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N A T O U N C L A S S I F I E D RFQ-CO-14593-IAS Book I – Bidding Instructions

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REQUEST FOR QUOTATION

RFQ-CO-14593-IAS

PROVIDE TRAINING FOR USERS AND FUNCTIONAL ADMINISTRATORS OF ENTERPRISE DOCUMENT MANAGEMENT

SYSTEM (EDMS) AND TASK TRACKER PLUS (TT+)

AUTHORISATION/SERIAL NO. AC4-DS(2016)0006


GENERAL INDEX

BOOK I - THE BIDDING INSTRUCTIONS Section I Introduction Section II General Bidding Information Section III Bid Preparation Instructions Section IV Bid Evaluation Annex A Bidding Sheets Annex B Bidding Sheets Instructions Annex C Certificates Annex D Clarification Requests forms

BOOK II - THE PROSPECTIVE CONTRACT

Signature Sheet Part I Schedule of Supplies and Services Part II Contract Special Provisions

Part III BOA General Provisions Part IV Statement of Work

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N A T O U N C L A S S I F I E D

RFQ-CO-14593-IAS

BOOK I

BIDDING INSTRUCTIONS



CONTENTS 1 SECTION I - INTRODUCTION ................................................................................................................... 3

2 SECTION II - GENERAL BIDDING INFORMATION ............................................................................... 5 2.1 DEFINITIONS ............................................................................................................................. 5 2.2 ELIGIBILITY................................................................................................................................ 5 2.3 BID DELIVERY AND BID CLOSING .......................................................................................... 6 2.4 REQUESTS FOR EXTENSION OF BID CLOSING DATE ......................................................... 7 2.5 PURCHASER POINT OF CONTACT ......................................................................................... 8 2.6 REQUESTS FOR RFQ CLARIFICATIONS ................................................................................ 8 2.7 REQUESTS FOR WAIVERS AND DEVIATIONS ...................................................................... 8 2.8 AMENDMENT OF THE REQUEST FOR QUOTATION ............................................................. 9 2.9 MODIFICATION AND WITHDRAWAL OF BIDS ........................................................................ 9 2.10 BID VALIDITY ...........................................................................................................................10 2.11 BID GUARANTEE ....................................................................................................................10 2.12 CANCELLATION OF REQUEST FOR QUOTATIONS ............................................................14 2.13 ELECTRONIC TRANSMISSION OF INFORMATION AND DATA ...........................................14

3 SECTION III - BID PREPARATION INSTRUCTIONS ............................................................................ 15 3.1 GENERAL .................................................................................................................................15 3.2 PREPARATION OF THE ADMINISTRATIVE ENVELOPE (PART 1) ......................................15 3.3 PREPARATION OF THE PRICE QUOTATION (PART 2) .......................................................17 3.4 PREPARATION OF THE TECHNICAL PROPOSAL (PART 3) ...............................................19 3.5 PACKAGING AND MARKING OF BIDS ...................................................................................20

4 SECTION IV - BID EVALUATION ............................................................................................................. 21 4.1 GENERAL .................................................................................................................................21 4.2 ADMINISTRATIVE CRITERIA ..................................................................................................22 4.3 PRICE CRITERIA .....................................................................................................................22 4.4 TECHNICAL CRITERIA ............................................................................................................26

5 ANNEX A – BIDDING SHEETS .................................................................................................................. 28

6 ANNEX B - INSTRUCTIONS FOR THE PREPARATION OF BIDDING SHEETS ............................. 29

7 ANNEX C – CERTIFICATES ...................................................................................................................... 32

8 ANNEX D – CLARIFICATION REQUESTS FORMS .............................................................................. 47


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1 SECTION I - INTRODUCTION

1.1 The purpose of this Request for Quotation (RFQ) is to establish a Contract for the procurement of on-site training for Users and Functional Administrators of Enterprise Document Management System (EDMS) and Task Tracker Plus (TT+) during rollout. The training details are described in the Statement of Work.

1.2 P95 Step 1 seeks to mitigate the operational risk posed by the obsolescence of MOSS/SharePoint 2007 by replacing it with SharePoint 2013 (using on the NIP foundation a.k.a. the NIP Core) at 19 sites around the Bi-SC. TTE and DHS will be replaced by evolutionary applications: Work Package (WP) 1 Task Tracker Plus (TT+) and WP3 Enterprise Document Management System (EDMS). Existing DHS data will be migrated at rollout by WP2, a migration package produced by the WP1 Contractor. The list of sites to which training will be rolled out is shown in the table below together with required type and number of training sessions:

1.3 The Bidder shall submit one quotation on following CLINs: • CLIN 1.1 Project Management

Site # Site descriptionEDMS User

Training

EDMS Functional

Admin Training

TT+ User

Training

TT+ Functional

Admin Training

1 SITE 1 : SHAPE Mons •SHAPE HQ 2 2 2 21 SITE 1 : SHAPE Mons •NCISG 1 1 1 11 SITE 1 : SHAPE Mons •SACT 1 1 1 12 SITE 2 : JFC Brunssum 1 1 1 13 SITE 3 : JFC Naples 1 1 1 14 SITE 4 : AIRCOM Ramstein 1 1 1 15 SITE 5 : LANDCOM Izmir 1 1 1 16 SITE 6 : MARCOM Northwood 1 1 1 17 SITE 7 : JEWCS Yeovilton 1 1 1 18 SITE 8 : JALLC Monsanto 1 1 1 111 SITE 11 : NATO School Oberammergau 1 1 1 112 SITE 12 : NATO Defense College Rome 1 1 1 113 SITE 13 : ACT HQ Norfolk 2 2 2 214 SITE 14 : JWC Stavanger 1 1 1 115 SITE 15 : JFTC Bydgoszcz 1 1 1 116 SITE 16 : CAOC Torrejon 1 1 1 117 SITE 17 : CAOC Uedem 1 1 1 118 SITE 18 : DACCC Poggio Renatico 1 1 1 119 SITE 19 : AGS Sigonella 1 1 1 19 SITE 9 : CMRE La Spezia 0 0 1 110 SITE 10 : NCISS Latina 0 0 1 1


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• CLIN 1.2 Training Activities • CLIN 1.3 Train-The-Trainer • CLIN 1.4 Training Delivery

1.4 The security classification of this RFQ is “NATO UNCLASSIFIED”.

1.5 Contractor personnel required to work unescorted in a Class 2 security area will

require a NATO SECRET Personal Security Clearance (PSC) at the time of Contract award. All Contractor personnel without such a clearance, confirmed by the appropriate national security authority and transmitted to the relevant and appropriate NATO Security Officer in accordance with the specific instructions contained in this RFQ, will be denied access to the site. Denial of such access by the Purchaser may not be used by the Contractor as the basis for a claim of adjustment or an extension of schedule nor can the denial of access be considered a mitigating circumstance in the case of an assessment of Liquidated Damages or a determination of Termination for Default by the Purchaser.

1.6 All NATO CLASSIFIED material entrusted to the Contractor shall be handled and safeguarded in accordance with applicable security regulations. The Contractor shall be required to possess a Facility clearance of “NATO SECRET” for those sites in which it intends to handle and store NATO classified material in the conduct of work under this Contract. This requirement applies also to all facilities and personnel involved in this project as a result of subcontracts issued by the Contractor for effort under this prime Contract.

1.7 Bidders are advised that Contract signature will not be delayed in order to allow the processing of Security Clearances for personnel or facilities and, should the otherwise successful Bidder not be in a position to accept the offered Contract within a reasonable period of time, due to the fact that its personnel or facilities do not possess the appropriate Security Clearance(s), the Purchaser may determine the Bidder’s Offer to be non-compliant and offer the Contract to the next ranking Bidder. In such a case, the Bidder who would not sign the Contract shall be liable for forfeiture of the Bid Guarantee. The Bidders are informed that the Prospective Contractor shall conform to the above requirements at the time of the Contract Award. This Request for Quotation will not be the subject of a public bid opening.

1.8 Award of the Contract will be made on a Firm Fixed Price Basis to the lowest priced technically compliant Bidder.

1.9 The solicitation, evaluation and award processes will be conducted in accordance with the terms and conditions contained herein.

1.10 The Bidder shall refer to the Purchaser all queries for a resolution of conflicts found in information contained in this document in accordance with the procedures set forth in paragraph 2.6 of Section II of the Bidding Instructions entitled “Requests for RFQ Clarifications”.


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1.11 The target date for Contract Award is August 2017.

2 SECTION II - GENERAL BIDDING INFORMATION

2.1 DEFINITIONS 2.1.1 The term “Assembly” as used herein means an item forming a portion of

equipment that can be provisioned and replaced as an entity and which normally incorporates replaceable parts or groups of parts.

2.1.2 The term “Bidder” as used herein refers to a firm, consortium, or joint venture

which submits an offer in response to this solicitation. 2.1.3 The term “Compliance” as used herein means strict conformity to the

requirements and standards specified in this Request for Quotation. 2.1.4 The term “Contracting Authority” as used herein refers to the General Manager

of the NCI Agency, the Director of Acquisition, the Chief of Contracts of the NCI Agency or the authorized representatives of the Chief of Contracts of the NCI Agency.

2.1.5 The term “Contractor” refers to a firm of a participating country which has

signed a Contract under which it will perform a service, manufacture a product, or carry out work for NATO.

2.1.6 The term “Participating Country” as used herein means one of the

contributory NATO nations in the project, namely, (in alphabetical order):

ALBANIA, BELGIUM, BULGARIA, CANADA, CROATIA, CZECH REPUBLIC, DENMARK, ESTONIA, FRANCE, GERMANY, GREECE, HUNGARY, ICELAND, ITALY, LATVIA, LITHUANIA, LUXEMBOURG, NETHERLANDS, NORWAY, POLAND, PORTUGAL, ROMANIA, SLOVAKIA, SLOVENIA, SPAIN, TURKEY, UNITED KINGDOM, UNITED STATES OF AMERICA.

2.1.7 The term “Purchaser” refers to the authority issuing the RFQ and/or awarding

the Contract (the NATO Communications and Information Agency, NCIA). 2.1.8 The term “Sub-Assembly” as used herein refers to a portion of an assembly

consisting of two or more parts that can be provisioned and replaced as an entity. The definition purposely excludes components and/or parts.

2.2 ELIGIBILITY 2.2.1 Only firms with an active BOA agreement are eligible to bid. In addition, all

Contractors, Sub-Contractors and manufacturers, at any tier, must be from Participating Countries.


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2.2.2 None of the work, including project design, labour and services shall be performed other than by firms from and within Participating Countries.

2.2.3 No materials or items of equipment down to and including identifiable sub- assemblies shall be manufactured or assembled by a firm other than from and within a Participating Country.

2.2.4 The intellectual property rights to all design documentation and related

system operating software shall reside in NATO member countries, and no license fee, or royalty charges shall be paid by the Contractor to firms, individuals or governments other than within the NATO member countries.

2.2.5 Bidders are at liberty to constitute themselves into any form of Contractual

arrangements or legal entity they desire, bearing in mind that in consortium- type arrangements a single judicial personality shall be established to represent that legal entity. A legal entity, such as an individual, Partnership or Corporation, herein referred to as the “Prime Contractor”, shall represent all members of the consortium with the NCI Agency and/or NATO. The “Prime Contractor” shall be vested with full power and authority to act on behalf of all members of the consortium, within the prescribed powers stated in an irrevocable Power of Attorney issued to the “Prime Contractor” by all members associated with the consortium. Evidence of authority to act on behalf of the consortium by the “Prime Contractor” shall be enclosed and sent with the Bid. Failure to furnish proof of authority shall be a reason for the Bid being declared non-compliant.

2.3 BID DELIVERY AND BID CLOSING 2.3.1 All Bids shall be in the possession of the Purchaser at the address given

below in paragraph 2 .3 .2 before 15.00 hours (Brussels Time) on August 7 , 2017 at which time and date bidding shall be closed.

2.3.2 Bids shall be delivered to the following address: NATO Communications and Information Agency Acquisition Directorate Bâtiment Z Avenue du Bourget 140 B-1110 Brussels, Belgium Attention: Mr. Radu Munteanu

2.3.3 Bids forwarded by electronic means, including but not limited to email

and/or fax, are not permitted and will not be considered. Bidders shall note that electronic (CD ROM) copies of their bid are required to be submitted with their “hard copy” as further detailed in Book I – Section III paragraph 3.1.4.

2.3.4 Bids which are delivered to the Purchaser after the specified time and date set


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forth above for Bid Closing are “Late Bids” and shall not be considered for award. Such bids will be returned unopened to the Bidder at the Bidder's expense unless the Purchaser can determine that the bid in question meets the criteria for consideration as specified below.

2.3.5 Consideration of Late Bid. It is the responsibility of the Bidder to ensure that the bid submission is duly completed by the specified Bid Closing time. Considering the number and the quality of express delivery services, courier services and special services provided by the national postal systems, a Late Bid shall only be considered for award under the following circumstances:

(a) A Contract has not already been awarded pursuant to the Request

for Quotation, and

(b) the bid was sent to the address specified in the RFQ by ordinary, registered or certified mail not later than five (5) calendar days before the bid closing date and the delay was due solely to the national or international postal system for which the Bidder bears no responsibility (the official postmark for Ordinary and Registered Mail or the date of the receipt for Certified Mail will be used to determine the date of mailing), or

(c) the bid was hand carried, or delivered by a private courier service

and the Bidder can produce a receipt which demonstrates that the delivery was made to the correct address and received by a member of the NCI Agency and the failure to be received by the Contracting Authority was due to mishandling within the Purchaser’s organisation.

2.3.6 A Late Bid which was hand-carried or delivered by a private courier service,

for which a proper receipt cannot be produced, cannot be considered for award under any circumstances, nor can Late Bids which bear no postmarks or for which documentary evidence of mailing date cannot be produced.

2.3.7 Bidders are advised that security or other personnel remaining on the

premises outside of normal business hours may decline to sign or issue receipts for delivered items. It is therefore of the paramount importance that all deliveries are arranged and scheduled to occur between 09:00 hrs – 16:00 hrs Brussels, Belgium Time during the normal NATO working days.

2.4 REQUESTS FOR EXTENSION OF BID CLOSING DATE 2.4.1 The Purchaser does not accept, except in exceptional cases, Bidder requests

to extend the Bid Closing Date. In any event, all questions and requests for extension of bid closing date must be submitted in writing by fax or e-mail. Such questions shall be forwarded to the Point of Contact (POC) specified in paragraph 2.5 below and shall arrive not later than 7 days before the closing date of the bid. The Purchaser is under no obligation to consider or answer


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requests submitted after this time. Extensions to the Bid Closing Date are at the sole discretion of the Purchaser.

2.5 PURCHASER POINT OF CONTACT The Contracting Officer responsible for this solicitation is Mr. Sven Schumacher, all correspondence regarding this RFQ should solely be addressed to:

Mr. Radu Munteanu E-mail: Radu. [email protected] NATO Communications and Information Agency Acquisition Directorate Avenue du Bourget 140 Bâtiment Z B-1110 Brussels Belgium

2.6 REQUESTS FOR RFQ CLARIFICATIONS 2.6.1 Bidders, during the solicitation period, are encouraged to query and seek

clarification of any matters of a Contractual, administrative and technical nature pertaining to this RFQ.

2.6.2 All questions and requests for clarification must be submitted in writing using

the format at ANNEX D – CLARIFICATION REQUESTS FORMS, All questions and requests must reference the Section(s) in the RFQ subject for clarifications. The questions and/or requests shall be forwarded to the POC specified in paragraph 2.5 above and shall arrive not later than 5 days before the closing date of the bid. The Purchaser is under no obligation to answer questions submitted after this time. Requests for clarification must address the totality of the concerns of the Bidder for any given area, as the Bidder will generally not be permitted to revisit areas of the RFQ for additional clarification except as noted in 2.6.3 below.

2.6.3 Bidders are advised that subsequent questions and/or requests for clarification

included in a bid shall neither be answered nor considered for evaluation and may be grounds for a determination of non-compliance.

2.6.4 Except as provided above, all questions will be answered by the Purchaser

and the questions and answers (deprived of any means of identification of the questioner) will be issued in writing to all prospective bidders.

2.6.5 The published answers issued by the Purchaser shall be regarded as the

authoritative interpretation of the RFQ. Amendments to the language of the RFQ included in the answers shall be incorporated by the Bidder in its offer.

2.7 REQUESTS FOR WAIVERS AND DEVIATIONS 2.7.1 Bidders are informed that requests for alteration to, waivers of, or deviations

mailto:Radu.%[email protected]


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from the Schedules, the Special Contract Provisions, the Statement of Work and any other Terms and Conditions of the Prospective Contract will not be considered after the closing date and time for Requests for Clarification from bidders.

2.7.2 Requests for alterations to the other requirements, terms or conditions of the Request for Quotation or the Prospective Contract may only be considered as part of the clarification process set forth in paragraph 2.6 above. Requests for alterations to the specifications, terms and conditions of the Contract which are included in a Bid as submitted may be regarded by the Purchaser as a qualification or condition of the Bid and may be grounds for a determination of non-compliance.

2.8 AMENDMENT OF THE REQUEST FOR QUOTATION 2.8.1 The Purchaser may revise, amend or correct the terms, conditions and/or

specifications and provisions of the RFQ documents at any time prior to the date set for the Bid Closing. Any and all modifications will be transmitted to all prospective bidders by an official amendment designated as such and signed by the Contracting Authority. Such amendment shall be recorded in the Acknowledgement of Receipt which the bidder shall complete and enclose as part of its bid. This process may be part of the clarification procedures set forth in paragraph 2 .6 above or may be an independent action on the part of the Purchaser.

2.8.2 The Purchaser will consider the potential impact of amendments on the ability

of prospective Bidders to prepare a proper bid within the allotted time. The Purchaser may extend the “Bid Closing Date” at its discretion and such extension will be set forth in the amendment document.

2.8.3 In no case, however, will the closing date for receipt of bids be less than seven

(7) days from the date of issuance of any amendment to the RFQ. 2.9 MODIFICATION AND WITHDRAWAL OF BIDS 2.9.1 Bids, once submitted, may be modified by Bidders, but only to the extent that

the modifications are in writing, conform to the requirements of the RFQ, and are received by the Purchaser prior to the exact time and date established for Bid Closing. Such modifications shall be considered as an integral part of the submitted bid.

2.9.2 Modifications to bids which arrive after the Bid Closing Date will be considered

as “Late Modifications” and will be processed in accordance with the procedure set forth above concerning “Late Bids”, except that unlike a “Late Bid”, the Purchaser will retain the modification until a selection is made. A modification to a bid which is determined by the Purchase/Contracting Authority to be late will not be considered in the evaluation and selection process. If the Bidder submitting the modification is determined by the Purchase/Contracting Authority to be the successful Bidder on the basis of the unmodified bid, the


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modification may then be opened. If the modification makes the terms of the bid more favourable to the Purchaser, the modified bid may be used as the basis of Contract Award. The Purchaser, however, reserves the right to award a Contract to the apparent successful Bidder on the basis of the bid submitted and disregard the late modification.

2.9.3 A Bidder may withdraw its bid at any time prior to Bid Opening without penalty. In order to do so, an authorised agent or employee of the Bidder must provide an original statement of the firm's decision to withdraw the bid and remove the bid from the Purchaser's premises.

2.9.4 Except as provided in paragraph 2.10.4(b) below, a Bidder may withdraw its bid after Bid Opening only by forfeiture of the Bid Guarantee.

2.10 BID VALIDITY 2.10.1 Bidders shall be bound by the term of their bids for a period of six (6) months

starting from the Bid Closing Date specified at paragraph 2.3.1 above. 2.10.2 In order to comply with this requirement, the Bidder shall complete the

Certificate of Bid Validity set forth in Annex C-3 below for acceptance by the Purchaser may be determined to be non-compliant.

2.10.3 The Purchaser will endeavour to complete the evaluation and make an award

within the period referred to at 2 .10.1 above. However, should that period of time prove insufficient to render an award, the Purchaser reserves the right to request an extension of the period of validity of all bids which remain under consideration for award.

2.10.4 Upon notification by the Purchaser of such a request for a time extension, the

Bidders shall have the right to:

(a) accept this extension of time in which case Bidders shall be bound by the terms of their offer for the extended period of time and the Certificate of Bid Validity extended accordingly; or

(b) refuse this extension of time and withdraw the bid without penalty.

2.10.5 Bidders shall not have the right to modify their bids due to a Purchaser request

for extension of the bid validity unless expressly stated in such request. 2.11 BID GUARANTEE 2.11.1 The Bidder shall furnish with its Bid a guarantee in an amount equal to Fifty

Thousand Euro (€ 50,000) only. The Bid Guarantee shall be in the form of an irrevocable, unqualified and unconditional bid bond, i.e. Standby Letter of Credit issued by a Belgian banking institution fully governed by Belgian legislation or issued by a non-Belgian financial institution and confirmed by a Belgian banking institution fully governed by Belgian legislation. In the latter


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case signed original letters from both the issuing institution and the confirming institution must be provided. The confirming Belgian bank shall clearly state that it will guarantee the funds, the drawing against can be made by the NCI Agency at its premises in Belgium. Bid Guarantees shall be made payable to the Treasurer, NATO Communications and Information Agency and its legal successor.

2.11.2 Alternatively, a Bidder may elect to post the required Guarantee in cash (via direct bank deposit) or by certified cheque to be submitted in the Bidders Bid Administration Package (Ref. Para 3.2). If the latter method is selected, Bidders are informed that the Purchaser will cash the cheque on the Bid Closing Date. Instructions regarding direct bank deposit can be obtained from the designated POC indicated at Para 2.5.

2.11.3 “Standby Letter of Credit” as used herein, means a written commitment by a

Belgian financial institution either on its own behalf or as a confirmation of the Standby Letter of Credit issued by a non-Belgian bank to pay all or part of a stated amount of money, until the expiration date of the letter, upon presentation by the Purchaser of a written demand therefore. Neither the financial institution nor the Bidder can revoke or condition the Standby Letter of Credit. The term “Belgian financial institution” includes non-Belgian financial institutions licensed to operate in Belgium.

2.11.4 The following format may be used by the issuing financial institution to create

a Standby Letter of Credit:

BID GUARANTEE - STANDBY LETTER OF CREDIT

Standby Letter of Credit Number: Issue Date: Beneficiary: NATO Communications and Information Agency,

(NCI Agency) Financial Management Unit Avenue du Bourget 140 B-1110 Brussels Belgium

Expiry Date: _________

1. We, (issuing bank) hereby establish in your favour our irrevocable standby letter of credit number {number} by order and for the account of (NAME AND ADDRESS OF BIDDER) in the original amount of [€ 50,000 (Fifty Thousand Euro)]. We are advised this Guarantee fulfils a requirement under Request for Quotation RFQ-CO-14593-IAS dated___.

2. Funds under this standby letter of credit are available to you upon first demand and without question or delay against presentation of a certificate from the NCI Agency Contracting Officer that:


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(NAME OF BIDDER) has submitted a bid and, after Bid Closing Date (including extensions thereto) and prior to the selection of the lowest priced, technically compliant bid, has withdrawn its Bid, or stated that it does not consider its bid valid or agree to be bound by its bid, or (NAME OF BIDDER) has submitted a bid determined by the Agency to be the lowest priced, technically compliant bid, but (NAME OF BIDDER) has declined to execute the Contract offered by the Agency, such Contract being consistent with the terms of the Request for Quotation , or The NCI Agency has offered (NAME OF BIDDER) the Contract for execution but (NAME OF BIDDER) has been unable to demonstrate compliance with the security requirements of the Contract within a reasonable time, or The NCI Agency has entered into the Contract with (NAME OF BIDDER) but (NAME OF BIDDER) has been unable or unwilling to provide the Performance Guarantee required under the terms of the Contract within the time frame required.

3. This Letter of Credit is effective the date hereof and shall expire at our office located at (Bank Address) after a period of six (6) months from the Bid Closing Date of this Request for Quotation. All demands for payment must be made prior to the expiry date.

4. It is a condition of this letter of credit that the expiry date will be automatically extended without amendment for a period of sixty (60) calendar days from the current or any successive expiry date unless at least thirty (30) calendar days prior to the then current expiry date the NCI Agency Contracting Officer notifies us that the Letter of Credit is not required to be extended or is required to be extended for a shorter duration.

5. We may terminate this letter of credit at any time upon sixty (60) calendar days notice furnished to both (NAME OF BIDDER) and the NCI Agency by registered mail.

6. In the event we (the issuing bank) notify you that we elect not to extend the expiry date in accordance with paragraph 4 above, or, at any time, to terminate the letter of credit, funds under this credit will be available to you without question or delay against presentation of a certificate signed by the NCI Agency Contracting Officer which states:

“The NCI Agency has been notified by {issuing bank} of its election not to automatically extend the expiry date of letter of credit number {number} dated {date} pursuant to the automatic renewal clause (or to terminate the letter of credit). As of the date of this certificate, no suitable replacement letter of credit, or equivalent financial guarantee has been received by the NCI Agency from, or on behalf of (NAME OF BIDDER), and the NCI Agency, as beneficiary, hereby draws on the standby letter of credit number ______________in the amount of EUR (Amount up to the maximum available under the LOC), such


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funds to be transferred to the account of the Beneficiary number ____________(to be identified when certificate is presented).” Such certificate shall be accompanied by the original of this letter of credit and a copy of the letter from the issuing bank that it elects not to automatically extend the standby letter of credit, or terminating the letter of credit.

7. The Beneficiary may not present the certificate described in paragraph 6 above until 20 (twenty) calendar days prior to a) the date of expiration of the letter of credit should {issuing bank} elect not to automatically extend the expiration date of the letter of credit, b) the date of termination of the letter of credit if {issuing bank} notifies the Beneficiary that the letter of credit is to be terminated in accordance with paragraph 6 above.

8. Multiple partial drawings are allowed to the maximum value of this letter of credit.

9. Drafts drawn hereunder must be marked, “Drawn under {issuing bank} Letter of Credit No. {number}“ and indicate the date hereof.

10. This letter of credit sets forth in full the terms of our undertaking, and this undertaking shall not in any way be modified, amended, or amplified by reference to any document, instrument, or agreement referred to herein (except the International Standby Practices (ISP 98) hereinafter defined) or in which this letter of credit is referred to or to which this letter of credit relates, and any such reference shall not be deemed to incorporate herein by reference any document, instrument, or agreement.

11. We hereby engage with you that drafts drawn under and in compliance with the terms of this letter of credit will be duly honoured upon presentation of documents to us on or before the expiration date of this letter of credit.

12. This Letter of Credit is subject to The International Standby Practices- ISP98 (1998 Publication) International Chamber of Commerce Publication No.590

2.11.5 If the Bid Closing Date is extended after a Bidder's financial institution has

issued a Bid Guarantee, it is the obligation of the Bidder to have such Bid Guarantee (and confirmation, as applicable) extended to reflect the revised Bid Validity date occasioned by such extension.

2.11.6 Failure to furnish the required Bid Guarantee in the proper amount, and in the

proper form and for the appropriate duration by the Bid Closing Date may be cause for the bid to be determined non-compliant.

2.11.7 Bid Guarantees will be returned to Bidders as follows:

(a) to non-compliant Bidders forty-five (45) days after notification by the


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Purchaser of a non-compliant bid (except where such determination is challenged by the Bidder; in which case the Bid Guarantee will be returned forty-five (45) days after a final determination of non- compliance);

(b) to all other unsuccessful Bidders within thirty (30) days following the award of the Contract to the successful Bidder;

(c) to the successful Bidder upon submission of the Performance Guarantee required by the Contract or, if there is no requirement for such a Performance Guarantee, upon Contract execution by both parties.

(d) pursuant to paragraph 2.10.4 (b). 2.12 CANCELLATION OF REQUEST FOR QUOTATIONS

The Purchaser may cancel, suspend or withdraw for re-issue at a later date this RFQ at any time prior to Contract award. No legal liability on the part of the Purchaser for payment of any sort shall arise and in no event will any Bidder have cause for action against the Purchaser for the recovery of costs incurred in connection with preparation and submission of a bid in response to this RFQ.

2.13 ELECTRONIC TRANSMISSION OF INFORMATION AND DATA

The Purchaser will endeavour to communicate answers to requests for clarification and amendments to this RFQ to the prospective bidders by the fastest means possible, including the use of e-mail where the firms have forwarded the necessary address information. All bidders are consequently strongly encouraged to provide accurate email addressing information and notify the Purchaser at the earliest practicable date should any changes occur.


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3 SECTION III - BID PREPARATION INSTRUCTIONS

3.1 GENERAL 3.1.1 Bids shall be prepared in accordance with the instructions set forth herein.

Failure to comply with these instructions may result in the Bid being declared non-compliant.

3.1.2 Bidders shall prepare a complete bid which comprehensively addresses all

requirements stated herein. The Bid shall demonstrate the Bidder's understanding of the RFQ and its ability to provide all the deliverables and services listed in the Schedule of Supplies and Services. Bids, which are not complete, will be declared non-compliant.

3.1.3 The Bidder shall not restate the RFQ requirements in confirmatory terms only.

The Bidder must clearly describe what is being offered and how the Bidder will meet all RFQ requirements. Statements in confirmatory terms only will be sufficient grounds for determining the bid to be non-compliant.

3.1.4 Bidders shall prepare their bid in 3 parts in the following quantities

(a) Administrative Envelope (Part 1): Paper: 1 copy of signed Original Certificates and other documents specified below

(b) Price Quotation (Part 2): Paper: 1 Original

Electronic: 2 CD ROM Copies (MS Excel version 2007 or later)

(c) Technical Proposal (Part 3): Paper: 1 Original Electronic: 2 CD ROM Copies

3.1.5 Documents submitted in accordance with section 3 . 1 .4 above shall be classified no higher than “NATO UNCLASSIFIED” material.

3.1.6 Partial Bids and/or bids containing conditional statements will be declared

non-compliant. 3.1.7 Where no specific format is mandated, electronic bid documentation shall be

delivered in PDF format without limitations of printing or “copy & paste”. The Purchaser reserves the right to request native formats electronic files of the proposal to facilitate the evaluation process.

3.1.8 Bidders are advised that the Purchaser reserves the right to incorporate the

Bidders Technical Proposal in whole or in part in the resulting Contract. 3.2 PREPARATION OF THE ADMINISTRATIVE ENVELOPE (PART 1) 3.2.1 The “Bid Administration” Part shall contain a Bid Guarantee as described in


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Section 2.11 to these Bidding Instructions. If the Bid Guarantee is sent to the Purchaser directly from the Bidder’s bank, a letter in lieu of the actual Guarantee shall be included in the Bid Administration Package, specifying the details of the transmittal.

3.2.2 Within the Envelope the Bidder shall include the signed originals of the

certifications set forth in ANNEX C – CERTIFICATES hereto, specifically:

(a) (b) (c) (d) (e) (f)

C-1

C-2

C-3

C-4

C-5

C-6

Certificate of Legal Name of Bidder

Certificate of Independent Determination

Certificate of Bid Validity

Certificate of Understanding

Certificate of Exclusion of Taxes, Duties and Charges

Acknowledgement of Receipt of RFQ Amendments and CR releases (if applicable)

(g) C-7 Disclosure of Requirements for NCI Agency Execution of Supplemental Agreements

(h) C-8 Certification of NATO Member Country of Origin of Delivered Equipment, Services, Material and Intellectual Property Rights

(i) C-9 Comprehension and Acceptance of Contract Special Provisions and General Provisions

(j) C-10 List of Prospective Sub-Contractors / Consortium members

(k) C-11 Certificate of AQAP 2110 or ISO-9001:2008 Compliance

(l) C-12 List of Key Personnel with Security Clearance Information (m) C-13 Disclosure of Involvement of Former NCI Agency Employment

3.2.3 Concerning Certificate C-10, the Contractor shall identify by name, project role, and country of origin, all Sub-Contractors whose Sub-Contract value is expected to equal or exceed EUR 125,000, if any. A list of consortium members shall also be completed and included. If there are no Sub- Contractors/consortium members involved, the Bidder shall state this separately.

3.2.4 Concerning Certificate C-7, Disclosure of Requirements for NCI Agency

Execution of Supplemental Agreements, Bidders shall note especially the following:


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3.2.4.1 If supplemental agreements, such as End-User Certificates or Technical Assistance Agreements, are required by national regulations, these must be submitted with the Bidders Bid. Supplemental agreements submitted after the Bid Closing Date shall not be considered.

3.2.4.2 The terms of supplemental agreements, if necessary, are the Bidders /

Contractors responsibility and shall be totally consistent with the terms of the (Prospective) Contract, and shall not duplicate, negate, or further interpret any provisions of this Contract. The terms of the (Prospective) Contract shall take precedence over the Supplemental Agreement.

3.2.4.3 A problem with the supplemental agreement in any of the areas mentioned

previously in this provision may result in a determination that the Bid is not compliant with the terms of the RFQ, and in rejection of the Bid, or termination for default of the Contract if the supplemental agreement is submitted after Contract award.

3.3 PREPARATION OF THE PRICE QUOTATION (PART 2)

3.3.1 The Price Quotation shall be prepared and submitted in the form of completed

Bidding Sheets in accordance with RFQ Book I, Section III and Annexes A and B. No alteration of the form and pre-filled content of the Bidding Sheets is allowed, unless otherwise specified.

3.3.2 This envelope must contain the following documentation and media:

3.3.2.1 One (1) printed original of Book I Annex A completed as per

Book I Annex B instructions; 3.3.2.2 Two (2) CD-ROMs containing an electronic version in

MS Excel of the Bidding Sheets as per Book I Annex A. 3.3.3 Bidders shall prepare their Price Quotation by completing the yellow highlighted

sections of the Bidding Sheets, in accordance with the instructions specified in Annex B.

3.3.4 Bidders shall quote in their own national currency or in EUR, the host nation currency. Bidders may also submit bids in multiple currencies including other NATO member states' currencies under the following conditions:

(a) the currency is of a "Participating Country" in the project, and (b) the Bidder can demonstrate, either through Sub-Contract arrangements

or in its proposed work methodology, that it will have equivalent expenses in that currency. All major Sub-Contracts and their approximate anticipated value should be listed on a separate sheet and included with the Price Quotation.

3.3.5 The Purchaser, by virtue of its status under the terms of Article IX and X of the Ottawa Agreement, is exempt from all direct taxes (incl. VAT) and all customs


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duties on merchandise imported or exported. The Bidder, therefore, shall certify that the prices stipulated in this Contract do not include amounts to cover such direct taxes or customs duties.

3.3.6 The Bidder shall be responsible for ensuring that its respective Sub-

Contractors are aware that the Purchaser is exempt from taxes and customs duties. The Bidder (and its respective Sub-Contractors) shall be responsible for complying with all applicable national and local legal and administrative procedures to ensure that authorities do not attempt to assess taxes and customs duties on goods and property imported or exported through NATO member nation frontiers under this Contract nor assess direct taxation (VAT) on goods sold to the NCI Agency under this Contract. Bidders are reminded of the requirement to complete the certification to this effect in Annex C-5.

3.3.7 Unless otherwise specified in the instructions for the preparation of bidding

sheets, all prices quoted in the proposal shall be DDP (Delivered Duty Paid) to specified destination, in accordance with the International Chamber of Commerce INCOTERMS 2010 and shall also cover all packaging, packing, preservation, insurance and transportation charges. Prices quoted shall include all costs for items supplied and delivered to final destination.

3.3.8 The Bidder’s attention is directed to the fact that their Price Quotation shall contain no document and/or information other than the priced copies of the Bidding Sheets. Any other document of a Contractual or technical nature will not be considered for evaluation and may be cause for a determination of non-compliance by the Purchaser.

3.3.9 When completing the Bidding Sheets, a unit price and total firm fixed price for each proposed element must be supplied on each CLIN line item provided for this RFQ. Prices should not be grouped. The prices and quantities entered on the document shall reflect the amount of the total items required to meet the Contractual requirements. Partial quotations shall be rejected. The total price shall be indicated in the appropriate columns and in the currency quoted. If the price of a line item is expressed in different currencies, these shall be identified, and there shall be as many totals on that line item as there are currencies. In preparing the Price Quotation, Bidders shall ensure that the prices of the Sub-items total the price of the major item of which they constitute a part. The accuracy of the inputs of the Bidding Sheets is the responsibility of the Bidder. The Purchaser in its favour may resolve ambiguous computation of prices.

3.3.10 The Bidding Sheets shall clearly illustrate the totals per CLIN and the grand total price of the bid in accordance with the format set out in the Annex A of these Bidding Instructions.

3.3.11 The Contractor shall be liable for all other taxes, assessments, fees, licenses, administrative charges or other Government assessments or charges which are applicable to the performance of this Contract. It is the Contractor's responsibility to inform itself of its liability in each country where such liability


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may arise.

3.3.12 Price Proposals specifying delivery dates exceeding the deadlines for completion of works indicated in the Schedule of Supplies and Services may be declared non-compliant.

3.4 PREPARATION OF THE TECHNICAL PROPOSAL (PART 3)

3.4.1 The Bidder shall submit a Technical Proposal in which they demonstrate the capability to execute the Contract, according to the requirements specified within SOW and within the bidding sheets.

3.4.2 Capabilities. The Bidder shall provide the following qualification information about the Bidder and project’s key personnel:

3.4.2.1 Bidder 3.4.2.2 Demonstrated Information Knowledge Management (IKM) and

related Content Management Systems (CMS) such as SharePoint (SPS) experience, as evidenced by an appropriate career profile, listing and briefly summarizing relevant projects, dates and customers.

3.4.2.3 Project Manager 3.4.2.3.1 Has demonstrated at least 3 years of Project Management

experience. 3.4.2.4 Trainers

3.4.2.4.1 Demonstration of at least 2 years recent training experience in IT training preferably IKM, CMS and SPS.

3.4.2.4.2 Holding an instructor certificate from a reputable authority or alternatively providing evidence of extensive relevant training experience in lieu of formal instructor certification.

3.4.2.5 The Bidder shall provide demonstrated proof that they have considerable and recent experience with developing training programs in the field of technical solutions with SharePoint technologies.

3.4.2.6 The Technical Proposal shall include a comprehensive list of the

envisaged tools/applications to be used during the on-site delivery of the project.

3.4.3 The Bidder shall provide the Initial Project Plan with an associated Project

Master Schedule that includes: 3.4.5.1 The concept, a document not more than 5 pages that

demonstrates that they understand the training requirements and tasks (explicit and implicit) required to complete the requested effort.


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3.4.5.2 An outline Project Plan with Project Master Schedule (PMS) including tasks, timelines and resource assignments.

3.4.4 Training 3.4.5.3 The Bidder shall provide a sample of a training session that they

have developed which meets or exceeds the requirements identified in SOW paragraph 2.

3.4.5.4 The Bidder shall provide a 1 page discussion of the likely core skills needed by the users in both the Standard and Advanced courses and define the likely goals and objectives of user training based on the lessons learnt from other similar projects with which they have experience.

3.4.5.5 The Bidder shall provide an explanation of their understanding of the role and concept of the IKM training course in not more than one page.

3.4.5.6 The Bidder shall provide a potential outline of the 3 day IKM training course defining the training blocks necessary to deliver the needed material/content, based on the lessons learnt from other similar projects with which they have experience.

3.4.5.7 The Bidder shall provide a document, not to exceed 3 pages, discussing their concept of training handover and how they shall ensure that the NATO trainers will be able to successfully support its required sustainment training effort.

3.5 PACKAGING AND MARKING OF BIDS

3.5.1 All copies of the Administrative Envelope, Price Quotation and the Technical Proposal shall be segregated and enclosed in separate outer envelopes or packages marked as follows:

(a) The name and address of the Bidder; (b) The words “SEALED OFFER CO-14593-IAS Train ing” (c) The designated RFQ number: “RFQ-CO-14593-IAS” followed

by one of the following identifications as appropriate: “Administrative Envelope”, “Price Quotation”, “Technical Proposal”.

3.5.2 The separate envelopes or packages shall be placed in an outer

container or containers suitable for mailing and shipping and marked with the Purchaser’s address. The following legend shall be prominently printed on the top and sides of each container:

"SEALED BID: RFQ-CO-14593-IAS Training.

NOTIFY ACQ (R MUNTEANU) UPON RECEIPT!"


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4 SECTION IV - BID EVALUATION 4.1 GENERAL 4.1.1 The evaluation of bids will be made by the Purchaser solely on the basis of

the requirements in this RFQ. Failure to address any of the bidding requirements in this RFQ or omission of the critical information may result in a determination of non-compliance for the entire Bid.

4.1.2 The evaluation of bids and the determination as to the compliance or

technical adequacy of the supplies and services offered will be based only on that information furnished by the Bidder and contained in its bid. The Purchaser shall not be responsible for locating or securing any information which is not included in the bid.

4.1.3 To ensure that sufficient information is available, the Bidder shall furnish with

its bid all information appropriate to provide a complete description of the work which will be performed and/or the supplies to be delivered. The information provided shall be to a level of detail necessary for the Purchaser to determine exactly what the Bidder proposes to furnish and whether the offer meets the technical, administrative and Contractual requirements of this RFQ.

4.1.4 During the evaluation, the Purchaser may request clarification of the bid from

the Bidder, and the Bidder shall provide sufficient detailed information in connection with such requests as to permit the Purchaser to make a final determination based upon the facts. The purpose of such clarifications will be to resolve ambiguities in the bid and to permit the Bidder to state its intentions regarding certain statements contained therein. The Bidder is not permitted any cardinal alteration of the bid regarding technical matters and shall not make any change to its price quotation at any time.

4.1.5 The Bidder’s prompt response to the Purchaser’s RFQ clarification requests

is important and therefore failure to provide the requested clarifications within the time-limits set forth in the specific Clarification Requests may cause the bid to be deemed non-compliant.

4.1.6 The administrative compliance of the Bids will be evaluated first. Bids that are

declared administratively non-compliant may be rejected without further evaluation. Following evaluation for administrative compliance, evaluation will be carried out in the following two areas: Part 2 - Price, Part 3 - Technical.

4.1.7 All administrative compliant Bids will be reviewed for price compliancy. The

Contract resulting from this RFQ will be awarded to the Bidder whose offer,


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as evaluated by the Purchaser, is the lowest priced bid and in compliance with the requirements of this RFQ.

4.2 ADMINISTRATIVE CRITERIA 4.2.1 Prior to commencement of the Price and Technical evaluation, Bids will be

reviewed for compliance with the Bid Submission Requirements of this RFQ. These are as follows:

(a) The Bid was received by the Bid Closing Date and Time,

(b) The Bid was packaged and marked properly,

(c) The Administrative Package contained the Bid Guarantee in the proper

amount, in the proper form and for the established length of time, (d) The Administrative Package contains all the requested signed originals

of the required Certificates at Annex C hereto. 4.2.2 A Bid that fails to conform to the above requirements may be declared non-

compliant and may not be evaluated further by the Purchaser. 4.2.3 If it is discovered, during either the Price or Technical evaluation, that the

Bidder has taken exception to the Terms and Conditions of the Prospective Contract, or has qualified and/or otherwise conditioned its offer on a modification or alteration of the Terms and Conditions or the language of the Statement of Work, the Bidder may be determined to have submitted a non- compliant bid.

4.3 PRICE CRITERIA 4.3.1 The Bidder’s Price Quotation will be first assessed for compliance against the

standards detailed in the following paragraphs. A bid which fails to meet the compliance standards defined in this section may be declared non-compliant and may not be evaluated further by the Purchaser.

4.3.1.1 The Price Quotation meets the requirements for preparation and

submission of the Price Quotation set forth in the Bid Preparation Section (Book I, Section III) and the Instructions for Contractor’s Bidding Sheets (Annex B hereto), in particular:

a. The Bidder has prepared the Price Proposal in the form of the Bidding

Sheets provided under Annex A of these Bidding Instructions, by completing the yellow highlighted sections in accordance with the instructions specified in Annex B.

b. The Bidder has furnished Firm Fixed Prices for all items listed.

c. All pricing data, i.e., quantities, unit prices, has been provided as

reflected in the Bidding Sheets.


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d. Bid prices include all costs for items supplied, delivered, and supported.

e. All prices have been accurately entered into appropriate columns, and accurately totaled.

f. The Bidder has provided accurate unit price, and total price for each line

item and sub-item (if any). The prices of the sub-items (if any) total the price of the major item of which they constitute a part.

g. The totals per CLIN and the bid grand total are accurate.

h. The currency of all line items has been clearly indicated. Line items with

multiple currencies contain as many totals on that line item as there are identified currencies.

i. The Bidder has quoted in its own national currency or in the Host Nation

currency, Euros. Where multiple currencies including other NATO member states' currencies are quoted, the conditions of Section III, paragraph 3.3.4 are met.

j. The Bidder has indicated that in accordance with the treaties governing

the terms of business with NATO, it excluded from its prices all taxes, duties and customs charges from which the Purchaser has been exempted.

k. Price quotes for each individual item(s) and totaled prices are accurate,

realistic (based on historic data, and/or market and competitive trends in the specified industrial sector(s)), adequate and traceable.

4.3.1.2 Price Quotation does not contain any document and/or information other

than the priced copies of the Bidding Sheets. Any other document of a Contractual or technical nature will not be considered for evaluation and may be cause for a determination of non-compliance by the Purchaser.

4.3.1.3 The Price Quotation meets requirements for price realism and balance as

described below in paragraph 4.3.4. 4.3.1.4 Completed Bidding Sheets shall show that the offered delivery schedule

meets the mandatory delivery requirements of the Prospective Contract. 4.3.2 Basis of Price Comparison

4.3.2.1 The Purchaser will convert all prices quoted into EURO for purposes of

comparison and computation of price scores. The exchange rate to be utilised by the Purchaser will be the average of the official buying and selling rates of the European Central Bank at close of business on the last working day preceding the Bid Closing Date.

4.3.2.2 The price comparison will be based on the offered Grand Total Firm Fixed


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Price which includes CLIN 1.1 to CLIN 1.4 in the Bidding Sheets. 4.3.3 Inconsistencies and discrepancies in Bid Price Quotation

4.3.3.1 In case of inconsistencies, discrepancies and/or contradictory pricing

information in the different parts of the bid price submission and notwithstanding the possibility for the Purchaser, at its sole discretion to obtain clarification from the Bidder, for the purpose of determining the total price of the Bid, the following order of precedence shall apply:

a. Hard Copies Submission

i. Bidding Sheet Total to be Evaluated Bid Price as indicated by the Bidder

ii. Total of the Bid calculated from the indicated Total Prices(s) indicated per CLIN(s)

b. Electronic Submission

i. Bidding Sheet Total to be Evaluated Bid Price as indicated

by the Bidder ii. Total of the Bid calculated from the indicated Total Prices(s)

indicated per CLIN(s) 4.3.4 Price Realism 4.3.4.1 Otherwise successful Bidders that submit a price quotation so low that it is not

a realistic reflection of the objective cost of performance of the associated technical proposal may be considered by the Purchaser to have submitted an unrealistic offer and that offer may be determined to be non-compliant.

4.3.4.2 Indicators of an unrealistically low bid may be the following, amongst others:

a. Labour Costs that, when amortised over the expected or proposed

direct labour hours, indicate average labour rates far below those prevailing in the Bidders locality for the types of labour proposed.

b. Numerous Line Item prices for supplies and services that are provided

at no cost or at nominal prices. 4.3.4.3 If the Purchaser has reason to suspect that a Bidder has artificially debased

its prices in order to secure Contract award, the Purchaser will request clarification of the bid in this regard and the Bidder shall provide explanation on one of the following bases:

a. An error was made in the preparation of the Price Quotation. In such a case, the Bidder must document the nature of the error and show background documentation concerning the preparation of the Price Quotation that makes a convincing case that a mistake was made by the Bidder. In such a case, the Bidder shall petition


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the Purchaser to both remain in the competition and accept the Contract at the offered price, or to withdraw from the competition.

b. The Bidder has a competitive advantage due to prior experience or

industrial/technological processes that demonstrably reduce the costs of Bidder performance and therefore the price offered is realistic. Such an argument must support the technical proposal offered and convincingly and objectively describe the competitive advantage and the net savings achieved by this advantage over standard market practices and technology.

c. The Bidder recognises that the submitted Price Quotation is

unrealistically low compared to its cost of performance and, for business reasons, the Bidder is willing to absorb such a loss. Such a statement can only be made by the head of the business unit submitting the Bid and will normally be made at the level of Chief Operating Officer or Chief Executive Officer. In such a case, the Bidder shall estimate the potential loss and show that the financial resources of the Bidder are adequate to withstand such reduction in revenue.

4.3.4.4 If a Bidder fails to submit a comprehensive and compelling response on one

of the bases above, the Purchaser may determine the Bid submitted as non-compliant. If the Bidder responds on the basis of a) above and requests to withdraw from the competition, the Purchaser may, depending on the nature and gravity of the mistake, allow the Bidder to withdraw.

4.3.4.5 If the Purchaser accepts the Bidder’s explanation of mistake in paragraph

4.3.4.3(a) and allows the Bidder to accept the Contract at the offered price, or the Purchaser accepts the Bidder’s explanation pursuant to paragraph 4.3.4.3(c) above, the Bidder shall agree that the supporting pricing data submitted with its Bid will be incorporated by reference in the resultant Contract. The Bidder shall agree as a condition of Contract signature, that the pricing data will be the basis of determining fair and reasonable pricing for all subsequent negotiations for modifications of or additions to the Contract and that no revisions of proposed prices will be made.

4.3.4.6 If the Bidder presents a convincing rationale pursuant to paragraph 4.3.4.3(b)

above, no additional action will be warranted. The Purchaser, however, reserves its right to reject such an argument if the rationale is not compelling or capable of objective analysis. In such a case the Bid may be determined to be non-compliant.


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4.4 TECHNICAL CRITERIA 4.4.1 Upon determination of the lowest-priced Bid as described above, the Bid

shall be evaluated to confirm compliance with the following criteria associated with the respective sections of Statement of Work.

RFQ

REFERENCE

EVALUATION CRITERIA

SOW 2.1.12 2.1.13 2.1.14

Capabilities The Bidder SHALL have provided a Curriculum Vitae (CV) for each of their Training Staff who will conduct the User and Functional Admin training. Each CV SHALL demonstrate trainers experience within the IKM domain. The Bidder SHALL have provided the following qualification information about the Bidder and project’s key personnel:

• Demonstrated Information Knowledge Management (IKM) and related Content Management Systems (CMS) such as SharePoint (SPS) experience, as evidenced by an appropriate career profile, listing and briefly summarizing relevant projects, dates and customers.

• Project Manager SHALL has demonstrated at least 3 years of Project Management experience.

• Trainers SHALL has demonstrated of at least 2 years recent training experience in IT training preferably IKM, CMS and SPS. Holding an instructor certificate from a reputable authority or alternatively providing evidence of extensive relevant training experience in lieu of formal instructor certification.

SOW 1.5.5

Project Plan and Project Master Schedule (PMS) The Bidder SHALL have provided the Initial Project Plan with an associated Project Master Schedule (PMS) demonstrates that they understand the training requirements and tasks required to complete the requested effort. PMS containing all Contract events and milestones taking into consideration the indicative schedule constraints included in the Statement of Work.


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SOW 2

Training 1. The Bidder SHALL have provided a sample of a training session that

they have developed which meets or exceeds the requirements identified in SOW paragraph 2.

2. The Bidder SHALL have provided an explanation of their understanding of the role and concept of the IKM training course in not more than one page

3. The Bidder SHALL have provided a potential outline of the 3 day IKM training course defining the training blocks necessary to deliver the needed material/content, based on the lessons learnt from other similar projects with which they have experience.

4. The Bidder SHALL have provided a document, not to exceed 3 pages, discussing their concept of training handover and how they shall ensure that the NATO trainers will be able to successfully support its required sustainment training effort.


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5 ANNEX A – BIDDING SHEETS

[Provided under separate MS Excel File: “Book I -2_RFQ-CO- 14593-IAS_Bidding-sheets.xls”


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6 ANNEX B - INSTRUCTIONS FOR THE PREPARATION OF BIDDING SHEETS

1. INTRODUCTION

Bid pricing requirements as addressed in this Annex are mandatory. Failure to abide to the prescriptions of bid submission referred in this section may lead to the bid being declared non-compliant and not being taken into consideration for award.

No alteration of the bidding sheets including but not limited to quantity indications, descriptions or titles are allowed with the sole exception of those explicitly indicated as allowed in this document. Additional price columns may be added if multiple currencies are bid, including extra provisions for all totals.

2. GENERAL REQUIREMENTS

Bidders shall follow the specific instructions provided in each worksheet.

Bidders shall insert information in all yellow cells.

The prices and quantities entered on the document shall reflect the total items required to meet the Contractual requirements. The total price shall be indicated in the appropriate columns.

In preparing the Bidding Sheets, Bidders shall ensure that the prices of the Sub-items total the price of the major item of which they constitute a part.

All metrics (e.g., cost associated with labour) will be assumed to be standard or normalised to 7.6 hour/day, for a five day working week at NATO sites and Contractor facilities located within Europe and 8 hours/day at NATO sites and Contractor facilities located in the United States.

Should the bid be in other than Euro currency, the award of the Contract will be made in the currency or currencies of the bid.

Bidders are advised that formulae are designed to ease evaluation of the bidders proposal have been inserted in the electronic copies of the Bidding Sheets. Notwithstanding this the Bidder remains responsible for ensuring that their figures are correctly calculated and should not rely on the accuracy of the formulae electronic copies of the Bidding Sheets.

If the Bidder identifies an error in the spreadsheet, it should notify the Purchaser who will make a correction and notify all the bidders of the update.


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Any discounted or reduced prices offered by the bidder must be traceable to a CLIN or CLINs at the lowest level. Prices and detail of the traceability of application of the discount shall be clearly identified in the supporting detail sheets and applied at the unit price level.

3. STRUCTURE OF BIDDING SHEETS.

The Bidding Sheets provided in MS Office Excel format are organised according to the following structure:

− Section 1. CLIN Summary sheet − Section 2. Detailed Bidding sheets

4. COMPLETING SECTION 1 (CLIN Summary Sheet)

Section 1 corresponds to the Schedule of Supplies and Services of the Prospective Contract. Bidders shall fill in the CLIN summary sheet based on the information provided in the detailed bidding sheets (CLIN Price Breakdown sheets). The detailed bidding sheets are broken down in to the categories listed in Section 5. Bidders are expected to aggregate the prices in the detailed bidding sheets that make up the line items in the CLIN summary sheet. The line items in the CLIN Summary Sheet shall be all INCLUSIVE of the price being bid in order to fulfil the requirement for the line item in the CLIN Summary Sheet. Bidders shall make sure that the total price indicated in the Detailed Bidding Sheets matches the price stated in the CLIN summary sheet for the same corresponding CLIN or sub-CLIN.

5. COMPLETING SECTION 2 (Detailed Bidding Sheets) Bidders are instructed to prepare their cost proposals in sufficient detail to permit thorough and complete evaluation. For each of the CLINs the Bidder shall use the separate Sheets as provided, adding additional sheets if multiple currencies are used. Change the currency in the header of the Sheets if necessary. DIRECT LABOUR Show the hourly rate by year and the total hours for the categories and disciplines of direct labour proposed. Unit prices shall be EXCLUSIVE of any applicable overhead, general and administrative costs, profit, costs associated to travel, per-diem and/or incidentals as well as Personnel Installation costs at the sites of performance. Factors for overhead shall be applied in the DIRECT LABOUR OVERHEAD section of the detailed bidding sheet to the total cost of direct labour. SUBCONTRACT LABOUR Show the hourly rate by year and the total hours for the categories and disciplines of subContract labour proposed. Unit prices shall be EXCLUSIVE of any applicable overhead, general and administrative costs, profit, costs associated to travel, per-diem and/or incidentals as well as Personnel Installation costs at the sites of performance. Factors for overhead shall be applied in the SUBCONTRACT LABOUR OVERHEAD section of the detailed bidding sheet to the total cost of Sub-Contract labour.


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TRAVEL

Show the number of trips being made, the number of people travelling, the number of days per trip, the cost of traveling (e.g. flight costs), and the daily per diem rate. Insert comments/descriptions/references/explanation of calculation method under the 'Notes' column including the location & reference to SOW.

OTHER DIRECT COSTS A. Special Tooling/Equipment. Identify and support specific equipment and unit

prices. Use a separate schedule if necessary. B. Individual Consultant Services. Identify and support the proposed

contemplated consulting. State the amount of services estimated to be required and the consultant’s quoted daily or hourly rate.

C. Other Costs. List all other direct charge costs not otherwise included in the categories described above (e.g., services of specialized trades, computer services, preservation, packaging and packing, leasing of equipment, ex-pat costs etc.) and provide bases for pricing.


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7 ANNEX C – CERTIFICATES

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ANNEX C-1 CERTIFICATE OF LEGAL NAME OF BIDDER

This Bid is prepared and submitted on behalf of the legal corporate entity specified below:

FULL NAME OF CORPORATION:

DIVISION (IF APPLICABLE): SUB DIVISION (IF APPLICABLE):

OFFICIAL MAILING ADDRESS:

E-MAIL ADDRESS:

FAX NO.: _ POINT OF CONTACT (POC) REGARDING THIS BID:

NAME: POSITION: TELEPHONE: E-MAIL ADDRESS:

ALTERNATIVE POC: NAME: POSITION: TELEPHONE: E-MAIL ADDRESS:

DATE SIGNATURE OF AUTHORISED REPRESENTATIVE

PRINTED NAME

TITLE

N A T O U N C L A S S I F I E D RFQ-CO-14593-IAS

Book I – Bidding Instructions

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ANNEX C-2 CERTIFICATE OF INDEPENDENT DETERMINATION

1. Each Bidder shall certify that in connection with this procurement:

a. This Bid has been arrived at independently, without consultation, communication or agreement, for the purpose of restricting competition, with any other Bidder or with any competitor;

b. The contents of this bid have not been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to award, directly or indirectly to any other Bidder or to any competitor, and

c. No attempt has been made, or will be made by the Bidder to induce any other person or firm to submit, or not to submit, a Bid for the purpose of restricting competition.

2. Each person signing this Bid shall also certify that:

a. He/she is the person in the Bidder's organisation responsible within that organisation for the decision as to the bid and that he/she has not participated and will not participate in any action contrary to 1(a) through 1(c) above, or

b. (i) He/she is not the person in the Bidder's organisation responsible within that organisation for the bid but that he/she has been authorised in writing to act as agent for the persons responsible for such a decision in certifying that such persons have not participated, and will not participate in any action contrary to 1(a) through 1(c) above, and as their agent does hereby so certify, and

(ii) He/she has not participated and will not participate in any action contrary to 1(a) through 1(c) above.

…................................................. Date

…............................................................. Signature of Authorised Representative

…............................................................. Printed Name and Title

…............................................................. Company


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ANNEX C-3 CERTIFICATE OF BID VALIDITY

I, the undersigned, as an authorised representative of the firm submitting this bid, do hereby certify that the pricing and all other aspects of our Bid will remain valid for a period of six (6) months from the Bid Closing Date of this Request for Quotation.

…................................................. Date



…............................................................. Company


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ANNEX C-4 CERTIFICATE OF UNDERSTANDING

I certify that ............................................................................................................................................... ..........................................................................................(Company Name) has read and fully understands the requirements of this Request for Quotation (RFQ) and that the Bid recognises these requirements in total.

I also certify to the best of my expert knowledge that this Bid is within the "state of art" boundaries as they exist at the time of bidding for this project.

…................................................. Date



…............................................................. Company


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ANNEX C-5 CERTIFICATE OF EXCLUSION OF TAXES, DUTIES AND CHARGES

I hereby certify that the prices offered in the price quotation of this Bid exclude all taxes, duties and customs charges from which the Purchaser has been exempted by international agreement.

…................................................. Date



…............................................................. Company


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ANNEX C-6ACKNOWLEDGEMENT OF RECEIPT OF RFQ AMENDMENTS

I confirm that the following Amendments to Request for Quotation No RFQ-CO-14593-IAS have been received and the Bid as submitted reflects the content of such Amendments:

Amendment Number Date Issued Date of Receipt

…................................................. Date



…............................................................. Company


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ANNEX C-7 DISCLOSURE OF REQUIREMENTS FOR NCI AGENCY

EXECUTION OF SUPPLEMENTAL AGREEMENTS I, the undersigned, as an authorised representative of ………………………………… ………………………………..………(Company Name), certify the following statement:

1. All supplemental agreements, defined as agreements, documents and/or permissions outside the body of the Contract but required by my Government, and the governments of my Sub-Contractors, to be executed by the NCIA as a condition of my firm’s performance of the Contract, have been identified, as part of the Bid.

2. These supplemental agreements are listed as follows:

3. Examples of the terms and conditions of these agreements are attached hereto. The anticipated restrictions to be imposed on NATO, if any, have been identified in our offer along with any potential conflicts with the terms, conditions and specifications of the Prospective Contract, see ……………... (complete, if any). These anticipated restrictions and potential conflicts are based on our knowledge of and prior experience with such agreements and their implementing regulations. We do not certify that the language or the terms of these agreements will be exactly as we have anticipated.

4. The processing time for these agreements has been calculated into our delivery and performance plans and contingency plans made in the case that there is delay in processing on the part of the issuing government(s), see ……….. (complete, if any).

5. We recognise that additional supplemental agreements, documents and permissions presented as a condition of Contract performance or MOU signature after our firm would be selected as the successful Bidder may be cause for the NCIA to determine the submitted bid to be non-compliant with the requirements of the RFQ.

6 We accept that should the resultant supplemental agreements issued in final form by the government(s) result in an impossibility to perform the Contract in accordance with its schedule, terms or specifications, the Contract may be terminated by the Purchaser at no cost to either Party.

…................................................. Date



…............................................................. Company


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ANNEX C-8 CERTIFICATION OF NATO MEMBER COUNTRY ORIGIN OF

DELIVERED EQUIPMENT, SERVICES, MATERIALS AND INTELLECTUAL PROPERTY RIGHTS

The Bidder hereby certifies that, if awarded the Contract pursuant to this solicitation, it will perform the Contract subject to the following conditions:

(a) none of the work, including project design, labour and services shall be

performed other than by firms from and within participating NATO member countries;

(b) no material or items of equipment down to and including identifiable sub-

assemblies shall be manufactured or assembled by a firm other than from and within a participating NATO member country (a sub-assembly is defined as a portion of an assembly consisting of two or more parts that can be provided and replaced as an entity); and

(c) the intellectual property rights to all design documentation and related system

operating software shall reside in NATO member countries, and no license fees or royalty charges shall be paid by the Contractor to firms, individuals or governments other than within the NATO member countries.

…................................................. Date



…............................................................. Company


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ANNEX C-9 COMPREHENSION AND ACCEPTANCE OF CONTRACT

SPECIAL PROVISIONS AND GENERAL PROVISIONS The Bidder hereby certifies that it has reviewed the Contract Special and General Provisions set forth in the Prospective Contract, Book II of this Request for Quotation. The Bidder hereby provides its confirmation that it fully comprehends the rights, obligations and responsibilities of the Contractor as set forth in the Articles and Clauses of the Prospective Contract. The Bidder additionally certifies that the offer submitted by the Bidder is without prejudice, qualification or exception to any of the Terms and Conditions and it will accept and abide by the stated Special Contract Provisions if awarded the Contract as a result of this Request for Quotation.

…................................................. Date



…............................................................. Company


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ANNEX C-10 LIST OF PROSPECTIVE SUB-CONTRACTORS/ CONSORTIUM

MEMBERS

Name and Address of Sub- Contractor, incl.

country of origin/registration

Primary Location of Work

Items/Services to be Provided

Estimated Value of Sub-Contract

If no Sub-Contractors/consortium members are involved, state this here: ………………………………………………………………………………………………….. ……………………………………………..…………………………………………………… …………………………………………………………………………………………............. …………………………………………………………………………………………………..

…................................................. Date



…............................................................. Company


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ANNEX C-11 CERTIFICATE OF AQAP 2110 OR ISO 9001:2008 COMPLIANCE

I hereby certify that ………………………… (Company Name) is fully compliant with the AQAP 2110 or ISO 9001:2008 Quality Assurance Standards and Procedures and is currently so certified.

A copy of the certification is attached herewith.

…................................................. Date



…............................................................. Company


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ANNEX C-12 LIST OF KEY PERSONNEL WITH SECURITY CLEARANCE

INFORMATION

Name Level of Clearance

Dates of Validity Certifying Authority

Expected date of release of

required Security Clearance


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ANNEX C-13 Disclosure of Involvement of Former NCI Agency

Employment The Bidder hereby certifies that, in preparing its Bid, the Bidder did not have access to solicitation information prior to such information been authorized for release to Bidders (e.g., draft statement of work and requirement documentation). The Bidder hereby acknowledges the post-employment measures applicable to former NCI Agency Personnel as per the NCI Agency Code of Conduct. The Bidder hereby certifies that its personnel working as part of the company’s team, at any tier, preparing the Bid:

Have not held employment with NCI Agency within the last two years. Has obtained a signed statement from the former NCI Agency personnel below, who departed the NCI Agency within the last two years, that they were not previously involved in the project under competition (as defined in the extract of the NCI Agency Code of Conduct provided in Excerpt of NCI Agency AD. 05.00, Code of Conduct dated May 2017): Employee Name Former NCIA Position Current Company

Position

The Bidder also hereby certifies that it does not employ and/or receive services from former NCI Agency Personnel at grades A5 and above or ranks OF-5 and above, who departed the NCI Agency within the last 12 months. This prohibitions covers negotiations, representational communications and/or advisory activities. Date : ........................ Signature : ........................ Name & Title : ........................ Company : ........................ Bid Reference : ........................


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Excerpt of NCI Agency AD. 05.00, Code of Conduct dated May 2017. Article 14 PROCUREMENT AND CONTRACTORS 14.1 NCI Agency Personnel are required to maintain unquestionable integrity and impartiality in relation

to procurements initiated by the NCI Agency. 14.2 NCI Agency Personnel shall not disclose any proprietary or Contract related information regarding

procurement directly or indirectly to any person other than a person authorized by the NCI Agency to receive such information. NCI Agency Personnel shall not disclose any documentation related to a procurement action to any third party without a need to know1 (e.g., draft statement of work, statement of requirements) unless this is expressly provided under NATO Procurement Regulations or authorized in writing by the Director of Acquisition. During an on-going selection, NCI Agency Personnel shall not disclose any information on the selection procedure unless authorized by the Chairman of the award committee/board. The NCI Agency Personnel concerned will ensure that proper access controls are put in place to prevent disclosure of procurement information that has not yet been authorized for release for outside distribution, including draft statements of work and requirement documentations.

14.3 NCI Agency Personnel will not participate in a source selection if an offer has been provided by a friend, family member, a relative, or by a business concern owned, substantially owned, or controlled by him/her or by a friend, family member or a relative. NCI Agency Personnel appointed as part of an evaluation shall report such links to the Director of Acquisition immediately upon becoming aware of it.

14.4 Contractors and consultants shall not be allowed to participate in the drafting of the statement of work or in the source selection process unless they and their company/employer will be excluded from competition of the related Contract. The same will apply to Contractors and consultants involved in the definition and development of requirements.

14.5 Contractors will be given specific and coherent statements of work, providing precise explanation of how she/he is going to be employed. Tasks to be performed and minimum qualifications are to be well defined from the start. In addition, supervisors will ensure that Contractors do not occupy managerial positions within the Agency.

14.6 NCI Agency Personnel shall not enter into authorized commitments in the name of NCI Agency or NATO unless specifically authorized. NCI Agency Personnel must abstain from making promises or commitment to award or amend a Contract or otherwise create the appearance of a commitment from the NCI Agency unless properly authorized by the NCI Agency.

14.7 NCI Agency Personnel shall not endorse directly or indirectly products from industry. Therefore, NCI Agency Personnel shall not name or make statements endorsing or appearing to endorse products of specific companies.

14.8 Industry partners will need to abide with the post-employment measures under this Directive upon submission of their bids / proposals to the NCI Agency. As part of the selection process, industry will be requested to agree with an ethical statement.

15 INDUSTRY INITIATIVES 15.1 Industry initiatives may include loans, displays, tests or evaluation of equipment and software,

requesting NCI Agency speakers at industry gatherings and conferences, inviting speakers from


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industry to NCI Agency events, consultancy or studies of technical or organizational issues, etc. These initiatives are usually at no cost to the NCI Agency and take place at a pre-Contractual phase or before the development of requirements and specifications. While there are benefits associated with the early involvement of industry in the definition of requirements and specifications, this also raises the potential for unfair treatment of potential competitors.

15.2 Industry initiatives which go beyond routine interaction in connection with on-going Contracts must be reported to and coordinated by the NCI Agency Acquisition Directorate for approval. Industry initiatives shall be properly documented and governed by written agreements between the NCI Agency and the company concerned where relevant. Such agreements may contain provisions describing the nature of the initiative, the non-disclosure of NCI Agency/NATO information, NCI Agency ownership of any resulting work, the NCI Agency’s right to release such work product to future competitors for any follow-on competition or Contract, the requirement that any studies must provide non-proprietary solutions and/or an acknowledgement that the participating companies will not receive any preferential treatment in the Contracting process.

15.3 Any authorized industry initiatives must be conducted in such a way that it does not confer an unfair advantage to the industry concerned or create competitive hurdles for potential competitors.

16 POST EMPLOYMENT MEASURES 17.1 The NCI Agency will not offer employment Contracts to former NCI Agency Personnel who

departed less than 2 years earlier, unless prior approval by the General Manager has been received.

17.2 Former NCI Agency Personnel will not be accepted as consultants or commercial counterpart for two (2) years after finalization of their employment at NCI Agency, unless the General Manager decides otherwise in the interest of the Agency and as long as NATO rules on double remuneration are observed. Such decision shall be recorded in writing. Commercial counterparts include owners or majority shareholders, key account managers, or staff member, agent or consultant of a company and/or subContractors seeking business at any tier with the NCI Agency in relation to a procurement action in which the departing NCI Agency staff member was involved when he/she was under the employment of the NCI Agency. As per the Prince 2 Project methodology, a Project is defined as a “temporary organization that is created for the purpose of delivering one or more business products according to an agreed business case”. For the purpose of this provision, involvement requires (i) drafting, review or coordination of internal procurement activities and documentation, such as statement of work and statement of requirement; and/or (ii) access to procurement information that has not yet been authorized for release for outside distribution, including draft statements of work and requirement documentations; and/or (iii) being appointed as a representative to the Project governance (e.g., Project Board) with access to procurement information as per (ii) above; and/or (iv) having provided strategic guidance to the project, with access to procurement information as per (ii) above.

17.3 In addition to Section 17.2 above, former NCI Agency Personnel at grades A5 and above or ranks OF-5 and above are prohibited during twelve months following the end of their employment with the NCI Agency to engaging in negotiations, representational communications and/or advisory activities with the NCI Agency on behalf of a private entity, unless this has been agreed in advance by the NCI Agency General Manager and notified to the ASB.

17.4 NCI Agency Personnel leaving the Agency shall not contact their former colleagues in view of obtaining any information or documentation about procurement activities not yet authorized’


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release. NCI Agency Personnel shall immediately report such contacts to the Director of Acquisition.

17.5 The ASB Chairman will be the approving authority upon recommendation by the Legal Adviser when the NCI Agency Personnel concerned by the above is the NCI Agency General Manager and will notify the ASB.

17.6 NCI Agency Personnel leaving the Agency shall sign a statement that they are aware of the post-employment measures set out in this Directive.

17.7 The post-employment measures set out in this Directive shall be reflected in the NCI Agency procurement documents, such as IFBs, and Contract provisions.


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8 ANNEX D – CLARIFICATION REQUESTS FORMS

INSERT COMPANY NAME HERE

INSERT SUBMISSION DATE HERE

ADMINISTRATION or CONTRACTING

Serial Nr

RFQ Book RFQ Section Ref.

QUESTION ANSWER Status

A.1

A.2

A.3




RFQ-CO-14593-IAS Book I – Bidding Instructions

Page 50 of 51

PRICE

Serial Nr



P.1

P.2

P.3




RFQ-CO-14593-IAS Book I – Bidding Instructions

Page 51 of 51

TECHNICAL

Serial Nr



T.1

T.2

T.3

CLIN DESCRIPTION SOW REFERENCE QTYUNIT PRICE

(insert currency)TOTAL PRICE

(insert currency)

LocationCP: Contractors Premise

CUST: Customer NCIA/UserDELIVERY CONDITIONS

DELIVERY START DATE

DELIVERY END DATE

COMMENTS

1.1 Project Management ‐ 1.1.1 Project Management Office 1.5.4 1 CP Defined at beginning of project EDC FSA Defined at beginning of project1.1.2 Project Plan 1.5.5.1 1 CP Defined at beginning of project EDC FSA Defined at beginning of project1.1.3 Project Master Schedule (PMS) 1.5.5.2 1 CP Living document on project website EDC FSA Living document on project website1.1.4 RAID Log 1.5.5.3 1 CP Living document on project website EDC FSA Living document on project website1.1.5 Configuration Register 1.5.5.4 1 CP Living document on project website EDC FSA Living document on project website1.1.6 Quality Management Strategy 1.5.5.5 1 CUST/CP Living document on project website EDC FSA Living document on project website1.1.7 Site Training Acceptance Report 1.5.5.6 19 CP Meeting, presentation and minutes afterwards EDC At FSA; per site Meeting, presentation and minutes afterwards1.1.8 FSA Report 1.5.5.7 1 CP Following FSA meeting EDC At FSA Following FSA meeting

1.2 Training Activities ‐ 1.2.1 Training Needs Analysis (TNA) 2.2 1 CP Deliverable EDC EDC+2w Deliverable1.2.2 Training Plan 2.3 1 CP Deliverable EDC EDC+2w Deliverable1.2.3 Develop Training Material 2.4 1 CP Deliverable EDC EDC+4w Deliverable1.2.4 Deliver Final Training Package 2.6.7 1 CP Deliverable EDC At FSA Deliverable

1.3 Train‐The‐Trainer 2.1 ‐ 1.3.1 EDMS Trainer for Func Admin 2.1.2.1.1 1 CUST Deliverable EDC+2w EDC+4w Deliverable1.3.2 EDMS Trainer for General User 2.1.2.1.2 1 CUST Deliverable EDC+2w EDC+4w Deliverable1.3.3 TT+ Trainer for Func Admin 2.1.2.1.3 1 CUST Deliverable EDC+2w EDC+4w Deliverable1.3.4 TT+ Trainer for General User 2.1.2.1.4 1 CUST Deliverable EDC+2w EDC+4w Deliverable

1.4 Training Delivery 1 ‐ 1.4.1 SITE 1 : SHAPE Mons ‐ 1.4.1.1 SHAPE HQ1.4.1.1.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 2 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.1.1.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 2 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.1.1.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 2 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.1.1.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 2 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.1.1.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.1.2 NCISG1.4.1.2.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.1.2.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.1.2.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.1.2.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.1.2.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.1.3 SACT SEE1.4.1.3.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.1.3.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.1.3.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.1.3.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.1.3.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.2 SITE 2 : JFC Brunssum ‐ 1.4.2.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.2.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.2.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.2.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.2.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.3 SITE 3 : JFC Naples ‐ 1.4.3.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.3.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.3.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.3.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.3.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.4 SITE 4 : AIRCOM Ramstein ‐ 1.4.4.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.4.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.4.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.4.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable

SCHEDULE OF SUPPLIES AND SERVICES

Work Package 4 ‐ Work Package to Implement Training

Book I ‐ 2_RFQ ‐CO‐14593‐IAS ‐ Bidding Sheets

RFQ‐CO‐14593‐IASBook I – Bidding Instructions

ANNEX A

1.4.4.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.5 SITE 5 : LANDCOM Izmir ‐ 1.4.5.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.5.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.5.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.5.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.5.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.6 SITE 6 : MARCOM Northwood ‐ 1.4.6.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.6.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.6.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.6.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.6.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.7 SITE 7 : JEWCS Yeovilton ‐ 1.4.7.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.7.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.7.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.7.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.7.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.8 SITE 8 : JALLC Monsanto ‐ 1.4.8.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.8.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.8.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.8.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.8.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.9 SITE 9 : CMRE La Spezia ‐ 1.4.9.1 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.9.2 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.9.3 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.10 SITE 10 : NCISS Latina ‐ 1.4.10.1 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.10.2 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.10.3 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.11 SITE 11 : NATO School Oberammergau ‐ 1.4.11.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.11.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.11.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.11.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.11.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.12 SITE 12 : NATO Defense College Rome ‐ 1.4.12.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.12.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.12.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.12.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.12.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.13 SITE 13 : ACT HQ Norfolk ‐ 1.4.13.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 2 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.13.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 2 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.13.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 2 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.13.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 2 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.13.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.14 SITE 14 : JWC Stavanger ‐ 1.4.14.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.14.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.14.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.14.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.14.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.15 SITE 15 : JFTC Bydgoszcz ‐ 1.4.15.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.15.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.15.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.15.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.15.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable



ANNEX A

1.4.16 SITE 16 : CAOC Torrejon ‐ 1.4.16.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.16.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.16.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.16.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.16.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.17 SITE 17 : CAOC Uedem ‐ 1.4.17.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.17.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.17.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.17.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.17.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.18 SITE 18 : DACCC Poggio Renatico ‐ 1.4.18.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.18.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.18.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.18.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.18.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.19 SITE 19 : AGS Sigonella ‐ 1.4.19.1 Deliver EDMS User Training 2.5.2.1.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.19.2 Deliver EDMS Functional Admin Training 2.5.2.1.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.19.3 Deliver TT+ User Training 2.5.2.2.1 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.19.4 Deliver TT+ Functional Admin Training 2.5.2.2.2 & 2.1.8 1 CUST Deliverable EDC+2w EDC+52w Deliverable1.4.19.5 Site Training Acceptance Report 1.5.5.6 1 CUST Deliverable EDC+2w EDC+52w Deliverable

TOTAL ‐



ANNEX A

NATO UNCLASSIF IED

CO-14593-IAS

NATO UNCLASSIF IED

Book II - Prospective Contract

CO-14593-IAS

NATO UNCLASSIF IED

CO-14593-IAS

NATO UNCLASSIF IED

NCI Agency PURCHASE ORDER

1. Original Number __ of 2. PO Number :

3. Contract Number: CO-14593-IAS 4. Effective date: Same as block 17

5. Contractor: 6. Purchaser: NCIO represented by:The General ManagerNATO Communications and InformationAgencyBoulevard Leopold IIIB-1110 BruxellesTel: +32(0)2 707 8282Fax: +32(0)2 707 8770

7. CONTRACT SCOPE:The purpose of this solicitation is to invite bids for on-site training for Users and Functional Administrators of Enterprise Document Management System (EDMS) and Task Tracker Plus (TT+).Theresulting Contract will be a Firm Fixed Price Contract for services and supplies to as described in the Schedule of Supplies and Services

8. TOTAL AMOUNT OFCONTRACT :

Currency – Excluding VAT Firm Fixed Price 9. PERIOD OF PERFORMANCEAs stated in Schedule of Supplies andServices and Special Provisions

10. DELIVERY SITEAs stated in Schedule of Supplies andServices and Special Provisions

11. CONTRACTThis Contract consists of the following parts and named documents:

a) Part I. Schedule of Supplies and Servicesb) Part II. Special Contract Provisions and Annexesc) BOA General Contract Provisionsd) Part IV. Statement of Work and Annexese) In the event of any conflict or inconsistencies between or among any of the documents

comprising this Contract, the order of priority specified in Clause 1 of Part II shall apply.

12. Signature of Contractor 13. Signature of Purchaser

14. Name and Title of Signer 15. Name and Title of Signer

16. Date signed by the Contractor 17. Date signed by the Purchaser

NATO UNCLASSIF IED

CO-14593-IAS

NATO UNCLASSIF IED

GENERAL INDEX

1. Signature Page2. Part I, Schedule of Supplies and Services3. Part II, Contract Special Provisions4. Part III, BOA General Contract Provisions5. Part IV, Statement of Work

NATO UNCLASSIF IED

CO-14593-IAS

NATO UNCLASSIF IED

CONTRACT

PART I - SCHEDULE OF SUPPLIES AND SERVICES (SSS)(to

be inserted for winning bidder)

NATO UNCLASSIFIED

RFQ- CO-14593-IAS

PROVIDE TRAINING FOR USERS AND FUNCTIONAL ADMINISTRATORS OF ENTERPRISE DOCUMENT MANAGEMENT

SYSTEM (EDMS) AND TASK TRACKER PLUS (TT+) Part I

Schedule of Supplies and Services

NATO UNCLASSIFIED

NATO UNCLASSIFIED

NATO UNCLASSIFIED

From winnig bid

RFQ-CO-14593-IAS Contract Special Provisions

Part II

N A T O U N C L A S S I F I E D Page 1 of 14

RFQ-CO-14593-IAS

CONTRACT FOR PROVIDING TRAINING FOR USERS AND FUNCTIONAL ADMINISTRATORS OF ENTERPRISE DOCUMENT MANAGEMENT SYSTEM

(EDMS) AND TASK TRACKER PLUS (TT+)

PART II CONTRACT SPECIAL PROVISIONS


Part II


CONTRACT SPECIAL PROVISIONS - INDEX OF CLAUSES 1. ORDER OF PRECEDENCE .............................................................................. 3

2. SCOPE OF WORK ............................................................................................ 3

3. TRAVEL AND PER DIEM ................................................................................. 3

4. TRANSPORTATION OF EQUIPMENT ............................................................. 3

5. PRICING OF CHANGES, MODIFICATIONS, FOLLOW-ON CONTRACTS AND CLAIMS ............................................................................................................ 3

6. INVOICES AND PAYMENT .............................................................................. 3

7. LIQUIDATED DAMAGES ................................................................................. 4

8. SUPPLEMENTAL AGREEMENT(S), DOCUMENTS AND PERMISSIONS ...... 5

9. INTELLECTUAL PROPERTY ........................................................................... 6

10. SECURITY ........................................................................................................ 8

11. INDEPENDENT CONTRACTOR ....................................................................... 8

12. NON DISCLOSURE AGREEMENT ................................................................... 9

13. CARE AND DILIGENCE OF PROPERTY ......................................................... 9

14. RESPONSIBILITY OF THE CONTRACTOR TO INFORM EMPLOYEES OF WORK ENVIRONMENT .................................................................................... 9

15. COMPREHENSION OF CONTRACT AND SPECIFICATIONS ......................... 9

16. CONTRACT ADMINISTRATION ..................................................................... 10

17. TECHNICAL DIRECTION ............................................................................... 11

18. PURCHASER USE OF THIRD PARTIES........................................................ 11

19. CONFLICT OF INTEREST .............................................................................. 12

20. INCOTERMS ................................................................................................... 13

ANNEX A: DECLARATION .................................................................................... 14


Part II


1. ORDER OF PRECEDENCE 1.1 If there is any conflict or inconsistency between the Clauses and the schedules and/or any annexes to the schedules and/or any other documents referred to in this Contract, the conflict shall be resolved in accordance with the following order of precedence:

a) Part I – The Schedule of Supplies and Services; b) Part II – The Contract Special Provisions; c) Part III – The Terms of the governing Basic Ordering

Agreement; d) Part IV – The Statement of Work and its Annexes

2. SCOPE OF WORK 2.1 The Contractor shall deliver delivery of on-site training for Users and Functional Administrators of Enterprise Document Management System (EDMS) and Task Tracker Plus (TT+) during rollout to ensure their ability to exploit the new applications as soon as the rollout is completed at their site.

3. TRAVEL AND PER DIEM 3.1 All travel and per diem costs are included in the Firm Fixed Prices, together with cost of lodging and subsistence costs for all individuals.

4. TRANSPORTATION OF EQUIPMENT 4.1 All supplies covered under this Contract, including Purchaser Furnished Equipment (PFE) and items shipped under warranty for repair or otherwise, shall be transported to and from all destinations at the responsibility of the Contractor. The Purchaser shall not be liable for any storage, damage, accessorial or any other charges involved in such transporting of supplies.

5. PRICING OF CHANGES, MODIFICATIONS, FOLLOW-ON CONTRACTS AND CLAIMS 5.1 The Purchaser may at any time, by written order designated or indicated to be a change order, and without notice to the sureties, if any, make changes within the scope of any Contract.

5.2 Changes, modifications, follow-on Contracts of any nature, and claims shall be priced in accordance with Clause 12 (Changes) of the BOA General Provisions, and with the "Purchaser's Pricing Principles" as set out in the Appendix 1 TO PART II of BOA Term and Conditions.

5.3 Contractor price quotations for Contract changes or modifications shall be provided at no cost to the Purchaser and shall have a minimum validity period of six (6) months from submission.

5.4 The pricing information contained in the cost breakdown sheets submitted as part of the Contractor’s proposal will constitute the reference basis for any future changes to this Contract.

6. INVOICES AND PAYMENT 6.1 Following Purchaser acceptance, in writing, payment for supplies and services furnished shall be made in the currency specified for the relevant portion of the Contract.


Part II


6.2 The term of the Contract may not be exceeded without prior approval of the Purchaser. In no case will the Purchaser make payment above the total of the corresponding CLINs.

6.3 No payment shall be made with respect to undelivered supplies; works not performed, services not rendered and/or incorrectly submitted invoices.

6.4 No payment will be made for additional items delivered that are not specified in the contractual document.

6.5 The invoice amount is exclusive of VAT and exclusive of all Taxes and Duties.

6.6 The Purchaser shall not bear any liability related to financial guarantees, which the Contractor is required to provide under this Contract.

6.7 The Purchaser is released from paying any interest resulting from any reason whatsoever.

6.8 The Contractor shall render all invoices in a manner, which shall provide a clear reference to the Contract. Invoices in respect of any service and/or deliverable shall be prepared and submitted as specified hereafter and shall contain: Contract number, Purchase Order number, Contract Amendment number (if any) and the Contract Line Item(s) (CLIN) as they are defined in the priced Schedule of Supplies and Services.

6.9 The invoice shall contain the following certificate:

“I certify that the above invoice is true and correct, that the delivery of the above described items has been duly effected and/or that the above mentioned services have been rendered and the payment therefore has not been received.”

The certificate shall be signed by a duly authorised company official on the designated original.

6.10 Invoices shall be addressed to:

NCI Agency Financial Management Avenue du Bourget 140 1110 Brussels Belgium

6.11 Invoices shall be submitted either by mail at the address stated in the preceding paragraph, or by e-mail at the following electronic address:

[email protected]

Once the manner of forwarding the invoice is chosen, the Contractor shall keep this manner throughout the Contract.

6.12 The Purchaser will make payment within sixty (60) days of receipt by the Purchaser of a properly prepared and documented invoice.

6.13 The Contractor shall be entitled to submit invoices and payment will be made for the contractual CLINs in accordance with a to be negotiated payment schedule.

7. LIQUIDATED DAMAGES 7.1 If the Contractor fails to:

7.1.1 meet the delivery schedule of the Deliverables or any specified major performance milestones specified in the Schedule of Supplies and Services to this Contract, or any extension thereof, or

mailto:[email protected]


Part II


7.1.2 deliver and obtain acceptance of the Deliverables or to acceptably perform the services as specified in the Schedule of Supplies and Services to this Contract, the actual damage to the Purchaser for the delay will be difficult or impossible to determine. Therefore, in lieu of actual damages the Contractor shall pay to the Purchaser, for each day of delinquency in achieving the deadline or milestone, fixed and agreed liquidated damages of 0.1% (one tenth of one per cent) per day of the associated payment set forth in the schedule of payments provided in Clause 6 of the Contract Special Provisions.

7.2 In addition to the liquidated damages, the Purchaser shall have the possibility of terminating this Contract in whole or in part, as provided in Clause 19 (Termination for Default) of the BOA General Provisions. In the event of such termination, the Contractor shall be liable to pay the excess costs provided in Clause 19 (Termination for Default) of the BOA General Provisions.

7.3 The Contractor shall not be charged with liquidated damages when the delay arises out of causes beyond the control and without the fault or negligence of the Contractor as defined in Clause 19.3 (Termination for Default) of the BOA General Provisions. In such event, subject to the provisions of Clause 17 (Disputes and arbitration) of the BOA General Provisions, the Purchaser shall ascertain the facts and extent of the delay and shall extend the time for performance of the Contract when in his judgement the findings of the fact justify an extension.

7.4 Liquidated damages shall be payable to the Purchaser from the first day of delinquency and shall accrue at the rate specified in Clause 7.1.2 above to 15% of the value of each payment line item individually and an aggregate sum of all delinquent items not to exceed 15% of the value of the total Contract. These liquidated damages shall accrue automatically and without any further notice being required.

7.5 The amount of Liquidated Damages due by the Contractor shall be recovered by the Purchaser in the following order of priority:

7.5.1 By deducting such damages from the amounts due to the Contractor against the Contractor's invoices.

7.5.2 By proceeding against any surety

7.5.3 By reclaiming such damages through appropriate legal remedies.

7.6 The rights and remedies of the Purchaser under this Clause are in addition to any other rights and remedies provided by law or under this Contract.

8. SUPPLEMENTAL AGREEMENT(S), DOCUMENTS AND PERMISSIONS 8.1 If any supplemental agreements, documents and permissions are introduced after Contract award, the execution of which by the Purchaser is/ are required by national law or regulation, and it is determined that the Contractor failed to disclose the requirement for the execution of such agreement from the Purchaser prior to Contract signature, the Purchaser may terminate this Contract for Default, in accordance with Clause 19 (Termination for Default) of the BOA General Provisions.

8.2 Supplemental agreement(s), documents and permissions, the execution of which by the Purchaser is/are required by national law or regulation and that have been identified by the Contractor prior to the signature of this Contract, but have not yet been finalised and issued by the appropriate governmental authority, are subject to review by the Purchaser. If such supplemental agreement(s), documents and permissions are contrary to cardinal conditions of the signed Contract between the


Part II


Parties, and the Parties and the appropriate governmental authority cannot reach a mutual satisfactory resolution of the contradictions, the Purchaser reserves the right to terminate this Contract and the Parties agree that in such case the Parties mutually release each other from claim for damages and costs of any kind, and any payments received by the Contractor from the Purchaser will be refunded to the Purchaser by the Contractor.

9. INTELLECTUAL PROPERTY 9.1 Purchaser Background IPR

9.1.1 The Contractor is licensed to use, non-exclusively and royalty-free any Purchaser Background IPR that is or will be made available for the sole purpose of carrying out the Work.

9.1.2 The Contractor shall not use any Purchaser Background IPR other than for the purpose of carrying out the Work without the prior written agreement of the Purchaser. Any such agreement shall include the terms relating to such use.

9.1.3 The Purchaser gives no warranty as to the validity of any Purchaser Background IPR. The Contractor shall not do anything or act in any way which is inconsistent with or prejudicial to the ownership by the Purchaser of any Purchaser Background IPR.

9.2 Contractor Background IPR

9.2.1 Any use of Contractor Background IPR for the purpose of carrying out the Work pursuant to the Contract shall be free of any charge to Purchaser. The Contractor hereby grants to NATO (to include NATO member nations) a non-exclusive, royalty-free and irrevocable licence to use and authorise others to use any Contractor Background IPR for the purpose of exploiting or otherwise using the Foreground IPR for any defence purpose (to include national purposes by NATO member nations) throughout NATO and NATO Area of Operations.

9.2.2 Any use of Contractor Background IPR is not limited to the number of users or the number of licenses required by the Contract for the use of system. With the exception of COTS, the Purchaser reserves the right to use or authorise NATO member nations to use the Contractor Background IPR for any number of users and number of licenses as required, at no additional cost to the Purchaser. 9.3 Foregound IPR

9.3.1 All Foreground IPR is the property of the Purchaser on behalf of NATO. Consequently, no statement shall be made restricting the rights of the Purchaser in the Foreground IPR.

9.3.2 The Contractor shall ensure that suitable arrangements are in place between its employees, agents, consultants and itself regarding Foreground IPR generated by said employees, agents, Subcontractors and consultants to allow the Contractor to fulfil its obligations under Clause 9.3.1 above.

9.3.3 The Contractor shall be entitled to use Foreground IPR on a non-exclusive, royalty free basis solely for the purpose of carrying out the Work.

9.3.4 The Contractor shall not use any Foreground IPR other than for the purpose of carrying out the Work without the Purchaser's prior written agreement. Any such agreement shall include terms relating to such use.

9.3.5 The Contractor shall provide the Purchaser, at the latest upon delivery of the Work and thereafter for the duration of the warranty and any purchased CLS


Part II


agreement period, with full documented records of information in relation to the Work, including but not limited to, all drawings, specifications and other data that is necessary or useful to further develop, maintain and operate the Work.

9.3.6 The Contractor shall:

9.3.6.1 do all things necessary and sign all necessary or useful documents to enable the Purchaser to obtain the registration of the Foreground IPR as the Purchaser may require and select; and

9.3.6.2 execute any formal assignment or other documents as may be necessary or useful to vest title to any Foreground IPR in the Purchaser.

9.3.7 The Contractor undertakes:

9.3.7.1 to notify the Purchaser promptly of any invention or improvement to an invention or any design conceived or made by the Contractor; and

9.3.7.2 to provide the Purchaser with such information as the Purchaser may reasonably request in order to: (i) determine the patentability of such invention or improvement; (ii) assess the need for registering such invention or improvement; and (iii) evaluate the potential value to the Purchaser of such a patent or registration if issued.

9.3.8 If the Purchaser determines that it wishes to apply for one or more patents for the disclosed invention or improvement or for a registration for the disclosed design, it will prosecute such application(s) at its own expense. The Contractor undertakes to provide the Purchaser, at the Purchaser's expense, with such information and assistance as the Purchaser shall reasonably require to prosecute such application(s).

9.4 Third Party IPR

9.4.1 Any use of Third Party IPR for the purpose of carrying out the Work pursuant to the Contract shall be free of any charge to Purchaser. The Contractor hereby grants to NATO a non-exclusive, royalty-free and irrevocable licence to use and authorise others to use any Third Party IPR for the purpose of exploiting or otherwise using the Foreground IPR.

9.4.2 With the exception of COTS items, any use of Third Party IPRis not limited to the number of users or the number of licenses required by the Contract for the use of system. With the exception of COTS items, the Purchaser reserves the right to use the Third Party IPR for any number of users and number of licenses as required, at no additional cost to the Purchaser.

9.4.3 Where Third Party IPR is the subject of a licence or other agreement between the Third Party and the Purchaser or the Contractor, the Contractor shall not use any Third Party IPR for the purposes of carrying out work pursuant to the Contract without the prior written approval of the Purchaser. The Contractor shall inform the Purchaser in advance of any restrictions on the Purchaser’s use. The Contractor shall ensure that the Purchaser is granted a license in line with the requirements of the Contract.

9.4.4 If, after the award of the Contract, the Contractor becomes aware of the existence of any Third Party IPR which the Contractor is using or believes is needed for the performance of the Contract, the Contractor shall immediately give the Purchaser a written report identifying such IPR and if they are compliant with the other provisions in the Contract. Any Third Party IPR under this Clause is subject to the prior written approval by the Purchaser.


Part II


9.4.5 The Purchaser may consider open source solutions alongside proprietary ones in developments provided that such solutions are fully compliant with the requirements of this Contract. The Contractor shall disclose in advance the open source licence associated with the contemplated open source solution. The Purchaser reserves the right to refuse the incorporation of open source solutions that are deemed inadequate for incorporation in a NATO application (e.g. post-back obligations).

9.5 Subcontractor IPR

9.5.1 When placing a Sub-Contract which is concerned with or involves the creation of IPR, the Contractor shall ensure that the Sub-Contractor enters into the same agreement for the use of the IPR as stipulated in this Contract in such a way that the Purchaser will be entitled to use the IPR as agreed between the Purchaser and the Contractor. The Contractor shall include in the Sub-contract the content of the provisions of this Clause.

10. SECURITY 10.1 This Clause supplements Clause 27 (Security) of the BOA General Provisions.

10.2 The security classification of this Contract is NATO UNCLASSIFIED.

10.3 In the performance of all works under this Contract it shall be the Contractor’s responsibility to ascertain and comply with all applicable NATO and National security regulations as implemented by the Purchaser and by the local authorities.

10.4 Contractor and /or Subcontractor personnel employed under this Contract that will require access to locations, such as sites and headquarters, where classified material and information up to and including “NATO SECRET” are handled shall be required to have a NATO security clearance up to this level.

10.5 All NATO CLASSIFIED material entrusted to the Contractor shall be handled and safeguarded in accordance with applicable security regulations.

10.6 The Contractor will be required to handle and store classified material to the level of “NATO RESTRICTED”.

10.7 It shall be the Contractor’s responsibility to obtain the appropriate personnel and facility clearances to the levels stated in the preceding paragraphs and to have such clearances confirmed to the Purchaser by the relevant National security authority for the duration of the Contract in its entirety.

10.8 Failure to obtain or maintain the required level of security for Contractor personnel and facilities for the period of performance of this Contract shall not be grounds for any delay in the scheduled performance of this Contract and may be grounds for termination under Clause 19 (Termination for Default) of the BOA General Provisions.

10.9 The Contractor shall note that there are restrictions regarding the carriage and use of electronic device (e.g. laptops) in Purchaser secured locations. The Contractor shall be responsible for satisfying and obtaining from the appropriate site authorities the necessary clearance to bring any such equipment into the facility.

11. INDEPENDENT CONTRACTOR 11.1 The Personnel provided by the Contractor are at all times employees of the Contractor and not the Purchaser. In no case shall Contractor personnel act on behalf of or as an agent for NATO or any of its bodies. In no way shall the Contractor


Part II


personnel claim directly or indirectly to represent NATO in an official capacity or claim themselves to be NATO employees.

11.2 The Purchaser shall not be responsible for securing work permits, lodging, leases nor tax declarations, driving permits, etc., with national or local authorities. Contractors personnel employed under this Contract are not eligible for any diplomatic privileges or for NATO employee benefits.

12. NON DISCLOSURE AGREEMENT 12.1 All Contractor and Subcontractor personnel working at any NATO Organisation / Commands premises or having access to NATO classified / commercial-in-confidence information must certify and sign the Declaration attached hereto at Annex A and provide it to the NCIA Contracting Officer prior to the commencement of any performance under this Contract.

13. CARE AND DILIGENCE OF PROPERTY 13.1 The Contractor shall use reasonable care to avoid damaging buildings, walls, equipment, and vegetation (such as trees, shrub and grass) on the work site.

13.2 If the Contractor damages any such buildings, walls, equipment or vegetation on the work site, he shall fix or replace the damage as directed by the Purchaser and at no expense to the Purchaser. If he fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost thereof, which may be deducted from the Contract price.

13.3 The Purchaser will exercise due care and diligence for the Contractor’s furnished equipment and materials on site. The Purchaser will, however, not assume any liability except for gross negligence and wilful misconduct on the part of the Purchaser’s personnel or agents.

13.4 The Contractor shall, at all times, keep the site area, including storage areas used by the Contractor, free from accumulations of waste. On completion of all work the Contractor is to leave the site area and its surroundings in a clean and neat condition.

14. RESPONSIBILITY OF THE CONTRACTOR TO INFORM EMPLOYEES OF WORK ENVIRONMENT 14.1 The Contractor shall inform his employees under this Contract of the terms of the Contract and the conditions of the working environment.

14.2 Specifically, personnel shall be made aware of all risks associated with the performance under this Contract, the conditions of site in which the performance is to take place and living conditions while performing within the boundaries of the Contract. The selection of adequate personnel shall remain sole responsibility of the Contractor.

15. COMPREHENSION OF CONTRACT AND SPECIFICATIONS 15.1 The Contractor warrants that he has read, understood and agreed to each and all terms, clauses, specifications (including drawings) and conditions specified in the Contract and that this signature of the Contract is an acceptance, without reservations, of the said Contract terms within their normal and common meaning.

15.2 The specifications set forth the performance requirements for the Contractor’s proposed work as called for under this Contract. Accordingly, notwithstanding any conflict or inconsistency which hereafter may be found between achievement of the


Part II


aforesaid performance requirements and adherence to the Contractor’s proposed design for the work, the Contractor hereby warrants that the work to be delivered will meet or exceed the performance requirements of the said specifications.

15.3 The Contractor hereby acknowledges that he has no right to assert against the Purchaser, its officers, agents or employees, any claims or demands with respect to the aforesaid specifications as are in effect on the date of award of this Contract

15.3.1 based upon impossibility of performance, defective, inaccurate, impracticable, insufficient or invalid specifications, implied warranties of suitability of such specifications, or

15.3.2 otherwise derived from the aforesaid specifications, and hereby waives any claims or demands so based or derived as might otherwise arise.

15.4 Notwithstanding the “Changes” Clause or any other Clause of the Contract, the Contractor hereby agrees that no changes to the aforesaid specifications which may be necessary to permit achievement of the performance requirements specified herein for the Contractor’s proposed work shall entitle the Contractor either to any increase in the fixed price as set forth in this Contract or to any extension of the delivery times for the work beyond the period of performance in the Schedule of Supplies and Services.

16. CONTRACT ADMINISTRATION 16.1 All notices and communications between the Contractor and the Purchaser shall be written and conducted in the English language. Contract modifications shall only be valid when received in writing from the General Manager, NCI Agency, and/or the NCI Agency Contracting Authority.

16.2 Formal letters and communications shall subsequently be personally Delivered or sent by mail, registered mail, courier or other Delivery service, to the official points of contact quoted in this Contract. Facsimile and e-mail may be used to provide an advance copy of a formal letter or notice which shall subsequently be Delivered through the formal communication means.

16.3 Informal notices and informal communications may be exchanged by all communication means, including telephone and e-mail. All informal communication must be confirmed by a formal letter or other formal communication to be Contractually binding.

16.4 All notices and communications shall be effective on receipt.

16.5 Official Points of Contact:

Purchaser Contractor The Contracting Officer responsible for this solicitation is Mr. Sven Schumacher, all Correspondence regarding this RFQ should solely be addressed to: Mr. Radu Munteanu Tel: +32 2 707 8499 Fax: +32 2 707 8770 E-mail: [email protected]

For Contractual matters: Attn: Tel: Fax: E-mail:

mailto:[email protected]


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For Technical/Project Management matters: Attn. David Fava + 32 2 6544 5903 E-mail: [email protected]

For technical/project management matters: Attn: Tel: Fax: E-mail:

Or to such address as the Purchaser may from time to time designate in writing.

17. TECHNICAL DIRECTION 17.1 The Contract will be administered by the Purchaser in accordance with the Clause 20 of these Contract Special Provisions entitled “Contract Administration”.

17.2 The individuals working on this Contract shall perform the effort within the general scope of work identified in the Contract Part III - Statement of Work (SOW). This effort will be directed on a more detailed level by the Purchaser’s Project Manager who will provide detailed tasking and instruction on how to proceed.

17.3 The Purchaser reserves his right to assign a Technical Representative who will provide the Contractor personnel with instruction and guidance, within the general scope of work, in performance of their duties and working schedule.

17.4 Neither the Purchaser’s Project Manager as identified in Clause 20 of these Contract Special Provisions, nor any Technical Representative has the authority to change the terms and conditions of the Contract. If the Contractor has reason to believe that the Project Manager/Technical Representative is requesting products and services on terms inconsistent with that in the scope of the Contract, the Contractor shall immediately inform the Purchaser’s Contracting Authority for confirmation of the actions. Failure to obtain confirmation that the action of the Project Manager is under the authority of the Contract shall render any subsequent claim null and void.

17.5 Upon receipt of such notification above, the Purchaser’s Contracting Authority will

17.5.1 confirm the effort requested is within scope, or

17.5.2 confirm that the instructions received constitute a change and request a quotation for a modification of scope and/or price, or

17.5.3 rescind the instructions.

18. PURCHASER USE OF THIRD PARTIES 18.1 The Purchaser shall have the right to use third parties, including commercial entities, to assist it in the management of this Contract and the evaluation of the Contractor’s performance.

18.2 The Contractor shall permit such third parties full and free access to its premises, and all data (including software), deliverable and non-deliverable, generated and/or used under this Contract, as and when required for the purposes of monitoring this Contract and shall ensure the same right of access to the premises of its subcontractors, by the inclusion of any such Sub-Contracts of a provision substantially as set forth in this Clause.

18.3 The Contractor shall have no rights to raise claims, ask for delays or interrupt the performance of the Contract on the basis of, or in connection with, the presence of third parties running parallel work on or related to this Project.


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19. CONFLICT OF INTEREST 19.1 A conflict of interest means that because of other activities or relationships with other persons or entities, a Contractor is unable, or potentially unable to render impartial assistance or advice to the Purchaser, or the Contractor’s objectivity in performing the Contract work is, or might be otherwise impaired, or the Contractor has an unfair competitive advantage. Conflict of interest includes situations where the capacity of a Contractor (including the Contractor’s executives, directors, consultants, subsidiaries, parent companies or Subcontractors) to give impartial, technically sound advice or objective performance is or may be impaired or may otherwise result in a biased work product or performance because of any past, present or planned interest, financial or otherwise in organizations whose interest may substantially affected or be substantially affected by the Contractor’s performance under the Contract.

19.2 The Contractor is responsible for maintaining and providing up-to-date conflict of interest information to the Purchaser. If, after award of this Contract or any task order herein, the Contractor discovers a conflict of interest with respect to this Contract or task order which could not reasonably have been known prior to award, or if any additional conflicts or potential conflicts arise after award, the Contractor shall give written notice to the Purchaser as set forth below.

19.3 If, after award of this Contract or any task order herein, the Purchaser discovers a conflict of interest with respect to this Contract or task order, which has not been disclosed by the Contractor, the Purchaser may at its sole discretion request additional information from the Contractor, impose mitigation measures, or terminate the Contract for default in accordance with Clause 19 (Termination for Default) of the BOA General Provisions.

19.4 The Contractor's notice called for in paragraph 27.2 above shall describe the actual, apparent, or potential conflict of interest, the action(s) the Contractor has taken or proposes to take to avoid or mitigate any conflict, and shall set forth any other information which the Contractor believes would be helpful to the Purchaser in analysing the situation. Any changes to the Contractor’s conflict of interest mitigation plan, if any is incorporated in the Contract, should be also detailed.

19.5 The Contractor has the responsibility of formulating and forwarding a proposed conflict of interest mitigation plan to the Purchaser, for review and consideration. This responsibility arises when the Contractor first learns of an actual, apparent, or potential conflict of interest.

19.6 If the Purchaser in its discretion determines that the Contractor's actual, apparent, or potential conflict of interest remains, or the measures proposed are insufficient to avoid or mitigate the conflict, the Purchaser will direct a course of action to the Contractor designed to avoid, neutralize, or mitigate the conflict of interest. If the parties fail to reach agreement on a course of action, or if having reached such agreement, the Contractor fails to strictly adhere to such agreement during the remaining period of Contract performance, the Purchaser has the discretion to terminate the Contract for default or alternatively refrain from exercising any further Option or Work Package under the Contract.

19.7 The Contractor's misrepresentation of facts in connection with a conflict of interest reported, or a Contractor’s failure to disclose a conflict of interest as required shall be a basis for default termination of this Contract.


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20. INCOTERMS 20.1 Delivery of all items under this Contract shall be made by the Contractor on the basis of “Delivery Duty Paid” (DDP) as defined by the INCOTERMS 2010 (International Chamber of Commerce). It shall be noted, however, that because the Purchaser is exempted from direct taxes and duty as set forth in Clause 10 (Taxes and Duties) of the BOA General Provisions, there is no duty to be paid by the Contractor.


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ANNEX A: DECLARATION

We, the undersigned......(Company) duly represented by ..... (hereinafter “Contractor”) do hereby certify that we shall ensure that the following conditions be accepted and observed by all (Contractor) employees working under CO-14306-IAS

___________________________________________________________________Date Full name (in block capitals) Signature

===================================== TO BE SIGNED BY THE CONTRACTOR’S EMPLOYEES WORKING IN THE

NATO'S PREMISES UPON COMMENCEMENT OF THEIR WORK. I UNDERSTAND: That I must preserve the security of all classified /commercial-in-confidence information which comes to my knowledge as a result of this Contract with NATO and that I undertake to comply with all relevant security regulations. That I must not divulge to any unauthorised person, any classified/commercial-in confidence information gained by me as a result of my Contract with NATO, unless prior permission for such disclosure has been granted by the General Manager of the NCI Agency or by his designated representative. That I must not, without the approval of the General Manager of the NCI Agency publish (in any document, article, book, CD, video, film, play, or other form) any classified /commercial-in-confidence information which I have acquired in the course of my work under CO-14593-IAS. That, at the end of Contract and after performance of all required tasks, I must surrender any official document or material made or acquired by me in the course of my work under CO-14593-IAS, save such as I have been duly authorised to retain. That the provisions of the above Declaration apply not only during the period of work under CO-14593-IAS, but also after my Contract has ceased and that I am liable to prosecution if either by intent or negligence I allow classified/commercial-in- confidence information to pass into unauthorised hands.

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Book 2, Part IV, Page IV-i

CO-14593-IAS

INFORMATION ADMINISTRATION SERVICES

CP 9C0150 – SERIAL 2014/0IS03095-0

STATEMENT OF WORK (SOW)

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Book 2, Part IV, Page IV-ii

DOCUMENT CONTROL PAGE VERSION HISTORY

Version Author Date Reason for Change Superseded Document

0.1 NCIA 27/04/17 Main content First Draft 1.0 NCIA 09/06/2017 Draft-BOA Release 0.1 1.1 NCIA 19/06/2017 Final Release 1.0

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Book 2, Part IV, Page IV-iii

TABLE OF CONTENTS

SECTION 1 : INTRODUCTION ........................................................................................ 1

Background ................................................................................................................. 1

Scope .......................................................................................................................... 2

Statement of Work Organisation ............................................................................... 3

Schedules .................................................................................................................... 3

Project Management. ................................................................................................. 4

Referenced Documents .............................................................................................. 5

Purchaser Furnished Equipment (PFE) ....................................................................... 5

SECTION 2 TRAINING ACTIVITIES .................................................................................. 1

General Requirements: .............................................................................................. 1

Training Needs analysis (TNA) .................................................................................... 2

Training Plan ............................................................................................................... 3

Training Materials ...................................................................................................... 4

Training Delivery. ....................................................................................................... 5

Training Evaluation ..................................................................................................... 6

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Book 2, Part IV, Page IV-1

SECTION 1 : INTRODUCTION Background

As-is state.

The exchange of critical information and official documents throughout the NATO Commands, Agencies, and NATO Nations, in a manner optimised to meet stringent requirements for assurance of delivery, survivability, reliability, ease of use, security, integrity, non-repudiation and archiving are essential for execution of military Command and Control (C2). In order to meet such needs, in the past, NATO has implemented the following systems in various Commands/Sites:

The Document Handling System (DHS) has been deployed on the Bi-Strategic Commands (Bi-SC) Automated Information System (AIS) network in 19 sites since 2007, becoming the Bi-SC Authoritative Data Source (ADS) for Bi-SC official and working documents. 1.2.2. The DHS is a system designed to manage electronic documents varying from a scanned image to a word document. The DHS suite is composed of HW and SW that work together to create, capture, view, organise, store, and retrieve documents.

The Tasker Tracker Enterprise (TTE) has been deployed on the Bi-SC AIS network sites since 2010 and has become the strategic collaboration tool, aligned with organizational processes, in 18 sites (plus 2 sites on the NR network). The TTE is a configurable state based collaboration tool aligned with NATO organizational processes. It provides integrated services to support production, sub-task delegation, situational awareness and business intelligence.

DHS and TTE share the same technical platform, that is the Microsoft Office SharePoint Platform version 2007 (MOSS 2007) supported by SQL 2008 R2 Database (back-end) and Windows Server 2008 R2 operating system. This technical baseline has almost reached the end of its operational life:

Microsoft Extended support for MOSS 2007 expires on 10th October 2017,

Microsoft Extended support for SQL 2008 R2 expires on 9th July 2019,

Microsoft Extended support for Windows Server 2008 R2 expires on 14 January 2020.

Project 95 (P95) Step 1. P95 Step 1 seeks to mitigate the operational risk posed by the obsolescence of MOSS/SharePoint 2007 by replacing it with SharePoint 2013 (using on the NIP foundation a.k.a. the NIP Core) at 19 sites around the Bi-SC. TTE and DHS will be replaced by evolutionary applications: Work Package (WP) 1 Task Tracker Plus (TT+) and WP3 Enterprise Document Management System (EDMS). Existing DHS data will be migrated at rollout by WP2, a migration package produced by the WP1 Contractor.

The scope of this Work Package (WP4) is to provide on-site training to users and functional administrators of TT+ and EDMS. The list of sites to which training will

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be rolled out is shown in the table below together with required type and number of training sessions:

Scope

This Statement of Work (SOW) describes the responsibilities of and activities to be conducted by the Contractor to meet the requirements of training Users and Functional Administrators of Enterprise Document Management System (EDMS) and Task Tracker Plus (TT+).

Although there will be many similarities between TTE and TT+ and DHS and EDMS, there will also be significant capability differences between them. The delivered training will require proficient trainers who can efficiently impart these nuances in a limited time frame to a training audience whose native language may not be English.

It is anticipated that many sites will choose to have their own training staff as part of the training audience. The Contractor SHALL be prepared to facilitate a greater depth of understanding to such trainees.

The Contractor’s designated trainers SHALL undergo a Train-The-Trainer package provided as a part of Work Packages 1 (TT+) and Work Package 3 (EDMS)

Site # Site descriptionEDMS User

Training

EDMS Functional

Admin Training

TT+ User

Training

TT+ Functional

Admin Training

1 SITE 1 : SHAPE Mons •SHAPE HQ 2 2 2 21 SITE 1 : SHAPE Mons •NCISG 1 1 1 11 SITE 1 : SHAPE Mons •SACT 1 1 1 12 SITE 2 : JFC Brunssum 1 1 1 13 SITE 3 : JFC Naples 1 1 1 14 SITE 4 : AIRCOM Ramstein 1 1 1 15 SITE 5 : LANDCOM Izmir 1 1 1 16 SITE 6 : MARCOM Northwood 1 1 1 17 SITE 7 : JEWCS Yeovilton 1 1 1 18 SITE 8 : JALLC Monsanto 1 1 1 111 SITE 11 : NATO School Oberammergau 1 1 1 112 SITE 12 : NATO Defense College Rome 1 1 1 113 SITE 13 : ACT HQ Norfolk 2 2 2 214 SITE 14 : JWC Stavanger 1 1 1 115 SITE 15 : JFTC Bydgoszcz 1 1 1 116 SITE 16 : CAOC Torrejon 1 1 1 117 SITE 17 : CAOC Uedem 1 1 1 118 SITE 18 : DACCC Poggio Renatico 1 1 1 119 SITE 19 : AGS Sigonella 1 1 1 19 SITE 9 : CMRE La Spezia 0 0 1 110 SITE 10 : NCISS Latina 0 0 1 1

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and delivered by the WP1 and WP3 Contractors. Following this, the Contractor will undertake a Training Needs Analysis (TNA) in order to develop a Training Plan which will provide on-site training to Users and Functional Administrators at 19 sites across the Bi-SC. During its Training Needs Analysis activity, the Contractor will take into account the findings as a result of the TNA’s that were conducted by the P95 Step 1 Work Package 1 & 3 Contractors. The TNA’s will be provided as PFE at Contract Award of this Work Package 4 (see paragraph 1.7).

The Contractor SHALL provide all necessary resources to include services, personnel, materials, components, equipment, data and documentation needed to accomplish all the tasks described in the SOW, to meet all the requirements of the SOW (including annexes) and to fulfil all other Contract provisions. The Contractor SHALL be provided with training material developed from the WP1 and WP3 Train-The-Trainer packages generated by the relevant Contractors.

The Contractor SHALL work in conjunction with the Purchaser, WP1 and WP3 Contractors and the Users to ensure delivery of a coherent, robust capability.

Except where otherwise stated, the delivery dates of the associated deliverables are provided in the SSS (Schedule of Supplies and Services). Except where otherwise stated, all deliverables required for meetings SHALL be delivered at least one (1) week in advance of the meeting.

Unless otherwise stated, the Contractor SHALL be physically represented by a member of the project management team identified in the respective project plans for WP1 and WP3 at the physical location of meetings for the duration of the meeting. Online representation is an acceptable alternative only if agreed in advance with the purchaser.

Statement of Work Organisation The Statement of Work supports the SSS provided with this SOW. Any references governing both best practice and quality standards and

procedures shall be listed in Section 1.6, below. The Contractor SHALL apply the appropriate standards, as referenced, when producing deliverables, unless otherwise agreed with the Purchaser.

Schedules P95 Step1 Overview Schedule. The P95 Step 1 schedule is outlined in the figure below. PLEASE NOTE that the timescale (EDC1+1, etc) is in MONTHS.

1 EDC = Expected Date of Contract

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Project Milestones. This section provides a notional view of the project logical schedule, as well as the criteria to be met by the Contractor to achieve the following milestones:

Trainers Trained

Training Plan Delivered

Site Training Acceptance (per site)

Final Site Acceptance (FSA)

Project Management. This section outlines the Project Management requirements of this Contract.

The Contractor SHALL manage WP4 using the PRINCE 2 methodology.

The success of the work packages depends upon a sound project management approach. Full and open communication between the Contractor and the Purchaser is an essential element of this approach.

A project cannot be risk-free. Problems will occur. The goal of the Contractor’s project management SHALL not be to eliminate problems, but to ensure that those that do occur are identified early, assessed accurately, and resolved quickly in partnership with the Purchaser. In particular, the Contractor SHALL be proactive in dealing with problems, issues, risks etc.

Project Management Office (PMO). The Contractor SHALL establish and maintain throughout the life of the project, a dedicated entity, the PMO, to handle all aspects of this project.

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Project Documentation. The minimum set of documentation required by the purchaser to maintain a project audit trail is listed below. In Work Package 4, the Contractor is required to deliver and maintain the following documentation:

Project Plan.

Project Master Schedule.

Risks, Assumptions, Issues and Dependants Log (RAID Log).

Configuration Register.

Quality Management Plan.

Site Training Acceptance Report (STAR). The STAR will be delivered by the Contractor concurrently with the Site Acceptance Test (SAT), indicating that the responsible person at each site accepts that the training has been adequate to generate a trained user-base capable of exploiting the delivered capabilities (TT+ and EDMS) in support of their roles.

Final Training Acceptance Report for (FTAR). Delivered at the time as Final Systems Acceptance (FSA), it is an essential element of FSA, demonstrating that the target workforce has been trained appropriately to exploit the delivered tools, contributing to the acceptance of the whole capability.

Referenced Documents The Contractor shall comply with the reference documents in this section:

BiSC D-075-007, 2015.

ACO Directive 025-003 dtd 17 Mar 17, Staffing and Workflow Management Processes.

Purchaser Furnished Equipment (PFE)

From the Work Package (WP) 1 Task Tracker Plus (TT+) and the WP3 Enterprise Document Management System (EDMS), the following PFE will be provided to the Contractor after Contract Award:

• TNA’s • Training Plans • User Manuals

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SECTION 2 TRAINING ACTIVITIES General Requirements:

The Contractor SHALL provide training capability for support staff through development and implementation of a Training Program to be implemented during the rollout of P95 Step 1.

Train-The Trainer (T3). In preparation for this training activity, the Contractor’s training personnel SHALL undergo train-the trainer (T3) training prepared and delivered by the application development Contractors (i.e. WP 1 & 3 Contractors).

The Contractor SHALL be trained during the T3 courses as:

EDMS Functional Administrators

EDMS Users

TT+ Functional Administrators

TT+ Users

This T3 training SHALL take place as specified in the SSS, between weeks EDC+2 to EDC+4.

The Contractor SHALL provide sufficient appropriately qualified and NATO SECRET security-cleared personnel to be trained on the courses in Paragraph 2.1.2.1, above:

To fully satisfy the requirements identified for trainers/instructors in the TNAs provided as PFE in Para 1.7.1. above.

Sufficient to deliver the training identified in Paragraph 2.1.7, below, to at least TWO sites simultaneously, with a further team of instructors in reserve.

The CONTRACTOR SHALL coordinate their attendance on the T3 with the WP1, 2 and 3 contractors, and inform the Purchaser.

As part of the delivery of P95 Step 1, the Contractor SHALL provide on-site training to staff as designated by the Purchaser (in consultation with the Site Point of contact (POC)) and on all tasks required to operate and maintain and recover the applications on their local environment, working in conjunction with Systems Administrators.

The Contractor is not responsible for training System Administrators. This is the responsibility of a separate Contractor.

As part of the training process the Contractor SHALL deliver training courses for as many users (staff users, functional administrators as designated by the purchaser) as possible while the training team is resident at each migration site.

The successful completion of the designated training at each site shall be marked by the submission of the STAR, contributing to the SAT.

The Contractor SHALL deliver 4 types of training, each to be run just prior to SAT:

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EDMS User training


TT+ User training

The Contractor SHALL deliver training for both TT+ and EDMS consisting of upwards to 5 (five) working days per site, with the following exceptions:

SHAPE HQ Mons site and ACT HQ Norfolk. Due to the size of the respective user communities, for SHAPE HQ and ACT HQ Norfolk, a combined of upwards to 10 (ten) working days per site will be allotted.

CMRE La Spezia and NCISS Latina. Due to the fact that only TT+ is to be implemented for these two sites, a combined of upwards to 3 (three) working days per site will be allotted.

The Contractor SHALL identify the eventual prerequisite of the personnel for training participation as part of the training needs analysis. These SHALL be communicated to the POC for training at each roll-out site.

The Purchaser will provide the following basic facilities: room, power supply, tables, chairs, network connectivity. The Contractor SHALL provide all other services and equipment (including servers and workstations for students and teachers, network equipment, all required SW, etc…) necessary to carry out the On-Site Training activities.

The Contractor SHALL be prepared to execute the training plan at a minimum of two sites simultaneously during the rollout period.

The Contractor SHALL demonstrate Information Knowledge Management (IKM) and related Content Management Systems (CMS) such as SharePoint (SPS) experience.

The Contractor SHALL ensure that Project Manager has at least 3 years of Project Management experience.

The Contractor SHALL ensure that all their designated training staff SHALL at least 2 years recent training experience in IT training preferably IKM, CMS and SPS.

The Contractor SHALL ensure that all their designated training staff SHALL have NATO SECRET (NS) security clearances to work on the ON. Their NS security clearance SHALL remain valid for the duration of the contract.

Training Needs analysis (TNA) The Training Program SHALL be based on the results of the Training Needs

Analysis (TNA) to be performed by the Contractor The Contractor SHALL conduct a Training Needs Analysis (TNA) in

accordance with the Reference 1.6.1, BiSC D-075-007, 2015. The TNA SHALL include (as a minimum)

A Target Audience Analysis A Performance Gap Analysis A Difficulty, Importance and Frequency (DIF) Analysis; A Training Options Analysis

The TNA SHALL be based on the tasks resulting from Task Analysis and on

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the possible gaps highlighted during the site surveys (so called Target Audience Analysis).

The Contractor SHALL deliver a TNA Report that captures the results of the TNA. The TNA report SHALL include the following:

A description of the TNA approach and activities. An account of the operation, support, corrective and preventive

maintenance tasks considered in the TNA. The results of the Target Audience Analysis, the Performance

Gap Analysis the DIF Analysis and the Training Options Analysis. The final list of Performance Objectives (LOPS) in the form of

Table 2 of Annex H of BiSC D-075-007, 2015. The final list of Learning Objectives in accordance with Annex

G of BiSC D-075-007, 2015. The Training Needs Analysis SHALL consider all assigned staff

roles involved system operation, administration, maintenance and support at all levels.

Training Plan The Contractor SHALL develop and provide the System Training Plan. The

Training Plan SHALL address the results of the Training Needs Analysis. The Training Plan SHALL describe how it will meet the Training

requirements following the TNA. The Training Plan SHALL describe the quality management process for

training.

The Training Plan SHALL include the process by which improvements to the training, including its documentation, shall be made throughout the contract.

The Training Plan SHALL address all stages of training development, delivery, and support covered under this Contract. The Training Plan SHALL describe in a coherent way:

How training will be developed and delivered during the rollout of P95 Step 1.

Recommendations for the maintenance a coherent trained workforce throughout the life of system.

The Contractor SHALL describe in this plan the approach to training, milestones, resource requirements, management structure, interrelationships and other tasks related for training development.

The Training Plan SHALL describe the training documentation for each course including but not limited to the syllabuses, schedules, course prerequisites (both for attendees and physical resources), evaluations and instructors. Physical resources include but are not limited to:

Classrooms, by capacity, frequency and duration.

Training aids, such as projectors and screens

Whiteboards/flipcharts and associated consumables

The Contractor SHALL recommend in this plan the mode(s) of training (e.g. Formal classroom, individual computer-based, on-the-job, commercial or a combination) and the rationale for those recommendations for each type of training

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(User , Functional Administrator, etc.). The concurrence of the Purchaser shall be sought before implementing a specific training regime.

The Training Plan SHALL describe the support to be provided by the Purchaser (manpower, services and material).

Training Materials The Contractor SHALL provide all the appropriate training documentation to

support the training audience to fully exploit TT+ and EDMS in their designated roles within their commands.

Any evolution of the training material SHALL be maintained within a configuration library.

The following Application Training Material SHALL be generated for TT+ and EDMS:

Training Syllabus. Student Manual. Instructor Guide and Material. Learning guide. Quick reference card. Upon completion, a Training Certificate. Course evaluation feedback form.

The Training documentation SHALL conform to the standards agreed with the Purchaser.

The training materials for the system-specific courses SHALL provide all the information required to conduct the courses and maintain the training materials.

The materials SHALL follow an existing instructional methodology that links training objectives with course structure, instructional techniques, course content, and assessment tools.

For the development of training material, the Contractor SHALL reuse existing COTS documentation and manuals to the maximum extent possible, hence tailored towards NATO specific business / process needs.

All course content SHALL be referenced to commercial or Contractor-developed documentation -- preferably user or technical manuals -- that describe the subject matter and that are available on-site to students after course completion.

The hands-on exercises included in the Training Program SHALL incorporate all System implementation activities at a site. These include workflows and other activities demonstrated during user briefings.

The Contractor SHALL ensure that the Training Materials are all provided in the UK English language. It can be assumed that all Purchasers personnel selected to attend the courses will meet the minimum Standardised Language Proficiency (SLP) of 3232 in English as specified in STANAG 6001.

The Training presentation materials SHALL include all slides or other information to be presented by the instructor during the course.

Each Application Training Course (i.e., User and Functional Administrator courses for TT+ and EDMS respectively) SHALL include a Training Syllabus containing the following elements:

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Course title. Course description. Learning objectives, as identified in the Training Needs

Analysis and confirmed in the Training Plan. Entry profile. Concepts, Functions and Features presented in the

course. Instructional methodologies to be employed in the

delivery of the course. In-class assignments or workshops. Evaluation tools. Performance standards.

The Contractor SHALL develop and provide a Student Handbook for each course.

The Student Handbook SHALL provide the student with necessary information on all lesson objectives and contents, guidance for all learning activities and cross-references to assist the students in achieving the course objectives.

The Student Manuals SHALL take into account results from the DIF (Difficulty, Importance, and Frequency) analysis and SHALL permit students to perform their major tasks.

The Contractor SHALL provide an Instructor's Guide for each training course. It SHALL contain all necessary information to prepare and conduct lessons and to evaluate students, including exercises, quizzes, and examinations and their corresponding answer sheets.

The training materials SHALL also provide notes to instructors to assist in conducting the lecture or exercise. Presentation materials SHALL be provided in Microsoft PowerPoint.

Each Application Instructor Guide SHALL detail the sequence of course instruction, providing references to the applicable training presentation materials, assignments and workshops, evaluation tools and answer keys, Student Manual, and the Platform on-line help function.

The Instructor Guide SHALL also include: Materials for in-class assignments and workshops. Sample evaluation tools and answer keys. Training System installation and configuration

procedures.

Training Delivery. The Contractor SHALL deliver training on site at each of 19 sites designated

in the SSS, in collaboration with the WP1, 2 and 3 Contractors as directed by the Purchaser.

The training audience may comprise:

EDMS

EDMS Users


NATO UNCLASSIFIED

CO-14593-IAS

NATO UNCLASSIFIED


TT+

TT+ Users


All the activities, milestones and actors associated with the Training of the system SHALL be guided by the Training Plan.

The Contractor SHALL design, develop, delivery and perform the following type of training:

Classroom Training On-site Training On the Job Training, including computer-based training (CBT) Train the trainer training for site trainers

Training Evaluation The Contractor SHALL propose an evaluation methodology to the purchaser

as part of the Training Plan. Training Evaluation methodology SHALL include as a minimum:

Examination methodologies and certification Minimum score to achieve for successfully passing the course Course(s) to be done to get the certification for each role Description of Role’s certification process

The Contractor SHALL ensure that each student is instructed at the end of each course and return the course evaluation feedback form provided as part of the training course or CBT product.

The Contractor SHALL consolidate and forward student feedback to the Purchaser following each training course in the form of a Training Evaluation Report. The report SHALL also recommend changes and improvements to the training plan based on the consolidated student feedback in order to inform other projects, including P95 Step 2. The report SHALL also address student attendance, problems encountered and actions taken to resolve the problems.

The Contractor SHALL revise/ refine and reissue course material to reflect the consolidated student feedback and proposed improvements in the training evaluation report, as part of the Lessons Learnt process.

The Contractor SHALL produce Training Certificates for each training session and student. The certificates SHALL be delivered not later than 3 working days following the completion of the training.

The Contractor SHALL deliver the final training package, including the final training plan and final versions of the training material, at FSA.