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RFP ABO17001 – Questions and Answers Tracking Sheet – Closing date: 03rd April 2017 extended *05th May 2017*

Procurement of Tents including training Services

# Date Sent Bidders’ Question NSPA Response

NATO UNCLASSIFIED of 12

01 13.03.2017 Can we make these tents in Pakistan or Dubai as we have our manufacturing in both places.

As per our regulations below:

Please refer to NSPA General Provision for Fixed-Price Contracts (Materiel) Clause 7. Clause 7 - SPECIAL AREAS

7.1 Except as otherwise provided in this contract, the Contractor shall not, in the performance of this contract, subcontract with firms located in countries which are:

7.1.1 subject to a formal trade embargo to be observed by NATO;

7.1.2 known to disregard international trade conventions in respect of copyright;

7.1.3 under communist control:

- China (PRC) – Cuba – Laos - North Korea - Vietnam.

The tender will be conducted in accordance with the above.

Subcontracting to non-NATO countries (as mentioned above) is however limited to 30 percent of the total contract value.

02 13.03.2017 3 weeks lead time to submit our offer is too short. We kindly ask you for 4 weeks closing date extension.

The RFP has been extended with a new closing date of 28 April, 2017.





03 14.03.2017

Would it be possible to know the requested dimensions for the tents please?

Would it be possible to get the vehicles’ dimensions for the maintenance and logistic tents?

Tent sizes are described in the SOW at 3.1.1 and 3.1.2. Bidders should use their standard tent size that best meets these perameters.

A variety of military vehicles will use the tents. Bidders should assume military vehicles will fit within the parameters of the size description at 3.1.2

04 15.03.2017 Is the 52m/s (187 km/h) extreme wind load a mandatory requirement? Does the customer accept a product tested at 150km/h gust?

Yes. 150km/hr is accepted.

05 15.03.2017

Shall the relative humidity be controlled inside the tent?

Shall the HVAC refrigerant fluid be R -134A, or is it possible to be R410? Or other fluid?

Yes – see SOW 3.10.1

NSPA is obligued to include only gases that comply with the Montreal Protocol on refrigerant gases. Other gases beyond R-134A will be accepted as long as they are accepted within the EU as being compatible with the Montreal Protocol and a certificate indicating their acceptance is included in the proposal.

06 16.03.2017 Is partial bidding allowed? In accordance with the bidding instructions, partial bidding is not authorized.

07 16.03.2017 See SOW point 2.3.2 and 3.2.1 : colour of frame is specified as WHITE FINISH. Is this obligatory ? Or can standard anodized aluminium be acceptable ?

The frame colour should remain as white.





08 16.03.2017 See SOW point 2.5.2 : the equipment shall support steady winds of up to 31 m/s and shall remain safe under gusts up to 52 m/s coming from any side; Please confirm that these ‘speeds’ are correct.

See response to question 04.

09 16.03.2017 Thirdly, according to all documents and certificates that need to be added to our proposal, a deadline of 3rd of April 2017 is not achievable.

See response to question 02

10 16.03.2017

Referring to Para 3.2.1 of the SOW, is it possible to use an alternative aluminium grade for the frame other than the EN-AW-6005 A-T6 or EN-AW-6061-T6 specified within the SOW, provided that this offers equivalence of strength/ performance?

The referencesin paragraph 3.2.1 are correct. To use another grade, The Contrctor would have to provide certificate that this grade also meets the specified grade. Also note the requirement to provide certification (paragraph 2.2.3) that the tent frame design meets the structural requirements.

11 16.03.2017

We would like to offer one of our standard tents which is cost advantageous if we can use as the basis of our solution for the small shelter, its dimensions are as follows:

External Dimensions

Length 3350mm Width 5650 mm Total area 18.93m2

Internal dimensions with inner liner installed:

length 3050mm Width 5350mm Total area 16.32m2

Can the authority please confirm whether the dimensions of this standard product are considered acceptable against the dimensional constraints set within the SOW?

The sizes required are specified in SOW paragraph 3.1. Within the limited information provided in your question it would seem that you meet the intent of the SOW to provide a standard tent that meets the “approximate” sizes specified in paragraph 3.1. However the final ruling on whether the proposed tent meets or does not meet the requirements of the SOW can only be decided by the Evaluation Board when they have all of the information from the proposal at their disposal.





12 16.03.2017

Concerning SOW Para 3.6.2. Please confirm whether the use of the word 'occupant' requires that changes to window configurations must be able to be effected from within the shelter, or whether the occupant can leave the tent to change the window functionality externally?

The SOW paragraph 3.6.2 requires that the occupant has the ability to “choose” the window operating mode but does not imply that the occupant must change the operating mode from inside the tent.

13 16.03.2017

With respect to the 'Third-Party mechanical and chemical testing of Aluminium' (Tech Evaluation Matrix 3.3.10), it is standard procedure that mechanical and chemical certification for metallic structure items are prepared and delivered with the manufactured product at time of production, as exact detailed parameters reflect the production batch. Please advise on the acceptability of provision of certification/ statement from the aluminium supplier within the tender submission that output material will conform to the required norms, which will then be validated by certification produced and circulated at the time of production.

This is acceptable.





14 16.03.2017

Concerning Paras 2.3.2 and 3.2.1 of the SOW requiring white coloured, anodised aluminium frame components - white surface finishing and anodising treatment for aluminium have traditionally been two mutually exclusive processes as each provides a separate protective process. The process of anodising also disrupts the ability to directly apply a supplementary true white surface coating due to the specific chemical properties of white surface coatings, requiring a complex intermediary. Despite continually improving technology, the best achievable match given this limitation is normally a glossy light grey colour but the necessity for a double protective treatment is also questioned considering that a multi-stage finishing process on all structures is an additional cost driver. Please could you clarify if this is a specification/ translation error, and if this is the case - which of these protective treatments are required. For further details concerning the issue described, please see the following link, which whilst heavily simplified explains the issue clearly:

http://www.bluebuddhaboutique.com/blog/2011/09/no-white-anodized-aluminum/

SOW paragraphs 2.3.2 and 3.2.1 remain in effect. As an example Aluminium colour E6/EV1 would meet the requirement.







15 22.03.2017 The SOW calls for all internal electrical installations to be rated to IP56 - As this rating is not possible for the smoke and CO2 detectors, please can NSPA confirm that this is accepted?

We found no references to IP 56 in the document. All internal electrical fixtures and appliances required to meet IP 54. However it is recognized that smoke detectors do not readily relate to the IP system so NSPA is prepared to accept detectors and monitors as per SOW paragraph 2.8.1

16 22.03.2017 Will they accept a suitable substitute that meets most of the specs?

Please refer to the bidding instructions and the technical matrix.

Your offer SHALL meet all the mandatory requirements in order to be deemed technically compliant and therefore considered.

17 24.03.2017

When you mean control of relative humidity, is it as a consequence of heating or cooling the air, or should the unit include humidification (for example by spraying water – shall include water deposit, bigger unit) and dehumidification system?

The control of humidity is limited to the natural humidity that may occur as a result of the conditions defined in paragraph 1.2.5.

18 24.03.2017 The CO sensor is included for a toxicity purpose (for instance as a product of combustion) or for fire detection purpose? Shall a detection central be considered?

The CO sensor is required to provide a warning to occupants against CO that may be caused by combustion or by a malfunction of the heater system. No central detection system is required but the alarms in the logistics tents must be connected as per paragraph 3.8.10.2.





19 24.03.2017

In the point 3.3.8. it is stated that each tent shall include a sunshield /fly to reduce the thermal load and UV deterioration as well as provide snow, ice and rain barrier protection.

It is possible to install a sunshield in order to provide sun protection but it is not designed for providing snow, ice and rain barrier protection. Please confirm if it is ok.

The fly is not expected to provide full snow, ice and rain barrier protection but it is not expected to collapse or to have to be removed during rain, ice or snow. The fly should assist, even in a minor way, in removing those loads and shall not detract from the ability of the tent and tent support system from dealing with the remainder of the load.

20 24.03.2017

Would it be possible to extend the deadline of delivery? The required delivery period is not sufficient taking into account that the fabrics with different colors in each side and rigid doors for vehicles access 4x4,5 meters are required. Would it be possible to offer alternative delivery period?

Please refer to Part 11.2 of the Statement of Work.

21 24.03.2017 Please clarify the meaning of “BEL LOCATION” in the Financial Matrix Please refer to the Part 7. of the Statement of Work.

22 31.03.2017

… reading through the bidding instructions we noticed the requirements of “being certified against ISO 9001 and ISO9004” that may prevent us from participating in the RFP.

Although our company is ISO 9001 certified and are working to our ISO 14001 certification scheduled for 2017, we are not ISO 9004 certified at this point (we are only ISO 9004 compliant at this point).

Affirmative, compliance with ISO 9004 or equivalent is accepted. Please refer to SOW 2.1.2. and Bidding instructions Exhibit A section 2.b. ISO certification”





23 04.04.2017

Would it be OK for the NSPA that we deliver INTERNAL LAB REPORTS at PROPOSAL phase ?

Should the contract be granted, we would provide lab reports from an external lab at contract phase.

Please refer to the RFP Bidding Instructions section 5 Evaluation Criteria and the related technical Evaluation Matrix.

“The bidder shall provide proof that all independent testing was completed no earlier than 6 months prior to the date of contract award.”

For a proposal to be deemed compliant, all the requirements of the RFP must be fully observed and responded without deviations.

24 03.04.2017

In regards to the Q&A #5 could clarify your answer knowing that the R410a gas is more environmentally negative than the R134a gas. The Global Warming Potential (GWP) of the R134a is at 1430 tons CO2 equivalent while the R410a is at 2100 tons CO2 equivalent.

The use of the R410a does not guaranty the functioning of the AC unit at high temperature that is why the R134a is commonly use to match the military specification. Could you state whether you accept the R410a or not?

Please review our response to Question 5 again. The Evaluation Board will review the documents submitted with the proposal and will decide compliancy using those criteria.

25 05.04.2017 Tents with flexible doors can also be accepted? Shall the tends have vertical walls only, or could the walls have an inclination?

For doors, see SOW paragraph 3.1.1 and 3.1.2 as well as 3.4 and 3.5. Sloping walls are acceptable as long as the tent size complies with 3.1.1 and 3.1.2.





26 06.04.2017

On the financial matrix you ask for a global price for the accommodation tent which would mean that we should quote the same quantity of HVAC system that the tent quantity. But on the §3.10.2 you explain that there is 3 configuration of HVAC system use :

- One HVAC for 2 tents

- One HVAC system for on tent while the second tent does not use any HVAC system

- One HVAC systems for two tents linked together

Does it means that you are waiting for us to propose the half quantity of HVAC systems than the tent quantity? Or the same quantity?

SOW ver. 2.0.3 para 3.10.2 reads “Accommodation tents will normally be deployed in pairs, although they may be deployed singly or in a linked configuration. […]. One pair of tents will employ one heating and cooling system and, in the case of a single tent being deployed, the full system will be used with that tent while the second tent remains with no system.”

Bidders shall build up the price proposal for line item 10 of the financial matrix taking into consideration the above detailed indications. Bidders are welcome to attach detailed price breakdowns, which would allow a better illustration of what is included in the cost of one line item.

27 06.04.2017

On § 3.10.1 the specification mentions that the heating system will be electrically powered. Knowing that the CO monitor is useful in case of the use of a heating system with combustion do we have to supply the CO monitor?

Yes

28 06.04.2017 What is the entry cable length of electrical panels (from the panel to the male Marechal plug) for the accommodation tent and for the logistical service tent?

The male Marechal plug shall be mounted on or near the exterior wall such that it is accessible for a grid connection from the exterior (female and grid cable by others). All cable from the male plug to the panel and throughout the tent interior shall be to the contractor’s design.





29 06.04.2017 Which model of Marechal plug do you ask for (for each panel)? See SOW paragraphs 3.8.4 and 3.8.5.

30 07.04.2017

Bidder can submit an offer with longer delivery time than required in RFP?

Samples are required at which stage? samples will be returned afterwards?

Bidders are invited to observe: - SOW ver 2.0.3. para 11.2 “The Contractor understands and

agrees that the full completion of the project within the timelines indicated in the Contractor proposal, and accepted by NSPA, are critical to customer operational activities and delays in delivery could have a severe impact.”

- RFP List of Items-Services “Required delivery date 31 December 2017”

- RFP Bidding Instructions Exhibit Part A first page “The adequate completion of the Compliance Matrix is a mandatory requirement, aimed at clearly demonstrating the bidder’s technical capabilities to meet the requirements and to provide delivery schedules which meet the expected timelines.”

In the eventuality that NSPA determine that samples may be necessary in the evaluation, Bidders will be notified accordingly and the conditions for sample provision and return will be communicated accordingly at that time.





31 10.04.2017

Could you clarify §3.8.7.4 “Grounding for every tent shall be included“ , does it means that the contractor shall supply one grounding rod with each tent or could we consider that the grounding will be supply by others (e.g. with the generator set or with the Main distribution board) ?

One grounding rod and connection cable shall be provided for every tent.

32 13.04.2017

Since the date of the contract award is not known at this time, how it is possible to provide a valid proof that the test has been performed not earlier than six months?

From the wording of the bidding instruction it is not clear if the proof of the independent testing shall be presented with the technical proposal or afterword upon request by NSPA

Please read the revised indication :

The bidder shall provide proof that all independent testing was completed no earlier than 6 months prior to receiving NSPA request to provide them.

Please refer to the bidding instructions Exhibit Part A (Page 10)

“All the required documents, certificates and data list in the two worksheets of the

Compliance Matrix”

33

Since the date of the contract award is not known at this time, how it is possible to provide a valid proof that the test has been performed not earlier than six months? From the wording of the bidding instruction it is not clear if the proof of the independent testing shall be presented with the technical proposal or afterword upon request by NSPA.

Please refer to the following amended documents “02. Bidding Instructions_rev_25042017” (see yellow highlighted sections) and “03. Technical Evaluation Matrix_rev_25042017” (see wording of line 8 in tab “Independent Testing”)

34

Our company is very interested in participating, however, we would need extra time for technical documentation preparation. Is there any possibility to grant us an other 3 months ? This on top of the already given extension of the leadtime ?

Please refer to the following amended documents “02. Bidding Instructions_rev_25042017” (see yellow highlighted sections). The new closing date is 05 May 2017





35 Are the containers supplied by NSPA? If yes, do they have navigability certification? Is the transport payed by NSPA?

Bidders are advised to observe all the requirements of the RFP package, with particular attention to:

- RFP Bidding Instructions (first page) “You are invited to submit a firm fixed price proposal, based on delivery – DAP NSPA Capellen Luxembourg (Incoterms 2010).”

- STATEMENT OF WORK FOR THE PROVISION OF TENTS FOR THE BELGIUM MINISTRY OF DEFENCE, article 2.7. Packaging & Transportability General, section 4. Packaging and Transport Details, section 11. Terms of Delivery.

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