TO ALL PROSPECTIVE BIDDERS

Transcription

1 From: SHAPE J8 AQM SAM MASTROCINQUE, Giordano NIC Sent: Tuesday, October 15, :54 PM To: SHAPE J8 AQM SAM MASTROCINQUE, Giordano NIC Cc: SHAPE J8 AQM SAM BEHEYT, Jacques NIC Subject: Amendment # 4 (clarification) to SHAPE Invitation for International Bidding (IFIB) ACO-SH TO ALL PROSPECTIVE BIDDERS Dear Madam/Sir: Please find the Amendment # 4 (Clarifications) to the SHAPE IFIB ACO-SH-13-19: Question 1: We have received your samples, thanks. If we want to participate in this tender we need to make all the samples of your send medals? SHAPE answer: Please read SHAPE IFIB ACO-SH-13-19, Part I (Bidding Instructions), paragraph 13.1 (p) as well as Part III (Statement of Requirement), III-A (Special Provisions), paragraph 5.3.; Question 2: We will have to use some subcontractors, because it is quite big order. Is there any policy from which countries these subcontractors are and what part of this order (boxes, ribbons, stamping, plating) this subcontractor will do? SHAPE answer: Please read SHAPE IFIB ACO-SH-13-19, Part I (Bidding Instructions), paragraph 13.1 (l), (m); Part II (General Provisions), paragraph 8; Part II (General Provisions), paragraph 13 (which was made available by SHAPE with the Amendment # 2 to SHAPE Invitation for International Bidding (IFIB) ACO-SH-13-19) Question 3: We need to send to you Declaration of Eligibility (DoE) from your national NATO Delegation? Is there some legal form of this declaration? SHAPE answer: the Declaration of Eligibility (DoE) shall be issued and submitted to SHAPE J8 AQM (point of contact: Mr. Mastrocinque and/or Mr. Beheyt) by the national NATO Delegation where the firm/prospective bidder is registered. In this respect, please also read SHAPE IFIB ACO-SH-13-19, Part I (Bidding Instructions), paragraph 3 which provides information on eligibility to participate to the IFIB at subject. In order to be allowed to participate to the IFIB at subject, any firm (a) which was not identified by SHAPE at the time the Notification of Intent (NOI) ACO-SH was released to the NATO Delegations or (b) which was not identified by NATO Delegations in response to the NOI ACO-SH ; shall provide a DoE through its relevant national NATO Delegation no later than

2 15 November 2013, hours (noon, Central European Time) which corresponds to the Bid Closing Date for the IFIB at subject. Question 4: Is there any more documents we need to send to you in order to participate? SHAPE answer: Please read carefully the SHAPE IFIB ACO-SH-13-19, Part I (Bidding Instructions), paragraph 13 (Bid Content). Very Respectfully, Giordano Mastrocinque, NATO CIV Senior Contracting Officer SHAPE J8 DIVISION ACO Acquisition Management Branch Strategic Acquisition & Agency Management Section IVSN: (office) (fax) Commercial: +32 (0) (office) +32 (0) (fax) visit our PAN website at:

3 From: SHAPE J8 AQM SAM MASTROCINQUE, Giordano NIC Sent: Monday, September 23, :20 PM Cc: SHAPE J8 AQM SAM MASTROCINQUE, Giordano NIC; SHAPE J8 AQM SAM BEHEYT, Jacques NIC Subject: Amendment # 3 (clarification) to SHAPE Invitation for International Bidding (IFIB) ACO-SH Importance: High Classification: NATO UNCLASSIFIED RELEASABLE FOR INTERNET TRANSMISSION TO ALL PROSPECTIVE BIDDERS Dear Madam/Sir: Please find the Amendment # 3 (Clarifications) to the SHAPE IFIB ACO-SH-13-19: Question 1: For start as we understand the documents can be send till 15th november? As per SHAPE IFIB ACO-SH-13-19, Amendment # 2, the Bid Closing Date is extended to: 15 November 2013, not later than hours (noon, Central European Time) In addition, with the intent to provide bidders with maximum flexibility in choosing how to submit their bid package in response to the IFIB at subject, the SHAPE IFIB ACO-SH has been amended, as shown below: - Part I (Bidding Instructions), paragraph 18 (Bid Submission), section 13.8 is supplemented by the following text (changes/supplementation are highlighted in yellow): 18.3 Bids may be submitted by mail, courier or hand-carried. Bids hand-carried to SHAPE or delivered on site by commercial courier and parcel-delivery companies must be packed and labelled as indicated in the paragraph above. SHAPE is located near MONS, in the south of Belgium, close to the villages of Casteau and Maisières. Packages are to be handed over to a representative of the SHAPE Acquisition Management Branch at Building 102 within the SHAPE 100 Area (telephones: or ) on working days, Monday to Thursday between to hrs and to hrs and Friday between to hrs. The time and date the bid is handed over shall be recorded on the envelope or package and the delivery agent shall be requested to sign the date/time endorsement, signifying his agreement as to the accuracy of the date/time the bid was received at SHAPE; only for bid packages that do not exceed the size 10x30x37cm: bids can be dropped at any time (however before the Bid Closing Date) into the secured Bid Box placed inside Building 108 (Pass Office/Visitors building - it is a red bricks construction which is located near the SHAPE Berlin Gate). Question 2: Would it be possible to receive real samples of those medals? Due to SHAPE availability of additional sample sets; the suspense date originally set by SHAPE with SHAPE IFIB ACO-SH-13-19, Amendment # 2 for prospective bidders to request samples is now extended to: no later than 30 September 2013.

4 Requests for samples shall be submitted via to SHAPE and providing the bidders' shipping address. Bidder shall return in its bidding package all SHAPE supplied samples (if any requested by the bidder during the bidding process), preserving the full integrity of such samples. Bidder shall ensure that Bidder's proposed samples in response to the IFIB at subject are kept separated, labelled and therefore, clearly differentiated from the SHAPE supplied samples (if any requested by the bidder during the bidding process). Question 3: A list containing, as a minimum, three (3) contracts successfully performed within the last five (5) years substantially similar in scope and magnitude to the requirement described in this IFIB? Could you please explain more about it? What does "similar" mean (maybe in percentage)? Does it have to be medals for military, police and etc., or it can be souvenir medals (two sided, with much more difficulty that those NATO medals)? Contracts shall be substantially similar in scope (i.e. like requirement of insignia and related accessories for military corps/organizations, police forces, etc.) and magnitude (i.e. value of the contract in comparison to the estimated value of the contract that SHAPE plans to award as a result of the IFIB at subject). Question 4: Proof of financial stability/reliability of the bidder (i.e. letter from a banking institution), to include demonstration that the bidder is/was not subject to bankruptcy over the last three (3) calendar years. NOTE: SHAPE reserves the right to verify the results of bidder s financial analysis through direct use of the Dun and Bradstreet reporting system. The Dun and Bradstreet (D&B) analysis of the bidder shall not highlight risk of business failure. Could you please explain more about this? We do not have this kind of information in our country, we only have documents from government institutions that company is not bankrupt or at stage of bankrupt at this moment. Official documentation issued by national government institution(s) will be acceptable. Question 5: Is the 60 days period valid for 100 pcs of medals and 100,000 pcs of medals? Maybe for bigger quantity there is longer term? Delivery time from receipt of the order is same irrespective of the quantity of items ordered. Question 6: Can we participate in one of parts of medals, for example ISAF OR ALTHEA?

5 As stated at the IFIB at subject, Part I (Bidding Instructions), Paragraph 13.1 (u), Partial Bidding is NOT authorized. Very Respectfully, Giordano Mastrocinque, NATO CIV Senior Contracting Officer SHAPE J8 DIVISION ACO Acquisition Management Branch Strategic Acquisition & Agency Management Section IVSN: (office) (fax) Commercial: +32 (0) (office) +32 (0) (fax) visit our PAN website at:

6 From: SHAPE J8 AQM SAM MASTROCINQUE, Giordano NIC Sent: Thursday, July 25, :21 PM Cc: SHAPE J8 AQM SAM MASTROCINQUE, Giordano NIC; SHAPE J8 AQM SAM BEHEYT, Jacques NIC Subject: Amendment # 2 (clarification) to SHAPE Invitation for International Bidding (IFIB) ACO-SH Classification: NATO UNCLASSIFIED - RELEASABLE FOR INTERNET TRANSMISSION TO ALL PROSPECTIVE BIDDERS Dear Madam/Sir: Please find the Amendment # 2 (Clarification) to the SHAPE IFIB ACO-SH-13-19: Question: We cannot confidently produce all the metal items from the information given. To offer samples, produced accurately would require actual samples of each and every item; that way when our samples are compared to NATO stock items the match will be very close. From the information given, whilst we have the basic dimensions for the products we do not have the technical depth necessary to make the sample products for instance, regarding the clasps (BALKANS- IFOR etc), what is the outside border/wall thickness, individual letter face breadth, depth of lettering to the background (the depth the die is cut determines this), and this is just one product, so repeat that for all the metal items and then the ribbons, boxes & certificates and you begin to understand the problem we are both faced with. Also, in order to accurately replicate the items we would need to have the artwork (for the laurels, star etc) and font details to enable us to produce an accurate die. As it is mandatory to supply complete sample sets, that will be evaluated against NATO stock (as I am sure would occur) then having NATO samples for each and every item would ensure our confidence and also enable NATO to have genuine choice of supplier. SHAPE answer: It is SHAPE's intent to promote fair competition throughout bidders thus providing an equal opportunity to achieve compliance with the technical requirements stated in the subject solicitation. With the intent to provide bidders with the maximum level of information/data/samples available to SHAPE, the SHAPE IFIB ACO-SH has been amended, as shown below, in order to provide a final clarification to the samples issue: a) the BID CLOSING DATE stated in the transmittal letter of subject IFIB as well as at Part I (Bidding Instruction), paragraph 8 is extended to: 15 November 2013, not later than hours (noon, Central European Time); b) Part I (Bidding Instructions), paragraph 13 (Bid Content), section 13.1.p is supplemented by the following text: IMPORTANT: Bidder shall return in its bidding package all SHAPE supplied samples (if any requested by the bidder during the bidding process), preserving the full integrity of such samples. Bidder shall ensure that Bidder's proposed samples in response to this IFIB are kept separated, labelled and therefore, clearly differentiated from the SHAPE supplied samples (if any requested by the bidder during the bidding process). c) Part II - A (General Provisions is supplemented by the following two paragraphs:

7 13. PARTICIPATING COUNTRIES 13.1 None of the work performed under this contract, including project design, labour and services, shall be performed by firms other than from and within NATO Participating Countries No materials or items of equipment to be provided under the Contract, down to and including identifiable sub-assemblies, will be manufactured or assembled by a firm other than from and within a NATO Participating Country The Contractor warrants that, to the best of the Contractor s knowledge and belief, any exceptions to the origin of supplies established in paragraph 13.2 above have been disclosed as part of the Contractor s proposal as incorporated in this Contract The Contractor agrees that if any deviations from the origin of supplies specified in this clause or in the Contractor s proposal is discovered after award, the Contractor will make a full disclosure in writing to SHAPE. This disclosure shall include a description of the actions which the Contractor has taken or proposes to take, after consultation with SHAPE, to avoid the deviation and any cost and price data that may be reasonably required by SHAPE in order to assess any price reductions that SHAPE may be entitled to in accordance with the terms of this clause Any deviation from the origin of supplies specified in this clause or in the Contractor s proposal must be approved in writing by SHAPE. If such a deviation results in a reduction of the costs originally foreseen by the Contractor for the performance of the Contract, SHAPE will be entitled to an equitable reduction of the contract price and the Contract will be modified accordingly. In no case a deviation from the origin of supplies specified in this clause or in the Contractor s proposal will result in an increase of contract prices If the Contractor was aware of a potential deviation prior to award or discovered an actual or potential deviation after award and did not disclose or misrepresented relevant information to SHAPE, SHAPE may terminate the Contract for default, in whole or in part, and pursue such other remedies as may be permitted by law or this Contract. 14. INTELLECTUAL PROPERTY All materials created under the Contract, including but not limited to products, samples, parts, components, drawings, sketches, artwork, drawings, etc. shall be the sole property of SHAPE and may not be used for any other purpose without the express permission, given in writing, of the SHAPE Contracting Officer. d) Part III (Statement of Requirement), III-A (Special Provisions), Paragraph 5 (Technical Requirements, Estimated Quantities and Quality of the Products), section 5.2 is supplemented by the following text: Samples of the NATO medal sets currently in use will be provided to the bidders, upon receipt of bidders request. Requests for samples shall be submitted via to SHAPE (giordano.mastrocinque@shape.nato.int and jacques.beheyt@shape.nato.int) no later than 19 August 2013, providing the bidders' shipping address. Bidder shall return in its bidding package all SHAPE supplied samples (if any requested by the bidder during the bidding process), preserving the full integrity of such samples. Bidder shall ensure that Bidder's proposed samples in response to this IFIB are kept separated, labelled and therefore, clearly differentiated from the SHAPE supplied samples (if any requested by the bidder during the bidding process).

8 Very Respectfully, Giordano Mastrocinque, NATO CIV Senior Contracting Officer SHAPE J8 DIVISION ACO Acquisition Management Branch Strategic Acquisition & Agency Management Section IVSN: (office) (fax) Commercial: +32 (0) (office) +32 (0) (fax) visit our PAN website at:

9 From: Sent: 17 July :10 Cc: Subject: Amendment # 1 (clarification) to SHAPE Invitation for International Bidding (IFIB) ACO-SH Classification: NATO UNCLASSIFIED - RELEASABLE FOR INTERNET TRANSMISSION TO ALL PROSPECTIVE BIDDERS Dear Madam/Sir: Please find the Amendment # 1 (Clarification) to the SHAPE IFIB ACO-SH-13-19: Question: On Part 1 Section P it states that as part of the bid we would be required to produce samples Samples of all proposed items (Medal sets, Multiple Tour Indicators, Meritorious Service Medal Folder, Certificate) that bidder would provide to SHAPE in case of an award of a contract. All samples shall be fully compliant, under all aspects, with the requirement stated in this IFIB. In case of an award of a contract, all samples provided by the successful bidder will be sealed and used as a reference for any quality control purposes should any quality issue arise during the contract execution. In order to provide pre-production samples we would need to have samples of the current items to ensure that everything is matched precisely. Please would you be able to confirm when we will be able to receive these samples as the initial process of manufacturing these will take some time to complete. SHAPE answer: SHAPE does not keep stock of the products listed at Part III.B of the SHAPE IFIB ACO-SH As medals and other products are distributed to the various clients/users, samples cannot be provided to the prospective bidders. SHAPE IFIB ACO-SH provides full technical specifications with the inclusion of pictures to enable prospective bidders to respond to the solicitation. Very Respectfully, Giordano Mastrocinque, NATO CIV Senior Contracting Officer SHAPE J8 DIVISION ACO Acquisition Management Branch Strategic Acquisition & Agency Management Section IVSN: (office) (fax) Commercial: +32 (0) (office) +32 (0) (fax) visit our PAN website at: