3-RFQ 80843 Broadcast Cameras TV Studio Final.docx

REQUEST FOR QUOTATION

RFQ 2025/80843

ACQUISITION AND DELIVERY OF

BROADCAST CAMERAS FOR TV STUDIO

INSTRUCTIONS FOR THE PREPARATION AND SUBMISSION

OF OFFERS

TABLE OF CONTENTS

1. GENERAL

1) Purpose

a) The purpose of this Request for Quotation (RFQ) is to award a contract for the acquisition and delivery of broadcast cameras for the TV Studio, including training, installation of the new equipment and dismantling the existing set up.

Further information about the requirements under solicitation is provided in Annex G of the RFQ (Statement of Work).

2) Background Information 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).

The successful bidder will work under the direction of the Head Broadcast Operations, Office of Strategic Communications, Digital Technology and Infrastructure. This Office will also coordinate the internal needs and communication related to the execution of the contract with the successful bidder on behalf of the Organization.

2. GOVERNING RULES, ELIGIBILITY, AND EXCLUSION PROVISIONS

1. Governing Rules and General Terms and Conditions This solicitation is issued in accordance with the procedures for Simplified Procurement set forth in the Organization’s Procurement Manual.

The NATO General Terms and Conditions, version dated 27 Jun 2019 [FC-PROC(2012)0269-REV5] will be included in the Contract by reference. A copy of the stated terms and conditions can be obtained from the Procurement Service or downloaded here.

4) Bidders’ Eligibility and Responsibility This RFQ is restricted to suppliers from NATO member states.

3. PROSPECTIVE CONTRACT

1. Contract Scope The goods and services to be provided under the resulting contract are specified in the attached Price Schedule (Annex C) and Technical Specifications (Annex G) Upon contract award, the Contractor will receive a Purchase Order (PO) for the goods and/or services in scope of this RFQ.

6) Exemption from Taxes According to the NATO agreements, goods and services provided under this contract and/or PO 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 OFFERS

1. General Bidders are expected to examine the specifications, schedules, and all instructions. Failure to do so will be at the bidder’s risk.

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

All annexes need to be completed and signed. Failure to do so will be at the bidder’s risk and may result in a rejection.

Bidders must state a definite timeline for the delivery of supplies and for performance of services.

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

The whole offers and annexes shall be written in English. Offers written in other language will be rejected.

Mandatory offer composition:

i) 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 offer clarifications and communication purposes, phone number, e-mail address, and Bidder’s website;

ii) Certificate of Origin of Supplies and Services. Use the template provided in ANNEX B to the Instructions.

iii) Price Proposal. The financial offer must be submitted in the attached Price Schedule (Annex C). Bidders must specify unit prices for all line items listed in the referred annex; 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 RFQ closing date.

iv) Understanding of NATO Requirements and Proposed Solution. This document shall summarize the solution and a delivery schedule of the items and services that will be delivered in order to fulfil the requirements specified in the Statement of Work (ANNEX G). Use the template provided in Annex D to these instructions to include the proposed key personnel for the training to be delivered.

v) List of Proposed Subcontractors. Bidders must state the Subcontractors (if any) that they intend to use for the performance of the Contract. Bidders must use the template in Annex E)

vi) Bidder’s Past Performance. Use the template provided in (ANNEX F). Bidders shall identify at least three contracts substantially similar in scope to the contract under solicitation that have been performed by a Bidder and/or its Subcontractors within the last five years.

9) Offer validity The Offer submitted shall remain valid for a period of sixty (60) calendar days from the RFQ closing date.

5. OFFER SUBMISSION, CLOSING DATE, AND WITHDRAWAL

1. Offers must be submitted via through the following method:

Electronic submission through the NATO e-tendering portal (Bonfire) at https://nato.bonfirehub.com/portal/?tab=pastOpportunities Bidders must upload their proposals as one single container file (.ZIP or similar format) through the NATO e-tendering Portal by clicking on the relevant tab of solicitation RFQ 2025/80843.

11) Closing Date and Late Offers Offers shall be received by the Organization not later than 15 September 2025.

The Organization is not responsible for electronic systems failure. The time/date recorded by the NATO Procurement Service will be the official time of receipt.

6. OFFERS EVALUATION AND CONTRACT AWARD

1. Evaluation 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 award.

1. Award A written notice of award furnished to the successful bidder(s) shall result in a binding contract without further action by either party;

NATO may disclose the following information in post-award debriefings to other bidders:

i) The overall evaluated cost or price;

ii) A summary of the rationale for award; and

iii) Reasonable responses to relevant questions posed by the debriefed bidder as to whether source-selection procedures set forth in the solicitation, applicable regulations and other applicable authorities were followed by NATO.

7. ADMINISTRATIVE CONTACTS

1. Any communications related to this RFQ, between Bidders 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 RFQ.

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

8. DISCLAIMER: AMENDMENT OR CANCELLATION OF RFQ

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

17) NATO reserves the right to cancel, at any time, this RFQ 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.

BIDDER’S IDENTIFICATION

IDENTIFICATION OF The COMPANY

CONTACT PERSON

SITE INTERNET

ANNEX A ORIGIN OF SUPPLIES AND SERVICES CERTIFICATE

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

1. None of the work specified in our proposal, including project design, labour and services, will be performed other than by firms from and within participating countries;

2. Except those items listed in paragraph 3 below, no materials or items of equipment specified in our proposal, down to and including identifiable sub-assemblies, will be manufactured or assembled by a firm other than from and within a participating country;

3. The following items are or will be manufactured or assembled in non-participating countries or include components, down to and including identifiable sub-assemblies, that are or will be manufactured or assembled in non-participating countries:

4. No items equivalent to the ones specified in paragraph 3 above exist, in sufficient and reasonably available commercial quantities and quality to satisfy the requirements specified in the solicitation of offers, which are manufactured or assembled in participating countries, or which include components, down to and including identifiable sub-assemblies, which are manufactured or assembled in participating countries.

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:

Quotation Reference:

RFQ 2025/80843

ANNEX B PRICE SCHEDULE

On behalf of the firm stated below, I hereby offer providing the Organization with SONY Broadcast cameras, or any compatible equipment, for the TV Studio at NATO Headquarters, Brussels and services set forth in the table below, at the specified prices, and subject to the terms and conditions stated in this RFQ. Please use separate Excel file included in the solicitation package to provide the price schedule.

RCP license and optional gateway license available.

2 x 10m 1 x 5m

DISCOUNT

EQUIPMENT FIXED PRICE TOTAL:

LABOR TOTAL PRICE

PROJECT TOTAL COST

Date and signature:

Name & Title:

Company:

Quotation Reference:

ANNEX C LIST OF KEY PERSONNEL

Please add or modify rows as appropriate.

Product Specialist - Training

Date :

Signature:

Name & Title:

Company:

LIST OF PROPOSED 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. [footnoteRef:1] [1: Bidders may use as many rows as required to list their subcontractors.]

Date :

Signature:

Name & Title:

Company:

Proposal Reference:

PAST PERFORMANCE REFERENCES

Customer point of contact Name Function Telephone Email

Date :

Signature:

Name & Title:

Company:

ANNEX D STATEMENT OF WORK

1. GENERAL

INTRODUCTION

This Statement of Work (SoW) describes the requirements of the document provides background information about the Contract requirements, specifies the tasks to be performed, and the specialist products to be delivered by the Contractor.

BACKGROUND INFORMATION

The NATO TV studio is used by the Secretary General, the Deputy Secretary General, NATO Ambassadors, ministers and other high level NATO principals facilitating worldwide outreach. Different settings are possible, such as 1-1 or 1-2 interviews with the journalist in the studio or connecting online, statements or keynote speeches standing up using a lectern, panel discussion up to 4 people seated in an armed chair. All cameras are operated by a professional camera operator. The professional light setup provides an 850-lux illumination.

2. STATEMENT OF OBJECTIVES

CORPORATE OBJECTIVE

The objective is to replace the existing TV studio Broadcast cameras. This implies the removal of the current equipment, and cabling, setting up a new professional camera setup which ensures high quality video coverage in the TV studio. The camera control will be done in the adjacent control room using the camera control panels (RCP). The existing cables from the central technical area (CCU) to the control room (RCP) can be reused.

The camera control units will be installed in the control technical area which is located 50 m from the TV studio. The contractor will need to install new cables from the TV studio to the technical control area.

3. CONTRACTOR FURNISHED PROPERTY AND SERVICES

The Contractor shall supply all products, as specified in the technical specifications.

4. CONTRACTOR TASKS

Under the supervision of the Head Broadcast Operations, Office of Strategic Communications, Digital Technology and Infrastructure, the Contractor will be responsible for the complete delivery installation training included, of the equipment listed in the technical specifications. The Contractor shall ensure that all components are delivered in accordance with the agreed schedule, are fully functional and comply with the technical performance specifications.

The Contractor will be responsible for the management of the total work effort to include, but not limited to managing, absence and leave planning, scheduling, accounting, report preparation, establishing and maintaining records, and quality control. The Contractor must:

· Provide a POC for planning and coordinating purposes prior, during, and after all tasks and activities to be performed under the Contract.

· Provide the NATO Service Manager with a list of Contractor’s personnel not later than 2 days after the effective date of the Contract and as changes occur.

Provide management reports that may be reasonably required by the Procurement Officer or the NATO Service Manager for the proper management of the Contract.

WORK DURATION AND STAFFING

· Estimate: 15 working days of labor for a single technician on-site.

· The supplier may propose to reduce the project timeline by assigning additional personnel as needed, with the objective of minimizing studio downtime.

· Personal Security Clearances (PSC) are required in accordance with the requirements established in this SOW. Works will be done in the public area of the building. As soon as the contract is rewarded, the bidder will provide the personal details required to be granted access on site.

SCOPE OF WORK

· Dismantling the existing studio setup.

· On-site cabling between the studio and Central Technical Area (CTA) (approximately 50 meters).

· Configuration, labeling, and testing of the new system.

· Full integration of the new setup into the existing control room environment, which is managed by "Magnum" (EVERTZ) and Tallyman.

TRAINING

A one-day training session on workflow configuration must be provided by a certified Sony specialist, or of the equivalent and compatible equipment proposed, to ensure proper operation and management of the new system.

ADDITIONAL EQUIPMENT

Proposals may include additional equipment if deemed necessary by the integrator for the successful completion of the project.

WARRANTY

The Contractor must warrant that the equipment is free from defects and includes a warranty for a minimum of:

· Parts and Labor: Minimum of 3 years from date of final acceptance

· Support: In the event of malfunction or failure, the bidder shall dispatch qualified service personal on site, within 24 hours to perform the necessary repairs

· All transportation, repairs, replacement, labor, parts and logistics associated with warranty claims must be covered by the Contractor

Technical specifications:

Bidders can propose an equivalent solution that is compatible with the current SONY setup.

The existing setup will move to the press briefing room requiring the new installed solution to be compatible with the existing setup. The existing setup is:

· 5 Sony HXC-FB80 cameras in TV Studio

· 5 Camera control units in technical area HXCU-FB80

· 5 remote control panels in control room RCP-1500

· HZC-RCP5 software to control the 5 cameras in the press briefing room

EQUIPMENT TO BE DELIVERED:

SONY

RCP license and optional gateway license available.

SONY

3-year warranty on the equipment

Baseband Cables Set + Connectors + Accessories

Wallmount support for PTZ camera

2 x 10m 1 x 5m image1.png