: Fax: 9-Nov-16 Page 13 of 14

14 Part B - PRICE PROPOSAL Bid submitted in response to this IFB is binding offer and, on acceptance by NSPA, constitutes a binding contract PRICES: Please indicate your best firm-fixed prices (unit price and total price), DDP NATO Signal battalions (NSB) sub-units locations as detailed under each item, in the attached document entitled List of Services, for all items listed (items 10 through 220). OPTION FOR FCA delivery Contractor s place (Incoterms 2010) The bidder is required to provide a quotation for FCA Contractor s facilities (Incoterms 2010) under each item of the List of Services. This quotation is not part of the price evaluation PAYMENT TERMS: NSPA s payment term are Net 30 days upon receipt of Contractor s invoices duly documented as contractually provided for. Discount for early payment shall be indicated in your proposal, i.e.: If payment is made within.. days: % is granted (Bidder to indicate) 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: 9-Nov-16 Page 14 of 14