I

-$-4Q*~:· 1 AGE N C Y

To

Subject

Reference:

Dear Sirs,

NATO UNCLASSIFIED

See Distribution List

RFQ-13639-ACCS, Amendment 2

Acquisition Support Group

Avenue du Bourget 140 1140 Brussels , Belgium

Telephone:

Fa)(:

+32 (2) 707 8499

+32 (2) 707.8777

NCIAIACQ/o981 29 July 2013

Provision of Enhancements to NATO Integrated Air and Missile Defence System Command and Control Communications - Voice Loop Communications

a. b.

Letter NCIAlACQ/0890 dated 10 July 2013 Letter NCIAlACQ/dated 26 July 2013

1. By the letter in reference a. you were sent the RFQ mentioned in subject for the Provision of Enhancements to NATO Integrated Air and Missile Defence System Command and Control Communications - Voice Loop Communications as well as its relevant documentation; and by the letter in reference b. you were sent the amended extension to the Bid Closing Date .

2. The present amendment 2 of the subject RFQ provides Edition 1 of Clarification Requests submitted and their answers.

3. All the other terms of the RFQ remain valid and unchanged.

4. The NCI Agency point of contact for this procurement is Ms. Veronica Reynosa at +32.2.707 8499 or e­mail veronica.reynosa@ncia .nato.int or Mr Jean·Luc Guellec, who may be reached at NCI Agency +32.2.7078303 or e-mail jean-Iuc.guellec@ncia .nato.int. The Fax number is +32.2 .707 8517.

Yours faithfully,

FOR THE GENERAL MANAGER

Attachment:

fddl1lJ~ ~n J-L GUELLEC /)V '- Principal Contracting Officer

1. Acknowledgement of Receipt

NATO UNCLASSIFIED

NATO Communications and Information Agency

Agence OTAN d'information et de communication

Avenue du Bourget 140 1140 Brussels, Belgium

www.ncia.nato.int

Page 1 of 3

NATO UNCLASSIFIED

-*­~CI AG E NCY

Prospective Bidders

NATO Delegations (Attn: Infrastructure Adviser):

Distribution List

Embassies in Brussels (Attn: Commercial Attache):

NATOHQ

Security Investment Directorate

Attn: Head Technology Implementation Section

Director, NATO HQ CI Staff (PRB) Attn : Executive Co-ordinator

Strategic Commands

SACT

Attn: DACOS Resources and Logistics (SR-810)

SACTREPEUR

Attn: SO RESOURCES/NSIP/LOGS (C-0932)

SHAPE

Attn: ACOS J6

Branch Chief J3 AC2 (Col W Pestel)

J3 AC2 (LTC Gard Andersen)

NATO Agencies

NSPALR

NCI Agency

NSIP liaison Officer (Mr. C. Ulsh)

AirC2/PO Director (Mr. E. Montalti)

AirC21 PO Dep Air C2 Programme Director (Mr. M Stoltz)

AirC2/Chiet PRB (Mr. C Romney)

AirC2/Chief PET and IB (Mr. S Van Meensel)

Legal Advisor (Mrs. S. Rocchi)

Acting Director Acquisition Division (Mr. T. HelWay)

Acquisition Administrator CAB (Ms Le Bourlot)

ASG/PCO (Mr. JL Guellec)

Registry

NATO UNCLASSIFIED

NCIAIAirC2/2013/0981

1

Page 2 of 3

NATO UNCLASSIFIED

-$ -4SiCI AGENCY NCIAIAirC21201310981

NATO COMMUNICATIONS AND INFORMATION AGENCY

(NCI Agency)

AirC2 Programme Office

Mailing Address

Avenue Leopold III

1110 Brussels - Belgium

RFQ-13639-ACCS - AMENDMENT 2

Subject: Acknowledgement of Receipt of Reguest for Quotation - Amendment 2

We hereby advise that we have received Request for Quotation RFQ-13639-ACCS Amendment 2 on ...... ................. ............ .... .. , together with all enclosures listed in the letter of submission.

CHECK ONE

{} As of this date and without commitment on our part, we do intend to submit a bid

{} We do not intend to submit a bid

{} We are reviewing the requirements of the RFQ and will notify you of our decision as soon as possible.

Signature:

Printed Name:

Title:

Company:

Address :

NATO UNCLASSIFIED Page 3 of 3

NATO UNCLASSIFIED RFQ- 13639-ACCS

Clarification Requests and Answers Edition 1

ADMINISTRATION or CONTRACTING Serial RFQ No. REF BIDDER'S QUESTION

The target for the contract award is third quarter 2013. Considering that many NONs are still using ISDN and that upgrade to IP network is

A.1 Chapter 1.3.4 still on going, this intend is sti ll valid? Combined System Design Review (SDR) & System Requirements Review (SRR) is planned for 30·Sep-13. How does this fit to the contract award schedule?

A.2 3.6.2.5.4. This statement is too general. Please give more detailS about what is exactly is expected from Contractor.

A.3 4.5.3.5. NATO Secret clearances for installation personnel shall be available within thirty (30) days after contract award?

A.4 SOW077/- Please let us know when the contarctor will receive the SDIP-27.

A.S 2.22.6 Does the Contractor will receive the Failed Component even if that component will be a hard disk from recording system?

A.6 SOW 105/- If is not in production, but support is still provided (product is not completely phase out), is stili a candidate for replacement?

A.7 3.14.1.2 FSyA is to be declared for each site or this is a milestone to be considered as an acceptance of the whole system?

NCIA, UR6A, Book 11 , Part

A.S 4, Section 1,

Programme Management Plan is in fact Project Management Plan? Annex A, (Page 226 of

~.-- RF9L -- ,

NCI AGENCY ANSWER IP networks are currently avai lable across all NATO nations. The schedule for this NATO Urgent Requirement project is extremely tight. SDR and SRR activity must happen very quickly following contract award in order to maintain final project deliverables by Jul 14. Demonstrate an understanding of current NATO Security Accreditation procedures and standards. Yes, the bidder is to provide copies of the relevant security clearences for their installation personnel. The document is available in the web page: http://wvvw.ia.nato.inVniapC/tempesVemsec In the event of any equipment failure which requires replacement, once having been in use by NATO and which has been used to store 'NATO Data' , will remain the property of NATO and will not be handed back to a civilian contractor or organization. E.g. Leased laptops would be returned to the contractor minus hard drives and data storage media. Network switches do not store data so could be handed back to the contractor, once the configuration data has been removed. The contractor should provide a system design which is expected not to include obsolete or components which are expected to go out of production prior to completion of the project. E.g. As a guide, the purchaser would expect HW and SW

components to have an immediate life expectancy of a minimum of 5 years life cycle and original manufacture's support from the date of FSyA. FSyA is considered as acceptance activity for the whole system, including load testing.

PMP - Project Management Plan (Editorial error)

NCI Agency, UR6A. Book II , Part 4, [TECHN ICAL MANUAL CONTENT REQUIREMENTS] "Technical Manuals to be used in the operation and maintenance Editorial error, there are no radar systems associated with

A.9 Section 1, of the radar systems and the radar remote segments" Voice Loop does not refere to any refer system . the Voice Loop project. The CRCs are sometimes refered Annex B Please clarify this issue, is there any radar to be taken in consideration? Radar system is appearing in other sections also. to as Radar sites. [page 288 of RFQ pdf file]

It depends on the Contractors organization. Each of these

A 10 SOW339/- Test Manager & Site Installation Manager is only one role or Test Manager is one person and Site Installation Manager is another one? roles has specific responsibilities. It could be separate I

people or the same person, carrying out the Test and Site Installation activities, which have separate actions/responsibilities.

A.11 2.1 .1.1. Evidence of authority to act on behalf of the consortium is to be provided with the Bid or it shall be available at contract award? To be provided with the bid .

The Bidder is to provide copies of the relevant security A12 3.6.2.1 .2.3 NATO Secret clearances for key personnel shall be available by Bid submission date or it shall be starting with EDC? clearences for their Key personnel from the Bid closing

date.

The purchaser will liaise and coordinate with THN military/national authorities; to assist with the provision of

A.13 2.5.1 What support will be provided by Purchaser in obtaining the permits or licenses? permits and licenses and any specific national requirements established during the Site Surveys if necessary.

A14 2.17.9 Referred Annex is not available . [Security requirements set forth in Part 4, Annex H "Project Security Instructions."] Editorial error. Annex H not included as General Terms and Conditions of BOA apply.

Book I Considering the complexity of the Request for Quotation, with the aim to submit a complete and state of the art proposal , we would ask a This RFQ will be extended until 30 Aug 2013 as provided

A.15 Page 1-7 Clause 2.3.1

45 days extension on the submission due date. in Amendment 1 sent on 26 July 2013

Book I The Bid Guarantee must be va lid for the same amount of A16 Page 1-12 Please specify the required time validity of the Bid Guarantee

Clause2.11.1 time as the validity of the Bid .

What kind of evidence is expected to be produced? Is our understanding correct. that a valid RN for the personnel in question is sufficient The bidder is to provide copies of the relevant security

A17 Book I 4.5.3.4 proof? If not. what kind of document is expected?

clearences for their personnel. A Request for Visit (RN), in NOT suffieicent proof.

NATO UNCLASSIFIEI RFO- 13639-ACCS

TECHNICAL Serial RFQ No. REF T.1 VLOO06

T.2 VLOOO7

T.3 VlOO10

T.' VL0026

T.5 VlOO38

T.6 VLOO42

Clarification Requests and Answers Edition 1

BIDDER'S QUESTION

In this point it is mentioned that ~Purchaser retains the right to increase the number of the sites at which the VL system is to be located, once agreed with the Constractor". This is about the addional sites from France (4 optional sites), or other locations, bevond 38+4 listed in ·Site list" document? IP upgrade versioning is a process started (upgrade to IPv6)? It is expected that this upgrade will be done during VL project?

1. What will happen if both CAOes will crash simultaneously? A prioritization of the CAOCs could be defined in this case? 2. If one of the CAOC facili ties will not work then the fall-back SADC will be activated? If CAOC facility will work. again then fall-back SADC 'Hill be deactivated?

Uedem CAOC supports 15 CRC. For each CRC we could have 12 User Terminals. This means we could have 180 simultaneous users using the same chanel. Torrejon CAOC supports 20 CRC. For each CRC we could have 12 User Terminals. This means we could have 240 simultaneous users using the same chanel. Considering that the numer of simultanous users is limmited to 150 per chanel, access for all users to the same channel in the same time is not possible. How the user acces is granted? Which rules are appUed? What will happen if an important message will not be received by all users?

VL user could mute audio alerts at his Vl user Terminal. Which is the meaning of this option? If the User Terminal could be on mute, the VL user could miss an allerting message. This should be allowed?

~a rich set of standard telephone functions· Could we have a minimum list with telephone functions?

NCI AGENCY ANSWER

Correct, the Increase in the number of sites refers to the contract option to include an additional 4 CRC type sites in France.

The current project requires IPv4 addressing. Nevertheless, in the future, the purchaser must be able to easily reconfigure the VL system to switch it to IPv6 standard without the replacement of any hardware elements. The Bidders shall plan for the VL project to use the hardware which is able to operate in both IPv4 and IPv6 versions.

The risk that both CAOCs will crash in the same time is very small. The NATO operational processes and CONOPS allow for this situation. It is not a project requi rement for the Vl to cover a 2 CAOC crash simultaneously. The SADC is activated after a certain

period of time in accordance with NATO operational fall back plans and the SADG must be able to provide cover for either CAOC as required. Once a CAOC is reactivated , the CAOG personnel would deploy back to the CAOC site and the SADC capability would be then retumed to a standby readiness .

It is not expected that all CRG users will be on the same channel at the same time. Operational process will determine which users, up to a maximum of 150 users across the Uedem or Torrejon domains will monitor and use each VL channel. Often CRC user roles maybe required to work. from different workstations. 12 CRC workstations is seen as the optimum number of VL interface units required at each CRC to cover all expected eventualities. All Vl user interface terminals will have immediate access to any of the VL channels, individual user log-ons for example are not required. Operational procedures in classified areas will determine the OPSEC user rules. The CAOC ops staffs and CRC executives will ensure 'radio' type read back reports are applied when necessary. The system is primarily a 'broadcast' system, with only certain key operational messages targeted at key CRC individuals requiring a response to CAOC alerts . In the event of system outagelfailure, other fall-back operational communication systems will be used to pass alert messages. The CAOC system Administrator shall have a possibility to monitor the current number of registered users in each channel and shall be alerted if the total number of the subscribers in the single channel reaches the 150.

VL users and CAOC and CRC ops staffs must be able to mute or reduce the ring tone volume etc. of VL user interface devices when the workstation is not manned. VL users maybe also monitoring other communication channels, and may actively decide to 'hold' or Ignore a VL channel audio alert. Therefore, they must be able to mute VL user terminal's audio alerts. NATO Operational procedures underpin VL user procedures.

The list of telephone functions considered for the Vl user terminal shall contain as minimum, but is not limited to, : Hold/Resume, Redial , Call~back, Transfer, Can forwarding, Answer a call, Terminate a call, Initiate a call and supporting Directories and call lists.

T.7 VLOO87 The records are kept only for 35 calendar days? Or the VL system should be related with other backup The Vl system must be able to 'internally' hold and store all VL data for a minimum period of 35 days, before the system

system? needs to overwrite this stored data. In the event a particular period of Vl dala is required to be kept for longer, in accordance with VL090f- and VL0911-; this selected VL dala must be able to be backed up to an external storage media . Normally the oldest data stored locally may be overwritten by the new dala e.g. data from day 1 is only over written on day 36, day 2 overwritten on day 37 etc. The VL system must maintain a record of the data from the period of the last 35 days before being over written the oldest data.

T.8 Chapter NGCS is currently being upgraded by NATO to fully IP network. We believe that before the VL project conclusion the NGCS will be fully converted into IP network. The purchaser will also

3.2.6 Many NONs ae still based on ISDN communication liaise with the THNs to provide adequate NON connectivity. All the elements of VL system shall be integrated via the local

point 3 IP network is a must for VL system. Considering the status of the network upgrade, the schedule for VL system PFE multiplexers (see Annex A to Procurement Specification). The type of WAN connectivity (either IP or ISDN) shall not could be maintained? affect the proper communication between the VL system elements.

T.9 Vl0103 It's not too late to identify the type and characteristics of the interlace equipment only during the site survey? The VL interlace will in all cases be to a NATO provided RAO Multiplexer as described in the Procurement Specification II's supplier responsibility to aquire this HW, so the costs for this HW should be considered for the offer. If you Section 11 Annex A

do not know the HW. how you can estimate the costs? This multiplexer is standardly available commercial equipment and specification are openly available. The Contractor will be responsible for purchasing a suitable lP LAN card to be installed into the multiplexer. to interlace their VL eauioment with the NATO Multi lexer eauipment.

T .10 Vl0110 The colour printers are already available on site? The contractor shall include the purchase of suitable colour printers for the CAOC and SAOC sites. The supplier should provide also these equipments? The contractor is to provide the printers as stand alone printers connected to the VL System Administrators console. In VL0120 it is mentioned "the contractor should select printers". This means the Supplier is responsible also for orovid ina orinters for Vl sYStem?

T.11 Vl0181 PFF support VL system? The Purchaser. assumes that each NATO site will have the required space and UPS power supplies to support the In each si te, PFF have the necessary dimensioning in order to support also Vl system? expected VL equipment, given our understanding of VolP technologies. In the event that the proposed contractors VL

equipment should need additional or exaggerated space and power support. these requirements are to be confirmed during the site survey.

T .12 VL0230 THN site technical staff is present in all sites? THN technical staff will be present at aU sites during site survey activities. THN is responsible for all site adaptations? Reasonable adaptations to THN power systems in accordance with the purchasers expected power consumption During site survey it is identified the necessary adaptations and THN is responsible for implementing the requirements for VolP systems would be implemented if required by the THN through negotiations between the purchaser necessary adaptations in each site? and the THN. These contractors reasonable power requirements will be identified at the site survey.

T.13 SOW038 In this point, the SOW mentions 37 sites. Laier and in other documents it is mentioned 38 sites + 4. Which is This is a typo error. The correct total number of site are as detailed in Annex D to the SOW - 38+4 sites. the exact numer? 37 or 38 sites?

T.14 SOW066 Who is responsible for the delays caused by the late delivery of the required system bandwidth? The purchaser will be responsible for timely delivery of the required system bandwidth. within the NGCS. The Purchaser will also negotiate the required bandwidth through the various NON capabilities of the THNs if necessary.

T.15 SOW070 Is it expected to have a fully redundant VotP system? The purchaser expects to provide a fully reliable NATO and NON connectivity for the VL system. The proposed solution should not require an additional non-NATO redundancy capability.

T.16 SOW089 Who should provide the boundaries and the status quo of the EMIC? EMIC shall be in accordance with Mll-STO-461W - Requirements for the Control of Electromagnetic Interference characteristics of Subsystems and Equipment

T.17 VL0100 For CAOC configuration it is mentoned "VL user terminals configured for CAOC operators". In the next There are 10 CAOC and 10 SADC VL user Terminals. The omission of a quantity of "10 VL terminals" (VL0100/-) is an requiremennt Vl0101 , "SADC configuration" it is mentioned "10xVl user terminals at SADC ... ". As backup fo r editorial error only. CAOC, SADC and CAOC should have the same configuration. So also for CAOC we should consider 10xVl user terminals (as mentioned in other requirements al~)?

CAOC will have 10 Vl user terminals.

T.18 4.5.5.5. What does it mean to move from current solution to the future solution? Please let us know where are the Agreed, this Is confusing. This paragraph is an editorial error and should stale that the bidder should identify the stages details concerning future solution? of project implementation which are logical and complete. There is no future solution. The VL system is the target

solution.

T.19 VLOO631- 1. Is it possible to have a specific description of "General configuration and administration functions"? The General configuration and administrative functions are dependent on the proposed bidders solution. These functions 2. For entire VL system there is a list of system users (different from site users)? VL users have a system are broadly covered by VL068f- and VL069f-. directory?

T.20 VL0069/- Are there any mandatory managementlools required? Or should it be considered that will be taken into No NATO mandated Management tools are required. account all the VL system dedicated to management tools to reconfigure, control and monitor VL system which Without knowing the proposed contractors system capabilities, the purchaser expects the contractor to provide what the the contractor considers to be reQuired/needed. contractor deems is required to manage, configure and administer their proposed VL solution.

T.21 VLOO70/- Are there any mandatory administration tools required? Or should it be considered that will be taken into No NATO mandated Administration Management tools are required. account all the VL system dedicated to administration which the contractor considers to be required/needed in Without knowing the proposed contractors system capabilities, the purchaser expects the contractor to provide what the order to periorm all necessary system administration activities of the VL system. Which system administration contractor deems is required to perform the necessary system administration to manage, configure and administer their activities should be considered? proposed VL solution.

T.22 SOW The contractors has to conduct site adaptation works. Is our understanding correct, that this work does not There is no 'typical site' description as in many cases the THN has adapted/provided different buildings etc. for each 007, include civi l engineering tasks or normal office IT enabling tasks like wall mounted cabling? What is the CRC. In all cases, the purchaser expects there to be existing cable trays/runs, through which the contractor can install SOW164, maximum scope of the adaption work? their required LAN cables. SOS165 The purchaser does not expect there to be any large civil engineering works to be carried out. E.g. Where there is

insufficient server mounting rack space available from the THN, the civil works to install the required rack space would be the responsibility of the contractor.

T.23 SOWOB3, All Voice Loops equipment handles only NATO UNCLASSIFIED information, NATO UNCLASSIFIED is Although there is currently no requirement for the VL system to carry 'classified' data, NATO may in the future wish to SOW084, security marking and not a security classification. SDIP 27/28/29 require zoning of equipment only if classified upgrade the system to carry classified data . Likewise, the equipment will be installed in facilities which already hold SOW085 information is transmitted. Our understanding is, that no TEMPEST certification is required. Is this TEMPEST Zoning certificates. Therefore to be installed, VL equipment must meet NATO Tempest requirements or at

understanding correct? If not, what are the precise requirements for VL handling NATO UNCLASSIFIED least no degrade current TEMPEST Zoning criteria . Tempest Zoning criteria are based on both NATO and National information regarding TEMPEST? regulations. As a guideline, the contractor, should assume a minimum of TEMPEST Zone C requirements should be met

by the VL equipment. Any further TEMPEST issues shall be determined during the Contractor site survey.

I

T.24 VLOO51, In VL0051 it is stated that all media streaming must be conducted locally to save in bandwidth, The purchasers intent was to minimize bandwidth requirements between the CAOC and CRC. If local media streaming VL0115 in VL0115 it is stated that the PBX cluster provides the media services (i.e. centralized). achieves a lower bandwidth requirement than centralized PBX clusters, then this would be the purchasers preferred

Is our understanding correct that either option would be considered compliant? If not, what is the requirement? option . In either case, the purchaser believes both options would be compliant, provided the contractor can demonstrate their solution has a low bandwidth requirement.

T .25 VL0113, In VL0113 it is stated that the presence information contains at least the information about the currently logged The content of the VL user terminal GUI shall be as defined in VL0063/-. The presence information is only one of the VLOO63 on user, elements that amongst others, should be available locally to the VL user. System presence and user information is to be

In VLOO63 it is stated, that the status-information shall be provided for all site users. available at the System Administrator console. Likewise VL presesne information should be available within the directory Is our understanding correct that either option would be considered compliant? If so, what status shall be function of the VL system to al users. implemented, if not. what is the requirement?

T.26 VLOO39 Is our understanding correct, that A or B or C is the compliant logical interpretation of the reference? If not, All methods are to be available to the VL user. It is the operator's choice to select which method of inItiation the operator what interpretation is correct? choses to initiate the circuit.