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JMES M ILLERSENIOR PROCUREMENT OFFICEROPERATIONAL LOGISTICS SUPPORT PROGRAMME

To : ALL BIDDERS

SUBJECT : REQUEST FOR PROPOSAL (RFP)

TITLE A&E SERVICES – PASSENGER TERMINAL, LIELVARDE, LATVIA

RFP COLLECTIVE NUMBER : JMI1911

RFP ISSUE DATE 20 SEP 2019

RFP RESPONSE FORM DUE DATE

NOT REQUIRED

Q&A CUT-OFF DATE 4 OCTOBER 2019- 12:00 HRS LUXEMBOURG TIME

OFFER CLOSING DATE 11 OCTOBER 2019 - 23:59 HRS CET

OFFER VALIDITY 180 DAYS FOLLOWING OFFER CLOSING

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Part 1 - Bidding Instructions and Administrative Requirements

TABLE OF CONTENTS

1. SUBMISSION OF THE BID

1.0. GENERAL1.1. BID CLOSING DATE1.2. LATE BIDS1.3. BID OPENING1.4. VALIDITY OF BIDS1.5. REQUESTS FOR CLARIFICATION1.6. SITE VISIT/BIDDERS CONFERENCE 1.7. MODIFICATION OF SUBMITTED BIDS1.8. ELECTRONIC TRANSMISSION OF INFORMATION AND DATA1.9. FORM AND CONTENT OF THE BID1.10. TECHNICAL PROPOSAL1.11. PRICE /CONTRACTUAL PROPOSAL1.12. DELIVERY SCHEDULE

2. EVALUATION OF THE BID

2.1. GENERAL REQUIREMENTS2.2. BID EVALUATION PROCEDURE2.3. BID EVALUATION CRITERIA2.4. PRICE PROPOSAL FORM (i.e. Priced Bill of Services - PBoS/ Bill of Quantities -

BoQ)2.5. COMPLIANCE FORMS

3. CONTRACT AWARD

4. BID BOND

5. PERFORMANCE BOND

6. WARRANTY BOND

7. NOTIFICATION OF UNSUCCESSFUL BIDDERS

8. BALANCING OF PRODUCTION

9. PUBLICATION OF CONTRACT AWARDS

ANNEX A ELECTRONIC TRANSMISSION OF INFORMATION AND DATA

ANNEX B EXAMPLE PERFORMANCE BOND

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1. SUBMISSION OF THE BID

1.0. GENERAL

1.0.1 The bidder must have legal residence and main production facilities within a NATO member country. If the bidder intends to perform the required services other than exclusively with his own resources, a workload allocation plan / sub-contracting plan must be included within the proposal. NSPA reserves the right to reject any proposal assessed to be unacceptable.

1.0.2. The NATO Support and Procurement Agency (hereafter referred to as NSPA) reserves the right to announce changes to the RFP not later than 4 calendar days before bid closing date. All bidders will be officially notified of the changes. If the changes have significant impact on the bid preparation, NSPA will postpone the bid closing date by an adequate time period. The bidders will be informed of the new closing date by the most expeditious means.

1.0.3. This RFP is not a commitment that an award of contract will be made. NSPA reserves the right at any time up to the award of contract, to reject any or all proposals, partially or completely stop the bidding procedure, postpone it to a later date, or award a contract for any or part of the items solicited. NSPA shall have no liability for costs or losses incurred by bidders in relation to participation in the RFP process. Any legal claim from bidders against NSPA for a refund of expenditure or charges resulting from bid preparation including submission will not be accepted.

1.0.4. With the submission of a bid, the bidder consents to the disclosing of the bidding documents to NATO offices concerned. However, NSPA will limit disclosure exclusively to the period after bid evaluation and only for the purpose of dealing with disputes or NATO auditing.

1.0.5 If your company believes that the wording of this Request for Proposal unduly restricts competition, a formal complaint may be submitted not less than 10 days prior to the bid closing date. 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 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”.

1.0.6 The NSPO Procurement Regulations and the NSPA Operating Instructions are available on NSPA’s website under: http://www.nspa.nato.int/en/organization/procurement/rules.htm .

1.0.7 The Bidder must provide evidence for the possession of all required qualifications at the time of bid submission.

1.0.8 Joint VenturesJoint Ventures (JV) will not be considered eligible to tender, unless they are already legally established and registered in a NATO Member Country and recorded as such (i.e. JV) on the NSPA source list as a single legal entity. This single entity must meet the same criteria, i.e. be capable of assuming the overall legal, financial and performance requirements of the contract as well as complying with all the criteria of the solicitation including proof of past performance of the JV partners. For all firms seeking registration, NSPA will consult the respective national authorities to confirm the firm (including a firm created by a JV) is eligible as a service provider from that country. Therefore, NSPA cannot accept bids which indicate the creation of a JV subject to contract award, even if one, multiple or all JV founding companies are listed separately on the NSPA Source File. Should a contract be awarded, NSPA shall hold the contractor entirely responsible for the performance of the contract. The Contractor shall also be required to provide a Parent Company Guarantee of joint and several liability.

1.0.9 Contractor’s Responsibility

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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.Should Bidders establish agreements to sub-contract, these agreements must meet the legal requirements in the country of performance and the agreements must be identified to NSPA at the time of bidding and provided upon request. Should a contract be awarded, NSPA will hold the contractor entirely responsible for the performance of the contract. 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 from this responsibility.

1.0.10 Former NSPA StaffAny bidder who proposes to employ former NSPA staff member(s) in the performance of this 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.

1.0.11 Vendor Vetting for performance in Afghanistan -Not Applicable to this requirement

1.1. BID CLOSING DATE

1.1.1. The bid closing date is as stated above.

1.1.2. The means of transmitting your bid are left to your discretion, e.g. post, by private mail service, fax or e-mail. Proposals submitted electronically must conform to currently supported Microsoft Office versions (preferably MS-Word, MS-Excel) or PDF. It is recommended to provide such documents in PDF format. A proposal that is received “incomplete” when the closing date deadline is reached cannot be accepted. (See Annex A to this Document).

Proposals submitted by email should be sent to: [email protected] submitted by FAX should be sent to: 00352 3063 4300In case the proposal is mailed it has to be submitted in two sealed envelopes. The outside envelope should mention:

NATO SUPPORT AND PROCUREMENT AGENCY (NSPA)Procurement Division, Attn.: PP–LKRFP Collective Number JMI1911L – 8302 CAPELLENGrand Duchy of Luxembourg

The inside envelope containing the proposal should only mention the RFP Collective Number.

1.1.3 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

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submitted in response to this RFP are binding offers and, on acceptance by NSPA, constitutes a binding contract.

1.2. LATE BIDS

1.2.1. The Bidder shall make every effort to ensure that his bid reaches the above designated office on or before the exact time fixed for the bid closing.

1.2.2. Bids submitted after the closing date will be rejected unopened.

1.2.3 If the bidder chooses to upload the file electronically, possible problems with uploading large files need to be taken under consideration. Insofar, it is recommended that uploading the files is not attempted for the first time shortly before the actual bid closing.

1.2.4 Proposals submitted by mail prior to the bid closing date (valid postal stamp) will be considered as long as they are received before an award is made.

1.2.5 If only one offer is received and it is received after the bid closing date, NSPA reserves the right to consider such offer.

1.3 BID OPENINGS AND PUBLICATION

In accordance with the Procurement Regulations, 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 http://www.nspa.nato.int/en/organization/procurement/contract.htm

1.4. VALIDITY OF BIDS

1.4.1. Bids submitted by participating firms will remain valid for a period of 180 calendar days (See note at page 1 exceptionally CO can extend) starting from the bid closing date. It is NSPA’s intention to take a decision within that period. However, NSPA reserves the right to request an extension of this period if a decision cannot be made within the allotted time. Bidders will have the opportunity to accept or refuse this extension, but may withdraw their bid only after the 180 calendar days of the bid validity period.

1.5. REQUESTS FOR CLARIFICATION

1.5.1. Bidders must seek clarification on uncertainties in the RFP as soon as possible.

1.5.2. Any request for clarification shall be in writing via email using the corresponding Q&A form, referencing the document and paragraph concerned. Questions shall be submitted before the cutoff date listed above. The Contracting Officer is the only authority that can provide binding instructions or clarification through written confirmation.

Questions shall be addressed to:

NSPA Attn: James MillerL - 8302 CAPELLEN (G.D. LUXEMBOURG) Phone : 00 352 3063 5570E-Mail : [email protected]

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1.5.3. All bidders will be informed about the questions and answers via NSPA’s Business ePortal within five working days following receipt of the question; clarifications to these answers will be admitted until 5 days after the Q&A cutoff date. As a result of clarifications or changes to the bidding documents, the bid closing date may be extended as found necessary by NSPA.

1.6. SITE VISIT/BIDDERS CONFERENCE

1.6.1 SITE VISIT

There will be no site visit.

1.7. MODIFICATION OF SUBMITTED BIDS

1.7.1. Changes to a bid will only be taken into account if received by NSPA before the bid closing date. Changes, which reach NSPA after this date, will be disregarded.

1.7.2. Should the bidder decide to revise the prices offered before the bid closing date, these revised prices shall be repeated in words and are to be confirmed by signature. The signature shall be that of an official authorized to bind your firm to a contract. In accordance with paragraph 1.1.3., the signature may be electronic if the Bidder submits his proposal electronically.

1.7.3. Changes of the bid shall be unambiguous.

1.7.4. The bidder can revoke his bid at any time before the bid closing date. The revocation shall be provided with the date, firm’s stamp and signature. The signature shall be that of an official authorized to bind your firm to a contract.

1.8. ELECTRONIC TRANSMISSION OF INFORMATION AND DATA

1.8.1. NSPA will communicate answers to the requests for clarification and amendments to this RFP to the prospective bidders at aforementioned NSPA Business ePortal.

1.8.2 Prospective bidders are cautioned that incoming e-mail capacity set by NSPA is 20 MB, in case that your file exceeds this limit, you are recommended to compress the file or send it in several parts.

1.8.3 If you encounter problems with the upload of your offer, please contact: [email protected] .

1.8.4 All the bidding documents can be downloaded from the NSPA web. However if you encounter difficulties in logging in to this secure web site, you may request to have the bidding documentation sent to you in electronic format. Please use the email address provided at paragraph 1.5.2 for such request.

1.9. FORM AND CONTENT OF THE BID

1.9.1. Additions and changes to the RFP documents by the bidder are not permitted.

1.9.2. Hardcopy and electronic submissions:

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1.9.2.1 In electronic submission, a copy of the bid in PDF format shall be submitted, containing the date, firm’s stamp and signature. The signature shall be that of an official authorized to bind your firm to a contract. The technical part shall be separated from the commercial/financial part. Bill of Quantities / Priced Bill of Services shall be submitted in EXCEL and PDF format.

1.9.2.2 In electronic submission, the bid shall be original, containing the date, firm’s stamp and signature. The signature shall be that of an official authorized to bind your firm to a contract. The technical part shall be separated from the commercial/financial part.

1.9.3. The bid shall be written in the English language.

1.9.4. Modifications to the bid shall be sent in the same form.

1.9.5. The bid shall respond to all requirements contained in this RFP, e.g.:

Cover letter Part 1: Bidding Instructions and Administrative RequirementsPart 2: Contractual Provisions - Draft ContractPart 3: Technical Requirements - Statements of Work (SOW) incl. Annexes, Appendices, and Attachments, i.e. General SOW & Design SOW, which are separate documents complementing each other, and Design Documentation.Exhibit 1: BoQ / PBoSExhibit 2: Commercial Compliance FormExhibit 3: Technical Compliance FormExhibit 4: RFP Response Form Exhibit 5: Questions & Answers Form

1.9.6. Bidder shall include contact emails in cover letter. The bidder shall name in his offer an employee responsible for and having the appropriate project knowledge and authority to answer possible questions from NSPA. This employee shall speak and write English fluently.

1.9.7. The bid shall include the Exhibits 1 to 4 completed by the bidder and any additional information he deems necessary to submit. However, unnecessarily voluminous pre-printed brochures are not desired. The completed Exhibits can be bound separately but submitted together in one envelope (if Bidders choose to submit their proposal in hardcopy).

1.9.8. If the bid contains information which is not to be disclosed to third parties - other than mentioned in para. 1.0.4., or the use is otherwise restricted by the bidder, this information shall be explicitly identified in the bid.

1.9.9. The layout of the bid text shall be clearly readable and be as brief as possible. It shall be clear and complete as regards content. Superfluous wording shall be avoided. The text of the bid shall show references to the RFP stating the corresponding pages or paragraphs.

1.9.10. The bidder is responsible for the information in his bid to be unambiguous, conclusive and consistent. Contradictory information may be treated as information defect.

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1.9.11. Lack of information can lead to wrong assessments with regard to "Compliance" and consequently to an early rejection of the bid. In cases of doubt "Non-Compliance" is assumed. NSPA is not obliged to compensate for information defects or gaps of the bid by enquiries or clarification requests.

1.9.12 Bids containing incomplete and / or misleading information may be rejected. Bidders are also informed that if such misleading information was determinant in awarding them a Contract, the Contract could be terminated for default at NSPA’s sole discretion.

1.10. TECHNICAL PROPOSAL

The Technical Proposal has to conform to the Technical Compliance Form – Exhibit 3, in which the Bidder must address amongst others the Project Management Structure including the sub-contracting plan (if any), the Project Implementation Plan, the Description of Works to be performed (methodology), Past Experience and the products/material used.

1.10.1 PRODUCT ORIGINIn his proposal the bidder shall inform NSPA about the origin of the offered equipment and material, noting that NSPA contracts, the contractor shall not acquire materiel and / or services from sources in countries which are:

Subject to a formal trade embargo observed by NATO. Known to disregard international trade conventions in respect of copyright. Under Communist control.

1.10.2. LEVEL OF SUBCONTRACTINGThe bidder shall inform NSPA about the residence country of his company and the place and country where any subcontractor is resident. Sub-contracting to businesses located in non-NATO countries is limited to 30%,

1.11. PRICE / CONTRACTUAL PROPOSAL

1.11.1 NSPA Terms and Conditions are defined in Part 2 of the RFP. The Bidder must state the degree of acceptance to such clauses by filling up the Commercial Compliance Form -Exhibit 2.

1.11.2 The Bidder must fill in all requested pricing information as identified within the Price Proposal Sheet at Exhibit 1.A Firm Fixed Price is to be quoted. A payment plan may be requested to identify the cash-flow over the period of performance.NSPA reserves the right to assess the Price Proposal “COMMERCIALLY NON-COMPLIANT” in response to receiving an incomplete Price Proposal Sheet.

1.11.3 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. A confirmation that the offers do not include any identifiable taxes and / or duties shall accompany the bid.Should there be any identifiable taxes and / or duties levied on the materials, these shall be

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quoted separately by the bidder and a clear explanation of why such taxes or duties are applicable should be provided.

1.11.4 Prices may be quoted in the currency of any NATO 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.

1.11.5 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 average of the buying and selling rates 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 (BCEE), Luxembourg.

1.11.6 NSPA payment terms are 30 days net upon receipt of Contractor’s invoices duly documented as contractually provided for. Consideration (discount) for early payment shall be indicated in your proposal.

1.11.7 The Bidder is deemed to have determined his offer on the basis of a complete understanding of the project, and acceptance of the design package provided, and in the full knowledge of the legal and economic conditions prevailing at the site and its vicinity, as applicable to his corporate and individual entity. All items necessary for the satisfactory delivery and acceptance of the project are understood to include, but not limited to, all material, transportation, labor, ancillary materials, haulage, removal of excess material from excavations and construction (including tipping to an approved dumping site), scaffolding, temporary shoring, safety measures and making good on completion, and any warranty obligations so as to deliver the finished work.

1.12 DELIVERY SCHEDULE

1.12.1 The project has to be delivered within the timeframe as advised in the SOW. The required delivery date is stipulated within the SoW to include the complete hand-over and provision of O&M Manuals. The bidder must be prepared to perform shift work up to 24 hours per day, including weekend work and holidays, use expedited deliveries for his supplies, and any other measure that circumstances may impose for the achievement of this target. Full details of the programme are in the respective SOW.

1.12.2 Bidders are not required to offer alternative proposals, but are encouraged to take and describe measures appropriate with the aim of reducing costs. Such measures may for example a different delivery date. NSPA reserves the right to consider and / or accept such alternative proposals.

1.12.3 When preparing their bids, Bidders shall consider that reasonable technical and / or management measures to accelerate construction such as floodlighting for night work and such like may be required to meet the delivery schedule.

1.12.4 Should a contract be awarded, NSPA will hold the contractor entirely responsible for the performance of the contract.

2. EVALUATION OF THE BID

2.1. GENERAL REQUIREMENTS

2.1.1 Bids, which do not comply with or which do not address all the requirements specified in this RFP, will be treated as incomplete.

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2.1.2 The bidder is solely responsible for the performance of the contract 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 contract does not relieve from this responsibility.

2.1.3 During the bid evaluation phase, NSPA reserves the right to request additional information from the bidder, in order to examine the material offered as well as to corroborate statements which the bidder makes in his bid with suitable confirmatory documents.

2.1.4 Between opening of the bids and completion of the evaluation process, NSPA will only enter into discussions with a bidder about his bid to clarify uncertainties in the bid or about the bidder.

2.1.5 Other negotiations, particularly about changes of the bid or prices are not permitted. Incomplete descriptions or incomplete explanations cannot be compensated during the evaluation period by submitting the missing explanations later.

2.1.6 If it is doubtful whether an offer completely or partially fulfils a requirement, non-compliance is assumed. The same refers to incomprehensible, unreadable or otherwise statements which cannot be evaluated.

2.1.7 The documents submitted with the bid applying to the procurement of the project are obligatory and shall become part of the contract.

2.1.8 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.

2.1.9 In the event that the otherwise successful bid exceeds available funding, NSPA reserves the right to release information about budget limitations to the bidders. Said bidders may then be given an opportunity to revise their pricing in accordance with the released budget information

2.2 BID EVALUATION PROCEDURE

2.2.1 In general, all proposals will be evaluated. However, NSPA reserves the right to apply the “Two-Step-Procedure” in response to unusually high numbers of proposals received.

2.2.2 At the first step, all proposals submitted in response to this RFP will be evaluated for commercial compliance. Bidders will be given the opportunity to correct obvious typing errors within the financial proposal. Bidders will not be given the opportunity to correct omissions within the proposal. NSPA will request clarifications as deemed necessary.

2.2.3 Proposals determined to be “commercially non-compliant” will be disqualified. Bidders will be informed accordingly. There is no possibility for contestation of this decision.

2.2.4 The lowest priced technically and commercially compliant bid will be identified and recommended for award of contract to the NSPA Contract Award Committee. No award of contract shall be made until approved by an appropriately constituted Contract Award Committee.

2.2.5 At the second step, the three lowest priced commercially and financially compliant proposal will be evaluated for technical compliance. If the lowest priced proposal is assessed to be “technically non-compliant” then the bidder may contest this decision within 10 days calendar

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days from receiving the non-compliance notification. Following receipt of a contestation, a debriefing with the objective of resolving the complaint will be held within a period not exceeding 14 calendar days. If no amicable settlement is reached then the case will be submitted to a NSPA Board of Arbitration. The Board’s decision shall be presented not later than 10 calendar days after the Board’s first meeting. The decision of the Board shall be final and binding and no appeal shall be allowed. If the NSPA Board of Arbitration accepts the contestation and overturns the assessment of “technical non-compliance” then the proposal is assessed “commercially and financially and technically compliant”.

2.2.6 Should all three bids of the “first batch” be disqualified, then the next three bids will be evaluated and so forth.

2.2.7 All bidders will be informed about the reason why the proposal submitted in response to this RFP did not result in a contract award, and the name of the winning bidder, and the value of the winning bid.

2.3 BID EVALUATION CRITERIA

2.3.1 For the evaluation of the bids submitted, the following criteria will be applied for compliance assessment:

The prerequisites listed within the Cover Letter; The bidding instructions and administrative requirements; The commercial compliance requirements; The technical commercial requirements; Realistic Pricing – NSPA reserves the right to perform an analysis to determine whether the offered pricing is a realistic reflection of the objective cost of performance, and/or reflects the necessary level of technical understanding, and/or poses a risk of poor performance resulting in a disqualification of the proposal.

2.3.2 Indicators of an unrealistic low proposal may be the following amongst others:+ labor rates below the average prevailing in the locality;+ material prices below the average prevailing in the locality;+ supplies and services provided at no cost or nominal prices.

2.3.3 In the event that NSPA has reason to believe that the bidder has artificially debased its prices to secure contract award, NSPA will request clarifications to be provided in the necessary detail to assess the applicable consequences. Dumping prices will not be accepted.

If the low pricing is caused by a latent error, NSPA may allow the bidder to withdraw from the competition without enforcing the application of penalties in terms of drawing the bid guarantee. If NSPA determines a pricing detail to be obviously erroneous, NSPA may allow the bidder to correct this error.

2.3.4 Partial bids are not allowed.

2.4 PRICE PROPOSAL FORM/BILL OF QUANTITIES –EXHIBIT 1

2.4.1 Bidders are invited to submit their price proposal using the form attached as Exhibit 1. If the Price Proposal is not forwarded in Excel format, an additional Excel version is required.

2.4.2 This is purely to facilitate the task of checking that the bidder’s calculations are in fact correct.

2.4.3 The Bidder may request an Advance Payment in response to adequate consideration in the form of a discount of at least 1% for each invoice submitted. An Advance Payment Bond

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issued by a primary bank acceptable to NSPA or adequate security is required before formal contract award. Advance Payments will be liquidated from payments due to the Contractor incident to his performance. This would be in addition to an early payment discount.

2.5 COMPLIANCE FORMS

2.5.1. GENERAL INSTRUCTIONSThe Commercial Compliance Form and Technical Compliance Form attached as Exhibits 2 and 3 are designed to ease the evaluation process and serve as a first indicator whether the proposal submitted meets the requirements defined at Parts 1 to 3 of this RFP. Completion of the Commercial Compliance and Technical Compliance Forms is a prerequisite for a bid to be further considered.

2.5.2. COMMERCIAL COMPLIANCE FORM – EXHIBIT 2In the Commercial Compliance Form the bidder states his acceptance of the terms and conditions of the contract, resulting from this RFP. The terms and conditions of the contract are contained in Part 2 of this RFP.

2.5.3. TECHNICAL COMPLIANCE FORM – EXHIBIT 3The Technical Compliance Form outlines the general technical requirements the bidder has to meet. It complements the minimum technical requirements outlined at Part 3 of this RFP. Completion of the Technical Proposal Form is a prerequisite for a bid to be further considered.

3. CONTRACT AWARD

NSPA will award the resulting contract to the bidder having submitted the lowest priced commercially and technically compliant proposal. Contractual documentation issued by NSPA must be returned signed within 72 hours of receipt. Failure of signing it may result in forfeiture of award.NSPA also reserves the right to conduct a survey of your technical and facility capabilities, should NSPA deem necessary. A pre-award survey is normally performed for higher value contracts.

4. BID BOND

A bid bond is not required.

5. PERFORMANCE BOND

In case your company will be selected for contract award, NSPA will request a Performance Bond issued by a primary bank acceptable to NSPA or adequate security (provider), for 10 % of the anticipated contract value for the duration of performance. Award of contract will be subject to the provision of said bond to NSPA within 7 calendar days after contract award. The Bond shall be forfeited to NSPA in case the bidder will not comply with the provisions of the contract. The bond shall be valid for 6 months from the effective date of the contract and has to be automatically extended for an additional 3 months unless otherwise instructed by NSPA. The value of the Performance Bond may be reduced after 3 (three) months of performance, based on the actual work performed. The assessment of the level of works performed rests solely with the NSPA Contracting Officer and will not be subject to any dispute. A template of a Performance Bond with the required wording is attached as Annex C to this document. As part of his proposal the bidder shall submit a statement of the provider that the provider is prepared to issue to NSPA

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within 7 (seven) calendar days after contract award a Performance Bond as attached to the RFP in case a contract will be awarded to the bidder.

6. WARRANTY BOND

A Warranty Bond is not required.

7. NOTIFICATION OF UNSUCCESSFUL BIDDERS

NSPA will notify the bidders who were not selected at the earliest possible date after contract award.

8. BALANCING OF PRODUCTION

Balancing of Production procedures are not eligible to this requirement.

9. 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 http://www.nspa.nato.int/en/organization/procurement/contract.htm

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ANNEX A

Electronic Transmission of Information and Data

NSPA gives you the opportunity to submit your offer electronically via a secure protocol (https) into the NSPA system, connect at www.Natolog.com. Once the upload is finished, a delivery status will be returned to the given email address. To use this option, the Browser must be Microsoft Internet Explorer version 6 with JavaScript and cookie enabled.

Step by step process:

1. File preparation:

1.1. Name the files of your offer starting with consecutive numbers plus a title following the same structure of a hardcopy document. For instance:

1_Cover_letter2_Commercial Proposal3_Technical_Proposaletc.

1.2. Additional file(s) can be provided if so considered. In this way, if your offer needs to be printed by NSPA, a hardcopy can easily be generated.

1.3. Zip all your offer files through a zip program (at least the three files mentioned above). If you have no zip program, this can be downloaded from http://www.winzip.com.

1.4. Name the zip file as JMI1911– Company Name – File 1 of 1.zip

1.5. An offer should not exceed a size of 50 MB, therefore only one zip file should be sufficient in the submission. However, if the size of your proposal is bigger than 50 MB, the files should be split into various zipped files in which none exceeds 50 MB. Sequential names should be provided, such as JMI1911 – Company Name – File 1 of 3.zip and so on.

2. File upload:

2.1. Connect to the NSPA Business ePortal under https://eportal.nspa.nato.int/public/eportal.aspx , click «eProcurement», click «Requests for Proposal», and go to the applicable RFP.

2.2. Click on «eBid».

2.3. Once in the next screen, with the Browse option look for the zipped file that you want to upload and select it. Please note: only one file per upload.

2.4. Click on the button «Upload File» and a text appears “Uploading…” and wait until the upload is finished. Several minutes may be needed.

2.5. If the file is successfully uploaded, the uploaded file is shown in the screen.

2.6. Repeat the process if your zipped offer is bigger than 50 MB as many time as required, providing sequential number to your files: 1 of 2, 2 of 2, etc.

If you encounter problems with the upload of your offer, please contact: [email protected].

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https://eportal.nspa.nato.int/public/eportal.aspx

http://www.winzip.com/

NATO UNCLASSIFIED

Annex B

EXAMPLE PERFORMANCE BOND

Subject of Bond:

< TBD >

NSPA Contract / Purchase Order No.:

< TBD >

Performance Bond No.:

< TBD >

Our bank < name and contact details TBD > will stand surety for the Performance Bond in the

amount of < currency and amount TBD >, which < contractor’s name and contact details TBD >

hereafter referred to as “the contractor”, has to submit to the NATO Support and Procurement Agency

hereafter referred to as “NSPA” in order that above mentioned contract / purchase order < TBD >.can

be awarded and therewith comply with the provisions laid down in the Request for Proposal (RFP) /

Invitation for Bids (IFB) < TBD > with Collective number < TBD >.

With this Performance Bond we herewith guarantee to undertake for and on behalf of this bank of

which we are responsible officials and authorized signatories, to pay to NSPA or to their order,

immediately and without extension, upon the first written demand in form and substance as set forth

below of the NSPA Contracting Officer identified in the contract or his duly appointed successor, the

amount guaranteed above without it being necessary to register a protest or obtain a court order or the

consent of the contractor and regardless of legal consequences of any dispute between NSPA and the

contractor, if the contractor has not fulfilled, in whole, or in part, its undertaking in accordance with the

provisions of the contract. The determination of the contractor’s non-fulfillment will rest solely with

the NSPA Contracting Officer.

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NATO UNCLASSIFIED

Form and substance of NSPA’s request for payment:

1. The undersigned is the NSPA Contracting Officer or his duly appointed successor as

stated in the Performance Bond No.: < TBD >

2. The contractor has failed to perform under the terms and conditions of NSPA Contract /

Purchase Order No.: < TBD >

3. Therefore your bank is requested pay to NSPA immediately and without extension the

amount guaranteed under Performance Bond No.: < TBD > to the following NSPA Bank

Account No.: < TBD >

Dated: __________, 201__

NATO SUPPORT AND PROCUREMENT AGENCY (NSPA)

Procurement Division

L – 8302 Capellen

LUXEMBOURG

By: ______________________

Printed Name: ______________________

Title: ______________________

This Performance Bond is irrevocable and will be valid for an initial period of < TBD > months from

the date of issuance. It will be automatically extended for additional periods of < TBD > months

unless our bank receives instruction to the contrary from NSPA.

This guarantee is governed by < TBD > law. Place of jurisdiction and performance is

< TBD >.

The Performance Bond will be returned by NSPA at the time of expiration of the Performance Bond.

________________________________ ______________________________Signature of the responsible Signature of the responsibleBank Officials Bank Officials

________________________________ _______________________________Typed name & function Typed name & function

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NATO UNCLASSIFIED

ANNEX D

EXAMPLE WARRANTY BOND

Subject of Bond:

< TBD >

NSPA Contract / Purchase Order No.:

< TBD >

Warranty Bond No.:

< TBD >

Our bank < name and contact details TBD > will stand surety for the Warranty Bond in the amount

of < currency and amount TBD >, which < contractor’s name and contact details TBD > hereafter

referred to as “the contractor”, has to submit to the NATO Support and Procurement Agency hereafter

referred to as “NSPA” in order that above mentioned contract / purchase order < TBD >.can be

awarded and therewith comply with the provisions laid down in NSPA’s Contract / Purchase Order No

< TBD >.

With this Warranty Bond we herewith guarantee to undertake for and on behalf of this bank of which

we are responsible officials and authorized signatories, to pay to NSPA or to their order, immediately

and without extension, upon the first written demand in form and substance as set forth below of the

NSPA Contracting Officer identified in the contract or his duly appointed successor, the amount

guaranteed above without it being necessary to register a protest or obtain a court order or the consent

of the contractor and regardless of legal consequences of any dispute between NSPA and the

contractor, if the contractor has not fulfilled, in whole, or in part, its undertaking in accordance with the

warranty provisions of the contract. The determination of the contractor’s non-fulfillment will rest

solely with the NSPA Contracting Officer.

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NATO UNCLASSIFIED

Form and substance of NSPA’s request for payment:

1. The undersigned is the NSPA Contracting Officer or his duly appointed successor as

stated in the Warranty Bond No.: < TBD >

2. The contractor has failed to perform under the terms and conditions of NSPA Contract /

Purchase Order No.: < TBD >

3. Therefore your bank is requested pay to NSPA immediately and without extension the

amount guaranteed under Warranty Bond No.: < TBD > to the following NSPA Bank

Account No.: < TBD >

Dated: __________, 201__

NATO SUPPORT AND PROCUREMENT AGENCY (NSPA)

Procurement Division

L – 8302 Capellen

LUXEMBOURG

By: ______________________

Printed Name: ______________________

Title: ______________________

This Warranty Bond is irrevocable and will be valid for an initial period of <TBD> years from the date

of issuance.

It will be automatically extended for additional periods of <TBD> (<TBD>) months unless our bank

receives instruction to the contrary from NSPA.

This guarantee is governed by <TBD> law, place of jurisdiction and performance is <TBD>.

The Warranty Bond will be returned by NSPA after <TBD> years unless further extended as detailed

above.

________________________________ ______________________________Signature of the responsible Signature of the responsibleBank Officials Bank Officials

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NATO UNCLASSIFIED

________________________________ _______________________________Typed name & function Typed name & function

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