3-IFB-80514 - PROVISION OF ACCESS CONTROL SYSTEM - PART I FINAL.pdf

IFB 2025/80514

INVITATION FOR BIDS

IFB – 80514

PROVISION OF ACCESS CONTROL SYSTEM

FOR NATO HEADQUARTERS

PART I – INSTRUCTION FOR THE SUBMISSION OF BIDS

TABLE OF CONTENTS

1. GENERAL

2. GOVERNING RULES, ELIGIBILITY, AND EXCLUSION PROVISIONS

3. PROSPECTIVE CONTRACT

4. CONTENTS OF PROPOSAL

5. BID SUBMISSION, CLOSING DATE, AND WITHDRAWAL

6. BID EVALUATION AND CONTRACT AWARD

7. COMMUNICATIONS AND CONTACTS FOR CLARIFICATION

8. PROTESTS

9. DISCLAIMER: AMENDMENT OR CANCELLATION OF IFB

ANNEX A BIDDER’S IDENTIFICATION

ANNEX B CERTIFICATION REGARDING BIDDER’S RESPONSIBILITY

ANNEX C LIST OF SUBCONTRACTORS

ANNEX D PAST PERFORMANCE REFERENCES

ANNEX E STATEMENT REGARDING CONFLICTS OF INTEREST

ANNEX F PRICE SCHEDULE

1. GENERAL

1) Purpose

i) The purpose of this Invitation for Bids (IFB) is to award a framework agreement for an initial period of three (3) years that may be extended through the exercise of three

(3) one (1-year) extension options, with a maximum of six (6) years in total, for the provision of access control system for NATO HQ.

ii) This Part I provides detailed instructions for the preparation and submission of bids and specifies the rules applicable to the source selection process.

b) Parts II provides the special terms and conditions of the prospective contract.

c) Part III provides a detailed description of the objectives of this procurement action, the scope of work, and the requirements under solicitation.

2) Background Information

a) This solicitation of offers is issued by the Procurement Service of the NATO International Staff (IS). The NATO IS operates the NATO Headquarters (HQ) in Brussels (Belgium).

b) Although this procurement action is managed by the NATO IS Procurement Service, other NATO Affiliates may join the resulting contract as beneficiaries on the same terms & conditions.

3) Definitions

a) The term “Contractor” refers to the Bidder to which the contract under solicitation will be awarded.

b) The term “Interested Party” refers to actual or prospective Bidders with a direct economic interest in the procurement.

c) The acronym “NATO” refers to the North Atlantic Treaty Organisation.

d) The term "Organisation" refers to the North Atlantic Treaty Organisation which is the legal entity that will be bound by the provisions of this solicitation of offers.

e) “Participating Countries” refers to all the NATO member nations.

f) “Procurement Officer” designates the NATO official responsible for this procurement action on behalf of the Organization.

g) “Proposal modification” is a change made to a proposal before the solicitation’s closing date and time, or made in response to an amendment, or made to correct a mistake at any time before award.

h) Additional terms and their meaning are specified in the clause entitled “Definitions” of the prospective Contract.

i) “Affiliate” any of the current and future entities within the civilian or military structures of the North Atlantic Treaty Organization which are under the control of the North Atlantic Council, including without limitations the military commands and the agencies.

The list of existing affiliates is available at http://www.nato.int/cps/en/natolive/structure.htm.

2. GOVERNING RULES, ELIGIBILITY, AND EXCLUSION

PROVISIONS

1) Governing Rules and General Terms and Conditions

a) This solicitation is issued in accordance with the procedures for Formal Competitive Bidding set forth in the Organization’s Procurement Manual.

2) The standard NATO General Terms and Conditions (GTCs), version dated 27 June 2019 [FC-PROC(2012)0269-REV5], will be incorporated by reference in the resulting Contract.

GTCs are available on NATO website here

3) Bidders’ Eligibility and Responsibility

This IFB is restricted to firms from any Participating Countries. In addition to being registered with the NATO IS Procurement Service via the Procurement Platform Bonfire, Bidders must possess relevant and recent experience in the delivery of the goods and services specified within the scope of this IFB, and more specifically, comply with the minimum requirements outlined in Part III of the IFB.

4) Conflicts of Interest and Contracting Exclusions

The contract does not establish any particular contracting exclusion with respect to future NATO business opportunities. Notwithstanding that, the generic COI policies specified in NATO IS Procurement Manual will be fully applicable to this procurement.

3. PROSPECTIVE CONTRACT

1) Contract Scope

a) The services to be provided under the resulting contract are specified in the SOW (Part III of the IFB).

2) Exemption from Taxes

According to the NATO agreements, goods and services under the contract will be exempt from taxes, duties and similar charges (see clause entitled “Invoices” of the NATO General Terms and Conditions for further details).

4. CONTENTS OF PROPOSAL

1) General

a) Bidders are expected to examine the specifications, schedules, and all instructions.

Failure to do so will be at the bidder’s risk.

b) Bidders must provide full, accurate, and complete information as required by this solicitation and its attachments.

c) Bidders must sign their bids. Erasures or other changes must be initialed by the person signing the proposal. Bids signed by an agent shall be accompanied by evidence of http://www.nato.int/cps/en/natolive/structure.htm https://www.nato.int/nato_static_fl2014/assets/pdf/2023/6/pdf/230605-FC-2012-General-Terms-Conditions.pdf https://nato.bonfirehub.com/portal/?tab=openOpportunities that agent’s authority, unless that evidence has been previously furnished to the issuing office.

d) Bids for supplies other than those specified will not be considered unless authorized by the solicitation.

e) Bidders must state a definite time for delivery of supplies or for performance of services, unless otherwise specified in the solicitation.

2) Proposal Contents

a) Submissions that do not meet the requirements specified in this section may be rejected.

b) The whole bid and annexes shall be written in English or French. Bids written in other languages will be rejected.

c) Mandatory bid composition:

i) A table of contents for the entire bid.

ii) Bidder’s Identification. Use the template provided in ANNEX A to the Instructions.

Specify Bidder’s name, address, DUNS number (if available), Point Of Contact for proposal clarifications and communication purposes, phone numbers, e-mail address, bidder’s number of employees, annual revenue and Bidder’s website.

iii) Certification Regarding Bidder’s Responsibility. Use the template provided in Annex B to the Instructions. Failure of a Bidder to furnish a certification or provide such additional information as requested by the Procurement Officer may render a Bidder non-responsible.

iv) List of Sub-Contractors (if any) which a Bidder intends to use for the performance of the Contract (use the attached template in ANNEX C.

v) Bidder’s Past Performace References. Use the template provided in ANNEX D to the Instructions. Bidders shall identify at least one (1) contract substantially similar in scope to the contract under solicitation that have been performed by a Bidder and/or its proposed Subcontractors within the last five (5) years and with a minimal duration of 1 year.

Bidders must make sure that the reference points of contact have been informed that they may be contacted by NATO in order to verify Bidder’s past performance information and that they are willing to provide feedback to NATO regarding the stated past performance.

vi) Statement regarding Conflicts of Interest. Bidders shall include a COI Mitigation Plan consisting of the following documentation:

(1) COI Declaration. Bidders must warrant that, to the best of their knowledge and belief, there are no relevant facts or circumstances which could give rise to an organizational or personal Conflict of Interest, or that Bidders have disclosed all such relevant information as part of the COI Mitigation Plan as incorporated in their Bid. This declaration must be substantially similar to the sample shown in

ANNEX E.

(a) In order to determine whether a potential COI exists Bidders must consider the scope of work under solicitation, and the definitions established in the clause entitled “Exclusion and Conflicts of Interest” of the Special Terms and Conditions (Part II).

vii) Price Schedule. The Price Schedule must be submitted in the attached template (ANNEX F to the Instructions).

3) Restriction on Disclosure and Use of Data

a) If a Bidder indicates in its bid that it does not want bid data to be disclosed to the public for any purpose, or used by NATO except for evaluation purposes, a Bidder must:

i) Mark the title page with the following legend:

“This bid includes data that shall not be disclosed outside NATO and shall not be duplicated, used, or disclosed -- in whole or in part -- for any purpose other than to evaluate this bid. If, however, a contract is awarded to this Bidder as a result of -- or in connection with -- the submission of this data, NATO shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit NATO's right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets]”; and

ii) Mark each sheet of data it wishes to restrict with the following legend:

“Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this bid.”

4) Bid Validity

The Bid submitted shall remain valid for a period of 90 calendar days counted from the tender closing date. Organization reserves the right to request an extension of validity if a decision cannot be made within this time. Bidder will be entitled to either grant or deny this extension of validity; Organization will automatically consider a denial as a withdrawal of the bid.

5. BID SUBMISSION, CLOSING DATE, AND WITHDRAWAL

1) Submission

i) Bids must be submitted through the NATO Procurement Portal (Bonfire): here

ii) Bidders must provide their bids as two separate files uploaded on a dedicated portal by clicking on the relevant tab of solicitation IFB 2025/80514 (e.g. as .zip file). The first file contains the technical offer, which only describes the qualitative/descriptive elements of the proposal and required attachments, while the second file contains the financial offer (Price Schedule – ANNEX F).

2) Closing Date and Late Bids

a) Bids shall be received by the Organization not later than 17 09 2025 (Brussels time).

b) The Organization is not responsible for lateness of e-mail, electronic systems failure, carrier, etc. The time/date recorded by the NATO Procurement Service will be the official time of receipt.

https://nato.bonfirehub.com/portal/?tab=login

c) Any bids received after the date and time specified in paragraph a) above shall not be considered unless the Source Selection Authority determines that accepting the late proposal would not unduly delay the procurement process; and:

i) If it was transmitted through an electronic commerce method authorized by the solicitation of offers, it was received at the initial point of entry to the Organization’s infrastructure not later than midnight (Brussels Time) on the date specified for receipt of bids; or

ii) There is acceptable evidence to establish that delayed delivery is attributable to force-majeure or unforeseen circumstances beyond bidder control (i.e.outage).

iii) It is the only bid received.

d) If an emergency or unanticipated event interrupts normal NATO processes so that proposals cannot be received at the office designated for receipt of offers by the exact time specified in the IFB, and urgent NATO requirements preclude amendment of the request for technical proposals, the time specified for receipt of bids will be deemed to be extended to the same time of day specified in the IFB on the first work day on which normal NATO processes resume.

e) Bids may be withdrawn by written notice received at any time before the exact time set for receipt of bids. A Bid may be withdrawn by a Bidder through NATO Procurement Portal.

6. BID EVALUATION AND CONTRACT AWARD

1) Evaluation Criteria

a) Bids will be evaluated under a combination of the following factors and sub-factors:

i) Non-Cost Related Factors:

(1) Eligibility and Responsibility (pass/fail). Verification that Bidders meet the eligibility and responsibility requirements established in the solicitation of offers.

Bidders that are found ineligible or irresponsible will be automatically disqualified.

(2) Compliance (pass/fail) with the mandatory provisions of the solicitation of offers and the requirements specified in the prospective contract (e.g. compliance with the established SLA as per the SOW, etc.). Bidders that are found non-compliant may be disqualified.

ii) Cost Related Factors

(1) Prices. Evaluation of the total evaluated price that would be payable to the Bidder for the performance of all work and services specified in the contract. The evaluation includes the assessment of the various fees, unit prices and charges specified in the Bidder’s Price Schedule.

For the purpose of price comparison all prices will be converted into EURO on the basis of the Euro foreign exchange rates published by the European Central Bank at close of business of the last working day preceding the tender closing date.

2) Source Selection Authority

The NATO Contract Awards Committee will be the source selection authority, based on the Procurement procedures as outlined in the Procurement Manual.

3) Evaluation Process

Offers will be evaluated according to the "Lowest technically compliant offer" method as described in the NATO’s Procurement Manual. The same will be the basis for contract award.

4) Contract Award

A written notice of award furnished to the successful Bidder(s) within the time specified in the IFB shall result in a binding contract without further action by either party.

7. COMMUNICATIONS AND CONTACTS FOR CLARIFICATION

1) Communications in General

a) Any communications related to this IFB, between your firm and NATO shall only be through a member of the NATO IS Procurement Service; only such persons may, during the solicitation and evaluation period, answer inquiries regarding this IFB.

2) All correspondence and communications, including protests, shall be in English or French.

3) Requests for Clarification.

a) Prospective Bidders should seek clarification as soon as possible. Any explanation desired by a Bidder regarding the meaning or interpretation of this IFB, clauses, specifications etc., must be requested through the NATO Procurement Portal by logging the relevant question(s) within the area dedicated to IFB 2025 / 80514. Such requests for clarification must be logged in the Portal not later than 7 calendar days before the bid closing date.

b) Information given to a prospective bidder will be furnished to all prospective Bidders, either through the Organization’s answers posted on the area dedicated to this IFB or through a formal amendment to this IFB, only if such information is necessary to Bidders in preparing and submitting offers or if the lack of such information would be prejudicial to other Bidders. Oral explanations or instructions will not be binding unless confirmed in writing by the Organization through any of the aforementioned communication mechanisms.

4) Procurement Officer

a) All correspondence related to this procurement shall be addressed to the following Point Of Contact: Marguerite Le Galloudec, Procurement Officer, Email:

LeGalloudec.Marguerite@hq.nato.int, Tel: +32 707 46 18

b) Bidders must contact only above mentioned POC or in exceptional circumstances other members of the Procurement Service at procurement.contracts@hq.nato.int and must not contact any other members or representatives of the Organization regarding this procurement action. Bidders that circumvent the communication and clarification procedure established in the paragraphs above or that attempt to influence any of the personnel involved in the source selection activities will be disqualified.

https://nato.bonfirehub.com/portal/?tab=openOpportunities mailto:LeGalloudec.Marguerite@hq.nato.int mailto:procurement.contracts@hq.nato.int

8. PROTESTS

1) NATO Status

NATO, including its personnel, assets, and facilities, enjoys immunity from any laws, regulations, and legal processes that may be applicable. Protests relating to this procurement process shall be resolved in accordance with the procedure stated below.

2) NATO IS Protest Resolution Procedure

a) Interested Parties may present protests to the Procurement Officer specified in Section 7.4) above. Alternatively, Interested Parties may request the review, at a level above the Procurement Officer, of any decision by the Procurement Officer that allegedly violated applicable regulations and solicitation provisions and, thus, prejudiced the bidder.

b) Protests shall be submitted in writing. Protests must be clear and concise. Failure to submit a coherent protest may be grounds for dismissal.

c) Protests must be submitted within the periods specified below:

i) Pre-award protests, to include protests challenging the propriety of a solicitation, must be filed prior to the date for receipt of proposals.

ii) In all other cases, the bidder must file its protest to NATO within 10 days of when the protester knew or should have known of the bases for the protest. For “significant issues” raised by the protester, however, NATO has the discretion to consider the merits of a protest that is otherwise untimely.

d) Untimely protests will be dismissed.

e) Interested Parties are required to exhaust NATO IS Protest Resolution procedure before resorting to other protest fora (e.g., filing a protest through their national delegation to the Budget Committee)

9. DISCLAIMER: AMENDMENT OR CANCELLATION OF IFB

1) NATO reserves the right to amend or delete any one or more of the terms, conditions or provisions of the IFB prior to the date set for the tender closing. An amendment or amendments to this IFB will announce such action. If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

2) NATO reserves the right to cancel, at any time, this IFB partially or in its entirety. No legal liability on the part of NATO for payment of any sort shall arise and in no event will a cause of action lie with any bidder for the recovery of any costs incurred in connection with preparing or submitting a proposal in response hereto. All effort initiated or undertaken by the bidder shall be done considering and accepting this fact.

ANNEX A BIDDER’S IDENTIFICATION

IDENTIFICATION OF The COMPANY

NAME OF THE COMPANY ...

Street and number ...

Postcode and City ...

Country ...

VAT NUMBER ...

DUNS NUMBER ...

CONTACT PERSON

NAME ...

FUNCTION/TITLE ...

TEL. (DIRECT) ...

MOBILE ...

E-MAIL ...

WEBSITE

ANNEX B CERTIFICATION REGARDING BIDDER’S RESPONSIBILITY

[Insert Legal Name of The Firm] ([Abbreviated Name]) warrants that, to the best of our knowledge and belief, that:

1. [Abbreviated Name] and/or any of its Principals1—

a. Are / are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any NATO entity or national government;

b. Have / have not , within a three-year period preceding this Bid, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public contract or subcontract; violation of antitrust law relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, violating criminal tax laws, or receiving stolen property;

c. Are / are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in paragraph b.

above;

d. Have / have not, within a three-year period preceding this offer, been notified of any delinquent taxes2 in an amount that exceeds EUR 20,000 for which the liability remains unsatisfied.

2. [Abbreviated Name] has / has not, within a three-year period preceding this offer, had one or more contracts terminated for default by any NATO entity or national government.

3. [Abbreviated Name] shall provide immediate written notice to the Procurement Officer if, at any time prior to contract award, the [Abbreviated Name] learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

This certification is a material representation of fact upon which reliance was placed when making award.

If it is later determined that the Bidder knowingly rendered an erroneous certification, in addition to other remedies available to NATO, the Procurement Officer may terminate the contract resulting from this solicitation for default.

Date :

Signature:

Name & Title:

Company:

Proposal Reference:

1 “Principal,” for the purposes of this certification, means an officer, director, owner, partner, or a person having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary, division, or business segment; and similar positions).

2 Taxes are considered delinquent if both of the following criteria apply:

(i) The tax liability is finally determined. The liability is finally determined if it has been assessed. A liability is not finally determined if there is a pending administrative or judicial challenge. In the case of a judicial challenge to the liability, the liability is not finally determined until all judicial appeal rights have been exhausted.

(ii) The taxpayer is delinquent in making payment. A taxpayer is delinquent if the taxpayer has failed to pay the tax liability when full payment was due and required. A taxpayer is not delinquent in cases where enforced collection action is precluded.

ANNEX C LIST OF SUBCONTRACTORS

[Insert Legal Name of The Firm] ([Abbreviated Name]) intends to place or use the following sub-contracts for the performance of the Contract under solicitation.

Name and Address of Sub-Bidder DUNS Number1 Primary Location of Work

Lot/Items/Services to be Provided Estimated Value of

Sub-Contract

[Abbreviated Name] warrants that no more than 50% of the staffing resources or labour hours/work required for the successful completion of the Contract under solicitation will be subcontracted for the entire duration of the Contract. This restriction does not apply to subcontracting to entities or divisions that are part of the same holding entity, company (e.g. local subsidiaries or local partnerships) or network of companies.

Date :

Signature:

Name & Title:

Company:

Bid Reference:

1 Data Universal Numbering System (DUNS). Bidders are requested to provide this data in order to help the Organization identify SubContractors. If a SubContractor’s DUNS is not known this field may be left blank.

ANNEX D PAST PERFORMANCE REFERENCES

Reference of the contract or project …

Customer …

Customer point of contact

Name

Function

Telephone

Email

Short description of the scope of the contract (customer, sector, location, context, number of visitors …)

Description of the type and quantities of services provided …

Description of the major services provided …

Similarities with the NATO project …

Composition of contract bidders team (prime Contractor and subcontractor(s))

Contract start date …

Contract end date …

Contract value …

ANNEX E STATEMENT REGARDING CONFLICTS OF INTEREST

[Insert Legal Name of The Firm] ([Abbreviated Name]) warrants that, to the best of our knowledge and belief, there are no relevant facts or circumstances which could give rise to an organizational or personal Conflict of Interest, or that we have disclosed all such relevant information as part of the COI Mitigation Plan as incorporated in this proposal. More particularly, we warrant that:

1. [Abbreviated Name], or any of its affiliates or subcontractors, has not obtained from the Organization, under a separate contract (other than those identified in the COI Mitigation Plan, if any), information that other Bidders don’t possess and that may provide an unfair competitive advantage in this procurement action.

2. [Abbreviated Name], or any of its affiliates or subcontractors, has not provided to the Organization or a prime Contractor of the Organization, under a separate contract (other than those identified in the COI Mitigation Plan, if any), services that establish the ground rules for this procurement action.

Date :

Signature :

Name & Title :

Company :

Bid Reference :

ANNEX F PRICE SCHEDULE

On behalf of the firm stated below I hereby offer providing the Organization with the services and deliverables (collectively referred as “ITEMS”) set forth in the schedule below, at the specified prices, and subject to the terms and conditions stated in this RFP.

Item type Item description Estimated volumes

Unit price

🔐 Cylindres

(électroniques et mécaniques)

Cylindres électroniques

Aperio

505201C0-0000 : Aperio C100 double cylindre à bouton profil Européen, inox, IP52, V3 online/OSS offline, BLE, lecture multi-technologie, 30/30 mm.

50720190-0-00 : Aperio C100 demi cylindre à bouton, RVS, IP52, V3 online/OSS offline, RFID ISO 14443 A/B, 30/10 mm.

Cylindres mécaniques Abloy Protec

/ Protec²

CY331C9T00MK : Abloy Protec², demi cylindre, acier chromé, 32x10 mm, passe-partout, sans clé.

Approx. 50 / Year

QKC52T_TA22NN : Abloy Protec² TA22NN, clé propre avec cylindre.

CY323T (51x56) : Cylindre Protec² OTAN (registre 16T0011), profil TA22NN, avec 3 clés, MK

"MKD".

CY323T (41x31) : Cylindre Protec² OTAN (registre 16T0011), profil TA22NN, avec 3 clés, MK

"MKD".

K800 : Double cylindre Swiss 22 mm, SKG**, chrome brillant, 32,5/32,5 mm, plan de fermeture, sans clé.

C20200800M : Cylindre double profilé Euro SKG**, 30/30 mm, paneton Euro 35°, nickelé mat.

C202108A0M : Demi-cylindre Euro SKG**, 80/10 mm, paneton réglable 8x45°, nickelé mat.

C20200823M : Cylindre double Euro SKG**, 45/40 mm, paneton Euro 35°, nickelé mat.

C20200824M : Cylindre double Euro SKG**, 50/40 mm, paneton Euro 35°, nickelé mat.

C20200801M : Cylindre double Euro SKG**, 30/35 mm, paneton Euro 35°, nickelé mat.

🛠️ Béquilles électroniques

Aperio

5001-1C8B--212 : Ensemble de béquilles Aperio V3 type-U, IP52, online/OSS offline, BLE, aveugle, porte 50–60 mm, carré 8 mm.

4200 - 60/year

H100B8L-EU : Béquille Aperio H100 (gauche). 150

H100B8R-EU : Béquille Aperio H100 (droite). 150

AH100-010 : Adaptateur USB pour raccordement au PC pour béquilles Aperio H100. 2

🔑 Clés QKC53D_NA77FF : Abloy Protec NA77FF, clés passe-partout et passe-partiels. 50

K800PD : Clé propre pour cylindre K800. 5

🔒 Cadenas

PL34199T50MK : Abloy Protec², cadenas 57 mm, anse ø10x50 mm, combinaison, sans clés.

Approx. 20

/ year

PL32199T50GS : Assa Abloy cadenas Protec² OTAN, tous sur la même clé, PL321/50, code ébauche 2N.

The prices specified in this Schedule shall be firm and fixed for the initial duration of the Contract. For optional extensions, the stated prices may be subject to a yearly adjustment in accordance with the Clause entitled “Prices and Price Adjustment” of the Special Terms and Conditions, in Part II of the

IFB.

Date :

Signature :

Name & Title :

Company :