KTU17001 – A319CJ Aircraft VIP Fleet Integrated Logistics Support (ILS)
Questions and Answers – Bidders Conference 3rd May 2017 – FINAL DOCUMENT
A / Document - RFP Bidding Instructions
N° / Subject / Paragraph / Question / Answer1 / Geographical Limitations / 5. / Is a company from Turkey be eligible to participate in the RFP process? / As per Request for Proposal, “Part 5 – Geographical Limitations”, please note that company from Turkey can reply to this RFP.
2 / Evaluation Criteria / 6. / In the bid evaluation criteria the engineering and service hourly rates are taken into account, but not the technician hourly rate though this price is part of the economic proposal. Is this correctly understood? / No, this is not correct. Bidders are requested to complete all pricing in “Annex B – Price Proposal Form” and NSPA will take all pricing into account during the price evaluation. Please note that proposals not providing all requested pricing will be considered incomplete and as such, may be rejected as commercially non-compliant.
3 / Tax Exemption / 1. / We need a copy of the following documents:
A) Ottawa Agreement of 20 September 1951;
B) Agreement between NAMSO and the Government of Luxembourg, dated 19 June 1968. / NSPA is exempt from taxes, duties and rates and per RFP “Part 1 – Tax Exemption”, “Part 9 – Taxes and Duties” of Term and Conditions and “Clause 7 – Taxes and Duties” of NSPA General Provisions.
A)Please note that Ottawa Agreement is a public document and can be found under the following link:
B)Agreement between NAMSA and the Government of Luxembourg is not a public document and as such will not be provided.
4 / Geographical Limitations / 5. /
- Does “Contractor’s repairing facilities” mean the hangars where the aircraftmaintenance is performed?
- To which extend can the provider use facilities under the same parent company whose
Use of facilities located outside the Contractor’s main premises, despite being legal entities belonging to the same Company group, are considered subcontractors by NSPA.
5 / Pre-Award Survey / 14. / How many days in advance the Contractor will be advised in case of survey? / The pre-award survey, if NSPA decides to perform it, will be done after coordination with the potential winning bidder with at least 1 week advance notice.
6 / Part A – Technical Proposal / Mandatory Requirements / Management Plan:
Are there any limit to the extent of subcontract?Do you consider a large extent of subcontract penalizing for the applicant? / See answer to question 1 and 2 in B/Document – SOW.
7 / Part A – Technical Proposal / Mandatory Requirements / Management Plan:
- Can you please clarify the meaning of the wording “need and extent” of subcontracting? Even if not mentionedin the RFP is there any negative impact over the proposal evaluation in case of extensive use of subcontracting?
- Is there a percentage limit on subcontracting?
- Do you just need the reference of the commercial arrangements in place or do you need copy of them? Due toconfidentiality issues we would be in the position to disclose only the cover pages of each commercial agreement.
See answer to question 1 and 2 in B/Document – SOW.
No copies of commercial arrangements have to be provided together with the proposal. However NSPA reserves the right to have access to these commercial arrangements during the pre-award survey, if performed.
8 / Part A – Technical Proposal / Mandatory Requirements / Do we have to provide copy of the certifications or is just sufficient the self-declaration of their existence? / Copies of valid certifications have to be provided together with the proposal.
9 /
- Which kind of documentation is required when submitting the RFP (Articles of Association, CCIAA, EASA Certifications, Power of Attorney etc.?
- Are also needed company economic, technical and financial capacity evidences though self -declarations? If yes in which form? Is needed a notarized statement?
Evidences of technical capacity needs to be provided as requested in PART A – Technical Proposal. Evidences of economic and financial capacity does not need to be provided together with the proposal, however NSPA reserves the right to have access to these commercial arrangements during the pre-award survey, if performed.
10 / Is required any temporary bank guarantee letter to take part to the bid? If yes, such temporary guarantee has to be converted into permanent bank guarantee in case of bid award? If yes, which is the percentage value respect to the total value of the bid that such guarantee has to reflect? / No bank guarantee is required.
11 / Part B – Price Proposal /
Annex B – Price Proposal Form / Please confirm if you require a more detailed price breakdown than the figures detailed on Annex B. / Your proposal shall provide a detailed cost breakdown for the services and material listed in the “List of Services” or any other justification to enable NSPA to determine whether the quoted prices are fair and reasonable. If not sufficient at the time of proposal, NSPA reserves the right to request clarifications and additional details.
12 / Part A – Technical Proposal /
Subcontracting / Do you consider that services performed by 100% subsidiary of the contractor as subcontracting? / See answer to question 4 in A/Document – RFP Bidding Instructions.
13 / Part A – Technical Proposal /
Subcontracting / The constraint to avoid subcontracting to firms outside NATO countries is valid only for direct subcontracting or it is applicable also to indirect subcontracting? As an example, if the company subcontracts to B that subcontracts toC, being the latter an outside NATO firm, is this allowed by NSPA? / See answer to question 1 and 2 in B/Document – SOW.
14 / Can Joint Ventures participate to in the bid? / Joint Ventures may participate to the bid as long as they are already registered within NSPA Source File as a single entity. Please note that Joint Ventures set-up specifically to address the requirement at-hand are unlikely to have the necessary record of satisfactory performance.
15 / Can a Consortium of companies participate to in the bid? / Please see answer to question 14 in A/Document – RFP Bidding Instructions.
16 / Evaluation Criteria / 6. / The evaluation of the tender is split by 70% commercial/30% technical. How does this reflect the importance of the highlighted 4 pillar requirements by the Commander this morning? / The Commander presentation during the Bidders Conference highlighted the importance of the VIP service showed on 4 pillars.
NSPA considers that 30% technical weighting is reasonable since the technical element is standard and driven by Technical Publications. The way and the means to provide the service are commercial decisions, which are weighted by 70%.
17 / Part A – Technical Proposal /
Subcontracting / Can the Contractor have a subcontractor outside of the NATO area? / See answer to question 2 in B/Document – SOW.
18 / Part A – Technical Proposal /
Subcontracting / Could you please confirm if a prime Contractor that has EASA Part 145 and ISO 9001 or AS/EN 9110 and subcontractor that has EASA Part M but does not have the ISO 9001 or AS/EN 9110 is acceptable for NSPA requirements? / Yes.
B / Document - SOW
N° / Subject / Paragraph / Question / Answer1 / Mandatory Requirements / 3. / We would like to ask you about possibility to prove NSPA technical requirements by means of our subcontractor. Our company XY itself does not meet Mandatory Requirements stated in Paragraph No. 3 STATEMENT OF WORK. However, our company has long term agreement with our subcontractor who meets all mandatory requirements as EC 216/2008 Basic Regulations including 748/2012 EASA Part 21: DOA and 1321/2014 EASA Part 145 as well as the EASA Part M and all other demands stated in documents mentioned above. / Contractor may rely on the capacities of other entities only on the basis of subcontracting for services to be performed in accordance with the RFP “Part 5 – Geographical limitations”, DRAFT Terms and Conditions “Part 30 – Subcontracts” and NSPA General Provisions “Clause 8 – Special Areas”. From the mandatory requirements listed in SOW, Para 3, the bidding Contractor (prime Contractor) has to have as minimum EASA Part 145 and ISO9001 or AS/EN 9110 himself. In other words, as per SOW, Para 3 and Para 7.1.1., the services which can be subcontracted are services performed according to EASA Part 21 (DOA) and EASA Part M (all subparts). Please note that the prime Contractor remains fully responsible for all the work performed under this Contract including the sub-contracted portion.
2 / Mandatory Requirements / Mandatory Requirements, provided on Para. 3 of the SOW set out all criteria relating to technical and professional ability of the Contractor; could you please confirm if a company XY may consider one or more of the options specified below:
- Contractor could be qualified to participate without ISO9001 guaranteeing that application process will be started immediately, and the ISO9001 qualification is subsequently obtained in the approximate timeframe of 10 months.
- Contractor may rely on the capacities of other entities, regardless of the legal nature of the links which it has with them in accordance with the article 63 of the Directive 2014/24/EU of 26 February 2014 on Public Procurement and repealing Directive 2004/18/EC implemented by Italian Legislative Decree n.50/2016 art. 89.
- In case NSPA confirms the applicability of point above, could the other entities also act as a subcontractor in accordance with article 71 of the Directive 2014/24/EU implemented by Italian Legislative Decree n.50/2016 art. 89? Is there any applicable percentage limit?
Please note that NSPA is not subject to EU Regulations and that NSPA has its own Procurement Regulations, which were approved by all 28 NATO Member Nations. Therefore NSPA’s procurement is not done according to Directive 2014/24/EU.
There is not percentage limit for subcontracting within NATO countries, but please note that all subcontractors together with the percentage and reasons for subcontracting needs to be declared as per RFP ”Part A – Technical Proposal”. The limit for subcontracting outside NATO countries is 30% with limitations described in NSPA General Provisions “Clause 8 – Special Areas”.
3 / We have checked the documents and also the files in Dropbox. However, we have not seen part numbers of the landing gears (that will require overhaul). Kindly let us know LDG part numbers for capability checking, as we have extensive landing gear shop capabilities in house. / LDG data have been uploaded in the Dropbox.However, data in Dropbox are dynamically updated. Please check the updates regularly.
4 / Please also let us know if further documents will be uploaded to Dropbox link. Latest check showed us recently ~99MB files uploaded but we look forward to receive more. Tell us if further supporting documents will be uploaded or not. / Data in Dropbox are dynamically updated. Please check the updates regularly.
5 / Annex 2 / The applicable regulations documents (SOW Annex 2) in English. The web site us to reach them only in Italian. However as we search thru internet we are able to reach EN versions one by one, please let us know if there is a direct link that we can see them all in English versions at once in one place? Or if possible they will be uploaded to any link that we can reach / download all easily, to check them. / A number of the regulations translated in English has been uploaded in Dropbox.
However, take into account that:
•The original versions of the DAAA regulations (Italian language) as published in DAAAs site and supersede any other version found in other sources / web sites and shall be used as reference for claims, questions and arguments.
•Translated versions of the original regulations may be incomplete and may be used for information only and are not accepted as evidences for posing claims, questions or arguments.
6 / Mandatory Requirements / 3. / SOW Para 3, Mandatory requirements, tells us that complying with the regulations is required. As Company XY, we have the EASA certifications for all requirements however, Part M CAMO requirement is not under EASA (but under local civil aviation authority of us). We will definitely be complying with EASAPart M requirements and please let us know complying will be satisfying the tender requirement or asks for any further requirement to have it under EASA? / Compliance with the requirements of SOW para. 3 is mandatory. As per SOW para. 7.1.1, EASA PART M requirement may be subcontracted, as far as the subcontractor holds a valid EASA PART M certification.
7 / Configuration Management / 7.1.1.3. / Could you please confirm if in case of modifications classified as: "Urgent", "Alert", “Safety”, "Mandatory" the related costs for the implementation thereof both labor and material shall be borne by the Contractor (included in PAY-BY-HOURS?), or will be included as O&A activity. / Yes, they shall be borne by the Contractor as per SOW para 7.1.1.3.
8 / Mandatory Requirements / 3. / Referring EC 216/2008
- In case a candidate does not own all the requirements listed below and the candidate would wantto have cooperations like “RTI (Raggruppamento Temporaneo di Imprese) or “Avvalimento”,which are allowed by European Rules, Is it allowed that such cooperation can be arranged for one or more requirement (i.e. EASA PART M, DOA)?
- For a sake of clarification, regarding requirement 1321/2014, we are Part 145 and we would cooperate with an EASA PART M – CAMO A320 Operator. Is it accepted?
- Instead for the DOA we are DOA but with no 5y experience in VIP, we need to make an RTI or Avvalimento with a DOA with this experience?
See answer to question 1 in B/Document – SOW.
Please see answer to question 14 in A/Document – RFP Bidding Instructionsand to question in B/Document – SOW.
9 / CAMO / 7.1.1. /
- In order to manage the technical documentation it is required that the Contractor is qualified by the DAAA as DRS Delegata and System Responsible Company Delegated by the OEM (AIRBUS) for the IT MoD’s A319CJ Aircraft i.a.w PT AER (EP). OO-00-5?
- Is this a mandatory pre-requisite?
- In case not, will it happen after the contract assignment?
- Which is the procedure for such qualification?
- Does it have costs associated to take into consideration in this phase?
No.
Yes.
See regulation AER (EP). 00-00-5.
No cost.
10 / Is it foreseen a buy-in/buy-out mechanism for the maintenance reserves for the engines refurbishment,engines LLP, Landing Gears, APU, Airframe (6Y-12Y)? / See answer to question Nr. 132.
11 / Do we need any other registration, instead of the mentioned requested Mandatory Requirements or QA regulations arised from SOW for ILS, at your company, I mean like your official or approved partner, to be able to attend to this RFT services? / All companies have to be registered in NSPA Source file. Please note that no Contract award can be made to companies not registered. Below you will find the link to register your company with NSPA:
12 / Regarding the current Engineering orders already uploaded to Dropbox server, the definitions and/or references are not complete. It will be very beneficial for us if further documents are uploaded to Dropbox especially for Engineering Order or any customized task cards, we need to consider apart from MPD sourced items. / Data in Dropbox are dynamically updated. Please check the updates regularly.
13 / Regarding the spare parts / component pooling requirements we are working on the subject and if possible fitlist and/or RSPL will be very helpful and please consider uploading of any such documents. / ItAF has no RSPL. The spare parts listed in SOW - Annex 1 do not reflect Airbus RSPL.
14 / Regarding current rotables and materials annual circulation and removals information, again will be helpful and we appreciated if such info will be made available in Dropbox. / Data in Dropbox are dynamically updated. Please check the updates regularly.
15 / Regarding GSE and tooling (of ITAF Proprietary List), information on calibration and due schedule is appreciated for costing consideration. / The information regarding the due schedule, or eventually calibration need, is in the relevant maintenance manuals, which will be available during the Bidders Conference
16 / Annex 13 / Does the FRS need to be fluent in three languages English, French and Italian? / Fluent in English. Knowledge of the other languages is desirable.
17 / 7.2.2.3 / Who will be responsible to provide cabin interior peculiar item? Does FAI have any the item in stock?
If so, please provide full list. / ITAF holds no stock of cabin interior peculiar items.
They have to be provided by the Contractor.
18 / Spare Parts Pool / Annex 10 / What is the meaning of spare parts, shall include a/c parts, accessories, equipment only or also for
instance the wheels & brakes, the engine cowls … or it is only limited to the Rotables? / Yes, all parts are included. See SOW, Annex 10 for exclusions.
Note: Exchange of Serial Number is admitted.
19 / Spare Parts Pool / Annex 10 / Could you provide the Kardex of these aircraft (per aircraft)? / See relevant folder in Dropbox.
20 / GFE / 7.2.3 /
Annex 1 / Could you provide the unit purchase price of AGE & GSE of ITAF's property list? / No. Commercial Sensitive information.
21 / Painting / 7.2.2.2 c. / Could you provide the paint drawings? / See SOW, Annex 16 and relevant folder in Dropbox.
22 / LDG / 7.2.2.2 b / What includes Firm price for LDG Revision: Basic Overhaul only or Price at termination (NTE) + E/S standard fees? Please provide details. / Price at termination (NTE) + E/S standard fees.
23 / ESV / 7.2.2.2 b. / What includes Firm price for Engine Shop Visit: Basic Shop Visit only or Price at termination (NTE)? Please provide details. / Price at termination (NTE).
24 / Annex 1 / Forecasted ratio FH vs Cycles and what is the foreseen annual FH average per aircraft? / The average foreseen annual FH for 2 A/Cs currently in operational condition is 1.500 FH as per SOW para. 7.2.2.2.
The forecasted ratio FH vs FC is 1.5.
25 / Annex 1 / Regarding Engines CFM 56-5B7/P: Could you provide per engine -> TSN / CSN / TSLSV / CSLSV? / See relevant folder table in Dropbox.
26 / Annex 1 / Regarding APU 131-9A: Could you provide per APU -> TSN / CSN / TSO / CSO? + Usage ratio? / See relevant folder in Dropbox.