RFP-ACT-SACT-26-24 Resolicitation.pdf

NATO UNCLASSIFIED

RFP-ACT-SACT-26-24

Norfolk, Virginia | USA

HQ Supreme Allied Commander Transformation Purchasing and Contracting Section Office of Budget and Finance

Request For Proposal

Minor Construction Framework for

Headquarters Supreme Allied Commander Transformation (HQ SACT)

RESOLICITATION

Norfolk, Virginia | USA

HQ Supreme Allied Commander Transformation Purchasing and Contracting Section Office of Budget and Finance

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BIDDING INSTRUCTIONS

1. General

2. Classification

3. Definitions

4. Eligibility

5. Duration of Contract

6. Exemption of Taxes

7. Amendment or Cancellation

8. Bidder Clarifications

9. Bid Closing Date

10. Bid Validity

11. Content of Proposal

12. Proposal Submission

13. Late Proposals

14. Bid Withdrawal

15. Bid Evaluation

16. Proposal Clarifications

17. Award

18. Eligibility for Use

19. Disputes

20. Communications

21. Points of Contact

Enclosure 1: Proposal Content / Checklist

Enclosure 2: Compliance Statement

Enclosure 3: Past Performance Information Form

Annex A: Statement of Work (SOW)

Annex B: Requirements Matrix

Annex C: Work Order

BIDDING INSTRUCTIONS

1. General

HQ SACT intends to establish a Multiple-Award Framework Contract for Construction Services.

The Framework Contract will define the general terms and conditions applicable to future requirements. Specific projects will be executed via Firm-Fixed-Price Call-Off Contracts (COC) issued in accordance with the procedures set forth in the Framework.

a. HQ SACT General Terms and Conditions Dated 15 January 2026 are applicable to this procurement and can be located on the ACT Website at;

WWW.ACT.NATO.INT/CONTRACTING under Contractor Information.

b. Contract Award is contingent upon funding availability; Partial bidding is NOT authorized.

2. Classification

This Request for Proposal (RFP) is a NATO UNCLASSIFIED document.

3. Definitions

a. The “Prospective Bidder” shall refer to the entity that has indicated thereon its intention without commitment, to participate in this RFP.

b. The term “Bidder” shall refer to the bidding entity that has completed a bid in response to this RFP.

c. The term “Contractor” shall refer to the bidding entity to whom the contract(s) is awarded.

d. The term “Contracting Officer” designates the official who executes this RFP on behalf of HQ

SACT.

e. “Contracting Officer`s Technical Representative” or “COTR” is the official who is appointed for the purpose of determining compliance of the successful bid, per the technical specifications.

f. The term “HQ SACT” shall refer to Headquarters Supreme Allied Commander

Transformation.

g. The term “ACT” shall refer to Allied Command Transformation.

h. The term “NATO” shall refer to the North Atlantic Treaty Organization.

i. The term “COC” shall refer to Call-Off Contract.

j. The term “days” as used in this RFP shall, unless otherwise stated, be interpreted as meaning calendar days.

http://www.act.nato.int/CONTRACTING

4. Eligibility

a. This RFP is open to governmental or commercial entities:

1) Established in a North Atlantic Treaty Organization Alliance member nation.

2) Working in the required field and legally authorised to operate in the country and state in which this contract is to be performed, at the time of bidding. Has performed the desired past performance including size, cost and scope, as described in this RFP.

3) All proposed personnel identified to work on this requirement must be citizens of a NATO member nation.

5. Duration of Contract

a. The contract shall be effective upon contract award.

b. Period of Performance: 01 January 2027 to 31 December 2027, with four (4) option years.

Option Period 1: 01 January 2028 to 31 December 2028 Option Period 2: 01 January 2029 to 31 December 2029 Option Period 3: 01 January 2030 to 31 December 2030 Option Period 4: 01 January 2031 to 31 December 2031

6. Exemption of Taxes

In accordance with the agreements (Article VIII of the Paris Protocol dated, 28 August 1952) goods and services under this contract are exempt from taxes, duties and similar charges.

7. Amendment or Cancellation

a. HQ SACT reserves the right to amend or delete any one or more of the terms, conditions or provisions of the RFP prior to the date set for bid closing. A solicitation amendment or amendments shall announce such action.

b. HQ SACT reserves the right to cancel, at any time, this RFP either partially or in its entirety. No legal liability on the part of HQ SACT shall be considered for recovery of costs in connection to bid preparation. All efforts undertaken by any bidder shall be done considering and accepting, that no costs shall be recovered from HQ SACT. If this RFP is cancelled, any/all received bids shall be returned unopened, per the bidder’s request.

8. Bidder Clarifications

a. Prospective Bidders should seek clarification at their earliest convenience. Any explanation regarding the meaning or interpretation of this RFP, terms, clause, provision or specifications, shall be requested in writing, from the Contracting Officer. All Contracting Officers listed on this RFP must receive such requests via email for clarification no later than 09 October 2026.

b. In lieu of a bidder’s conference, HQ SACT invites bidders to a site survey that will be conducted on 07 October 2026 at HQ SACT, 7857 Blandy Rd, Suite 100, Norfolk, VA, 23551.

Notify the Contracting Officers listed on this RFP of those members who are attending the site survey no later than 05 October 2026. Participation in the site survey is NOT mandatory to participate in the RFP and submit a proposal.

c. Information in response to all inquiries / requests for clarification to a prospective bidder shall be furnished to all prospective bidders at the following link:

http://www.act.nato.int/contracting as a Question-and-Answer addendum. All such addendums and any necessary solicitation amendments shall be incorporated into this RFP.

Verbal Interpretations shall not be binding.

9. Bid Closing Date

Bids shall be received at HQ SACT, Purchasing and Contracting Office, no later than 26 October 2026, 0900 hours, Eastern Standard Time, Norfolk, Virginia, USA. No bids shall be accepted after this date and time. No hard copy proposals will be accepted. Please see Proposal Submission (paragraph 12) for more details.

10. Bid Validity

a. Bids shall remain valid for a period of one hundred and twenty days (120) from the applicable closing date set forth within this RFP. HQ SACT reserves the right to request an extension of validity. Bidder shall be entitled to either grant or deny this extension of validity. HQ SACT shall automatically consider a denial to extend the validity as a withdrawal of the bid.

b. HQ SACT will not accept supplier proposals prepared, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-Trained Transformer (Chat GPT), or other language generating tools. HQ SACT reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such generative or creative AI applications may be rejected without further consideration at HQ SACT’s sole discretion, and HQ SACT reserves the right to take further steps in such cases as appropriate.

11. Content of Proposal

The proposal shall consist of two (2) separate documents (Technical / Price) sent via e-mail as per the instructions. No hard copy proposals will be accepted. The E-mailed documents shall be received no later than 26 October 2026, 0900 hours, Eastern Standard Time, Norfolk, Virginia, USA.

The company description portion of its technical proposal shall be limited to 5 pages.

a. Technical Proposal shall be a Signed PDF document and contain:

http://www.act.nato.int/contracting

1) A table of contents for the entire proposal (See Enclosure #1):

2) The bidder’s full name, address, Points of Contact, Telephone, Internet site;

3) Compliance statement (See Enclosure#2);

4) Past performance (See Enclosure #3);

5) List of on-site personnel to provide the services;

6) Company description and supplementary relevant information; and

7) Compliance matrix (Annex B)

b. Price Proposal shall be submitted as an excel spreadsheet and:

1) Submitted in U.S. Dollar Currency. Contractor may request payment post award in alternate currency based on agreed conversion rate.

2) Prices shall be proposed on a Firm Fixed Price Basis.

12. Proposal Submission

a. Technical and Price Proposals shall be sent in separate e-mail submissions to:

Technical proposal: hqsact.techproposal@nato.int

Price proposal: hqsact.priceproposal@nato.int

b. E-mail subjects shall include the solicitation information along with company name (for example: RFP -ACT-SACT-26-24_Tech_ABC Inc. / RFP -ACT- SACT-26-24_Price_ABC Inc.).

Allow sufficient time in sending your submission should you encounter e-mail size challenges.

c. No verbal bids or verbal modifications or telephonic bids shall be considered.

d. It is the ultimate responsibility of a prospective bidder prior to submission that all proposal submissions are reviewed to ensure they meet the technical, contractual and administrative specifications and that offers meet the limitations and expressed conditions.

mailto:hqsact.techproposal@nato.int mailto:hqsact.priceproposal@nato.int

13. Late Proposals

a. It is solely the bidder`s responsibility that every effort is made to ensure that the proposal reaches HQ SACT prior to the established closing date and time. No late bids shall be considered.

b. A delay in an e-mail exchange due to server or size restrictions does not constitute a delay by NATO.

14. Bid Withdrawal

A bidder may withdraw their bid up to the date and time specified for bid closing. Such a withdrawal must be completed in writing with attention to the HQ SACT Contracting Officer.

15. Bid Evaluation

a. The evaluation of bids and determination as to the responsiveness and technical adequacy or technical compliance, of the products or services requested, shall be the responsibility of HQ SACT. Such determinations shall be consistent with the evaluation criteria specified in the RFP. HQ SACT is not responsible for any content that is not clearly identified in any proposal package.

b. HQ SACT reserves the right to conduct pre-award discussions to accurately assess identified technical competencies. Discussions will be limited to the scope of this RFP and the evaluation criteria identified.

c. Proposals shall be evaluated and awarded taking into consideration the following factors:

4) Successful administrative submission of bid packages as requested in paragraph 11 and as listed in this RFP.

5) Successful determination of compliance on mandatory criteria. (Compliant/non-compliant).

6) Technical factors Technical =100 (Best Value). Upon issuance of a work order tasking the technically compliant contract awardee(s), shall provide a price for the tasking. The pricing evaluation for the work order will be awarded based on the lowest price, with potential consideration of contractor start dates that misalign with deadlines imposed by HQ SACT.

7) Acceptance of HQ SACT General Terms and Conditions.

16. Proposal Clarifications

During the entire evaluation process HQ SACT reserves the right to discuss any bid, clarify what is offered and interpret language within the bid to resolve any potential areas of concern.

17. Award

a. HQ SACT intends to establish a Multiple-Award Framework Contract for construction services to the Offeror(s) whose proposal(s) represents the Best Value offer to NATO.

Individual requirements will be implemented through firm fixed price Work Orders.

Individual Work Orders will undergo a second competitive process against all Framework contract holders and will be awarded on a lowest price evaluation. All price proposal requests will need to be validated for fair and reasonable pricing before awarding a Work Order. Therefore, a contractor must be prepared to provide a cost breakdown of labor and materials required for the Work Order to determine fair and reasonable pricing.

Consideration for contractor availability to commence work to meet certain HQ SACT deadlines may also be evaluated over lowest price if necessary.

b. HQ SACT will collect information from references provided by the Offeror on its past performance. Contractors must provide authorization to contact references.

c. HQ SACT reserves the right to negotiate minor deviations to the listed General Terms and

Conditions to this RFP.

d. Award of this framework contract does not guarantee immediate or a continuous request of work orders. Because this is a multi-award framework meant to expedite expected projects, Work Orders are issued solely based on operational need and available funding.

e. Upon a request of a Work Order, a site survey may be required to provide a better scope of the requirement and more accurate pricing. Arrangements for the site survey will be provided by the COTR.

f. For any Work Order request for pricing, the contractor shall provide pricing no later than 14 business days after notification. In the instance of an emergent requirement that needs special attention, the contractor shall provide pricing 7 business days after notification.

18. Eligibility for Use.

This Framework Contract may be utilised, and Work Orders may be placed by the Contracting Authority and other eligible NATO entities, including NATO bodies, agencies, and commands in accordance with the terms and conditions of this Framework. Such other NATO entities are expressly authorised to issue Firm-Fixed-Price Work Orders under this Framework during its period of validity.

19. Disputes

Disputes will be settled between the bidder and the Contracting Officer by mutual agreement through negotiation, while respecting and observing NATO regulations and policies.

20. Communications All communication related to this RFP, between a prospective bidder and HQ SACT shall only be through the nominated HQ SACT Contracting Officer. Designated contracting staff shall assist the HQ SACT Contracting Officer in the administrative process. There shall be no contact with other HQ SACT personnel regarding this RFP. Such adherence shall ensure Fair and Open Competition with equal consideration and competitive footing leverage to all interested parties.

21. Points of Contact

(PLEASE INCLUDE ALL BELOW ON ALL CORRESPONDENCE)

Tonya Bonilla, ACT Contracting Officer, tonya.bonilla@nato.int;

Michael DiProspero, ACT Contracting Officer, michael.diprospero@nato.int;

Robert McMaster, ACT Contract Specialist, robert.mcmaster@nato.int.

Enclosure 1: Proposal Content / Checklist

PROPOSAL CONTENT / CHECKLIST

Table of Contents

□ Bidder’s name, address, POC, Contact numbers, email address.

□ Compliance Statement.

□ Past Performance (including References).

□ Technical Proposal.

□ Price Proposal (Excel worksheet – Enclosure 4 - provides mandatory price proposal format)

Enclosure 2: Compliance Statement

COMPLIANCE STATEMENT TO SEALED BID RFP-ACT-SACT-26-24

It is hereby stated that our company has read and understands all documentation issued as part of this RFP. Our company proposal submitted in response to the referenced solicitation is fully compliant with the provisions of this RFP and the intended contract with the following exception(s); such exemptions are considered non-substantial to the HQ SACT solicitation provisions issued.

Note: Any requested deviations/adjustments or considerations regarding HQ SACT General Terms and Conditions must be identified here - at the time of bidding - for consideration by the contract awards committee.

Clause Description of Minor Deviation

(If applicable, add another page)

Company:

Signature:

Name &Title: Date: ________________

Company Bid Reference:

Bidder’s proposal must be based on full compliance with the terms, conditions and requirements of the RFP and all future clarifications and/or amendments. The bidder may offer variations in specific implementation and operational details provided that the functional and performance requirements are fully satisfied. In case of conflict between the compliance statement and the detailed evidence or explanation furnished, the detailed evidence/comments shall take precedence/priority for the actual determination of compliance. Minor or non-substantial deviations may be accepted. Substantial changes shall be considered non-responsive.

Enclosure 3: Past Performance Information Form

Company is required to submit minimum of two past performance citations. Company should be clear how the company met the requirements of past performance. Reference to a contract must include a detailed description of the work performed relevant to the requirements outlined in the SOW. Generic or Vague references to the contract awarded without clear connection to work performed will be disqualified

(a) Contracting Entity:

(b) Contract No:

(c) Type of Contract (Firm Fixed Price, IDIQ, Requirements):

(d) Title of Contract:

(e) Description of Work Performance and Relevance to Current Acquisition (Type of facility, capacity, estimated patronage, summary of staff used):

(f) Contract Dollar Amount:

(g) Period of Performance:

(h) Name, Address, Fax and Telephone No. of Reference:

(i) Indicate Whether Reference Acted as Prime or Sub-contractor:

(j) Comments regarding compliance with contract terms and conditions:

(k) Complete Contact Information for client:

(l) Permission to contact client for reference: Yes / No

Name/Signature of Authorized Company Official: _______________________________

This Enclosure is designed to assist the respective company provide HQ SACT with all necessary documents/information required. For clarification, please refer to bidding instructions in part 1 of subject solicitation.

Annex A: Statement of Work (SOW)

Statement of Work For

Minor Construction Framework for Headquarters Supreme Allied Commander Transformation

Introduction

NATO established Headquarters Supreme Allied Commander Transformation (HQ SACT) in Norfolk, VA, in 2003 to lead warfare development efforts and improve military capabilities to meet 21st century security and defense requirements. This work encompasses the need to enhance the Alliance’s ability to apply a comprehensive approach to the conduct of future operations and engagement with partners, NATO’s interaction with non-NATO entities that include states, non-state actors, international and non-governmental organizations.

Purpose and Scope

This Minor Construction Framework Contract is intended to provide a flexible and efficient mechanism for delivering recurring, minor construction and maintenance work across HQ SACT.

Individual requirements shall be implemented through Work Order Contracts issued during the Framework validity period and will be awarded following a secondary competition among Framework Contractors. The scope will include, but is not limited to, internal and external painting, flooring installation and repairs, drywall repair and installation, minor building alterations, and associated finishing works. Projects will generally be small in scale, and may be reactive or planned, and require a consistent industry standard of workmanship, compliance with relevant regulations, and minimal disruption to ongoing operations.

Contractors appointed to the framework must demonstrate the capacity to undertake multiple concurrent tasks, provide skilled and suitably qualified personnel, adhere to health and safety requirements, and respond promptly to varying workloads and site conditions.

The Framework Contract will be awarded to a maximum of three (3) to five (5) Contractors.

Subsequent requirements falling within the scope of the Framework Agreement will be subject to competitive Work Order procedures (mini-competitions) among the awarded Contractors, to be conducted upon issuance of specific Statements of Work (SOWs) or Task Orders, as applicable.

Award of this Framework Contract does not guarantee any minimum volume of work. Binding obligations shall arise only upon issuance of a Work Order. The scope of any work order must fall within the scope of this Framework.

The anticipated maximum value of this Framework is $1.5M. Work Orders placed by other authorized NATO entities will not be counted toward this anticipated maximum.

Type of Contract and Period of Performance

a. Type of Contract. The Contracting Authority intends to establish a Multiple-Award Framework Agreement for Construction Services under which individual Work Orders will be issued on a Firm Fixed Price basis.

b. Work Orders: Each Work Order will:

a. Reference this Framework

b. Define the detailed scope

c. Define completion schedule and

d. Specify any additional requirements for performance

c. Order of Precedence

a. This Framework Contract

b. Annexes

c. Work Order (unless expressly stated otherwise)

d. Period of Performance. From 01 January 2027 to 31 December 2027 with four (4) 12-month option periods; 01 January 2028 to 31 December 2028, 01 January 2029 to 31 December 2029, 01 January 2030 to 31 December 2030, and 01 January 2031 to 31 December 2031.

Tasking

1. The Contractor shall provide labor, materials, tools, equipment, supervision, and expertise necessary to perform minor construction and renovation works, including but not limited to the following:

a. Interior and exterior painting and surface preparation

b. Installation, repair, and replacement of flooring (e.g., vinyl, laminate, carpet, hardwood)

c. Drywall installation, patching, taping, and finishing

d. Floorboard installation, repair, and replacement

e. Minor demolition and removal of existing finishes

f. Moving/Installing Plumbing

g. Moving/Installing Electrical Components

h. Trim, baseboards, and finishing carpentry

i. Surface preparation, leveling, and sealing

j. Site clean-up and waste removal

2. Planned Projects. The projects identified below represent known requirements and are provided only as a representative sample of the type and scope of projects that may be issued as task orders against this Framework contract.

# Project Location

1 - Remove and replace carpet HQ SACT, 2nd Floor

2 - Remove two cubicles (look to reuse)

- Install one glass office

HQ SACT, 5th Floor

- Insert skylight for natural light.

- Insert new access door from main MDFD passageway.

- Insert new glass panel wall to allow light into space

(same as Protocol)

HQ SACT, 2nd Floor

- Reconfigure workplace area cubicles 55S and 56S to add glass office HQ SACT, 1st Floor

- Remove glass partitions.

- Install two additional desks.

HQ SACT, 2nd Floor

6 - Demolish internal wall between rooms 154 and 155 to allow natural light into repurpose storage room

HQ SACT, 1st Floor

- Install new door from foyer into admin space.

- Construct new wall to separate RLS systems from NS servers.

HQ SACT, 1st Floor

- Install new door from CIS branch work area into Luxembourg Laboratory Rm 327

- Construct new wall to separate NU laboratory systems from S server and crypto Rm 329

HQ SACT, 3rd Floor

- Electrical supply to New Video Studio and graphics room has reached capacity. New board required.

HQ SACT, 1st Floor

- Renovation by replacement of tiles at the main entrance to HQ SACT HQ SACT, 1st Floor

- Works required to seal atrium and make good external and internal damage NH-31, Atrium

3. Work Orders:

a. All work under the framework shall be initiated through written Work Orders, which will include:

i. Description of works and location, to include technical specifications and drawings as applicable,

ii. Project schedule and required completion date

1. In most cases, work should be started within 30 days of Work

Order award and should be accomplished during normal business hours (M-F).

2. In rare circumstances, however, a contractor may be requested to work outside of normal business hours to expedite project completion.

iii. Site constraints and working hours will be defined by WO.

iv. Applicable evaluation and award criteria will be specified by WO.

1. Where the scope is fully defined and technical risk is minimal, HQ SACT will endeavor to award Work Orders based on an LPTC methodology (Lowest Priced Technically Compliant Offer),

2. Where the scope is not fully defined or where methodology and proposed technical differentiation is material and may introduce risk, HQ SACT will award using a pre-defined best value methodology.

b. No work shall commence without an approved Work Order.

c. Reference Annex C – Work Order Template.

Requirements

1. Contractor must be a fully licensed Contractor by the State of Virginia.

2. Contractor company must be Headquartered within a NATO nation.

3. Key personnel providing services under this Framework contract must be citizens of NATO member nations.

4. Contractor company must confirm through enclosure (2) that it holds sufficient insurance coverage for the scope of this contract (General liability and workers compensation) in accordance with the HQ SACT General Terms and Conditions para 22.

5. Contractor must provide a list of proposed personnel who may be assigned to work under this framework, including supervisors and key trades. This list should be representative, rather than exhaustive and reflect the level of skillsets, trade certifications, safety certifications HQ SACT can anticipate.

a. A definitive list of personnel assigned will be required by Work Order.

b. Where required/requested, certification or license information will be provided at

Work Order level.

6. Contractor company must provide a quality control plan which captures the processes, checks, and controls the supplier will use to ensure all work is completed in accordance with the Statement of Work, applicable codes, and industry best practices.

7. Contractor company must demonstrate routine successful completion of minor construction and renovation projects of similar scope and complexity, including painting, flooring, drywall, and finish carpentry.

8. Contractor company must provide a health and safety management approach that captures compliance with applicable legislation and site-specific requirements.

Acceptance Criteria

ACT will accept if the delivery of the products is performed in accordance with the defined taskings.

Place of Performance

HQ SACT, 7857 Blandy Road, Suite 100, Norfolk, VA, 23551 unless otherwise defined by the Work Order.

Physical Security

1. Personnel Clearances: NATO security clearance is not required but is preferable.

Contractor personnel may be required to provide services in NATO Class 2 spaces.

Contractor personnel requiring access to Class 2 spaces without a security clearance will require an escort/observer at all times.

2. Security Conditions: Contractor personnel shall comply with all NATO and HQ SACT security provisions and other policies and procedures, as required.

3. Electronic Devices: The Contractor shall abide by the security restrictions regarding carrying and using electronic devices (e.g., laptops, cell phones) in HQ SACT.

4. DBIDS. HQ SACT is located at Naval Support Activity Hampton Roads, and as such, any contractor who will be working on site at HQ SACT will need to have a DBIDS badge to access the base. Contractors are fully responsible for ensuring that they have all needed vehicle passes and decals, and individual access badges and documents for appropriate access to the HQ SACT facility. The Contractor Company shall submit requests for site access to SACT HQ, Attention Security Office, 7857 Blandy Road, Suite 100, Norfolk, VA 23551-2490

5. Access badges. Access badges to HQ SACT will be provided to the contractors.

Contractors will require a physical escort at all times inside the building. Badges will be collected as the contractor exits the building.

Annex B: Requirements Matrix

Contractor’s technical proposals will be assessed on the qualifications of the company and the proposed team to perform the work. Teams will be measured against each of the criteria specified below to ascertain whether the team qualifications are considered compliant. Scores cannot be assumed to be a one for one calculation. Scores will be assigned within a range based on the number of years, relevancy of experience, level of experience, depth of experience, etc. (HQ SACT reserves the right to conduct technical discussions for clarification). Examples of how detailed knowledge levels were attained are expected.

Compliance Matrix

Item Compliant Non-Compliant

1. Key personnel supporting development must be citizens of NATO member nations.

2. Contractor must be a fully licensed Contractor by the State of Virginia, and this license must remain valid through the term of this agreement.

3. Past Performance. At least one past performance citation within the last five years. The citation must show that work that is similar to or directly traceable to the requirements outlined in this SOW has been successfully completed.

4. Minimum technical score of 60 required.

5. Contractor company is Headquartered within a NATO member nation.

Best Value Criteria Matrix

Item

Range Score (100 pts possible)

1. Provides a demonstrated history of successfully completing minor construction and renovation projects of similar scope and complexity, including painting, flooring, drywall, and finish carpentry. The response should clearly describe relevant experience, the types of services offered, and examples of comparable projects, demonstrating the supplier’s ability to consistently deliver quality workmanship, coordinate multiple trades, and meet schedule requirements.

Past performance not relevant: 0 points Past performance is partially relevant: 1-15 points Past performance is fully relevant: 16-25 points

2. Provides a quality control plan which captures the processes, checks, and controls the supplier will use to ensure all work is completed in accordance with the Statement of Work, applicable codes, and industry best practices. The response should demonstrate how workmanship will be monitored, deficiencies identified and corrected, and final acceptance achieved, including any inspection or sign-off procedures.

Does not provide a quality control plan: 0 points Quality Control Plan partially captures the requirement: 1- 12 points Quality Control Plan is complete and fully detailed: 13-25 points

3. Provides a health and safety management approach that captures compliance with applicable legislation and site-specific requirements. The response should describe policies, training, supervision, incident reporting, and hazard mitigation measures that will be implemented to ensure a safe working environment for workers, occupants, and the public.

Does not provide a health and safety management approach: 0 points Partially Captures the requirement: 1-12 points Fully detailed health and safety management approach: 13- 25 points

4. Provides a list of proposed personnel who may be assigned to work under the framework, including supervisors and key trades.

The response should capture each individual’s role, relevant qualifications, certifications, and experience performing minor construction and renovation works.

No personnel provided: 0 points Response provides some of the required details: 1-12 points Fully detailed response: 13-25 points

Annex C: Work Order

In accordance with RFP-ACT-SACT-26-24, the following Statement of Work is provided for your consideration.

Call-Off Order Number: 26-24-02 Renovation of Office Spaces and Construction of Glass Wall Structure in Room 264D, 2nd Floor, NH-31, HQ SACT

Site Visit Date/Time: 07 OCTOBER 2026, 1000, EST

HQ SACT Point of Contract (Technical): Mr. Duncan Thomson, HQ SACT Facilities Lifecycle Planner, duncan.thomson@nato.int (office only) +1 757 747 3078

HQ SACT Point of Contract (Contracting):

IAW RFP-ACT-SACT-26-24, Work Order proposals shall be on a Firm-Fixed price basis and inclusive of any relevant discounts

Project Period of Performance: TBD POST AWARD mailto:duncan.thomson@nato.int

Statement of Work: 26-24-02 Renovation of Office Spaces and Construction of Glass Wall Structure in Room 264D, 2nd Floor, NH-31, HQ SACT

1. Background. HQ SACT requires the conversion of a former video studio in Room 264D into a functional office and meeting space. In the main office space, the work includes creation of a new corridor doorway, removal and infill of the existing doorway, installation of an interior glass wall to introduce indirect light, selective demolition, and associated electrical, communications, HVAC, lighting, and finish coordination. In the Branch Head office, the removal of a stud wall to open the office space and recarpeting the entire space office space (main office space and Branch Head Office).

2. Scope of Work. The Contractor shall provide all labor, supervision, tools, materials, equipment, transportation, testing, and incidentals necessary to complete the conversion of the former studio into an office and meeting space. The work shall include the following task areas.

a. HQ SACT Verification and Field Survey. The Contractor shall:

i. Conduct a pre-work HQ SACT visit to verify existing field conditions.

ii. Confirm actual wall dimensions, ceiling height, adjacent walkway conditions, and location of existing utilities.

iii. Identify any existing electrical, data, fire alarm, sprinkler, HVAC, communications, or security systems affected by the work.

iv. Confirm that the proposed wall and doorway layout does not obstruct required circulation, emergency egress, fire protection systems, or maintenance access.

v. Submit field-verified measurements and any recommended adjustments before beginning construction.

3. Tasking

a. Task 1: New Corridor Doorway. Construct a new doorway from the adjacent corridor into Room 264D within the Class II space.

i. Cut out wall (drywall, metal studs and insulation) to install a new door.

ii. Frame in opening.

iii. Install new metal door frame 36”x70”).

iv. Install new wood door (LH-inswing), and hardware.

v. Prime and paint new door frame. Color: OC-9

vi. Install carpet for transition as part of the complete carpet renovation all all spaces.

b. Task 2: Existing Door Removal and Infill. Remove the existing door and metal frame, frame the opening, install 5/8-inch drywall, insulation, and 20-gauge metal studs, finish smooth, prime and paint to match existing surfaces, and install new cove base as required.

i. Frame old door opening.

ii. Block off doorway. Install 5/8 drywall, insulation, metal studs 20ga.

iii. Tape and mud, texture to be smooth.

iv. Prime and paint new area. Color to match existing.

v. Install new cove base: Millworks, moon rock

c. Task 3: Glass Wall Installation. Demolish the designated wall section and replace it with an approximately 8 ft by 8 ft glass wall to provide indirect light into the space, subject to field verification and HQ SACT approval.

i. Move electrical and CIS receptacles to allow the placement of the glass wall and new doorway.

ii. Tape and mud, texture to be smooth.

iii. Install frame with raceway for electrical and CIS connectivity and receptacle , and high-performance frosted glass with STC 45–50 rating. It is anticipated that the glass area will be comprised of two 4’x8’panels with strengthening metal vertical post mid-way to anchor the panels.

iv. Prime and paint new area; color to match existing.

v. Install new cove base if appropriate (glass wall frame dependent)

vi. Millworks, moon rock as required.

d. Task 4: Branch Head Office Expansion and Meeting Space. Remove the existing non-load-bearing wall, door, and frame between the Branch Head office and adjacent storage room to create a larger office and meeting/collaboration space.

i. Demolish existing non-supporting structural wall, door and frame between Branch Head office and adjacent storage room.

ii. Install 5/8 drywall, insulation, metal studs 20ga as necessary to repair the side and ceiling.

iii. Remove and dispose of existing acoustic cladding inside the storage space.

iv. Tape and mud, texture to be smooth.

v. Prime and paint new area; color to match existing.

vi. Install new cove base: millworks, moon rock.

e. Task 5: Floor Finish Replacement.

i. The Contractor shall remove existing carpet tile and adhesive as required, inspect the substrate, prepare the floor surface, provide and install new commercial heavy-duty carpet tile, and install new cove base throughout the renovated space.

ii. The Contractor shall provide and install carpet tile meeting the following minimum specifications:

1. Grade: Commercial Heavy-Duty.

2. Fibre Type: Solution-Dyed Nylon.

3. Backing: PVC, or thermoplastic.

4. Fire Rating: 16 CFR 1630 Compliant.

5. Acoustic Performance: NRC ≥ 0.30.

6. Indoor Air quality: CRI Green Label Plus Certified.

iii. The Contractor shall remove existing base and install new cove base throughout the renovated space.

iv. Coordinate carpet and cove base color selection with HQ SACT before procurement and installation.

f. Task 6: HVAC and Lighting Coordination. Adjust HVAC and lighting as required to support the new office and meeting space configuration, subject to HQ SACT approval.

g. Task 7: Preparation, Protection, and Cleaning. The Contractor shall ensure that all furnishings, fixtures, fittings, and non-impacted work surfaces are protected from dust. On completion of all tasks, affected areas shall be cleaned of dust and debris arising from the Contractor’s work.

h. Task 8: Waste Disposal and Surface Restoration. All demolition debris, removed materials, equipment, and refuse generated by the work shall become the property of the Contractor and shall be removed from the base at the Contractor’s expense unless otherwise directed. All exposed and visible finished surfaces affected by the work shall be restored to match the adjacent area and meet industry standards.

4. Programme and Coordination. The Contractor shall submit a work schedule showing planned start, duration, phasing, and completion date; coordinate all work with HQ SACT Facilities, Security, and affected occupants; and sequence activities to minimize disruption to operations.

5. Contractor Responsibilities. The Contractor shall:

a. Provide qualified personnel experienced in commercial interior renovation work.

b. Comply with all applicable building, fire, electrical, life safety, and occupational safety requirements.

c. Protect existing finishes, equipment, flooring, ceiling systems, and adjacent areas during the work.

d. Maintain a clean and safe work area at all times.

e. Coordinate construction activities to minimize disruption to nearby occupants and

NS server operations.

f. Provide dust protection and debris control during cutting, framing, sanding, and finishing.

g. Remove all construction debris from HQ SACT daily unless otherwise approved.

h. Restore all disturbed areas to a finished condition equal to or better than existing.

i. Notify HQ SACT staff immediately of unforeseen HQ SACT conditions.

j. Ensure all contractor staff meet HQ SACT security requirements and follow HQ

SACT policies

k. Meet applicable UFC, OSHA, NFPA, and Virginia State codes

l. Minimise disruption to HQ SACT operations.

m. Execute the work in a safe, controlled, and coordinated manner within an occupied facility.

6. HQ SACT Responsibilities. HQ SACT will:

a. Approve design for all tasks.

b. Provide HQ SACT access and escort.

c. Approve materials and finishes.

d. Coordinate operational constraints.

e. Clear affected HQ SACT areas of furniture and obstructions.

7. Deliverables and Submittals. The Contractor shall provide the following:

a. HQ SACT verification notes confirming field dimensions and constraints.

b. Sketch or marked-up layout showing new wall, doorway, and room configuration.

c. Material submittals for wall framing, gypsum board, insulation, door, frame, hardware, and paint.

d. Work schedule showing planned start, duration, and completion date.

e. Safety plan or activity hazard analysis, if required by HQ SACT procedures.

f. Final inspection walk-through with HQ SACT representative.

g. As-built sketch or final marked-up layout after completion, if requested.

h. The Contractor shall verify all dimensions, wall conditions, ceiling height, utility locations, and doorway requirements before submitting final pricing. Any proposed change to the wall location, door location, door swing, or required utility modification shall be submitted to HQ SACT for approval before work begins.

8. Performance Requirements and Quality Assurance. The completed work shall meet the following minimum requirements:

a. New wall shall be plumb, level, square, and securely anchored.

b. Doorway shall be properly framed and supported with an appropriate header/lintel.

c. Door shall open, close, latch, and lock correctly.

d. Wall and door installation shall not create a safety, egress, or accessibility issue.

e. Finished surfaces shall be smooth, clean, and painted to match adjacent areas.

f. Existing utilities and building systems shall remain fully operational unless approved modifications are made.

g. The enclosed room shall remain suitable for NS server equipment operation and maintenance.

h. Workmanship shall be consistent with commercial administrative facility standards.

9. Special Considerations. The Contractor shall pay particular attention to the following:

a. Server protection: NS server equipment shall be protected from dust, vibration, debris, and accidental impact during construction.

b. Operational continuity: Work shall be coordinated to avoid disruption to server operations.

c. Cooling and airflow: The new enclosure shall not reduce required cooling or ventilation for server equipment.

d. Cable management: Existing cabling shall remain protected and accessible.

e. Security: Door hardware and access requirements shall be coordinated before

Installation.

f. Life safety: Fire alarm, sprinkler, egress, and emergency access conditions shall not be compromised.

g. Structural adequacy: The new doorway header/lintel shall be sized and installed by qualified personnel based on actual field conditions.

10. Safety and Site Controls. The Contractor shall:

a. Follow all applicable HQ SACT safety procedures.

b. Use appropriate personal protective equipment.

c. Provide barriers, signage, or cones as required to protect personnel in the general walkway.

d. Maintain safe pedestrian access around the work area.

e. Control dust, noise, and debris.

f. Secure tools and materials when work is unattended.

g. Coordinate hot work, cutting, drilling, or overhead work with HQ SACT before execution.