Annex A-1

NATO UNCLASSIFIED 

Acquisition Support Group 

Rebecca.Benson@ncia.nato.int 

Telephone: +32 (0) 2 707 8328 

Fax: +32 (0) 2 707 8770 

NCIA/ACQ/ASG/2012/1964 

20 July 2012 

TO: 

FROM: 

SUBJECT: 

See Attached Distribution List 

The General Manager, NATO C3 Agency 

INVITATION FOR BID IFB-CO-13514-AMN12 

Provision of Remote Access and Network Monitoring Services 

REFERENCES: 

A- Project serial 2012/5VA30597-0 

B- NATO Authorization Serial AC/4-DS (2011) 0030 

C- AC/4-D(2011)0009-FINAL Non-Article 5 NATO-LED Operations 

Alliance Operations and Missions NSIP Procurement Regulations 

D. NC3a-BE/ACQ/ASG/12/0555, Notification of Intent dated 18 June 

2012. 

Dear Sir/Madam: 

1. Your firm is hereby invited to participate in an International Competitive Bid under Alliance 

Operations and Missions (AOM) Procedures for the provision of Remote Access and 

Network Monitoring Services. 

2. NATO has the intention to place one contract to cover the entire scope of the project. 

Bidders are advised that the award will be based on the proposal evaluated as the lowest 

price, technically compliant in accordance with the selection criteria set forth in the 

Bidding Instructions. 

3. The scope of the effort described in the prospective contract for “Provision of Remote 

Access and Network Monitoring Services” will consist of services and supplies to support 

a distinct AMN 2012 capability enhancement efforts: 

a. NATO Airborne Early Warning (NAEW) Ground Entry Point 


Page - 1 - of 6


IFB-CO-13508-AMN12 


4. THE CLOSING TIME FOR SUBMISSION OF BIDS IN RESPONSE TO THIS 

INVITATION FOR BID (IFB) IS 14:00 (BRUSSELS TIME) ON 

28 September 2012. 

5. This Invitation for Bid consists of the Bidding Instructions (Book I) and the Prospective 

Contract (Book II). The Prospective Contract contains the Schedule of Supplies and 

Services (Part I), Terms and Conditions of the Contract (Part II and III) and the Statement 

of Work (Part IV). The Statement of Work and Annexes sets forth detailed specifications 

governing the performance requirements of the contract. 

6. The overall security classification of this bid is NATO UNCLASSIFIED when separated 

from RESTRICTED Annexes. In order to receive the RESTRICTED Annexes, Bidders 

are requested to contact Sarah Hazbroek at Sarah.Hazebroek@.nc3a.nato.int for further 

instructions in how to obtain mentioned Annexes. 

7. The Bidders have the right to request IFB clarifications as outlined in section 2.7 of the 

Bidding Instructions (Book I). 

8. You are requested to complete and return the enclosed acknowledgement of receipt 

(Attachment A) within 10 days of receipt of this IFB, informing this Agency of your 

intention to bid. Your firm is not bound by its initial decision, and if you decide to reverse 

your stated intention at a later date, you are requested to advise us by a separate letter. 

9. Prospective Bidders are advised that the NATO C3 Agency reserves the right to cancel 

this IFB at any time in its entirety and bears no liability for bid preparation costs incurred 

by firms or any other collateral costs if bid cancellation occurs. 

10. The Purchaser Point of Contact for all information concerning this Invitation For Bid is: 

NATO CI AGENCY 

Boulevard Leopold III 

B - 1110 Brussels 

Attn.: Ms. Rebecca Benson (ACQ/ASG) 

Tel: 00 32 2 707 8328 

Email: rebecca.benson@nc3a.nato.int 

FOR THE GENERAL MANAGER 

///Signed/// 

Tom Herway 

Chief of Contracts 


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Bidders (sent separately in electronic version) 

Distribution for IFB 

NATO Delegations (Attn: Infrastructure Adviser): 

Albania 1 

Belgium 1 

Bulgaria 1 

Canada 1 

Croatia 1 

Czech Republic 1 

Denmark 1 

Estonia 1 

France 1 

Germany 1 

Greece 1 

Hungary 1 

Iceland 1 

Italy 1 

Latvia 1 

Lithuania 1 

Luxembourg 1 

The Netherlands 1 

Norway 1 

Poland 1 

Portugal 1 

Romania 1 

Slovakia 1 

Slovenia 1 

Spain 1 

Turkey 1 

United Kingdom 1 

United States 1 

Ministries: Belgian Ministry of Economic Affairs – Service Défense & Technologie 1 

Embassies in Brussels (Attn: Commercial Attaché): 

Albania 1 

Bulgaria 1 

Canada 1 

Croatia 1 

Czech Republic 1 

Denmark 1 

Estonia 1 

France 1 

Germany 1 

Greece 1 

Hungary 1 


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Iceland 1 

Italy 1 

Latvia 1 

Lithuania 1 

Luxembourg 1 

The Netherlands 1 

Norway 1 

Poland 1 

Portugal 1 

Romania 1 

Slovakia 1 

Slovenia 1 

Spain 1 

Turkey 1 

United Kingdom 1 

United States 1 

NATO HQ 

NATO Office of Resources 1 

Management and Implementation Branch 

Attn: Deputy Branch Chief 

Director, NATO HQ C3 STAFF 1 

Attn: Executive Coordinator 

SACEUREP (as applicable) 1 

Attn: Infrastructure Assistant 

Strategic Commands 

HQ SACT , Attn. C-06 1 

SHAPE, Attn: J4 and J6 1 


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NATO Agencies 

NCIA 

CRO Programme Manager (Mr. Tim Murphy) 1 

NLO (Mr. Laurent Foissy) 1 

DACQ (Mr. Kevin Scheid) 1 

CAB/RCAB Secretary (Ms. Marie-Louise Le Bourlot) 1 

Legal Adviser (Ms. Simona Rocchi) 1 

CAT5/CH Ms. Lillian Rossini 1 

CAT9/CH Mr. Malcolm Green 1 

CAT5 PM (LTC Martin Rudy) 1 

CAT9 DPM (Mr. Jakob Thur) 1 

ACQ/ASG PCO (Ms. Tiziana Pezzi) 1 

ACQ/ASG SCO (Ms. Rebecca Benson) 1 

DOP/ILS (Mr. Ron Spijkerman) 1 

Registry 1 

NATEXs 

CZECH REPUBLIC 1 

DENMARK 1 

FRANCE 1 

HUNGARY 1 

GERMANY 1 

GREECE 1 

ITALY 1 

NETHERLANDS 1 

NORWAY 1 

POLAND 1 

SPAIN 1 

TURKEY 1 

UK 1 

USA 1 


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Attachment A 

Acknowledgement of Receipt of Invitation for Bids 


We hereby advise that we have received Invitation for Bids IFB-CO-13514-AMN12 

on ........................................., together with all enclosures listed in the Table of Contents. 

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 IFB and will notify you of our decision 

as soon as possible. 

Signature: 

_________________________________________ 

Printed Name: _________________________________________ 

Title: 

Company: 

Address: 

_________________________________________ 

_________________________________________ 

_________________________________________ 


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N A T O 

U N C L A S S I F I E D 

INVITATION FOR BID 


Provision of AMN NAEW Ground Entry Point 

NATO Authorisation Serial No AC/4-DS(2011) 0030 

Project Serial Number 2012/5VA30597-0 

BOOK I: BIDDING INSTRUCTIONS 

N A T O 

U N C L A S S I F I E D

N A T O 



Book I, Bidding Instructions 

Table of Contents 

SECTION 1: INTRODUCTION .................................................................................................................... 2 

1.1 SCOPE ...................................................................................................................................................... 2 

1.2 OVERVIEW OF THE PROSPECTIVE CONTRACT .......................................................................... 2 

1.3 GOVERNING RULES, ELIGIBILITY, AND EXCLUSION PROVISION .......................................... 3 

1.4 SECURITY ................................................................................................................................................ 3 

SECTION 2: GENERAL BIDDING INFORMATION ................................................................................ 5 

2.1 GENERAL ................................................................................................................................................. 5 

2.2 DEFINITIONS ........................................................................................................................................... 5 

2.3 ELIGIBILITY ............................................................................................................................................. 6 

2.4 BID DELIVERY TIME AND BID CLOSING ......................................................................................... 6 

2.5 REQUESTS FOR EXTENSION OF BID CLOSING DATE ............................................................... 7 

2.6 PURCHASER POINT OF CONTACT ................................................................................................... 8 

2.7 REQUEST FOR IFB CLARIFICATIONS ............................................................................................. 8 

2.8 REQUESTS FOR WAIVERS AND DEVIATIONS .............................................................................. 9 

2.9 AMENDMENT OF THE IFB ................................................................................................................... 9 

2.10 CANCELLATION OR WITHDRAWAL OF THE IFB ........................................................................ 10 

2.11 MODIFICATION AND WITHDRAWAL OF BIDS ............................................................................. 10 

2.12 BID VALIDITY ........................................................................................................................................ 10 

2.13 BID GUARANTEE ................................................................................................................................. 11 

2.14 ELECTRONIC TRANSMISSION OF INFORMATION AND DATA ............................................... 13 

2.15 SUPPLEMENTAL AGREEMENTS ..................................................................................................... 13 

SECTION 3: BID PREPARATION INSTRUCTIONS ............................................................................ 14 

3.1 GENERAL ............................................................................................................................................... 14 

3.2 BID PACKAGE CONTENT .................................................................................................................. 14 

3.3 BID PACKAGE MARKING .................................................................................................................. 15 

3.4 BID ADMINISTRATION (VOLUME I) ................................................................................................. 15 

3.5 PRICE PROPOSAL (VOLUME II) ....................................................................................................... 16 

3.6 TECHNICAL PROPOSAL (VOLUME III) ........................................................................................... 17 

SECTION 4: BID EVALUATION .............................................................................................................. 22 

4.1 GENERAL ............................................................................................................................................... 22 

4.2 ADMINISTRATIVE CRITERIA ............................................................................................................ 23 

4.3 PRICE CRITERIA .................................................................................................................................. 23 

ANNEX A-1 

ANNEX A-2 

ANNEX A-3 

ANNEXES B 

ANNEXES C 

ANNEX D 

BIDDING SHEETS 

INSTRUCTIONS FOR THE PREPARATION OF BIDDING SHEETS 

INSTRUCTIONS FOR COMPLETING CONTRACTOR PRICING SUMMARY 

PRESCRIBED ADMINISTRATIVE FORMS AND CERTIFICATES 

CLARIFICATION REQUEST FORMS 

TECHNICAL PROPOSAL CROSS REFERENCE/COMPLIANCE MATRIX TABLE 

N A T O 


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SECTION 1: 

INTRODUCTION 

1.1 Scope 

1.1.1 The purpose of this competition is to award a contract to provide for AMN 

capability enhancements in support of NAEW, Remote access, European POP, Network 

Monitoring and Information Assurance. 

1.1.2 This IFB and prospective contract addresses a distinct AMN-2012 capability 

enhancements in support of : 

NATO Airborne Early Warning (NAEW) Ground Entry Point 

1.1.3 This project will enhance airborne C2 for the NAEW through provision of a 

Ground Entry Point (GEP) in ISAF which shall serve as an extension to the existing 

AMN Core and IS infrastructure and allows users on board the aircraft remote access to 

the collaborative chat services. The GEP encompasses HF and UHF Radios and 

Modems, Satellite Phones, Routers, Servers and Application Software for instant 

messaging in Chat Rooms. This provisioning includes the full cycle from design and 

development through production delivery, implementation, integration and security 

accreditation. NCIA has developed a first prototype for the GEP with limited 

functionality, and the statement of work will include enhanced functional and technical 

specifications. 

1.1.4 The present Invitation for Bid, in particular its SOW and its annexes define the 

requirements for the AMN capability enhancements in support of NAEW Ground Entry 

Point. 

1.2 Overview of the Prospective Contract 

1.2.1 In accordance with the terms and conditions of the contract, the contractor shall 

be required to supply, install, and certify the AMN capability enhancements in support of 

NAEW in its entirety as a turnkey solution. 

1.2.2 In addition, the contractor shall provide initial training services for operators and 

maintenance technicians. 

1.2.3 The contract will have a number of options, which if exercised, shall be fulfilled 

by the contractor. 

1.2.4 The contract resulting from this Invitation for Bid shall be awarded on a Firm 

Fixed Price basis. The Purchaser liabilities at the time of contract signature shall be 

limited to the effort relevant to the Basic Contract as defined in the Statement of Work. 

Performance associated with Evaluated Options shall be subject to formal Purchaser 

request, in accordance with Article 8 (Options) of the contract Special Provisions, and 

shall not constitute an obligation on the part of the Purchaser at the time of contract 

signature 

1.2.5 The Capabilities shall be delivered 12 months after contract award. 

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1.3 Governing Rules, Eligibility, and Exclusion Provision 

1.3.1 This solicitation is an Invitation For Bid (IFB). It is based on NON-ARTICLE 5 

NATO-LED OPERATIONS ALLIANCE OPERATIONS AND MISSIONS NSIP 

PROCUREMENT REGULATIONS (AC/4-D(2011)0009-FINAL-AS1), lowest price 

technically compliant Procedures. The successful bid pursuant to this IFB will be that 

bid which is the lowest price technically compliant in accordance with the evaluation 

criteria. 

1.3.3 This IFB will not be the subject of a public bid opening. 

1.3.3 An award of the contract will be made on a Firm Fixed Price Basis to the lowest 

compliant Bidder. 

1.3.4 The Bidder shall refer to the Purchaser all queries for a resolution of possible 

conflicts found in information contained in this document in accordance with the 

procedures set forth in 2.6 "Requests for IFB Clarifications". 

1.4 Security 

1.4.1 This Invitation for Bid has been classified as NATO UNCLASSIFIED. Separate 

NATO RESTRICTED Annexes will be mailed to bidders who respond with positive 

intent to bid and confirmation of request for subject classified Annexes. 

1.4.2 For the purpose of the performance under the contract, the Contractor shall be 

required to handle and store classified material up to the level of “NATO SECRET” and 

shall therefore possess at the time of contract award the appropriate facility and 

personnel clearances. Should a Contractor be unable to perform the contract due to the 

fact that the facility clearance has not been provided by their respective national security 

agency, this lack of clearance cannot be the basis for a claim of adjustment or an 

extension of schedule, nor the lack of clearance be considered a mitigating 

circumstance in the case of an assessment of Liquidated Damages or a determination 

of Termination for Default by the Purchaser. 

1.4.3 Contractor personnel that will work at NATO sites are required to possess a 

security clearance of “NATO SECRET”. Contractor personnel without such a clearance, 

confirmed by the appropriate national security authority and transmitted to the 

appropriate NATO security officer in accordance with the specific instructions contained 

in this IFB, will be denied access to the site. Denial of such access by the Purchaser 

may not be used by the Contractor as the basis for a claim of adjustment or an 

extension of schedule, nor can the denial of access be considered a mitigating 

circumstance in the case of an assessment of Liquidated Damages or a determination 

of Termination for Default by the Purchaser. 

1.4.4 All NATO CLASSIFIED material entrusted to the Contractor shall be handled and 

safeguarded in accordance with applicable security regulations. The Contractor shall be 

required to possess a Facility clearance of "NATO SECRET" for those sites in which he 

intends to handle and store NATO classified material in the conduct of work under this 

contract. 

1.4.5 Bidders are advised that contract signature will not be delayed in order to allow 

for the processing of security clearances for personnel or facilities and, should the 

N A T O U N C L A S S I F I E D 

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otherwise successful Bidder not be in a position to accept the offered Contract within a 

reasonable period of time, because the firm‟s personnel or facilities do not possess the 

appropriate security clearance(s), the Purchaser may determine the Bidder‟s Offer to be 

non-compliant and offer the Contract to the next ranking Bidder. The Bidder who would 

not sign the Contract shall be liable for forfeiture of the Bid Guarantee in such cases. 

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SECTION 2: 

GENERAL BIDDING INFORMATION 

2.1 General 

2.1.1 Bidders shall prepare and submit their Bid in accordance with the requirements 

and format set forth in this IFB. Compliance with all bid submission requirements is 

mandatory. Failure to submit a bid in conformance with the stated requirements may 

result in a determination of non-compliance by the Purchaser and the elimination of the 

bid from further consideration. 

2.2 Definitions 

2.2.1 The term “Assembly” as used herein means an item forming a portion of 

equipment that can be provisioned and replaced as an entity and which normally 

incorporates replaceable parts or groups of parts. 

2.2.2 The term “Sub-Assembly” as used herein refers to a portion of an assembly 

consisting of two or more parts that can be provisioned and replaced as an entity. The 

definition purposely excludes components and/or parts. 

2.2.3 In addition to the definitions given under NCIO General Contract Provisions of the 

Prospective Contract, the following definition of a “Bidder” shall also apply: 

2.2.4 The term “Bidder” shall refer to the bidding Company or consortium responding to 

this IFB. Bidders are at liberty to constitute themselves into any form of contractual 

arrangements or legal entity they desire, bearing in mind that in consortium-type 

arrangements a single judicial personality shall be established to represent that legal 

entity. A legal entity, such as an individual, Partnership or Corporation, herein referred 

to as the “Principal Contractor”, shall represent all members of the consortium towards 

the NATO CI AGENCY and/or NATO. The “Principal Contractor” shall be vested with full 

power and authority to act on behalf of all members of the consortium, within the 

prescribed powers stated in an irrevocable Power of Attorney issued to the “Principal 

Contractor” by all members associated with the consortium. Evidence of authority to act 

on behalf of the consortium by the “Principal Contractor” shall be enclosed and sent with 

the bid. Failure to furnish proof of authority shall be a reason for the bid being declared 

non compliant. 

2.2.5 The term "Compliance" as used herein means conformity to the requirements and 

standards specified in this Invitation for Bid. 

2.2.6 The term "Contractor" refers to a firm of a participating country which has signed 

a contract under which he will perform a service, manufacture a product, or carry out 

works for NATO. 

2.2.7 The term “Participating Country” as used herein means one of the contributory 

NATO nations in the Project, namely, (in alphabetical order): ALBANIA, BELGIUM, 

BULGARIA, CANADA, CROATIA, CZECH REPUBLIC, DENMARK, ESTONIA, 

FRANCE, GERMANY, GREECE, HUNGARY, ICELAND, ITALY, LATVIA, LITHUANIA, 

LUXEMBOURG, THE NETHERLANDS, NORWAY, POLAND, PORTUGAL, ROMANIA, 

SLOVAKIA, SLOVENIA, SPAIN, TURKEY, THE UNITED KINGDOM and THE UNITED 

STATES. 

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2.2.8 The term "Purchaser" refers to the authority issuing the IFB and/or awarding the 

contract (NCIA or its legal successor). 

2.3 Eligibility 

2.3.1 Only firms, which maintain an active Basic Ordering Agreement (BOA) with NCIA 

or have been nominated by their respective National Delegations, are eligible to engage 

in this competitive bidding process. In addition, all contractors, sub-contractors and 

manufacturers, at any tier, must be from participating countries. 

2.3.2 None of the work, including project design, labour and services shall be 

performed other than by firms from and within participating countries. 

2.3.3 No materials or items of equipment down to and including identifiable subassemblies 

shall be manufactured or assembled by a firm other than from and within a 

participating country. 

2.3.4 The intellectual property rights to all design documentation and related system 

operating software shall reside in NATO member countries, and no license fees, or 

royalty charges shall be paid by the Contractor to firms, individuals or governments 

other than within the NATO member countries. 

2.4 Bid Delivery Time and Bid Closing 

2.4.1 All bids shall be in the possession of the Purchaser at the address given 

hereafter before 14h00 (Brussels Local Time) on 28 September 2012 at which time 

and date bidding shall be closed. If necessary, extension(s) of the Bid Closing Date will 

be notified with the issuance of formal Amendments to the IFB. 

2.4.2 Bids shall be delivered to the following address: 

2.4.2.1 By Post: 

NATO CI Agency 

ACQ/ASG (ATTN: Ms. Rebecca Benson) 


1110 Brussels 

Belgium 

2.4.2.2 Hand Carried Service or courier: 


ACQ/ASG (ATTN: Ms. Rebecca Benson) 

Bâtiment Z 

Avenue du Bourget 140 

B-1110 Brussels 

2.4.3 Bids forwarded by electronic means are not permitted and will not be considered. 

Bidders shall note that electronic (CD ROM) copies of their Bid are required to be 

submitted with their “hard copy” in accordance with the submission prescriptions as 

further detailed in Section 3 of this Book I. 

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2.4.4 Bidders are advised that security or other personnel remaining on the premises 

outside of normal business hours will decline to sign or issue receipts for delivered 

items. It is the responsibility of the Bidder to ensure that delivery of the bid is performed 

during duty hours and days. 

2.4.5 Late Bids 

2.4.5.1 Bids which are delivered to the Purchaser after the specified time and date 

set forth above for Bid Closing are "Late Bids" and shall not be considered for award. 

Such Bids will be returned unopened to the Bidder at the Bidder's expense unless the 

Purchaser can determine that the Bid in question meets the criteria for consideration as 

specified below. 

2.4.5.2 Consideration of Late Bid – The Purchaser considers that it is the 

responsibility of the Bidder to ensure that the Bid submission arrives by the specified Bid 

Closing time. Considering the number and quality of express delivery services, courier 

services and special services provided by the national postal systems, a late Bid shall 

only be considered for award under the following circumstances: 

2.4.6 A Contract has not already been awarded pursuant to the Invitation for Bid, and 

2.4.6.1 The Bid was sent to the address specified in the IFB by ordinary, 

registered or certified mail not later than ten (10) calendar days before the Bid closing 

date and the delay was due solely to the national or international postal system for 

which the Bidder bears no responsibility (the official postmark for ordinary and 

Registered Mail or the date of the receipt for Certified Mail will be used to determine the 

date of mailing), or 

2.4.6.2 The Bid was hand carried, or delivered by a private courier service and the 

Bidder can produce a receipt which demonstrates that the delivery was made to the 

correct address and received by a member of the NATO CI Agency and the failure to be 

received by the Contracting Authority was due to mishandling within the Purchaser‟s 

organisation. 

2.4.6.3 A Late Bid which was hand-carried, or delivered by a private courier, for 

which a proper receipt cannot be produced, cannot be considered for award under any 

circumstances nor can late Bids which bear no post marks or for which documentary 

evidence of mailing date cannot be produced. 

2.5 Requests for Extension of Bid Closing Date 

2.5.1 All questions and requests for extension of bid closing date must be submitted in 

writing by fax or E-mail. Such questions shall be forwarded to the point of contact 

specified in paragraph 2.6 below and shall arrive not later than thirty-five (35) days 

prior to the stated "Bid Closing Date". The Purchaser is under no obligation to answer 

requests submitted after this time. Extensions to the bidding date are at the discretion of 

the Purchaser. 

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2.6 Purchaser Point of Contact 

2.6.1 The Purchaser point of contact for all information concerning this Invitation for Bid 

is: 

Ms. Rebecca Benson, Senior Contracting Officer 

Acquisition Support Group 

Tel: +32.2.707.8328 

Fax: +32.2.707.8271 

E-mail: rebecca.benson@NCIA.nato.int 

Bidders are required to send an electronic copy of any communication to: 

Attn: Mr. Martin Rudy, AMN-2012 Project Manager 

E-mail: martin.rudy@NCIA.nato.int 

A copy of all correspondence shall be sent to: 



B-1110 Bruxelles, Belgium 

Ms. Rebecca Benson, Senior Contracting Officer 

Fax: +32.2.707.8271 

E-mail: rebecca.benson@NCIA.nato.int 

2.7 Request for IFB Clarifications 

2.7.1 Bidders, at the earliest stage possible during the course of the solicitation period, 

are encouraged to query and seek clarification of any matters of a Contractual, 

administrative and technical nature pertaining to this IFB. 

2.7.2 All questions and requests for clarification shall be forwarded to the Purchaser 

via email using the Clarification Request Form provided at Annex C of this Book I. 

Such questions shall be forwarded to the points of contact specified in paragraph 2.6.1 

above and shall be received not later than thirty-five (35) calendar days prior to the 

stated "Bid Closing Date". The Purchaser is under no obligation to answer questions 

submitted after this time. Requests for clarification must address the totality of the 

concerns of the Bidder for any given area, as the Bidder will generally not be permitted 

to revisit areas of the IFB for additional clarification except as noted in 2.7.3 below. 

2.7.3 In the event clarification requests are answered and result in an extension to the 

Bid Closing Date, additional requests for clarification are limited only to the information 

provided as answers by the Purchaser to Bidder requests for clarification. Such 

additional requests shall arrive not later than seventeen (17) calendar days before the 

established Bid Closing Date. 

2.7.4 It is the responsibility of the Bidders to ensure that all Clarification Requests 

submitted bear no mark, logo or any other form or sign that may lead to reveal the 

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Bidders‟ identity in the language constituting the clarification itself. This prescription is 

not applicable to the mean used for the transmission of the clarification (i.e. email or 

form by which the clarification is forwarded). 

2.7.5 The Purchaser declines all responsibilities associated to any and all 

circumstances regardless of the nature or subject matter arising from the Bidders‟ failure 

or inability to abide to the prescription in paragraph 2.7.4. 

2.7.6 The Purchaser may provide for the removal of any form of identification in the 

body of the clarification request in those instances in which such practice is feasible as 

well as providing for a re-wording of the clarification request in those cases in which the 

original language submitted is deemed ambiguous, unclear, subject to different 

interpretation or revelatory of the Bidders identity. 

2.7.7 Bidders are advised that subsequent questions and/or requests for clarification 

included in a Bid shall neither be answered nor considered for evaluation and may be 

considered by the Purchaser as grounds for a determination of non-compliance. 

2.7.8 Except as provided above, all questions will be answered by the Purchaser and 

the questions and answers will be issued in writing to all prospective Bidders. 

2.7.9 The published answers issued by the Purchaser shall be regarded as the 

authoritative interpretation of the Invitation for Bid. Amendment to the language of the 

IFB included in the answers shall be incorporated by the Bidder in his offer. 

2.7.10 Where the extent of the changes implied by the response to a clarification 

request is of such a magnitude that the Purchaser deems necessary to issue revised 

documentation, the Purchaser will do so by the mean of the issuance of a formal IFB 

amendment pursuant to AC/4-DS-2261 and in accordance with paragraph 2.9 below. 

2.7.11 The Purchaser reserves the right to reject clarification requests clearly devised or 

submitted for the purpose of artificially obtain an extension of the bidding time (i.e. 

clarifications re-submitted using different wording where such wording does not change 

the essence of the clarification being requested). 

2.8 Requests for Waivers and Deviations 

2.8.1 Bidders are informed that requests for alteration to, waivers of, or deviations from 

the Schedules, the Special Contract Provisions, the terms and conditions in the NATO 

CI Agency‟s General Provisions, the Technical Specifications, the Statement of Work 

and any other Terms and Conditions of the Prospective Contract will not be considered 

after the Request for Clarification process. 

2.8.2 Requests for alterations to the other requirements, terms or conditions of the 

Invitation for Bid or the Prospective Contract may only be considered as part of the 

clarification process set forth in paragraph 2.7 above. Requests for alterations to the 

specifications, terms and conditions of the Contract which are included in a Bid as 

submitted may be regarded by the Purchaser as a qualification or condition of the Bid 

and may be grounds for a determination of non-compliance. 

2.9 Amendment of the IFB 

2.9.1 The Purchaser may revise, amend or correct the terms, conditions and/or 

specifications and provisions of the IFB at any time prior to the date set for the Bid 


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Closing. Any and all modifications will be transmitted to all Bidders by an official 

amendment designated as such and signed by the Contracting Authority. This process 

of IFB amendment issuance may be part of the clarification procedures set forth in 

paragraph 2.7 above or be an independent action on the part of the Purchaser. 

2.9.2 The Purchaser will consider the potential impact of amendments on the ability of 

prospective Bidders to prepare a proper Bid within the allotted time. The Purchaser 

may extend the "Bid Closing Date" at its discretion and such extension will be set forth 

in the amendment document. 

2.9.3 All revision or amendments issued by the Purchaser shall also be acknowledged 

by the Bidder in its Bid by completing the “Acknowledgement of Receipt of IFB 

Amendments” at Annex B-2. Failure to acknowledge receipt of all amendments may be 

grounds to determine the Bid to be non-compliant. 

2.10 Cancellation or Withdrawal of the IFB 

2.10.1 The Purchaser reserves the right to cancel or withdraw this IFB at any time prior 

to Contract award. 

2.10.2 No legal liability on the part of the Purchaser for payment of any sort shall arise 

and in no event will any Bidder have cause for action against the NATO CI Agency for 

the recovery of costs incurred in connection with submitting a Bid in response to this 

IFB. 

2.11 Modification and Withdrawal of Bids 

2.11.1 Bids, once submitted, may be modified by Bidders, but only to the extent that the 

modifications are in writing, conform to the requirements of the IFB, and are received by 

the Purchaser prior to the exact time and date established for Bid Closing. Such 

modifications shall be considered as an integral part of the submitted bid. 

2.11.2 Modifications to bids which arrive after the Bid Closing Date will be considered 

as "Late Modifications" and will be processed in accordance with the procedure set forth 

above concerning "Late Bids", except that unlike a "Late Bid", the Purchaser will retain 

the modification until a selection is made. A modification to a bid which is determined to 

be late will not be considered in the evaluation and selection process. If the Bidder 

submitting the modification is determined to be the successful Bidder on the basis of the 

unmodified bid, the modification may then be opened. If the modification makes the 

terms of the bid more favourable to the Purchaser, the modified bid may be used as the 

basis of contract award. The Purchaser, however, reserves the right to award a 

contract to the apparent successful Bidder on the basis of the bid submitted and 

disregard the late modification. 

2.11.3 A Bidder may withdraw his bid at any time prior to Bid Opening without penalty. 

In order to do so, an authorised agent or employee of the Bidder must provide an 

original statement of the firm's decision to withdraw the bid and remove the bid from the 

Purchaser's premises. 

2.12 Bid Validity 

2.12.1 Bidders shall be bound by the term of their bids for a period of 9 months starting 

from the Bid Closing Date specified at paragraph 2.4.1 above. 

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2.12.2 In order to comply with this requirement, the Bidder shall complete the Certificate 

of Bid Validity set forth in Annex B.4. Bids offering less than the period of time referred 

to above for acceptance by the Purchaser may be determined to be non-compliant. 

2.12.3 The Purchaser will endeavour to complete the evaluation and make an award 

within the period referred to above. However, should that period of time prove 

insufficient to render an award, the Purchaser reserves the right to request an extension 

of the period of validity of all bids which remain under consideration for award. 

2.12.4 Upon notification by the Purchaser of such a request for a time extension, the 

Bidders shall have the right to: 

accept this extension of time in which case Bidders shall be bound by the terms of their 

offer for the extended period of time and the Bid Guarantee and Certificate of Bid 

Validity extended accordingly; or 

refuse this extension of time and withdraw the bid, in which case the Purchaser will 

return to the Bidder his Bid Guarantee in the full amount without penalty. 

2.12.5 Bidders shall not have the right to modify their bids due to a Purchaser request 

for extension of the bid validity unless expressly stated in such request. 

2.13 Bid Guarantee 

2.13.1 The Bidder shall furnish with his Bid a Guarantee in an amount equal to Eighty- 

Nine Thousand Three Hundred Euros (€89,300.00) with validity equal to that of the bid 

as expressed in paragraph 2.12.1. The Bid Guarantee shall be in the form of an 

irrevocable, unqualified and unconditional Standby Letter of Credit (SLC) issued by a 

Belgian banking institution fully governed by Belgian legislation or issued by a non- 

Belgian financial institution and confirmed by a Belgian banking institution fully governed 

by Belgian legislation. In the latter case signed original letters from both the issuing 

institution and the confirming institution must be provided. The confirming Belgian bank 

shall clearly state that it will guarantee the funds, the drawing against can be made by 

the NCIA at its premises in Belgium. Bid Guarantees shall be made payable to the 

Treasurer, NATO CI Agency. 

2.13.2 Alternatively, a Bidder may elect to post the required Guarantee in cash or by 

certified cheque. If the latter method is selected, Bidders are informed that the 

Purchaser will cash the cheque on the Bid Closing Date. 

2.13.3 If the Bid Closing Date is extended after a Bidder's financial institution has issued 

a Bid Guarantee, it is the obligation of the Bidder to have such Bid Guarantee (and 

confirmation, as applicable) extended to reflect the revised Bid Validity date occasioned 

by such extension. 

2.13.4 Failure to furnish the required Bid Guarantee in the proper amount, and in the 

proper form and for the appropriate duration by the Bid Closing Date may be cause for 

the Bid to be determined non-compliant. 

2.13.5 In the event that a Bid Guarantee is submitted directly by a banking institution, 

the Bidder shall furnish a copy of said document in the Bid Administration Package. 

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2.13.6 The Purchaser will make withdrawals against the amount stipulated in the Bid 

Guarantee under the following conditions: 

2.13.7 The Bidder has submitted a bid and, after Bid Closing Date (including extensions 

thereto) and prior to the selection the compliant bid determined to represent the lowest 

compliant, withdraws his Bid, or states that he does not consider his bid valid or agree 

to be bound by his bid, or 

2.13.8 The Bidder has submitted a compliant bid determined by the Agency to 

represent the lowest compliant, but the Bidder declines to sign the Contract offered by 

the Agency, such Contract being consistent with the terms of the Invitation for Bid. 

2.13.9 The Purchaser has offered the Bidder the Contract for execution but the Bidder 

has been unable to demonstrate compliance with the security requirements of the 

Contract at the date of Contract signature, 

2.13.10 The Purchaser has entered into the Contract with the Bidder but the 

Bidder has been unable or unwilling to provide the Performance Guarantee required 

under the terms of the Contract within the time frame required. 

2.13.11 Bid Guarantees will be returned to Bidders as follows: 

2.13.11.1 to non-compliant Bidders forty-five (45) days after notification by the 

Purchaser of a non-compliant Bid (except where such determination is challenged by 

the Bidder; in which case the Bid Guarantee will be returned upon request forty-five (45) 

days after a final determination of non-compliance); 

2.13.11.2 to all other unsuccessful Bidders upon request within thirty (30) days 

following the award of the Contract to the successful Bidder; 

2.13.11.3 to the successful Bidder upon submission of the Performance Guarantee 

required by the Contract or, if there is no requirement for such a Performance 

Guarantee, upon Contract execution by both parties. 

2.13.11.4 pursuant to paragraph 2.12.4.b above. 

2.13.12 “Standby Letter of Credit" or “SLC” as used herein, means a written 

commitment by a Belgian financial institution either on its own behalf or as a 

confirmation of the Standby Letter of Credit issued by a non-Belgian bank to pay all or 

part of a stated amount of money, until the expiration date of the letter, upon 

presentation by the Purchaser of a written demand therefore. Neither the financial 

institution nor the Contractor can revoke or condition the Standby Letter of Credit. The 

term “Belgian financial institution” includes non-Belgian financial institutions licensed to 

operate in Belgium, 

2.13.13 A format substantially similar to the one set in Annex B-12 shall be used 

by the issuing financial institution to create a Standby Letter of Credit acceptable to the 

Purchaser. 

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2.14 Electronic Transmission of Information and Data 

2.14.1 The Purchaser will endeavour to communicate answers to requests for 

clarification and amendments to this IFB to the prospective Bidders as soon as 

practicable. 

2.14.2 Bidders are cautioned that except for those cases in which electronic 

transmission of documentation is not permissible (i.e. documents with security 

classification mandating specific transmission methods) the Purchaser will rely 

exclusively on electronic mail communication to manage all correspondence related to 

this IFB, including IFB amendments and clarifications. 

2.14.3 Notwithstanding paragraph 2.14.2 above and subject to feasibility, prospective 

Bidders may request to be notified also by fax or regular mail when IFB correspondence 

is released to them. Such requests shall be submitted to the points of contact specified 

in paragraph 2.6.1 above. Such requested method of notification shall not be construed 

as the Bidders‟ right to obtain an extension of the Bid Closing Date. 

2.14.4 Bidders shall note that where voluminous documentation is to be transmitted the 

Purchaser will consider electronic transmission as the sole feasible manner to promptly 

notify all Bidders pursuant to the prescription is paragraph 2.14.1. Consequently, in such 

cases, the Purchaser will notify the Bidders of the impossibility to resort to alternative 

methods of transmissions if this has been requested. 

2.15 Supplemental Agreements 

2.15.1 Bidders are required, in accordance with the certificate at Annex B-7 of these 

Instructions to Bidders, to disclose any prospective Supplemental Agreements that are 

required by national governments to be executed by NATO as a condition of Contract 

performance. 

2.15.2 Supplemental Agreements are typically associated with, but not necessarily 

limited to, national export control regulations, technology transfer restrictions and end 

user agreements. 

2.15.3 Bidders are cautioned that failure to provide full disclosure of the anticipated 

requirements and the terms thereof, to the best of the Bidder‟s knowledge and 

experience, may result in the Purchaser withholding award of the Contract or cancelling 

an executed Contract if it is discovered that the terms of such Supplemental 

Agreements contradict the terms of the Prospective Contract, including but not limited to 

those addressing authority to install use, modify, or provide to others to use or modify in 

accordance with the terms of the Contract any software, item, documentation and/or 

material regardless of the nature or content to be produced as a result of the 

performance under the prospective Contract. 

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SECTION 3: BID PREPARATION INSTRUCTIONS 

3.1 General 

3.1.1 Bidders shall prepare and submit their Bid in accordance with the requirements 

and format set forth in this IFB. Compliance with all bid submission requirements is 

mandatory. Failure to submit a bid in conformance with the stated requirements may 

result in a determination of non-compliance by the Purchaser and the elimination of the 

bid from further consideration. 

3.1.2 Bid proposals and all related documentation shall be submitted in the English 

language. 

3.1.3 Bidders shall not simply restate the IFB requirements. A Bid shall demonstrate 

that a Bidder understands the terms, conditions and requirements of the IFB and its 

ability to provide all the services and deliverables listed in the Schedules of the 

prospective Contract. 

3.1.4 Bidders are informed that although the Purchaser may request clarification of the 

bid, it is not required to do so and may make its determination on the content of the bid 

as written. Therefore, Bidders shall assume that inconsistencies, omissions, errors, lack 

of detail and other qualitative deficiencies in the submitted bid might result in the bid 

being declared non-compliant. 

3.1.5 Partial Bids and/or bids containing conditional statements will be declared noncompliant. 

3.1.6 Bidders are advised that the Purchaser reserves the right to incorporate the 

successful Bidder‟s Offer in whole or in part by reference in the resulting Contract. 

3.1.7 If no specific format has been established for electronic versions, Bidders shall 

deliver this type of documentation in an electronic format which is best suited for review 

and maintenance by the Purchaser (e.g., Project Master Schedule in MS Project format, 

Project Highlight Reports in MS Word). 

3.1.8 All documentation submitted as part of the Bid shall be “NATO UNCLASSIFIED”. 

3.2 Bid Package Content 

3.2.1 The complete Bid shall consist of three distinct and separated volumes 

described in the following subparagraphs. Detailed requirements for the structure and 

content of each of these packages are contained in these Bidding Instructions. 

3.2.1.1 Volume 1 - Bid Administration Package, containing one (1) hard copy and 

one soft copy of the documents specified in paragraph 3.4 ‎below. 

3.2.1.2 Volume 2 - Price Proposal, containing one (1) hard copy and one soft 

copy of the Price Quotation specified in paragraph ‎3.5. 

3.2.1.3 Volume 3 - Technical Proposal, containing four (4) hard copies and one 

soft copy of the documents specified in paragraph 3.6. ‎ 

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3.3 Bid Package Marking 

3.3.1 Each package shall be sealed and identified with the following markings: 

3.3.1.1 name and address of the Bidder, 

3.3.1.2 the words “SEALED BID” followed by “AMN12”, 

3.3.1.3 the appropriate package marking (e.g. Bid Administration, Price Quotation, 

Technical Proposal), and 

3.3.1.4 the Bid Number of this Invitation for Bid, “ IFB- CO-13514-AMN12”. 

3.3.2 All separate packages will be placed together in one or more bid 

container(s) or package(s) each bearing the following marking: 

3.3.2.1 name and address of the Bidder, 

3.3.2.2 the words “ SEALED BID” followed by “AMN12”, and 

3.3.2.3 the Bid Number of this Invitation for Bid “IFB- CO-13514-AMN12”. 

3.4 Bid Administration (Volume I) 

3.4.1 The Bid Administrative Package shall include the original of the Bid Guarantee 

required by paragraph 2.13 of the Bidding Instructions. If the Bid Guarantee is sent to 

the Purchaser directly from the Bidder's bank, a letter, in lieu of the actual Guarantee, 

shall be included specifying the details of the transmittal. Bidders are reminded that the 

Bid Guarantee shall reflect any extensions to the Bid Validity Date due to extensions in 

the Bid Closing Date. 

3.4.2 The Package shall include the Certificates set forth in Annexes to these Bidding 

Instructions, signed in the original by an authorised representative of the Bidder. The 

Certificates are as follows: 

3.4.2.1 Annex B-1(Certificate of Legal Name of Bidder) 

3.4.2.2 Annex B-2 (Acknowledgement of Receipt of IFB Amendments) 

3.4.2.3 Annex B-3 (Certificate of Independent Determination) 

3.4.2.4 Annex B-4 (Certificate of Bid Validity) 

3.4.2.5 Annex B-5 (Certificate of Exclusion of Taxes, Duties and Charges) 

3.4.2.6 Annex B-6 (Comprehension and Acceptance of Contract Special and 

General Provisions) 

3.4.2.7 Annex B-7 (Disclosure of Requirements for NCIA Execution of 

Supplemental Agreements) with the prospective text of such Agreements, 

as applicable. 

3.4.2.8 Annex B-8. (Certificate of Compliance AQAP 2110 or ISO 9001:2000 or 

Equivalent) 

3.4.2.9 Annex B-9 (List of Prospective Subcontractors) 

Annex B-10 (List of Proposed Key Personnel) 

3.4.2.10 Annex B-11 (Certificate of origin of Equipment, Services, and Intellectual 

Property 

3.4.3 A CD-ROM containing an electronic version of the documentation stated in 

above paragraphs. 

3.4.4 No indication disclosing or contributing to disclose the Bid Price shall be made 

part of the Bid Administration Package. Failure to abide to this prescription may result in 

the bid being declared non-compliant. 

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3.5 Price Proposal (Volume II) 

3.5.1 Bidders shall provide their price proposal by fully completing the unit price and 

total price columns for all line items identified in the Bidding Sheets. The structure of the 

Bidding Sheets shall not be changed nor should be varied any quantity indication or 

CLIN description. The prices provided shall be intended as the comprehensive total 

price offered for the fulfilment of all requirements as expressed in the IFB 

documentation including but not limited to those expressed in the SOW, under the terms 

and conditions specified in the prospective contract. 

3.5.2 Bidder‟s Price Proposal shall be Firm Fixed Price and not be conditioned to any 

specific term other than those contained in this IFB. Any comments supplied in the 

Bidding Sheets which are conditional in nature, relative to the offered prices, may render 

the Bid non-compliant. 

3.5.3 The Bidder shall provide a breakdown of the cost for undertaking the level of 

effort required for tasks for CLINs listed in the SSS by completing the Pricing Summary 

(see Pricing Summary Instructions at Annex A-3 for each CLIN and entering the 

resultant Firm Fixed price in the appropriate columns.) 

3.5.4 Bidders shall quote in their own national currency. Bidders may also submit bids 

in multiple currencies including other NATO member states' currencies under the 

following conditions: 

the currency is of a "participating country" in the project, and 

the Bidder can demonstrate, either through sub-contract arrangements or in its 

proposed work methodology, that it will have equivalent expenses in that currency. All 

major subcontracts and their approximate anticipated value should be listed on a 

separate sheet and included with the Price Quotation. 

3.5.5 Bidders are informed that the Purchaser, by virtue of his status stipulated in the 

provisions of the NC30 Charter, Article 67(e)(3), is exempt from all direct taxes (incl. 

VAT), and all customs duties on merchandise imported or exported. This provision 

reads as follows: 

"Each participating nation undertakes to grant to NCIA under the terms of Articles 9 and 

10 of the Ottawa Agreement, exemption from all direct taxes (except rates, taxes and 

dues which are no more than charges for public utility services) from the taxes on the 

sale of movable and immovable properties, and from customs and excise duties in 

respect of equipment imported or exported by NCIA or its appointed agents." 

3.5.5.1 Bidders shall therefore exclude from their Price Quotation all taxes, duties 

and customs charges from which the Purchaser is exempted by international 

agreement. Bidders are reminded of the requirement to complete the certification to this 

effect in Annex A-5. 

3.5.6 All prices quoted in the proposal shall be DDP (Delivery Duty Paid) to specified 

destination, in accordance with the International Chamber of Commerce INCOTERMS 

2000 and shall also cover all packaging, packing, preservation, insurance and 

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transportation charges. Prices quoted shall include all costs for items supplied and 

delivered to final destination. 

3.5.7 In preparing the Price Proposal, Bidders shall ensure that the prices of the Subitems 

total the price of the major item of which they constitute a part. The accuracy of 

the inputs of the Priced Proposal Sheets is the responsibility of the Bidder. The 

Purchaser in its favour may resolve ambiguous computation of prices. 

3.5.8 All metrics (e.g., cost associated with labour) will be assumed to be standard or 

normalised to 8 hour/day, for a five day working week at NATO sites and Contractor 

facilities located within Europe,8 hours/day at NATO sites and Contractor facilities 

located in the United States., and 10 hours/day at NATO sites and Contractor facilities 

located in Afghanistan. 

3.5.9 The Bidder understands that there is no obligation under this contract for NCIA to 

exercise any of the optional line items and that NCIA bears no liability should it decide 

not to exercise the options (totally or partially). Further, NCIA reserves the right to order 

another Contractor (or the same), to perform the tasks described in the optional line 

items of the current contract through a new contract with other conditions. 

3.5.10 Bid pricing requirements as addressed in this section are mandatory. Failure to 

abide to the prescriptions of bid submission referred herein may lead to the bid being 

declared non-compliant and not being taken into consideration for award. 

3.5.11 Except as required in the Bidding Instructions, no other documentation besides 

the Priced Proposal Sheets shall be included in the Price Quotation. Any other 

document of a contractual or technical nature will not be considered during evaluation 

and may be cause for a determination of non-compliance by the Purchaser. 

3.6 Technical Proposal (Volume III) 

3.6.1 Bidders shall prepare and submit a Technical Proposal in the following format: 


Section 1 Management 

Section 2 Technical Solution 

Cross Reference/Compliance Table at Annex C of Bidding Instructions. 

3.6.1.1 The Bidder shall complete the Cross Reference/Compliance Table at 

Annex D. In this table the Bidder shall include the references to the sections in his bid 

which describe how the respective requirements will be met. 

3.6.1.2 The Bidder shall also indicate whether or not he is compliant with the 

requirements set forth per section of the Cross Reference/Compliance Table. 

3.6.1.3 The completed table serves as an index for the Purchaser's Technical 

Evaluation Panel and also as an aide memoir to the Bidder to ensure that all the 

required information has been provided in the Technical Proposal 

3.6.2 Table of Contents 

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3.6.2.1 The Bidder shall address in its technical proposal all the requirements 

stated in the Bidding documents, and in particular all the requirements of the Statement 

Of Work. The Bidder shall compile a detailed Table of Contents which lists not only the 

Section Headings but also the major sub-sections, and topic headings required set forth 

in these Instructions or implicit in the organisation of the Technical Proposal. 

3.6.3 Section 1 Management 

The Bidders proposal shall address Management in the following format: 

Section 1.1 Project Management 

Section 1.2 Contractors Organisation and Personnel 

Section 1.3 Risk and Issue Management 

Section 1.4 Quality Assurance and Control 

Section 1.5 Configuration Management 

Section 1.6 System Acceptance 

3.6.3.1 Section 1.1: Project Management Plan & Project Master Schedule 

(a) 

(b) 

(c) 

(d) 

In this Section the Bidder shall describe all plans and schedules required for the 

management, administration, overview, planning and progress of the project in a 

Project Management Plan (PMP) and Project Master Schedule (PMS) as 

detailed in Part III, Statement of Work, Section 3, Project Management. 

The Bid shall furnish sufficient information regarding the Bidders proposed plan 

for management of the project to include his Project Management methodology. 

The Contractor shall submit a Draft PMP as part of their bid demonstrating a 

sound understanding of the project and its complexity. The Draft PMP shall 

include all sections of the PMP as described above, but with less detail and 

possibly some unknowns to be clarified during and after contract award. 

The Draft PMP shall acknowledge the requirement for the Purchasers review 

and acceptance of documentation deliverables, which mandates early 

submissions to ensure the delivery dates in the Schedule of Supplies and 

Services are met. 

3.6.3.2 Section 1.2: Contractors Organisation and Personnel 

(a) 

(b) 

The Draft PMP shall describe the Contractor‟s organisation, in particular, all 

major Contractor units and any Sub-Contractors involved in meeting the 

requirements of the Contract, and the portion of the overall effort and deliverable 

item(s) for which they are responsible. If several Contractor units or Sub- 

Contractors are involved, the management of these units and Sub-Contractors 

shall be described and reasons for this organisation justified. 

The Draft PMP shall contain evidence of competences of all major Contractor 

units and any Sub-Contractors involved in meeting the requirements of the 

Contract. This evidence shall demonstrate that the Contractor units and Sub- 

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Contractors have the expected knowledge and experience to meet the 

requirements of this Contract. 

(c) 

The Draft PMP shall describe the organisation used to manage and administer 

this project and the reporting requirements for the contractually required tasks. 

A chart, showing the Contractor‟s project management structure and detailing 

the relationship of the Contractor‟s Configuration Management and Quality 

Assurance programs shall be included. 

(d) 

(e) 

(f) 

(g) 

The Bidder shall describe its proposed Project Team Organisation and 

demonstrate how this meets the requirements of the Statement of Work. 

All team roles shall be identified and described in detail. The role descriptions 

shall include the assignment of authority and responsibility, consistent with the 

size of the project. The descriptions shall also be broken down by project phase 

to reflect the proposed program of work. 

The Bidder shall provide a detailed CV or resume of the project team reflecting 

each candidate‟s qualifications and experience. The Key Personnel shall meet 

the requirements detailed at Section 3.2 of the Statement of Work 

The Bidder shall provide confirmation that all the personnel working on the 

project has the required security clearance. 

3.6.3.3 Section 1.3: Risk and Issue Management 

(a) 

(b) 

(c) 

The Draft PMP shall address the Bidders approach to Risk and Issue 

Management 

An initial Risk Register shall be part of the Draft PMP submitted in the bid. 

The Proposal shall acknowledge the Purchasers use of Third Parties for 

Independent Verification and Validation to facilitate risk reduction 

3.6.3.4 Section 1.4: Quality Assurance and Control 

(a) 

(b) 

The Draft PMP shall address the Bidders approach to Quality Assurance and 

Control by including a draft Quality Assurance Plan. 

The Bidder shall include his QA-certificates as well as certificates for sub- 

Contractors proposed as part of the overall plan. 

3.6.3.5 Section 1.5: Configuration Management 

(a) 

(b) 

The Draft PMP shall address the Bidders approach to Configuration 

Management by including a draft Configuration Management Plan. 

The draft Configuration Management Plan shall demonstrate the planned 

implementation of CM functions to meet the requirements of the SOW involving 

Configuration Item (CI) identification, Configuration Control, Configuration 

Status Accounting and Configuration Verification. 

3.6.3.6 Section 1.6: System Acceptance 

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(a) 

The Draft PMP shall include address the different steps and their prerequisites 

in the procedure by which the deliverables are accepted by the Purchaser. 

3.6.4 Section 2 – Technical Solution 

Bidders shall prepare and submit a proposed Technical Solution addressing all the 

requirements of the SOW and in the following format: 


Section 2.1 System and Equipment Specifications 

Section 2.2 Integrated Logistics Support 

Section 2.3 Testing Programme - Organisation, Standards and Procedures 

Section 2.4 Security 

3.6.4.1 Section 2.1: System and Equipment Specifications 

(a) The determination of technical compliance in “System and Equipment 

Specifications” will be made by the Purchaser on the basis of the Bidder offering 

the equipment that is specified in the Statement of Work (SOW) as an integrated 

fully operational system. 

(b) The Bidder shall provide an overview of his proposed technical solution in his bid, 

including system architecture, hardware and software products that will be used 

and expected customizations. 

(c) The Bidder shall provide technical specifications and configurations for all 

equipment in his Bid. 

(d) The Bidder may offer equivalent or newer items that meet or exceed the 

minimum specifications in this document. For each alternate item offered the 

bidder must submit a detailed manufacturer‟s specification sheet for that item 

which explicitly and completely substantiates the fulfilment of the minimum 

criteria. 

3.6.4.2 Section 2.2: Integrated Logistics Support 

(a) 

In this Section, the Bidder shall provide an 

initial version of the Integrated Logistics Support Plan (ILSP) divided into sections 

for all elements of the Contractor‟s Integrated Logistics Support programme. The 

ILSP shall provide details covering the entire project from the delivery through 

acceptance and follow-on support period including, but not limited to: 

(i) 

(ii) 

(iii) 

(iv) 

Maintenance Concept 

Customer Support Concept 

Transportation Plan 

Initial Training Plan 

3.6.4.3 Section 2.3 Testing Programme - Organisation, Standards and 

Procedures 

(a) The Bidder shall include a sub-section which details the overall testing organisation 

which is proposed for this programme and the standards to which the test 

procedures will be written. 

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(b) The Bidder shall include a sub-section which indicates which major components, 

sub-assemblies and assemblies are proposed to be submitted for acceptance on the 

basis of prior testing and qualification and which are expected to undergo partial 

testing and extensive testing and evaluation. If there are elements of the System 

which are proposed to be submitted on the basis of a Certificate of Conformity 

based on prior test and qualification meeting the standards described in the SOW 

the Bidder shall provide proof of such testing through applicable certificates. 

(c) The Bidder shall provide a sub-section which shall describe the procedures and 

controls to be employed for testing of components, sub-assemblies and assemblies 

which are sub-contracted and tested at sub-contractor's facilities. 

(d) The Bidder shall provide a sub-section which provides a draft Project Test Plan as 

described in the Statement of Work. The draft Plan should be as detailed as 

practicable, although it is recognised that certain elements of the testing cannot be 

completely described at this time. 

3.6.4.4 Section 2.4 Security 

(a) The Bidder shall include a sub-section which details the methodology, activities and 

deliverables required for successful completion of the Security Accreditation for the 

proposed system. The sub-section shall address the constraints imposed by the 

applicable standards and policies and how the Bidder intends to abide by the stated 

requirements. 

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SECTION 4: 

BID EVALUATION 

4.1 General 

4.1.1 The evaluation of Bids will be made by the Purchaser solely on the basis of the 

requirements specified in this Invitation for Bid. 

4.1.2 The evaluation of bids and the determination as to the compliance or technical 

adequacy of the supplies and services offered will be based only on that information 

furnished by the Bidder and contained in his Bid. The Purchaser shall not be 

responsible for locating or securing any information that is not 

identified in the Bid. 

4.1.3 The Bidder shall furnish with his Bid all information requested by the Purchaser in 

the section of this IFB entitled "Bid Preparation". Significant omissions and/or cursory 

submissions may result in a determination of non-compliance without recourse to further 

clarification. The information provided by the Bidder in his proposal shall be to a level of 

detail necessary for the Purchaser to determine exactly what the Bidder proposes to 

furnish and whether the offer meets the technical, administrative and contractual 

requirements of this IFB. 

4.1.4 During the evaluation, the Purchaser may request clarification of the bid from the 

Bidder and the Bidder shall provide sufficient detailed information in connection with 

such requests as to permit the Purchaser to make a final determination based upon the 

facts. The purpose of such clarifications will be to resolve ambiguities in the bid and to 

permit the Bidder to state his intentions regarding certain statements contained therein. 

The purpose of the clarification stage is not to elicit additional information from the 

Bidder that was not contained in the original submission, or to allow the Bidder to 

supplement cursory answers or omitted aspects of the bid. The Bidder is not permitted 

any cardinal alteration of the bid regarding technical matters and shall not make any 

change to its price quotation at any time. 

4.1.5 The Purchaser reserves the right, during the evaluation and selection process, to 

verify any statements made concerning experience, facilities, or existing designs or 

materials by making a physical inspection of the Bidder's facilities and capital assets 

and by inspecting radar designs that are claimed to be in advanced prototype 

development, in production, or fielded. This physical inspection shall also apply to 

assertions in the proposal made on behalf of proposed subcontractors. The Bidder shall 

be responsible for providing access to his own or subcontractors' facilities and, within 

national security limitations, providing access to fielded radar equipment and systems. 

4.1.6 The contract resulting from this IFB will be awarded to the Bidder whose offer, as 

evaluated by the Purchaser, is the lowest priced bid in compliance with the 

requirements of this IFB. The evaluation will be conducted in accordance with NON- 

ARTICLE 5 NATO-LED OPERATIONS ALLIANCE OPERATIONS AND MISSIONS 

NSIP PROCUREMENT REGULATIONS (AC/4-D(2011)0009-FINAL-AS1. Evaluation of 

this IFB will be conducted in accordance with the “One Envelope” procedure in which 

only the Technical Proposal of the lowest Bidder is evaluated for compliance with the 

requirements of the IFB. The bidder who has offered the lowest priced, technically 

compliant bid will then be offered the contract for award. 

N A T O 


Page 22 of 26

N A T O 




4.1.7 Failure to satisfy any of the bidding requirements may result in a determination of 

non-compliance for the entire bid. 

4.2 Administrative Criteria 

4.2.1 Prior to commencement of the Price and Technical evaluation, Bids will be 

reviewed for compliance with the Bid Submission Requirements of this IFB. These are 

as follows: 

(a) 

(b) 

(c) 

(d) 

The Bid was received by the Bid Closing Date and Time 

The Bid was packed and marked properly 

The Administrative Package contained the Bid Guarantee in the required 

form, in the required amount and for the required validity. 

The Administrative Package contained all the information required in the 

originally signed copies and of the required Certificates in Annex B hereto. 

4.2.2 A Bid that fails to conform to the above requirements may be declared noncompliant 

and may not be evaluated further by the Purchaser. 

4.2.3 If it is discovered, during either the Price or Technical evaluation, that the Bidder 

has taken exception to the Terms and Conditions of the Prospective Contract, or has 

qualified and/or otherwise conditioned his offer on a modification or alteration of the 

Terms and Conditions or the language of the Statement of Work, the Bidder may be 

determined to have submitted a non-compliant bid. 

4.3 Price Criteria 

4.3.1 The Bid will be evaluated against the following criteria 

(e) 

(f) 

(g) 

(h) 

(i) 

(j) 

(k) 

(l) 

Compliance with the requirements for preparation and submission of the 

Price Quotation set forth in the Bid Preparation Section (Book I, Section 

3), Instructions For The Preparation Of Bidding Sheets (Annex A-2) and 

Instructions for Completing the Contractor‟s Pricing Summary (Annex A-3 

hereto). 

The Bidder must have furnished firm fixed prices for all items listed. 

All pricing data, i.e., quantities, unit prices, should be provided as reflected 

in the Bidding Sheets. 

Bid prices include all costs for items supplied, delivered, and supported. 

The Bidder must have provided accurate unit price of each of the subitems 

s/he added (if any). 

The currency of all line items is to be clearly indicated. 

The Bidder must have provided accurate unit price and total price for each 

line item. 

The grand total shall be accurate. 

N A T O 


Page 23 of 26

N A T O 




(m) Bidders shall quote in their own national currency or in the host nation 

currency, i.e., euros. 

(n) 

(o) 

(p) 

(q) 

(r) 

(s) 

All prices should be accurately entered into appropriate columns, and 

accurately totalled. 

Bidders shall indicated that in accordance with the treaties governing the 

terms of business with NATO, exclude from their prices all taxes, duties 

and customs charges from which the Purchaser has been exempted. 

Price quotes for each individual item(s), and totalled prices are accurate 

and realistic, (based on historic data, and/or market and competitive 

trends in the specified industrial sector(s)). 

Adequacy/Traceability of detailed price information. 

Price Realism of quoted prices 

Lowest determined total Firm Fixed Price offered for CLINs (Contract Line 

Items): 

a. CLINs 1 through 8 

4.3.2 Determination of Lowest Firm Fixed Price 

a. General: In order to determine the lowest offered price the Purchaser will 

convert all prices quoted into EURO for purposes of comparison. The exchange rate to 

be utilised by the Purchaser will be the „Spot‟ rates of the "European Central Bank" of 

the last working day preceding the Bid Closing Date. 

b. Basis of Price Comparison: The Total Price Offered for the Contract will be 

compared on the basis of the prices offered converted to EURO as stated in paragraph 

4.3.2 (a) above. This total price shall include all CLIN Items specified in the Bidding 

Sheets. 

4.3.3. Price Realism 

a. Otherwise successful Bidders that submit a price quotation so low/ or so high 

that it is not a realistic reflection of the objective cost of performance of the associated 

technical proposal may be considered by the Purchaser to have submitted an unrealistic 

offer. 

b. Indicators of an unrealistically low bid may be the following, amongst others: 

• Labour Costs that, when amortised over the expected or proposed direct labour 

hours, indicate average labour rates far below those prevailing in the bidder‟s locality for 

the types of labour proposed. 

• Direct Material costs that are considered to be too low for the amounts and 

types of material proposed, based on prevailing market prices for such material. 

• Numerous Line Item prices for supplies and services that 

cost or at nominal prices. 

are provided at no 

c. If the Purchaser has reason to suspect that a Bidder has artificially debased 

its prices in order to secure contract award, the Purchaser will request 

N A T O 


Page 24 of 26

N A T O 




clarification of the bid in this regard and the Bidder shall provide explanation 

on one of the following bases: 

• An error was made in the preparation of the Price Quotation. In such a case, 

the Bidder must document the nature of the error and show background documentation 

concerning the preparation of the Price Quotation that makes a convincing case that a 

mistake was made by the Bidder. In such a case, the Bidder shall petition the Purchaser 

to either remain in the competition and accept the Contract at the offered price, or to 

withdraw from the competition. 

• The Bidder has a competitive advantage due to prior experience or 

industrial/technological processes that demonstrably reduce the costs of Bidder 

performance and therefore the price offered is realistic. Such an argument must support 

the technical proposal offered and convincing and objectively describe the competitive 

advantage and the net savings achieved by this advantage over standard market 

practices and technology. 

• The Bidder recognises that the submitted Price Quotation is unrealistically low 

compared to its cost of performance and, for business reasons; the Bidder is willing to 

absorb such a loss. Such a statement can only be made by the head of the business 

unit submitting the Bid and will normally be made at the level of Chief Operating 

Officer or Chief Executive Officer. In such a case, the Bidder shall estimate the 

potential loss and show that the financial resources of the Bidder are adequate to 

withstand such reduction in revenue. 

4.3.3.1 If a Bidder fails to submit a comprehensive and compelling 

response on one of the bases above, the Purchaser may determine the Bid 

submitted as non-compliant. If the Bidder responds on the basis of 4.3.3(a) above and 

requests to withdraw from the competition, the Purchaser may, depending on the nature 

and gravity of the mistake, allow the Bidder to withdraw with or without penalty in terms 

of drawing on the Bid Guarantee. 

4.3.3.2 If the Purchaser accepts the Bidder‟s explanation of mistake in 

paragraph 4.3.3(a) and allows the Bidder to accept the Contract at the offered price, or 

the Purchaser accepts the Bidder‟s explanation pursuant to paragraph 4.3.3(c) above, 

the Bidder shall agree that the supporting pricing data submitted with his Bid will be 

incorporated by reference in the resultant contract. The Bidder shall agree as a 

condition of contract signature, that the pricing data will be the basis of determining fair 

and reasonable pricing for all subsequent negotiations for modifications of or additions 

to the contract and that no revisions of proposed prices will be made. 

4.3.3.3 If the Bidder presents a convincing rationale pursuant to 

paragraph 

4.3.3(b) above, no additional action will be warranted. The Purchaser, however, 

reserves its right to reject such an argument if the rationale is not compelling or capable 

of objective analysis. In such a case the Bid may be determined to be non-compliant. 

N A T O 


Page 25 of 26

N A T O 




4.2 Technical Criteria 

4.2.1 In order for a Bid to be determined to be compliant, the Bidder shall have 

submitted a completed cross reference table (annex D) which will assist the 

Purchaser in assessing the Bidder‟s compliancy, along with a Proposal which 

has met, after evaluation by the Purchaser, all the criteria which are listed in 

Book II, Part IV Prospective Contract , Statement of Work. The Purchaser will 

evaluate the Bidders Proposal by seeking objective evidence that the proposal 

fulfils the requirements expressed in each and every paragraph in the Statement 

of Work. 

N A T O 


Page 26 of 26


Releasable to ISAF 


Bidding Instructions Annexes A1-A3 

ANNEX A – CERTIFICATES 

Annex A-1: Bidding Sheets 


On behalf of the firm stated below I hereby offer providing NCIA with the services and 

deliverables (collectively referred as “ITEMS”) set forth in the attached schedules, at 

the specified prices, and subject to the terms and conditions stated in the referred IFB 

included but not limited to those expressed in the Annexes and enclosures. 

Date : ........................ 

Signature : ........................ 

Name & Title : ........................ 

Company : ........................ 

Bid Reference : ........................ 


A-1





Annex A-2: 

Sheets 

Instructions For The Preparation Of Bidding 

BIDDING SHEETS 

1. Bidders are required, in preparing their Price Quotation to utilise the 

Bidding Sheets provided as a separate excel file entitled, 03_IFB-CO-13514- 

AMN12 Book I Bidding Sheets.” 

2. Tab entitled, “Bidding Sheets” in the excel file described in point 1 lists the 

CLINs Bidders are required to quote in their entirety. 

3. All cells highlighted in yellow are to be filled out by the Bidder. 

3. The total price shall be indicated in the appropriate columns and in the currency 

quoted. 

4. If the price of a line item is expressed in different currencies, these shall be 

identified, and there shall be as many totals on that line item as there are 

currencies. 

5. In preparing the Price Quotation, Bidders shall ensure that the prices of the 

Sub-items total the price of the major item of which they constitute a part. 

Pricing for lower level items shall add to the total for the Sub-CLINs, and the 

Sub-CLIN totals shall add to the CLIN total. The Purchaser in its favour may 

resolve ambiguous computation of prices. 

6. The following example is offered as illustration: 

(a) Project Management CLINs 1. 1 through 1. 11 shall add to the Total at 

CLIN 1. 

7. Prices shall not include any provision for taxes or duties for which the 

Purchaser is exempt. 


A-2

ANNEX A-3: 

SUMMARY 





INSTRUCTIONS FOR COMPLETING CONTRACTOR PRICING 

Bidders are required to complete the Pricing Summary Form per CLIN located 

in the excel file entitled, “”2_IFB-CO-13514-AMN12 Book I Bidding Sheets.” 

All Bidders are required to fill out the Pricing Form PER Major CLIN. The final 

product will result in eight (8) Pricing Forms reflecting one (1) completed 

pricing form for each CLIN ( CLIN 1 through 8). 

Offerors shall be instructed to prepare their Price Quotations in sufficient detail to 

permit thorough and complete evaluation by the NCIA. Rates and prices quoted 

should be fully loaded with overhead, fringe, general and administrative costs and 

profit factored into the stated figure. 

Instructions to filling out the pricing summary sheets are located in the tab entitled, 

“instructions” in the excel file entitled, “”2_IFB-CO-13514-AMN12 Book I Bidding 

Sheets.” 


A-3



IFB-CO-13514-AM12 

Bidding Instructions Annexes B1-B12 

Annex B Prescribed Administrative Forms and Certificates 


B-4



IFB-CO-13514-AM12 


Annex B-1 

Certificate of Legal Name of Bidder 

This Bid is prepared and submitted on behalf of the legal corporate entity specified 

below: 

FULL NAME OF CORPORATION: 

DIVISION (IF APPLICABLE): 

SUB DIVISION (IF APPLICABLE): 

____________________________________ 

____________________________________ 

____________________________________ 

OFFICIAL MAILING ADDRESS 

__________________________________________________________________ 

__________________________________________________________________ 

__________________________________________________________________ 

E-MAIL ADDRESS: 

TELEFAX No: 

____________________________________ 

____________________________________ 

POINT OF CONTACT REGARDING THIS BID: 

NAME: 

POSITION: 

TELEPHONE: 

____________________________________ 

____________________________________ 

____________________________________ 

ALTERNATIVE POINT OF CONTACT: 

NAME: 

POSITION: 

TELEPHONE: 

____________________________________ 

____________________________________ 

____________________________________ 

Date 

Signature of Authorised Representative 

Printed Name 

Title 


B-5



IFB-CO-13514-AM12 


Company 


Acknowledgement of Receipt of IFB 

Amendments 

I confirm that the following amendments to Invitation for Bid n° IFB-CO-13514- 

AMN12 have been received and the Bid, as submitted, reflects the content of such 

amendments. 

Amendment no. 

Date of 

Issued 

Date of 

receipt 

Initials 

Date 


Printed Name 

Title 

Company 


B-6



IFB-CO-13514-AM12 



Certificate of Independent Determination 

It is hereby stated that: 

a. We have read and understand all documentation issued as part of IFB-CO- 

13514-AMN12. Our Bid submitted in response to the referred solicitation is fully 

compliant with the provisions of the IFB and the prospective contract. 

b. Our Bid has been arrived at independently, without consultation, 

communication or agreement, for the purpose of restricting competition, with any 

other Bidder or with any competitor; 

b. The contents of our Bid have not been knowingly disclosed by the Bidder and 

will not knowingly be disclosed by the Bidder prior to award, directly or indirectly to 

any other Bidder or to any competitor; and 

c. No attempt has been made, or will be made by the Bidder to induce any other 

person or firm to submit, or not to submit, a Bid for the purpose of restricting 

competition. 

Date : ........................ 

Signature : ........................ 

Name & Title : ........................ 

Company : ........................ 

Bid Reference : ........................ 


B-7



IFB-CO-13514-AM12 



Certificate of Bid Validity 

I, the undersigned, as an authorised representative of the firm submitting this 

Bid, do hereby certify that the pricing and all other aspects of our Bid will remain valid 

for a period of nine (9) months from the Bid Closing Date of this Invitation for Bid. 

…................................................. 

Date 

…............................................................. 


…............................................................. 

Title 

…............................................................. 

Company 


B-5




IFB-CO-13514-AM12 


Certificate of Exclusion of Taxes, Duties 

and Charges 

I hereby certify that the prices offered in the price quotation of this Bid exclude 

all taxes, duties and customs charges from which the Purchaser has been exempted 

by international agreement. 

............................................................................................. 

Date Signature of Authorised Representative 

…............................................................. 

Title 

…............................................................. 

Company 


B-6



IFB-CO-13514-AM12 



Comprehension and Acceptance of 

Contract Special and General Provisions 

The Bidder hereby certifies that he has reviewed the Special Contract Provisions and 

the NC3O General Provisions set forth in the Prospective Contract, Book II of this 

Invitation for Bid. The Bidder hereby provides his confirmation that he fully 

comprehends the rights, obligations and responsibilities of the Contractor as set forth 

in the Articles and Clauses of the Prospective Contract. The Bidder additionally 

certifies that the offer submitted by the Bidder is without prejudice, qualification or 

exception to any of the Terms and Conditions and he will accept and abide by the 

stated Special and General Provisions if awarded the contract as a result of this 

Invitation for Bid. 

….....................................…............................................................. 

Date 


…............................................................. 

Title 

…............................................................. 


B-7



IFB-CO-13514-AM12 



Disclosure of Requirements for NCIA 

Execution of Supplemental Agreements 

I, the undersigned, as an authorised representative of _______________________, 

certify the following statement: 

All supplemental agreements, defined as agreements, documents and/or 

permissions outside the body of the Contract but are expected to be required by my 

Government, and the governments of my subcontractors, to be executed by the 

NCIA as a condition of my firm’s performance of the Contract, have been identified, 

as part of the Bid. 

These supplemental agreements are listed as follows and/or are relevant to the 

following items: 

Examples of the terms and conditions of these agreements have been provided in 

our Offer. The anticipated restrictions to be imposed on NATO, if any, have been 

identified in our offer along with any potential conflicts with the terms, conditions and 

specifications of the Prospective Contract. These anticipated restrictions and 

potential conflicts are based on our knowledge of and prior experience with such 

agreements and their implementing regulations. We do not certify that the language 

or the terms of these agreements will be exactly as we have anticipated. 

The processing time for these agreements has been calculated into our delivery and 

performance plans and contingency plans made in the case that there is delay in 

processing on the part of the issuing government(s). 

We recognise that additional supplemental agreements, documents and permissions 

presented as a condition of Contract performance or MOU signature after our firm 

would be selected as the successful bidder may be cause for the NCIA to determine 

the submitted bid to be non-compliant with the requirements of the IFB; 

We accept that should the resultant supplemental agreements issued in final form by 

the government(s) result in an impossibility to perform the Contract in accordance 

with its schedule, terms or specifications, the contract may be terminated by the 

Purchaser at no cost to either Party. 

…............................................................. 

Date 


…............................................................. 

Title 

…............................................................. 


B-8

Company 



IFB-CO-13514-AM12 



Certificate of Compliance 

AQAP 2110 or ISO 9001:2008 or Equivalent 

I hereby certify that _________________________(name of Company) possesses 

and applies Quality Assurance Procedures/Plans that are equivalent to the AQAP 

2110 or ISO 9001:2008 as evidenced through the attached documentation 1 . 

….......................................................................................... 

Date 


…............................................................. 

Title 

…............................................................. 

Company 

1 Bidders must attach copies of any relevant quality certification. 


B-9



IFB-CO-13514-AM12 



List of Prospective Subcontractors 

Name and 

Address of Sub- 

Bidder 

DUNS 

Number 

2 

Primary 

Location of 

Work 

Items/Services to 

be Provided 

Estimated 

Value of 

Sub-Contract 

Date : ........................ 

Signature : ........................ 

Name & Title : ........................ 

Company : ........................ 

Bid Reference : ........................ 

2 Data Universal Numbering System (DUNS). Bidders are requested to provide this data in order to help NC3A 

to correctly identify Subcontractors. If a Subcontractor’s DUNS is not known this field may be left blank. 


B-10



IFB-CO-13514-AM12 



List of Proposed Key Personnel 

Position 

SOW/Wor 

k Package 

Reference 

Labour Category Name Designation 

Period 

Date : ........................ 

Signature : ........................ 

Name & Title : ........................ 

Company : ........................ 

Bid Reference : ........................ 


B-11



IFB-CO-13514-AM12 



Certificate of Origin of Equipment, 

Services, and Intellectual Property 

The Bidder hereby certifies that, if awarded the Contract pursuant to this solicitation, 

he will perform the contract subject to the following conditions: 

(a) none of the work, including project design, labour and services shall be 

performed other than by firms from and within participating NATO member countries; 

(b) no material or items of equipment down to and including identifiable 

sub-assemblies shall be manufactured or assembled by a firm other than from and 

within a participating NATO member country. (A sub-assembly is defined as a 

portion of an assembly consisting of two or more parts that can be provisioned and 

replaced as an entity); and 

(c) The intellectual property rights to all design documentation and related 

system operating software shall reside in NATO member countries, and no license 

fees or royalty charges shall be paid by the Bidder to firms, individuals or 

Governments other than within the NATO member countries. 

Date : ........................ 

Signature : ........................ 

Name & Title : ........................ 

Company : ........................ 

Bid Reference : ........................ 


B-12



IFB-CO-13514-AM12 



Bid Guarantee - Standby Letter of Credit 

Standby Letter of Credit Number: 

Issue Date: 

Beneficiary: 

___________________________ 

NATO CI Agency, Financial Management Office 

Boulevard Leopold III, B-1110, Brussels 

Belgium 

Expiry Date: ___________________________ 

1. We, (issuing bank) hereby establish in your favour our irrevocable standby 

letter of credit number {number} by order and for the account of (NAME AND 

ADDRESS OF BIDDER) in the original amount of €89,300.00 (Eighty-Nine Thousand 

Three Hundred Euros). We are advised this Guarantee fulfils a requirement under 

Invitation for Bid CO-13514-AMN12 dated __________________. 

2. Funds under this standby letter of credit are available to you upon first 

demand and without question or delay against presentation of a certificate from the 

NATO CI Agency Contracting Officer that: 

a) (NAME OF BIDDER) has submitted a Bid and, after Bid Closing Date 

(including extensions thereto) and prior to the selection of the apparent lowest 

priced, technically compliant, has withdrawn his Bid, or stated that he does not 

consider his Bid valid or agree to be bound by his Bid, or 

b) (NAME OF BIDDER) has submitted a Bid determined by the Agency to 

be the apparent lowest priced, technically compliant, but (NAME OF BIDDER) 

has declined to execute the contract offered by the Agency, such contract 

being consistent with the terms of the Invitation for Bid, or 

c) The NATO CI Agency has offered (NAME OF BIDDER) the contract for 

execution but (NAME OF BIDDER) has been unable to demonstrate 

compliance with the security requirements of the contract within a reasonable 

time, or 

d) The NATO CI Agency has entered into the contract with (NAME OF 

BIDDER) but (NAME OF BIDDER) has been unable or unwilling to provide the 

Performance Guarantee required under the terms of the contract within the 

time frame required. 


B-13



IFB-CO-13514-AM12 


3. This Letter of Credit is effective the date hereof and shall expire at our office 

located at (Bank Address) on __________________. All demands for payment must 

be made prior to the expiry date. 

4. It is a condition of this letter of credit that the expiry date will be automatically 

extended without amendment for a period of sixty (60) calendar days from the current 

or any successive expiry date unless at least thirty (30) calendar days prior to the 

then current expiry date the NATO CI Agency Contracting Officer notifies us that the 

Letter of Credit is not required to be extended or is required to be extended for a 

shorter duration. 

5. We may terminate this letter of credit at any time upon sixty (60) calendar days 

notice furnished to both (NAME OF BIDDER) and the NATO CI Agency by registered 

mail. 

6. In the event we (the issuing bank) notify you that we elect not to extend the 

expiry date in accordance with paragraph 4 above, or, at any time, to terminate the 

letter of credit, funds under this credit will be available to you without question or 

delay against presentation of a certificate signed by the NATO CI Agency Contracting 

Officer which states 

“The NATO CI Agency has been notified by {issuing bank} of its election not to 

automatically extend the expiry date of letter of credit number {number} dated {date} 

pursuant to the automatic renewal clause (or to terminate the letter of credit). As of 

the date of this certificate, no suitable replacement letter of credit, or equivalent 

financial guarantee has been received by the NATO CI Agency from, or on behalf of 

(NAME OF BIDDER), and the NATO CI Agency, as beneficiary, hereby draws on the 

standby letter of credit number ________ in the amount of € (Amount up to the 

maximum available under the LOC), such funds to be transferred to the account of 

the Beneficiary number ___________________ (to be identified when certificate is 

presented).” 

Such certificate shall be accompanied by the original of this letter of credit and a copy 

of the letter from the issuing bank that it elects not to automatically extend the 

standby letter of credit, or terminating the letter of credit. 

7. The Beneficiary may not present the certificate described in paragraph 6 

above until 20 (twenty) calendar days prior to a) the date of expiration of the letter of 

credit should {issuing bank} elect not to automatically extend the expiration date of 

the letter of credit, b) the date of termination of the letter of credit if {issuing bank} 

notifies the Beneficiary that the letter of credit is to be terminated in accordance with 

paragraph 6 above. 

8. Multiple drawings are allowed. 

9. Drafts drawn hereunder must be marked, “Drawn under {issuing bank} Letter 

of Credit No. {number}“ and indicate the date hereof. 


B-14



IFB-CO-13514-AM12 


10. This letter of credit sets forth in full the terms of our undertaking, and this 

undertaking shall not in any way be modified, amended, or amplified by reference to 

any document, instrument, or agreement referred to herein (except the International 

Standby Practices (ISP 98) hereinafter defined) or in which this letter of credit is 

referred to or to which this letter of credit relates, and any such reference shall not be 

deemed to incorporate herein by reference any document, instrument, or agreement. 

11. We hereby engage with you that drafts drawn under and in compliance with 

the terms of this letter of credit will be duly honoured upon presentation of documents 

to us on or before the expiration date of this letter of credit. 

12. This Letter of Credit is subject to The International Standby Practices-ISP98 

(1998 Publication) International Chamber of Commerce Publication No.590. 


B-15




Bidding Instructions Annex C 

INSERT COMPANY NAME HERE 

INSERT SUBMISSION DATE HERE 

INVITATION FOR BID 



Clarification Requests Form 


C-1







ADMINISTRATION or CONTRACTING 

Serial 

NR 

A.1 

IFB 

REF 

QUESTION ANSWER Status 

A.2 

A.3 


C-2







PRICE 

Serial 

NR 

P.1 

IFB 

REF 


P.2 

P.3 


C-3







TECHNICAL 

Serial 

NR 

T.1 

IFB 

REF 


T.2 

T.3 


C-4




Bidding Instructions Annex D 

ANNEX D-TECHNICAL PROPOSAL CROSS REFERENCE/COMPLIANCE MATRIX TABLE 

BIDDING 

INSTRUCTION 

EVALUATION CRITERIA SOW REFERENCE 

BID REFERENCE 

COMPLIANT (C) 

OR 

NON-COMPLIANT (NC) 

Section 3.6.3.2 

Para. 3.2.1-2 Contractor’s Organisation 

The Bidder shall have described how it will establish the project 

management organisation to perform and manage all efforts 

necessary to discharge all of his responsibilities under this Contract. 


Para 3.2.3-7 Contractors Personnel 

The Bidder shall have defined their personnel structure and shall 

have included the management structure of their team. 

The Bidder shall have provided a list of Key Personnel assigned to 

the Contractor’s team and their respective roles, responsibilities and 

authority, as well as their qualifications, experiences and security 

clearances. 

Section 3.6.3 

Para 3.3.4-5 Project Management Plan 

The Bidder shall have included details of the proposed 

methodology for Project. This shall have included all aspects of 

Project Control and shall include a draft Project Master Schedule 

which ensures all critical dates will be met. 


D-1





BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 


Section 

3.6.3.1(d) 

Para 3.4 PMP Review and Acceptance 

The Bid shall acknowledge the Bidders agreement to the provisions 

for PMP document review and acceptance. 

Section 

3.6.3.2(c) 

Para 3.5-7 Project Reporting 

The Bidder shall have included details of how the Project Reporting 

as identified in the SOW will be organised 

Section 

3.6.3.3.(c) 

Para 3.8 Independent Verification and Validation (IV&V) 

The Bid shall include full acknowledgement of the Purchasers use 

of Third Parties in support of the Project as stipulated in the SOW 

and The Special Provisions. 


Para 4.1 Contractor Activities and Deliverables 

The Bidder shall have adequately addressed the different Phases 

stipulated in the SOW for the GEP implementation methodology. 


Para 4.2 Survey Report 

The Bid shall adequately describe the Survey Phase and the 

resulting report as prescribed in the SOW 


D-2





BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 



Para 4.3-4 System Design 

The Bid shall adequately describe the Design Phase and the 

process leading to the purchasers approval of the System Design 

prescribed in the SOW 


Para 4.5-4.6 System Development, Installation and Integration 

The Bidder shall provide a detailed description of the methodology 

and tools he will use for the System Development and Installation 

and Integration activities in accordance with the SOW. 


5.3.1 and 3.1.2. and 8.2 of Annex D Security Accreditation 

The Bidder has included an approach which positively describes 

how the Bidder intends to successfully perform the security 

accreditation process including all required documentation, as 

stated in the Annex D of the SOW. 


5.1.1 , and 3.1 of Annex D Hardware Security 

The Bidder has positively demonstrated that the proposed system 

will be composed of CIS devices which meet the minimum security 

requirements of the SOW, NATO Security policy and of the 

proposed Security Accreditation standards defined in Annex D of 

the SOW. The bidder indicates which security documents are used 

in reference to the system security design. 


D-3





BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 



5.4, and section 9 of Annex D Software Security 

The Bidder has positively demonstrated that the proposed system 

will be composed of approved software, applications, and firmware 

which meet the security requirements of the SOW and of the 

Security Accreditation standards in Annex D of the SOW. 

Otherwise; bidder demonstrates intent to achieve compliance with 

NATO APFL. 


3.1.2 of Annex D Overall Security 

The Bidder has positively demonstrated in the bid a section 

describing the resources allocated, including the items that will be 

considered for Evaluation, the Security components of the GEP 

enhancement, and planned 

Schedule of work to deliver all required security documents, test 

plans. 


7.1 , 8.1.2 of Annex D Security Testing 

The Bidder positively demonstrates a plan which defines and 

accepts accountability for successful results developing and 

execution of a security Test plan for the system of delivery. 


D-4





BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 



5.3 of Annex D Anti-virus 

The Bidder positively demonstrates a plan which defines and 

accepts accountability for how anti-virus shall be implemented. 


7.2 of Annex D CIAV & Vulnerability Testing 

The Bidder positively demonstrates a plan which defines 

accountability for successful results of CIAV and vulnerability 

testing. 


Paragraph 6.2.3 of the SOW Maintenance Concept 

The Bidder shall have provided a draft Maintenance Concept, as 

part of a draft ILSP, showing how 1st, 2nd, 3rd and 4th level of 

maintenance will be implemented and performed. As part of the 

draft Maintenance Concept, the Bidder shall have also provided: 

An initial set of project specific 1st level maintenance tasks 

(paragraph 6.3.1.1 of the SOW) 

An initial set of project specific 3rd level maintenance tasks 


A CV of the dedicated ILS expert responsible for managing all ILSactivities 

and assuring the quality of all ILS-deliverables 


D-5





BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 



Paragraph 6.2.4 of the SOW Support Concept 

The Bidder shall have provided a draft Support Concept, as part of 

a draft ILSP, showing how 1st, 2nd and 3rd level support services 

will be implemented and performed. As part of the draft Support 

Concept, the Bidder shall have also provided: 

A project specific Problem Management process description 


A Problem Analysis Report template (paragraph 6.3.1.4 of the 

SOW) 


Paragraph 6.5.1 of the SOW Transportation Plan 

The Bidder shall have provided a draft Transportation Plan, as part 

of a draft ILSP, with details of all planned (partial-) shipments, 

locations, points of contact and transportation stages. 

As part of the draft Transportation Plan the Bidder shall have also 

provided an initial shipment schedule (relative to Effective Date of 

Contract). The initial shipment schedule shall also include all 

activities related to shipping: requests for customs forms, delivery of 

customs forms, delivery of notices of shipment, delivery of packing 

lists, delivery of material data sheets and system inventories. 


D-6





BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 



Paragraph 6.7 of the SOW Initial Training Plan 

The Bidder shall have provided a detailed draft Work Breakdown 

Structure (WBS) of all training activities requested in paragraph 6.7 

of the SOW, in accordance with paragraph 3.3.5 of the SOW. 

The Bidder shall have also provided an initial schedule of all 

activities from this WBS. 

The Bidder shall have also provided a CV of the dedicated Training 

expert responsible for managing all activities related to training and 

assuring the quality of all training deliverables. 


Paragraph 7.1 of the SOW Quality Assurance Programme 

The Bidder shall have provided a draft Quality Assurance Plan 

(QAP; paragraph 7.1.5 of the SOW) that includes details of the QA 

programme, QA activities, responsibilities and controls for the 

Contractor and any sub-Contractors (paragraph 7.1.6 of the SOW), 

in accordance with AQAP-2130 (paragraph 7.1.2 of the SOW) 


Paragraph 7.1.6 of the SOW Quality Assurance Certificates 

The Bidder shall have provided all QA-certificates, relevant to 

section 7 of the SOW, and all QA-certificates of the same nature for 

all major sub-Contractors who are expected to manufacture and 

deliver critical elements of the system. 


D-7





BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 



Paragraph 8.1 of the SOW Configuration Management Plan (CMP) 

The Bidder shall outline a draft Configuration Management (CM) 

Plan (CMP), as part of a draft Project Management Plan, showing 

how the CM programme will be implemented to carry out the 

following CM functions: 

Configuration Item (CI) identification (paragraph 8.3 of the SOW) 

Configuration Control (CC) (paragraph 8.4 of the SOW 

Configuration Status Accounting (CSA) (paragraph 8.5 of the SOW 

Configuration verification (paragraph 8.6 of the SOW) 


Paragraph 9.2 Testing The Bidder shall provide a plan identifying 

how the bidder will carry out all of the tests identified in Section 9.2, 

along with all of the test procedures that will be used to support the 

test plan. In particular, the bidder must show how the provisions of 

Section 9.2.3.2.4 will be met. 


Paragraph 9.2.3.4 Testing 

The Bidder shall provide a plan identifying how the bidder will satisfy 

the provisions of this section, as well as Para 9.2.3.5.1. 


D-8






Paragraph 9.2.3.5.2 Testing 

The Bidder shall provide a plan identifying how the bidder will satisfy 

the requirement to support CIAV testing with the Nations. 

BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 



Paragraph 9.2.3.6 Testing 

The Bidder shall provide a plan identifying how the bidder will 

support the CCP process, Site Installation and Site Acceptance in 

ISAF. 


Paragraph 9.2.5 Testing 

The Bidder shall identify the Test Director and Test Operators. 


Paragraph 9.2.7 Testing 

The Bidder shall identify how the test environment will be 

maintained under configuration management during the required 

tests. 


Paragraph 9.3.2 FAT 

The Bidder shall identify the infrastructure that will be used during 

the FAT. 


D-9






Paragraph 9.3.3, 9.3.4 FAT 

The Bidder shall outline how the bidder will satisfy the provisions of 

these sections. 


Paragraph 9.4.1 CIAV Tests 

The bidder shall outline how the bidder will satisfy CIAV testing, as 

described in section 9.4. 

BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 



Paragraph 9.5.1 Chat over RF testing 

The bidder shall explain how the Chat over RF testing will be 

performed. 


Paragraph 9.6.2 PSAT 

The bidder shall explain the bidder’s standard procedure to be used 

during PSAT, and verify that all PSAT requirements will be met. 


Paragraph 9.7 FSAT 

The bidder shall explain how the end-to-end requirement will be 

certified as part of the bidder’s test procedures. 


D-10






Paragraph 9.8.1 TAP 

The bidder shall outline the content of the TAP which will be 

developed under this contract, and how this TAP meets all 

requirements in section 9.8. 


Paragraph 9.8.10 TAP 

The bidder shall outline the processes that the contractor will follow 

in the event of Class A, B and C test failures. 

BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 



Para 10.1 – 10.8 System Acceptance 

The Bid shall acknowledge the different steps and their 

prerequisites in the procedure by which the deliverables are 

accepted by the Purchaser. 


Sections 11.1.2 and 11.1.3 of the SOW GEP General 

Requirements 

The Bidder shall provide in their TP a clear functional and technical 

description of how the purpose requirements and the connectivity 

requirements of the AMN GEP are met. 


Section 11.1.4 of the SOW GEP General Requirements 

The Bidder shall offer in their Bid the system components described 

in the SOW. 


D-11







The Bidder shall demonstrate in their TP how the environmental, 

transportation, and mechanical requirements are met by their 

proposal. 



The Bidder’s TP shall comply with the design requirements set forth 

in the SOW. 

BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 




The Bidder shall provide a detailed description of how the 

integration requirements of the SOW are met. 


Section 11.2.2 of the SOW GEP Functional Requirements 

The Bidder shall provide detailed rationales and demonstrations in 

their TP of how the requirements associated with the provision of 

antenna support and positioning are met. 





multi-bearer wireless traffic capacity are met. 


D-12








their TP of how requirements associated with the provision of the 

traffic bonding function(s) are met. 





quality-of-service are met. 

BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 






traffic optimization function(s) are met. 





centralized monitoring and control function(s) are met. 


D-13









authentication function(s) are met. 





authorization function(s) are met. 

BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 






accounting function(s) are met. 





confidentiality function(s) are met. 


D-14









data protection policy function(s) are met. 


Section 11.3.1 of the SOW GEP Detailed Technical Requirements 

The Bidder shall provide detailed descriptions and technical data in 

their TP of how the detailed technical requirements for the HF radio 

subsystem are met. 

BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 





their TP of how the detailed technical requirements for the UHF 

radio subsystem are met. 




their TP of how the detailed technical requirements for the RF 

access router(s) are met. 


D-15








their TP of how the detailed technical requirements of the Iridium 

radio subsystem are met. 




their TP of how the detailed technical requirements for the FO interfacility 

links are met. 




their TP of how the interoperability requirements are met. 

BIDDING 

INSTRUCTION 


BID REFERENCE 

COMPLIANT (C) 

OR 





their TP of how the wireless bearer services requirements are met. 




their TP of how the detailed technical requirements for networking 

services are met. 


D-16






Section 11.4.1 of the SOW GEP Performance Requirements 

The Bidder shall provide detailed descriptions and demonstrations 

of the performance requirements associated with the location of the 

HF/UHF antenna masts, including calculations and a description of 

the methodology used in the demonstrations. 


Section 11.4.2 of the SOW GEP Performance Requirements 

The Bidder shall provide detailed descriptions and demonstrations 

of the performance requirements associated with the provision of 

RF coaxial cables, including calculations and a description of the 

methodology used in the demonstrations. 


D-17

IFB (ENTER PROJECT TITLE HERE) BIDDING SHEETS 

Contract Bidding Documentation 

ANNEX 1 to General Provisions - Bidding Sheets 

IFB CO-13514-AMN12 

The tabs contained in this workbook are the Basis of Estimate (BOE) for the proposal. 

Note: Two versions of these tabs are completed for the bid. One version without prices for the technical proposal and one priced version that corresponds to the pricing sheets 

Legend 

Summary Bidders Input Cells 

Description 

Headings / Background 

Bidder Input Cell 

To be Completed By NCIA Contracting 

Background / Information Only 

TOTAL MANDAYS 

TOTAL NUMBER OF TRIPS (TRAVEL) 

UNIT PRICE 

TOTAL PRICE 

Provide the total number of Man Days Priced in this CLIN or SUBCLIN 

Provide the number of trips included priced in this CLIN or Sub CLIN 

Provide the unit price for the item in your selected currency 

Provide the total price of all items in your selected currency 

Note: Two versions of these tabs are completed for the bid as per Book 1 Section 3. One version with level of effort and no pricing for the technical proposal (Module 3) and one priced version that corresponds 

to the pricing summary sheets in this workbook found in Module 2 - Price Quotation. 

2_IFB_CO_13514-AMN12 Bidding Sheets 1 COVER

CLIN Bidding Sheets Instructions 

INTRODUCTION 

All bidders are required to submit pricing details to demonstrate the Purchaser's Pricing Principles are being applied as part of their bids (in the absence of a pre-approved National Format). All data completed in these sheets shall be complete, 

verifiable and factual and include the required details. Any exclusions may render your bid as non compliant thus removing yourself from the bidding process. 

Input cells are colour coded YELLOW. Modify other cells as required and in accordance with the instructions below. 

Please use the CLIN PRICING sheets to provide the required pricing details FOR EACH CLIN. However replicate sheets as required. Please see Bidding Instructions for further details. 

FORM INPUTS 

PRICING SUMMARY ASSUMPTIONS 

Calendar Year: 

Economic Conditions (EC) of values: 

Currency: 

Quantity 

Unit Cost 

Total Estimated Cost 

Reference: 

Select Year 1 of the spread profile from the drop down list. 

Select the year that reflects the prices from the drop down list. 

Select currency of input values from drop down list. 

Enter quantities of proposed item(s) in the time profiling inputs to the right. If the labour rates change after Year 1 ,insert additional lines to reflect the new rates and insert hours in the 

appropriate year. 

Enter the unit cost of the proposed item(s). 

This is a calculated value (Quantity x Unit Price) and should not be altered. 

Provide necessary reference and narrative guidance to enable independent verification for reasonableness and applicability to certified pricing guidelines. 

CATEGORY DESCRIPTION APPLICATION 

1. DIRECT MATERIAL 

A. PURCHASED PARTS 

B. SUBCONTRACTED ITEMS 

C. OTHER 

2. MATERIAL OVERHEAD (OH) 

A. OH Rate (%) X TOTAL DIRECT MATERIAL 

B. [Expand as needed] 

3. DIRECT LABOUR 

4. LABOUR OVERHEAD 

A. OH Rate (%) X TOTAL DIRECT LABOUR 


5. SUBCONTRACT LABOUR 

6. SUBCONTRACT OVERHEAD 

A. OH Rate (%) X TOTAL SUBCONTRACT LABOUR 


7. SPECIAL EQUIPMENT 

8. TRAVEL 

9. OTHER DIRECT COSTS 

10. GENERAL & ADMINISTRATIVE (G&A) 

A. Rate in % X TOTAL TRAVEL 

B. Rate in % X TOTAL OTHER DIRECT COSTS 

C. [Expand as needed] 

11. TOTAL FEE / PROFIT % 

12. OTHER FACTORS 

GRAND TOTAL 

A. Purchased Equipment - Items purchased as part of the proposed solution. Please provide vendor 

quotes and/or invoices along with quantity and prices. 

B. Subcontracted Item - Items procured through sub contracts as part of the proposed solution. Please 

provide subcontractor quotes and/or invoices along with quantity and prices. 

C. Other Equipment/Materials - Items procured as part of the proposed solution. Please provide vendor 

quotes and/or invoices along with quantity and prices. 

1. Insert the Equipment Item Name(s). 

2. Provide a time phased (monthly) breakdown of quantities. 

3. Provide unit prices against each equipment item. 

4. Insert comments/descriptions/references under the 'Reference' column. 

A. This is the overhead charged to prices for material handling and/or other overhead associated with 

material costs. This may or may not apply to your prices. Provide all OH rates applied to TOTAL DIRECT 

MATERIAL calculations. 

B. If more lines are required, please insert additional lines. 

Direct labour is all effort directly expended by the bidder for the proposed solution. 

1. Insert the direct labour title(s). 

2. Provide a time phased (monthly) breakdown of labour hours. 

3. Provide hourly rates against each labour title. 


A. This is the labour overhead charged to prices for labour overheads. This may or may not apply to 

your prices. Provide all OH rates applied to TOTAL DIRECT LABOUR calculations. 


In-direct labour is all effort expended by the sub-contractor for the proposed solution. 

1. Insert the subcontract labour title(s). 

2. Provide a time phased (monthly) breakdown of labour hours. 

3. Provide hourly rates against each labour title. 


A. This is the overhead charged to prices for subcontractor handling and/or other overhead associated 

with subcontractor costs. This may or may not apply to your prices. Provide all OH rates applied to 

SUBCONTRACT LABOUR calculations. 


Special Equipment should include items that are either manufactured or procured and considered as 

developmental (non recurring) items required to validate the design. This could include unique to type 

testing equipment. For software projects, this includes any special equipment required for software 

testing purposes. Everything else is considered Direct Material. 

1. Insert the Special Equipment Item Name(s). 

2. Provide a time phased (monthly) breakdown of quantities. 

3. Provide unit prices against each equipment item. 


Includes all travel associated with the procurement and delivery of the proposed solution. 

1. Insert the Trip Name(s). 

2. Insert item trip descriptions required. 

3. Provide number of people travelling * number of trips as described above. 

4. Provide unit price per trip against each trip name. 

5. Insert comments/descriptions/references under the 'Reference' column including the location & 

reference to SOW. 

Additional direct costs directly expended by the bidder for the proposed solution that do not fit in any 

of the above categories. 

1. Insert the Other Direct Cost title(s). 

2. Provide a time phased (monthly) breakdown of unit quantities. 

3. Provide unit costs against each title. 


A. This is the overhead charged for handling travel arrangement and costs. This may or may not apply 

to your prices. Provide all OH rates applied to TRAVEL calculations. 

B. This is the overhead charged for Other Direct Costs. This may or may not apply to your prices. 

Provide all OH rates applied to OTHER DIRECT COST calculations. 

C. If more lines are required, please insert additional lines. 

Provide all FEE/PROFIT percentage applied to costs in accordance with your approved national 

accounting standards. 

Provide any OTHER FACTOR percentage applied to costs in accordance with your approved national 

accounting standards. Insert comments/descriptions/references under the 'Reference' column. 

The total shall feed into the SSS. 

Enter the items being purchased directly or through a subcontract: Unit price * 

Quantity (expand as needed using additional lines) 

Provide calculation of the OH rate to the base cost for MATERIALS 

(expand as needed using additional lines) 

Input the labour category and number of hours proposed in each category 


Provide calculation of the OH rate to the base cost for Labour 


Input the labour category and number of hours proposed in each category 


Provide calculation of the OH rate to the base cost for SUBCONTRACT LABOUR 


Enter the items being purchased: Unit price * Quantity 


Travel cost by category: transportation, per-diem, 


Enter the OTHER DIRECT COSTS being purchased directly or through a 

subcontract: Unit price * Quantity 


Provide calculation of the G&A rate to the base cost 


Provide application of the FEE/PROFIT to the base cost 

Provide calculation used in application of FACTORS into the price 

Total Price including direct cost, indirect cost, rates and factors as applied 

above. Please do not forget to amend the title to reflect the appropriate CLIN 

number. 

2_IFB_CO_13514-AMN12 Bidding Sheets 2 INSTRUCTIONS


RELEASABLE TO ISAF 


Book I, Bidding Instructions, Bidding Sheets 

CLIN 

Description. 

Bidder To Insert: Monetary Currency of Bid 

Ref Para 

in SOW 

Unit of 

Measure 

Qty Unit Price 

Total 

Firm Fixed Price 

Delivery / Finish date 

- weeks after EDC 

Delivery Site 

Project Activities and Project Management 0.00 

1 Project Management 0.00 

1.01 Project Management Plan 3.3 EA 1 0.00 0.00 4 weeks NCIA Brussels 

1.02 Project Highlight Reports/Project Progress Reports 3.5 LOT 1 0.00 0.00 every 2 weeks NCIA Brussels 

1.03 Project Progress Meeting Minutes 3.6.5 EA 8 0.00 0.00 every 6 weeks NCIA Brussels 

1.04 Final Survey Report 4.2 EA 1 0.00 0.00 7 weeks NCIA Brussels 

1.05 Final System Design Specification 4.3 EA 1 0.00 0.00 15 weeks NCIA Brussels 

1.06 Configuration Management Plan 8.1 EA 1 0.00 0.00 15 weeks NCIA Brussels 

1.07 Configuration Management Database (COTS database extract) 8.3 EA 1 0.00 0.00 15 weeks NCIA Brussels 

1.08 Functional Configuration Audit Report 8.6 EA 1 0.00 0.00 38 Weeks NCIA Brussels 

1.09 Physical Configuration Audit Report 8.6 EA 1 0.00 0.00 49 Weeks NCIA Brussels 

1.10 Configuration Management Report 8.5 EA 1 0.00 

0.00 every 4 weeks starting NCIA Brussels 

after 15 Weeks 

2 Activities and resulting Documents 0.00 

2.01 Final Test Plan and Procedures 9.3 EA 1 0.00 0.00 31 Weeks NCIA Brussels 

2.02 Factory Acceptance Test Report 9.3 EA 1 0.00 0.00 38 Weeks NCIA Brussels 

2.03 Fit-for-use Test Report ( CCP + CISAF 11 + CIAV + NAEW Test Reports) 4.6 / 9.4 EA 1 0.00 0.00 45 Weeks NCIA Brussels 

2.04 Security Management Implementation Plan Annex D/8.1.3 EA 1 0.00 0.00 31 Weeks NCIA Brussels 

2.05 Vulnerability Testing Annex D/7.2 EA 1 0.00 0.00 45 Weeks NCIA Brussels 

2.06 Security Risk Assessment (SRA) Annex D/8.2.1 EA 1 0.00 0.00 31 Weeks NCIA Brussels 

2.07 Security Risk Assessment (SRA) Report in MGR format Annex D/8.2.2 EA 1 0.00 0.00 31 Weeks NCIA Brussels 

2.08 SSRS Annex D/8.2.3 EA 1 0.00 0.00 31 Weeks NCIA Brussels 

2.09 Service Equipment Test Annex D/8.1.1 EA 1 0.00 0.00 31 Weeks NCIA Brussels 

2.10 Generic SecOPS Annex D/ 8.2.4 EA 1 0.00 0.00 31 Weeks NCIA Brussels 

2.11 SISRS/ISISRS technical inputs Annex D/8.2.9 EA 1 0.00 0.00 31 Weeks NCIA Brussels 

2.12 Security Test & Evaluation Plan Annex D/8.2.5 EA 1 0.00 0.00 52 Weeks NCIA Brussels 

2.13 NCSA CCP (if required) Annex D/8.1.4 EA 1 0.00 0.00 31 Weeks SHAPE 

2.14 Provisional Site Acceptance documentation 9.6 EA 1 0.00 0.00 49 Weeks NCIA Brussels 

2.15 Final Site Acceptance Documentation 9.7 EA 1 0.00 0.00 52 Weeks NCIA Brussels 

3 Installation and Migration 0.00 

3.01 Installation and basic testing of AEP Uplift 12.4 EA 1 0.00 0.00 11 Weeks SHAPE 

3.01 Installation and integration of the GEP 4.7 EA 1 0.00 0.00 45 Weeks ISAF 

4 Transportation 

4.01 Transportation AEP Uplift and Network Monitoring and IA tools to destination 12.3 1 0.00 10 Weeks CHOLET 

4.02 Transportation Contractors Staff to/from ISAF 1.2.3 LOT 1 0.00 0.00 52 Weeks ISAF 

4.03 Accomodation/Life Support of Contractors personnel in ISAF 1.2.3 LOT 1 0.00 0.00 52 Weeks ISAF 

4.04 Transportation NAEW GEP to ISAF LOT 1 0.00 0.00 46 Weeks ISAF 

5 ILS Deliverables 0.00 

5.01 Integrated Logistics Support Plan (incl. Maintenance Concept, Support Concept, Transportation Plan) 6.2, 6.3 EA 1 0.00 0.00 20 weeks NCIA Brussels 

5.02 Material Data Sheet (MDS), Initial Spare Parts List, Packing List(s), Notice of Shipment(s) 6.4, 6.5 LOT 1 0.00 0.00 see SOW NCIA Brussels 

5.03 TNA Report 6.7.2 EA 1 0.00 0.00 7 weeks NCIA Brussels 

5.04 Training Plan (POI Document II, POI Document III) 6.7.2.10, 6.7.3.9 EA 1 0.00 0.00 38 Weeks NCIA Brussels 

5.05 Training Material 6.7.3.11 EA 1 0.00 0.00 45 Weeks NCIA Brussels 

5.06 Training Evaluation Forms 6.7.4.3 EA 1 0.00 0.00 52 Weeks NCIA Brussels 



Page 3




Book I, Bidding Instructions, Bidding Sheets 

CLIN 

Description. 

Ref Para 

in SOW 

Unit of 

Measure 

Qty Unit Price 

Total 

Firm Fixed Price 

Delivery / Finish date 

- weeks after EDC 

Delivery Site 

5.07 Operating and Maintenance Manuals (incl. OEM Manuals) 4.1.5 EA 1 0.00 0.00 31 Weeks NCIA Brussels 

5.08 Known Error Database (COTS database extract) 6.3.2 EA 1 0.00 0.00 38 Weeks NCIA Brussels 

5.09 Support and Maintenance Report 6.3.2 EA 1 0.00 

0.00 every 4 weeks starting NCIA Brussels 

after 38 Weeks 

Product Documentation (incl. COTS documentation, Certificate of Conformity, COTS Warranty statement, License 

0.00 52 Weeks NCIA Brussels 

5.10 6 LOT 1 0.00 

Agreement) 

6 Training 0.00 

6.01 Training Course 6.7 LOT 1 0.00 0.00 50 Weeks 

7 Ground Entry Point / Remote Access Service 0.00 

7.01 Server Section 11 EA 1 0.00 0.00 45 Weeks ISAF 

7.02 Server Software Package Section 11 LOT 1 0.00 0.00 45 Weeks ISAF 

7.03 Server Ancillaries [Cables, Routers, Switch, Adaptor, Memory] Section 11 LOT 1 0.00 0.00 45 Weeks ISAF 

7.04 Secure Access Control Server Section 11 LOT 1 0.00 0.00 45 Weeks ISAF 

7.05 HF Radio Section 11 EA 2 0.00 0.00 45 Weeks ISAF 

7.06 HF Modem Section 11 EA 2 0.00 0.00 45 Weeks ISAF 

7.07 HF Modem Control Guard Section 11 EA 2 0.00 0.00 45 Weeks ISAF 

7.08 HF IP Radio Access Router Section 11 EA 2 0.00 0.00 45 Weeks ISAF 

7.09 Ancillaries for HF [ disks, converter, power, FOM, Terminal, Filter, Cables, Equipment Controller] Section 11 LOT 1 0.00 0.00 45 Weeks ISAF 

7.10 Mast / HF Antenna + UHF Antenna Section 11 EA 2 0.00 0.00 45 Weeks ISAF 

7.11 UHF Radio Section 11 EA 2 0.00 0.00 45 Weeks ISAF 

7.12 UHF Modem Section 11 EA 2 0.00 0.00 45 Weeks ISAF 

7.13 UHF Modem Control Guard Section 11 EA 2 0.00 0.00 45 Weeks ISAF 

7.14 UHF IP Radio Access Router Section 11 EA 2 0.00 0.00 45 Weeks ISAF 

7.15 Ancillaries for UHF [ disks, converter, power, FOM, Terminal, Filter, Cables, Equipment Controller] Section 11 LOT 1 0.00 0.00 45 Weeks ISAF 

7.16 IRIDIUM L-Band Terminal Section 11 EA 4 0.00 0.00 45 Weeks ISAF 

7.17 IRIDIUM SIM card, Subscription and Call Charges Section 11 EA 4 0.00 0.00 45 Weeks ISAF 

7.18 Antenna( IRIDIUM L-Band) Section 11 EA 4 0.00 0.00 45 Weeks ISAF 

7.19 Mast ( IRIDIUM L-Band) Section 11 EA 1 0.00 0.00 45 Weeks ISAF 

7.20 Ancillaries for IRIDIUM L-Band [ Filter, cables] Section 11 LOT 1 0.00 0.00 45 Weeks ISAF 

7.21 Equipment cases (Outdoor Enclosure) 11.1.4.5 LOT 1 0.00 0.00 45 Weeks ISAF 

7.22 Air C2 Shelter Modification ( Migration , Single Entry Panel) 11.1.7 LOT 2 0.00 0.00 45 Weeks ISAF 

8 Maintenance and Support 0.00 

8.01 Maintenance and Support until FSA 6.3.2 LOT 1 0.00 0.00 38 Weeks to 52 Weeks as defined in SOW 

8.02 Warranty for developed Software (FSA + 1 year) 6.6 LOT 1 0.00 0.00 52 weeks + 1 year as defined in SOW 

8.03 COTS Software License(s) (incl. COTS Warranty, FSA + 1 year) 6.6 LOT 1 0.00 0.00 52 weeks + 1 year as defined in SOW 

GRAND TOTAL FIRM FIXED PRICE 0.00 



Page 4

OVERALL CLINs SUMMARY 

CLIN Summary Sheet 

Currency 

(please select from drop down list) 

Select Currency 

Calendar Year (Year 1): 

Select Year 

DETAILED DESCRIPTION OF COST ELEMENTS 



A. PURCHASED EQUIPMENT 

QUANTITY UNIT COST TOTAL COST REFERENCE 

Select Year 

Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7 Month 8 Month 9 Month 10 Month 11 Month 12 

Purchased Equipment Item Name Item description here 0 0.00 


B. SUBCONTRACTED EQUIPMENT/MATERIALS 

Subcontracted Equipment/Material 

Name 


Name 

C. OTHER 

Item description here 0 0.00 


Other Equipment/Material Name Item description here 0 0.00 


1. TOTAL DIRECT MATERIAL 

0.00 0 0 0 0 0 0 0 0 0 0 0 0 

OH RATE (%) TOTAL COST REFERENCE 




HOURS RATE/HOUR TOTAL COST REFERENCE 

Select Year 



Labour Category Name 0 0.00 




3. TOTAL DIRECT LABOUR 

0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 

5. SUBCONTRACT LABOUR Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7 Month 8 Month 9 Month 10 Month 11 Month 12 





5. TOTAL SUBCONTRACT LABOUR 

0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 


6. SUBCONTRACT LABOUR OVERHEAD 




Select Year 



Special Equipment Item Name Item description here 0 0.00 


7. TOTAL SPECIAL EQUIPMENT 

0.00 0 0 0 0 0 0 0 0 0 0 0 0 


8. TRAVEL 

Number of people * 

Number of trips 

Trip Name Item description here 0.00 


8. TOTAL TRAVEL 

0.00 


Select Year 



Other Direct Cost Item description here 0 0.00 


9. TOTAL OTHER DIRECT COST 

0.00 0 0 0 0 0 0 0 0 0 0 0 0 

RATE (%) TOTAL COST REFERENCE 



B. Rate in % X TOTAL OTHER DIRECT LABOUR 



A. Total Fee / Profit 


A. [Expand as needed] 

GRAND TOTAL (CLIN 1-8) 

30/07/2012 Page 5 of 13

CLIN 1 

CLIN Price Breakdown 

Currency 




Select Year 






Select Year 






Name 


Name 

C. OTHER 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 








0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 







0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 


8. TRAVEL 






0.00 


Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 










GRAND TOTAL (CLIN 1) 

30/07/2012 Page 6 of 13

CLIN 2 


Currency 




Select Year 






Select Year 






Name 


Name 

C. OTHER 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 








0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 







0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 


8. TRAVEL 






0.00 


Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 











30/07/2012 Page 7 of 13

CLIN 3 


Currency 




Select Year 






Select Year 






Name 


Name 

C. OTHER 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 








0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 







0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 


8. TRAVEL 






0.00 


Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 











30/07/2012 Page 8 of 13

CLIN 4 


Currency 




Select Year 






Select Year 






Name 


Name 

C. OTHER 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 








0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 







0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 


8. TRAVEL 






0.00 


Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 











30/07/2012 Page 9 of 13

CLIN 5 


Currency 




Select Year 






Select Year 






Name 


Name 

C. OTHER 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 








0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 







0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 


8. TRAVEL 






0.00 


Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 











30/07/2012 Page 10 of 13

CLIN 6 


Currency 




Select Year 






Select Year 






Name 


Name 

C. OTHER 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 








0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 







0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 


8. TRAVEL 






0.00 


Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 











30/07/2012 Page 11 of 13

CLIN 7 


Currency 




Select Year 






Select Year 






Name 


Name 

C. OTHER 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 








0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 







0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 


8. TRAVEL 






0.00 


Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 











30/07/2012 Page 12 of 13

CLIN 8 


Currency 




Select Year 






Select Year 






Name 


Name 

C. OTHER 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 








0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 







0 0.00 0 0 0 0 0 0 0 0 0 0 0 0 






Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 


8. TRAVEL 






0.00 


Select Year 






0.00 0 0 0 0 0 0 0 0 0 0 0 0 











30/07/2012 Page 13 of 13


CO-13514-AMN12 


NATO Authorisation Serial No AC/4-DS(2011) 0030 

Project Serial Number 2012/5VA30597-0 

BOOK II 

Prospective Contract 

Book II, Page 1 

N A T O U N C L A S S I F I E D


NCIA CONTRACT 

1. Original Number __ of 2. IMIS No : Page 1 of 

3. Contract Number: CO-13514-AMN12 4. Effective date: 

5. Contractor: 6. Purchaser: NCIO represented by: 

The General Manager 

NCI Agency 


B-1110 Bruxelles 

Tel: +32(0)2 707 83.35 

Fax: +32(0)2 707 87.70 

7. CONTRACT SCOPE: 

8. TOTAL AMOUNT OF CONTRACT : CURRENCY XXXX 

9. PERIOD OF PERFORMANCE 10. LOCATION OF WORK 

11. CONTRACT 

12. Signature of Contractor 13. Signature of Purchaser 

14. Name and Title of Signer 15. Name and Title of Signer 

16. Date signed by the Contractor 17. Date signed by the Purchaser 




TABLE OF CONTENTS 

Book II, The Prospective Contract 

PART I - CONTRACT SCHEDULES ....................................................................... 

PART II - SPECIAL CONTRACT PROVISIONS .................................................. 

PART III – NC3O GENERAL CONTRACT PROVISIONS.................................. 

PART IV – STATEMENT OF WORK ................................................................... 




CO-13514-AMN12 


PART I - CONTRACT SCHEDULES 

(This Section is the same as the bidding sheets and will be incorporated as the 

SSS from the bidding sheets submitted by the successful Bidder) 





BOOK II-PART II 

CONTRACT SPECIAL PROVISIONS 

NATO UNCLASSIFIED


INDEX OF CLAUSES 


Book II, Part II – Contract Special Provisions 

1. ALTERATIONS, MODIFICATIONS, AND DELETIONS OF THE NCIA CONTRACT GENERAL 

PROVISIONS ................................................................................................................................... 1 

2. TYPE OF CONTRACT ..................................................................................................................... 2 

3. SCOPE OF WORK TO PROVIDE ISAF DEPLOYABLE KITS ....................................................... 2 

4. DURATION OF CONTRACT………………………………………………………………………………2 

5. PARTICIPATING COUNTRIES ....................................................................................................... 2 

6. CONTRACT PRICE .......................................................................................................................... 3 

7. TRAVEL & PER DIEM ..................................................................................................................... 4 

8. PRICING OF CHANGES, MODIFICATIONS, FOLLOW-ON CONTRACTS AND CLAIMS ........... 4 

9. PAYMENTS AND INVOICES ........................................................................................................... 4 

10. OPTION ............................................................................................................................................ 6 

11. TRANSPORTATION OF EQUIPMENT ............................................................................................ 6 

12. SHIPMENT ....................................................................................................................................... 6 

13. SECURITY ........................................................................................................................................ 7 

14. LIQUIDATED DAMAGES ................................................................................................................ 8 

15. INTELLECTUAL PROPERTY RIGHT, INDEMNITY AND ROYALTIES ......................................... 9 

16. SUPPLEMENTAL AGREEMENT(S), DOCUMENTS AND PERMISSIONS ...............................10 

17. RIGHTS IN TECHNICAL DATA .....................................................................................................11 

18. CLAIMS ..........................................................................................................................................11 

19. INSURANCES ................................................................................................................................11 

20. CARE AND DILIGENCE OF PROPERTY - RISK OF LOSS ........................................................11 

21. REGULATIONS ..............................................................................................................................12 

22. INDEPENDENT CONTRACTOR ...................................................................................................12 

23. PERFORMANCE GUARANTEE ....................................................................................................13 

24. NON DISCLOSURE AGREEMENT ...............................................................................................17 

25. KEY PERSONNEL .........................................................................................................................17 

26. RESPONSIBILITY OF THE CONTRACTOR TO INFORM EMPLOYEES OF WORK 

ENVIRONMENT .............................................................................................................................19 

27. MESSING, LODGING, WATER AND LAUNDRY SERVICES. .....................................................22 

28. PURCHASER DELAY OF WORK .................................................................................................23 

29. USE AND POSSESSION PRIOR TO ACCEPTANCE ..................................................................24 

30. COMPREHENSION OF CONTRACT AND SPECIFICATIONS………………………………… .19 

31. TECHNICAL DIRECTION ..............................................................................................................20 

32. CONTRACT ADMINISTRATION ...................................................................................................25 

33. CONTRACTOR COTS RESPONSIBILITY…………………………………………………………21 

NATO UNCLASSIFIED




34. INDEMNITY ...................................................................................................................... 22 

35. WARRANTY………………………………………………………………………………………………....23 

36. PURCHASER USE OF THIRD PARTIES…………………………………..……………………………27 

37. POINTS OF CONTACT ...................................................................................................................27 

ANNEX A: DECLARATION.................................................................................................................A1 

NATO UNCLASSIFIED



Part II – Contract Special Provisions 

1. ALTERATIONS, MODIFICATIONS, AND DELETIONS OF THE 

NCIA CONTRACT GENERAL PROVISIONS 

a. Article 7- Firm Fixed Price Contract of the General Provisions is 

supplemented by Special Provisions Article 6, Contract Price. 

b. Article 8, Performance Guarantee of the General Provisions is supplemented 

by Special Provisions Article 23, Performance Guarantee. 

c. Article 9, Participating Countries of the General Provisions is supplemented 

by Special Provisions Article 5, Participating Countries. 

d. Article 11, Security of the General Provisions is supplemented by Special 

Provisions Article 13, Security. 

e. Article 18, Claims of the General Provisions is supplemented by Special 

Provisions Article 18, Claims. 

f. Article 19, Pricing of Changes, Modifications, Claims, is supplemented by 

Special Provisions Article 8 Changes, Modifications, Follow-on Contracts and 

Claims. 

g. Article 23, Use and Possession Prior To Acceptance of the General 

Provisions is supplemented by Special Provisions Article 29, Use and 

Possession Prior to Acceptance. 

h. Article 25, Invoices and Payment of the General Provisions is supplemented 

by Special Provisions Article 9, Invoices and Payments 

i. Article 29, Patent and Copyright Indemnity of the General Provisions is 

supplemented by Special Provisions Article 15, Intellectual Property Right, 

Indemnity and Royalties. 

j. Article 30, Intellectual Property of the General Provisions is supplemented by 

Special Provisions Article 15, Intellectual Property Right, Indemnity and 

Royalties. 

k. Article 35, Purchaser Delay Of Work of the General Provisions is 

supplemented by Special Provisions Article 28, Purchaser Delay of Work. 

l. Article 37, Liquidated Damages of the General Provisions is supplemented by 

Special Provisions Article 14, Liquidated Damages. 


P a g e 1 of 26




2. TYPE OF CONTRACT 

This is a Firm Fixed Price Contract. 

3. SCOPE OF WORK TO PROVIDE ISAF DEPLOYABLE KITS 

3.1 The Contractor shall deliver and install the items specified in Part I the 

Schedule of Supplies and Services (SSS) attached in accordance with Part III - 

Statement of Work (SOW) and for the firm fixed prices stated in this Contract. 

4. DURATION OF CONTRACT 

4.1 It is the Purchaser‟s intention that the present Contract covers the totality of 

the requirements as covered by the Schedule of Supplies and Services and the 

Statement of Work with the exception of the Options (if any), unless those 

options are formally exercised and funded in accordance with the prescriptions 

of Article 10, “Option”. 

4.2 The work under the Contract shall commence on effective date of Contract 

shown on the signature page and be completed in accordance with the 

Schedule of Supplies and Services and Statement of Work. 

5. PARTICIPATING COUNTRIES 

5.1 The following NATO member nations have agreed to fund this acquisition 

effort: (in alphabetical order): ALBANIA, BELGIUM, BULGARIA, CANADA, 

CROATIA, THE CZECH REPUBLIC, DENMARK, ESTONIA, FRANCE, 

GERMANY, GREECE, HUNGARY, ICELAND, ITALY, LATVIA, LITHUANIA, 

LUXEMBOURG, THE NETHERLANDS, NORWAY, POLAND, PORTUGAL, 

ROMANIA, SLOVENIA, SLOVAKIA, SPAIN, TURKEY, THE UNITED KINGDOM 

and THE UNITED STATES. 

5.2 The Contractor may issue sub-contracts to firms and purchase from 

qualified vendors in any NATO member nation. None of the work, including 

project design, labour and services, shall be performed other than by firms from 

and within participating countries and Afghanistan, as per NATO policy. 

5.3 The Contractor shall notify in writing to the Purchaser immediately upon 

being informed of any change in the nationality of its Sub-contractor(s) which 

would prevent the Contractor from further complying with Clause 4.2 above. Upon 

receipt of this information from the Contractor, the Purchaser may, within three 

months from this notification, require the Contractor to find an alternate 

subcontractor, complying with the requirements set out in Clause 5.2 above. 


P a g e 2 of 29




5.4 Unless authorized by NATO Policy, no material or items of equipment 

down to and including identifiable sub-assemblies delivered under this Contract 

shall be manufactured or assembled by a firm other than from and within a 

participating country. 

5.5 The intellectual property rights to all designed documentation and system 

operating software shall reside in NATO member countries, and no license fee, or 

royalty charges shall be paid by the Contractor to firms, individuals or 

governments other than within the NATO member community. 

6. CONTRACT PRICE 

6.1 Firm Fixed Price: 

6.1.1 Firm Fixed Prices are established for the items specified in Part I - 

Schedule of Supplies and Services (SSS). The Fixed Prices include all expenses. 

The Purchaser assumes no liability for cost incurred by the Contractor in excess 

of the stated Fixed Prices except as provided under other provisions of this 

Contract. 

6.2 Option Price: 

6.2.1 The prices provided by the Contractor for the Options Tables in SSS shall 

be held firm and fixed for the period of performance of the contract as defined in 

Article 4 above. 

6.1.2 If these Options are exercised, delivery of the added items shall be to the 

destination specified in the SSS. If the Purchaser specifies a destination that is 

not part of the SSS, the Parties will agree to an equitable adjustment as may be 

required to reflect any additional costs incurred by the Contractor in making such 

delivery. 


P a g e 3 of 29

7. TRAVEL & PER DIEM 




7.1 All travel and per diem costs are included in the Firm Fixed Prices, 

together with cost of lodging and subsistence costs for all individuals. 

8. PRICING OF CHANGES, MODIFICATIONS, FOLLOW-ON CONTRACTS 

AND CLAIMS 

8.1 The Purchaser may at any time, by written order designated or indicated to 

be a change order, and without notice to the sureties, if any, make changes within 

the scope of any Contract or Task Order, in accordance with Clause 16 – 

“Changes” of the Contract General Provisions. 

8.2 Changes, modifications, follow-on contracts of any nature, and claims shall 

be priced in accordance with Clause 19 – “Pricing of Changes, Amendments and 

Claims” of the Contract General Provisions, and with the "Purchaser's Pricing 

Principles" as set out in the Annex to the Contract General Provisions. 

8.3 Except otherwise provided for in this contract, prices quoted for the abovementioned 

changes, modifications, etc shall have a minimum validity period of six 

(6) months from submission. 

8.4 The pricing information contained in the cost breakdown sheets submitted 

with the Bidding sheets, as part of the Contractor‟s proposal, and especially the 

forward labour rates provided, will constitute the basis for any future negotiations 

related to possible future amendments to this Contract. 

9. INVOICES AND PAYMENTS 

9.1 Invoices in respect of any service and/or deliverable shall be prepared and 

submitted as specified hereafter and shall contain: Contract number (CO-13514- 

AMN12), Contract Amendment number (if any), PO Number [TBD], the 

identification of the performance rendered in terms of Contract Line Item Number 

(CLIN). The invoice shall also contain the extended totals minus previously 

invoiced amounts (if any) exclusive of taxes and duties for which relief is available 

as stated in Article “Taxes and Duties” of the Contract General Provisions. 

9.2 Any invoices associated with the Contract shall be sent in the form of one 

ORIGINAL to the following address: 

NCIA 

Financial Management Resource Centre (FMRC) 


1110 Brussels, Belgium 

9.3 Each invoice shall contain the following certificate: 


P a g e 4 of 29




“I certify that the above invoice is true and correct, that the delivery of the abovedescribed 

items has been duly effected and/or that the above-mentioned services 

have been rendered and the payment therefore has not been received. The 

invoice amount is exclusive of VAT and exclusive of all Taxes and Duties as 

stipulated in Article “Taxes and Duties” of Contract General Provisions”. 

9.4 The certificate mentioned above shall be signed by a duly authorised 

company official on the designated original. Payment of the Services and 

Deliverables shall be made in the currency stated in Part 1, Schedule of Supplies 

and Services. 

9.5 The Contractor shall be entitled to submit invoices, no more than one invoice 

per month. Subject to the above, payment for the items under this Contract with the 

exception of the option items specified below shall be made in accordance with the 

following payments schedule 

 

 

 

 

 

10% at Purchaser acceptance of the Project Management Plan 

25% at Purchaser acceptance of the System Design Documentation 

25% at Purchaser approval of the Fit-For Use Test Report 

30% at Purchaser acceptance of the Provisional Site Acceptance 

documentation 

10% at Purchaser granting the Final Site Acceptance 

9.6 Invoice shall correspond to the successful completion of a Milestone, and 

shall contain the required documented evidence of the successful completion of 

each CLIN of that Milestone, including all required testing and acceptance 

documents for all the CLINs of that milestone. 

9.7 Payment schedule milestones are conditioned to the completion of all CLINs 

in the SSS with a scheduled delivery date which falls before the respective 

milestone. 

9.8 All payments, for the invoices specified above, shall be made to the 

Contractor's financial institution as indicated on the invoice within 45 calendar 

days after receipt by NCIA of the properly supported and certified invoices 

submitted after acceptance in writing by the Purchaser. Payments shall be 

deemed made when the cheque or bank transfer order is made by the Purchaser. 

9.9 The term of the contract may not be exceeded without prior approval of the 

Purchaser. In no case will the Purchaser make payment above the total of the 

corresponding CLIN. 

9.10 No payment shall be made with respect to undelivered supplies, tasks or 

services not performed. 


P a g e 5 of 29




9.11 The Purchaser shall not bear any liability related to financial guarantees 

which the Contractor is required to provide under this Contract. 

9.12 Payments for services and deliverables shall be made in the currency stated 

by the Contractor for the relevant Contract Line Item. 

9.13 The Purchaser is released from paying interest on invoices resulting from 

any reason whatsoever. 

10. OPTION 

10.1 The Purchaser shall have the right to exercise the Option CLINs identified in 

the Schedule of Supplies and Services (SSS) at any time prior to the end of the 

warranty period. 

10.2 The Contractor understands that there is no obligation under this Contract for 

NCIA to exercise any of the optional line items and that NCIA bears no liability 

should it decide not to exercise the options (totally or partially). Further, NCIA 

reserves the right to order another Contractor (or the same), to perform the 

tasks described in the optional line items of the current Contract through a new 

Contract with other conditions. 

10.3 The Purchaser reserves the right to increase quantity of any of the contract 

CLINs and procure additional items at the same price as provided for this CLIN. 

If the Purchaser decides to do so, he shall inform the Contractor not later than 1 

month before the Final System Acceptance. 

11. TRANSPORTATION OF EQUIPMENT 

11.1 All supplies covered under this Contract, including items shipped under 

warranty for repair or otherwise, shall be transported to and from all destinations 

at the responsibility of the Contractor. The Purchaser shall not be liable for any 

storage, damage, accessorial or any other charges involved in such transporting 

of supplies. 

12. SHIPMENT 

12.1 The Point of Contact (POC) for all shipment instructions and shipments 

request is: 

Mr Jackie Robinson 




Belgium 


P a g e 6 of 29




Tel: +32 (0)2 707 8498 

Fax: +32 (0)2 707 8770 

E-mail: jackie.robinson@NCIA.nato.int 

12.2 All equipment and documentation required shall be delivered to 

KAIA, Depot 26, ISAF HQ, Kabul, Afghanistan. 

12.3 All consignments/packages shall be clearly marked with the following 

information: 

Contract Number: 

Contract Title: 

Project Number: 

CO-13514-AMN12 

Provision for Remote Access and Networking 

Monitoring Services 

Serial 2012/5VA30597-0 

12.4 All consignments must bear an „End User‟ identifier, consignments which 

do not bear such a marking or consignments marked for split „End Users‟ will be 

returned to the Contractor and or his agent. The Contractor shall be responsible 

for any additional cost(s) incurred by the Purchaser in respect of such 

consignments. 

13. SECURITY 

13.1 The Contractor is responsible, in accordance with NATO and National 

Security regulations, for the proper handling, storage and control of any classified 

documents and information as may be furnished to the Contractor in relation to 

the performance of the present Contract. 

13.2 The security classification of this Contract is “NATO UNCLASSIFIED” when 

separated from RESTRICTED Annexes. 

13.3 Contractor's personnel visiting or working at Purchaser‟s facilities in 

connection with this Contract shall hold a confirmed NATO SECRET security 

clearance valid for the duration of the Contract at the Effective Date of Contract 

(EDC). This requirement applies to all sub-Contracts issued by the Contractor for 

the effort under this prime Contract. 

13.4 It is the responsibility of the Contractor to ensure that his personnel obtain 

the required security clearances and transmit this information to the sites to be 

visited in adequate time that the site may perform the appropriate administration. 


P a g e 7 of 29




13.5 The Contractor is advised that the personnel security process may be 

lengthy. The Purchaser bears no responsibility for the failure of the Contractor to 

secure the required clearances for its personnel within the necessary time. 

13.6 The Contractor bears full responsibility and liability under the Contract for 

delays arising from the failure of the Contractor to adhere to the security 

requirements. 

13.7 If during the performance of the Contract, Contractor's personnel need to be 

escorted because of non-availability of the security clearance required by the 

Site, the Contractor shall pay to the Purchaser a compensatory fee of 500 Euro 

per day of escort that may be deducted by the Purchaser univocally and at its 

sole discretion from any invoice submitted and relevant to the performance under 

this Contract. 

13.8 All NATO CLASSIFIED material entrusted to the Contractor shall be 

handled and safeguarded in accordance applicable security regulations. 

13.9 In the absence of valid security clearances for the Contractor's personnel 

during the performance of the Contract, the Purchaser reserves the right to 

terminate the Contract for “Default” as per the “Termination for Default” Article of 

the Contract General Provisions. 

14. LIQUIDATED DAMAGES 

14.1 If the Contractor fails to: 

14.1.1 successfully meet the required performance dates as defined in the 

Schedule of Supplies and Services, or any extension thereof, or 

14.1.2 deliver and obtain acceptance of the Deliverables or to acceptably perform 

the 

services as specified in the Schedule of Supplies and Services to this Contract, 

the actual damage to the Purchaser for the delay will be difficult or impossible to 

determine. Therefore, in lieu of actual damages the Contractor shall pay to the 

Purchaser, for each day of delinquency in achieving the requirements of 14.1.1 

and 14.1.2, fixed and agreed liquidated damages of 0.5% (one half of one per 

cent) per day of the total payment amount for each Payment Event as scheduled 

in the Article 9, Payments and Invoices. 

14.2 In addition, the Purchaser may terminate this Contract as provided in the 

Article 


P a g e 8 of 29




entitled "Termination for Default” of the Contract General Provisions. In the event 

of such a termination, the Contractor shall be liable for Liquidated Damages 

accruing to the date of termination, as well as the excess costs provided in 

paragraph 2 of the Article. 

14.3 The Contractor shall not be charged with liquidated damages when the delay 

arises out of causes beyond the control and without the fault or negligence of 

the Contractor as defined in the Article entitled ”Termination for Default" of the 

Contract General Provisions. In such event, subject to the provisions of the 

“Disputes” Article of the Contract General Provisions, the Purchaser shall 

ascertain the facts and extent of the delay and shall extend the time for 

performance of the Contract when in his judgement the findings of fact justify an 

extension. 

14.4 Liquidated damages shall be payable to the Purchaser from the first day of 

delinquency and shall accrue at the rate specified to a maximum of 10% of the 

total payment amount for each Payment Event as scheduled in Article 9, 

Payments and Invoices. The aggregate sum of liquidated damages which may 

be applied for the total Contract will not exceed 10% of the value of the total 

Contract. These liquidated damages shall accrue automatically and without any 

further notice being required. Application of liquidated damages for any exercised 

Contract Options will be as specified in the written amendment to the Contract 

exercising the Option. 

14.5 The amount of Liquidated Damages due by the Contractor shall be 

recovered by the Purchaser in the following order of priority: 

a. By deducting such damages from the amounts due to the Contractor against 

the Contractor's invoices. 

b. By proceeding against any surety or deducting from the Performance 

Guarantee 

c. By reclaiming such damages through appropriate legal remedies. 

15. INTELLECTUAL PROPERTY RIGHT, INDEMNITY AND 

ROYALTIES 

15.1 The Contractor shall assume all liability and indemnify the Purchaser, its 

officers, agents and employees against liability, including costs for the 

infringement of any patents or copyright in force in any countries arising out of the 

manufacture, services performed or delivery of supplies, or out of the use or 

disposal by or for the account of the Purchaser of such supplies. The Contractor 


P a g e 9 of 29




shall be responsible for obtaining any patent or copyright licences necessary for 

the performance of this Contract and for making all other arrangements required 

to indemnify the Purchaser from any liability for patent or copyright infringement in 

said countries. 

15.2 The Contractor shall exclude from his prices any royalty pertaining to 

patents which in accordance with agreements reached between NATO countries 

may be utilised free of charge by member nations of NATO and by NATO 

organisations. 

15.3 The Contractor shall report in writing to the Purchaser during the 

performance of this Contract: 

a. The royalties excluded from his price for patent utilised under the 

agreements mentioned in the paragraph above. 

b. The amount of royalties paid or to be paid by the Contractor directly 

to others in performance of this Contract. 

16. SUPPLEMENTAL AGREEMENT(S), DOCUMENTS AND 

PERMISSIONS 

16.1 The Contractor has submitted all relevant draft supplemental 

agreement(s), documents and permissions prior to contract award, the 

execution of which by the Purchaser is/are required by national law or 

regulation. If any supplemental agreements, documents and permissions are 

introduced after contract award, and it is determined that the Contractor failed to 

disclose the requirement for the execution of such agreement from the 

Purchaser prior to contract signature, the Purchaser may terminate this contract 

for Default, in accordance with Book II, Part III – NCIO General Provisions. 

16.2 Supplemental agreement(s), documents and permissions, the 

execution of which by the Purchaser is/are required by national law or regulation 

and that have been identified by the Contractor prior to the signature of this 

contract, but have not yet been finalised and issued by the appropriate 

governmental authority, are subject to review by the Purchaser. If such 

supplemental agreement(s), documents and permissions are contrary to 

cardinal conditions of the signed contract between the Parties, and the Parties 

and the appropriate governmental authority can not reach a mutual satisfactory 

resolution of the contradictions, the Purchaser reserves the right to terminate 

this contract and the Parties agree that in such case the Parties mutually release 

each other from claim for damages and costs of any kind, and any payments 

received by the Contractor from the Purchaser will be refunded to the Purchaser 

by the Contractor. 


P a g e 10 of 29


17. RIGHTS IN TECHNICAL DATA 



17.1 The Contractor hereby grants the Purchaser the unrestricted rights without 

further payment to use duplicate or disclose, in whole or in part, any technical 

data, resulting directly from the performance of this Contract. For the purpose of 

this clause, “technical data” is defined to mean all recorded information of a 

technical nature to support, maintain or operate the services being purchased 

under this Contract. It is to include, but is not limited to, technical literature such 

as text in manuals, drawings, design documents, equipment instructions, 

illustrations, schematics or wiring diagrams, test procedures, parts lists, computer 

software etc. 

17.2 For computer software, subject to the application of a site license or any 

other form of restricted rights, the Purchaser shall have the rights to duplicate the 

computer software for back-up storage or all other similar operational 

requirements to permit the system equipment recovery in case of fire, flood or any 

other major system breakdown. 

17.3 As used in the above paragraph, “computer software” means a series of 

instructions or statements in a form acceptable to the computer designed to 

cause the computer to execute an operation or instructions. Computer software 

includes operating systems, assemblers, compilers, interpreters, data 

management systems, utility programmes and ADP equipment maintenance and 

diagnostic programmes, as well as applications programmes. Computer 

programmes may either be machine-dependent and may be general purpose in 

nature or designed to satisfy the requirements of a particular user. 

18. CLAIMS 

18.1 The decision rendered by the Authority on any Claim submitted in 

accordance of Clause 18 of General Provisions shall be final, without prejudice 

to the Purchaser‟s rights under Clauses 41 (Disputes) and 42 of the General 

Provisions (Arbitration). 

19. INSURANCES 

19.1 The Contractor is responsible for providing the necessary insurance for his 

personnel and equipment as needed in the area of operations and for 

performing the contract 

20. CARE AND DILIGENCE OF PROPERTY - RISK OF LOSS 

20.1 The Contractor shall use reasonable care to avoid damaging building, 

equipment, and vegetation (such as trees, shrub and grass) on the work site. 


P a g e 11 of 29




20.2 If the Contractor damages any such building or equipment, he shall repair 

the damage as directed by the Purchaser and at no expenses to the Purchaser. 

If he fails or refuses to make such repair or replacement, the Contractor shall be 

liable for the cost thereof, which may be deducted from the Contract price. 

20.3 The Purchaser shall exercise due care and diligence for Contractor's and 

Purchaser‟s equipment, tools and materials at each Node (site) supplied and/or 

used for the performance of this Contract. Notwithstanding anything to the 

contrary herein contained in this Contract, the Purchaser will not assume any 

liability for damages occurring to or occasioned by said equipment, tools and 

materials except for (i) gross negligence or wilful misconduct of the Purchaser or 

his servants, agents or subcontractors or (ii) loss due to events covered under 

Clause 24 “Force Majeure”. 

21. REGULATIONS 

21.1 The Contractor shall be responsible for obtaining permits or licences to 

comply with national codes, laws and regulations or local rules and practices of 

the country of installation with the respect of any works carried out at the 

designated installation sites stated under this Contract. 

21.2 The Contractor shall take any necessary measure to protect the life and 

health of persons working or visiting the work area occupied by him. These 

measures include compliance with the country of installation‟s safety provisions. 

21.3 In the performance of all work under this Contract, it shall be the 

Contractor's responsibility to ascertain and comply with all applicable NATO 

security regulations as implemented by the local Headquarters' security Officer. 

22. INDEPENDENT CONTRACTOR 

22.1 The Personnel provided by the Contractor are at all times employees of the 

Contractor and not the Purchaser. In no case shall Contractor personnel act on 

behalf of or as an agent for NATO or any of its bodies. In no way shall the 

Contractor personnel claim directly or indirectly to represent NATO in an official 

capacity or claim themselves to be NATO employees. 

22.2 The Purchaser shall not be responsible for securing work permits, lodging, 

leases nor tax declarations, driving permits, etc., with national or local authorities. 

Contractors personnel employed under this Contract are not eligible for any 

diplomatic privileges or for NATO employee benefits. 


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23. PERFORMANCE GUARANTEE 

23.1 As a guarantee of performance under the Contract, the Contractor shall 

deposit with the Purchaser within thirty (30) calendar days from the Effective Date 

of Contract, or the Contract Signature Date by both parties, whichever is the later, 

a bank guarantee to the value of ten per cent (10%) of the total contract price; 

23.2 The guarantee, the negotiability of which shall not elapse before the 

expiration of the warranty period, or such other period as may be specified in the 

Contract, shall be made payable to the Purchaser and may be in the form of 

certified cheques or a Standby Letter of Credit subject to the agreement of the 

Purchaser. In the case of a Standby Letter of Credit, payment shall be made to 

the Purchaser without question and upon first demand by the Purchaser against a 

certificate from the Purchaser's Contracting Authority that the Contractor has not 

fulfilled its obligations under the Contract. The Contractor shall have no right to 

enjoin or delay such payment. 

23.3 Certified Cheques issued to fulfil the requirements of the Performance 

Guarantee will be cashed by the Purchaser upon receipt and held in the 

Purchaser's account until the term of the Guarantee has expired. 

23.4 The standby letter of credit shall be subject to Belgian Law and financial 

practices and shall be issued by a Belgian bank or a Belgian affiliate of a non- 

Belgian bank licensed to operate in Belgium, unless otherwise specified by the 

Purchaser. 

23.5 The Contractor shall request in writing relief from the performance 

guarantee upon expiration of the warranty period or such other period as may be 

specified in the Contract and such relief will be granted by the Purchaser. 

23.6 The Contractor shall be responsible, as a result of duly authorised 

adjustments in the total contract price and/or period of performance by the 

Purchaser, for obtaining a commensurate extension and increase in the 

performance guarantee, the value of which shall not be less than ten per cent 

(10%) of the total contract price (including all amendments), and for depositing 

such guarantee with the Purchaser, within thirty (30) calendar days from the 

effective date of aforesaid duly authorised adjustment. 

23.7 The failure of the Contractor to deposit such Guarantee with the Purchaser 

within the specified time frame, or any extension thereto granted by the 

Purchaser's Contracting Authority, is a material breach of the Contract terms and 

conditions subject to the provisions of the Contract regarding Termination For 

Default. 


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23.8 The rights and remedies provided to the Purchaser under this clause are in 

addition to any other rights and remedies provided by law or under this contract. 

The certificate described in 8(b) above shall not be regarded as a Termination for 

Default and this clause is in addition to and separate from the clause of the 

Contract detailing termination for default. 

23.9 If the Contractor elects to post the Performance Guarantee by Standby 

Letter of Credit, the form of the document shall be substantially as follows: 

PERFORMANCE GUARANTEE STANDBY LETTER OF CREDIT 


Issue Date: 

Initial Expiry Date: 

Final Expiry Date: 

________________ 

_________________ 

_________________ 

Beneficiary: 

NATO CI Agency, Financial Management Office 


Belgium 

1. We hereby establish in your favour our irrevocable standby letter of 

credit number {number} by order and for the account of (NAME AND 

ADDRESS OF CONTRACTOR) in the amount of 

________________________________________. We are advised 

this undertaking represents fulfilment by (NAME OF CONTRACTOR) 

of certain performance requirements under Contract No. 

______________________ dated ____________________ between 

the NATO CI Agency (“NCIA”) and (NAME OF CONTRACTOR). 

2. We hereby engage with you that drafts drawn under and in 

compliance with the terms of this letter of credit will be duly honoured 

upon presentation of documents to us on or before the expiration date 

of this letter of credit. 

3. Funds under this letter of credit are available to you without question 

or delay against presentation of a certificate signed by the NATO CI 

Agency Contracting Officer which states, 

“(NAME OF CONTRACTOR) has not fulfilled its 

obligations under Contract No. __________ dated 

_________ between NATO CI Agency and (NAME OF 


P a g e 14 of 29




CONTRACTOR) (herein called the “Contract”), and the 

NATO CI Agency, as beneficiary, hereby draws on the 

standby letter of credit number ________ in the amount 

of $(Amount up to the maximum available under the 

LOC), such funds to be transferred to the account of 

the Beneficiary number ___________________(to be 

identified when certificate is presented).” 

Such certificate shall be accompanied by the original of this letter of 

credit. 

4. This Letter of Credit is effective the date hereof and shall expire at 

our office located at (Bank Address) on _________________. 

All demands for payment must be made prior to the expiry date. 

5. It is a condition of this letter of credit that the expiry date will be 

automatically extended without amendment for a period of one (1) year 

from the current or any successive expiry date unless at least 90 

(ninety) calendar days prior to the then current expiry date we notify 

you by registered mail and notify (NAME OF CONTRACTOR) that we 

elect not to extend this letter of credit for such additional period. 

However, under no circumstances will the expiry date extend beyond 

______________________ (“Final Expiry Date”) without amendment. 

6. We may terminate this letter of credit at any time upon 90 (ninety) 

calendar days notice furnished to both (NAME OF CONTRACTOR) 

and the NATO CI Agency by registered mail. 

7. In the event we (the issuing bank) notify you that we elect not to 

extend the expiry date in accordance with paragraph 6 above, or, at 

any time, to terminate the letter of credit, funds under this credit will be 

available to you without question or delay against presentation of a 

certificate signed by the NATO CI Agency Contracting Officer which 

states 

“The NATO CI Agency has been notified by {issuing 

bank} of its election not to automatically extend the 

expiry date of letter of credit number {number} dated 

{date} pursuant to the automatic renewal clause (or to 

terminate the letter of credit). As of the date of this 

certificate, no suitable replacement letter of credit, or 

equivalent financial guarantee has been received by 

the NATO CI Agency from, or on behalf of (NAME OF 


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CONTRACTOR). (NAME OF CONTRACTOR) has, 

therefore, not fulfilled its obligations under Contract No. 

_______________ dated _____________ between 

NATO CI Agency and (NAME OF CONTRACTOR), and 

the NATO CI Agency, as beneficiary, hereby draws on 

the standby letter of credit number ________ in the 

amount of $(Amount up to the maximum available 

under the LOC), such funds to be transferred to the 

account of the Beneficiary number 

___________________ (to be identified when 

certificate is presented).” 

Such certificate shall be accompanied by the original of this letter of 

credit and a copy of the letter from the issuing bank that it elects not to 

automatically extend the standby letter of credit, or terminating the 

letter of credit. 

8. The Beneficiary may not present the certificate described in 

paragraph 7 above until 20 (twenty) calendar days prior to a) the date 

of expiration of the letter of credit should {issuing bank} elect not to 

automatically extend the expiration date of the letter of credit, b) the 

date of termination of the letter of credit if {issuing bank} notifies the 

Beneficiary that the letter of credit is to be terminated in accordance 

with paragraph 6 above. 

9. Multiple partial drawings are allowed to the maximum value of the 

standby letter of credit. 

10. This letter of credit sets forth in full the terms of our 

undertaking, and this undertaking shall not in any way be modified, 

amended, or amplified by reference to any document, instrument, or 

agreement referred to herein (except the International Standby 

Practices (ISP 98) hereinafter defined) or in which this letter of credit is 

referred to or to which this letter of credit relates, and any such 

reference shall not be deemed to incorporate herein by reference any 

document, instrument, or agreement. 

11. This Letter of Credit is subject to The International Standby 

Practices-ISP98 (1998 Publication) International Chamber of 

Commerce Publication No.590. 


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24. NON DISCLOSURE AGREEMENT 



24.1 All Contractor and sub-Contractor personnel working at any NATO 

Organisation / Commands premises or having access to NATO classified / 

commercial-in-confidence information must certify and sign the Declaration 

attached hereto at Annex A and provide it to the NCIA Contracting officer prior to 

the commencement of any performance under this Contract. 

25. KEY PERSONNEL 

25.1 The key personnel proposed by the Contractor in his Project Management 

Plan‟ 

and that satisfy the personnel requirements laid down in the SOW are considered 

to be key to the performance of this contract and may not be replaced by the 

Contractor with substitute personnel without the prior written approval of the 

Purchaser. 

25.2 If any options are exercised, the Key Personnel provisions will apply to the 

option period from the effective date of the Contract. 

25.3 The following personnel are considered to be Key Personnel for successful 

contract 

performance and is subject to the provisions of this Article as set forth in the 

following paragraphs: 

To be Filled At Contract Award Phase and Shall Reflect Key Personnel Listed in 

Winning Technical Proposal 

a. Project Manager : 

b. Technical Lead: 

c. Test Director: 

d. Quality Assurance Manager: 

25.4 Under the terms of this Article, Key Personnel may not be voluntarily 

diverted by the Contractor to perform work outside the Contract. In cases where 

the Contractor has no control over the individual‟s non-availability (e.g., 

resignation, sickness, incapacity, etc.), the Contractor shall notify the Purchaser 

of a change of key personnel within 10 days of the date of knowledge of the 

prospective vacancy and offer a substitute with equivalent qualifications with no 

additional costs for the Purchaser. 


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25.5 Contractor personnel proposed in substitution of previously employed 

Contractor Project Manager and Deputy Project Manager shall be interviewed 

and approved by NCIA, Project Manager before substitution acceptance is 

granted in writing by the Purchaser contracting Authority. 

25.6 In the event of a substitution of any key personnel listed in paragraph 

25.5 above and prior to commencement of performance, the Contractor shall 

provide a CV for the personnel proposed. The CV shall clearly stipulate: 

 

 

Full details of professional and educational background; 

Evidence that the personnel is qualified in pertinent contract related 

areas per the SOW; 

25.7 The Contractor shall take all reasonable steps to avoid changes to Key 

Personnel assigned to this project except where changes are unavoidable or are 

of a temporary nature. Any replacement personnel shall be of a similar grade, 

standard and experience as the individual to be substituted. 

25.8 Furthermore, even after acceptance of a Contractor‟s staff member on 

the basis of is/her CV and/or interview (Project Manager and Deputy Project 

Manager), the Purchaser reserves the right to reject the Contractor‟s staff 

member, if the individual is not meeting the required level of competence. The 

Purchaser will inform the Contractor, in writing in cases where such a decision is 

taken and the Contractor shall propose and make another staff member 

available within ten working days after the written notification. The Purchaser 

shall have no obligation to justify the grounds of its decision and its acceptance 

of staff members shall in no way relieve the Contractor of his responsibility to 

achieve the contractual and technical requirements of this Contract nor imply 

any responsibility to the Purchaser. 

25.9 After acceptance in writing by the Purchaser of a substitution of staff, 

based on a CV and/or interview, paragraph 25.8 shall be applicable again, if 

necessary. 

25.10 The Purchaser may at any time require the Contractor immediately to 

cease to employ the above named Key Personnel under the present contract if, 

in the opinion of the Purchaser, his/her employment is undesirable. The 

Contractor shall replace any such employee in accordance with paragraph 25.5 

and 25.6 above. 

25.11 In those cases where, in the judgement of the Purchaser, the inability of 

the Contractor to provide a suitable replacement in accordance with the terms of 

this clause may potentially endanger the progress under the contract, the 


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Purchaser shall have the right to terminate the contract in accordance with the 

terms of the General Clause entitled “Default”. 

25.12 Any change of status or reorganisation of the Contractor‟s practice, or 

any change in the responsibility for the execution of the Contract shall be 

reported to the Purchaser immediately when the change or reorganisation is 

promulgated. 

25.13 The Contractor‟s Key Personnel required to interface directly with the 

Purchaser‟s counterparts, shall have the capability to readily communicate (oral 

and written fluency) in English and to provide, if requested official documents 

destined for distribution during the course of the Contract in English, as 

described under Annex C to the Statement of Work. 

25.14 The Purchaser may, for just cause, require the Contractor to remove 

his employee. Notice for removal will be given to the Contractor by the 

Purchaser in writing and will state the cause justifying the removal. The notice 

will either demand substitution for the individual involved and /or contain a notice 

for default and the remedies to be sought by the Purchaser. 

26. RESPONSIBILITY OF THE CONTRACTOR TO INFORM 

EMPLOYEES OF WORK ENVIRONMENT 

26.1 The Contractor shall inform his employees under this Contract of the terms 

of the Contract and the conditions of the working environment. 

26.2 Specifically, personnel shall be made aware of all risks associated with the 

performance under this Contract, the conditions of site in which the performance 

is to take place and living conditions while performing within the boundaries of the 

Contract. 

26.3 The selection of adequate personnel shall remain sole responsibility of the 

Contractor. 

27. CONTRACTOR PERFORMANCE IN OPERATIONAL AREA – 

AFGHANISTAN. 

27.1. The Contractor shall ensure all Contractors and sub-Contractors personnel are 

aware of the Travel Arrangements for personnel going into Afghanistan and the 

personnel protection requirements whilst in theatre as set out in the following 

paragraphs. 


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27.2. Coordination of travel to Afghanistan, including booking seats on commercial 

aircraft, luggage arrangements and timing shall be the Contractor‟s responsibility, the 

cost of which shall be included in the firm fixed price of this Contract. 

27.3. The Purchaser may decide on a case by case basis, to mandate military air 

transportation to/from Afghanistan through a NATO designated airfield, normally 

through Germany but alternatively through any other NATO country in Europe. If 

military air transport is provided, the Contract will be amended to include the 

corresponding Option for use of NATO Military transportation in place of the 

Commercial Flight. 

27.4. All travel of Contractor personnel to Afghanistan shall be fully coordinated with 

the Purchaser, a minimum of 3 weeks in advance. While deployed in Afghanistan all 

Contractor personnel shall hand carry the following documents: 

27.4.1. Valid NATO Security Clearance (to be arranged by the Contractor through 

their national authorities) 

27.4.2. Letter of Assignment to ISAF (to be requested from the Purchaser) 

27.4.3. NATO Travel Order (to be requested from the Purchaser) 

27.4.4. Valid Passport 

27.4.5. Valid VISA (to be arranged by the Contractor) 

27.4.6. The ISAF Military Technical Agreement (provided by the Purchaser) 

27.5. All movement in theatre will be in military provided transport provided by the 

Purchaser and in accordance with the current force protection measures specified by 

HQ ISAF, commensurate with the threat level. 

27.6. All intra theatre travel shall be arranged through the NCIA field office in Kabul, 

and approved by the local NATO POC or other authorized personnel under military 

jurisdiction. 

27.7. To facilitate the booking of personnel, the following information will be required 

in advance of transportation: 

27.7.1. Full name of the person to be employed „on-site‟ and private address 

27.7.2. Gender (for billeting purposes) 

27.7.3. Passport number and nationality 


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27.7.4. Emergency contact information (full name, telephone number, address) 

27.7.5. Blood Type 

27.8. Availability of military transport can be limited depending on operational 

priorities. The Contractor shall be responsible for flexible re-tasking of personnel in 

case transport to specific locations is not available. 

27.9. All Purchaser caused travel delays shall be reported back to the field office not 

later than 5 days after occurrence, and include: 

27.9.1. date and location when the delay occurred 

27.9.2. type of transport which was delayed 

27.9.3. reason for the delay 

27.9.4. Contractor staff involved 

27.9.5. alternative travel routes or activities to be performed which were investigated 

27.9.6. alternative activities actually performed 

27.10. A travel delay is defined as a delay of more than 24 hours on the planned 

travel itinerary. 

27.11. The Contractor shall make all attempts to provide the minimum number of 

personnel in theatre that is required to perform their required tasks. 

27.12. The Contractor shall be responsible for ensuring that the Contractor‟s 

personnel, including sub-Contractors personnel, are suitably briefed, protected, 

insured, and medically fit to work under this contract in line with the ISAF Security 

Standard Operation Procedures (SOP). As a minimum, the following must be 

accomplished: 

27.12.1. All „on-site‟ personnel shall be in possession of ballistic flak jackets/body 

armour and helmets. 

27.12.2. All „on-site‟ personnel shall have adequate medical and indemnity 

insurance. 

26.12.3. All „on-site‟ personnel shall have completed all national medical formalities 

required 

by the nation of which they are a citizen prior to departure and hold current medical 

certificates. 


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27.12.4. For reasons of safety, security, communications and access all Contractor 

personnel shall attend the security briefing provided in theatre upon arrival. 

27.13. The Contractor shall be prohibited from carrying weapons in theatre. 

27.14. Unless otherwise authorized by the Purchaser, all „on-site‟ personnel shall 

have the appropriate NATO Secret security clearances to be unescorted on the 

NATO Compounds. 

26.15. Contractor personnel will be issued a regular ISAF ID card, which will show 

their status as a NATO Contractor. With their NATO Secret security clearance they 

will also be issued an ID card for Class 1 Security areas, if required. 

27.16. NATO reserves the right to refuse access to its facilities in which case the 

Contractor shall provide alternative qualified acceptable personnel. 

27.17. Office space will be provided by NATO whenever available. The Contractor 

should note that at most sites office space is at a premium and the Contractor should 

expect to work in austere conditions. Dedicated office space is highly unlikely at the 

majority of the sites. “Office space” under this Clause does not include the shelters 

and containers required to house the Contractor‟s equipment. 

27.18. Medical care can only be provided by ISAF to Contractor personnel in the 

case of life/limb threatening situations. Emergency medical evacuation from the ISAF 

theatre is a Contractor responsibility. While in theatre the Contractor‟s personnel 

must follow all security/safety regulations and instructions issued by NATO 

authorities. 

27.19. Any Contractor personnel that need an escort on the base, must be escorted 

by Contractor personnel with the proper NATO Security Clearance and Escort 

Privileges, as approved by the local Security Office. 

27.20. NATO reserves the right to refuse access to its facilities and the Contractor 

shall provide alternative qualified acceptable personnel. 

28. MESSING, LODGING, WATER AND LAUNDRY SERVICES. 

28.1. Messing, lodging, water, car rental, Internet access and laundry services in 

theatre are 

available for the Contractor‟s personnel working under this Contract. The costs of 

messing, lodging, water, car rental, Internet access and laundry services are the 

responsibility of the Contractor personnel. 

28.2 The approximate daily rates as of September 2011 are stated below. The 

Purchaser 


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does not bear any responsibility for the accuracy of these rates or for any 

increase/decrease thereof: 

Lodging : 

1 Day - € 15 per person. 

Messing: 1 Day - € 20 

28.3 Water: Bottled water is available at the meals, additional bottled water can be 

purchased for about €1.00 per bottle. 

28.4 Laundry: laundry is drawn up on a per bag cost. The approximate cost is 

approximately €10 per bag. Approximately 1 -2 bags per week are usually sufficient 

depending on personal clothes washing habits. 

28.5 Car Rental: The contractor may at his own expense acquire a Rental Car if 

available. 

The costs are estimated at $60/Day. 

28.6 Internet access: The estimated cost for this service is $300/Month. 

29. PURCHASER DELAY OF WORK 

29.1 If the performance of all or any part of the work is delayed or interrupted by 

an act of the Purchaser in the administration of this Contract, which act is not 

expressly or implicitly authorised by this Contract, or by his failure to act within the 

time specified in this Contract (or within a reasonable time if no time is specified), 

an adjustment shall be made for any increase in the cost of performance of this 

Contract caused by such delay or interruption and the Contract modified in writing 

accordingly. Adjustment shall be made also in the delivery or performance dates 

and any other contractual provision affected by such delay or interruption. 

However, no adjustment shall be made under this clause for any delay or 

interruption (i) to the extent that performance would have been delayed or 

interrupted by any other clause, including the fault or negligence of the 

Contractor; or (ii) for which an adjustment is provided or excluded under any other 

provision of this Contract. 

29.2 No claim under this clause shall be allowed: 

29.2.1 For any costs incurred more than twenty (20) days before the Contractor 

shall have notified the Purchaser in writing of the act or failure to act involved; and 

29.2.2 Unless the claim, in an amount stated, is asserted in writing as soon as 

practicable after the termination of such delay or interruption, but not later than 

the date of final payment under the Contract. 


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30. USE AND POSSESSION PRIOR TO ACCEPTANCE 

30.1 The Purchaser shall have the right upon notification of the Contracting 

Authority to purchase, take possession of or use any completed or partially 

completed work under the Contract but such possession or use shall not 

constitute acceptance as defined in the Contract, by the Purchaser. 

30.2 While the Purchaser has such use or is in such possession, the Contractor 

shall be relieved of the responsibility for loss or damage to the work other than 

that resulting from the Contractor's fault or negligence. 

30.3 If such prior possession or use by the Purchaser delays the progress of the 

work or causes additional expense to the Contractor, an equitable adjustment in 

the Contract price or the time of delivery will be made, and the Contract shall be 

modified in writing accordingly. 

31. COMPREHENSION OF CONTRACT AND SPECIFICATIONS 

31.1 The Contractor warrants that he has read, understood and agreed to each 

and all terms, articles, specifications and conditions specified in the Contract and 

that his signature of the Contract is an acceptance, without reservations, of the 

said Contract terms within their normal and common meaning. 

31.2 The tasks described in the Statement of Work are regarded as the 

performance requirements and constitute the object of the Contract. Accordingly, 

notwithstanding any conflict or inconsistency which hereafter may be found 

between achievement of the aforesaid performance requirements and adherence 

to the Contractor's proposed design for the work, the Contractor hereby warrants 

that the work to be delivered will meet or exceed the performance requirements of 

the said specifications. 

31.3 The Contractor hereby acknowledges that he has no right to assert against 

the Purchaser, its officers, agents or employees, any claims or demands with 

respect to the aforesaid specifications as are in effect on the date of award of this 

Contract: 

a. based upon impossibility of performance, defective, inaccurate, impracticable, 

insufficient or invalid specifications, implied warranties of suitability of such 

specifications, or 

b. otherwise derived from the aforesaid specifications, and hereby waives any 

claims or demands so based or derived as might otherwise arise. 

31.4 Notwithstanding the “Changes” Article of the Contract General Provisions, 

or any other Article of the Contract, the Contractor hereby agrees that no changes 

to the aforesaid specifications which may be necessary to permit achievement of 


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the performance requirements specified herein for the Contractor's proposed 

work shall entitle the Contractor to any increase in the fixed price as set forth in 

this Contract or to any extension of the delivery times for the work beyond those 

set forth in Schedule of Supplies and Services. 

32. TECHNICAL DIRECTION 

32.1 The Contract will be administered by the NATO CI Agency in accordance 

with the Article of these Special Contract Provisions entitled “Contract 

Administration”. 

32.2 The Technical Direction of the Contract is the responsibility of the Project 

Manager his/her on-site representative(s) specified in the Statement of Work. 

Neither the Project Manager nor the Purchaser‟s on-site representative(s) have 

the authority to make changes to the terms, conditions or specifications of the 

Contract. If the Contractor believes that any technical direction received from 

these Purchaser‟s officials of the Purchaser constitutes a change to the terms, 

conditions and/or specifications of the Contract, he shall immediately inform in 

writing, the NCIA Contracting Authority with the specifics of such direction. The 

NCIA Contracting Officer will either confirm or revoke any such direction. If such 

direction is confirmed as a change, this change will be formalised by written 

amendment to the Contract pursuant to the Article “Changes” in the Contract 

General Provisions. Failure of the Contractor to notify the NCIA Contracting 

Authority of direction constituting change of the Contract will result in a waiver of 

any claims pursuant to such change. 

33. CONTRACT ADMINISTRATION 

33.1 The Purchaser is NATO CI Agency (NCIA). NCIA is the Point of Contact 

for all Contractual and Technical issues. The Contractor shall accept Contract 

modifications only in writing from NCIA. 

33.2 All notices and communications between the Contractor and the Purchaser 

shall be written and conducted in English. Contract modifications only become 

valid when received in writing from the General Manager, NATO CI AGENCY, 

and his authorised representative 

33.3 Formal letters and communications shall be personally delivered or sent by 

mail, registered mail, courier or other delivery service, to the official points of 

contact quoted in this Contract. Telefax or other electronic means may be used 

to provide an advance copy of a formal letter or notice which shall subsequently 

be delivered through the formal communications means. 


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33.4 Informal notices and informal communications may be exchanged by any 

other communications means including telephone and e-mail. 

33.5 All notices and communications shall be effective upon receipt. 

34. CONTRACTOR COTS RESPONSIBILITY 

34.1 The Contractor shall monitor changes and/or upgrades to commercial off 

the shelf (COTS) software or hardware to be utilised under subject Contract. 

34.2 For COTS items which are or could be impacted by obsolescence issues, 

as changes in technology occur, the Contractor will propose substitution of new 

products/items for inclusion in this Contract. The proposed items should provide 

at least equivalent performance with lower prices and/or life-cycle support costs, 

or enhanced performance without a price or cost increase. 

34.3 The Contractor will provide price and performance data to support an 

improvement in performance and/or a reduction in price and/or life-cycle support 

costs. If necessary for evaluation by the Purchaser, the Contractor shall provide a 

demonstration of the proposed items. Should the Purchaser decide that the 

proposed item(s) should be included in the Contract, an equitable price 

adjustment will be negotiated and the proposed item(s) shall be added to the 

Contract by bilateral modification under the authority of this Article. 

34.4 The Contractor shall notify the Purchaser of any proposed changes in the 

commercial off the shelf software or hardware to be utilised. Such notification 

shall provide an assessment of the changes and the impact to any other items to 

be delivered under this Contract. 

35. INDEMNITY 

35.1 The Contractor will indemnify and hold harmless NATO, its servants or 

agents, against any liability, loss or damage arising out of or in connection of the 

Deliverables and Services under this Contract, including the provisions set out in 

Article "Intellectual Property Right Indemnities and Royalties". 

35.2 The parties will indemnify each other against claims made against the other 

by their own personnel, and their sub-Contractors (including their personal 

representatives) in respect of personal injury or death of such personnel or loss or 

destruction of or damage to the property of such personnel. 

35.3 NATO will give the Contractor immediate notice of the making of any claim 

or the bringing of any action to which the provisions of this Article may be relevant 


P a g e 26 of 29




and will consult with the Contractor over the handling of any such claim and 

conduct of any such action and will not without prior consultation and without the 

consent of the Contractor settle or compromise any such claim or action. 

35.4 In the event of an accident resulting in loss, damage, injury or death arising 

from negligence or wilful intent of an agent, officer or employee of NATO for 

which the risk has been assumed by the Contractor, the cause of the accidents 

will be investigated jointly by the Parties and the extent to which NATO will be 

liable to recompense the Contractor will be determined together. 

36. WARRANTY 

36.1 Warranty shall start after purchaser confirmed FSA, as indicated in the 

SOW, and shall have a duration of a minimum of twelve (12) months for all 

hardware and software and for all services to be provided as part of this Contract. 

Until successful FSA, all hardware and software to be provided under this 

Contract shall be under the Contractor‟s responsibility. 

36.2 Notwithstanding inspection and acceptance by the Purchaser or its 

appointed agents of supplies furnished under the Contract or any provision of this 

Contract concerning the conclusiveness thereof, the Contractor warrants for the 

total duration of the above referred period and covering all items of hardware and 

software, that: 

a. all deliverables furnished under this Contract shall be free from defect and 

will conform with the specifications and all other requirements of this Contract; 

and, 

b. the system will, under normal conditions, perform without errors which 

make it unusable; and 

c. the preservation, packaging, packing and marking and the preparation for 

and method of, shipment of such supplies will conform to the requirements of this 

Contract. 

36.3 The Purchaser will inform the Contractor in writing of any defect within 

seven calendar days after its discovery and the circumstances of its discovery. 

The Contractor shall respond to a defect notification within one working day, by 

engaging with the Purchaser‟s personnel to identify the cause of the defect and to 

agree a resolution approach. The resolution of defects remains the Contractors 

responsibility within the warranty. The Contractor shall resolve all defects within 7 

calendar days of their first being reported for those items that need not be 

returned to the Contractor‟s facility for service or repair. Items needing service or 

repair at the Contractor‟s facility shall be repaired/replaced and dispatched back 

to the Purchaser within 30 days of their arrival at the Contractor‟s facility. 


P a g e 27 of 29




36.4 The Contractor shall stipulate the address to which the Purchaser shall 

deliver equipment and material returned to the Contractor in accordance with the 

provisions of this Article. Transportation and handling charges for items returned 

under warranty claim to the Contractor will be the responsibility of the Purchaser, 

as well as responsibility for such supplies, i.e. damage and loss that may occur 

during transportation under warranty. 

36.5 The Contractor shall, at his option, repair, adjust or replace defective 

equipment and restore to the Purchaser equipment, which functions in 

accordance with the requirements of the Contract. 

36.6 In the event of the Contractor‟s failure to repair or replace failed equipment 

within the timeframes expressed in this Article, the Purchaser will have the right, 

at his discretion, and having given the Contractor due notice, to: 

a. remedy, or have remedied, the defective or non-conforming supplies, in 

both cases at the Contractor‟s expenses; 

b. equitably reduce the Contract price; and/or 

c. terminate for default that portion of the Contract relating to the defective 

work. 

36.7 Notwithstanding the provision of above paragraph 20.1, the warranty 

period shall be suspended for the length of time necessary to carry out repair or 

replacement. 

36.8 This right will be exercised although other contractual obligations remain in 

force. In the event that it is later determined that such supplies were found not to 

be defective or non-conforming within the provision of this article, an equitable 

adjustment will be made. Failure to reach such an equitable adjustment will be 

considered a dispute under the Contract and subject to resolution in accordance 

with the Article 41 “Disputes” of the NCIA Contract General Provisions. 

36.9 Upon achievement of FSA, the performance guarantee provided under this 

Contract shall be reduced to 5% and shall be released at the end of the longest 

warranty period, provided there are no pending issues related to the 

performance/warranty of the Contract. 

37. PURCHASER USE OF THIRD PARTIES 

37.1 The Purchaser shall have the right to use third parties, including 

commercial entities, to assist it in the management of this Contract and the 

evaluation of the Contractor‟s performance. 

37.2 The Contractor shall permit such third parties full and free access to its 

premises, and all data (including software), deliverable and non-deliverable, 


P a g e 28 of 29




generated and/or used under this Contract, as and when required for the 

purposes of monitoring this Contract and shall ensure the same right of access to 

the premises of its subcontractors, by the inclusion of any such subcontracts of a 

provision substantially as set forth in this clause. 

37.3 The Contractor shall have no rights to raise claims, ask for delays or 

interrupt the performance of the contract on the basis of, or in connection with, 

the presence of third parties running parallel work on or related to this Project. 

38. POINTS OF CONTACT 

38.1 Official points of contact are: 

PURCHASER 

Contractual Issues: 

Technical Issues: 



ACQ/ASG 

CAT 9/CRO 

Boulevard Léopold III 


B-1110 Brussels B-1110 Brussels 

Belgium 

Belgium 

POC: Ms. Rebecca Benson POC: Mr. Jakob Thur 

Tel: +32 2 707 8328 Tel: +32 2 707 8432 

Fax: +32 2 707 8770 Fax: +32 2 707 8770 

E-mail: rebecca.benson@ncia.nato.int E-mail: jakob.thur@ncia.nato.int 

CONTRACTOR 

To be Filled By Contractor at Contract Award Phase 

Contractor (Contractual Issues): 

Contractor (Technical Issues): 

POC: 

Tel: 

GSM: 

Fax: 

E-mail: 

POC: 

Tel: 

GSM 

Fax: 

E-mail: 

END - OF – PAGE – 


P a g e 29 of 29



Part II – Contract Special Provisions 

ANNEX A: DECLARATION 

We, the undersigned........(Company) duly represented by ..... (hereinafter 

“Contractor”) do hereby certify that we shall ensure that the following conditions be 

accepted and observed by all (Contractor) employees working under CO-13514- 

AMN12 

__________________________________________________________________ 

Date Full name (in block capitals) Signature 

===================================== 

TO BE SIGNED BY THE CONTRACTOR’S EMPLOYEES WORKING IN THE NATO'S PREMISES 

UPON COMMENCEMENT OF THEIR WORK. 

I UNDERSTAND: 

That I must preserve the security of all classified /commercial-in-confidence 

information which comes to my knowledge as a result of this Contract with NATO 

and that I undertake to comply with all relevant security regulations. 

That I must not divulge to any unauthorised person, even within my own company, 

any classified/commercial-in confidence information gained by me as a result of my 

Contract with NATO, unless prior permission for such disclosure has been granted 

by the General Manager of the NCIA or by his designated representative. 

That I must not, without the approval of the General Manager of the NCIA, publish 

(in any document, article, book, CD, video, film, play, or other form) any classified 

/commercial-in-confidence information which I have acquired in the course of my 

work under CO-13514-AMN12. 

That, at the end of Contract and after performance of all required tasks, I must 

surrender any official document or material made or acquired by me in the course 

of my work under CO-13514-AMN12, save such as I have been duly authorised to 

retain. 

That the provisions of the above Declaration apply not only during the period of 

work under CO-13514-AMN12, but also after my Contract has ceased and that I 

am liable to prosecution if either by intent or negligence I allow 

classified/commercial-in-confidence information to pass into unauthorised hands. 

Date Full Name (in Block Capitals) Signature 


P a g e 1


NATO COMMUNICATIONS AND INFORMATION 

AGENCY 

GENERAL CONTRACT PROVISIONS 

VERSION CONTROL: Final 21 June 2012, LA coordination 10 May 2012 


1


INDEX OF CLAUSES 

1. ORDER OF PRECEDENCE 

2. DEFINITION OF TERMS AND ACRONYMS 

3. AUTHORITY 

4. APPROVAL AND ACCEPTANCE OF CONTRACT TERMS 

5. LANGUAGE 

6. AUTHORISATION TO PERFORM/CONFORMANCE TO NATIONAL LAWS 

AND REGULATIONS 

7. FIRM FIXED PRICE CONTRACT 



10. SUB-CONTRACTS 

11. SECURITY 

12. RELEASE OF INFORMATION 

13. PURCHASER FURNISHED PROPERTY 

14. CONTRACTOR'S PERSONNEL WORKING AT PURCHASER'S 

FACILITIES 

15. HEALTH, SAFETY AND ACCIDENT PREVENTION 

16. CHANGES 

17. STOP WORK ORDER 

18. CLAIMS 

19. PRICING OF CHANGES, AMENDMENTS AND CLAIMS 

20. NOTICE OF SHIPMENT AND DELIVERY 

21. INSPECTION AND ACCEPTANCE OF WORK 

22. INSPECTION AND ACCEPTANCE OF DOCUMENTATION 


24. OWNERSHIP AND TITLE 


2


25. INVOICES AND PAYMENT 

26. TAXES AND DUTIES 

27. WARRANTY OF WORK (EXCLUSIVE OF SOFTWARE) 

28. RIGHT OF ACCESS, EXAMINATION OF RECORDS 

29. PATENT AND COPYRIGHT INDEMNITY 

30. INTELLECTUAL PROPERTY 

31. SOFTWARE WARRANTY 

32. NATO CODIFICATION 

33. RELEASE FROM CLAIMS 

34. ASSIGNMENT OF CONTRACT 

35. TRANSFER AND SUB-LETTING 


37. CONTRACTOR NOTICE OF DELAY 


39. TERMINATION FOR DEFAULT 

40. TERMINATION FOR THE CONVENIENCE OF THE PURCHASER 

41. DISPUTES 

42. ARBITRATION 

43. SEVERABILITY 

44. APPLICABLE LAW 

ANNEX: 

PURCHASER’S PRICING PRINCIPLES 


3


1. ORDER OF PRECEDENCE 

In the event of any inconsistency in language, terms or conditions of the various 

parts of this Contract, precedence will be given in the following order: 

1.1. The Signature Page; 

1.2. The Contract Schedules, Part I; 

1.3. The Contract Special Provisions, Part II; 

1.4. The Contract General Provisions, Part III; 

1.5. The Statement of Work, Part IV of the Contract; 

1.6. The Annexes to the Statement of Work. 

2. DEFINITIONS OF TERMS AND ACRONYMS 

2.1. Assembly 

An item forming a portion of equipment that can be provisioned and 

replaced as an entity and which normally incorporates replaceable parts or 

groups of parts. 

2.2. Acceptance 

Acceptance is the act by which the Contracting Authority recognises in writing 

that the delivered Work meets the Contract requirements.. 

2.3. Claims 

2.4. Clause 

A written demand or written assertion by one of the Parties seeking, as a 

matter of right, the payment of money in a sum certain, the adjustment or 

interpretation of Contract terms, or other relief arising under or in relation to 


A provision of the Special or General Provisions of this Contract. 

2.5. Codification Authority 

The National Codification Bureau (NCB) or authorised agency of the country 

in which the Work is produced. 

2.6. Commercial Off-the-Shelf Items (COTS) 

The term “Commercially Off-the-Shelf Item (COTS)” means any item that: 

 

is a commercial item, customarily used by the general public, that 

has been sold, leased, or licensed to the general public or has been 


4


 

 

offered for sale, lease or license to the general public; 

is sold in substantial quantities in the commercial marketplace; and 

is offered to the Purchaser, under a contract or subcontract at any 

tier, without modification, in the same form in which it is sold in the 

commercial marketplace. 

2.7. Component 

A part or combination of parts, having a specific function, which can be 

installed or replaced only as an entity. 

2.8. Contractor Background IPR 

Any IPR owned by the Contractor or licensed by a third party to the 

Contractor which is not created in relation to or as the result of work 

undertaken for any purpose contemplated by the Contract and which is 

needed for the performance of the Contract or for the exploitation of 

Foreground IPR. 

2.9. Correction 

Elimination of a Defect. 

2.10. Contract 

The agreement concluded between the Purchaser and Contractor, duly 

signed by both contracting parties. The Contract includes the documents 

referred to in Clause 1 (Order of Preference). 

2.11. Contracting Authority 

The General Manager of the NCI Agency, the Director of Acquisition, the 

Chief of Contracts of the NCI Agency or the authorised representatives of the 

Chief of Contracts of the NCI Agency. 

2.12. Contractor 

2.13. Day 

2.14. Defect 

The person or legal entity from a Participating Country which has signed this 

Contract and is a Party thereto. 

A calendar day 

Any condition or characteristic in any Work furnished by the Contractor 

under the Contract that is not in compliance with the requirements of the 

Contract. 


5


2.15. Deliverable 

Any and all goods (including movable and immovable goods) to be delivered 

pursuant to the terms of this Contract including, without limitation, building, 

raw materials, components, intermediate Assemblies, Parts, end products, 

equipment, documentation, data, software. 

2.16. Design Defect 

Defect attributable to incompatibility, unsuitability or erroneous application of 

theory, drawings or formulae. 

2.17. Effective Date of Contract (or “EDC”) 

The date upon which this Contract is deemed to start. Unless otherwise 

specified, a Contract enters into force on the date of the last signature of the 

Contract by the Parties. 

2.18. Failed Component 

A part or combination of parts, having a specific function, which can be 

installed or replaced only as an entity which ceases to perform in a manner 

consistent with its intended use and specifications of the Contract. 

2.19. Foreground IPR 

2.20. IPR 

Any IPR created by the Contractor or any subcontractor of the Contractor in 

the course of or as the result of work undertaken for any purpose 

contemplated by the Contract. Purchaser Background IPR 

Any intellectual property rights of any qualification irrespective of their stage of 

development or finalisation, including but not limited to patents, trademarks 

(registered of not), designs and models (registered or not) and applications for 

the 

same, copyright (including on computer software), rights in databases, knowhow, 

confidential information and rights in records (whether or not stored on 

computer) 

which includes technical and other data and documents. 

2.21. Manufacturing Defect 

Defect attributable to improper manufacturing processes, testing or quality 

control procedures. 


6


2.22. NATO 

The North Atlantic Treaty Organisation. For the purpose of this contract, the 

term NATO includes NATO bodies, agencies, NATO nations and non-NATO 

nations to the extent that non-NATO nations are engaged in NATO 

Purposes. 

2.23. NCI AGENCY (NCIA) 

The NATO Communications and Information Agency. The NCIA is part of 

the NCIO. The General Manager of the Agency is authorised to enter into 

contracts on behalf of the NCI Organisation. 

2.24. NATO COMMUNICATIONS AND INFORMATION ORGANIZATION (NCIO) 

The NATO Communications and Information Organisation. The NCI 

Organisation constitutes an integral part of the North Atlantic Treaty 

Organisation (NATO) The NCI Organisation is the legal personality from 

whence flows the authority of its agent, the NCI Agency, to enter into 

contracts. 

2.25. NATO Purposes 

2.26. Part 

Activities conducted by or on behalf of NATO to promote the common 

defence and common interests of NATO, such as, among others, NATO 

operations, NATO procurement, NATO training and NATO maintenance. 

An item of an assembly or sub-assembly, which is not normally further 

broken down. 

2.27. Participating Country 

2.28. Parties 

A NATO member country that participates in financing the effort. 

The Contracting Parties to this Contract, i.e., the Purchaser and the 

Contractor. 

2.29. Purchaser 

The NCI Organisation, as represented by the General Manager, NCI 

Agency. The Purchaser is the legal entity who awards and administers the 

Contract on behalf of NATO and stands as one of the Contracting Parties. 

2.30. Purchaser Background IPR 

Any IPR owned by the Purchaser as of the Effective Date of Contract and 

which has been developed by, assigned to or licensed to the Purchaser 


7


prior to the Effective Date of Contract. 

2.31. Purchaser Furnished Property 

Any item of equipment, material, document, technical data, information and 

Software or any other item of property furnished by the Purchaser to the 

Contractor required or useful for the performance of the Contract. The 

Purchaser Furnished Property, if any, shall be detailed in the Contract. 

2.32. Software (Computer Software) 

A computer program comprising a series of instructions, rules, routines 

regardless of the media in which it is recorded, that allows or cause a 

computer to perform a specific operation or a series of operations. 

2.33. Software Defect 

Any condition or characteristic of Software that does not conform with the 

requirements of the Contract. 

2.34. Sub-Assembly 

A portion of an Assembly consisting of two or more parts that can be 

provisioned and replaced as an entity. The definition purposely excludes 

Components and/or Parts. 

2.35. Sub-contract 

Any agreement made by the Contractor with any third party in order to fulfil 

any part of the obligations under this Contract. Sub-contracts may be in any 

legal binding form, e.g., contract, purchase order, etc. 

2.36. Sub-contractor 

Any person or legal entity directly or indirectly under Sub-contract to the 

Contractor in performance of this Contract. 

2.37. Third Party IPR 

Any IPR owned by a third party not being the Purchaser or the Contractor or 

its Subcontractor, which is needed for the performance of the Contract or for 

the exploitation of Foreground IPR. This includes, for example, third party 

software, including open source software. 

2.38. Work 

Any deliverable, project design, labour or any service or any other activity to 

be performed by the Contractor under the terms of this Contract. 


8


3. AUTHORITY 

3.1. All binding contractual instruments and changes, including amendments, 

additions or deletions, as well as interpretation of and instructions issued 

pursuant to this Contract shall be valid only when issued in writing by the 

Purchaser and signed by the Contracting Authority only. 

3.2. No direction which may be received from any person employed by the 

Purchaser or a third party shall be considered as grounds for deviation from 

any of the terms, conditions, specifications or requirements of this Contract 

except as such direction may be contained in an authorised amendment to 

this Contract or instruction duly issued and executed by the Contracting 

Authority. Constructive change may not be invoked by the Contractor as a 

basis for Claims under this Contract. 

3.3. The entire agreement between the Parties is contained in this Contract and is 

not affected by any oral understanding or representation, whether made 

previously to or subsequently to this Contract. 

3.4. Personal notes, signed minutes of meetings, comments to delivered 

documentation and letters, e-mails and informal messages from project or 

other Purchaser staff which may indicate the intent and willingness to make 

changes to the Contract, do not implement the change to the Contract and 

shall not be used as a basis for claiming change to the Contract by the 

Contractor. 

4. APPROVAL AND ACCEPTANCE OF CONTRACT TERMS 

4.1. By his signature of the Contract, the Contractor certifies that he has read 

and unreservedly accepts and approves of all terms and conditions, 

specifications, plans, drawings and other documents which form part of 

and/or are relevant to the Contract. The Contractor further agrees that the 

terms of the Contract take precedence over any proposals or prior 

commitments made by the Contractor in order to secure the Contract. 

Contractor also hereby waives any and all rights to invoke any of the 

Contractor’s general and special terms and conditions of sales and/or 

supply. 

5. LANGUAGE 

5.1. All written correspondence, reports, documentation and text of drawings 

delivered to the Purchaser by the Contractor shall be in the English 

language. 

6. AUTHORISATION TO PERFORM/CONFORMANCE TO NATIONAL LAWS 

AND REGULATIONS 

6.1. The Contractor warrants that he and his Sub-contractors are duly authorised 

to operate and do business in the country or countries in which this Contract 

is to be performed and that he and his Sub-contractors have obtained or will 

obtain all necessary licences and permits required in connection with the 


9


Contract. No claim for additional monies with respect to any costs or delay to 

obtain the authorisations to perform shall be made by the Contractor. 

6.2. The Contractor acknowledges that he and his Sub-contractors are 

responsible during the performance of this Contract for ascertaining and 

complying with all applicable laws and regulations, including without 

limitation: labour standards, environmental laws, health and safety 

regulations and export controls laws and regulations in effect at the time of 

Contract signature or scheduled to go into effect during Contract 

performance. Failure to fully ascertain and comply with such laws, 

regulations or standards shall not be the basis for claims for change to the 

specifications, terms, conditions or monetary value of this Contract. 

7. FIRM FIXED PRICE CONTRACT 

7.1. This is a Firm Fixed Price Contract. The Firm Fixed Price of this Contract is 

as stated on the signature page of the Contract or any amendments thereto. 

The Purchaser assumes no liability for costs incurred by the Contractor in 

excess of the stated Firm Fixed Price except as may be authorised under 

certain provisions of this Contract. 


8.1. As a guarantee of performance under the Contract, the Contractor shall 

deposit with the Purchaser within thirty (30) calendar days from the Effective 

Date of Contract a bank guarantee (the “Performance Guarantee”) 

denominated in the currency of the Contract, to the value of ten per cent 

(10%) of the total Contract price. 

8.2. The Performance Guarantee, the negotiability of which shall not elapse 

before the expiration of the warranty period, or such other period as may be 

specified in the Contract, shall be made payable to the Purchaser and shall 

be in the form of certified cheques or a Standby Letter of Credit subject to 

the agreement of the Purchaser. In the case of a Standby Letter of Credit, 

payment shall be made to the Purchaser without question and upon first 

demand by the Purchaser against a certificate from the Purchaser's 

Contracting Authority that the Contractor has not fulfilled its obligations under 

the Contract. The Contractor shall have no right to enjoin or delay such 

payment. 

8.3. Certified Cheques issued to fulfil the requirements of the Performance 

Guarantee will be cashed by the Purchaser upon receipt and held in the 

Purchaser's account until the term of the Performance Guarantee has 

expired. 

8.4. The standby letter of credit shall be subject to Belgian Law and shall be 

issued by (i) a Belgian bank, (ii) the Belgian subsidiary of a foreign bank 

licensed to provide financial services in Belgium; or (iii) an insurance 

company licensed to do business in Belgium and belonging to a Belgian 

banking institution provided the banking institution guarantees explicitly the 


10


demand for payment, unless otherwise specified by the Purchaser. 

8.5. The Contractor shall request in writing relief from the Performance Guarantee 

upon expiration of the warranty period or such other period as may be 

specified in the Contract and such relief may be granted by the Purchaser. 

8.6. The Contractor shall be responsible, as a result of duly authorised 

adjustments in the total contract price and/or period of performance by the 

Purchaser, for obtaining a commensurate extension and increase in the 

Performance Guarantee, the value of which shall not be less than ten per 

cent (10%) of the total contract price (including all amendments), and for 

depositing such guarantee with the Purchaser, within thirty (30) calendar 

days from the effective date of aforesaid duly authorised adjustment. 

8.7. The failure of the Contractor to deposit and maintain such Performance 

Guarantee with the Purchaser within the specified time frame, or any 

extension thereto granted by the Purchaser's Contracting Authority, is a 

material breach of the Contract terms and conditions subject to the 

provisions of the Contract regarding Termination for Default. 

8.8. The rights and remedies provided to the Purchaser under the present Clause 

are in addition to any other rights and remedies provided by law or under this 

Contract. The certificate described in Clause 8.2 above shall not be regarded 

as a Termination for Default and this Clause is in addition to and separate 

from the Clause of the Contract detailing termination for default. 

8.9. If the Contractor elects to post the Performance Guarantee by Standby Letter 

of Credit, the form of the document shall be substantially as follows: 

PERFORMANCE GUARANTEE STANDBY LETTER OF CREDIT 


Issue Date: 

Initial Expiry Date: 

Final Expiry Date: 

________________ 

_________________ 

_________________ 

Beneficiary: NCI Agency, Financial Management, 


Belgium 

1. We hereby establish in your favour our irrevocable standby letter of credit 

number {number} by order and for the account of (NAME AND ADDRESS OF 

CONTRACTOR) in the amount of 

_______________________________________. We are advised this 

undertaking represents fulfilment by (NAME OF CONTRACTOR) of certain 

performance requirements under Contract No. ______________________ 

dated ____________________ between the NCI Agency (“NCIA and (NAME 

OF CONTRACTOR). 


11


2. We hereby engage with you that drafts drawn under and in compliance with the 

terms of this letter of credit will be duly honoured upon presentation of 

documents to us on or before the expiration date of this letter of credit. 

3. Funds under this letter of credit are available to you without question or delay 

against presentation of a certificate signed by the NCI Agency Contracting 

Officer which states: 

“(NAME OF CONTRACTOR) has not fulfilled its obligations 

under Contract No. __________ dated _________ between 

NCI Agency and (NAME OF CONTRACTOR) (herein called 

the “Contract”), and the NCI Agency, as beneficiary, hereby 

draws on the standby letter of credit number ________ in the 

amount denominated in the currency of the Contract, 

Amount up to the maximum available under the LOC), such 

funds to be transferred to the account of the Beneficiary 

number ___________________(to be identified when 

certificate is presented).” 

Such certificate shall be accompanied by the original of this letter of credit. 

4. This Letter of Credit is effective the date hereof and shall expire at our office 

located at (Bank Address) on _________________. All demands 

for payment must be made prior to the expiry date. 

5. It is a condition of this letter of credit that the expiry date will be automatically 

extended without amendment for a period of one (1) year from the current or 

any successive expiry date unless at least 90 (ninety) calendar days prior to the 

then current expiry date we notify you by registered mail and notify (NAME OF 

CONTRACTOR) that we elect not to extend this letter of credit for such 

additional period. However, under no circumstances will the expiry date extend 

beyond ______________________ (“Final Expiry Date”) without amendment. 

6. We may terminate this letter of credit at any time upon 90 (ninety) calendar days 

notice furnished to both (NAME OF CONTRACTOR) and the NCI Agency by 

registered mail. 

7. In the event we (the issuing bank) notify you that we elect not to extend the 

expiry date in accordance with paragraph 6 above, or, at any time, to terminate 

the letter of credit, funds under this credit will be available to you without 

question or delay against presentation of a certificate signed by the NCI Agency 

Contracting Officer which states: 

“The NCI Agency has been notified by {issuing bank} of its 

election not to automatically extend the expiry date of letter of 

credit number {number} dated {date} pursuant to the 

automatic renewal clause (or to terminate the letter of credit). 

As of the date of this certificate, no suitable replacement letter 

of credit, or equivalent financial guarantee has been received 

by the NCI Agency from, or on behalf of (NAME OF 

CONTRACTOR). (NAME OF CONTRACTOR) has, therefore, 

not fulfilled its obligations under Contract No. 

_______________ dated _____________ between NCI 

Agency and (NAME OF CONTRACTOR), and the NCI 


12


Agency, as beneficiary, hereby draws on the standby letter of 

credit number ________ in the amount of (Amount up to the 

maximum available under the LOC), such funds to be 

transferred to the account of the Beneficiary number 

___________________ (to be identified when certificate is 

presented).” 

Such certificate shall be accompanied by the original of this letter of credit and a 

copy of the letter from the issuing bank that it elects not to automatically extend 

the standby letter of credit, or terminating the letter of credit. 

8. The Beneficiary may not present the certificate described in paragraph 7 above 

until 20 (twenty) calendar days prior to a) the date of expiration of the letter of 

credit should {issuing bank} elect not to automatically extend the expiration date 

of the letter of credit, b) the date of termination of the letter of credit if {issuing 

bank} notifies the Beneficiary that the letter of credit is to be terminated in 

accordance with paragraph 6 above. 

9. Multiple partial drawings are allowed to the maximum value of the standby letter 

of credit. 

10. This letter of credit sets forth in full the terms of our undertaking, and this 

undertaking shall not in any way be modified, amended, or amplified by 

reference to any document, instrument, or agreement referred to herein (except 

the International Standby Practices (ISP 98) hereinafter defined) or in which 

this letter of credit is referred to or to which this letter of credit relates, and any 

such reference shall not be deemed to incorporate herein by reference any 

document, instrument, or agreement. 

11. This Letter of Credit is subject to The International Standby Practices-ISP98 

(1998 Publication) International Chamber of Commerce Publication No.590. 


9.1. Unless prior written authorisation of the Purchaser has been obtained, none 

of the Work, shall be performed other than by firms from and within NATO 

Participating Countries. Unless otherwise specified in the Special Contract 

Provisions, the Participating Countries are the twenty-eight (28) Member 

Nations of the North Atlantic Treaty Organisation. 

9.2. Unless prior written authorisation of the Purchaser has been obtained, no 

material or items of equipment down to and including identifiable Sub- 

Assemblies shall be manufactured or assembled by a firm other than from 

and within a NATO Participating Country. 

9.3. The Contractor shall not place any Sub-contracts outside the NATO 

Participating Countries without the prior written authorisation of the 

Purchaser. 

9.4. Unless prior written authorisation of the Purchaser has been obtained, the 

intellectual property rights for all software and documentation incorporated 

by the Contractor and/or its Sub-contractors into the Work shall vest with 

persons or legal entities from and within NATO participating nations and no 


13


royalties or licence fees for such software and documentation shall be paid 

by the Contractor to any source that does not reside within a NATO 

participating nation. 

9.5. Any modification in the nationality, ownership and/or change of control of the 

Contractor and/or its Sub-contractor(s) shall be immediately notified in 

writing to the Purchaser with all necessary details to allow the Purchaser to 

determine whether or not the Contractor and/or its Sub-contractors continue 

to comply with the Clauses above. Non compliance with the Clauses above, 

by the Contractor and/or its Subcontractor may constitute ground for 

termination of this Contract under Clause 39 (Termination for Default). 

10. SUB-CONTRACTS 

10.1. The Contractor shall place and be responsible for the administration and 

performance of all Sub-contracts including terms and conditions which he 

deems necessary to meet the requirements of this Contract in full. 

10.2. Prior to the Sub-contractors being given access to any classified information, 

the Contractor shall ensure that any Sub-contractor that has a need to 

access classified information for the performance of any part of this Contract 

has been granted the appropriate facility and personnel security clearances 

by the Sub-contractor's national authorities and that such clearances are still 

in effect at the time the information is disclosed and remains in effect 

throughout the performance of the work to be carried out under the Subcontract 

concerned. 

10.3. The Contractor shall seek the approval in writing of the Purchaser prior to the 

placing of any Sub-contract if: 

10.3.1. the Sub-contract was not part of the Contractor’s original proposal; 

and 

10.3.2. the value of the Sub-contract is known or estimated to exceed 15 per 

cent of the total Contract value; or 

10.3.3. the Sub-contract is one of a number of Sub-contracts with a single 

Sub-contractor for the same or related Work under this Contract that 

in the aggregate are known or expected to exceed 15 per cent of the 

total Contract value. 

10.4. The Contractor shall inform the Purchaser of any change in Sub-contractors 

for Sub-contracts of a value known or estimated to exceed 15 per cent of the 

total Contract value. 

10.5. The Contractor shall submit a copy of any such proposed Sub-contract when 

seeking approval to the Contracting Authority but such approval by the 

Contracting Authority shall in no way relieve the Contractor of his 

responsibilities to fully achieve the contractual and technical requirements of 


10.6. The Contractor shall, as far as practicable, select Sub-contractors on a 


14


competitive basis consistent with the objectives and requirements of the 

Contract. 

11. SECURITY 

11.1. The Contractor shall comply with all security measures as are prescribed by 

the Purchaser and the national security authority or designated security 

agency of each of the NATO countries in which the Contract is being 

performed. The Contractor shall be responsible for the safeguarding of 

classified information, documentation, material and equipment entrusted to 

him or generated by him in connection with the performance of the Contract. 

11.2. In particular the Contractor undertakes to: 

11.2.1. appoint an official responsible for supervising and directing security 

measures in relation to the Contract and communicating details of 

such measures to the Purchaser on request; 

11.2.2. maintain, preferably through the official responsible for security 

measures, a continuing relationship with the national security 

authority or designated security agency charged with ensuring that 

all NATO classified information involved in the Contract is properly 

safeguarded; 

11.2.3. abstain from copying by any means, without the authorisation of the 

Purchaser, the national security authority or designated security 

agency, any classified documents, plans, photographs or other 

classified material entrusted to him; 

11.2.4. furnish, on request, information to the national security authority or 

designated security agency pertaining to all persons who will be 

required to have access to NATO classified information; 

11.2.5. maintain at the work site a current record of his employees at the site 

who have been cleared for access to NATO classified information. 

The record should show the date of issue, the date of expiration and 

the level of clearance; 

11.2.6. deny access to NATO classified information to any person other than 

those persons authorised to have such access by the national 

security authority or designated security agency; 

11.2.7. limit the dissemination of NATO classified information to the smallest 

number of persons (“need to know basis”) as is consistent with the 

proper execution of the Contract; 

11.2.8. comply with any request from the national security authority or 

designated security agency that persons entrusted with NATO 

classified information sign a statement undertaking to safeguard that 

information and signifying their understanding both of their 


15


obligations under national legislation affecting the safeguarding of 

classified information, and of their comparable obligations under the 

laws of the other NATO nations in which they may have access to 

classified information; 

11.2.9. report to the national security authority or designated security agency 

any breaches, suspected breaches of security, suspected sabotage, 

or other matters of security significance which would include any 

changes that may occur in the ownership, control or management of 

the facility or any changes that affect the security arrangements and 

security status of the facility and to make such other reports as may 

be required by the national security authority or designated security 

agency, e.g. reports on the holdings of NATO classified material; 

11.2.10. apply to the Purchaser for approval before Sub-contracting any 

part of the work, if the Sub-contract would involve that the Subcontractor 

would have access to NATO classified information, and to 

place the Sub-contractor under appropriate security obligations no 

less stringent than those applied to his own contract; 

11.2.11. undertake not to utilise, other than for the specific purpose of the 

Contract, without the prior written permission of the Purchaser or his 

authorised representative, any NATO classified information furnished 

to him, including all reproductions thereof in connection with the 

Contract, and to return all NATO classified information referred to 

above as well as that developed in connection with the Contract, 

unless such information has been destroyed, or its retention has 

been duly authorised with the approval of the Purchaser. Such 

NATO classified information will be returned at such time as the 

Purchaser or his authorised representative may direct; 

11.2.12. classify any produced document with the highest classification of 

the NATO classified information disclosed in that document. 

12. RELEASE OF INFORMATION 

12.1. Except as otherwise specified elsewhere in the Contract and to the extent 

that it is demonstratively unavoidable and without prejudice to the Clause 11 

(Security), the Contractor and/or his employees shall not, without prior 

authorisation from the Purchaser, release to third parties any information 

pertaining to this Contract, its subject matter, performance there under or 

any other aspect thereof. 

12.2. The Contractor shall seek the prior written approval of the Purchaser before 

publishing any press release or disclosing any other information, orally or in 

writing, in relation to the Contract. The approval of the Purchaser shall be 

required for both the opportunity and the content of the information. 

12.3. This provision shall remain in effect after the termination of the Contract and 

shall cease to apply to any particular piece of information once that 

information becomes public knowledge other than through an act, default or 


16


omission of the Contractor or its Sub-contractors. 

13. PURCHASER FURNISHED PROPERTY 

13.1. The Purchaser shall deliver to the Contractor, for use only in connection with 

this Contract, the Purchaser Furnished Property at the times and locations 

stated in the Contract. In the event that Purchaser Furnished Property is 

not delivered by such time or times stated in the Schedule, or if not so 

stated, in sufficient time to enable the Contractor to meet such delivery or 

performance dates the Purchaser shall, upon timely written request made 

by the Contractor, and if the facts warrant such action, equitably adjust any 

affected provision of this Contract pursuant to Clause 16 (Changes). 

13.2. In the event that Purchaser Furnished Property is received by the Contractor 

in a condition not suitable for its intended use, the Contractor shall 

immediately notify the Purchaser. The Purchaser shall within a reasonable 

time of receipt of such notice replace, re-issue, authorise repair or otherwise 

issue instructions for the disposal of Purchaser Furnished Property agreed 

to be unsuitable. The Purchaser shall, upon timely written request of the 

Contractor, equitably adjust any affected provision of this Contract pursuant 

to Clause 16 (Changes). 

13.3. Title to Purchaser Furnished Property will remain in the Purchaser. The 

Contractor shall maintain adequate property control records of Purchaser 

Furnished Property in accordance with sound industrial practice and 

security regulations. 

13.4. Unless otherwise provided in this Contract, the Contractor, upon delivery to 

him of any Purchaser Furnished Property, assumes the risk of, and shall be 

responsible for, any loss thereof or damage thereof except for reasonable 

wear and tear, and except to the extent that Purchaser Furnished Property 

is consumed in the performance of this Contract. 

13.5. Upon completion of this Contract, or at such earlier dates as may be 

specified by the Purchaser, the Contractor shall submit, in a form 

acceptable to the Purchaser, inventory schedules covering all items of 

Purchaser Furnished Property. 

13.6. The inventory shall note whether: 

13.6.1. The property was consumed or incorporated in fabrication of 

final deliverable(s); 

13.6.2. The property was otherwise destroyed; 

13.6.3. The property remains in possession of the Contractor; 

13.6.4. The property was previously returned 

13.7. The Contractor shall prepare for shipment, deliver DDP at a destination 

agreed with the Purchaser, or otherwise dispose of Purchaser Furnished 

Property as may be directed or authorised by the Purchaser. The net 


17


proceeds of any such disposal shall be credited to the Contract price or paid 

to the Purchaser in such other manner as the Purchaser may direct. 

13.8. The Contractor shall not modify any Purchaser Furnished Property unless 

specifically authorised by the Purchaser or directed by the terms of the 

Contract. 

13.9. The Contractor shall indemnify and hold the Purchaser harmless against 

claims for injury to persons or damages to property of the Contractor or 

others arising from the Contractor’s possession or use of the Purchaser 

Furnished Property. The Contractor shall indemnify the Purchaser for 

damages caused by the Contractor to the Purchaser, its property and staff 

and arising out of the Contractor’s use of the Purchaser Furnished Property. 

14. CONTRACTOR'S PERSONNEL WORKING AT PURCHASER'S 

FACILITIES 

14.1. The term "Purchaser Facilities" as used in this Clause shall be deemed to 

include sites, property, utilities, ships or vessels and the term "Facility 

Representative" shall be deemed to refer to the authority designated by the 

Purchaser responsible for the site, property, utility, ship or vessel. 

14.2. The Facility Representative shall provide such available administrative and 

technical facilities for Contractor's personnel working at Purchaser's 

Facilities for the purpose of the Contract as in the opinion of the Facility 

Representative may be necessary for the effective and economical 

discharge of Work. The Facility Representative shall also determine whether 

these facilities will be provided free of charge to the Contractor or determine 

what charges are payable. The Contractor shall have no claim against the 

Purchaser for any such additional cost or delay or any additional cost or 

delay occasioned by the closure for holidays of said facilities, or other 

reasons, where this is generally published or made known to the Contractor 

by the Purchaser or his authorised representatives. 

14.3. The Contractor shall, except as otherwise provided for in the Contract, make 

good or, at the option of the Purchaser, pay compensation for all damage 

occurring to any Purchaser's Facilities occasioned by the Contractor, his 

servants, agents or Sub-contractors, arising from his or their presence and 

activities in, and use of, the Purchaser’s Facilities; provided that this 

Condition shall not apply to the extent that the Contractor is able to show 

that any such damage was not caused or contributed to, by his neglect, or 

default or the neglect or default of his servants, agents or Sub-contractors, 

or by any circumstances within his or their control. 

14.4. All property of the Contractor while at a Purchaser Facility shall be at the risk 

of the Contractor, and the Purchaser shall accept no liability for any loss or 

damage, except to the extent that any loss or damage is the result of a wilful 

act or gross negligence on the part of the Purchaser's employees or agents. 


18


15. HEALTH, SAFETY AND ACCIDENT PREVENTION 

15.1. If the Purchaser notifies the Contractor in writing of any non-compliance in 

the performance of this Contract with safety and health rules and 

requirements prescribed on the date of this Contract by applicable national 

or local laws, ordinances and codes, and the Contractor fails to take 

immediate corrective action, the Purchaser may order the Contractor to stop 

all or part of the Work until satisfactory corrective action has been taken. 

Such an order shall not entitle the Contractor to an adjustment of the 

Contract price or other reimbursement for resulting increased costs, or to an 

adjustment of the delivery or performance schedule. 

16. CHANGES 

16.1. The Purchaser may at any time, by written order of the Contracting Authority 

designated or indicated to be a change order (“Change Order”) make 

changes within the general scope of this Contract, including, without 

limitation, in any one or more of the following: 

16.1.1. Specifications (including drawings and designs); 

16.1.2. Method and manner of performance of the work, including 

engineering standards, quality assurance and configuration 

management procedures; 

16.1.3. Marking and method of shipment and packing; 

16.1.4. Place of delivery; 

16.1.5. Amount, availability and condition of Purchaser Furnished Property. 

16.2. The Purchaser shall submit a proposal for Contract amendment describing 

the change to the Contract. 

16.3. If any such Change Order causes an increase in the Contractor's cost of, or 

the time required for, the performance of any part of the Work under this 

Contract, whether or not changed by any such order, the Contractor shall 

submit a written proposal for adjustment to the Purchaser describing the 

general nature and amount of the proposal for adjustment. The Contractor 

shall submit this proposal for adjustment within thirty (30) days after receipt 

of a written Change Order under 16.1 above unless this period is extended 

by the Purchaser. 

16.4. If any such Change Order causes a decrease in the Contractor's cost of, or 

the time required for, the performance of any part of the Work under this 

Contract, whether or not changed by any such order, the Purchaser shall 

submit a proposal for adjustment within thirty (30) days from the issuance of 

the Change Order by submitting to the Contractor a written statement 

describing the general nature and amount of the proposal for adjustment. 

16.5. Where the cost of property made obsolete or in excess as a result of a 


19


change is included in the Contractor's claim for adjustment, the Purchaser 

shall have the right to prescribe the manner of disposition of such property. 

16.6. The Purchaser reserves the right to reject the introduction of the change, 

after the evaluation of the change proposal, even if the Purchaser initiated 

such change. 

16.7. Failure to agree to any requested adjustment shall be a dispute within the 

meaning of the Clause 41 (Disputes). However, nothing in this Clause shall 

excuse the Contractor from proceeding with the Contract as changed. 

16.8. No proposal for adjustment by the Contractor for an equitable adjustment 

shall be allowed if asserted after final payment and acceptance under this 

Contract. 

16.9. Any other written or oral order (which, as used in this paragraph includes 

direction, instruction, interpretation, or determination) from the Purchaser 

that causes a change shall be treated as a Change Order under this Clause, 

provided, that the Contractor gives the Purchaser a written notice within thirty 

(30) Days after receipt of such order stating (i) the date, circumstances, and 

source of the order; (ii) that the Contractor regards the order as a Change 

Order; and (iii) a detailed cost and time analysis of the impact of the change, 

and that the Order is accepted in writing by the Purchaser as a Change 

Order. The timely written notice requirement, as detailed above, remains in 

force in all cases, even where, for example, the Purchaser has positive 

knowledge of the relevant facts. 

16.10. All tasks and activities carried out by the Contractor in relation to the 

processing of the Change Order or in relation to this Clause shall form part of 

the Contractor’s routine work and cannot be charged as additional work. 

17. STOP WORK ORDER 

17.1. The Purchaser may, at any time, by written order to the Contractor, require 

the Contractor to stop all, or any part, of the Work called for by this Contract 

for a period of ninety (90) days after the order is delivered to the Contractor, 

and for any further period to which the Parties may agree. 

17.2. Any such stop work order shall be specifically identified as a stop work order 

issued pursuant to this Clause (the “Stop Work Order”). The Stop Work 

Order may include a description of the Work to be suspended, instructions 

concerning the Contractor’s issuance of further orders for material or 

services, guidance to the Contractor on actions to be taken on any Subcontracts 

and any suggestion to the Contractor for minimizing costs. 

17.3. Upon receipt of such a Stop Work Order, the Contractor shall forthwith 

comply with its terms and take all reasonable steps to minimise costs 

incurred allocable to the Work covered by the Stop Work Order during the 

period of work stoppage. Within a period of ninety (90) days after a Stop 

Work Order is delivered to the Contractor, or within any extension of that 


20


period to which the Parties shall have agreed, the Purchaser shall either: 

17.3.1. cancel the Stop Work Order; or 

17.3.2. terminate the Work covered by such Stop Work Order as provided 

in Clause 40 (Termination for Convenience of the Purchaser). 

17.4. If a Stop Work Order issued under this Clause is cancelled or the period of 

the Stop Work Order or any extension thereof expires, the Contractor shall 

resume work. 

17.5. An equitable adjustment shall be made in the delivery schedule or Contract 

price, or both, and the Contract shall be modified in writing accordingly, if: 

17.5.1. the Stop Work Order results in an increase in the time required for, 

or in the Contractor's cost properly allocable to, the performance of 

any part of this Contract, and 

17.5.2. the Contractor asserts a Claim for such adjustment within thirty (30) 

days after the end of the period of work stoppage; provided that, if 

the Purchaser decides the facts justify such action, he may receive 

and act upon any such claim asserted at a later date but prior to 

final payment under this Contract. 

17.6. If a Stop Work Order is not cancelled and the Work covered by such Stop 

Work Order is terminated for the convenience of the Purchaser the 

reasonable costs resulting from the Stop Work Order shall be allowed in 

arriving at the termination settlement. 

18. CLAIMS 

18.1. The Contractor shall specifically identify the Contract Clause(s) under which 

the Claim(s) is/are based. 

18.2. Claims shall be specifically identified as such and submitted: 

18.2.1. within the time specified in the Clause under which the Contractor 

alleges to have a Claim. If no time is specified in the Clause under 

which the Contractor intends to base his Claim, the time limit shall be 

sixty (60) days from the date the Contractor has knowledge or should 

have had knowledge of the facts on which he bases his Claim; and 

18.2.2. before final payment, pursuant to and with the exceptions specified 

in Clause 33 of these General Provisions entitled” Release from 

Claims”. 

18.2.3. Section 18.2.2 above shall only apply to those Claims for which the 

Contractor could not have had earlier knowledge and were not 

foreseeable. 

18.3. The Contractor shall be foreclosed from his Claim unless he presents 

complete documentary evidence, justification and costs for each of his 


21


Claims within ninety (90) calendar days from the assertion date of such 

Claims. Claims shall be supported by specifically identified evidence 

(including applicable historical and planned cost and production data from 

the Contractor's books and records). Opinions, conclusions or judgmental 

assertions not supported by such evidence will be rejected by the Purchaser. 

18.4. An individual breakdown of cost is required for each element of Contractor's 

Claims at the time of claim submission or for any material revision of the 

Claim. 

18.5. The Contractor shall present, at the time of submission of a Claim, an 

attestation as follows: 

I ....................................the responsible senior company 

official authorised to commit the ......................... with respect 

to its claims dated ...................................... being duly sworn, 

do hereby depose and say that: (i) the facts described in the 

claim are current, complete and accurate; and (ii) the 

conclusions in the claim accurately reflect the material 

damages or contract adjustments for which the Purchaser is 

allegedly liable. 

..................................……….. 

…………………………….. 

SIGNATURE 

Date 

18.6. Failure to comply with any of the above requirements shall result in automatic 

foreclosure of the Claim. This foreclosure takes effect in all cases and also 

where, for example, the Claim is based on additional orders, where the facts 

are known to the Purchaser, where the Claim is based on defective 

specifications of the Purchaser or an alleged negligence in the precontractual 

stage. 

18.7. Claims submitted by the Contractor will be reviewed by the Contracting 

Authority. The Contracting Authority will respond within sixty (60) days with a 

preliminary decision, based on an assessment and evaluation of the facts 

presented by the Parties, as to whether the Contracting Authority considers 

the Claim to have merit for consideration. If the preliminary decision of the 

Contracting Authority is that the Claim, as submitted is without merit, the 

Contractor shall have fourteen (14) days to present a rebuttal to the 

Contracting Authority and request reconsideration of the Contracting 

Authority’s decision. Within thirty (30) days receipt of the Contractor’s 

request for reconsideration, the Contracting Authority will issue a decision. 

The time requirements stated herein may be extended by the Contracting 

Authority in order to accommodate additional preparation efforts and fact 

finding discussions but the Contracting Authority may not unreasonable 


22


extend such a period. A decision that the submitted claim is without merit will 

be identified as such, will be issued in writing by the Contracting Authority 

and will be conclusive. A decision may only be challenged by the Contractor 

through the Disputes provisions described herein. 

18.8. A decision by the Purchaser that the claim has merit will result in a 

Contracting Authority request to enter into negotiations with the Contractor to 

arrive at a mutually agreed fair and equitable settlement. The Contracting 

Authority’s decision will contain a target date for the commencement and 

conclusion of such operations. If the Parties are unable to arrive at an 

agreement on a fair and reasonable settlement by the target date for 

conclusion, or any extension thereto made by the Contracting Authority, the 

latter may declare that negotiations are at an impasse and issue a 

preliminary decision as to the fair and reasonable settlement and the 

reasons supporting this decision. The Contractor shall have a period of thirty 

(30) days to present a rebuttal to the Contracting Authority and request 

reconsideration of the Contracting Authority’s decision. Within sixty (60) days 

of receipt of the Contractor’s request for reconsideration, the Contracting 

Authority will issue its decision on the request for reconsideration. This 

timeframe will be respected unless an authorisation is needed from a NATO 

or other authority , the schedule for which is beyond the Contracting 

Authority’s control. A decision of the Contracting Authority on the 

reconsideration of the matter will be identified as such, will be issued in 

writing by the Contracting Authority and will be conclusive. A decision on the 

reconsideration may only be challenged by the Contractor through the 

Disputes provisions described herein. 

18.9. No Claim arising under this Contract may be assigned by the Contractor 

without prior approval of the Purchaser. 

18.10. The Contractor shall proceed diligently with performance of this Contract, 

pending final resolution of any request for relief, claim appeal, or action 

arising under the Contract, and comply with any decision of the Contracting 

Authority. 

19. PRICING OF CHANGES, AMENDMENTS AND CLAIMS 

19.1. Contractor’s pricing proposals for Changes, amendments and Claims shall 

be priced in accordance with the Purchaser's Pricing Principles (Annex 1 

hereto and the sample spreadsheet and its “ Instructions to Complete” at 

Appendix 1) or the national government pricing rules and regulations for the 

Contractor's own country, where in force. The Contractor shall provide cost 

information accompanied by appropriate substantiation as required by the 

Purchaser in accordance with Purchaser’s Pricing Principles, or such other 

format as may be agreed between the Contractor and the Purchaser. 

19.2. With respect to Clause 19.1 above, when the price or price adjustment is 

based on adequate price competition, established catalogue or market price 

of commercial items sold in substantial quantities to the general public, or 

prices set by law or regulation, the Contractor shall be responsible for 


23


substantiation of such cases to the satisfaction of the Purchaser. 

19.3. For the purposes of verifying that the cost or pricing data submitted in 

conjunction with Clause 19.1 above are accurate, complete and current, the 

Purchaser or any Purchaser authorised representative shall have the right 

of access to the Contractor's facilities to examine, until the expiration of 

three (3) years from the date of final payment of all sums due under the 

Contract: 

19.3.1. those books, records, documents and other supporting data which 

will permit adequate evaluation and verification of the cost or pricing 

data submitted; and/or 

19.3.2. the computations and projections which were available to the 

Contractor as of the date of the Contractor price proposal. 

19.4. The Contractor, subject to the provisions of this Clause, shall require Subcontractors 

to provide to the Purchaser, either directly or indirectly: 

19.4.1. cost or pricing data; 

19.4.2. access to Sub-contractor's facilities and records for the purposes of 

verification of such cost or pricing data; and 

19.4.3. a Certificate of Current Cost or Pricing Data, when required. 

19.5. If any price, including profit, negotiated in connection with this Contract was 

proposed, taking any of the following into account: : 

19.5.1. the Contractor furnished cost or pricing data which was not 

complete, accurate and current as certified in the Contractor's 

Certificate of Current Cost or Pricing Data provided in accordance 

with Clause 19.6 below; 

19.5.2. a Sub-contractor, pursuant to Clause 19.4 above or any Subcontract 

clause therein required, furnished cost or pricing data which 

was not complete, accurate and current as certified in the Subcontractor's 

Certificate of Current Cost or Pricing Data; 

19.5.3. a Sub-contractor or prospective Sub-contractor furnished cost or 

pricing data which was required to be complete, accurate and 

current and to be submitted to support a Sub-contract cost estimate 

furnished by the Contractor but which was not complete, accurate 

and current as of the date certified in the Contractor's Certificate of 

Current Cost or Pricing Data; or 

19.5.4. the Contractor or a Sub-contractor or prospective Sub-contractor 

furnished any data, not within 19.5.1 through 19.5.3 above, which, 

as submitted, was not complete, accurate and current; 

then the price and/or cost shall be adjusted accordingly and the Contract 

shall be modified in writing as may be necessary to reflect such. 

19.6. At the time of negotiating any price, including profit, which is based upon the 

submission of cost or pricing data by the Contractor, the Contractor shall be 


24


required to submit a certificate of current cost or pricing data (“Certificate”). 

19.6.1. Such Certificates will certify that, to the best of the Contractor's 

knowledge and belief, cost or pricing data submitted to the 

Purchaser in support of any proposal for a price, price adjustment or 

claim, are accurate, complete and current, as per the completion of 

the negotiations or, in the case of a claim, as per the submission 

date of the claim. 

19.6.2. All such Certificates shall be in the format shown below and shall be 

dated and signed by a responsible officer of the company: 

CERTIFICATE OF CURRENT COST OR PRICING DATA 

This is to certify that cost or pricing data as submitted, 

either actually or by specific identification in writing to the 

Purchaser or his representative in support 

of......................................................(Claim, Amendment, 

ECP#, etc.,) are accurate, complete and current as of 

.................................(Date). 

By submitting the price proposal, the Contractor/sub- 

Contractor or prospective sub-Contractor grant the 

Purchaser or his authorized representative(s) the right to 

examine those records, data and supporting information, 

used as a basis for the pricing submitted. 

_______________________________________________ 

Name of Company 

_______________________________________________ 

Signature 

_______________________________________________ 

Printed Name of Signatory 

_______________________________________________ 

Title of Signatory 

_______________________________________________ 

Date of Signature 


25


19.6.3. The Contractor shall insert the substance of this Clause 19.7 in 

each Sub-contract. 

19.7. For all additional or follow-up agreements which are made for Work which 

are furnished to the Purchaser without competition, the Contractor shall 

offer prices on a “Preferred Customer” basis, that is offer prices which are 

as favourable as those extended to any Government, Agency, Company, 

Organisation or individual purchasing or handling like quantities of 

equipment and/or Parts covered by the Contract under similar conditions. 

In the event that prior to completing delivery under this Contract the 

Contractor offers any of such items in substantially similar quantities to any 

customer at prices lower than those set forth herein, the Contractor shall so 

notify the Purchaser and the prices of such items shall be correspondingly 

reduced by a supplement to this Contract. Price in this sense means "Base 

Price" prior to applying any bonus, export tax reduction, turn-over tax 

exemptions and other reductions based on National Policies. 

20. NOTICE OF SHIPMENT AND DELIVERY 

20.1. Except as may be specified in the Special Contract Provisions, delivery of all 

items under this Contract shall be made by the Contractor on the basis of 

“Delivery Duty Paid” (DDP) as defined by the INCOTERMS 2000 

(International Chamber of Commerce Publication No. 560). It shall be noted, 

however, that because the Purchaser is exempted from direct taxes and duty 

as set forth in Clause 26 (Taxes and Duties), there is no duty to be paid by 

the Contractor. 

20.2. "Delivery" of required Work by the Contractor does not constitute 

"Acceptance" by the Purchaser for purposes of meeting the requirements of 

the Contract Schedule where Purchaser acceptance is the stated payment or 

schedule milestone. 

20.3. Thirty (30) Days, or such other period as specified in the Contract, prior to the 

delivery of any shipment of Work, the Contractor shall give prepaid notice of 

shipment to the Purchaser. The Notice of Shipment shall contain, as 

appropriate, the request for customs form 302, or equivalent document, 

which shall enable any carrier to conduct duty free import/export clearance 

through customs for the Purchaser on behalf of NATO. 

20.4. The customs form 302 is an official customs clearance declaration issued in 

advance of shipment by the Purchaser to provide certified information as to 

the duty free import, export, or transit of NATO consignments between 

NATO countries. 

20.5. The Notice of Shipment and request for Form 302 or equivalent document 

shall contain the following information: 

20.5.1. Purchaser's Contract number; 

20.5.2. Contract item number, designation and quantities; 

20.5.3. destination; 


26


20.5.4. number and description of the packages (gross and net weight); 

20.5.5. description of the goods and their value (for custom purpose only, 

not commercial value) 

20.5.6. consignor's name and address; 

20.5.7. consignee's name and address; 

20.5.8. method of shipment (i.e. road, rail, sea, air, etc.); 

20.5.9. name and address of freight forwarder. 

20.6. Forwarding Agents, Carriers or other responsible organisations shall be 

informed by the Contractor of the availability of Form 302 or equivalent 

document and how the form shall be utilised to avoid the payment of custom 

duties. Form 302 or equivalent document shall be incorporated in all 

shipping documents provided to the carrier. 

20.7. Upon receipt of the Notice of Shipment from the Contractor, the Purchaser 

may require the Contractor to send copies of the Notice of Shipment to the 

receiving parties and the Contractor shall comply with this requirement. 

21. INSPECTION AND ACCEPTANCE OF WORK 

21.1. For the purposes of this Clause, Work does not include documentation 

which is addressed in Clause 22 (Inspection and Acceptance of 

Documentation) hereafter. 

21.2. Unless otherwise specifically provided for in the Contract, all Work and all 

Parts and equipment incorporated in the Work are to be new and of the 

most suitable grade of their respective kinds for the purpose, 

notwithstanding the requirements for testing, inspection and performance as 

required under this Contract. All workmanship shall be as specified under 

the Contract or, if no workmanship standards are specified, best commercial 

or “state of the art” complying with relevant (National and International) 

standards. 

21.3. All Work may be subject to inspection and test by the Purchaser or his 

authorised representative(s) to the extent practicable at all times and places 

prior to Acceptance, including the period of manufacture, or after delivery or 

as otherwise specified in the Contract. For the purposes of inspection and 

testing the Purchaser may delegate as his representative the authorised 

National Quality Assurance Representative (NQAR) in accordance with 

STANAG 4107. 

21.4. No representative or NQAR appointed by the Purchaser for the purpose of 

determining the Contractor's compliance with the technical requirements of 

the Contract shall have the authority to change any of the specifications. 

Such changes may only be made by the Contracting Authority in writing in 

accordance with Clause 16 (Changes). 

21.5. The presence or absence of an NQAR or other Purchaser representative 

shall not relieve the Contractor from conforming to the requirements of this 

Contract. 


27


21.6. Acceptance or rejection of the Work shall be made as promptly as 

practicable after delivery, except as otherwise provided in the Contract. 

Failure to timely accept or reject the Work shall neither relieve the 

Contractor from responsibility for such Work nor impose liability on the 

Purchaser. 

21.7. In the event that any Work, or lots thereof, or services are defective in 

design, material, workmanship or manufacturing quality, or as a result of 

undue wear and tear or otherwise not in conformity with the requirements of 

this Contract, including any characteristic or condition which is or becomes 

at variance to the performance specifications, to the intended function of the 

Work or the function to which it could reasonably be expected that the Work 

would perform, the Purchaser shall have the right either to reject them (with 

or without instructions as to their disposition) or to require their correction or 

replacement. Work which has been rejected or required to be corrected or 

replaced shall, at the expense of the Contractor, be removed, or, if 

permitted or required by the Contracting Authority, corrected in place by the 

Contractor promptly after notice, and shall not thereafter be tendered for 

acceptance by the Contractor unless the former rejection or requirement of 

correction or replacement is withdrawn. If the Contractor fails promptly to 

remove, replace or correct such Work the Purchaser may either: 

21.7.1. by contract or otherwise return, replace or correct such Work or 

services and charge to the Contractor the cost incurred by the 

Purchaser; and/or 

21.7.2. terminate this Contract for default as provided in Clause 39 

(Termination for Default). 

21.8. When NQAR is not applicable based on the scale of the project, the 

Purchaser reserves the right to perform inspections through his own staff in 

accordance with the latest ISO standard at the time of inspection. 

21.9. Unless the Contractor corrects or replaces such Work within the delivery 

schedule, the Purchaser may require the delivery of such Work at a 

reduction in price which is equitable under the circumstances. Failure to 

agree to such reduction of price shall be a dispute within the meaning of 

Clause 41 (Disputes). 

21.10. If any inspection or test is made by the Purchaser's representatives on the 

premises of the Contractor or Sub-contractor, the Contractor, without 

additional charge, shall provide all reasonable facilities and assistance for 

the safety and convenience of the Purchaser's representatives in the 

performance of their duties. The NQAR or other Purchaser representatives 

shall have the right of access to any area of the Contractor's or his Subcontractor's 

premises where any part of the contractual work is being 

performed. 

21.11. If Purchaser inspection or test is made at a point other than the premises of 

the Contractor or Sub-contractor, it shall be at the expense of the Purchaser 

except as otherwise provided in this Contract; provided, that in case of 

rejection the Purchaser shall not be liable for any reduction in value of 

samples used in connection with such inspection or test. 

21.12. All inspections and tests by the Purchaser shall be performed in such a 


28


manner as not to unduly delay the Work. 

21.13. The Purchaser reserves the right to charge to the Contractor any additional 

cost of Purchaser inspection and test when Work is not ready at the time 

such inspection and test is requested by the Contractor or when reinspection 

or retest is necessitated by prior rejection. 

21.14. Acceptance or rejection of the Work shall be made as promptly as 

practicable after delivery, except as otherwise provided in this Contract, but 

failure to inspect and accept or reject Work shall neither relieve the 

Contractor from responsibility for such Work as are not in accordance with 

the Contract requirements nor impose liability on the Purchaser thereof. 

21.15. The inspection and test by the Purchaser of any Work or lots thereof, or 

services, does not relieve the Contractor from any responsibility regarding 

defects or other failures to meet the Contract requirements which may be 

discovered prior to acceptance. 

21.16. Acceptance of Work shall take place when the Contracting Authority 

confirms acceptance in writing of the Work in accordance with the 

procedure specified in the Contract, or if none is so specified then the 

Contracting Authority shall be deemed to have accepted the Work without 

prejudice to any other remedies, when and as soon as any of the following 

events have occurred: 

21.16.1. the Purchaser has taken the Work into use, except as 

specifically provided by Clause 23 (Use and Possession Prior to 

Acceptance); 

21.16.2. the Purchaser has not exercised its right of rejection of the 

Work within any period specified for that purpose in the Contract; 

21.16.3. there being no period for exercising the right of rejection 

specified in the Contract, a reasonable time, all the circumstances 

having been taken into account, has elapsed since inspection of the 

Work was effected in accordance with the Contract. 

21.17. Except as otherwise provided in this Contract, acceptance shall be 

conclusive except as regards latent defects, fraud, or such gross mistakes 

as amount to fraud. 

21.18. Unless otherwise specified in this Contract, the Contractor shall have or 

establish, implement and maintain an effective and economical quality 

control system necessary to satisfy the Contract requirement. The system 

shall provide for the early and prompt detection of deficiencies, trends and 

conditions which could result in unsatisfactory quality and for timely and 

effective corrective action. Objective evidence that the system is effective 

shall be readily available to the Purchaser and its authorised 

representatives. Records of all inspection and testing work by the 

Contractor shall be kept complete and available to the Purchaser’s 

representatives during the performance of this Contract and for such longer 

periods as may be specified elsewhere in this Contract. 


29


22. INSPECTION AND ACCEPTANCE OF DOCUMENTATION 

22.1. The Contractor shall provide to the Purchaser a draft version of the required 

documentation as provided by the Contract Schedule and the Statement of 

Work. Review of draft documentation under this Contract will be made by 

the Purchaser upon the delivery of these items by the Contractor. The 

review will be conducted by the Purchaser through duly authorised 

representatives. 

22.2. Upon delivery of the draft documentation, the Purchaser will have a period of 

review as provided by the Statement of Work. At the end of the review 

period or before if deemed practical by the Purchaser, the Purchaser's 

comments will be presented to the Contractor in writing. The substance of 

such comments will pertain to items of error, non-conformity, omission and 

guidance in relation to the requirements of the Statement of Work. 

22.3. Purchaser Review of the delivered items will emphasise the conformity with 

the requirements of the Statement of Work, thoroughness of analysis, logical 

bases of conclusions and models and coherence and completeness of 

presentation. The review process will also examine editorial and 

grammatical correctness and the suitability and accuracy of graphics 

supporting the text. 

22.4. The Contractor shall, after receipt of Purchaser comments, incorporate 

changes, revisions and corrections required by the Purchaser and present 

the revised documentation in final form to the Purchaser for inspection in 

accordance with the delivery date specified in the Schedule. 

22.5. During the review process the Contractor is not required to halt efforts on 

further tasks as identified in the Statement of Work. The Purchaser, 

however, shall not be held liable for any work carried out by the Contractor 

which is based on draft documentation yet to be reviewed. 

22.6. Upon receipt of the items in final form, the Purchaser will inspect the items for 

a period not exceeding two weeks (or as otherwise stated in the Statement 

of Work). At the end of the inspection, the Purchaser will notify the 

Contractor that: 

22.6.1. the items have been accepted; 

22.6.2. the acceptance of the items is deferred pending further revision; or 

22.6.3. the items are rejected and significantly fail to meet Contract 

requirements. 

22.7. In the case of Clause 22.6.2 above, the Contractor shall only be responsible 

for those revisions and corrections requested by the Purchaser and the 

Purchaser may not request additional revisions during inspection after 

required revisions have been made. However, if the Purchaser determines 

that a directed revision has not been made or if such directed revision was 


30


cause for revision of other portions of content which were not made by the 

Contractor, the Purchaser may withhold acceptance until such revisions are 

made by the Contractor. 

22.8. The Contractor shall provide to the Purchaser on request supporting 

technical data, computer software, databases and background analyses in 

order to validate findings contained in the delivered items. 

22.9. Purchaser acceptance shall be made in writing by the Contracting Authority. 


23.1. Except as otherwise provided in the Special Contract Provisions, the 

Purchaser shall have the right to take possession of, or use, any completed 

or partially completed Work under the Contract at any time, when notified 

by the Contracting Authority, however such possession or use shall not 

constitute Acceptance by the Purchaser, as defined in the Contract. 

23.2. While the Purchaser has such use or is in such possession, the Contractor 

shall be relieved of the responsibility for loss or damage to the Work 

concerned other than that resulting from the Contractor's fault, negligence 

or defect to the Work. 

23.3. If such prior possession or use by the Purchaser delays the progress of the 

Work or causes additional expense to the Contractor, an equitable 

adjustment in the Contract price or the time of delivery will be made, in 

accordance with the Clause 16 (Changes), and the Contract shall be 

modified in writing accordingly. 

24. OWNERSHIP AND TITLE 

24.1. Except as may be otherwise stated in the Special Contract Provisions and 

Clause 23 (Use and Possession prior to Acceptance), ownership and title to 

all Work will pass to the Purchaser only upon Acceptance by the Contracting 

Authority in writing. Where the Contract provides for Provisional Acceptance 

and Final Acceptance, ownership and title will pass to the Purchaser upon 

written notification of Final Acceptance. 

25. INVOICES AND PAYMENT 

25.1. Unless otherwise specified in the Special Contract Provisions, invoices shall 

only be submitted after delivery and Acceptance of the Work and for the total 

prices and currency(ies) as set out under the Schedule of Work. 

25.2. Invoices in respect of any Work or services shall be prepared and submitted 

to the Purchaser and shall contain all of the elements listed below: 

25.2.1. Contract number; 

25.2.2. Purchaser’s Purchase Order number ; 

25.2.3. accounting codes (as specified in this Contract); 


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25.2.4. item number (as defined in the Contract); 

25.2.5. Contract description of Work or services, sizes, quantities, unit 

prices, and extended totals (exclusive of taxes and duties for which 

relief is available); and 

25.2.6. extended totals. Details of Bills of Lading or Freight Warrant 

numbers and weight of shipment shall be identified on each invoice 

as appropriate. 

25.3. In addition, documentary evidence of Acceptance including copies of 

certificates of conformity shall be submitted together with each invoice. 

Invoices shall not be submitted to the Purchaser without Acceptance having 

been previously made by the Purchaser. 

25.4. Each copy of the invoice shall contain the following certificate which shall be 

signed by a duly authorised company official on the designated original 

invoice: 

"I certify that the above invoice is true and correct, that the 

delivery of the above described items has been duly carried out 

and the payment thereof has not been received. 

Order placed for official use. Exemption from VAT Article 

42,§3&3*of VAT Code for Belgium or Article 151, §1b of the 

Council Directive 2006/112/EC dd. 28 November 2006 on intracommunity 

purchases and/or services.”. 

25.5. All invoices shall be addressed to the NCIA - Financial Management 

Either at the following addresses: 

NCIA 

Financial Management 


1110 Brussels 

Belgium 

OR 

shall be addressed to Financial Management at the following electronic 

address: 

“ncia-fmrc-bel_einvoices@ncia.nato.int” 

Once the manner of forwarding the invoice is chosen, the contractor shall 

keep this manner throughout the contract. 

25.6. All invoices submitted shall include the address of the bank to which 

payment shall be made, together with either pertinent information 

concerning the International Bank Account Number (IBAN) and BIC/SWIFT 


32


address or pertinent information concerning transit number/sort code, 

account number and SWIFT address. The Purchaser makes payment only 

by wire transfer and therefore wire transfer particulars shall be included on 

the invoice. 

25.7. Invoices will be settled by the Purchaser within sixty (60) days of receipt of a 

properly prepared and submitted invoice. 

25.8. The Contractor shall mention on the invoice the payment conditions in line 

with the Contract. 

26. TAXES AND DUTIES 

26.1. The Purchaser, by virtue of his status under the terms of Article IX and X of 

the Ottawa Agreement, is exempt from all direct taxes (incl. VAT) and all 

customs duties on merchandise imported or exported. The Contractor, 

therefore, certifies that the prices stipulated in this Contract do not include 

amounts to cover such direct taxes or customs duties. 

26.2. The Contractor shall be responsible for ensuring that his respective Subcontractors 

are aware that the Purchaser is exempt from taxes and customs 

duties. The Contractor (and his respective Sub-contractors) shall be 

responsible for complying with all applicable national and local legal and 

administrative procedures to ensure that authorities do not attempt to assess 

taxes and customs duties on goods and property imported or exported 

through NATO member nation frontiers under this Contract nor assess direct 

taxation (VAT) on goods sold to the NCIA under this Contract. 

26.3. The Purchaser shall give reasonable assistance in providing 

evidence/documents which might be required by the Contractor to ensure 

that NCIA receives tax exemption by virtue of its status under the Ottawa 

Agreement. 

26.4. If, after complying with all national and local legal and administrative 

procedures, the authorities persist in attempting to impose taxes or duties on 

goods provided under this Contract, the Contractor shall inform the 

Contracting Authority providing the particulars of the situation, the 

procedures which have been followed and the point of contact at the national 

authority which is attempting to impose taxation or duty. The Contracting 

Authority will examine the situation and attempt to clarify the legal and 

administrative basis of the difficulty. If the Contracting Authority so directs, 

the Contractor shall pay the required taxes and duties and file for 

reimbursement or rebate from the national authorities in accordance with 

national legislative and administrative procedures. 

26.5. In the event that the petition for reimbursement or rebate is denied by the 

national authorities concerned and providing that the Contractor and/or his 

Sub-contractor have complied with the national legislative and administrative 

procedures, the Purchaser shall reimburse the full amount of the payment(s) 

upon receipt of the Contractor's invoice indicating such tax or duty as a 

separate item of cost and fully identified by reference to any governmental 

law, regulation and/or instruction pursuant to which such tax or duty is 


33


enforced. The Contractor shall offer assistance and execute any such 

document that may be useful or required to ensure that Purchaser obtains 

the reimbursement of any tax or duty retained by a national authority. 

26.6. In the event of the Contractor and/or Sub-contractor not complying with 

national legislative or administrative procedures, taxes and duties paid by the 

Contractor and/or Sub-contractors shall not be reimbursed by the Purchaser. 

26.7. Following payment by the Purchaser of the taxes and/or duties pursuant to 

Clause 26.4 above, should the Contractor subsequently receive a rebate of 

any amount paid by the Purchaser, the Contractor shall immediately notify 

the Purchaser and the amount of such rebate shall be credited or reimbursed 

to the Purchaser, as directed. The Contractor shall be responsible for taking 

any and all action that could reasonably be required in order to obtain such 

rebate. 

26.8. The Contractor shall be liable for all other taxes, assessments, fees, licences, 

administrative charges or other Government assessments or charges which 

are applicable to the performance of this Contract. It is the Contractor's 

responsibility to inform himself of his liability in each country where such 

liability may arise. 

27. WARRANTY OF WORK (exclusive of Software) 

27.1. For the purpose of this Clause: 

27.1.1. “Acceptance” shall mean the act of an authorised representative of 

the Purchaser by which the Purchaser assumes title and ownership 

of delivered Work rendered as partial or complete performance of 

the Contract. “Acceptance” in this regard, unless specifically 

provided otherwise in the Contract Special Provisions, means final 

Acceptance where the Contract provides for Provisional or Partial 

Acceptance; 

27.1.2. “Correction” shall mean the elimination of a defect; 

27.1.3. “Work” shall not include software. 

27.2. The Contractor shall not be responsible under this Clause for the Correction 

of Defects in Purchaser Furnished Property, except for Defects in 

Contractor performed installation, unless the Contractor performs, or is 

obligated to perform, any modifications or other work on Purchaser 

Furnished Property. In that event, the Contractor shall be responsible for 

Correction of Defects that result from the modifications or other Work. 

27.3. Unless another period of time is indicated in the Contract Special Provisions, 

the duration of the warranty provided by the Contractor and its 

Subcontractors shall be twelve (12) months from the date of Acceptance 

under this Contract as notified in writing by the Contracting Authority. 

27.4. Any Work or parts thereof corrected or furnished in replacement and any 

services re-performed shall also be subject to the conditions of this Clause 

27 to the same extent as Work initially accepted. The warranty, with respect 


34


to these Work, or parts thereof shall be equal in duration to that set forth in 

Clause 27.3, and shall run from the date of delivery of the corrected or 

replaced Work. 

27.5. If the Contractor becomes aware at any time before Acceptance by the 

Purchaser (whether before or after tender to the Purchaser) or at a later 

time, that a Defect exists in any Work, the Contractor shall either promptly 

correct the Defect or promptly notify the Purchaser, in writing, of the Defect, 

using the same procedures prescribed in Clause 27.8. 

27.6. The Purchaser will notify in writing the Contractor of the existence of a Failed 

Component and return to the Contractor the Failed Component within thirty 

(30) Days of the discovery of such failure. The transport of the Failed 

Component shall be at the expense of the Purchaser. The notification of the 

failure will include as much information as practicable about the 

circumstances and operating environment at the time of the failure. Upon 

receipt of such notification by the Purchaser (which may precede receipt of 

the Failed Component), the Contractor shall ship to the location of the 

Failed Component an identical component for installation by Purchaser 

personnel. The Contractor shall ship such replacement component(s) 

Delivery Duty Paid. Such transportation and replenishment charges are 

included in the cost of line item of the Contract identified as the warranty. 

27.7. In such rare cases where the Failed Component is either too large to be 

easily transported or the Failed Component cannot be readily identified and 

isolated within the larger entity, the Contractor shall be notified by the 

Purchaser of the failure immediately by telephone, fax or e-mail. The 

Contractor shall provide technical support to the Purchaser personnel in 

identifying the Failed Component so as to afford the Purchaser the 

opportunity to return the Failed Component. In such a case where the 

Failed Component cannot be identified or is not cost effective or practical to 

ship to the Contractor’s facility, the Contractor may elect to send field 

service personnel to the site of the failure and repair such equipment on 

location. In this event, such field service personnel shall be dispatched to 

the site of the failure within forty-eight (48) hours of initial notification. The 

expense of the technical support and field service shall be borne by the 

Contractor. 

27.8. The Contractor shall conduct analysis of all Failed Components which are 

returned to him by the Purchaser or repaired in the field by Contractor field 

service personnel to determine the cause of the failure. The Contractor 

shall issue a report to the Purchaser within thirty (30) days of receipt of a 

returned item or field repair which contains the results of the analysis. The 

report shall contain the conclusion of the Contractor as to whether the cause 

of the failure was due to a Manufacturing Defect or a Design Defect and 

declare what course of remedial action the Contractor shall implement to 

prevent further failures of a similar nature. Repetitive failures of the same 

component may be grounds for a de facto determination by the Purchaser 

that a Design Defect exists. 

27.9. If the Purchaser determines that a Design Defect exists in any of the Work 

accepted by the Purchaser under this Contract, the Purchaser shall 

promptly notify the Contractor of the Defect, in writing, within ninety (90) 


35


days after discovery of the Defect. Upon timely notification of the existence 

of a Defect, or if the Contractor independently discovers a Design Defect or 

Manufacturing Defect in accepted Work, the Contractor shall submit to the 

Purchaser, in writing within thirty (30) days, a recommendation for corrective 

actions, together with supporting information in sufficient detail for the 

Purchaser to determine what corrective action, if any, shall be undertaken. 

27.10. The Contractor shall also prepare and furnish to the Purchaser data and 

reports applicable to any Correction required under this Clause (including 

revision and updating of all other affected data and already accepted 

documentation called for under this Contract) at no increase in the Contract 

price. 

27.11. In the event of timely notice of a decision not to correct or only to partially 

correct, the Contractor shall submit a technical and cost proposal within 

forty-five (45) days to amend the Contract to permit Acceptance of the 

affected Work in accordance with the revised requirement, and an equitable 

reduction in the Contract price shall promptly be negotiated by the Parties 

and be reflected in a supplemental agreement to this Contract. 

27.12. Within thirty (30) days after receipt of the Contractor's recommendations for 

corrective action and adequate supporting information in accordance with 

Clause 27.9, the Purchaser using sole discretion, shall give the Contractor 

written notice not to correct any Defect, or to correct or partially correct any 

Defect within a reasonable time. 

27.13. The Contractor shall promptly comply with any timely written direction from 

the Purchaser to correct or partially correct a manufacturing or Design 

Defect, at no increase in the Contract price. 

27.14. The Purchaser shall give the Contractor a written notice specifying any 

failure or refusal of the Contractor to: 

27.14.1. conduct analyses of Failed components and implement a 

course of remedial action as required by Clauses 27.7 and 27.8; 

27.14.2. provide replacement components, technical support or onlocation 

field repair service in accordance with Clauses 27.6 and 

27.7; or 

27.14.3. prepare and furnish data and reports as required by Clause 

27.10. 

27.15. The notice referred to in Clause 27.14 shall specify a period of time following 

receipt of the notice by the Contractor in which the Contractor must remedy 

the failure or refusal specified in the notice. 

27.16. If the Contractor does not comply with the Purchaser's written notice in 

Clause 27.14, the Purchaser may by Contract or otherwise: 

27.16.1. Obtain detailed recommendations for corrective action from its 

own resources or third parties and either: 

27.16.1.1. correct the Work; 


36


27.16.1.2. replace the Work, and if the Contractor fails to furnish 

timely disposition instructions, the Purchaser may 

dispose of the non-confirming Work for the Purchaser's 

account in a reasonable manner, in which case the 

Purchaser is entitled to reimbursement from the 

Contractor, or from the proceeds, for the reasonable 

expenses of care and disposition, as well as for excess 

costs incurred or to be incurred; 

27.16.1.3. obtain applicable data and reports; and/or 

27.16.1.4. charge the Contractor for the costs incurred by the 

Purchaser. 

27.17. In no event shall the Purchaser be responsible for any extension or delays in 

the scheduled deliveries or periods of performance under this Contract as a 

result of the Contractor's obligations to correct Defects, nor shall there be 

any adjustment of the delivery schedule or period of performance as a result 

of the Correction of Defects unless provided by a supplemental agreement 

with adequate consideration. 

27.18. The rights and remedies of the Purchaser provided in this Clause shall not 

be affected in any way by any terms or conditions of this Contract 

concerning the conclusiveness of inspection and Acceptance and are in 

addition to, and do not limit, any rights afforded to the Purchaser by any 

other Clause of this Contract or applicable law. 

28. RIGHT OF ACCESS, EXAMINATION OF RECORDS 

28.1. The Contractor shall give to the Purchaser and/or his representative(s) full 

and free access to his premises as and when required for the purpose of 

this Contract and shall ensure the same right of access to the premises of 

his Sub-contractors, by the inclusion in any such Sub-contracts of a 

provision substantially as set forth in this Clause. 

28.2. The Purchaser and/or his representative(s) shall continue to have such right 

of access and examination of records as set forth in Clause 28.1 above until 

final payment under the Contract or the end of the warranty provisions 

under the Contract, whichever occurs later. 

28.3. The expiration of the Purchaser’s rights as set forth in Clause 28.2 is further 

subject to the provisions of Clause 19 (Pricing of Changes, Amendments 

and Claims), where a three (3) year right is established following the 

agreement of contractual amendments or the settlement of claims based 

upon the submission of cost and pricing data. 

28.4. The period of access and examination described in Clause 28.1 above for 

records not related to cost aspects of a dispute or claim but which relate to 

issues of fact arising under either proceedings under Clause 41 (Disputes) 

or Clause 42 (Arbitration), or the settlement of claims made by either Party 

pursuant to the performance of this Contract, shall continue until such 


37


appeals, litigation or claims have been disposed of. 

29. PATENT AND COPYRIGHT INDEMNITY 

29.1. The Contractor shall assume all liability against any and all third party 

claims that the services, Work and/or parts thereof, in whole or in part, 

infringe(s) an IPR in force in any countries, arising out of the 

manufacture, import, export, performance of the services or delivery of 

Work and/or out of the use or disposal by, or for the account of, the 

Purchaser of such Services and/or Work. The Contractor shall 

reimburse and/or indemnify the Purchaser, its officers, agents, 

employees and/or consultants: (i) for all costs, fees, damages, awards, 

settlement amounts and any other expenses awarded to the third party 

right holder against Purchaser and/or the final beneficiaries of the Work 

in relation to said third party claim; and (ii) for the costs and expenses 

incurred by the Purchaser in relation to said third party claims, including 

attorney fees. The Contractor shall be responsible for obtaining any 

licences necessary for the performance of this Contract and for making 

all other arrangements required to indemnify the Purchaser from any 

liability for IPR infringement in said countries. 

29.2. Each Party shall immediately notify the other of any intellectual property 

infringement claims of which he has knowledge and which pertain to the 

Work under this Contract. 

29.3. This indemnity shall not apply under the following circumstances: 

29.3.1. Patents or copyright which may be withheld from issue by order of 

the applicable government whether due to security regulations or 

otherwise; 

29.3.2. An infringement resulting from specific written instructions from the 

Purchaser under this Contract; 

29.3.3. An infringement resulting from changes made to the Work by the 

Purchaser without the Contractor prior written consent; 

29.4. An infringement resulting from changes or additions to the Work subsequent 

to final delivery and Acceptance under this Contract. 

30. INTELLECTUAL PROPERTY 

30.1. Purchaser Background IPR 

30.1.1. The Contractor is licensed to use, non-exclusively and royalty-free 

any Purchaser Background IPR that is or will be made available for 

the sole purpose of carrying out the Work. 

30.1.2. The Contractor shall not use any Purchaser Background IPR other 

than for the purpose of carrying out the Work without the prior 

written agreement of the Purchaser. Any such agreement shall 

include the terms relating to such use. 


38


30.1.3. The Purchaser gives no warranty as to the validity of any Purchaser 

Background IPR. The Contractor shall not do anything or act in any 

way which is inconsistent with or prejudicial to the ownership by the 

Purchaser of any Purchaser Background IPR. 

30.2. Contractor Background IPR 

30.2.1. Any use of Contractor Background IPR for the purpose of carrying 

out the Work pursuant to the Contract shall, subject to any 

obligation on the part of the Contractor to make payments to any 

third party in respect of IPR which is licensed from such third party, 

be free of any charge to Purchaser. The Contractor hereby grants to 

NATO a non-exclusive, royalty-free and irrevocable licence to use 

and authorise others to use any Contractor Background IPR for the 

purpose of exploiting or otherwise using the Foreground IPR. 

30.2.2. Any use of Contractor Background IPR is not limited to the number 

of users or the number of licenses required by the Contract for the 

use of system. The Purchaser reserves the right to use the 

Contractor Background IPR for any number of users and number of 

licenses as required, at no additional cost to the Purchaser. 

30.3. Foreground IPR 

30.3.1. All Foreground IPR is the property of the Purchaser on behalf of 

NATO. Consequently, no statement shall be made restricting the 

rights of the Purchaser in the Foreground IPR. All Foreground IPR 

are immediately and exclusively transferred and assigned to the 

Purchaser as from their coming into existence or, as the case may 

be, as from the execution of this Contract for rights already in 

existence at the time of execution of this Contract. 

30.3.2. The Contractor shall ensure that suitable arrangements are in place 

between its employees, agents, consultants and itself regarding 

Foreground IPR generated by said employees, agents, 

Subcontractors and consultants to allow the Contractor to fulfil its 

obligations under Clause 30.3.1 above. 

30.3.3. The Contractor shall be entitled to use Foreground IPR on a nonexclusive, 

royalty free basis solely for the purpose of carrying out the 

Work. 

30.3.4. The Contractor shall not use any Foreground IPR other than for the 

purpose of carrying out the Work without the Purchaser's prior 

written agreement. Any such agreement shall include terms relating 

to such use. 

30.3.5. The Contractor shall provide the Purchaser, at the latest upon 

delivery of the Work and thereafter for the duration of the warranty 

and any purchased CLS agreement period, with full documented 

records of information in relation to the Work, including but not 


39


limited to, all drawings, specifications and other data that is 

necessary or useful to further develop, maintain and operate the 

Work. 

30.3.6. The Contractor shall: 

30.3.6.1. do all things necessary and sign all necessary or useful 

documents to enable the Purchaser to obtain the 

registration of the Foreground IPR as the Purchaser may 

require and select; and 

30.3.6.2. to execute any formal assignment or other documents as 

may be necessary or useful to vest title to any 

Foreground IPR in the Purchaser. 

30.3.7. The Contractor undertakes: 

30.3.7.1. to notify the Purchaser promptly of any invention or 

improvement to an invention or any design conceived or 

made by the Contractor; and 

30.3.7.2. to provide the Purchaser with such information as the 

Purchaser may reasonably request in order to: (i) 

determine the patentability of such invention or 

improvement; (ii) assess the need for registering such 

invention or improvement; and (iii) evaluate the potential 

value to the Purchaser of such a patent or registration if 

issued. 

30.3.8. If the Purchaser determines that it wishes to apply for one or more 

patents for the disclosed invention or improvement or for a 

registration for the disclosed design, it will prosecute such 

application(s) at its own expense. The Contractor undertakes to 

provide the Purchaser, at the Purchaser's expense, with such 

information and assistance as the Purchaser shall reasonably 

require to prosecute such application(s). 

30.4. Third Party IPR 

30.4.1. Where Third Party IPR is the subject of a licence or other agreement 

between the third party and the Purchaser or the Contractor, the 

Contractor shall not use any Third Party IPR for the purposes of 

carrying out work pursuant to the Contract without the prior written 

approval of the Purchaser. Contractor shall inform Purchaser in 

advance of any restrictions on the Purchaser’s use. 

30.4.2. If, after the award of the Contract, the Contractor becomes aware of 

the existence of any Third Party IPR which the Contractor is using or 

believes is needed for the performance of the Contract, the 

Contractor shall immediately give the Purchaser a written report 


40


30.5. Subcontractor IPR 

identifying such IPR and if they are compliant with the other 

provisions in the contract. Any Third Party IPR under this clause is 

subject to the prior written approval by the Purchaser. 

30.5.1. When placing a Sub-contract which is concerned with or involves the 

creation of IPR, the Contractor shall ensure that the Sub-contractor 

enters into the same agreement for the use of the IPR as stipulated 

in this Contract in such a way that the Purchaser will be entitled to 

use the IPR as agreed between the Purchaser and the Contractor. 

The Contractor shall include in the Sub-contract the content of the 

provisions of this Clause. 

31. SOFTWARE WARRANTY 

31.1. Statement of the Warranties 

31.1.1. The Contractor warrants that each Software delivered under this 

Contract will conform to all requirements specified in the Contract. This 

will also include Software design specifications, including software 

configuration. 

31.1.2. Regardless of the Purchaser initiation of or participation in 

developing Software design or specifications, each Software delivered 

under this Contract will conform to the essential Performance 

requirements set forth in this Contract, as those essential Performance 

requirements measured, tested, and verified by tests and procedures set 

forth in this Contract. 

31.2. Notification Requirement 

31.2.1. The Contractor agrees to notify the Purchaser in writing 

immediately after he first discovers that a defect(s) may exist in Software 

delivered under this Contract, unless the Purchaser has first notified the 

Contractor, in writing, of the same defect(s). 

31.2.2. The Purchaser shall notify the Contractor upon discovery that a 

defect(s) may exist in any Software accepted by the Purchaser under this 

Contract, unless the Contractor has first notified the Purchaser, in writing 

of the same defect(s). 

31.3. Duration of the Warranty 

31.3.1. For each Software delivered under this Contract, the Contractor 

Warranties stated in paragraph 31.1 above shall extend to all defects 

discovered within 12 months from the date of acceptance of the Software 



41


31.4. Purchaser Remedies for Breach 

31.4.1. The rights and remedies of the Purchaser under this Software 

Warranty: 

31.4.1.1. Are in addition to any rights and remedies of the Purchaser 

under any other provision of this Contract, including, but not limited 

to, the Purchaser’s rights in relation to latent defects, fraud, or gross 

mistakes that amount to fraud; and 

31.4.1.2. Shall apply notwithstanding inspection, acceptance, or any other 

clauses or terms of this Contract; 

31.4.2. In the event of any defect as defined herein with respect to a 

Software delivered under this Contract, the Purchaser, in its sole 

discretion may: 

31.4.2.1. Require the Contractor to take such action as may be necessary 

to eliminate the defect, at no additional cost to the Purchaser for 

materials, labour, transportation, or otherwise; 

31.4.2.2. Require the Contractor to supply, at no additional cost to the 

Purchaser, all materials and instructions necessary for the 

Purchaser to eliminate the defect and to pay costs reasonably 

incurred by the Purchaser in taking such action as may be 

necessary to eliminate the defect, or; 

31.4.2.3. Equitably reduce the contract price 

31.4.3. The Purchaser may elect the remedies provided in paragraph 

31.4.2.1 or 31.4.2.2 above notwithstanding any dispute respecting the 

existence of or responsibility for any alleged defect as defined herein with 

respect to any Software delivered under this contract, provided that the 

Contractor will not be required to pay costs incurred by the Purchaser 

under paragraph 31.4.2.2 until final determination of the defect. In the 

event that the alleged defect is subsequently determined not to be a 

defect subject to this warranty but the Contractor has incurred costs 

under paragraph 31.4.2.1 and 31.4.2.2 as required by the Contract by 

virtue of this paragraph 31.4.3, the contract price under this contract shall 

be equitably adjusted. 

31.4.4. Election by the Purchaser of the remedy provided under 

paragraph 31.4.2.1 and 31.4.2.2 above shall not preclude subsequent 

election of a different remedy under paragraph 31.4.2 if the defect is not 

successfully eliminated under the prior election with one month of the 

notification under paragraph 31.2 above. 

31.5. Limitations and Exclusions from Warranty Coverage 

31.5.1. This Software Warranty shall not apply to alleged defects that 

the Contractor demonstrates to be in or otherwise attributable to the 


42


Purchaser furnished property as determined, tested, and verified by the 

tests and procedures set forth in this Contract. Notwithstanding this 

paragraph , a defect is not attributable to Purchaser furnished property if 

it is the result of installation or modification of Purchaser furnished 

property by the Contractor or of the integration of Purchaser furnished 

property into any Software delivered under this Contract. 

31.5.2. Any Purchaser Furnished Property needs to be checked and 

approved by the Contractor. Approval is implied once the Contractor 

starts using the Purchaser Furnished Property. 

31.6. Markings 

31.6.1. All Software delivered under this Contract will be marked with, or 

the operating and/or maintenance manuals or instructions accompanying 

such Software will prominently include, notice of the existence of this 

warranty, its substance, its duration, and instructions to notify the 

Purchaser promptly if the Software is found to be defective. 

32. NATO CODIFICATION 

32.1. For the purposes of this Clause "Technical Data" means the drawings, 

specifications and technical documentation of those items designated by the 

Purchaser to support the equipment covered by the Contract, and required 

to fully identify the items and, if applicable, draft item identifications to the 

extent and in the form to be agreed between the Codification Authority and 

the Contractor. 

32.2. In order to ensure the orderly identification of equipment, the Contractor 

shall furnish at the request of the Codification Authority the Technical Data 

required for the identification of the items of supply to the NATO codification 

system in the time scale stated in this Contract. 

32.3. A recommended spare parts list or a similar data carrier prepared in 

accordance with instructions provided by the Purchaser as the basis for 

codification shall be supplied by the Contractor by the date established in 


32.4. The Contractor shall supply or require his Sub-contractor(s)/supplier(s) to 

supply on request for the period of time specified in the Contract the 

relevant Technical Data for all items and sub-contracted items to the 

Codification Authority and the Purchaser. The Contractor shall require that 

each Sub-contractor/supplier shall include identical conditions in any 

subsequent order which he may place. 

32.5. The drawings, specifications, related documentation and, if applicable, draft 

item identifications, prepared when possible by the true manufacturer of the 

item, shall be supplied by the Contractor or his Sub-contractor(s)/supplier(s) 

direct to the Codification Authority and, if required, to the Purchaser as and 

when they become available or, at the latest within the time limits specified 

in the Contract. The Contractor shall inform the Codification Authority and 


43


Purchaser within twenty-one (21) Days of receipt of the request if the 

required Technical Data are not immediately available, and shall impose a 

similar obligation upon his Sub-contractor(s)/supplier(s) 

32.6. Except as hereinafter provided, the Contractor shall require the Subcontractor(s)/supplier(s) 

to furnish on request the information direct to the 

Codification Authority in the Sub-contractor(s)/supplier(s)' country, but the 

Contractor shall remain responsible for ensuring that the information is so 

furnished. In the event of a Sub-contract order being placed with a 

manufacturer in a non-NATO country, the Contractor shall be responsible 

for obtaining Technical Data from the Sub-contractor/supplier and furnishing 

it to the Purchaser. 

32.7. Technical Data relating to any Sub-contractor's/supplier's items shall include 

but not be limited to the name and address of the true manufacturer(s), 

his/their true reference number(s), drawing or item Part number(s) and 

applicable data in addition to any Part or reference number(s) allocated by 

the Contractor, plus draft item identification(s) if required by the Codification 

Authority. 

32.8. The Contractor shall provide the Technical Data required for codification of 

those items ordered with this Contract and also for the pertaining support 

items ordered with future contracts, including updating information regarding 

all agreed modifications, design or drawing changes made to the equipment 

or detailed Parts. 

32.9. If the Contractor has previously supplied Technical Data (for the purpose 

stated in Clause 31.2), the Contractor is to state this fact and indicate to 

whom they were supplied and the Contractor shall not under normal 

circumstances be required to make a further supply of the Technical Data 

already provided. The Technical Data furnished by the Contractor and Subcontractor(s)/supplier(s) 

are to be presented in accordance with the 

requirements for the preparation of item identification(s) as outlined in the 

Guide for Industry provided by the Codification Authority. 

32.10. The Contractor should contact the Codification Authority for any information 

concerning the NATO codification system. This information is to be found at: 

“http://www.nato.int/structur/ac/135/ncs_guide/e_guide.htm” 

33. RELEASE FROM CLAIMS 

33.1. Prior to final payment under this Contract, the Contractor and each assignee 

under this Contract shall execute and deliver a release discharging the 

Purchaser, its officers, agents and employees from all liabilities, obligations 

and claims arising out of or under this Contract subject only to the following 

exceptions: 

33.1.1. specified claims in stated amounts or in estimated amounts where 

the amounts are not susceptible to exact statement by the 


44


Contractor; 

33.1.2. claims for reimbursement of costs (other than expenses of the 

Contractor by reason of his indemnification of the Purchaser against 

patent liability) including reasonable expenses incidental thereto, 

incurred by the Contractor under the provisions of this Contract 

relating to patents. 

33.1.3. a patent infringement resulting from specific written instructions from 

the Purchaser under this Contract. 

33.1.4. a patent infringement resulting from changes or additions to the 

goods and services subsequent to final delivery and acceptance 

under this Contract. 

34. ASSIGNMENT OF CONTRACT 

34.1. The Purchaser reserves the right to assign this Contract, in whole or in part, 

to another NATO body, agency or representative within NATO or NATO 

Nations. In such a case, the Purchaser shall notify the Contractor 

accordingly in writing. 

34.2. NATO shall remain responsible for its obligations under the Contract and for 

the actions of the body, agency or representative to which this Contract may 

be assigned. 

35. TRANSFER AND SUB-LETTING 

35.1. The Contractor shall not give, bargain, sell, assign, sub-let or otherwise 

dispose of the Contract or any part thereof or the benefit or advantage of the 

Contract or any part thereof without the prior written consent of the 

Purchaser. 


36.1. If the performance of all or any part of the Work is delayed or interrupted by 

an act of the Purchaser in the administration of this Contract, which act is not 

expressly or implicitly authorised by this Contract, or by the Purchaser’s 

failure to act within the time specified in this Contract (or within a reasonable 

time if no time is specified), an adjustment shall be made for any increase in 

the cost of performance of this Contract caused by such delay or interruption 

and the Contract modified in writing accordingly. 

36.2. Adjustment shall be made also in the delivery or performance dates and any 

other contractual provision affected by such delay or interruption. However, 

no adjustment shall be made under this Clause for any delay or interruption: 

36.2.1. to the extent that performance would have been delayed or 

interrupted by any other cause, including the fault or negligence of 

the Contractor; or 


45


36.2.2. for which an adjustment is provided or excluded under any other 

provision of this Contract. 

36.3. No claim under this Clause shall be allowed: 

36.3.1. if the Contractor has failed to notify the Purchaser in writing of the 

act or failure to act, indicating that this act or failure to act will result 

in a delay or increased costs; 

36.3.2. for any costs incurred more than twenty (20) Days before the 

Contractor shall have notified the Purchaser in writing of the act or 

failure to act involved; and 

36.3.3. unless the monetary claim, in an amount stated, is asserted in 

writing as soon as practicable after the termination of such delay or 

interruption, but not later than the date of final payment under the 

Contract. 

37. CONTRACTOR NOTICE OF DELAY 

37.1. In the event that the Contractor encounters difficulty in complying with the 

Contract schedule date(s) for whatever reason, including actual or potential 

labour disputes, the Contractor shall immediately notify the Contracting 

Authority in writing, giving pertinent details. This data shall be deemed to be 

informational in character and shall not be construed as a waiver by the 

Purchaser of any schedule or date, or of any rights or remedies provided by 

law or under this Contract. 

37.2. Notwithstanding the above the Contractor shall be deemed to be in delay 

without notice from the Purchaser and only by simple expiry of the due date. 


38.1. If the Contractor: 

38.1.1. fails to meet the delivery schedule of the Work or any performance 

milestones specified in the Schedule of Work to this Contract, or any 

extension thereof, or 

38.1.2. fails to obtain acceptance of the delivered Work as specified in the 

Contract, or, if no time for acceptance is specified in the contract 

within a reasonable time after work is delivered. 

the actual damage to the Purchaser for the delay will be difficult or 

impossible to determine. Therefore, in lieu of actual damages the Contractor 

shall pay to the Purchaser, for each day of delinquency in achieving the 

deadline or milestone, fixed and agreed liquidated damages of 1.0% (one 

per cent) per day of the associated payment set forth in the Schedule of 

Payments provided in the Special Contract Provisions. If no Schedule of 

Payments is specifically set forth in the Special Contract Provisions, the 

liquidated damages will be assessed against the price of the applicable 

contract line item (CLIN) of the Schedule of Supplies, Services and Prices. 


46


38.2. In addition to the liquidated damages referred to above, the Purchaser shall 

have the possibility of terminating this Contract in whole or in part, as 

provided in Clause 39 (Termination for Default). In the event of such 

termination, the Contractor shall be liable to pay the excess costs provided in 

Clause 38.5. 

38.3. The Contractor shall not be charged with liquidated damages when the delay 

arises out of causes beyond the control and without the fault or negligence of 

the Contractor as defined in Clause 39.6 (Termination for Default). In such 

event, subject to the provisions of Clause 41 (Disputes), the Purchaser shall 

ascertain the facts and extent of the delay and shall extend the time for 

performance of the Contract when in his judgement the findings of the fact 

justify an extension. 

38.4. Liquidated damages shall be payable to the Purchaser from the first day of 

delinquency and shall accrue at the rate specified in Clause 38.1 to 15% of 

the value of each line item individually and an aggregate sum of all 

delinquent items not to exceed 15% of the value of the total Contract. These 

liquidated damages shall accrue automatically and without any further notice 

being required. 

38.5. The rights and remedies of the Purchaser under this clause are in addition to 

any other rights and remedies provided by law or under this Contract. 

39. TERMINATION FOR DEFAULT 

39.1. The Purchaser may, subject to Clause 39.6 below, by written notice of default 

to the Contractor, terminate the whole or any part of this Contract if the 

Contractor, inclusive but not limited to: 

39.1.1. fails to make delivery of all or part of the Work within the time 

specified in the contract or any agreed extension thereof; 

39.1.2. fails to make progress as to endanger performance of this Contract 

in accordance with its terms; 

39.1.3. fails to meet the technical requirements or the Specifications of the 

Contract; 

39.1.4. fails to comply with Clause 11 (Security); 

39.1.5. transfer this Contract without the Purchaser’s prior written consent; 

39.1.6. breaches any provision of this Contract; or 

39.2. In the case of any of the circumstances set forth in Clause 39.1 above, the 

Purchaser shall issue a letter to the Contractor stating that an actual or 

potential default exists and requiring a response from the Contractor within 

ten (10) Days that identifies: 


47


39.2.1. in the case of late delivery of Work, when the Contractor shall deliver 

the Work and what circumstances exist which may be considered 

excusable delays under Clause 39.6. 

39.2.2. in the case of the other circumstances identified in Clause 39.1 

above, what steps the Contractor is taking to cure such failure(s) 

within a period of ten Days (or such longer period as the Purchaser 

may authorise in writing) after receipt of notice in writing from the 

Purchaser specifying such failure and identifying any circumstances 

which exist which may be considered excusable under Clause 39.6. 

39.3. The Purchaser shall evaluate the response provided by the Contractor or, in 

the absence of a reply within the time period mentioned in Clause 39.2, all 

relevant elements of the case, and make a written determination within a 

reasonable period of time that: 

39.3.1. sufficient grounds exist to terminate the Contract in whole or in part 

in accordance with this Clause and that the Contract is so 

terminated; 

39.3.2. there are mitigating circumstances and the Contract should be 

amended accordingly; or 

39.3.3. the Purchaser will enter a period of forbearance in which the 

Contractor must show progress, make deliveries, or comply with the 

Contract provisions as specified by the Purchaser. The Purchaser 

may apply other remedial actions as provided by this Contract during 

such period of forbearance. This period of forbearance shall in no 

event constitute a waiver of Purchaser’s rights to terminate the 

Contract for default. 

39.4. At the end of the period of forbearance, which may be extended at the 

Purchaser's discretion, the Purchaser may terminate this Contract in whole 

or in part as provided in Clause 39.1 if the Contractor has not made 

adequate progress, deliveries or compliance with the Contract provisions 

which were the terms of the period of forbearance. 

39.5. In the event the Purchaser terminates this Contract in whole or in part, as 

provided in Clause 39.1, the Purchaser may procure, upon such terms and in 

such manner as the Purchaser may deem appropriate, Work similar to those 

so terminated, and the Contractor shall be liable to the Purchaser for any 

excess costs for such similar Work; however, the Contractor shall continue 

the performance of this Contract to the extent not terminated under the 

provisions of this clause. 

39.6. Except with respect to the default of Sub-contractors, the Contractor shall not 

be held liable for a termination of the Contract for default if the failure to 

perform the Contract arises out of causes beyond the control and without the 

fault or negligence of the Contractor. 

39.6.1. Such causes may include, but are not restricted to, acts of God, acts 

of the public enemy, acts of the Purchaser in its contractual capacity, 


48


acts of sovereign governments which the Contractor could not 

reasonably have anticipated, fires, floods, epidemics, quarantine 

restrictions, strikes, freight embargoes, and unusually severe 

weather; but in every case the failure to perform must be beyond the 

control and without the fault or negligence of the Contractor. 

39.6.2. If the failure to perform is caused by the default of a Sub-contractor, 

and if such default arises out of causes beyond the control of both 

the Contractor and Sub-contractor, without the fault or negligence of 

either of them, the Contractor shall not be held liable for a 

termination for default for failure to perform unless the Work to be 

furnished by the Sub-contractor were obtainable from other sources 

in sufficient time to permit the Contractor to meet the required 

delivery schedule. 

39.7. If this Contract is terminated as provided in Clause 39.1, the Purchaser, in 

addition to any other rights provided in this Clause and the Contract, may 

require the Contractor to transfer title and deliver to the Purchaser, in the 

manner and to the extent directed by the Purchaser: 

39.7.1. any completed Work with associated rights ; 

39.7.2. such partially completed Work, materials, Parts, tools, dies, jigs, 

fixtures, plans, drawings, information, and Contract rights 

(hereinafter called "Manufacturing materials") with associated rights 

as the Contractor has specifically produced or specifically acquired 

for the performance of such part of this Contract as has been 

terminated; 

39.8. In addition to Clause 39.7, the Contractor shall, upon direction of the 

Purchaser, protect and preserve property in the possession of the Contractor 

in which the Purchaser has an interest. 

39.9. Payment for completed Work delivered to and accepted by the Purchaser 

shall be at the Contract price. 

39.10. Payment for manufacturing materials delivered to and accepted by the 

Purchaser and for the protection and preservation of property shall be in an 

amount agreed upon by the Contractor and Purchaser, failure to agree to 

such amount shall be a dispute within the meaning of Clause 41 (Disputes). 

39.11. The Purchaser may withhold from amounts otherwise due to the Contractor 

for such completed Work or manufacturing materials such sum as the 

Purchaser determines to be necessary to protect the Purchaser against loss 

because of outstanding liens or claims of former lien holders. 

39.12. If, after notice of termination of this Contract under the provisions of this 

Clause, it is determined for any reason that the Contractor was not in default 

under the provisions of this Clause, or that the default was excusable under 

the provisions of this Clause, the rights and obligations of the Parties shall be 

the same as if the notice of termination had been issued pursuant to Clause 

40 (Termination for the Convenience of the Purchaser). 


49


39.13. If after such notice of termination of this Contract under the provisions of this 

Clause, it is determined for any reason that the Contractor was not in default 

under the provisions of this Clause and that the Parties agree that the 

Contract should be continued, the Contract shall be equitably adjusted to 

compensate for such termination and the Contract modified accordingly. 

Failure to agree to any such adjustment shall be a dispute within the 

meaning of Clause 41 (Disputes). 

39.14. The rights and remedies of the Purchaser provided in this Clause shall not be 

exclusive and are in addition to any other rights and remedies provided by 

law or under this Contract. 

40. TERMINATION FOR THE CONVENIENCE OF THE PURCHASER 

40.1. The performance of Work under this Contract may be terminated by the 

Purchaser in accordance with this Clause in whole, or from time to time in 

part, whenever the Purchaser shall determine that such termination is in the 

best interest of the Purchaser. 

40.2. Any such termination shall be effected by delivery to the Contractor of a 

written notice of termination, signed by the Contracting Authority, specifying 

the extent to which performance of Work under the Contract is terminated, 

and the date upon which such termination becomes effective. 

40.3. After receipt of a Notice of Termination and except as otherwise directed by 

the Contracting Authority, the Contractor shall: 

40.3.1. stop the Work on the date and to the extent specified in the notice of 

termination; 

40.3.2. place no further orders or Sub-contracts for Work, Parts, materials, 

services or facilities, except as may be necessary for completion of 

such portion of the Work under the Contract as is not terminated; 

40.3.3. terminate all orders and Sub-contracts to the extent that they relate 

to the performance of Work terminated by the Notice of Termination; 

40.3.4. assign to the Purchaser, in the manner, at the times and to the 

extent directed by the Purchaser, all of the right, title and interest of 

the Contractor under the orders and Sub-contracts so terminated, in 

which case the Purchaser shall have the right, in its discretion, to 

settle or pay any or all claims arising out of the termination of such 

orders and Sub-contracts; 

40.3.5. settle all outstanding liabilities and all claims arising out of such 

termination of orders and Sub-contracts, with the approval or 

ratification of the Purchaser to the extent he may require, which 

approval or ratification shall be final for all the purposes of this 

Clause; 

40.3.6. transfer title and deliver to the Purchaser in the manner, at the times, 


50


and to the extent, if any, directed by the Contracting Authority of: 

40.3.6.1. the fabricated parts, work in process, completed work, 

Work, and other material produced as a part of, or 

acquired in connection with the performance of the Work 

terminated by the notice of termination, and 

40.3.6.2. the completed or partially completed plans, drawings, 

information, and other property which, if the Contract had 

been completed, would have been required to be 

furnished to the Purchaser; 

40.3.7. use his best efforts to sell, in the manner, at the times, to the extent, 

and at the price or prices directed or authorised by the Contracting 

Authority, any property of the types referred to in Clause 40.3.6 

above. However, the Contractor: 

40.3.7.1. shall not be required to extend credit to any Buyer; and 

40.3.7.2. may acquire any such property under the conditions 

prescribed by and at a price or prices approved by the 

Purchaser; and provided further that the proceeds of any 

such transfer or disposition shall be applied in reduction 

of any payments to be made by the Purchaser to the 

Contractor under this Contract or shall otherwise be 

credited to the price or cost of the Work or paid in such 

manner as the Contracting Authority may direct; 

40.3.8. complete performance of such part of the Work as shall not have 

been terminated by the Notice of Termination; and 

40.3.9. take such action as may be necessary, or as the Purchaser may 

direct, for the protection and preservation of the property related to 

this Contract which is in the possession of the Contractor and in 

which the Purchaser has or may acquire an interest. 

40.4. The Contractor may submit to the Purchaser a list, certified as to quantity and 

quality, of any or all items of termination inventory not previously disposed of, 

exclusive of items the disposition of which has been directed or authorised 

by the Purchaser, and may request the Purchaser to remove such items or 

enter into a storage agreement covering the same; provided that the list 

submitted shall be subject to verification by the Purchaser upon removal of 

the items, or if the items are stored, within forty-five (45) Days from the date 

of submission of the list, and any necessary adjustment to correct the list as 

submitted shall be made prior to final settlement. 

40.5. After receipt of a notice of termination, the Contractor shall submit to the 

Purchaser his termination Claim for the Work covered by the notice of 

termination, in the form and with certification prescribed by the Purchaser. 

Such claim shall be submitted promptly but in no event later than six (6) 


51


months from the effective date of termination, unless one or more extensions 

are granted in writing by the Purchaser, upon request of the Contractor made 

in writing within such six-month period or authorised extension thereof. 

However, if the Purchaser determines that the facts justify such action, the 

Purchaser may receive and act upon any such termination claim at any time 

after such six-month period or any extension thereof. Upon failure of the 

Contractor to submit his termination claim within the time allowed, the 

Purchaser may determine on the basis of information available to him, the 

amount, if any, due to the Contractor by reason of the termination and shall 

thereupon pay to the Contractor the amount so determined. 

40.6. Subject to the provisions of Clause 40.5, the Contractor and the Purchaser 

may agree upon the whole or any part of the amount or amounts to be paid 

to the Contractor by reason of the total or partial termination of Work 

pursuant to this Clause, which amount or amounts may include a reasonable 

allowance for profit on work done; provided that such agreed amount or 

amounts exclusive of settlement costs shall not exceed total Contract price 

as reduced by the amount of payments otherwise made and as further 

reduced by the Contract price of the Work not terminated. The Contract 

shall be amended accordingly and the Contractor shall be paid the amount 

agreed. 

40.7. In the event of the failure of the Contractor and the Purchaser to agree as 

provided in Clause 40.6 upon the whole amount to be paid to the Contractor 

by reason of the termination of Work pursuant to Clause 40, the Purchaser 

shall pay to the Contractor the amounts determined by the Purchaser as 

follows, but without duplication of any amounts agreed upon in accordance 

with Clause 40.6 the total of: 

40.7.1. for completed Work accepted by the Purchaser (or sold or acquired 

as provided in Clause 40.3 above) and not therefore paid for, a sum 

equivalent to the aggregate price for such Work computed in 

accordance with the price or prices specified in the Contract, 

appropriately adjusted for any saving of freight or other charges; 

40.7.2. the costs incurred in the performance of the Work terminated 

including initial costs and preparatory expense allocable thereto, but 

exclusive of any costs attributable to Work paid or to be paid for 

under Clause 40.7.1; 

40.7.3. the cost of settling and paying claims arising out of the termination of 

work under Sub-contracts or orders, as provided in Clause 40.3.5, 

which are properly chargeable to the terminated portion of the 

Contract, exclusive of amounts paid or payable on account of Work 

or materials delivered or services furnished by Sub-contractors or 

vendors prior to the effective date of the notice of termination, which 

amounts shall be included in the costs payable under Clause 40.7.2; 

and 

40.7.4. a sum, as profit on Clause 40.7.1 above, determined by the 


52


Purchaser to be fair and reasonable; provided, however, that if it 

appears that the Contractor would have sustained a loss on the 

entire Contract, had it been completed, no profit shall be included or 

allowed and an appropriate adjustment shall be made reducing the 

amount of the settlement to reflect the indicated rate of loss; and 

40.7.5. the reasonable costs of settlement, including accounting, legal, 

clerical and other expenses reasonably necessary for the 

preparation of settlement claims and supporting data with respect to 

the terminated portion of the Contract and for the termination and 

settlement of Sub-contracts there under, together with reasonable 

storage, transportation, and other costs incurred in connection with 

the protection, or disposition of property allocable to this Contract. 

40.8. The total sum to be paid to the Contractor under Clause 40.7 shall not 

exceed the total Contract price as reduced by the amount of payments 

otherwise made and as further reduced by the Contract price of Work not 

terminated. 

40.9. Except for normal spoilage, and except to the extent that the Purchaser shall 

have otherwise expressly assumed the risk of loss, there shall be excluded 

from the amounts payable to the Contractor, as provided in Clause 40.7 

above, the fair value, as determined by the Purchaser, of property which is 

destroyed, lost, stolen, or damaged so as to become undeliverable to the 

Purchaser, or to a buyer pursuant to Clause 40.3.7 above. 

40.10. The Contractor shall have the right to dispute, under the Clause 41 

(Disputes), any determination made by the Purchaser under Clauses 40.5 

and 40.7, except that if the Contractor has failed to submit his claim within 

the time provided in Clause 40.5 and has failed to request extension of such 

time, the Contractor shall be foreclosed from his right to dispute said 

determination. In any case where the Purchaser has made a determination 

of the amount due under Clauses 40.5 and 40.7, the Purchaser shall pay the 

Contractor the following: 

40.10.1. if there is no right of appeal hereunder or if no timely appeal has 

been taken, the amount so determined by the Purchaser, or 

40.10.2. if an appeal has been taken, the amount finally determined on 

such appeal. 

40.11. In arriving at the amount due to the Contractor under this Clause there shall 

be deducted: 

40.11.1. all unliquidated advance or other payments on account 

theretofore made to the Contractor, applicable to the terminated 

portion of this Contract; 

40.11.2. any claim which the Purchaser may have against the Contractor 

in connection with this Contract; and 


53


40.11.3. the agreed price for, or the proceeds of the sale of, any 

materials, Work, or other things acquired by the Contractor or sold, 

pursuant to the provisions of this Clause, and not otherwise 

recovered by or credited to the Purchaser. 

40.12. If the termination hereunder is partial, prior to the settlement of the 

terminated portion of this Contract, the Contractor may file with the 

Purchaser, in accordance with Clause 16 (Changes), a request in writing for 

an equitable adjustment of the price or prices relating to the continued 

portion of the Contract (the portion not terminated by the notice of 

termination), and such equitable adjustment as may be agreed upon shall be 

made in such price or prices. 

40.13. The Purchaser may from time to time, under such terms and conditions as it 

may prescribe, make partial payments and payments on account against 

costs incurred by the Contractor in connection with the terminated portion of 

this Contract whenever in the opinion of the Purchaser the aggregate of such 

payments shall be within the amount to which the Contractor will be entitled 

hereunder. If the total of such payment is in excess of the amount finally 

agreed or determined to be due under this Clause, such excess shall be 

payable by the Contractor to the Purchaser upon demand, together with 

interest calculated using the average of the official base rate(s) per annum of 

the deposit facility rate as notified by the European Central Bank or such 

other official source as may be determined by the Purchaser, for the period 

from the date the excess is received by the Contractor to the date such 

excess is repaid to the Purchaser, provided, however, that no interest shall 

be charged with respect to any such excess payment attributed to a 

reduction in the Contractor's claim by reason of retention or other disposition 

of termination inventory until ten days after the date of such retention or 

disposition or such later date as determined by the Purchaser by reason of 

the circumstances. 

40.14. Unless otherwise provided for in this Contract, the Contractor, from the 

effective date of termination and for a period of three years after final 

settlement under this Contract, shall preserve and make available to the 

Purchaser at all reasonable times at the office of the Contractor, but without 

direct charge to the Purchaser, all his books, records, documents, computer 

files and other evidence bearing on the costs and expenses of the Contractor 

under this Contract and relating to the work terminated hereunder, or, to the 

extent approved by the Purchaser, photographs, micro-photographs, or other 

authentic reproductions thereof. 

41. DISPUTES 

41.1. Except to the extent to which special provision is made elsewhere in the 

Contract, all disputes, differences or questions which are not disposed of by 

agreement between the Parties to the Contract with respect to any matter 

arising out of or relating to the Contract, other than a matter as to which the 

decision of the Contracting Authority under the Contract is said to be final 


54


and conclusive, shall be decided by the Contracting Authority. The 

Contracting Authority shall reduce his decision to writing and mail or 

otherwise furnish a copy thereof to the Contractor. 

41.2. The Contracting Authority shall not proceed with the evaluation and decision 

in respect of any claim until and unless the Contractor has submitted the 

attestation as foreseen in Clause 18 (Claims), as well as the complete proof 

and evidence of the claim (either by submission or by identification of the 

relevant documentation). 

41.3. The Contracting Authority's decision shall be final and conclusive unless, 

within 30 Days from the date of receipt of such copy, the Contractor mails or 

otherwise furnishes to the Contracting Authority his decision to open 

arbitration proceedings in accordance with the Clause 42 (Arbitration). The 

burden of proof for both receipt and delivery of such documentation shall be 

by signed and dated registered mail receipt or by hand receipt as 

acknowledged and signed by the Contracting Authority. 

41.4. Pending final decision of a dispute, the Contractor shall proceed diligently 

with the performance of the Contract, unless otherwise instructed by the 

Contracting Authority. 

42. ARBITRATION 

42.1. Within a period of thirty days from the date of receipt of the notification 

referred to in Clause 41.3 above, the Parties shall jointly appoint an 

arbitrator. In the event of failure to appoint an arbitrator, the dispute or 

disputes shall be submitted to an Arbitration Tribunal consisting of three 

arbitrators, one being appointed by the Purchaser, another by the other 

contracting party and the third, who shall act as President of the Tribunal, by 

these two arbitrators. Should one of the Parties fail to appoint an arbitrator 

during the fifteen days following the expiration of the first period of thirty 

days, or should the two arbitrators be unable to agree on the choice of the 

third member of the Arbitration Tribunal within thirty days following the 

expiration of the said first period, the appointment shall be made, within 

twenty-one days, at the request of the Party instituting the proceedings, by 

the Secretary General of the Permanent Court of Arbitration at The Hague. 

42.2. Regardless of the procedure concerning the appointment of this Arbitration 

Tribunal, the third arbitrator will have to be of a nationality different from the 

nationality of the other two members of the Tribunal. 

42.3. Any arbitrator must be of the nationality of any one of the member states of 

NATO and shall be bound by the rules of security in force within NATO. 

42.4. Any person appearing before the Arbitration Tribunal in the capacity of an 

expert witness shall, if he is of the nationality of one of the member states of 

NATO, be bound by the rules of security in force within NATO. If he is of 

another nationality, no NATO classified documents or information shall be 

communicated to him. 


55


42.5. An arbitrator, who, for any reason whatsoever, ceases to act as an arbitrator, 

shall be replaced under the procedure laid down in Clause 42.1 above. 

42.6. The Contractor agrees to submit to the Arbitration Tribunal only such issues, 

facts, evidence and proof which the Contractor had beforehand identified 

and submitted to the Contracting Authority for decision in accordance with 

Clause 41 (Disputes). The jurisdictional authority of the Arbitration Tribunal 

shall be restricted to consider only those identical issues, facts, evidence and 

proof so identified and submitted to the Contracting Authority. 

42.7. The Purchaser likewise agrees to restrict its submissions only to the 

information on which the Contracting Authority based its decision and not to 

introduce new information and arguments which cannot reasonably be 

deduced or inferred from the written decision of the Contracting Authority in 

response to the original dispute. 

42.8. The Arbitration Tribunal will take its decisions by a majority vote. It shall 

decide where it will meet and, unless it decides otherwise, shall follow the 

arbitration procedures of the International Chamber of Commerce in force at 

the date of signature of the present Contract. 

42.9. The awards of the arbitrator or of the Arbitration Tribunal shall be final and 

there shall be no right of appeal or recourse of any kind. These awards shall 

determine the apportionment of the arbitration expenses. 

Pending final decision of a dispute, the Contractor shall proceed diligently with the 

performance of the Contract, unless otherwise instructed by the Contracting 

Authority. 

43. SEVERABILITY 

43.1. If one or more of the provisions of this Contract is declared to be invalid, 

illegal or unenforceable in any respect under any applicable law, the validity, 

legality and enforceability of the remaining provisions shall not be affected. 

Each of the Parties shall use its best efforts to immediately and in good faith 

negotiate a legally valid replacement provision. 

44. APPLICABLE LAW 

44.1. This Contract shall be governed, interpreted and construed in accordance 

with the private contract law of the Kingdom of Belgium. 

* * 


56


ANNEX 1 TO GENERAL PROVISONS 

PURCHASER'S PRICING PRINCIPLES 

A. General 

1. With regard to all actions included in Clause 19,” Pricing of Changes, 

Amendments and Claims”, the Purchaser will honour the accounting 

standards and pricing principles to which the Contractor is required to 

conform by the national defence authority (or other governing national 

authority, as applicable) in the country of origin of the Contractor. 

Where such accounting standards are non-existent or incomplete, or 

where the Contractor is not required to conform to such standards and 

principles, the Parties agree that the Purchaser’s Pricing Principles 

contained herein shall govern. 

2. As may be requested by the Purchaser, the Contractor shall provide 

documentation. that the standards or principles employed in the 

submission of cost or pricing data are in conformance with governing 

national policies and regulation. The Contractor, when submitting a price 

proposal based upon national standards and regulations, shall provide a 

point of contact within the national body governing such standards and 

regulations in order to allow Purchaser verification and audit. 

3. Where such conformance cannot be demonstrated to the satisfaction of 

the Purchaser, the Purchaser’s Pricing Principles will govern. 

4. The Contractor shall clearly state whether national standards and rules 

or the Purchaser’s Pricing Principles and formats are the basis for the 

price proposal. 

5. Whether national standards or Purchaser pricing principles are applied, 

all cost and pricing data shall be verifiable, factual and include 

information reasonably required to explain the estimating process. 

6. The Contractor shall also incorporate provisions corresponding to those 

mentioned herein in all sub-contracts, and shall require price and cost 

analysis provisions be included therein. 


57


B. Purchaser’s Pricing Principles 

1. Allowable cost 

A cost is allowable for consideration by the Purchaser if the following conditions 

are fulfilled: 

(a) it is incurred specifically for the Contract or benefits both the Contract and 

other work or is necessary to the overall operation of the business although 

a direct relationship to any particular product or service cannot be 

established and is allocated to them in respective proportion according to 

the benefit received; 

i. Direct Costs 

A direct cost is any cost which can be identified specifically with a 

particular cost objective as generally accepted. Direct costs are not limited 

to items which are incorporated in the end product as material or labour. 

ii. Indirect Costs 

An indirect cost is one which is not readily subject to treatment as a direct 

cost. When presented these costs shall be accumulated in logical cost 

groupings in accordance with sound accounting principles and the 

Contractor’s established practices. An indirect cost may be allocated to 

more than one final cost objective. An indirect cost shall not be allocated 

to a final cost objective if other costs incurred for the same purpose, in like 

circumstances, have been included as a direct cost of that or any other 

final cost objective. Such costs shall be presented as overhead rates and 

be applied to each related direct cost grouping as presented in subparagraph 

5 hereafter. 

(b) The Contractor shall specify the allocation of costs to either of the cost 

groupings. The method by which costs are accumulated and distributed as 

part of direct or indirect costs cannot be modified during the duration of the 

Contract. 

(c) it is reasonable and expedient in its nature and amount and does not 

exceed that which would be incurred by an ordinary prudent person in the 

conduct of competitive business; 

(d) 

it is not liable to any limitations or exclusion as to types or amounts of cost 

items as set forth herein. 

(e) The Purchaser will review other costs presented against the contract and 

will determine if they would be allowable. 


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2. Unallowable Costs 

In general all costs which cannot be shown by the contractor to be directly or 

indirectly of benefit to the Contract are totally unallowable. Examples of such 

costs are, among others: 

(a) 

(b) 

(c) 

Advertising costs 

Costs of remuneration, having the nature of profit sharing. 

Costs of maintaining, repairing and housing idle and excess facilities. 

(d) Fines and penalties as well as legal and administrative expenses resulting 

from a violation of laws and regulations. 

(e) 

Losses on other contracts or on expected follow-on contracts 

(f) Costs incurred for the creation of reserves for general contingencies or 

other reserves (e.g. for bad debts, including losses). 

(g) Losses on bad debts, including legal expenses and collection costs in 

connection with bad debts. 

(h) 

Costs incurred to raise capital. 

(i) Gains and losses of any nature arising from the sale or exchange of 

capital assets other than depreciable property. 

(j) 

(k) 

(l) 

Taxes on profits. 

Contractual penalties incurred. 

Commissions and gratuities. 

(m) Interest on borrowings. 

3. Rates and Factors 

(a) The Contractor shall inform the Purchaser of his rates and factors the 

basis upon which they were computed. 

(b) If the Contractor’s rates and factors for similar contracts placed with 

national or international public services have not been established or 

approved by a government agency or an agency accepted by his 

government, the Contractor shall provide the necessary data to support 

the proposed rates. 


59


(c) The term "provisional " used in the title of a rate or factor means a 

tentative rate established for interim billing purposes pending negotiation 

and agreement to the final rate or factor. 

(d) A rate or factor is pre-determined if it is fixed before or during a certain 

period and based on (estimated) costs to be incurred during this period. 

An rate or factor is post-determined if it is fixed after a certain period and 

based on costs actually incurred during this period. Pre-determined 

rates or factors shall be agreed upon as final rates whenever possible; 

otherwise the provisions of paragraph 3c above shall apply pending 

agreement to post-determined rates or factors. 

(e) Such rates or factors shall be determined on the basis of Contractor's 

properly supported actual cost experience. 

(f) 

If the rates or factors of the Contractor for similar contracts placed by 

national or international public services have been established or 

approved by a government agency or an agency accepted by his 

government and the Contractor proposes the application of these rates, 

he shall state the name and address of the agency which has accepted 

or approved the rates and the period for which they were established. If 

he proposes rates which vary from the rates mentioned above, he shall 

furthermore provide a justification for the difference. 

4. Profit/Benefit 

(a) Over the entire life cycle of a given acquisition, Profit and/or Benefit may be 

subject to negotiation. 

(b) Subcontracting profit/benefit amounts are dependent upon the size, nature 

and oversight needs of the subcontract(s) the prime contractor will use for 

work performance period. 

(c) Profit/benefit is considered by the Purchaser to be directly related to the 

anticipated risk of the Contractor during the performance of the Contract. 

When applicable to be completed in attached Enclosure 1 (Excel Workbook) 


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RELEASABLE to ISAF 

IFB_CO-13514-AMN12 

BOOK II, Part IV, Statement of Work 


STATEMENT OF WORK 



RELEASABLE to ISAF





This page is intentionally left blank 


RELEASABLE to ISAF





TABLE OF CONTENTS 

Section 1 INTRODUCTION 3 

1.1 Background information 3 

1.2 Requirements Overview 3 

Section 2 APPLICABLE DOCUMENTS 5 

2.1 Compliance Documents 5 

Section 3 PROJECT MANAGEMENT 9 

3.1 The Purchaser‟s Project Management Team (PMT) 9 

3.2 Contractor‟s Organisation and Personnel 9 

3.3 Project Management Plan 11 

3.4 PMP Review and Acceptance 14 

3.5 Project Progress Reporting 14 

3.6 Project Progress Review Meetings 15 

3.7 Ad Hoc Working Meetings 16 

3.8 Independent Verification and Validation (IV&V) 16 

Section 4 SCOPE OF WORK 19 

4.1 Contractor Activities and Deliverables 19 

4.2 Survey Report 20 

4.3 System Design Specification 22 

4.4 Design Review Meetings 25 

4.5 System Development 25 

4.6 Integration and Installation works 26 

4.7 Purchaser Furnished Items (PFI) 27 

Section 5 SYSTEM SECURITY REQUIREMENTS 29 

5.1 Security Criteria 29 

5.2 Security Documentation 29 

5.3 Accreditability 29 

5.4 AFPL Compliancy and the CCP Process 29 

Section 6 INTEGRATED LOGISTICS SUPPORT 31 

6.1 General Error! Bookmark not defined. 

6.2 Support planning 31 

6.3 Maintenance and support 33 

6.4 Supply Support 31 

6.5 Management and Control of Logistics Movements 35 

6.6 Warranty Services 41 

6.7 Training 42 

Section 7 QUALITY ASSURANCE/CONTROL 49 

7.1 Quality Assurance Programme 49 

7.2 Purchaser Quality Assurance Representative 50 

Section 8 CONFIGURATION MANAGEMENT 51 

8.1 General 51 

8.2 Baselines definition 51 

8.3 Configuration Item Identification 53 



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8.4 Configuration Control 54 

8.5 Configuration Status Accounting 55 

8.6 Configuration Verification 56 

8.7 Configuration Management Tools 57 

Section 9 TESTING 59 

9.1 Introduction 59 

9.2 General Principles 59 

9.3 Factory Acceptance Test 62 

9.4 CIAV Tests 63 

9.5 Chat over RF testing 64 

9.6 Provisional System Acceptance Test 64 

9.7 Final System Acceptance Test 65 

9.8 Test and Acceptance Plan 65 

Section 10 SYSTEM ACCEPTANCE 71 

10.2 Definitions 71 

10.3 Deficiency Procedure 72 

10.4 Provisional System Acceptance (PSA) 72 

10.5 Provisional System Acceptance Meetings 73 

10.6 Provisional System Acceptance Report 73 

10.7 Final System Acceptance (FSA) 74 

10.8 Final System Acceptance Meeting 74 

Section 11 GEP SYSTEM REQUIREMENTS SPECIFICATIONS 76 

11.1 General Requirements 76 

11.2 Functional Requirements 87 

11.3 Detailed Technical Requirements 92 

11.4 Performance Requirements 96 

Section 12 ABBREVIATIONS 98 

ANNEXES : 

Annex A 

Annex B 

Annex C 

Annex D 

Annex E 

Annex F 

Annex G 

Annex H 

NAEW E3A GEP Routing Design – NATO RESTRICTED – available on request 

NAEW Chat Platform Prototype Configuration 

JCHAT Interface Control Document 

Security Requirements – NATO RESTRICTED – available on request 

Air C2 Critical Design Specification (Extract) 

Chat Server Hardware Specification 

Cabling Standards 

Minimum Modelling Standards for ISAF Architecture 



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Section 1 

INTRODUCTION 

1.1 Background information 

1.1.1 The Afghanistan Mission Network (AMN) is a federated network with the ISAF 

Secret network as its core and extensions into national mission networks. The AMN 2012 

project represents the next phase of evolution of AMN. 

1.1.2 The operational situation in Afghanistan is dynamic and effective command and 

control depends on a robust and responsive enterprise-wide network that is able to 

leverage shared information and services. To support the decision-making process, ISAF 

coalition forces must be fully interlinked and network enabled to achieve real-time 

exploitation of information by NATO and national users. 

1.1.3 This Contract addresses a distinct AMN-2012 capability enhancements 

comprising the NATO Airborne Early Warning (NAEW) Ground Entry Point. 

1.2 Requirements Overview 

1.2.1 This project shall enhance airborne C2 for the NAEW through provision of a 

Ground Entry Point(GEP) in ISAF which shall serve as an extension to the existing AMN 

Core and IS infrastructure and allows users onboard the NAEW aircraft remote access to 

the collaborative chat services. This provisioning includes the full cycle from design and 

development through production delivery, implementation and integration. 



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Section 2 

APPLICABLE DOCUMENTS 

2.1 Compliance Documents 

2.1.1 Allied Quality Assurance Publications (AQAP). 

AQAP-2110 (Edition 2) NATO QA Requirements for Design, 

Development and Production, November 2006. 

AQAP-2210 (Edition 1) NATO Supplementary Software Quality 

Assurance Requirements to AQAP 2110, November 2006. 

AQAP -160 (Edition 1), NATO Integrated Quality Requirements for 

Software throughout the Life Cycle, September 2001. 

2.1.2 Standardization Agreements (STANAG) 

STANAG 6001(Edition 3), Language Proficiency Levels, February 2009. 

STANAG 4159, Ed.2, 1991, NATO Material Configuration Management 

Policy and Procedures for Multinational Joint Projects. 

STANAG 4107, Ed.8: MUTUAL ACCEPTANCE OF GOVERNMENT 

QUALITY ASSURANCE AND USAGE OF THE ALLIED QUALITY 

ASSURANCE PUBLICATIONS (AQAP). 

STANAG 5066 Edition 3. Profile for HF radio data communications 

2.1.3 NATO Communication and Information Systems Configuration Management 

Policy, Version 2.2, 2006, AC/322(SC/5)L(2006)0001; 

2.1.4 Allied Configuration Management Publications ACMP-1 to ACMP-7, Ed.2, 

2007: 

ACMP-1: NATO Requirements for the Preparation of Configuration 

Management Plans; 

ACMP-2: NATO Requirements for Configuration Identification; 

ACMP-3: NATO Requirements for Configuration Control – Engineering 

Changes, Deviations and Waivers; 

ACMP-4: NATO Requirements for Configuration Status Accounting and 

Configuration Data Management; 

ACMP-5: NATO Requirements for Configuration Audits; 

ACMP-6: NATO Configuration Management Terms and Definitions; 

ACMP-7: NATO Configuration Management - Guidance on the 

Application of ACMP 1 to 6; 

2.1.5 Allied Reliability and Maintainability Publications (ARMP), 2008: 

ARMP-1, Ed.4: NATO Requirements for Reliability and Maintainability; 

ARMP-4, Ed.4: Guidance for writing NATO R&M Requirements 

Documents; 



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ARMP-6, Ed.3: Guidance for Managing IN-Service R&M; 

ARMP-7, Ed.2: NATO R&M Terminology applicable to ARMPs; 

ARMP-9, Ed.1: Guide to the Management of Software R&M; 

2.1.6 Allied Quality Assurance publications 

AQAP-169 Edition 1 NATO Guidance for the use of AQAP-160. 

AQAP-2009 ed. 2 (November 2006) NATO guidance on the use of the 

AQAP 2000 series. 

AQAP-2070 ed. 1 (January 2004) NATO Mutual Government Quality 

Assurance (GQA) Process. 

AQAP-2130 Ed.3 2009, NATO Quality Assurance Requirements for 

Inspection and Test. 

AQAP-2110 Ed.3 2010, NATO QUALITY ASSURANCE 

REQUIREMENTS FOR DESIGN, DEVELOPMENT AND 

PRODUCTION. 

AQAP-2210 Ed.1 2011, NATO SUPPLEMENTARY SOFTWARE 

QUALITY ASSURANCE REQUIREMENTS TO AQAP-2110. 

2.1.7 SECURITY and SECURITY ACCREDITATION DOCUMENTS 

[C-M(2002)49], Security Within the North Atlantic Treaty Organisation 

dated 17 June 2002 with Corrigendum 1 dated 9 January 2004, 

Corrigendum 2 dated 11 May 2005, Corrigendum 3 dated 5 December 

2006, Corrigendum 4 dated 5 December 2006, Corrigendum 5 dated 3 

July 2007, Corrigendum 6 dated 9 December 2008, Corrigendum 7 dated 

19 August 2009, Corrigendum 8 dated 9 April 2010 

[AC/35-D/2004-REV2] “Primary Directive on INFOSEC”, 6 Dec 2010 

[AC/322-D/0052-REV2], C3B, PRIMARY DIRECTIVE on INFOSEC, 6 

December 2010 

[AC/35-D/2005-REV1], NATO Security Committee, INFOSEC 

MANAGEMENT DIRECTIVE for CIS, 19 October 2006 

[AC/322-D/0048-REV1], NC3B, INFOSEC TECHNICAL 

IMPLEMENTATION DIRECTIVE FOR COMPUTER AND LOCAL 

AREA NETWORK (LAN) SECURITY, 18 December 2007 

[AC/322-D(2004)0030], NC3B, INFOSEC TECHNICAL AND 

IMPLEMENTATION DIRECTIVE ON THE REQUIREMENT FOR, 

AND THE SELECTION, APPROVAL AND IMPLEMENTATION OF 

SECURITY TOOLS (ST), 17 May 2007 

[AC/322-D/0030-REV5], C3B, INFOSEC Technical and Implementation 

Directive for the Interconnection of Communications and Information 

Systems (CIS), 23 February 2011 



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[AC/35-D/1021] AC/35-D/1021-REV3 “Guidelines for the Security 

Approval or Security Accreditation of Communication and Information 

Systems (CIS)”, 31 January 2012(NU). 

[AC/35-D/1015-REV3], NATO Security Committee, GUIDELINES FOR 

THE DEVELOPMENT OF SECURITY REQUIREMENT 

STATEMENTS (SRSs), 31 January 2012 

[AC/35-D/1017-REV2], NATO Security Committee, GUIDELINES FOR 

SECURITY RISK ASSESSMENT AND RISK MANAGEMENT OF 

COMMUNICATION AND INFORMATION SYSTEMS (CIS), 26 

February 2003, 

[AC/35-D/1014-REV3], NATO Security Committee, GUIDELINES for 

the STRUCTURE and CONTENT of SECURITY OPERATING 

PROCEDURES (SecOPs) for COMMUNICATION INFORMATION 

SYSTEMS (CIS), 31 January 2012. 

[AC/322-N(2011)0021-REV2], NATO Interoperability Standards and 

Profiles, Version 5 (NISP v5) NATO UNCLASSIFIED, April 2011. 

[NCSA B-01-09] NCSA Change Management Operating and Support 

Instruction, 

[AMN CSRS], NC3A for AMN/ISAF, COMMUNITY SECURITY 

REQUIREMENTS STATEMENT for the AFGHAN MISSION 

NETWORK, Version 1.4b 1 August 2011 

[SOP 671], Joint Command ISAF HQ, STANDARD OPERATING 

PROCEDURE 671 THEATRE INFORMATION ASSURANCE 

ACCREDITATION STRATEGY, Last Update 13 May 2011 

Guidelines for the Structure and Content of Security Operating Procedures 

(SecOPs) for Communication and Information Systems (CIS) 

[SDIP-29], Facility Design Criteria And Installation of Equipment for the 

Processing of Classified Information. 

[SDIP-30], Installation of electrical equipment for the processing of 

classified information. 

[SDIP-293/1], INSTRUCTIONS FOR THE CONTROL AND 

SAFEGUARDING OF NATO CRYPTOMATERIAL 

2.1.8 Other NATO Documents. 

ADatP-34(E), NATO Interoperability Standards and Profiles, January 

2011 (NU) 



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2.1.9 Non-NATO. 

ADatP-35 Edition 1.1 (Draft) Part XII, System Object Category 201, July 

2008 (NU). 

NATO Architecture Framework, version 3, 2007 (NU). 

NATO Communication and Information Systems Configuration 

Management Directive, Version 1.0, 2006, AC/322(SC/5)L(2006)0001 

Enclosure 2; 

IEEE Standard 12207- 2008, IEEE Standard for Information Technology - 

Software Life Cycle Processes. 

ISO/IEC/IEEE 12207-1995, Standard for Information Technology – 

Software Life Cycle Processes, 1995; 

ISO/IEC 9001-2008, Quality Management Systems – Requirements, 

2008; 

ITIL V3; Best Practise for IT-Service Management; 

Military Handbook 61, Configuration Management Guidance, MIL- 

HDBK-61, 1997, Department of Defence, USA; 

Military Handbook 502, Acquisition Logistics, MIL-HDBK-502, 1997, 

Department of Defence, USA; 

The Defence Logistics Support Chain Manual, Joint Service Publication 

886, UK; 

ISO/IEC 1007, Ed.1, 2003: Quality management systems – Guidelines for 

Configuration Management; 

ISO/IEC 20000-1, Ed.1, 2005: Information Technology – Service 

Management, Part1: Specification; 

ISO/IEC 20000-2, Ed.1, 2005: Information Technology – Service 

Management, Part2: Code of Practice; 

ISO/IEC 12207, Ed.2, 2008: Systems and Software Engineering – 

Software Life Cycle Processes; 

ISO/IEC/IEEE 15288, Ed.2, 2008: Systems and Software Engineering – 

System Life Cycle Processes; 

ISO/IEC 14764, Ed.1, 2006: Software Engineering – Software Life Cycle 

Processes – Maintenance; 

2008 Unified Modelling Language (UML) 2.1, Object Modelling Group. 



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Section 3 

PROJECT MANAGEMENT 

3.1 The Purchaser’s Project Management Team (PMT) 

3.1.1 The Project will be managed and subject to review by the Purchaser who will 

be represented by the NCIA Project Management Team. The PMT will include NCIA 

functional elements, including Contracting Office and Logistics. It will be chaired by 

the NCIA Project Manager. 

3.1.2 The PMT will be responsible for reviewing the deliverables for the 

supervision of the implementation and for acceptance of the system. The PMT will 

constitute the interface with the Contractor. 

3.2 Contractor’s Organisation and Personnel 

3.2.1 The Contractor shall establish a project management organisation for the 

purpose of performing and managing the efforts necessary to satisfactorily discharge 

his responsibilities under this Contract. 

3.2.2 The Contractor shall also provide all necessary manpower and resources to 

conduct and support the management and administration of operations in order to 

meet the objectives of the project, including taking all reasonable steps to ensure 

continuity of personnel assigned to work on this project. 

3.2.3 The personnel identified below shall be considered as Key Personnel in 

accordance with the Special Provisions of this Contract. Because of their role in 

coordinating with the Purchaser, all Key Personnel must be fluent in English, the 

working language of NATO 

3.2.4 Project Manager 

3.2.5 Technical Lead 

The Contractor shall designate a suitably qualified Project Manager 

(PM), who will direct and coordinate the activities of the Contractor's 

project team. 

The Project Manager shall have at least two years‟ experience as the 

project manager for an effort of similar scope, duration, complexity 

and cost, including the application of a formal project management 

methodology such as PRINCE2. 

The Project Manager shall be the Contractor's primary contact for the 

Purchaser's Project Manager. 

The Contractor shall designate a Technical Lead for the project. 

The Technical Lead shall lead the analysis, design, development, 

integration, and follow-on enhancement efforts of the Contractor. 



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3.2.6 Test Director 

The Technical Lead shall possess a Master‟s degree in engineering or 

computer science, and shall have at least seven years‟ experience in 

engineering positions associated with the review, design, 

development, evaluation, planning and operation of electrical or 

electronic components, subsystems, or systems for government or 

commercial use. 

The Technical lead shall have a broad experience in establishing IP 

datalinks over HF, UHF and Iridium with the associated knowledge 

in IP Routing. 

The Contractor shall designate a Test Director for all test activities 

conducted under this Contract. 

The Test Director shall possess a Bachelor‟s degree in 

telecommunications engineering or computer science, and shall have 

at least seven years‟ experience in the design and execution of radio 

communications and information systems tests. 

3.2.7 Quality Assurance Manager 

The Contractor shall designate a qualified individual to serve as the 

Quality Assurance Manager for activities under this Contract. 

The Quality Assurance Manager shall report to a separate manager 

within the Contractor's organization at a level equivalent to or higher 

than the Project Manager. 

The Quality Assurance Manager shall possess a Bachelor‟s degree, 

and shall have at least seven years working with quality control 

methods and tools. At least four years supporting telecommunications 

system development and implementation projects. 

The Quality Assurance Manager shall have knowledge and 

experience in key Integrated Logistic Support (ILS) subject matter 

areas, especially in Configuration Management, Support and 

Maintenance. 



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3.3 Project Management Plan 

3.3.1 The Contractor shall manage the project in accordance with a formal and 

recognised project management methodology such as PRINCE2 and within four (4) 

weeks of Contract Award, the Contractor shall submit a Project Management Plan 

(PMP) that describes how the Contractor will implement project/contract 

administration, including details of the controls that will be applied to supervise sub- 

Contractor performance. The plan shall also define the formal lines of 

communication between the Purchaser, the Contractor and any Sub-Contractor‟s. The 

Draft PMP furnished with the bid and its related documentation shall be the primary 

guideline in developing the PMP to be provided in accordance with the requirements 

set forth herein. Pending the approval of the PMP, the Bid Draft PMP shall constitute 

the documentation to which reference shall be made on any question that may arise in 

the preparation of the PMP. 

3.3.2 The PMP shall consider all project implementation aspects, which include 

management provisions, facilities, schedules, personnel assignments, external 

relationships, project control and project deliverables. The PMP shall be in sufficient 

detail to allow the Purchaser to assess the Contractor's plans and capabilities in 

implementing the entire project in conformance with the requirements specified. The 

PMP in its first straw man form has the relevant parts of the Project Management 

Section from his Bid divided into the PMP Sections 2, 6 and 7 and the Technical 

Section from his Bid divided into the PMP sections 3-5 and 8-9. The PMP Section 3 

will primarily address the SOW Section 11 and the Annexes. As there will be 

interdependencies between the 2 sections, the Contractor may for clarity divide the 

coverage differently eventually through some overlap, as long as all SOW 

requirements are covered and fully documented. The PMP to be prepared by the 

Contractor shall include as a minimum the following sections: 

Section 1: Introduction 

Section 2: Management and Programme Control 

Section 3: Design, Development and Implementation 

Section 4: Security Certification and Accreditation 

Section 5: Integrated Logistics Support incl. Maintenance and Training 

Section 6: Quality Control and Quality Assurance 

Section 7: Configuration Management 

Section 8: Testing 

Section 9: System Acceptance 

Section 2 of the PMP: Management and Programme Control 

3.3.3 The management part of the PMP shall define in detail how the Contractor 

intends to manage this project from Effective Date of Contract (EDC) to Final System 

Acceptance and shall include, but may not be limited to, the following aspects: 



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a. Project organization: 

Internal structure, including a project organizational diagram; 

Roles and responsibilities of each organizational unit; 

Key personnel, their qualifications, and their responsibilities; 

Organizational boundaries between the project organization and the 

parent and subcontracted organizations; 

b. Project management processes: 

Project start-up, including staffing, basis of cost and schedule 

estimates, and project infrastructure; 

Project control, including monitoring, reporting, and change 

management of work packages; 

Communications management, including Project Highlight Reports, 

Project Checkpoint Reviews, and all other communications with the 

Purchaser; 

Purchaser involvement via Joint Reviews, (in) formal meetings, 

reporting, modification and change, implementation, verification, 

approval, acceptance and access to facilities. 

Risk management, including the Contractor‟s process for risk 

identification, assessment, mitigation, monitoring, and reporting;. 

Issue management, including the identification, reporting, assessment, 

and logging of project issues; 

3.3.4 Project Master Schedule: The Contractor shall maintain a Project Master 

Schedule (PMS) that contains all Contract events and milestones, including Contractrelated 

Purchaser and IV&V activities and events (e.g., Purchaser reviews, provision 

of specific Purchaser-furnished items). The PMS shall correlate with the Project Work 

Breakdown Structure (PWBS) and also be traceable to performance and delivery 

requirements of this SOW. 

a. The PMS shall depict the sequence, duration, and relationship among 

PWBS, Task orders, work packages and work items, including internal 

QA events. 

b. The PMS shall identify the start and finish dates, duration, 

predecessors, successors, and resource requirements for each work 

item. 

c. The PMS shall include the delivery dates for all management products 

(e.g., project plans, Project Highlight Reports), including at least the 

initial version and the final one. 

d. The PMS shall include activity network, activity Gantt, milestone, and 

critical path views of the project schedule. 



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3.3.5 Risk Management: The Contractor shall establish a risk management 

program and perform risk management throughout the period of performance of this 

Contract. As part of this, the Contractor shall establish and maintain a Risk Log for 

the project. 

a. In the Risk Log, the Contractor shall identify any management, 

technical, schedule, and cost risks. 

b. The Contractor shall rate each risk as High, Medium, or Low, based on 

its probability of occurrence and its impact on cost, schedule, and 

quality. 

c. The Contractor shall identify for each risk the measures being taken to 

mitigate any risk rated as high on any factor. 

d. The Contractor shall make the Risk Log available on the Project 

Website. The Contractor shall include in the Project Highlight Report a 

chart that lists all active risks rated high on any factor and note any 

significant forecasted changes in these risks. 

e. The Contractor shall update and brief the Risk Log at all Project 

Checkpoint Reviews and Design Reviews. 

3.3.6 Issue Management: The Contractor shall establish an issue management 

program and perform issue management throughout the period of performance of this 

Contract. As part of this, the Contractor shall establish and maintain an Issue Log for 

the project. 

a. In the Issue Log, the Contractor shall identify any management, 

technical, schedule, and cost issue. 

b. The Contractor shall rate each issue as High, Medium, or Low, and its 

impact on cost, schedule, and quality. 

c. The Contractor shall identify for each issue the measures being taken to 

resolve the issue. 

d. The Contractor shall include in the Project Highlight Report a chart 

that lists all active issues rated high on any factor and note any 

significant forecasted changes in these issues. 

e. The Contractor shall update and brief the Issue Log at all Project 

Progress Reviews and Design Reviews. 

Section 3 of the PMP: Design, Development and Implementation 

3.3.7 The Contractor shall provide documentation that describes all the individual 

components to be delivered as well as the planned configuration and interconnection 

of these to meet the requirements of this Contract. This section will contain the initial 

description of the planned system, and further detail shall be provided by the 

contractor in the System Design and Development phase in the form of a System 

Design Specification. 



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Section 4-9 of the PMP 

3.3.8 The details to be provided in Sections 4 to 9 of the PMP shall address all 

project implementation and requirements contained in the respective Sections 5-10 of 

this SOW. 

3.4 PMP Review and Acceptance 

3.4.1 The Purchaser will review the PMP in detail for a period of 2 weeks after 

submission. During this review period the Contractor shall make available to the 

Purchaser technical and contractual support as necessary to enable the Purchaser to 

make a sound assessment of the plan. At the end of this period the Purchaser will 

provide the Contractor with a detailed appraisal of the plan. 

3.4.2 Within 2 weeks of receiving the Purchaser's appraisal of the PMP the 

Contractor shall incorporate all the modifications, additions and expansions required 

by the Purchaser. The Purchaser, provided that all comments are incorporated, will 

then formally accept the PMP. 

3.4.3 The Purchaser reserves the right to require the Contractor to make further 

changes in the plan, to correct any errors detected during the implementation or to 

reflect any technical or contractual changes necessary as a result of any supplemental 

agreement made to the contract. 

3.4.4 The approval of the PMP by the Purchaser signifies that the Purchaser agrees 

to the Contractor's approach in meeting the requirements. This approval in no way 

relieves the Contractor from his responsibilities to achieve the contractual and 

technical requirements of this contract. The requirements of the Contract supersede 

any statement in the PMP in case of any conflict, ambiguity or omission. 

3.4.5 The approved final PMP shall be updated as appropriate throughout the 

duration of the contract. Revisions of the PMP should be mutually agreed upon. 

3.5 Project Progress Reporting 

3.5.1 The Contractor shall prepare and submit a Project Highlight Report to the 

Purchaser Project Office on a bi-weekly basis, however a Highlight Report is not 

required for the weeks where a Project Progress Report are submitted as described 

below. 

3.5.2 This Highlight Report shall summarise the progress since the previous 

Highlight Report, accomplishments, schedule of deliveries against progress, 

difficulties encountered and resolution of any issues raised in previous reports. The 

Progress reports shall include, but not be limited to; 

a. Overall project progress : the activities performed and works 

completed during the preceding period; 



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b. Description of issues//risks that have occurred in the preceding period 

and the identified/proposed action. 

c. An up-to-date Project Master Plan (Gantt chart). 

3.5.3 Project Progress Reports (PPR) are to be submitted to the Purchaser 1 week 

in advance of the Project Progress Meetings (PPM). 

3.5.4 This PPR shall summarise the progress since the previous PPR, 

accomplishments, schedule of deliveries against progress, difficulties encountered and 

resolution of any issues raised in previous PPMs. The Progress reports shall include, 

but not be limited to; 

a. Overall project progress : the activities performed and works completed 

during the preceding two months period; 

b. Description of issues/problems/risks that have occurred in the preceding 

period and the identified/proposed solution. 

c. A list of Change Proposals with the current status. 

d. Configuration Status Reports (CSR) for the system and all 

documentation (CDRL). 

e. An up-to-date Project Master Schedule (Gantt chart). 

f. An Agenda for the upcoming PPM and, if necessary, include a 

summary of items to be discussed 

3.5.5 The Purchaser will confirm in writing the specific agenda with the 

Contractor 1 week prior to each PPM. 

3.6 Project Progress Review Meetings 

3.6.1 The Contractor shall attend Project Progress Meetings (PPM) with the 

Purchaser. The first PPM will be in the sixth (6 th ) week after the effective date of 

contract, and further PPMs shall be scheduled to occur approximately every six (6) 

weeks thereafter. The Purchaser reserves the right to increase or decrease the 

intervals between PPMs but meetings will not be called more frequently than every 4 

weeks. At any time during the Contract a PPM may be called off when mutually 

agreed that it is not required. 

3.6.2 Project Progress Meetings between the Contractor and the Purchaser shall 

normally alternate between the Purchaser‟s and the Contractor‟s facilities unless 

otherwise agreed by the parties at occasions when it may be deemed beneficial to the 

Purchaser. Meetings will be scheduled and chaired by the Purchaser's Project 

Manager. The Contractor shall ensure that the Contractor's Project Manager 

including technical-, ILS-, QA-staff…as appropriate shall attend. 

3.6.3 The normal PPM agenda will include: 

a. The Contractor‟s presentation of the Project Status Report; 

b. Schedule Review; 



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c. Discussion/resolution of issues and areas of concern; 

d. Any other business. 

3.6.4 During the meetings the Contractor may be requested to provide detailed 

presentations on specific tasks at the subsequent PPM as required by the Purchaser. A 

copy of the presentation material used at these activity reviews shall be handed over 

to the Purchaser. The Contractor shall be responsible for the following specific 

actions in the conduct of reviews: 

a. Develop a schedule and agenda for accomplishing the required reviews; 

b. co-ordinate the review, schedule and agenda and Purchaser participation, 

and provide the Purchaser with appropriate Progress Reports (see Section 

3.4 above) prior to the review; 

c. ensure participation of sub-Contractor‟s, vendors and suppliers, as 

necessary; 

d. organise and present briefings as necessary; 

3.6.5 The Contractor shall be responsible for producing minutes/records of PPMs 

and providing a draft copy for Purchaser comments within 1 week of the PPM. The 

Purchaser will provide comments made against the draft copy to the Contractor within 

2 weeks of receipt. The Contractor shall then return 3 final copies of the minutes to 

the Purchaser within 1 weeks of receipt of the Purchaser‟s comments. The Purchaser 

shall have 1 further week to either notify the Contractor, in writing, of any comments 

made against the minutes/records. If there are no comments, the minutes/records shall 

be taken as accepted by the Purchaser. The minutes shall not exceed five pages, 

unless specifically approved by the Purchaser. The Contractor shall not consider the 

minutes as the basis for changes to the terms and conditions or Scope of Work of the 

Contract in the Absence of a formal Contract Amendment. 

3.7 Ad Hoc Working Meetings 

3.7.1 Ad Hoc Working Meetings may be called subject to mutual agreement on 

request of either the Purchaser or the Contractor to resolve problems, clarify 

programme requirements or review progress. These meetings may generally be held 

in Afghanistan or the Purchaser's premises in Brussels and The Hague. 

3.8 Independent Verification and Validation (IV&V) 

3.8.1 The Purchaser will obtain a third party IV&V Contractor in support of the 

AMN -2012 Project. The objective of the IV&V activity will be the evaluation of the 

performance of the AMN-2012 Contractor‟s and the verification and validation of the 

work being performed under the related effort, in particular evaluation of Contractor 

deliverables. 

3.8.2 The IV&V Contractor will execute a non-disclosure agreement with the 

Purchaser addressing all activities associated with this contract. 



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3.8.3 The IV&V Contractor shall also monitor, assess, and report on the AMN- 

2012 Contract in order to identify, as early as possible, perceived problem areas. 

3.8.4 The IV&V Contractor may be requested by the Purchaser to monitor 

Contractor activities related to the development, testing and implementation of the 

AMN INT-CORE capability. The Contractor shall fully support such activities and in 

particular: 

a. Make personnel available for answering questions and furnishing 

information related to the project. 

b. Allow the IV&V Contractor to inspect and monitor testing activities at 

Purchaser‟s facilities. The Contractor will be informed of any inspection by 

the Purchaser or the IV&V Contractor at least three days before such 

activity. 

c. Allow the IV&V Contractor to inspect and monitor the Contractor‟s services 

and deliverables applicable to this project. 

3.8.5 The Contractor shall transfer to the IV&V Contractor all information deemed 

necessary to perform the IV&V activities, on his own initiative or on request by the 

IV&V Contractor or the Purchaser. 

a. A non-exhaustive list of information that the Contractor shall transfer to the 

IV&V Contractor includes: minutes of meetings, planning documents, 

source code, configuration files, requirements documents and database, 

design, test, and other technical documentation. 

3.8.6 The Purchaser may engage the IV&V Contractor to review any Contract 

deliverables on behalf of the Purchaser. 



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Section 4 

SCOPE OF WORK 

4.1 Contractor Activities and Deliverables 

4.1.1 The services provided by the Contractor shall consist of delivery of 

hardware, software, technical specification documentation, and security 

documentation in support of the achievement of the overall security accreditation, as 

well as commissioning activities, installation, integration, testing, training and 

subsequent support/warranty activities, to meet all the requirements of this project as 

detailed in this document. 

4.1.2 Upon completion the Contractor shall have provided a fully integrated, 

operational and manageable NAEW Ground Entry Point located in ISAF. 

4.1.3 To fulfil the requirements of this Contract the Contractor shall utilise a 

structured approach as described below. The GEP implementation methodology shall 

consist of the following phases, the duration of which shall not extend beyond the 

period stated in the Schedule of Supplies and Services: 

a. System Design and Development 

b. Installation and Commissioning 

c. Final Acceptance 

4.1.4 System Design and Development encompasses all the activities associated 

with the preparation for the production and assembly of the NAEW GEP components 

as well as the activities involved in the planning for the implementation in ISAF, and 

the methodology deliverables include: 

a. Survey Report 

b. System Design Specification 

c. Test Plans, Procedures 

d. Factory Acceptance Testing 

e. CCP Testing (If applicable) 

f. CISAF11 Testing 

g. Coalition Interoperability Assurance & Validation 

h. Chat over RF Testing 



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4.1.5 Installation and Commissioning covers the transfer of the system from the 

factory to Theater and all activities associated with the implementation including 

preparations for and execution of installation, integration, testing and activation/cutover 

for operational use. The methodology deliverables include: 

a. Operating and Maintenance Manuals 

b. OEM Documentation 

c. System Acceptance Documentation 

4.1.6 Final Acceptance Phase After successful completion of the installation of all 

components to be delivered under this Contract and achieving the Provisional System 

Acceptance (PSA) the Contractor shall complete the documentation required for 

achieving compliance with NATO/ISAF AFPL requirements and achieving security 

accreditation, IAW Annex D of this SOW, while also proceeding to remedy all 

outstanding observations and deficiencies. The Methodology Deliverables are: 

a. Security Accreditation Documentation 

b. Final System Acceptance Documentation 

4.2 Survey Report 

4.2.1 The Contractor shall prepare for the installation and ascertain that the 

planned installation design will meet the Purchaser's requirements and have his 

approval. The Purchaser will make readily available any existing shelter information, 

drawings, wiring assignments and referenced documents that may be useful to the 

Contractor, with the understanding that the Contractor may update and change this 

information as well as adding any other information required to fulfil his obligations 

under this Contract. 

4.2.2 The Contractor shall conduct an initial survey at the sites identified for this 

project approximately 3 weeks after Contract Award. The site survey schedule will 

be provided to the Contractor one day after Contract award. A Purchaser 

representative will be present at the Survey. 

4.2.3 The Contractor shall conduct a site survey that: 

Serial Requirement 

1 Co-ordinates preliminary site installation periods 

2 Surveys the physical plant (server rooms, site layout, antenna farm 

etc.) 

3 Identifies and documents all equipment required to complete the 

installation 

4 Coordinates a proposed work schedule and strategy with the site 

including identification of unique technical and design issues to be 

considered during implementation 

5 Coordinates the installation with the site, identifying all 

responsibilities, tasks and their sequence 

6 Collects all information required to ensure a proper training program 



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4.2.4 The Contractor is responsible for collection of all the information it needs for 

a successful implementation during this site survey. NCIA and the local staff elements 

will provide assistance and introduction where deemed necessary. 

4.2.5 A Preliminary Survey Report shall be prepared by the Contractor during the 

survey. This report will serve as a record of the proceedings and the common 

understanding reached between the parties participating in the survey and shall be 

signed off by all participants. 

4.2.6 A final draft Survey Report shall be prepared by the Contractor and be 

submitted to the Purchaser within two (2) weeks after completion of the survey. The 

Survey Report shall confirm the overall plan for the specific installation and shall 

identify all necessary related activities such as eventual civil works required with 

associated responsibility boundaries for the Contractor and the Purchaser. 

4.2.7 The Purchaser will provide his comments or approval of Survey Report 

within 1 week. 

4.2.8 Approval of the Installation Plan by the Purchaser in no way relieves the 

Contractor of his responsibilities to achieve the contractual and technical requirements 

of this Contract. 

4.2.9 The schedule for submission of the Site Survey Report and approval of the 

Site Installation Plan shall be incorporated in the Project Implementation Plan, and 

updated by the Contractor before each Project Progress Meeting. 

4.2.10 The Site Survey Report shall as a minimum contain the following sections: 

a. Cover 

b. Preamble 

Shall identify date, exact location, contact details, sign off sheet 

Any relevant issues 

c. General information 

d. Site Support 

Relevant background information about the location 

List of site POC (local J6, J-engineers, FOC+) 

Local process authorisation required for trenching and Antenna 

Installations 

Onsite security requirements for Contractor‟s own and eventual sub- 

Contractor‟s personnel to execute their work. 

Transportation: cranes, access, lifting equipment. 

Grounding requirements (special provision if required) 

Connectivity (distance of FOC+ CIS room, availability of existing 

fibre cabling, trenching, and ducting requirements) 

Installation space for antennas, 



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e. Installation Plan 

The Contractor shall identify the exact equipment configuration to be 

installed 

The Contractor shall provide a map which identifies agreed 

installation locations, installed equipment, cables length and ducting. 

The Contractor shall make a recommendation on the installation of a 

required equipotential plane and required grounding network. 

Interfaces with Purchaser provided equipment (communications 

infrastructure, power supply) 

Description of the civil works to be executed such as fencing and 

ducting. 

Forecast of costs for civil works to be reimbursed by the Purchaser. 

- Responsibility matrix, which summarizes support agreements 

made between local staff, local sub-Contractor‟s and the Contractor. 

4.2.11 The Contractor is not required to conduct any major civil works as part of 

this Contract except for Fencing and Antenna cable trenching. The Contractor shall 

mount equipment, racking and cable guidance systems where appropriate. 

4.3 System Design Specification 

4.3.1 The Contractor shall establish, provide, and maintain the NAEW GEP 

System Design Specification (SDS) based on the Functional Baseline specified by the 

SRS in this contract. 

4.3.2 The SDS shall describe the NAEW GEP capability to a level of detail that is 

sufficient for the Purchaser to be able to understand how the NAEW GEP capability 

will be implemented, operated, and managed and shall include: 

a. NAEW GEP overall system, subsystem and interactions. 

b. NAEW GEP Services breakdown, Services, componentization and 

interactions. 

c. NAEW GEP Human-Machine Interaction. 

d. CSCI-level (Computer Software Configuration Item-level) 

functionality, design, and interfaces. 

e. NAEW GEP System-level and Service-level interfaces, including 

external Services interfaces. 

f. Core Service integration (at Service-level and host environment-level). 

g. Design of NAEW GEP data, services and persistence layers. 

h. System security design. 

i. For off-the-shelf products, the intended product and version, and note 

if any modifications, adaptations, or additional elements (such as 

macros or plug-ins) are required. Open Source Software (OSS) are to 

be disclosed (for review and approval of OSS conditions by the 



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Purchaser). 

j. For any elements that require development: design, development, 

documentation, unit testing, and integration approach. 

k. Sequence and scope of system tests of the initial or updated Allocated 

Baseline and any requirements for Purchaser support and participation. 

l. Life-cycle support issues, including, but not limited to: support 

requirements, training, maintenance, energy consumption, etc. 

4.3.3 The SDS shall identify the proposed Configuration Items (CI) and their 

design, functionality, interfaces, and data structures. For each CI, the SDS shall: 

4.3.4 Identify the functions used by a component; 

4.3.5 Identify the functional requirements that are realized by a component; 

4.3.6 Identify any constraints imposed upon it. 

4.3.7 Identify any off-the-shelf and government furnished equipment (GFE) 

components necessary to build, deploy, or execute this computer software component. 

4.3.8 The SDS shall identify any Interface Control Documents (ICD) and 

Applications Programming Interfaces (API) required to document and control the 

interface between the NAEW GEP system and external systems, services, or 

applications. 

4.3.9 The SDS shall identify all necessary customization (by parameterization or 

new software development) of the off-the-shelf packages that has to be performed. 

4.3.10 The SDS shall provide design information as an integrated set of model files 

using structured dataset format containing all the required data and relationships 

according to the SRS specifications The Contractor may use UML version 2.1 as a 

notation (used in this SOW for referencing work). The Contractor shall propose the 

most appropriate notation and representation to represent the underlying data in the 

SDS to be validated by the Purchaser at DR. 

4.3.11 The System Design shall include the following, but not limited to, 

architectural views and supporting information elements, as defined in the NATO 

Architecture Framework, Version 3.0 and in the Minimum Modelling Standards for 

ISAF Architecture (Annex H): 

a. NOV-1, High-Level Operational Concept Description. 

b. NOV-2, Operational Node Connectivity Description. 

c. NSOV-1, Service Taxonomy. 

d. NSOV-2, Service Definitions. 

e. NSV-1, System Interface Description. 

f. NSV-2, Systems Communication Description 

g. NTV-1, Technical Standard Profile 

4.3.12 This design information shall be available using the standard output and 

viewing capabilities of the latest commercial version of the architecture tool ARIS, as 

well as to compatible web browsers using the web publishing capabilities. 



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4.3.13 The Design information shall be provided with an accompanying template to 

facilitate well-structured hard and soft copy output. 

4.3.14 The Contractor shall include an updated set of all the above design artefacts 

as part of the delivered Product Baseline. 

4.3.15 The SDS shall identify the minimum hardware and software specifications 

required to support the proposed system baseline, including the baseline design, 

maintenance, and test elements to be installed. 

4.3.16 The SDS shall provide a detailed list of the COTS components (hardware 

and software) proposed to be supplied as part of the Contract. The product name, 

manufacturer name, and manufacturer‟s part number, version, or release number shall 

be stated, as appropriate. 

4.3.17 The SDS shall provide a detailed specification sheet for each item of COTS 

equipment proposed to be supplied as part of the Contract. 

4.3.18 System Security Design Specification: The SDS shall include a System 

Security Design Specification to support accreditation of the NAEW GEP capability 

for use in the ISAF SECRET Wide Area Network (IS WAN). This annex to the SDS 

shall include: 

a. System access control, data protection, auditing, and information 

exchange requirements and design features. 

b. Backup, recovery, availability, and security requirements and design 

features. 

c. System configuration and administration requirements and design 

features. 

d. Security impacts, including any required adjustments and configuration 

changes to workstation baselines and network elements such as 

firewalls IDS‟s, and routers. 

e. The security features of any off-the-shelf products included in the 

system. 

f. For each security measure included in the SRS, the SDS shall either 

identify the matching security design feature or operational procedure. 

4.3.19 The System Security Design Specification shall be capable of being read and 

understood as a stand-alone document from the SDS. 

4.3.20 Requirements Traceability Matrix: As an appendix to the SDS, the 

Contractor shall provide and maintain a Requirements Traceability Matrix that 

guarantees the two way link between requirements (SRS), technical specifications 

(SDS), test scripts and test. The Contractor shall extend this matrix to the Allocated 

Baseline, Product Baseline, and the Test Plan to ensure the Purchaser can verify 

compliance throughout the project. 

4.3.21 Interface Control Document (ICD) : The Contractor shall produce NAEW 

GEP Interface Control Document, describing all external NAEW GEP interfaces to be 

developed or updated within this contract. The ICD shall refer to other ICDs where 

applicable. 



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4.4 Design Review Meetings 

4.4.1 The Contractor shall organize and conduct design reviews to present its 

design of the NAEW GEP capability for approval prior to manufacturing and shall 

plan and prepare for design review meetings consisting of: 

a. Preliminary design review meeting to be held 6 weeks after Contract Award 

2 weeks before the meeting the Contractor shall provide preliminary SDS 

to the Purchaser, to allow him to prepare for the Preliminary Design 

Review (PDR) meeting. 

During the meeting the Contractor shall present the results of the design 

phase the Purchaser shall provide feedback and comments on the 

Preliminary SDS, which the Contractor shall follow. 

Within one week after the meeting the Purchaser shall provide a written 

summary of the feedback given during the meeting. 

b. Critical design review meeting 

2 weeks after the Preliminary Design Review Meeting the Contractor 

shall send the Revised SDS to the Purchaser. The Revised SDS shall be 

based on the Preliminary SDS and shall incorporate all comments and 

feedback provided by Purchaser at the Preliminary Design review 

meeting. 

A Critical design Review meeting shall be organised 1 week later unless 

the Purchaser accepts the Revised SDS as is. 

c. As required, the Contractor shall organise subsequent design reviews and 

shall deliver updated design documents as minor revisions that replace 

earlier versions of the documents the Functional Baseline. 

d. Review and acceptance of design documentation provided by the Contractor 

to the Purchaser shall not imply Purchaser acceptance of the NAEW GEP 

design. It remains the sole responsibility of the Contractor to prove the 

design through the regime of testing set forth in this Contract and it shall be 

the sole responsibility of the Contractor in the event that the system proves 

deficient in meeting the SRS. 

e. The design review meetings shall be held at Purchaser‟s premises in 

Brussels, unless otherwise mutually agreed. 

4.5 System Development 

4.5.1 The Contractor shall develop and integrate the components identified in the 

SDS and shall conduct the System Development and Integration activities. 



Page 25





4.5.2 Whereas the Chat Server application will be Purchaser furnished, the 

Contractor‟s development and integration efforts are mainly targeted towards the 

primary system components such as the Routers and Servers associated with the 

wireless connectivity over the different RF bearers. 

4.5.3 For such custom adaptation as identified at DR and agreed to as part of the 

SDS, the Contractor shall adapt, integrate, document, and test software applications 

and scripts. 

4.5.4 The Contractor shall document the design, models, algorithms, data 

structures, and source code for all CIs it develops or adapts. This documentation shall 

be managed as part of the Contractor‟s Allocated and Product Baselines. 

4.5.5 The Contractor shall apply a formally defined and documented engineering 

method. 

4.5.6 The Contractor shall use the latest commercial version of a help authoring 

tool to generate on-line help documentation. In addition to the executable modules, all 

on-line help source and configuration files shall be delivered. 

4.5.7 The Purchaser reserves the right to monitor the Contractor's adaptation 

activities to ensure that sound engineering practices are followed and that the 

requirements of the SRS are met. The Contractor shall permit Purchaser personnel or 

IV&V Contractor to inspect the Allocated Baseline. 

4.5.8 The Purchaser shall retain ownership of the source code for any such 

software throughout its lifecycle. 

4.5.9 The Contractor shall deliver the source code and the tools required to allow 

future maintenance by the Purchaser. 

4.5.10 The contractor shall take steps to minimise the energy usage of the system, in 

order to ensure a cost effective 'total cost of ownership' of the system. 

4.6 Integration and Installation works 

4.6.1 The Contractor shall be responsible for all Integration and installation works 

to fulfil the requirements as specified in this Statement of Work, and as further 

defined in 0This includes but is not limited to: 

a. Integration of the GEP main shelter components into an existing ISAF 

Air C2 shelter and all the related installation works including Mast(s) , 

Antennas, Power and Fibre Cabling. 

b. Installation of the Outdoor Radio enclosure and associated Mast, 

Antennas, Fibre Cabling and Power Cable facilities in an ISAF camp. 

c. Installation of GEP Operator Room components in the NAEW AMN 

OPS facility. 

d. The exact scope of the civil works such as Ducting and Fencing 

associated with the above shall be determined at the site survey. 

e. The Contractor shall deliver a fully operational and maintainable 



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NAEW Ground Entry Point. 

4.7 Purchaser Furnished Items (PFI) 

4.7.1 The following items will be provided by the Purchaser as Purchaser 

Furnished Items: 

a. Cryptographic equipment for the HF, UHF and IRIDIUM 

links. 

b. Microsoft Software for the Server Operating System(s). 

c. Chat Server Application for the GEP. 

4.7.2 Within 1 week after Contract award the Contractor shall provide the 

details of the Account to which the Cryptographic equipment shall be 

transferred. 

4.7.3 The Purchaser will provide the Operating Systems software with Licences 

within 4 weeks from Contract Award. 

4.7.4 The Purchaser will provide the Chat Server Application within 3 weeks 

from Contract Award. 



Page 27








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Section 5 

SYSTEM SECURITY REQUIREMENTS 

5.1 Security Criteria 

5.1.1 The Contractor shall design and provide a System that meets the security 

criteria as specified in Annex D. 

5.2 Security Documentation 

5.2.1 The Contractor shall deliver all security documentation described in 

Annex D of this SOW. 

5.3 Accreditability 

5.3.1 The Contractor‟s implementation shall be accreditable in accordance with 

the NATO/ISAF Security Directives, policies and guidance. The 

Contractor shall be responsible in providing the documentation required 

for successful accreditation of the system and ensure NATO accreditation 

is achieved, IAW Annex D of this SOW. 

5.3.2 The Contractor shall deliver to the Purchaser all System security 

accreditation documentation prior to CIAV testing. 

5.4 AFPL Compliancy and the CCP Process 

5.4.1 The Contractor‟s shall choose software products and applications which 

are compliant with NATO‟s AFPL. If the products are not AFPL 

compliant, the contractor shall complete the NATO CCP process for the 

software or application to be implemented and included on to the NATO 

and ISAF AFPL. The contractor shall be responsible in successfully 

achieving inclusion for any new software upgrade or new introduction of 

software to the NATO/ISAF AFPL. 

5.4.2 The CCP Process shall be completed prior to the CIAV Testing. 



Page 29








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Section 6 

INTEGRATED LOGISTICS SUPPORT 

6.1 Integrated Logistics Support Plan (ILSP) 

6.1.1 The Contractor shall develop and maintain the Product Baseline (PBL) - 

Integrated Logistics Support Plan (ILSP) that encapsulates all support element plans 

and concepts as defined below. It shall be addressed to the primary PBL stakeholders: 

the NATO Service Provision Authority and the NATO Operating Authority. 

6.1.2 The ILSP shall contain an introduction that explains the scope and purpose of 

the delivered capability. It shall include a description of the capability PBL and it 

shall contain references and definitions as applicable. 

6.1.3 The ILSP shall include the Maintenance Concept. 

6.1.3.1 The Contractor shall develop and maintain the Maintenance 

Concept for the provided capability, which defines the 

maintenance environment, constraints, locations, procedures, 

products, organisation and personnel skills required to maintain 

the capability product baseline. 

6.1.3.2 The maintenance concept shall be developed according to the 

STANAG 4174 (ARMP-4); 

6.1.3.3 The Maintenance Concept shall define the 1st, 2nd, 3rd, and 4th 

level maintenance tasks consistent with the requirements 

included in the maintenance section below. At each of these 

levels, the procedural description shall include objectives, 

triggering events, inputs, outputs, tasks, roles and responsibilities 

(in RACI-format), constraints, exceptional cases, and tool 

support. 

6.1.3.4 As part of the Maintenance Concept, the Contractor shall identify 

the recommended spare parts and describe the supply flow and 

the procedures for the provisioning of such parts, inventories, and 

consumable material. 

6.1.3.5 The Level 1 maintenance tasks shall be defined and designed for 

on-site users and operators and shall include, but are not limited 

to: day-to-day “housekeeping” tasks, visual inspections, 

verification of function and performance of the provided 

capabilities, and change of configuration settings for adaptation 

to the operational environment or use. 


non-specialized military maintenance personnel, on-site or 

remote, and shall include, but are not limited to: detailed 

inspections, limited calibrations, replacement of items without 

specialized equipment or skillset, and minor equipment repairs 

and modifications. 



Page 31






specialized military maintenance personnel, on-site or remote, 

and shall include, but are not limited to: problem and 

modification analysis, complex repairs and/or replacements, 

detailed calibrations, supply support, overhaul and rebuild, 

implementation of major and/or critical changes, restoration (e.g. 

emergency maintenance) that requires specialized maintenance 

personnel and equipment, monitoring and coordination of 

transportation of faulty equipment out of theatre and replacement 

equipment back into theatre. 

6.1.3.8 The Level 4 maintenance tasks shall include, but are not limited 

to: repair of faulty Line Replaceable Units (LRUs) beyond the 

level 3, provisioning of replacement parts, complicated factory 

adjustments, and provision of maintenance releases at the 

Contractor‟s, Vendor‟s or Manufacturer‟s factory. 

6.1.4 The ILSP shall include the Customer Support Concept. 

6.1.4.1 The Contractor shall develop and maintain the Customer Support 

Concept for the provided capability, which defines the support 

environment, constraints, locations, procedures, products, 

organisation and personnel skills required to support the provided 

capability. 

6.1.4.2 The Customer Support Concept shall define the 1st, 2nd and 3rd 

level support activities consistent with the support model 

described below. At each of these levels, the procedural 

description shall include objectives, triggering events, inputs, 

outputs, tasks, roles and responsibilities (in RACI-format), 

constraints, exceptional cases, and tools support. 

6.1.4.3 For each Customer Support level detailed below, the Support 

Concept shall describe the process interfaces. The process 

interface description shall include the input and output 

information, its structure, the communication path (POC‟s), the 

time constraints for sending and receiving information, and 

quality criteria to evaluate the integrity of the interface. 

6.1.4.4 The Customer Support for Level 1 shall describe the interface 

between the existing NATO/ISAF Service Desk and the 

Contractor furnished Level 2 Customer Support. 



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6.1.4.5 The Level 2 Customer Support shall describe the problem 

management process in accordance with the ISO/IEC 20000 and 

ITILv3 framework or equivalent. As part of problem 

management the Contractor shall perform the following tasks: 

(re-) evaluation of incident category, criticality and priority; 

identification of the root cause of the issue (e.g. by issue 

replication testing); identification of workarounds; identification 

and initial planning of possible short, medium and long-term 

solutions (e.g. workarounds, patches, or new releases); create 

change requests incl. schedule of implementation, and 

synchronization with the maintenance and warranty process; and 

monitor and control the approved change request during 

implementation, delivery of problem analysis reports and overall 

support reports when required. 

6.1.4.6 The Level 3 Customer Support shall describe the release 

management process in accordance with the ISO/IEC 20000 and 

ITILv3 framework or equivalent. In this process, the Contractor 

shall develop the solution (e.g. fix, repair, replace, patch, or 

release), test the solution and deliver and deploy the solution. 

6.1.5 The ILSP shall include the Transportation Plan. 

6.1.5.1 The Contractor shall develop and maintain the Transportation 

Plan in accordance with the requirements included in the 

Management and Control of Logistics Movement section below. 

6.1.5.2 The Transportation Plan shall define all planned (partial-) 

shipments, locations, points of contact, transportation stages, 

schedules, and alternative schedules with associated impact on 

the overall cost and schedule. 

6.1.5.3 The Transportation Plan shall describe the end-to-end route and 

stages of the transportation from the Contractor‟s origin to its 

final operational destination. 

6.1.5.4 The Transportation Plan shall introduce the deliverables from 

Section Error! Reference source not found.. 

6.2 Provision of Maintenance 

6.2.1 The Contractor shall provide onsite 1 st , 2 nd and 3 rd Level maintenance and 

offsite 4 th Level maintenance during the Capability implementation phase 

starting from project PSA up to project FSA. 

6.2.2 The Contractor shall provide offsite 3 rd and 4 th Level Maintenance after 

project FSA for the duration of the Capability Warranty Period. 

6.2.3 The Contractor shall provide Supply Support as defined in Section Error! 

eference source not found.. 



Page 33





6.2.4 The Contractor shall submit a monthly Maintenance Report starting one 

month after project PSA. The Maintenance Report shall summarise all 

Contractor performed maintenance tasks and deliverables, shows the 

Reliability, Maintainability and Operational Availability (A0) 

performance indicators and suggestions for maintenance performance 

improvements. 

6.3 Provision of Customer Support 

6.3.1 The Contractor shall provide onsite 1 st , 2 nd Customer Support and offsite 

3 rd Customer Support during the Capability implementation phase starting 

from project FAT up to PSA. 

6.3.2 The Contractor shall provide onsite 2 nd Level Customer Support and 

offsite 3 rd Level Customer Support from project PSA up to FSA. 

6.3.3 The Contractor shall provide offside 3 rd Level Customer Support after 

project FSA for the duration of the Capability Warranty period. 

6.3.4 The Purchaser‟s existing trouble-ticketing system shall be used for 

opening, modifying, tracking, and closing Trouble Tickets, and logging of 

all requests concerning the delivered capabilities. 

6.3.5 As part of the Customer Support provision, the Contractor shall create and 

maintain descriptions of all solutions (Quick solution, Work around, 

Patch, Baseline Release) to known issues in a COTS software database 

(“Known Error Database”). The Known Error Database shall link issues 

to solutions and corresponding documentation and expert POC. 

6.4 Operating & Maintenance Manual 

6.4.1 The Contractor shall update and maintain the Operating Manual based on 

the ABL and PBL and shall describe the complete system by the 

explanation of functional blocks and Configuration Items. 

6.4.2 The Operating Manual shall contain descriptions, with appropriate Asbuild 

drawings, of the mechanical, electrical, and electronic assemblies 

and sub-assemblies that comprise the applicable major PBL components. 

The Operating Manual shall take maximum advantage of existing COTS 

Vendor Original Equipment Manufacturer (OEM) Operating Instructions 

but shall include, but not is limited to, the following subject areas: 

6.4.2.1 Preface; 

6.4.2.2 A detailed integrated system block diagram showing all 

interfaces and a terminal description; 

6.4.2.3 General Equipment Descriptions; 

6.4.2.4 Installation and Commissioning Instructions; 

6.4.2.5 Standard Operating Instructions (Installation, Start/Stop, 

Monitoring, De-installation); 



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6.4.2.6 Alignment, Calibration and Configuration; 

6.4.2.7 Fault Finding Techniques; 

6.4.2.8 Drawings, Illustrations, Photographs, and Circuit Diagrams; 

6.4.2.9 Components List; 

6.4.3 The Contractor shall create and maintain the GEP Maintenance Manual 

and the Maintenance Tools & Equipment List; 

6.4.4 The Contractor shall develop and maintain the Maintenance Manual based 

on the GEP ABL and PBL; 

6.4.5 The Maintenance Manual shall define the in-depth, step by step procedure 

how to perform the 1st, 2nd and 3rd Level Maintenance tasks as identified 

in the Maintenance Concept; 

6.4.6 For all COTS Configuration Items of the PBL, the Maintenance Manual 

shall take maximum advantage of the existing COTS Vendor Original 

Equipment Manufacturer (OEM) Manuals and documentation, 

supplemented with the PBL adaptations, and additions; 

6.4.7 The Maintenance Manual shall define the required Maintenance Tools and 

Equipment List; 

6.4.8 The PBL and OBL Maintenance Tools and Equipment List shall define 

the required equipment to the same level of detail as the Material Data 

Sheet (MDS); 

6.5 Supply Support 

6.5.1 Material Data Sheet (MDS) 

6.5.1.1 The Contractor shall create and maintain the MDS for the 

duration of the project implementation. The MDS is site-specific 

and shall include all hardware items, software items/licenses, 

media and documents furnished under this Contract. 

6.5.1.2 The MDS shall, as a minimum, include the data elements cited 

below, if applicable. 

6.5.1.3 The Contractor shall provide the final MDS version as a hard 

copy as well as on electronic media in Microsoft Excel or Access 

database format ten (10) working days before PSA. The MDS 

template together with a full content description for each column 

(electronic format) shall be provided to the Contractor after 

contract award at the request of the Contractor. The minimum 

inventory/equipment data elements required are as follows: 

a. Contract Customer Line Item Number (CLIN); 

b. NATO Stock Number (NSN - if available); 

c. Nomenclature; 

d. Expendable/Repair code XB/ND; 



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6.5.2 Codification 

e. True Manufacturer Part Number; 

f. True Manufacturer Cage Code (or complete name & 

address); 

g. Vendor/Contractor Cage Number (or complete name & 

address); 

h. Vendor/Contractor Part Number; 

i. Quantity ordered; 

j. Order Unit; 

k. Serialized Item Tag; 

l. Serial number; 

m. Serial number software revision level; 

n. Serial number hardware revision level; 

o. Other serial number attributes; 

p. Currency; 

q. Unit Price; 

r. Warranty expiration date; 

s. Receiving NATO Depot; 

t. Extended Line Item Description; 

u. Part Number of next higher assembly; 

v. Quantity in the next higher assembly. 

6.5.2.1 On the basis that an adequate manufacturer‟s identification 

numbering system is in place, the NATO codification (as 

described in Clause 33 of the NCIO General Provisions) is not 

required. 

6.5.3 Initial Spare Parts (RSPL) 

6.5.3.1 The Contractor shall provide a fully detailed, site-specific and 

priced Recommended Spare Parts List (RSPL) which shall detail 

comprehensively all equipment necessary to meet the reliability 

and maintainability requirements as specified in 11.4.3. Delivery 

of the RSPL shall be in accordance with the Schedule of Supplies 

and Services. This RSPL shall include as a minimum: 

a. Item sequence number; 

b. Nomenclature; 

c. True Manufacturer's Part number; 

d. True Manufacturer's Identification Code; 



Page 36





e. Mean Time Between Failures (MTBF) - actual or predicted; 

f. Population, by terminal and total; 

g. Recommended quantity; 

h. Unit Price (including packing/packaging and shipment); 

i. Location (site or depot) 

6.5.3.2 The initial spare parts shall be individually identified, selected 

and ordered in the Contract. 

6.5.3.3 The initial spare parts shall be provided in adequate transport 

cases, protecting the parts during transportation and storage. 

6.6 Management and Control of Logistics Movements 

6.6.1 Transportation 

6.6.1.1 The Contractor shall provide the Transportation Plan twenty (20) 

working days before the first delivery in electronic format. 

6.6.1.1.1 The Transportation Plan shall provide the complete overview of 

planned (partial) shipments, including packing, staging, scheduling, 

routing, and POC‟s. 

6.6.1.2 For all equipment that is designated for NATO locations the 

following transportation routes shall be used: 

6.6.1.2.1 (1) Final destination ISAF (GEP equipment): Contractor -> NATO 

Depot 3, Brunssum, The Netherlands -> NATO Depot 26, Kabul, 

Afghanistan (NATO Air-bridge) -> ISAF location. 

6.6.1.2.2 (2) Final destination CHOLET, France (NIP equipment)-> 

Contractor -> Cholet, France. 

6.6.1.2.3 (3) Final destination SHAPE (AEP equipment): Contractor -> 

SHAPE, Mons, Belgium. 

6.6.1.3 Prior any shipment under this Contract, the Contractor shall 

provide the following information: 

6.6.1.3.1 Customs 302 Form Request (if required): Twenty (20) working 

days prior to shipment, 

6.6.1.3.2 MDS: Fifteen (15) working days prior shipment, 

6.6.1.3.3 Packing List: Ten (10) working days prior shipment, 

6.6.1.3.4 Notice of Shipment: Five (5) working days prior shipment. 

6.6.1.4 All shipments to and from the NATO Depot 3 at Brunssum, The 

Netherlands or Cholet, France or SHAPE, Mons, Belgium are at 

the expense of the Contractor. 



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6.6.1.5 The Purchaser shall not be liable for any storage, damage, or any 

other charges involved in transportation of equipment by the 

Contractor, prior to the actual acceptance of such equipment at 

the designated destinations by the Purchaser or entity designated 


6.6.1.6 The Contractor shall create and maintain a Transportation Report 

that states the planned versus the current and final transportation 

results, including the delivery stages, location(s) and dates with 

the corresponding receiving NATO and non-NATO POC‟s and 

confirmations/signatures. 

6.6.2 Transportation of Cryptographic devices 

6.6.2.1 The handling and transportation of cryptographic devices shall be 

in accordance with SDIP-293/1 

6.6.3 Preservation and Packaging 

6.6.3.1 The Contractor shall, for the purpose of transportation, package, 

crate, or otherwise prepare items in accordance with the best 

commercial practices for the types of supplies involved, giving 

due consideration to shipping and other hazards associated with 

the transportation of consignments overseas. 

6.6.3.2 Any special packaging materials required for the shipment of 

items shall be provided by the Contractor at no extra cost to the 

Purchaser. 

6.6.4 Package Marking 

6.6.4.1 The packages or containers in which supplies are transported 

shall, in addition to normal mercantile marking, be marked with 

the following data on a separate nameplate (or transfer or 

stamping if nameplate is not practical): 

6.6.5 Packing Lists 

a. Purchaser project title; 

b. Purchaser contract number; 

c. Purchaser CLIN as per Schedule of Supplies and 

Services 

d. System/sub-system denomination; 

e. True Manufacturer's part number, serial number and 

revision level; 

f. Shipping address. 



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6.6.5.1 The Contractor shall establish the packing lists in such a way as 

to permit easy identification of the items to be delivered at the 

sites. These packing lists shall reflect the same wording and 

sequence as those used in the contract schedule of supplies and in 

the invoices. 

6.6.5.2 Packing lists shall accompany the shipment. Each individual 

container/box from a consignment shall have one packing list in a 

weather-proof envelope affixed to the outside of each 

container/box, indicating exactly what is contained inside. One 

additional packing list shall be put inside each container/box. 

6.6.5.3 The Contractor shall also furnish one copy of the packing list in 

the English language to the Purchaser‟s ILS Office and to the 

Freight Forwarder, the number of copies required by this 

Forwarder. The ILS Office address is as follows: 




Belgium 

Attn: Integrated Logistics Support (ILS) Office 

Tel: +32 2 707 8578 

Fax: +32 2 707 8770 

6.6.5.4 The packing lists shall contain the following information as a 

minimum: 

a. Shipping address; 

b. Package number and number of packages in the 

consignment; 

c. Purchaser project title; 

d. Purchaser contract number; 

e. Purchaser CLIN as per Schedule of Supplies and 

Services; 

f. Item description; 

g. Part number; 

h. NSN (if available); 

i. Serial number (if available); 

j. Quantity shipped; 

k. Number of the corresponding Customs Form 302 

(when required); 

l. Detailed weight and dimensions per 

box/pallet/container; 



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6.6.5.5 Where manufacture is under Government Quality Assurance 

Authority (GQAA) surveillance, the Contractor shall include 

Certificates of Conformance in each packing container, three 

each per pack, one inside and two outside in a waterproof 

envelope. 

6.6.6 Notice of Shipment and Request for Customs Form 302 

6.6.6.1 The Contractor shall give prepaid notice of shipment to the 

Purchaser‟s ILS Office and to such other persons as are 

designated. 

6.6.6.2 The Notice of Shipment shall contain, as appropriate, the request 

for Customs Form 302, or equivalent document, which shall 

enable any carrier to affect duty free import/export clearance 

through customs for the Purchaser on behalf of NATO. 

6.6.6.3 The Form 302 is an official Customs Clearance Declaration 

issued in advance of shipment to provide certified information as 

to the import, export, or transit of NATO consignments between 

certain NATO countries. 

6.6.6.4 The Form 302 is an accountable, certified document. It is 

serially numbered before issue and will be used for the duty free 

clearance through the Customs Authorities regardless of the 

mode of transportation. This applies to the release of shipments 

that arrive at destination under customs bonds or which are to be 

released from a custom bonded warehouse for actual delivery to 

the final destination. 

6.6.6.5 The Notice of Shipment and request for Form 302 or equivalent 

document shall contain the following information: 

a. Purchaser's contract number; 

b. CLIN designation and quantities; 

c. Destination; 

d. Number and dimensions of the packages (size; 

gross and net weight); 

e. Consignor's Name and Address; 

f. Consignee's Name and Address; 

g. Method of Shipment (road, rail, sea, air, etc.); 

h. Name and Address of Freight Forwarder. 

6.6.6.6 Forwarding Agents, Carriers or other responsible organizations 

shall be informed by the Contractor of the availability of Form 

302 or equivalent document and how the form shall be utilized to 

avoid the payment of custom duties. Form 302 or equivalent 

document shall be incorporated in all shipping documents 

provided to the carrier. 



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6.6.6.7 If a country refuses to accept the Form 302 and requires the 

payment of customs duties, the Contractor shall pay these 

customs duties and the Purchaser shall reimburse the Contractor 

at actual cost against presentation of pertaining documents. 

Should such an event occur, the Contractor shall immediately 

inform the Purchaser in writing; and before paying, obtain from 

the Customs Officer a written statement establishing that the 

country refuses to accept the Form 302. 

6.7 Warranty Services 

6.7.1 The Contractor shall provide full warranty for all hardware/equipment 

furnished under this Contract for the period of one (1) year, starting at 

date of FSA. Hardware/equipment benefiting of longer warranty periods 

shall be identified by the Contractor. 

6.7.2 The Contractor shall provide full warranty (software assurance) for all 

software furnished under this Contract for the period of one (1) year, 

starting at date of FSA. Software benefiting of longer assurance periods 

shall be identified by the Contractor. 

6.7.3 The Contractor shall warrant that any developed software CI(s) shall 

perform according to design and that any defects discovered shall be 

corrected. 

6.7.4 During the warranty process, the Contractor shall identify and/or verify 

the warranty case, propose options for restoring the Capability and trigger 

the appropriate maintenance levels and support services; 

6.7.5 The Contractor shall repair/replace all hardware items and fix all software 

items received through the support services and/or maintenance levels as 

per their internal procedures with the highest priority allocated and shall 

be responsible to return the item to the original location, through express 

delivery or electronic submission within five (5) business days of receipt; 

6.7.6 If the Contractor becomes aware at any time before acceptance by the 

Purchaser that a defect exists in any hardware or software item, the 

Contractor shall coordinate with the Purchaser and promptly correct the 

defect. 

6.7.7 Transportation of unserviceable items and repaired/replacement items 

between Contractor and NATO Depot 3, Brunssum, The Netherlands, or 

Cholet, France or SHAPE, Mons, Belgium is the responsibility of the 

Contractor 

6.7.8 The Contractor shall be responsible for the provision of any alternative or 

superseding items, should the original part be no longer available, 

ensuring compliance with the original design and Capability provided by 




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6.7.9 During the warranty period, the Contractor shall be responsible for 

supplying all COTS hardware and/or software upgrades. The availability 

of COTS hardware and/or software upgrades shall be made known to the 

Purchaser and, if proposed for introduction by the Contractor for whatever 

reason, including any corrective action for an identified fault, shall always 

be subject to Purchaser approval. 

6.7.10 The Contractor shall not be responsible for the correction of defects in 

Purchaser furnished property, except for defects in installation, unless the 

Contractor performs, or is obligated to perform, any modifications or 

other work on such property. In that event, the Contractor shall be 

responsible for correction of defects that result from the modifications or 

other work. 

6.7.11 Defective magnetic and electronic media storage devices (i.e. CD-ROM‟s, 

diskettes, hard drives) shall remain NATO property, at no additional cost, 

and not be returned to the Contractor when being replaced. Any such 

defective storage devices shall be replaced by Contractor by new storage 

devices at no additional cost to the Purchaser. 

6.7.12 The Contractor shall submit a Warranty Report at most ten (10) working 

days after End of Warranty. The Warranty Report shall document all 

warranty cases identified during the warranty period, including a 

description of affected CI‟s, corrective action taken, cost and schedule 

details. 

6.8 Training 

6.8.1 General 

6.8.1.1 The Contractor shall follow the Training development process as 

defined in the NATO Bi-SC Directive 75-7. 

6.8.2 Analyse the Training Requirements 

6.8.2.1 Perform Task Analysis 

6.8.2.1.1 The Contractor shall conduct a Task Analysis in accordance with the 

NATO Bi-SC DIR 75-7, Annex F, to identify and list all user/operator and 

maintenance tasks for each Product Baseline (PBL) system, sub-system 

and integrated system; 

6.8.2.2 Perform Target Audience Analysis 

6.8.2.2.1 The Contractor shall conduct a Target Audience Analysis in accordance 

with the NATO Bi-SC DIR 75-7, Annex F, utilizing any information 

already determined by the Purchaser Training Manager and/or Purchaser 

Training Working Group (TrWG), and produce a summary population 

table in the format provided in NATO Bi-SC DIR 75-7, Annex H, Table 

2. 

6.8.2.3 Create a List of Operational Performance Standards (LOPS) 

6.8.2.3.1 The contractor shall produce a LOPS in accordance with NATO Bi-SC 

DIR 75-7, Annex F, and in the format of Table 1 in Annex H. 



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6.8.2.4 Perform a Performance Gap Analysis 

6.8.2.4.1 The Contractor shall conduct a performance gap analysis in accordance 

with NATO Bi-SC DIR 75-7, Annex F, to determine which performance 

objectives (POs) need E&IT either in full or in part. 

6.8.2.5 Perform Difficulty Importance Frequency (DIF) Analysis 

6.8.2.5.1 The Contractor shall conduct a DIF or other equivalent criterion analysis 

in accordance with NATO Bi-SC DIR 75-7, Annex F, to determine the 

priority and training effort to be applied to the POs. 

6.8.2.6 Finalise the LOPS 

6.8.2.6.1 Once the Performance Gap and DIF analyses have been completed, the 

contractor shall finalise the LOPS by appending the need for training or 

partial training as per NATO Bi-SC DIR 75-7, Annex H, Table 2. 

6.8.2.7 Create Learning Objectives (LOs) 

6.8.2.7.1 The contractor shall take all the POs in the LOPS that require E&IT and 

create a list of LOs in accordance with NATO Bi-SC DIR 75-7, Annex G. 

6.8.2.8 Perform Training Options Analysis 

6.8.2.8.1 The contractor shall conduct a training option analysis, including a costbenefit 

analysis in accordance with NATO Bi-SC DIR 75-7, Annex G, to 

determine the alternatives for the overall training approach, setting and 

location. The preferred option will be recommended in the Training Needs 

Analysis (TNA) Final Report. 

6.8.2.9 Create TNA Final Report 

6.8.2.9.1 The contractor shall provide a TNA Report in accordance with NATO Bi- 

SC DIR 75-7, Annex H. 

6.8.2.10 Complete Programme of Instruction (POI) Document II 

6.8.2.10.1 The Contractor shall complete Part 1 and Part 2 of the NATO POI 

Document II in accordance with NATO Bi-SC DIR 75-7, Annex J. 

6.8.3 Design and Develop the Training Programme 

6.8.3.1 Perform Instructional Analysis 

6.8.3.1.1 The contractor shall perform an instructional analysis in accordance with 

NATO Bi-SC DIR 75-7, Chapter 3 that includes, but is not limited to, the 

following activities: 

6.8.3.1.1.1 Identify all components and sub-components of the tasks that make up 

the LOs. 

6.8.3.2 Apply target population information to determine current subject 

matter competence (knowledge, skills and attitude). 

6.8.3.3 Group and sequence the components (Enabling Objectives - EOs) 

and sub-components (teaching points) into units suitable for 

learning. 



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6.8.3.4 Develop Enabling Checks. For each EO, the Contractor shall 

create and submit an Enabling Check and its scoring criteria. 

6.8.3.5 Develop a scalar diagram to document the content and structure 

of the instructional programme. 

6.8.3.6 Develop Learning Assessment Plan 

6.8.3.6.1 The contractor shall develop an assessment plan in accordance with Bi-SC 

Dir 75-7, Chapter 3, which includes, but is not limited to: 

6.8.3.6.1.1 A concept for achievement testing, that specifies how each LO, and 

critical EOs, will be assessed, 

6.8.3.6.1.2 A pass/fail policy, based on results of achievement tests, 

6.8.3.6.1.3 Test/retest policies, 

6.8.3.6.1.4 A concept for progress testing that specifies how each EO will be 

assessed; 

6.8.3.7 Define Instructional Strategies 

6.8.3.7.1 In accordance with the guidance provided in Bi-SC Directive 75-3, 

Chapter 3, the contractor shall identify instructional strategies covering: 

6.8.3.7.1.1 Instructional methods such as demonstration-performance, case studies 

or lectures, 

6.8.3.7.1.2 Instructional media (e.g., pictures, diagrams, video recordings, models, 

simulators, real equipment, ADL, CBT), 

6.8.3.7.1.3 Learning environment e.g., centralised instruction (bringing the learners 

to the instruction); distributed instruction (taking the course to the 

learners) or a combination of both; 

6.8.3.8 Propose Instructional Strategy 

6.8.3.8.1 To support the Purchaser's decision on the Instructional Strategy, the 

Contractor shall provide a Decision memo that: 

6.8.3.8.1.1 Reviews the proposed strategies for their potential effectiveness in 

meeting the performance requirement, 

6.8.3.8.1.2 Review costing for affordability and comparative efficiency, 

6.8.3.8.1.3 Consider risks and organizational impact, 

6.8.3.8.1.4 Develop a business case if resource implications are substantial; 

6.8.3.9 Complete POI Documentation 

6.8.3.9.1 The contractor shall complete POI Document III in accordance with Bi- 

SC Dir 75-7 Chapter 3 and Annex J; 

6.8.3.10 Create Instructional Specifications 

6.8.3.10.1 The contractor shall use the products of the Instructional Analysis to 

create instructional specifications approved by the Purchaser's Training 

Manager that include the: 

6.8.3.10.1.1 EOs, 



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6.8.3.10.1.2 Teaching points with pertinent references such as specific passages in 

technical publications, 

6.8.3.10.1.3 Enabling Checks where appropriate, with scoring criteria; 

6.8.3.11 Develop Training Material 

6.8.3.11.1 The Contractor shall use the results of the Training Needs Analysis to 

structure and develop all training material in such a way as to enable 

users/operators to adequately use/operate the provided capabilities and to 

enable customer support and maintenance staff to adequately perform 

customer support levels 1 and 2 and maintenance levels 1, 2 and 3, 

respectively. 

6.8.3.11.2 The Contractor shall make optimal use of materials already provided 

under this contract to support the training. This material includes, but is 

not limited to: user manuals, maintenance manuals, COTS equipment and 

COTS software documentation, design documents and As-Built drawings. 

The Contractor shall keep the amount of additional training material to a 

minimum. 

6.8.3.11.3 The Contractor shall not assume any knowledge or experience 

prerequisite for the users and future trainers, other than a working-level 

proficiency in the English language, basic user-knowledge of the 

Microsoft Windows Operating System, of the Microsoft 'Office' suite, and 

of the Microsoft Internet Explorer browser. 

6.8.3.11.4 All paper-based and audio-visual training material shall be in English. If 

narrators are used in electronic course material, they shall be native 

speakers with a neutral accent. 

6.8.3.11.5 The training material shall be approved by the Purchaser before the start 

of the training courses and as such shall be submitted in such a way to 

allow timely Purchaser review before use. 

6.8.3.11.6 The contractor shall produce appropriate training materials to include 

some or all of the following as required: 

6.8.3.11.7 Student Manuals. These are reference handbooks to be used and retained 

by the students. The content should be based on the POI, 

6.8.3.11.8 Instructor Guides. These are instructional guidelines for use by the 

instructor during training preparation and execution. They outline the 

specific training steps that must be provided to satisfy the training plan. 

EOs are linked to detailed steps and procedures in student manuals, user 

guides, and any on-line documentation. The Instructor Guide is best 

structured as a series of outline lessons, providing key points for the 

instructor to stress, some sample questions to ask, appropriate times to 

inject student progress tests and practical exercises, other instructional 

tips, and any activity aiding student learning of the related training 

objective, 

6.8.3.11.9 Self-training guides, providing the student with all necessary information 

to assist the students in learning without access to a trainer or instructorled 

course, 



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6.8.3.11.10 Hand-outs. These additional aids can supplement the student manuals 

when covering areas identified as difficult and/or particularly important. 

They shall cover alternative approaches and provide realistic examples of 

task execution, 

6.8.3.11.11 Computer Based Training (CBT) or other media where this is a 

recommended solution, 

6.8.3.11.12 Training aids of all types including real equipment, references and job 

aids, 

6.8.3.11.13 Question banks and some sample tests in a numbered sequence with 

guidance on where and when they should be used during the course; 

6.8.3.12 Provide Recommended Training Materials List 

6.8.3.12.1 The Contractor shall create and submit a summary of the recommended 

training materials, aids and equipment; 

6.8.3.13 Conduct Training and knowledge transfer to the NATO Inservice 

Training (IST) 

6.8.3.13.1 The Contractor shall create and submit course time tables, lesson plans 

and support materials for the PBL Training. 

6.8.3.13.2 Using the lesson plans and support materials, the Contractor shall conduct 

three trial serials (Pilots) of PBL Training for each course: 

6.8.3.13.3 Pilot 1 to be delivered by the contractor to the target population and the 

NATO instructors that will be responsible for the In-Service Training 

(IST), 

6.8.3.13.4 Pilot 2 to be delivered to the target population by the contractor assisted 

by the NATO instructors, 

6.8.3.13.5 Pilot 3 to be delivered to the target population by NATO Instructors 

assisted by the Contractor; 

6.8.3.13.6 The contractor shall submit an evaluation report for each Pilot course with 

recommendations for any corrective action as required; 

6.8.4 Initial Training Requirements 

6.8.4.1 The Contractor shall perform the following tasks per capability: 

Training development GEP AEP 

Analyse Training requirements Required Not Required 

Design and develop Training 

Programme 

Required 

Not Required 

Develop Training Material Required Not Required 

Conduct Training Required Not Required 

6.8.4.2 The Contractor shall conduct the following training courses at the 

following locations: 



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Capability Type of Training Location 

GEP 

User Training 

Administration and 

Maintenance Training 

ISAF 

ISAF 

6.8.4.1 The total amount of training sessions shall be 6 working days. 

The duration of the individual training types shall be refined 

during the Training Needs Analysis. 

6.8.4.2 The Contractor Instructors shall meet a minimum English 

language proficiency equivalent to SLP 4444 in accordance with 

NATO STANAG 6001. 

6.8.4.3 Training evaluation 

6.8.4.3.1 The Contractor shall include a feedback form with each hard copy of the 

Student Manual and request students to complete and return the form at 

the end of the course. 

6.8.4.3.2 The Contractor shall provide a draft feedback form for Purchaser review 

and acceptance prior to delivery of the Student Manual. 

6.8.4.3.3 The Contractor shall submit to the Purchaser a course report written 

within two (2) weeks after completion of each course. This report shall 

contain: 

a. Student attendance and performance record. 

b. Dates, location and hours of training 

c. Consolidated student feedback from feedback forms. 

d. Problems encountered (if any). 

e. Actions taken or recommended. 

f. Suggested follow-up actions. 

6.8.4.3.4 The Contractor shall, as directed by the Purchaser‟s Project Manager, 

revise the Training Materials for each course to reflect student feedback 

from the initial session of each course. 

6.8.4.3.5 The Contractor shall update the training material also whenever a 

modification, upgrade or version change is implemented to the capabilities 

provided under this Contract, for the duration of the project. 



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Section 7 

QUALITY ASSURANCE/CONTROL 

7.1 Quality Assurance Programme 

7.1.1 The Contractor shall be ISO 9001:2008 certified. 

7.1.2 The Contractor shall for the duration of this contract establish, implement 

and maintain a Quality Assurance Programme in accordance with AQAP-2130. 

7.1.3 The QA programme shall apply to all services and all products (both 

management products and specialist products) to be provided by the Contractor under 

this contract (this includes all hardware and software COTS as well as developed for 

this project – documentation and supplies that are designed, developed, acquired, 

maintained or used, including deliverable and non-deliverable items.). 

7.1.4 The QA programme shall ensure that procedures are developed, implemented 

and maintained to adequately control the design, development, production, 

purchasing, installation, inspection, testing, configuration management and customer 

support of all services and all products (both management products and specialist 

products), in accordance with the requirements of this Contract. 

7.1.5 The Contractor shall describe the QA programme in detail in the Quality 

Assurance Plan (QAP) to: 

a. define the quality requirements of the Contract; 

b. plan, implement and verify the application of the actions to 

cover for quality assurance activities; 

c. ensure compliance with contractual requirements; 

d. ensure that factors affecting product quality are adequately 

referenced; 

e. verify that quality documentation is in accordance with the 

agreed contractual requirements and quality system; 

f. verify tests are specified and rigorously carried out; 

g. verify problems are recorded and tracked. 

7.1.6 The QAP shall clearly indicate the QA activities, responsibilities, and 

controls for the Contractor and any sub-Contractor‟s. The Contractor shall include in 

the QAP the certificates of the same nature for all major sub-Contractor‟s who are 

expected to manufacture and deliver critical elements of the system and show how the 

provisions of the Prospective Contract regarding QA/QC will be inserted in all 

subcontracts and enforced by the Prime Contractor. 

7.1.7 The initial version of the QAP shall be provided to the Purchaser for 

acceptance. Upon Purchaser Acceptance, the QAP shall be placed under the 

Purchaser‟s Configuration Control Board. 



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7.1.8 The acceptance of the QAP by the Purchaser signifies only that the Purchaser 

agrees to the Contractor‟s approach in meeting the requirements. This acceptance in 

no way relieves the Contractor from its responsibilities to meet the requirements 

stated in this Contract. 

7.1.9 The Contractor shall recognise and accept the application of AQAP-2070, 

which is herewith invoked. 

7.1.10 The Contractor shall reject non-conforming products and services. 

7.1.11 The Contractor shall review his QA program periodically and audit it for 

adequacy, compliance and effectiveness. 

7.1.12 If the Purchaser detects that the Contractor does not respect the QA program 

as described in the QAP, the Purchaser has the right to suspend the Contractor‟s 

activities without any compensation for the Contractor. 

7.2 Purchaser Quality Assurance Representative 

7.2.1 As provided under STANAG 4107, the Purchaser has the right to delegate 

some of the QAR responsibilities to a National Quality Assurance Representative 

(NQAR). 

7.2.2 The Contractor shall agree to provide all necessary assistance to the QAR or 

his delegated National Quality Assurance Representative (NQAR). The Contractor 

shall make his quality records, and those of his sub-Contractor‟s, available for 

evaluation by the QAR/NQAR throughout the duration of the Contract. Quality audits 

at the Contractor or sub-Contractor‟s premises will in principle only be executed by 

the QAR/NQAR if the documents provided by the Contractor do not sufficiently 

guarantee that a valid QA system is available. 

7.2.3 The AQAP-2070 will be used by the Purchaser as a guide for the evaluation 

of the Contractor‟s QA programme. Such evaluations shall not be used by the 

Contractor to avoid his own responsibility for ensuring that the QA requirements are 

met. The QAR will also use AQAP-2110 and AQAP-2210 as guide for QA. 

7.2.4 When satisfied that the products and/or services provided by the Contractor 

are in conformance with the terms of this contract, a Certificate of Conformity (CoC) 

per Annex B to STANAG 4107 will be countersigned and stamped by the cognisant 

NQAR(s). The preparation of the CoC(s) shall be the responsibility of the Contractor. 

CoC(s) shall be provided by the Contractor at the time of Provisional System 

Acceptance (PSA). 



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Section 8 

CONFIGURATION MANAGEMENT 

8.1 General 

8.1.1 The Contractor shall implement a Configuration Management (CM) 

programme as defined in STANAG 4427 Ed.2 and the ACMP 1-7, to carry out the 

Configuration Management functions as described in this SOW (configuration item 

identification, configuration control, configuration status accounting, and 

configuration verification). 

8.1.2 The Contractor shall ensure that an effective CM organization is established 

and maintained to implement and manage the CM programme throughout the duration 

of this Contract. 

8.1.3 The Contractor shall describe the CM programme and the CM organisation 

in a CM Plan. This CM plan shall be part of the Project Management Plan. 

8.1.4 The CM plan shall be structured according to the ACMP-1 Ed.2. 

8.1.5 Under the CM programme the Contractor shall maintain and update all 

project CIs as requested by changes within the project or external to the project 

throughout the duration of the contract 

8.2 Baselines definition 

8.2.1 The Contractor shall establish, maintain and control, for the duration of the 

Contract, three baselines: Functional Baseline (FBL), Allocated Baseline (ABL), and 

Product Baseline (PBL) as defined in ACMP-2 Ed.2. 

8.2.2 The Contractor shall also identify and maintain, for the duration of the 

Contract, the Operational Baseline (OBL). 

8.2.3 The Functional Baseline (FBL) is a set of documents that specifies the 

functional and non-functional requirements of the capabilities to be provided. The 

FBL is used as the approved basis for functional comparison. The FBL shall include 

the documents provided during the System Requirement Review such as the System 

Requirement Specifications (SRS). 

8.2.4 The Allocated Baseline (ABL) is a set of documents that specifies the design 

of the capabilities to be provided. The ABL is used as the approved basis for design 

comparison. The ABL shall include the documents provided during the Critical 

Design Review such as the SDS (including the Requirements Traceability Matrix), the 

Test Plan, but also any other documentation deemed appropriate by the Contractor to 

ensure requirements are reflected in the system during development and integration, 

can be demonstrated through a comprehensive set of tests, and can be delivered in the 

form of the Product Baseline. The design in the ABL shall meet the functional and 

non-functional requirements allocated in the FBL. 



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8.2.5 The Product Baseline (PBL) is a set of products (systems, components), 

including supporting documents, that constitute the capabilities to be provided. The 

PBL is used as the approved basis for physical comparison. The PBL shall include the 

documents provided during the Product Baseline Review and shall contain all 

delivered configuration items (CIs) that comprise the systems and any subsequent 

releases. The Contractor shall provide an update of the Product Baseline for any 

changes made in the fielded Operational Baseline (e.g., warranty changes). The PBL 

shall meet the functional and non-functional requirements allocated in the FBL and 

the design of the ABL. 

8.2.6 The Operational Baseline (OBL) is defined as the PBL after Final System 

Acceptance (FSA) and formal Handover from the Implementation Authority (IA) to 

the Service Provision Authority (SPA) and Operational Authority (OA). The OBL 

includes all currently fielded IT infrastructure and CIS capabilities (hardware and 

software, including documentation and licenses). 

8.2.7 The Contractor shall include in the Product Baseline release package the 

following elements, as a minimum: 

a. All required software items. 

b. The source code [for contractor developed software], script, 

and configuration setting baseline, including the 

documentation for these items. 

c. Release notes, which include a description of what is new 

or changed in each software module. 

d. List of open known problems and faults. 

e. The SRS and SDS versions against which the baseline has 

been developed, including any databases or data files 

containing relevant requirements or design information 

(e.g., DOORS data files, Enterprise Architect data files). 

f. All design artefacts provided as part of the System Design 

Specification, updated to reflect the Product Baseline. 

g. Conversion programs and instructions. 

h. Plug-ins/add-ins, glue-code and interfaces. 

i. Parameter definitions. 

j. Initial data sets. 

k. Online help files. 

l. Test procedures and scripts for any automated tests, along 

with all source data for the manual and automated tests and 

including the documentation for these items. 

m. Copyright and license information. 

n. Instructions for system administration staff to follow to 

save the previously installed system baseline, to install the 



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new baseline, and to recover the old baseline if the new 

baseline installation must be interrupted or aborted. 

o. Installation scripts. 

p. Instructions on how to identify and report problems after 

acceptance. 

q. Instructions for the generation of new Product baselines, 

distribution and installation of new software versions, and 

any test procedures and test cases necessary to verify the 

generated baseline before distribution. 

r. Additional documentation artefacts identified in the SRS. 

8.3 Configuration Item Identification 

8.3.1 The Contractor shall propose the Configuration Item (CI) selection criteria to 

the Purchaser for approval based on the ACMP-2 Ed.2. 

8.3.2 The Contractor shall present the initial CI list and Baselines to the Purchaser 

for approval. 

8.3.3 The CI list shall include, but is not limited to, the following items: 

a. Any Contractor developed software item, including its 

source code and documentation; 

b. Any Off-The-Shelf (OTS), commercial or non-commercial 

software items (e.g. from the Microsoft corp. or open 

source communities), including their documentation; 

c. Any Contractor developed and/or OTS software that can be 

installed and uninstalled in a modular fashion, including 

their documentation. 

8.3.4 The Contractor shall store the Configuration Items and Configuration 

Baselines persistently in a COTS Configuration Management Database (CMDB) and 

shall keep it updated and consistent. 

8.3.5 Every CI shall have a unique identifier. 

8.3.6 The level of granularity for the Configuration Item selection shall reach at 

minimum: 

a. Line Replaceable Units (LRUs) – Hardware CIs, 

b. Software Assets and/or Firmware – Software CIs, 

c. Documentation delivered under this Contract – 

Documentation CIs. 

8.3.7 The Hardware CI attributes shall include, but is not limited to, the Material 

Datasheet (MDS) information. 

8.3.8 The Contractor shall enable the Purchaser real-time access to the CMDB. 



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8.3.9 The Purchaser reserves the right to modify the CI structure and/or attributes. 

8.4 Configuration Control 

8.4.1 The Contractor shall implement the Configuration Control process for all CIs 

and Baselines in accordance with ACMP-3 Ed.2. 

8.4.2 The Contractor shall establish an internal Change Control Board (Contractor 

CCB) that prepares and processes all proposed changes (e.g. ECR, RFD, RFW, NOR) 

to any CI and/or Baseline prior submission to the Purchaser. 

8.4.3 The Purchaser reserves the right to call for a Contractor CCB and to 

participate as an advisory member. 

8.4.4 The Contractor shall use forms for ECR, RFD, RFW and NOR that are 

approved by the Purchaser. If the Contractor forms are not acceptable, then the forms 

shown in ACMP-7 Ed.2, Annexes A, B and C, shall apply. 

8.4.5 Engineering Change Request (ECR) 

8.4.5.1 The Contractor shall prepare and process the ECR for 

engineering, design, or development changes, including proposed 

classification, priority, schedule and cost; 

8.4.5.2 The ECR classification and priorities shall be implemented 

according to the ACMP-3 Ed.2. and Purchaser's agreement; 

8.4.5.3 The Contractor shall submit the preliminary ECR to the 

Purchaser PM at least three (3) working days prior the Contractor 

CCB; 

8.4.5.4 The Contractor shall present the preliminary ECR at the 

Purchaser Change Control Board (Purchaser CCB); 

8.4.5.5 The Contractor shall review and dispose the Purchaser approved 

ECR's linked to one or more CI's and in its configuration 

documentation; 

8.4.5.6 The Contractor shall update the CI status accounting records 

(CMDB), distribute change documentation, and verify change 

implementation. 

8.4.6 Request For Deviation (RFD) 

8.4.6.1 If the Contractor determines, prior to the development of a CI, 

that it is impossible to satisfy the mandatory requirements of the 

specification, the Contractor shall have a procedure for preparing 

and submitting an RFD to the Purchaser; 

8.4.6.2 The approval process shall follow the same path as for the ECR. 

8.4.7 Request For Waiver (RFW) 



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8.4.7.1 If the Contractor determines, either during or after the 

development of a CI, that it does not meet specified 

requirement(s), but nevertheless believes that the item is suitable 

for use "as is" or after rework by an approved method, the 

Contractor shall have a procedure for preparing and submitting 

an RFW to the Purchaser. 

8.4.7.2 The approval process shall follow the same path as for the ECR. 

8.4.8 Notice of Revision (NOR) 

8.4.8.1 Concurrent with the preparation of an ECR, the Contractor shall 

prepare a NOR for each drawing, associated list, specifications 

and other non-specification type documents (comprising the 

configuration identification for an item) which would require 

revision if the ECR were approved. 

8.4.8.2 The NOR shall be attached to their related ECR, unless otherwise 

specified in the contract. 

8.5 Configuration Status Accounting 

8.5.1 The Contractor shall implement the Configuration Status Accounting process 

for all CIs and Baselines in accordance with ACMP-4 Ed.2. 

8.5.2 The Contractor shall provide a COTS CSA system (CMDB) that shall be 

capable of recording and reporting on the CI's and Baseline(s) and shall maintain 

traceability of all proposed and approved configuration changes for each baseline. 

8.5.3 The Contractor shall utilise status accounting data elements to be able to: 

a. Provide the history of a CI or group of CI's (Initiation, 

Change, Revision, Disposal); 

b. Identify the current, approved configuration documentation, 

and identifier associated with changes; 

c. Record and report the status of proposed engineering 

changes from initiation to release; 

d. Record and report the results of configuration audits, 

including the status of identified discrepancies and action 

items; 

e. Record and report the status of deviations; 

f. Provide traceability of design and reconciliation of product 

configurations; 

g. Track configuration identifiers including serial or version 

numbers; 

h. Record and report test data, test results and test procedures; 



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i. Prepare CSA records and reports, unless otherwise 

specified in the contract; 

8.5.4 If requested, arises for data elements not included therein, the contractor 

shall identify the data element to the Purchaser along with a proposed definition. 

8.5.5 The Contractor's CSA system shall be capable of, but not be limited to, 

providing the following reports on demand: 

a. A list of configuration documents for a CI; 

b. A list of versions or revisions for a CI; 

c. A list of all ECR, deviations and waivers against a CI; 

d. A historical list of all changes including information on the 

change status and implementation status (e.g. progress); 

e. A list of all outstanding, programmed or planned audits; 

f. A list of all outstanding actions, corrective and otherwise, 

as a result of an audit against a CI; 

g. A list of CI which have been subject to an audit with the 

date of the audit, the result of the audit and the status of the 

audit; 

h. A breakdown list of the top level CI and all lower level CI. 

8.5.6 At PSA, in support of configuration auditing, and at FSA, the Contractor 

shall deliver a set of final CSA reports for each CI in both hard copy and in electronic 

media. 

8.6 Configuration Verification 

8.6.1 Upon request from the Purchaser, the Contractor shall support configuration 

audits to demonstrate that the actual status of all CIs matches the authorised state of 

CIs as registered in the CSA database (CMDB) according to ACMP-5 ed.2; 

8.6.2 The Contractor shall support the Functional Configuration Audit (FCA) and 

Physical Configuration Audit (PCA) by providing the required Baseline 

Documentation and/or CSA reports, and answering questions from the Purchaser's 

Auditor; 

8.6.3 The Contractor shall include in the CMP a description of the FCA and PCA 

audit procedures, conditions, entry and exit criteria, for the Purchaser's approval; 

8.6.4 The Contractor shall draft the Audit Reports for the FCA and PCA that 

summarises the Audit results for the Purchaser's approval; 

8.6.5 The Contractor shall solve any deficiencies found during the FCA and PCA 

within the agreed timeframe and update the Baseline accordingly; 



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8.6.6 The initial version of the ABL and PBL shall be provided to the Purchaser 

for acceptance. Upon Purchaser Acceptance, ABL and PBL shall be placed under the 

control of the Purchaser Configuration Control Board (CCB). The FBL is also under 

the control of the Purchaser CCB. 

8.6.7 The acceptance of the ABL and PBL by the Purchaser signifies only that the 

Purchaser agrees to the Contractor's approach in meeting the requirements. This 

acceptance in no way relieves the Contractor from its responsibilities to meet the 

requirements stated in this Contract; 

8.6.8 The Contractor shall perform all activities necessary to keep the contents of 

the FBL, ABL and PBL under Configuration Control and shall keep it current to 

reflect the progress of the project activities; 

8.7 Configuration Management Tools 

8.7.1 The Contractor shall create and maintain a COTS based Configuration 

Management Database (CMDB) that persists the Configuration Item (CI) attributes, 

(inter-) relationships, and Configuration Baselines; 

8.7.2 A COTS software version control program shall be used for any Contractor 

developed software; 

8.7.3 The Contractor shall maintain a version control scheme as part of its CM 

program and CMDB. This version control scheme shall allow for the unique 

identification of all changes to the CIs, no matter how minor the change; 

8.7.4 The Contractor shall update and maintain the CMDB for the duration of this 

contract; 

8.7.5 In case of use of non-COTS tools or the tools that deliver a proprietary 

database format, they shall be provided as part of the PBL. 



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Section 9 

TESTING 

9.1 Introduction 

This section outlines the testing requirements to be carried out during the 

implementation and acceptance of contract deliverables. 

9.2 General Principles 

9.2.1 The Contractor shall develop and maintain procedures for each test task 

supporting the test activities to be carried out which are described in the 

SOW and supporting Annexes. Each procedure shall identify any 

conditions which shall be satisfied prior to application of the test with, if 

applicable, a block diagram showing the proposed method of meeting the 

test requirements. This includes testing both at the Contractor and 

Purchaser premises. 

9.2.2 The Contractor shall provide the test procedures to the Purchaser in due 

time for the Purchaser‟s review and approval to occur at least two weeks 

prior to test execution. 

9.2.3 All deliverables to include hardware, software and firmware supplied by 

the Contractor under this contract shall be tested to meet the requirements 

of this contract. 

9.2.3.1 NATO testing consists of two phases – Project testing and 

Change Management Testing (see figure x). The contractor shall 

be responsible for achieving Project Testing Goals, and shall be 

responsible to support NATO performing the Change 

Management Testing. 



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PROJECTP 

CHANGE MANAGEMENT PROJECT 

Testing Phase/Category 

Engineering Testing 

Fit-for-Purpose Testing 

Fit-for-Use Testing 

Interoperability Assurance and Validation 

Release 

Type of testing 

Unit Testing 

Integration Testing 

System Testing 

Regression Testing 

Functional testing 

Factory Acceptance Testing 

Installation Testing 

NATO Interoperability Testing 

Compatibility Testing 

Performance Testing 

Stress Testing 

Bandwidth Testing 

Penetration Testing 

Vulnerability Assessment 

Patch Testing 

National Network Extension Pre-Joining testing 

Coalition Interoperability Assurance & Validation (CIAV) 

Tactics, Techniques and Procedure (TTP) evaluation 

Final Release Authorization, Distribution, AFPL update, 

Service Catalogue update, Site Installation and Site 

Acceptance 

9.2.3.2 Project testing consists of two phases – Engineering Testing and 

Fit-for-Purpose Testing. 

9.2.3.2.1 Engineering testing consists of unit testing, Integration testing, 

System Testing, Regression Testing (as needed) and Functional 

Testing. 

9.2.3.2.2 Fit-for-Purpose Testing consists of confirming that the capability 

meets the requirements specified in this document, and culminates 

in the Factory Acceptance Test (FAT). 

9.2.3.2.3 The Contractor shall be responsible for integrating the Purchaser 

Furnished Items (PFI) into his test programme to the extent that 

PFE is an integral part of the system, sub-system or network. 

9.2.3.2.4 All Project Testing shall be the responsibility of the Contractor who 

shall provide all the personnel, documentation, equipment, test data 

and facilities required for installation, commissioning and execution 

of the test. The Contractor shall be entirely responsible for the coordination 

and performance of the tests, and shall ensure that an 

adequate number of Contractor‟s engineers and technicians are 

present to ensure the timely completion of all tests. 

9.2.3.3 Once the FAT report has been accepted by NATO, the contractor 

shall assist the Purchaser in handing the capability over to the 

NATO CIS Service Agency (NCSA) or its legal successor for 

further testing, and installation. 



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9.2.3.4 Change Management Testing is performed by the Purchaser‟s 

designated representative NATO Service Provision Agency 

(NCSA); the contractor shall support these tests as follows: The 

contractor shall assist in installing and configuring hw and sw, 

preparing test plans, preparing tests, providing test data, and 

documenting test results. The Contractor shall provide a 

qualified engineer to support these requirements, with full 

technical knowledge of installing, configuring and testing the 

capabilities. The duration of the test is less than 10 days. 

9.2.3.5 Change Management Testing consists of Three Phases – Fit-for- 

Use Testing, Interoperability Assurance and Validation, and 

Release. 

9.2.3.5.1 Fit-for-Use Testing consists of Installation Testing, NATO 

Interoperability Testing, Compatibility Testing, Performance 

Testing, Stress Testing, Bandwidth Testing, Penetration Testing, 

Vulnerability Testing, and Patch Testing. The contractor shall 

support the Purchaser or his designated representative to pass these 

tests, as above. The Contractor shall provide a qualified engineer 

to support these requirements, with full technical knowledge of 

installing, configuring and testing the capabilities. Fit-for-Use 

Testing shall be performed at NCSA ( Mons, BE), and CISAF11 

(Lambersart, FRA). The test shall be performed using the Reference 

facility (Lambersart FR) to prove the GEP capability will function 

correctly and not disrupt any current capability The duration of the test 

is less than 10 days at each location. 

9.2.3.5.2 Interoperability Assurance and Validation consists of both CIAV 

and Tactics, Techniques and Procedure (TTP) Evaluation. The 

contractor shall support the Purchaser in performing the CIAV in 

the Purchaser‟s facilities [The Hague NLD], which involves 

interoperability testing with the Nations, and specifically includes 

end-to-end testing between the GEP and JCHAT clients which 

reside on National extensions to the AMN , and testing at the 

NAEW MOB[Geilenkirchen-DEU] between National AEW aircraft 

equipped with JCHAT clients, and the GEP. 

9.2.3.6 Release consists of Final Release Authorization, Distribution, 

AFPL approval (inclusion or update), Service Catalogue update, 

Site Installation and Site Acceptance. The Contractor shall 

ensure that the CCP process is successful and that each software 

item submitted to the CCP process is added to the NCSA (AFPL) 

for NS or IS, or both if applicable. The contractor shall support 

the Site Installation and Site Acceptance in ISAF. 

9.2.4 The Contractor shall provide the necessary duly calibrated test equipment, 

tools and any other items required for the satisfactory completion of the 

tests, and the recording of their results. This may include but not be 

limited to the following: 



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a. Performance Measurement Instruments 

c. Protocol Analyzers 

d. Installation Tools 

e. Test Plans and Procedures 

The test equipment will remain the property of the Contractor. 

9.2.5 The Contractor shall assign and provide a Test Director and Test 

Operators and the Purchaser and/or his delegated Representative will 

attend and witness testing. 

9.2.6 The Purchaser will have the right to demand repetition of tests, proof of 

the validity of the test equipment calibration, and performance of 

reasonable additional tests to clarify doubtful or marginal results. The 

Contractor shall make available to the Purchaser, all facilities, information 

and assistance necessary to permit a valid interpretation of the test results. 

9.2.7 The Test Environment will be under the control of the Purchaser during 

the testing period. Prior to the commencement of the tests, the Test 

Environment shall be baselined and no changes to hardware, software, 

firmware and/or configuration shall be introduced by the Contractor 

unless explicitly authorised in writing by the Purchaser. Failure to do so 

by the Contractor shall render the complete testing null and void. 

9.3 Factory Acceptance Test 

9.3.1 A Factory Acceptance Test (FAT) shall be conducted by the Contractor. 

During the FAT the Contractor shall pre-install the full system: 

9.3.2 The Contractor shall build the new infrastructure and satisfy all functional 

requirements as described in Section 11.2 of this SOW, The Contractor 

shall demonstrate and test a fully configured infrastructure. 

9.3.3 The FAT shall test all required functionality (as described in Section 11.2 

of this SOW) on the new installations. The FAT shall also include the 

following: 

• Correct installation of a healthy (test) domain structure 

• Correct installation of all security features (NATO approved 

security settings) 

• Correct installation and configuration of the storage 

infrastructure in accordance with the technical detailed design 

• Verification of the correct OS version and patch level of the 

network equipment 

• Verification of the correct hardware configuration of all server, 

storage, network and other equipment that is part of this SOW 

• Integration of some workstations in the test domain 



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9.3.4 During the FAT tests, the Contractor shall demonstrate that he is able to: 

• Create the new infrastructure using and following the 

installation documentation provided by the contractor 

• Create a healthy functional baseline on the new infrastructure 

following the installation documentation provided by the 

contractor 

• Obtain and test the correct equipment with the correct modules, 

interfaces and software 

• Demonstrate how the individual security mechanisms were 

tested by the Contractor prior to delivery, and the results of 

those tests, IAW, Service and Equipment Test documents- 

Annex D, para. 8.1.1. 

9.4 CIAV Tests 

9.4.1 Coalition Interoperability Assurance & Validation (CIAV) shall be 

conducted by the Contractor, during which he shall pre-install the entire 

new system in the Coalition Test and Evaluation Environment (CTE2) at 

NCIA The Hague (NLD) and at NAEW Geilenkirchen (DEU). 

9.4.2 The Contractor shall conduct CIAV testing at NCIA to demonstrate 

successful interoperability and assurance of the system being integrated 

by the Contractor. The Contractor shall perform testing on all items of the 

new infrastructure and establish together with the Purchaser that all 

systems and applications are interoperable and ready to receive data and 

users. 

9.4.3 The CIAV shall test all available functionality in the new installations. 

The CIAV shall include the following: 

a. Correct installation of the domain structure 

b. Correct installation and validation of all security features (NATO 

approved security settings) 

c. Verification of the correct OS version and patch level of the network 

equipment 

d. Verification of the correct hardware configuration of all server, 

network and other equipment that is part of this SOW. 

e. Verification of the correct configuration and proper functioning of the 

CHAT server 

f. Demonstration of Iridium based CHAT capability between NAEW 

users (on-ground) and users connected to other CHAT servers. 

g. The Contractor shall provide a report documenting the testing 

performed during CIAV. 

9.4.4 The CIAV shall establish if the Contractor is ready to start the 

implementation. The Purchaser will have the right to demand corrective 

action be taken in the event that the Contractor is unable to successfully 

complete the PMT. 



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9.5 Chat over RF testing 

9.5.1 A further test of the system shall be conducted to verify the correct 

functioning of the Chat over the HF and UHF components. This test shall be 

performed in Geilenkirchen where Line-of-Sight can be established to the NAEW 

aircraft (on-ground). 

9.6 Provisional System Acceptance Test 

9.6.1 Upon completion of all work at the Site, the Contractor shall conduct a 

Provisional System Acceptance Test (PSAT) , which shall last no longer 

than 1 day and the purpose of which is to demonstrate that: 

• All supplied equipment at the site has been correctly installed 

and configured, is fully functional and is interoperable with 

existing equipment 

• All end user equipment within the site are able to communicate 

with one another, and join and collaborate with external AMN 

Chat Rooms. 

9.6.2 The Provisional System Acceptance Test shall follow a standard 

procedure – developed by the Contractor, approved by the Purchaser and 

included in the TAP, prior to the commencement of testing – with minor 

modifications related to the equipment physically delivered and to the 

local environment. The tests shall demonstrate that: 

• All supplied equipment meets, or exceeds, the Purchaser‟s 

stated specifications 

• All supplied equipment is in full working order 

• All supplied equipment has been configured by the Contractor 

and is fully integrated within the existing site AIS/Network 

infrastructure and has been implemented to meet specified 

NATO/ISAF standards for: 

o Information exchange 

o Hardware and software configuration 

o Security configuration 

o Network and communications configuration 

o Systems and services configuration 

o System administration and management 

• All has been completed 

9.6.3 The Contractor shall record any discrepancies discovered during the 

Provisional System Acceptance on observation sheet(s), with a statement 

on their required resolution. Depending on the severity of the discrepancy 

discovered, Provisional System Acceptance may be withheld until 

satisfactory resolution. 



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9.7 Final System Acceptance Test 

9.7.1 The Final System Acceptance Test shall demonstrate that all supplied 

equipment is fully integrated within the AMN and that appropriate end users from 

NAEW can communicate with specified ISAF JCHAT end users within the AMN and 

meet the specified inter-site information exchange requirements. 

9.8 Test and Acceptance Plan 

9.8.1 As part of the PMP, the Contractor shall prepare a Test and Acceptance Plan 

(TAP) for Provisional System Acceptance and Final System Acceptance testing, 

which includes the TAP schedule, the procedures for the conduct of tests, Security 

Test and Evaluation Plan (ST&E), test reports, collection, collation, validation and 

presentation of test results for all deliverables covered under this contract. 

9.8.2 The TAP shall describe how the Contractor plans to meet the following 

objectives: 


1 Confidence that system defects are detected early and tracked through 

to correction 

2 Compatibility among internal system components – hardware, 

software and assurance of security mechanisms (ST&E)aspects 

3 Compliance with the requirements and use cases of the provided 

system design. 

4 Demonstration that all specified integration and migration activities 

have been completed 

5 Demonstration of the required information exchange between intra-site 

end users and between end users at different Commands within the 

NATO WAN. 

9.8.3 Test Procedures 

9.8.3.1 The Contractor shall design the TAP test procedures so that the 

log from the test session records any problems found, the action 

taken, and the reason why the deliverable failed the test. 

9.8.4 TAP Management 

9.8.4.1 The Contractor‟s TAP shall nominate a Test Manager including 

the nominee‟s experience, qualifications, and hierarchy within 

the Contractor‟s project management structure. The Contractor 

shall describe in the TAP both the Contractor and Purchaser 

participants and roles in the test team. 



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9.8.5 Security Test and Evaluation (ST&E) Plan 

9.8.5.1 The Contractor shall provide and maintain a Security Test and 

Evaluation Plan as specified in Annex D Para. 8.2.5, delivered 

with and as an Annex of the TAP, which shall detail the tests by 

which The Contractor demonstrates compliance with the security 

requirements provided by the Purchaser. 

9.8.5.2 The Contractor shall perform the successful execution of the 

Security Test & Evaluation Plans for IOC, IAW Annex D, para 

8.2.6. 

9.8.6 Test Reports 

9.8.6.1 The Contractor‟s TAP shall explain and give examples of how he 

will record the test reports, and how the test reports will serve as 

proof of acceptance of deliverables at Provisional Site 

Acceptance and Final System Acceptance. 

9.8.6.2 The results for each test called for in the test plan shall be 

recorded in a test report, using test results sheets incorporated in 

the relevant test procedure. 

9.8.6.3 Where the Purchaser or his representative has witnessed the 

testing, appropriate annotation shall be made on each page of the 

test results and the whole report signed on completion of that 

testing. 

9.8.6.4 Any failure to complete a test successfully shall be recorded by 

the Contractor, logged as a Deficiency Report, and noted in the 

report for the test. 

9.8.6.5 The original report plus one copy shall be distributed to the 

Purchaser for review within 15 working days after the 

completion of the test. 

9.8.6.6 The Contractor shall propose test reports that meet the following 

requirements: 



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1 Tester‟s Name; Personal Details 

2 Date and Location of Test 

3 Configuration Item to be Tested 

4 Test Conditions and Scenario 

5 Test Sequence 

6 Required Specifications 

7 Required / Desired results 

8 Recorded Results of Test 

9 Documentation 

10 Comments 

11 Signatures and Names of Tester(s) and Witness(es) 

12 Acceptance Certificate 

9.8.6.7 The Purchaser will analyse each test report and provide his 

assessment within 15 working days of receipt of the test report: 

Result 

Accepted 

Not Accepted 

9.8.7 Classification of Failures 

Definition 

The item is accepted with no further testing. 

The item has failed to meet the required performance 

levels. 

9.8.7.1 Should a failure occur during testing, a failure report shall be 

raised by the Contractor and a preliminary investigation shall be 

immediately carried out in order to classify the failure as one of 

the following: 

9.8.7.2 Class “A”: there is evidence that the cause was an external or 

transient condition; 

9.8.7.3 Class “B”: there is mutual agreement that the cause was an 

inherent design or manufacturing deficiency in the unit under 

test; or 

9.8.7.4 Class “C”: when the specific nature of the cause cannot be 

immediately determined and a more detailed investigation is 

required before a conclusion can be drawn. 

9.8.8 Class “A” Failures 

9.8.8.1 In the event that a preliminary investigation results in the 

classification of a failure as is described above, the test shall be 

repeated at least three successive times. 

9.8.8.2 If the re-test is successful, the Purchaser will close the 

observation and testing shall be resumed from the point 

immediately after that where the failure occurred. 



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9.8.8.3 If a failure is encountered prior to the successful completion of 

the re-test, the failure category shall be changed to class "B" or 

"C", as described below. 

9.8.9 Class “B” Failures 

9.8.9.1 In the event that a failure is classified as a Class "B" from above, 

the equipment shall be rejected and all testing related to that 

particular series of tests shall be suspended until such a time as 

the Contractor determines the specific cause of the failure and 

proposes appropriate remedial action acceptable to the Purchaser. 

9.8.9.2 Should the cause of the failure or the effect of the proposed 

remedial action be deemed by the Contractor to have no 

influence whatsoever on other areas of scheduled testing, he may 

propose to the Purchaser to continue testing in the other areas 

prior to the rectification of the cause of the failure. 

9.8.9.3 If such proposals are accepted by the Purchaser, the Purchaser 

will have the right to require repetition of any or all tests 

performed in these circumstances after the rectification of the 

cause of the failure and the subsequent re-tests, to prove they 

have been successfully completed. 

9.8.9.4 The Contractor shall be responsible for all costs related to the 

rectification of deficiencies or failures and subsequent re-testing 

caused by the design or production of the deliverables identified 

during the verification and/or testing cycles. The Contractor shall 

be responsible for any travel, subsistence and other incidental 

expenses incurred by the Purchaser as a result of the requirement 

for the re-performance of tests necessitated by test failures. 

9.8.9.5 After remedial action has been taken by the Contractor, the test 

may be resumed at the step during which the deficiency or failure 

was identified, however, the Purchaser will have the right to 

require that re-testing includes all of the tests related to the 

verification of that particular specification requirement. 

9.8.9.6 The Contractor shall seek the Purchaser's agreement of a 

mutually suitable time when testing shall be resumed, subsequent 

to the Purchaser having accepted the contents of a formal 

submission by the Contractor providing full details describing the 

cause of the failure and the recommended remedial actions to be 

taken. 



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9.8.10 Class “C” Failure 

9.8.10.1 In the event that a failure is classified as a Class "C" from above, 

all testing shall be immediately suspended until such a time as 

the Contractor completes a detailed investigation and 

subsequently recommends to the Purchaser, that the failure 

should be re-classified as either a Class "A' or "B", as 

appropriate. The actions previously described relating to these 

classifications shall then be commenced. 

9.8.10.2 In this context, should it be determined that the test failure was 

due to a component failure and not attributable to a deficiency in 

equipment design, or a defective process during manufacture of 

the equipment, then the defective component may be replaced 

and the failure re-classified as a Class "A" failure. 

9.8.11 Tracking of Failures 

9.8.11.1 Should a failure (Class A, B and C) occur during testing, the 

event shall be recorded and logged along with the subsequent 

actions taken and details of the fault resolution. 

9.8.11.2 In conjunction with a Class A, B or C Test failure, the Contractor 

shall certify that the equipment to be implemented is identical to 

that which was originally tested and certified, or advise the 

Purchaser of design/construction changes which affect form, fit 

or function. In the latter case, the Purchaser, after review of such 

changes and their impact, will have the right to require test and 

certification of the modified equipment, at no cost to the 

Purchaser. 

9.8.12 Test waivers 

9.8.12.1 For some specific requirements, rather than perform actual tests 

the Contractor may choose to provide documentary evidence to 

show that these requirements are fulfilled. 

9.8.12.2 This documentary evidence may either be a rationale based on 

existing design orspecification documentation, or rely on 

previously successfully completed qualification testing to 

national or international standards for assemblies, subassemblies, 

components or parts. 

9.8.12.3 If the Contractor intends to rely on previously successfully 

completed qualification testing to national or international 

standards for assemblies, subassemblies, components or parts, the 

Contractor shall produce the following documentation: 

• The equipment specifications and true manufacturing number 

to demonstrate that the CI for which a test waiver is requested 

is identical to the equipment previously tested, 

• The test standards, procedures and methods employed on the 

testing; 



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• The nationally or internationally certified test results. 

9.8.13 A Statement in which the Contractor shall certify that the equipment to be 

implemented is identical to that which was originally tested and certified, 

or advise the Purchaser of design/construction changes which affect form, 

fit or function. In the latter case, the Purchaser, after review of such 

changes and their impact, shall have the right to require test and 

certification of the modified equipment, at no cost to the Purchaser. 



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Section 10 

10.1 Introduction 

SYSTEM ACCEPTANCE 

10.1.1 This section outlines the System Acceptance procedure by which the 

deliverable items for which the Contractor is responsible under this contract will be 

accepted by the Purchaser. The procedure and documentation necessary at each stage 

of acceptance are defined to ensure that all contractual requirements are completed 

and that all deliverables are supplied to the Purchaser. 

10.2 Definitions 

10.2.1 Deficiency 

A deficiency is a formal record of any aspect that could jeopardise successful 

completion of the Contract. 

10.2.2 Clearance of a Deficiency 

A Deficiency is cleared when the Purchaser has endorsed that the corrective 

action taken in respect of the Deficiency has been completed to the Purchaser's 

satisfaction. 

10.2.3 Deficiency Classification 

10.2.4 Deficiency Classification is the classification which the Purchaser assigns to 

a Deficiency. The categories for classification are defined as: 

a. Critical 

Departure from the specification which must be rectified prior to the 

completion of FAT and before Provisional System Acceptance or Final 

System Acceptance can take place as applicable. The date by which 

this must be completed will be agreed at the Post Testing and Pre-TT 

Meetings. 

b. Deferment 

A departure from the specification which may be rectified before or 

after the Test Procedure can be declared as completed by the Purchaser 

and/or Provisional System Acceptance. The date by which this must be 

completed will be agreed at the Post Testing and/or Pre-TT Meetings. 

Deferments which are not completed by the due date shall become 

critical for Final System Acceptance unless the due date is modified by 

agreement. 

c. Omission 

A departure from the specification where it is agreed that no remedial 

action is necessary. 



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10.3 Deficiency Procedure 

10.3.1 Deficiencies shall be recorded in accordance with the following procedure. 

The Contractor shall submit all deficiencies to the Purchaser for endorsement of the 

clearance action taken. 

10.3.2 A Deficiency shall be recorded when recognising any aspect that could 

jeopardise successful completion of the Contract. These aspects shall include but not 

be limited to: 

a. a design shortage or deficiency revealed in any design, implementation 

or test specification; 

b. any shortage or deficiency revealed by inspection or application of 

testing procedures; 

c. any comment raised by the Contractor concerning any aspect of the 

Contract; 

d. any comment raised by the Purchaser or his designated representative 

concerning any aspect of the Contract. 

10.3.3 Deficiency sheets shall be maintained by the Contractor and shall record the 

following information: 

a. the serial number of the deficiency sheet; 

b. the deficiency; 

c. sufficient information to define the context of the deficiency in terms 

of the articles to which it applies, the state of articles (including any 

appropriate environmental details, as applicable), and the date of the 

deficiency; 

d. the authorised personnel endorsing the deficiency; 

e. any clearance action taken, such as repair and testing, a specification 

modification, receipt of a written reply from the Contractor etc., as 

applicable; 

f. the authorised personnel endorsing the clearance and the date of 

clearance. 

10.4 Provisional System Acceptance (PSA) 

10.4.1 Provisional System Acceptance is defined as the action by which the 

Purchaser accepts part of the articles and facilities supplied by the Contractor, subject 

to satisfactory completion of the remainder of the Contract. 

10.4.2 Provisional System Acceptance takes place when the following requirements 

have been met satisfactorily by the Contractor: 

a. all deliverables, including documentation, test equipment, spares, etc., 

for which the Contractor is responsible under the contract have been 

supplied; 



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b. a deliverables inventory has been provided which details all the 

deliverables to be supplied under the terms of the contract; 

c. the Site Installation Specification documents have been supplied with 

updates to accurately reflect the “As Built” configuration and 

verification of the accuracy of the Documentation has taken place; 

d. Certificate of Conformity (CoC)s has been supplied that the equipment 

conforms to the contractual standards and applicable manufacturing 

standards; 

e. Certificates of Conformity (CoCs) have been supplied confirming that 

the equipment has been officially certified to be in Conformance with 

the National codes, laws, regulations and local rules and practices of 

the Country of installation. 

f. Deficiency summary sheets which list all outstanding deficiencies, 

including a remarks column to briefly record the technical or 

operational significance, a decision column to record actions taken in 

respect of each deficiency, a clearance date column and a signature 

column have been supplied; 

g. A QA Report has been supplied by the Contractor's QA Organisation; 

h. A complete list of Keys, such as Activation Keys, Feature Keys, 

Password Lists and any other Password and/or Codes necessary for the 

Purchaser to operate the Cable Management System from day to day, 

has been supplied to the Purchaser. 

i. Integrated Logistics Support Plan delivered. 

j. Physical Configuration Audit Report accepted. 

k. Training Evaluation Forms approved. 

l. Operating & Maintenance Manual(s) delivered. 

m. Support Report delivered. 

10.4.3 PSA will be granted in writing from the Purchaser and the effective date of 

PSA shall be specified in this formal acceptance document. 

10.5 Provisional System Acceptance Meetings 

Provisional System Acceptance meetings will be convened and chaired by 

the Purchaser when he, on the basis of the Contractor‟s reporting, considers that the 

deliverables are ready for Provisional acceptance, . 

10.6 Provisional System Acceptance Report 

10.6.1 The documents listed below comprise the Provisional System Acceptance 

report which shall be prepared by the Contractor and submitted at the PSA meeting: 



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a. Certificates of Conformity that the equipment offered conforms to the 

contractual standards and is in Conformance with the National codes, 

laws, regulations and local rules and practices of the Country of 

installation. This shall include CoCs for all interfaces specified in 

Section 11; 

b. Deficiency Summary Sheets which shall list all outstanding 

Deficiencies. A Remarks column shall briefly record the technical or 

operational significance and a decision column shall record the Policy 

Decision taken in respect of each Deficiency. A clearance date column 

and a signature column are also required; 

c. Site Acceptance Test Report ; 

d. An Inventory of provided Supplies which shall detail all the 

deliverables furnished by the Contractor to meet the terms of the 

contract for the relevant PSA; the inventory shall include all Licence 

identifiers and keys. 

e. Design documents with updates to accurately reflect the „As Built‟ 

configuration; 

f. A QA Report provided by the Contractor's QA Organisation. 

g. All Keys and Password lists have been received. 

10.7 Final System Acceptance (FSA) 

10.7.1 Final System Acceptance is defined as the act by which the Purchaser 

accepts all articles and facilities supplied by the Contractor. 

10.7.2 Final System Acceptance takes place when Provisional System Acceptance 

has been granted for all deliverables, and all deficiencies have been cleared. 

10.7.3 Final System Acceptance shall be granted in writing from the Purchaser and 

the effective date of Final System Acceptance shall be specified in this formal 

acceptance document. Except as otherwise provided in the contract, acceptance by 

Final System Acceptance shall be conclusive except as regards latent defects, fraud or 

such gross mistakes or negligence as to amount to wilful intent. 

10.8 Final System Acceptance Meeting 

10.8.1 The Final System Acceptance meeting will be convened and chaired by the 

Purchaser when he, on the basis of the Contractor‟s reporting, considers that the 

deliverables are ready for Final System Acceptance. The Purchaser will arrange the 

taking, typing and distribution of minutes of the Final System Acceptance meeting. 

The minimum requirement for this Final System Acceptance to take place will be 

fulfilled when: 

a. Provisional System Acceptance has been granted, and all observed 

deficiencies declared by the Purchaser as policy deferments have been 



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cleared as required. 

b. The date for Final System Acceptance shall be established taking into 

account paragraph 10.7.2. If there are no deficiencies open, regardless 

of classification type, then Final System Acceptance will take place 

within 6 weeks from the PSA. 

10.8.2 In signing the Acceptance Certificate, the Purchaser certifies that the 

equipment or work concerned is in accordance with the terms of the contract and 

thereby grants Final System Acceptance. 



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Section 11 

GEP SYSTEM REQUIREMENTS 

SPECIFICATIONS 

11.1 General Requirements 

11.1.1 Scope 

11.1.1.1 The scope of this chapter of the SOW is to describe the requirements, 

characteristics, functionalities, and performance of the new Ground Entry Point of the 

NATO JCHAT capability of the Afghan Mission Network (AMN). As such, the 

requirements set forth in the following sections are Contractual requirements to be 

fulfilled. 

11.1.2 Purpose 

11.1.2.1 The AMN 2012 Ground Entry Point (GEP) shall allow the integration of 

the NATO E-3A and other National airborne early warning assets (e.g. UK E3-D, 

FRA E3-F, USA E-3B/C) into the core collaborative infrastructure provided by the 

AMN. 

11.1.2.2 The GEP shall provide a focal point for traffic flows and interfaces 

between ground and air, promoting scalable network solutions by localizing unique 

tuning and configuration requirements for interfaces and servers. 

11.1.2.3 Mission specialists on-board the Airborne Early Warning (AEW) 

platforms shall be able to participate in chat text exchanges which comprise one of the 

primary methods of communication between command entities. 

11.1.2.4 The provision of the GEP shall enable aircrews to participate in missioncritical 

chat rooms and shall enhance the use of assigned AEW platform(s) for ISAF. 

11.1.2.5 The GEP shall provide operational connectivity in support of text 

messaging services between users in the AMN and the AEW deployed nodes, as 

notionally shown in the GEP Operational Connectivity View of Figure 1Figure 1. 

GEP Operational Connectivity View.. 



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Figure 1. GEP Operational Connectivity View. 

11.1.2.6 The GEP shall provide the following services: Authentication, 

Authorization and Accounting (AAA) Services, Confidentiality Services, Text Chat 

Services, Domain-Name Services, Network-Time Services, Networking Services, and 

Wireless Bearer Services adapted to the limited bandwidth to the airborne users. 

11.1.2.7 The GEP to be provided under this contract shall be similar to the 

prototype depicted and described in Annex A but with increased RF connectivity. 

11.1.2.8 The NAEW Airborne platforms can be configured to use an Internet Relay 

Chat client (mIRC) in place of the XMPP Client, and the GEP shall be capable of 

fully supporting this configuration by routing the mIRC chat traffic to a mIRC Server 

located in the AMN. 

11.1.2.9 Except for the Purchaser Furnished Items and the existing Air C2 Shelter, 

the Contractor shall provide the HW and SW required to satisfy the requirements of 

this contract. 

11.1.3 Connectivity Requirements 

11.1.3.1 The GEP shall interface with both the AMN Core Network using IP-over- 

Ethernet protocols and with the AEW platforms using IP-over-IRIDIUM, IP-over-HF, 

and IP-over-UHF wireless bearer services, as notionally depicted in the GEP Port 

View in Figure 2 below. 

Figure 2. GEP Port View. 



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11.1.3.2 The GEP shall be able to operate as an anchor for two concurrent AEW 

aircraft sessions. In that Dual-AEW scenario, the GEP shall be able to establish with 

each AEW platform up to and including the following concurrent wireless bearers: 

two IP-over-IRIDIUM, one IP-over-HF, and one IP-over-UHF, as notionally depicted 

in Figure 3 below. 

Figure 3. Dual-AEW connectivity scenario representing the maximum multi-bearer 

connectivity requirement for the GEP. 

11.1.4 GEP System Components 

11.1.4.1 The GEP System is notionally depicted in Figure 5 and shall consist of the 

following main components: 

a. GEP Operator Room components; 

b. GEP Main Shelter components; 

c. GEP HF/UHF Outdoor Radio Enclosure; 

d. FO Inter-facility Links; 

e. GEP HF/UHF Antenna Masts. 



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Figure 4. Main components of the GEP System. 

11.1.4.2 The AMN 2012 GEP Operator Room components shall include the GEP 

ground AEW operators management capability. 

a. The management capability shall be capable of remote control and 

monitoring of the RED and BLACK equipment in the Main Shelter and 

the Outdoor Radio Enclosure. 

b. An existing optical fibre connection from the NAEW OPS facility to 

the AMN ( CISAF11) shall be used for communication to the 

controlled components. 

11.1.4.3 The RED part of the GEP Main Shelter components shall include the 

following: 

a. A Service Access Router, providing a network connection to the AMN 

Core Network; 

b. A Contractor provided GEP Server, hosting the PFE-provided Text 

Chat Server; 

c. A NATO certified hardware appliance hosting a Remote Access Dial- 

In User Service (RADIUS) server providing Authentication, 

Authorization and Accounting (AAA) services for all wireless bearers. 

d. A Wireless Access Router, which shall manage the primary IP routing 

for the GEP, enabling and advertising IP routes between IRIDIUM, 

HF, UHF, LAN, and WAN bearers. It shall also manage the Point-to- 

Point Protocol (PPP) dial-in service, which shall be the media-access 

control mechanism for the full-duplex IRIDIUM SATCOM links. 

e. RF Access Router(s), which shall provide IP transport and mediaaccess 

control services for the two half-duplex HF and the two halfduplex 

UHF radio links. 



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f. Four (4) PFI Type-1 SCIP cryptographic equipment, which shall 

provide a black interface between the Wireless Access Router and the 

IRIDIUM terminals. 

g. PFI Type-1 bulk cryptographic equipment, to provide Four (4) black 

interfaces between the HF and UHF Wireless Access Routers and their 

associated radios. The PFI may consist of either 4 single interface 

devices or 2 dual interface devices. 

h. FO cables connecting the GEP Main Shelter components to the AMN 

(CISAF11). 

11.1.4.4 The black part of the GEP Main Shelter components shall include the 

following: 

a. FO modems/multiplexers to terminate the serial connections between 

the cryptographic equipment and the HF and UHF radios of the GEP 

HF/UHF Outdoor Radio Enclosure; 

b. FO cables connecting the GEP Main Shelter to the GEP Outdoor Radio 

Enclosure and to the GEP Operator Room; 

c. One (1) HF modem and one (1) UHF modem; 

d. One (1) HF transceiver and one (1) UHF transceiver; 

e. Four (4) IRIDIUM L-Band Terminals; 

f. Four (4) L-band band-pass filters for the Iridium terminals; 

g. Four (4) IRIDIUM antennas and four (4) aerial poles. 

h. One Equipment Controller / IP adapter 

11.1.4.5 The GEP HF/UHF Outdoor Radio Enclosure shall include the following: 

a. An outdoor enclosure that shall house and provide environmental 

protection to the necessary equipment. 

b. One (1) HF modem and one (1) UHF modem; 

c. One (1) HF transceiver and one (1) UHF transceiver; 

d. A set of FO modems/multiplexers to terminate the set provided in the 

Main Shelter; 

e. One Equipment Controller / IP adapter; 

f. Adequate environmental protection for any location in ISAF to allow 

for continuous operation under any prevailing meteorological condition 

(see 11.1.5). 

g. Padlock protection of access to the interior of the enclosure 

11.1.4.6 The two GEP HF/UHF antenna masts shall include the following: 

a. Coaxial RF cables connecting the HF/UHF antennas to the GEP 

HF/UHF/IRIDIUM Radio Shelter and to the GEP HF/UHF Outdoor 

Radio Enclosure; 



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b. One (1) 12-m-tall mast with one (1) UHF and one (1) HF antenna. 

11.1.5 Environmental, Transportation and Mechanical Requirements 

11.1.5.1 Environmental and climatic conditions 

a. The Outdoor Enclosure shall withstand the climatic and environmental 

conditions stipulated below without showing any evidence of damage or 

permanent deformation. 

b. In operating and non-operating status the enclosure as a whole consisting of 

shell/housing pertaining components, air conditioning/ cooling and power 

distribution system, shall comply with AECTP 200 (edition 3) climatic 

categories A1, A2, A3 and B1, B2, B3 and C0, C1. 

c. Outside Temperature. 

High Temperature 

+ 49° C for operation 

+ 71° C for transport, storage and handling. 

Low Temperature 

- 32° C for operation 

- 33° C for transport, storage and handling 

d. Temperature shock 

0.12 ° C/min for natural conditions during transport. 3.5 ° C/min if 

equipment may be subjected to air drops. When moved from open 

environment into an acclimatised area, the equipment in the applicable 

storage/ transport packaging shall withstand the maximum expected 

temperature variation of 63 ° C. 

0.12 ° C/min for natural conditions during storage and handling. When 

moved from open environment into an acclimatised area, the equipment 

in the applicable storage/ transport packaging shall withstand the 

maximum expected temperature variation of 63 ° C. 

0.12 ° C/min for natural conditions in depot. When moved from open 

environment into an acclimatised area, the equipment in the applicable 

storage/ transport packaging shall withstand the maximum expected 

temperature variation of 63 ° C. 

e. Solar radiation 

1120 W/m² for operation, transport, storage, handling and depot. 

f. Heat Transfer. 

The overall coefficient of heat transfer of the enclosure shall be less than 

1.46 watts/m²/°K. This overall coefficient shall apply to the enclosure 

with the door closed and with all other openings in the panels covered. 



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Sun protection devices shall be provided in support of the fulfilment of the 

STANAG 2895 related requirements (mainly A1 compliance). The sun 

protection device shall be light, easily removable for transport. Sun 

protection shall be provided at least for the roof; further sun protection 

shall depend on the sizing of the air conditioning/cooling of the enclosure. 

g. Humidity 

5 to 100% (saturation) for operation, transport and handling with the 

applicable change of temperature. 

h. Rain and water tightness. (Only applicable for enclosure shell and outside 

components). The following tests shall be done to obtain a high degree of 

water tightness for the material exposed to extended periods of rain in the 

worst locations in the world. 

The wind velocity shall be applied during the 2 hour steady-state rain fall 

testing. 

Droplet sizes should not be smaller than approximately 0.5 mm. 

Extreme: Duration of 5 min at rate 14 mm/min. 

High: duration of 25 min at rate 8 mm/min 

Steady state: duration of 120 min at rate 1,7 mm/ min and wind velocity of 

18m/sec. 

i. Snow load 

100 kg/m2 for large equipment surfaces and 50 kg/m2 for small 

equipment surfaces during operation, transport, storage and handling and 

depot 

j. Ice with a specific gravity of 0.85 

13 mm for operation. 37 mm for transportation, storage and handling. 

k. Hail 

Hailstones of up to 25 mm diameter, 0.9 g/m3 density and 58 m/s terminal 

velocity during operation, transport, storage and handling and depot. 

l. Wind 

22 m/s average and 39.6 m/s gustiness during operation, transport, storage 

and handling. 

m. Dust/sand particle size and concentration for external environment (Ref MIL 

standard 810) 

Up to 2.0 g/m3 of 150µm particles for operation, transport, storage and 

handling. Sedimentation rate as high as 2.0 g/m2/day 

Up to 1.0 g/m3 of 150µm particles for depot. Sedimentation rate as high 

as 2.0 g/m2/day. 



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Note: Average particle hardness of 7 in the Mohs scale, occasionally 

reaching 9 on that scale. 

n. Min/max elevation 

0 to 4570m for operation, storage and handling 

0 to 12000m for transport 

o. Max/min atmospheric pressure 

1,087 to 503 mbar, for all conditions (operation, transport, storagehandling 

and depot). If equipment might be subjected to transportation in 

un-pressurized cargo- compartments, it shall be able to withstand 

minimum atmospheric pressures of 154 mBar. 

p. Mould growth. 

The enclosure shall withstand without substantial degradation limited 

contamination by the most relevant fungal species identified and listed in 

Table 1 of test method 308, [AECPTP300, 1998]. 

While packaged for storage and handling, transport and depot, material 

shall withstand without substantial degradation, limited contamination by 

the same fungal species and shall manifest as medium growth severity. 

(Substantial amount of microbial growth. Substrate may exhibit visible 

structural change) 

q. Salt mist 

The enclosure shall withstand salt mist environments as severity level 4 

for all conditions (operation, transport, storage-handling and depot.) 

(Detail description of severity and test procedure are available in IEC68- 

2-52 and test method 309 of AECTP300, 1998). 

r. Acid atmosphere 

The enclosure shall withstand, in the pertaining operating configuration 

(i.e. when properly mounted in the intended assembly), occasional 

exposure to the acid rainfall conditions existing in heavily industrialized 

areas or in the proximity of fuel burning machinery or vehicles exhaust 

systems (Detailed description of severity and test procedure available in 

test 518 of [MILSTD810, 2000]). 

s. Contamination by fluids 

The enclosure shall withstand occasional contamination by exposure to 

the contaminant fluids listed in table I, method 504 in [MILSTD 810, 

2000]. 

t. IP Rating 

IP65 (Protection against all dust penetration and against water jets from 

any direction) for transport, storage and handling and depot for outdoor 

enclosures, cables and connectors. 



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IP54 (Protection against internal dust accumulation and against splashing 

water from any direction) when in operation. 

11.1.5.2 Transportation requirements 

a. Transport by Vehicle 

 

The enclosure with its payload shall be transportable by trucks or 

trailers on all-roads: motorway at 100 km/hour, unpaved road at 50 

km/hour, and country road at 25 km/hour, without sustaining any 

damage 

b. Transport by Air 

 

 

 

The system shall be transportable by transport aircraft and meet all the 

applicable C-130 safety and loading requirements. 

It shall be proven by technical analysis that the enclosure will not 

disintegrate in such a way that loose parts or debris will fly through the 

aircraft or harmful gases or fluids will become free in the case of crash 

landing. 

It shall also be proven by analysis that the corner fittings are capable of 

withstanding the loads of a crash landing without failure or breaking 

loose from the enclosure. The crash landing load cases are the 

following: 

Direction of loading 

Forward 

Backward 

Sideward 

Upward 

Downward 

Fixed Wing Aircraft 

8 g 

1.5 g 

1.5 g 

2 g 

4.5 g 

11.1.5.3 Mechanical Requirements 

a. Shock: 

 

b. Vibration: 

 

 

c. Acceleration: 

 

20 g, half sine mechanical shock for operation, transport, storage and 

handling. 

General military use including off-road transportation, occasional 

transport by aircrafts. 

Vibration: 5-20 Hz 0.05 g²/Hz and 20-150 Hz-3dB/Oct (1.7 f rms) 

random vibration conditions for operation, transport, storage and 

handling. 

≤ 2g for operation, storage, handling and depot 



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d. Bump 

 

 

 

≤ 10g for transport. 

25g, 6ms, 1000 pulses for operation 

40g, 6ms, 1000 pulses for transport, storage and handling 

25g, 6ms, 1000 pulses for depot 

e. Drop and topple 

 

30° face and corner and topple for all conditions (operation, transport, 

storage-handling and depot) 

f. Free-fall (for all conditions :operation, transport, storage-handling and 

depot): 

 

 

 

 

 

 

g. Finish. 

 

 

 

1000mm for items





11.1.5.4 Environmental compliance shall be demonstrated during the Factory 

Acceptance Testing. 

11.1.6 Design Requirements 

11.1.6.1 As a component system to the AMN, the AMN 2012 GEP shall be fully 

modular, capable of physically integrating into designated work areas for AMN CIS 

systems and equipment. The contractor shall design the AMN 2012 GEP to physically 

integrate into the existing AMN infrastructure. 

11.1.6.2 The GEP shall be designed to allow future virtualization of the GEP Chat 

Server within the AMN. 

11.1.6.3 The GEP shall be designed in a way allowing easy and rapid installation, 

removal, and maintenance of any subsystem or subassembly, by a crew of no more 

than two operators. 

11.1.6.4 The Contractor shall design and implement solutions that mitigate the risk 

of exposure to sand, dust, and moisture. 

11.1.6.5 All external connectors and cables shall have bungs and caps firmly 

attached to them so that they cannot be lost, in order to prevent the ingress of sand, 

water, and dust. 

11.1.6.6 All outdoor connectors, caps, nuts, bolts, and other small parts that can be 

dismantled, shall be permanently tied to their subsystem or equipment, so as to avoid 

losing them during deployment. Use of small screws is prohibited. Exceptions to this 

requirement shall be addressed on a case-by-case basis, and are subject to review and 

approval by the Purchaser. 

11.1.6.7 The GEP System shall be easily maintainable in the field with suitable 

access to the cables, the rear of the racks, and with all necessary tools provided as part 

of the current SOW. 

11.1.7 Integration Requirements 

11.1.7.1 The elements of the GEP Main Shelter components shall be integrated 

in/on the existing AirC2 Shelter. ( Ref Annex E). 

11.1.7.2 The BLACK indoor equipment of the GEP Main Shelter shall be installed 

to comply with the requirement for separation to the existing RED racks.(Ref 2.1.7 

SDIP-29 and SDIP-30) 

11.1.7.3 The separation distance between the BLACK RF equipment and the RED 

equipment ( COTS) shall be at least 2 meters, and the Contractor shall therefore install 

the HF, UHF and IRIDIUM equipment in the same rack as used for the Air C2 UHF 

radios. The remaining BLACK GEP equipment shall be installed in either the Air C2 

rack or in the RED #3 rack. 

11.1.7.4 To free up space in the Air C2 rack for the GEP radios, The Contractor 

shall migrate non-transmitting Air C2 equipment to the RED#3 rack. The migration 

shall be such that the full functionality of the Air C2 System is maintained. 



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11.1.7.5 The migration shall be planned and accomplished with minimum 

disruption for the Air C2 system. The Contractor shall request scheduled downtime 

from the Purchaser at least 2 weeks prior to the planned time for migration, and no 

migration shall be undertaken without the Purchaser‟s agreement to the scheduled 

downtime. 

11.1.7.6 The Contractor shall ensure that the power and cooling limitations of the 

racks are not exceeded. 

11.1.7.7 The RED indoor equipment of the GEP Main Shelter shall be integrated 

into the existing RED#1 rack of the AirC2 Shelter, as notionally depicted in Figure 5 

below. 

Figure 5. Notional rack layout in the current AirC2 Shelter. 

11.1.7.8 The GEP HF/UHF Outdoor Radio Enclosure shall be installed at the 

location selected for the second HF/UHF Antenna Mast. 

11.1.7.9 The first HF/UHF Antenna Mast shall be installed at the existing main 

Antenna Farm. 

11.1.7.10 The second HF/UHF Antenna Mast shall be installed in a suitable location 

such that it does not generate interference to (nor is it interfered by) the radios 

connected to the antennas of the first HF/UHF Antenna Mast. 

11.1.7.11 The Contractor shall provide all the necessary modifications to the 

existing Signal Entry Panels of the existing shelter(s) to accommodate the additional 

RF and other signals feed-through connections. 

11.1.7.12 The IRIDIUM antennas shall be installed on top of a dedicated pole to be 

installed on top of the Air C2 / GEP Main Shelter, so that each antenna has line-ofsight 

with the horizon along any direction. 

11.2 Functional Requirements 

11.2.1 General Functional Requirements 

11.2.1.1 The GEP shall act as a Text Chat service provider located at the boundary 

edge between the high-speed ground AMN domain and the low bit-rate, long-delay 

wireless airborne domain. 



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11.2.1.2 The GEP shall provide the Chat server for C2ISR collaboration across the 

AMN involving the NATO E3-A and other National AEW platforms, providing 

XMPP services as a standalone server tuned for the wireless AEW domain. 

11.2.1.3 The GEP Chat server at the GEP shall be federated with the AMN Chat 

server in the AMN Core Network. Chat clients shall connect to their respective server: 

clients in the airborne domain shall be connecting to the GEP server and clients in the 

AMN domain shall be connecting to the AMN JCHAT server. 

11.2.1.4 Access by clients in one domain to chat rooms in the other domain shall 

be supported by the XMPP server-to-server connection between GEP and AMN 

JCHAT. The GEP shall provide, manage, and isolate all XMPP chat-tuning required 

by the mobile wireless network, both at the TCP/IP networking level and at the 

application level. 

11.2.1.5 The GEP System shall Support XMPP-based chat messaging between the 

AMN Network and up to two airborne platforms featuring JCHAT clients and over a 

mix and/or a combination of HF, UHF, and IRIDIUM wireless bearer services. 

11.2.1.6 The GEP System shall Interface with AMN networking equipment located 

at the AMN (CISAF 11) Compound. 

11.2.1.7 In a Dual-AEW connectivity scenario, the GEP shall be able to establish 

two simultaneous IP-over-HF bearers: one long-range BLOS HF connection with an 

approaching AEW and a medium-range BLOS HF connection with an on-duty AEW. 

11.2.1.8 The NAEW Airborne platforms can be configured to use an Internet Relay 

Chat client (mIRC) in place of the XMPP Client, and the GEP shall be capable of 

routing the mIRC chat to a mIRC Server located in the AMN. 

11.2.2 Provision of Antenna Support and Positioning 

11.2.2.1 The GEP shall be provided with two independent HF/UHF mast systems: 

a long-range and a medium-range HF/UHF mast system. Each HF/UHF mast system 

shall be connected with RF coaxial cables to either the GEP Main Shelter or the GEP 

Outdoor Radio Enclosure. 

11.2.2.2 The long-range HF/UHF mast system shall include: a 12-m tall lattice 

antenna mast, a rotatable log-periodic (RLP) HF antenna, a UHF omni-directional 

antenna installed on top of the mast, a fall-arrest system, and ancillary equipment such 

as brackets, guy wires, cables, grounding and surge-arresting devices. 

11.2.2.3 The Site Survey report shall identify if there is an opportunity to use an 

existing mast. 

11.2.2.4 The medium-range HF/UHF mast system shall include: a 12-m tall mast, a 

sloping-vee dipole HF antenna, a UHF omni-directional antenna installed on top of 

the mast, a fall-arrest system in case the mast is not retractable, and ancillary 

equipment such as brackets, guy wires, cables, grounding and surge-arresting devices. 

11.2.3 Provision of Multi-bearer Wireless Traffic Capacity 

11.2.3.1 The GEP shall provide a multi-bearer wireless traffic capability to 

concurrently, and to the operators‟ discretion, establish multiple IP-over-IRIDIUM, 

IP-over-HF, and IP-over-UHF wireless links. 



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11.2.4 Provision of Traffic Bonding Function 

11.2.4.1 The GEP shall be able to bond two IRIDIUM traffic streams into a single 

aggregate logical traffic stream associated with a particular GEP-AEW platform 

connection. 

11.2.5 Provision of Quality-of-Service 

11.2.5.1 The GEP shall be able to apply quality-of-service (QoS) mechanisms via 

class-of-service policy-based routing and wireless bearer-based routing. 

11.2.5.2 Class-of-service policy-based routing shall enable the following: 

a. Essential management traffic (routing, network management, DNS, 

network time protocol, etc.) shall be carried over the naturally-impaired 

wireless bearers irrespectively of the congestion level of the user traffic 

(e.g. text-chat traffic); 

b. User traffic shall be subject to different routing policies. 

11.2.5.3 Wireless bearer-based routing shall also enable the GEP to carry user 

traffic over specific wireless bearers, depending upon operators‟ configurations and/or 

type of traffic, in case the GEP-AEW connectivity is established via multiple wireless 

bearers (two IRIDIUM channels, one HF, and one UHF). 

11.2.6 Traffic Optimization Function 

11.2.6.1 In order to cope with the long delay and low throughput inherent to the 

wireless bearers used, the GEP shall implement the following mitigation strategies 

and configuration changes, referred to as tuning: 

a. Changes in TCP-connection parameters (i.e. initial estimates of the 

round-trip delay, maximum number of retries); 

b. Static, where possible, pre-configuration of directory and routing 

services; 

c. Elimination of unwanted traffic contributors to the ground-air serverclient 

connections over the wireless IP-bearers; 

d. Correction of potential timeout limitations that may subsist in software 

libraries used by the GEP; 

11.2.6.2 The GEP shall abstract the tuning aspects referred to in the previous 

paragraph from the AMN network, such that the tuning does not affect the protocol 

stacks used between the GEP and the AMN. 

11.2.7 Provision of Distributed Collaboration (Chat) Server 

11.2.7.1 The Contractor shall provide a Server ( See Annex F) on which he shall 

install the Purchaser furnished NATO Chat server application to be federated with the 

network of AMN XMPP Chat Servers. 



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11.2.8 Power Supply Function 

11.2.8.1 The Contractor shall provide and install the Fiber cable and the Power 

cable for the Outdoor Radio enclosure. The Cables shall be installed in accordance 

with Annex G. The length of each of the cables are 500 meters. 

11.2.9 Centralized Monitoring and Control Function 

11.2.9.1 The GEP shall provide a GEP Management System (GMS) to centrally 

manage, monitor and control the equipment (servers, routers, switches, modems, 

radios, etc). 

11.2.9.2 The GEP remote control operator‟s console shall be deployed to the GEP 

Operator Room and shall provide the GEP operators with a centralized monitoring 

and control of the GEP from the users‟ perspective. It shall include the following 

monitoring and control functionality: 

11.2.9.3 Status and control (operating parameters, set-up, tear-down) of each 

wireless bearer, including HF/UHF radio parameters (modulations, frequencies, 

transmit power, receive power, etc) and bearing of the long- range HF antenna. This 

part shall be in the NATO UNCLASSIFIED domain. 

11.2.9.4 Equipment Controllers / IP adapters shall be provided and installed in the 

BLACK part of the Main Shelter and in the Outdoor Enclosure to facilitate the 

remote monitoring and control and for IP-over-Ethernet encapsulation of the 

monitoring and control data. 

11.2.9.5 Status and control of each GEP-AEW logical connections, including QoS 

parameters. This part shall be in the ISAF SECRET domain. 

11.2.9.6 The low-level management function shall be deployed to provide network 

support technicians with the means to monitor, diagnose, and configure all the 

remotely-managed active equipment in the GEP network. 

11.2.9.7 The low-level management console shall include a KVM (keyboard, 

visual display, and mouse) switch and rack-mounted KVM console that allows direct 

access to all servers and routers in the RED domain. A second low-level capability 

shall be provided for the equipment in the BLACK domain. 

11.2.10 Authentication Function 

11.2.10.1 Authentication for network services offered by the GEP shall be managed 

jointly by the GEP access control server, wireless-access-router, and secure-accessrouter, 

using a Remote-Dial-In-User-Service (RADIUS) protocol. Wireless routers 

shall refer access requests to the access control server, which shall grant access 

authorizations or refusals. 

11.2.10.2 Access by AEW systems to the GEP over IRIDIUM dial-up channel(s) 

shall be authenticated on a per-system basis using unique username (i.e., system 

name) and password as credentials. The wireless access router shall forward access 

requests and credentials to the access control server, and obtain access authorizations 

or refusals using the RADIUS protocol. 



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11.2.10.3 Administrator and user access to GEP servers and routers shall be 

authenticated using credentials defined in accordance with NATO/ISAF Directives, 

guidance and policies. [AC/322-D/0048-REV1], NC3B, INFOSEC TECHNICAL 

IMPLEMENTATION DIRECTIVE FOR COMPUTER AND LOCAL AREA 

NETWORK (LAN) SECURITY, 18 December 2007] 

11.2.11 Authorisation Function 

11.2.11.1 Authorization services for dial-in users from IRIDIUM bearers, and 

ingress/egress routing between the GEP and external network (e.g., AMN) shall reside 

within the GEP access-control server. 

11.2.11.2 The GEP access-control server shall maintain a database of access rights 

by remote users and systems, both within the external network to the GEP (e.g. AMN) 

and deployed (e.g. AEW), to access and obtain GEP services. 

11.2.11.3 The GEP access control server shall provide an administration capability 

to view, add, modify, or delete users, systems, and their associated access rights. 

11.2.11.4 User Access authorization for text-chat services offered locally by the 

GEP (e.g., the XMPP Tactical Chat Service), whether for remote or local users, shall 

conform to policies defined for the AMN regarding applicable definitions of user 

rights and access to chat rooms and the server(s). 

11.2.11.5 Administration and management of text-chat authorization services for 

text-chat services shall be possible from the local GEP server. 

11.2.11.6 Administrator and user access to GEP servers and routers shall be 

authorized in accordance with AMN policies. 

11.2.12 Accounting Function 

11.2.12.1 The GEP access control server shall maintain a log of accountable system 

activity such as deployed system login failures, access-privilege changes, changes in 

system state, and route ingress/egress authorizations and refusals, in accordance with 

AMN CSRS [ See Annex D] . 

11.2.12.2 The GEP access control server shall also provide syslog service to the 

Radio access routers and maintain a log of accountable router system activity such as 

deployed-system login failures, access-privilege changes, changes in system state, and 

route ingress/egress authorizations and refusals, in accordance with AMN policies. 

11.2.13 Confidentiality Function 

11.2.13.1 The system shall provide confidentiality services to protect data up to 

NATO/MISSION SECRET levels of classification as they are transmitted over 

wireless bearers between the GEP and supported deployed systems. 

11.2.13.2 Interoperability requirements with existing deployed systems require that 

the GEP shall use the following Purchaser Furnished cryptographic equipment for 

confidentiality services: 



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11.2.13.3 Sectera L-Band Terminals with Black Digital Interface (BDI) units shall 

be used for confidentiality services for IRIDIUM dial-up bearers. As these units use 

Secure-Communications Interoperability Protocol (SCIP), they shall also be used to 

support session-key management and authorization functions. 

11.2.13.4 Compatible cryptographic equipment with KIV-7M/KG-84 encryption 

devices shall be used for confidentiality services on HF and UHF IP radio bearers to 

ensure interoperability with currently deployed systems. 

11.2.13.5 Confidentiality for users accessing text-chat services offered locally by the 

GEP (e.g., an XMPP Tactical Chat Service) shall conform to policies defined for the 

AMN. 

11.2.13.6 Administration and management of confidentiality services for text-chat 

services shall be possible from the local GEP server. 

11.2.14 Data Protection Policy Function 

11.2.14.1 Data shall be protected within the GEP, as well as in transit between the 

GEP and deployed users and the external WAN, in accordance with AMN policies for 

labelling, marking, secure storage, etc. These policies shall apply to data displayed on 

monitor screens as well as to processing equipment and storage devices. 

11.2.14.2 The GEP shall be organized and implemented with clearly defined 

protection zones for classified processing areas (i.e., RED), unclassified processing 

areas (i.e,. BLACK) and protection-/boundary- zone between them hosting 

cryptographic equipment. 

11.2.14.3 The GEP shall conform to applicable NATO and AMN policies for 

EMI/EMC/TEMPEST protection from unauthorized emissions to or from RED zones 

and policy for installation of Cryptographic equipment. 

11.3 Detailed Technical Requirements 

11.3.1 HF Radio Subsystem 

11.3.1.1 The HF subsystem shall include the following elements: two modems, 

two HF transceivers, two HF RF coaxial cables, two automatic HF antenna tuners, 

one medium-range sloping-vee HF antenna, one long-range rotatable log-periodic 

antenna, and ancillary equipment. 

11.3.1.2 The HF modem shall: 

a. Support the modulation modes 110A and 110B; 

b. Support the waveforms defined in STANAG 4539; 

c. Allow data bit rates between and including 600 bit/s and 9600 bit/s 

over 3 kHz channels; 

d. Allow the option for the user to set interleave modes defined in the 

STANAG 4539 standard; 

e. Feature a serial data interface. 



Page 92





11.3.1.3 The HF transceivers shall: 

a. Be tuneable across the 2-30 MHz frequency range using AM SSB 

modulation; 

b. Have a transmitter power of 500 W at HF output; 

c. Exhibit a receiver sensitivity of 0.5 µV for 10 dB of signal plus noise to 

noise ratio, for SSB modulation; 

d. Exhibit a receiver sensitivity of 2 µV for 10 dB of S/N, for AM 

modulation; 

e. Feature an audio interface with an impedance of 600 ohm at 0 dBm 

level; 

11.3.1.4 The HF RF coaxial cables shall be of rugged type and installed within 

protective conduits and shall have a length that meets the applicable performance 

requirements. 

11.3.1.5 The sloping-vee HF antenna shall: 

a. Be of an inverted-vee type of HF dipole antenna and shall provide an 

omni-directional radiation pattern in the horizontal plane; 

b. Include an automatic antenna tuner and a balun; 

c. Provide a bi-directional radiation pattern in the vertical plane; 

d. Feature a frequency range of 3 to 30 MHz in transmission and 

reception; 

11.3.1.6 The rotatable log-periodic antenna shall: 

a. Include an antenna rotator and ancillaries; 

b. Be of low maintenance and withstand extreme environmental stresses; 

c. Provide a directional radiation pattern in the horizontal plane; 

d. Feature an antenna gain in excess of 10 dBi at 20 MHz; 

e. Feature a frequency range of 7 to 30 MHz in transmission and 

reception; 

f. Exhibit a rotation radius of less than 7 m; 

g. Allow computerized remote control from the AEW Operators‟ console. 

11.3.2 UHF Radio Subsystem 

11.3.2.1 The UHF subsystem shall include the following elements: two modems, 

two UHF transceivers, two UHF RF coaxial cables, two omni-directional UHF 

antennas, and ancillary equipment. 

11.3.2.2 The modems used in the UHF Radio Subsystem shall be identical to the 

ones used in the HF Radio Subsystem. 

11.3.2.3 The UHF transceivers shall: 

a. Support STANAG 5066 Edition 3; 



Page 93





b. Be tuneable across the 225-339 MHz frequency range; 

c. Have a transmitter output power of 30 W or higher; 

d. Exhibit a receiver sensitivity of 4 µV for 10 dB of (S+N)/N at 30% 

modulation; 

e. Allow computerized remote control from the AEW Operators‟ console. 

11.3.2.4 The UHF RF coaxial cables shall be of rugged type and installed within 

protective conduits and shall have a length that meet the applicable performance 

requirements. 

11.3.2.5 The UHF omni-directional antenna shall be able to be used in the 175-400 

MHz frequency range and shall be installed on top of the radio tactical mast, 

11.3.3 RF Access Router(s) 

11.3.3.1 The Wireless Access router(s) shall support half-duplex media-access 

control for HF and UHF bearers in accordance to STANAG 5066 Edition 3, 

including: 

a. Subnet interface, data framing, and logical link control per STANAG 

5066 Edition 3 Annexes A to C; 

b. Synchronous serial interface per STANAG 5066 Edition 3 Annex D; 

c. IP network interface per STANAG 5066 Edition 3 Annexe F; 

d. Media access control per STANAG 5066 Edition 3 Annexe L. 

11.3.4 Iridium Radio Subsystem 

11.3.4.1 The Iridium Radio Subsystem shall include the following elements: 4 L- 

Band Iridium Transceivers, 4 L-Band band-pass filters, 4 aerial poles, 4 L-Band 

omnidirectional antennas, coaxial RF cables, and ancillary equipment. 

11.3.4.2 The Iridium L-Band Transceiver shall present a serial data interface to the 

cryptographic equipment in the GEP Main Shelter. 

11.3.4.3 The L-Band band-pass filters shall be deployed between each Iridium L- 

Band Terminal and the corresponding omnidirectional antenna. 

11.3.4.4 Each Iridium omnidirectional antenna shall be installed on a dedicated 

aerial pole with clear view to the sky for all azimuth directions. Each Iridium 

antenna shall be installed at least 3 m above the top of the supporting structure. 

11.3.4.5 The Contractor shall supply SIM cards for each of the 4 IRIDIUM L-Band 

Terminals, and shall be responsible for the cost of the communication carried out 

during Project Development and implementation until PSA. 

11.3.5 FO Inter-Facility Links 

11.3.5.1 The FO inter-facility link shall interconnect the GEP Main Shelter with 

both the GEP Outdoor Radio Enclosure via a single tactical FO cable. 



Page 94





11.3.5.2 The FO inter-facility links shall provide FO modems/multiplexers that 

convert the necessary serial links (e.g. between the modem(s) and the cryptographic 

devices at the GEP Server/Crypto room) and the management traffic over a single 

optical Ethernet link. 

11.3.5.3 The FO inter-facility links shall be capable of extending an independent 

serial links between the HF/UHF radio equipment installed in the GEP Outdoor Radio 

Enclosure and the CIS baseband equipment of the GEP over a distance of up to 5 km. 

11.3.5.4 The FO modems/multiplexers shall be data rate-agnostic and shall not 

require any specific configuration for the tributary serial ports and shall support any 

bit rate between 600 b/s and 64 kb/s. 

11.3.6 Interoperability Requirements 

11.3.6.1 The GEP shall be compatible with the existing NATO E-3A platforms and 

chat terminals, as they are described in NCIA Reference Document 3337 and 

notionally depicted at protocol level in Figure 6 below. 

Figure 6. Protocols implemented in the GEP to enable interoperability with the NATO and 

National AEW platforms. 

11.3.7 Wireless Bearer Services 

11.3.7.1 The GEP shall implement a multiple wireless-bearer architecture for the 

exchange of IP packets between the AMN Core Network and the AEW platforms. 



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11.3.7.2 The GEP shall provide the following Bearer services: 

e. IP-over-IRIDIUM Data Services; 

f. IP-over-HF Radio Services; 

g. IP-over-UHF Radio Services. 

11.3.7.3 IP-over-IRIDIUM Data Services shall be distributed across an equipment 

string comprised of an L-band terminal (LBT), serial encryption device, and a pointto-point 

protocol (PPP) processor for connection management and interface to the 

Internet Protocol (IP) and local-area network. 

11.3.7.4 IP-over-HF Radio Services shall be distributed across an equipment string 

comprised of an HF radio, HF modem, cryptographic unit, HF-IP Router Core, and 

local-area network interface. 

11.3.7.5 IP-over-UHF Radio Services shall be distributed across an equipment 

string comprised of an UHF radio, UHF modem, cryptographic unit, UHF-IP Router 

Core, and local-area network interface. 

11.3.8 Networking Services 

11.3.8.1 The GEP shall implement an architecture for Internet Protocol Routing 

and Relaying services. These Routing and Relaying services shall control IP-datagram 

ingress/egress to/from the set of AEW sub-networks, manage access-control lists that 

permit selected systems to access the external network, and shall control the flow of 

IP datagrams between the GEP and the airborne platform over available IP bearer 

services. 

11.4 Performance Requirements 

11.4.1 Location of the HF/UHF antenna masts 

11.4.1.1 The location of the two HF/UHF antenna masts shall be chosen so that the 

adjacent channel self-interference level is below the normal noise level when one of 

the two HF radios is transmitting. 

11.4.1.2 For the appreciation of the previous clause, the Contractor shall consider 

500 W transmit power at the transmitter output, 3-dB feeder losses at both HF 

systems, the rotatable HF antenna oriented towards the sloping-vee antenna, 500 kHz 

frequency separation between the two channels in use, 3 kHz SSB modulation, and 

one radio tuned at 10.0 MHz. 

11.4.2 RF Coaxial Cables 

11.4.2.1 Coaxial HF and UHF cables shall be such that the maximum attenuation 

between the HF/UHF antenna inputs (located at the locations of the HF/UHF masts) 

and the respective HF/UHF radios is less than 3.0 dB. 

11.4.2.2 Coaxial L-Band cables shall be such that the maximum attenuation at L- 

band between the Iridium antennas and the RF input/output of the L-Band 

Transceivers shall be below 3.0 dB. 



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11.4.3 Reliability and Maintainability 

11.4.3.1 The PBL shall be designed to meet an operational lifetime of five (5) 

years. 

11.4.3.2 The PBL will be in operation 24/7 during 365 calendar days except 

planned maintenance breaks. 

11.4.3.3 Reliability, when expressed as Mean Time Between Critical Failures 

(MTBCF), shall be greater than four thousand (4,000) hours for the PBL. 

11.4.3.4 Maintainability of the PBL, when expressed as Mean Time to Repair 

(MTTR), shall be less than one (1) hour, with 95% of repairs not exceeding thirty (30) 

minutes. 

11.4.3.5 The Mean Time Between Maintenance (MTBM), which includes both 

preventive (scheduled) and corrective (unscheduled) maintenance, for the PBL shall 

be greater than one thousand three hundred (1,300) hours. 



Page 97





Section 12 

ABBREVIATIONS 

ACL 

ACMP 

ACS 

AD 

ADN 

AEP 

AES 

AFPL 

AIFS 

AIL 

AIS 

AMN 

AMSG 

AOR 

AQAP 

ASAS 

ASCII 

AWCC 

BDC 

BGP 

BICC 

BICES 

Bi-SC AIS 

Bi-SC 

BKS 

BME 

BPS 

BW 

C2 

Access Control List 

Allied Configuration Management Publication 

Access Control Server 

Active Directory 

Area Distribution Node 

AMN European Point-of-presence 

Advanced Encryption Standard 

Approved Fielded Product List 

Allied Information Flow System 

Action Item List 

Automated Information System 

Afghan Mission Network 

Allied Military Security Guidelines 

Area of Responsibility 

Allied Quality Assurance Publication 

All Source Analyst System 

American Standard Code for Information Interchange 

Afghan Wireless and Cable Company 

Backup Domain Controller 

Border Gateway Protocol 

BICES Initial Core Capability 

Battlefield Information Collection and Exploitation System 

Bi - Strategic Commands Automated Information System 

Bi - Strategic Commands 

Backup Server 

Bandwidth Manager Equipment 

Boundary Protection Service 

Bandwidth 

Command and Control 



Page 98





C2PC 

CAOC 

CBC 

CCITT 

CCNP 

CD 

CD-ROM 

CENTCOM 

CI 

CIMIC 

CIS 

CISCO 

CJOC 

CJPOTF 

CLIN 

CM 

CMDB 

CMP 

COINS 

COM 

COMMS 

COTS 

CPHA 

CPU 

CRONOS 

CSL 

CSMA/CD 

CV 

Cw2k LMS 

DB 

DC 

DDR 

Command and Control Personal Computer 

Combined Air Operations Centre 

Cross Border Connection 

Consultative Committee on International Telegraph and Telephone 

Cisco Certified Network Professional 

Compact Disk 

Compact Disk Read Only Memory 

Central Command 

Configuration Item 

Civil-Military Cooperation 

Communication and Information Systems 

Computer Information System Company 

Combined Joint Operations Centre 

Combined Joint Psychological Operations Task Force 

Contract Line Item Number 

Configuration Management 

Configuration Management Database 

Configuration Management Plan 

Communications and Information System 

Communications Module 

Communications 

Commercial Off-The-Shelf 

Check Point High Availability 

Central Processor Unit 

Crisis-Response Operations NATO Open Systems 

Contractor Logistics Support 

Carrier Sense Multiple Access/Collision Detect 

Curriculum Vitae 

Cisco Works LAN Management Solution 

Database 

Domain Controller 

Double Data Rate 



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DES 

DHCP 

DIMM 

DLOS 

DMS 

DNS 

DR 

DS 

DSCP 

DTE 

DTR 

DVD 

ECP 

EDC 

ELM 

EMC 

EMS 

EN 

EPO 

ESP 

EUCOM 

EVE 

EW 

FAS 

FAT 

FDD 

FOC 

FSB 

FSMO 

FTP 

FW 

GAL 

Data Encryption Standard 

Dynamic Host Configuration Protocol 

Dual In-line Memory Module 

Direct Line of Sight 

Document Management System 

Domain Name Service/Server 

Disaster Recovery 

Differentiated Services 

Differentiated Services Code Point 

Data Terminal Equipment 

Data Terminal Ready 

Digital Versatile Disc 

Engineering Change Proposal 

Effective Date of Contract 

Element Management System 

Electro-Magnetic Compatibility 

Enterprise Management System 

European Norm 

ePolicy Orchestrator 

Encapsulating Security Payload 

European Command 

Effective Visual Execution 

Electronic Warfare 

Functional Area Services/Subsystem/Software 

Factory Acceptance Test 

Floppy Disk Drive 

Full Operational Capability 

Forward Supply Base 

Flexible Single-Master Operations 

File Transfer Protocol 

Firewall 

Global Address List 



Page 100





GB 

GBIC 

GC 

GCCS 

GFS 

GPO 

GRE 

HCL 

HDS 

HP 

HPOV 

HQ 

HSRP 

HTTP 

HTTPS 

HUMINT 

HW 

ICC 

ICMP 

IDN 

IDNX 

IDS 

IEC 

IEEE 

iGeoSIT 

IGMP 

IIS 

ILS 

ILSP 

IMART 

IMS 

IOC 

Giga Byte 

Gigabit Interface Converter 

Global Catalogue 

Global C2 System 

Grandfather, Father, Son 

Group Policy Objects 

Generic Router Encapsulation 

Hardware Compatibility List 

High Data Server 

Hewlett Packard 

Hewlett Packard Open View 

Headquarters 

Hot Standby Routing Protocol 

Hyper-Text Transfer Protocol 

Hyper-Text Transfer Protocol Secure 

Human Intelligence 

Hardware 

Interim CAOC Capability 

Internet Control Message Protocol 

Internal Distribution Node 

Integrated Digital Network Exchange 

Intrusion Detection System 

International Electro-technical Commission 

Institute of Electrical and Electronics Engineers 

Interim GeoSpatial Intelligence Tool 

Internet Group Management Protocol 

Internet Information Server 

Integrated Logistic Support 

Integrated Logistic Support Plan 

Imagery Management and Reporting Tool 

Internet Mail Service 

Initial Operating Capability 



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IP 

Internet Protocol 

Ipsec ESP IP security Encapsulating Security Payload 

IPv4 Internet Protocol version 4 

IPv6 Internet Protocol version 6 

IS 

ISAF Secret 

ISAF International Security Assistance Force 

ISO 

International Standards Organisation 

IT 

Information Technology 

ITIL Information Technology Infrastructure Library 

ITP 

Intention to Proceed 

J6 

CIS Staff Branch 

JADOCS Joint Automated Deep Operations Coordination System 

JCCC Joint CIS Control Centre 

JCHAT Joint Chat 

JFC 

Joint Force Command 

JIC 

Joint Intelligence Centre 

JOC Joint Operation Centre 

JOIIS Joint Operations & Intelligence Information System 

KAIA Kabul Afghanistan International Airport 

KAF Kandahar Air Field 

KCCC KAF CIS Control Centre 

KMNB Kabul Multinational Brigade 

KVM Keyboard, Video, Mouse 

KQI Key Quality Indicator 

LAN Local Area Network 

LCS Live Communications Server 

LEP Locally Employed Personnel 

LLC Logical Link Control 

LOCE Linked Intel Operations Centre Europe 

LOGFASS Logistics Functional Area Sub-System 

LOGREP Logistics Reporting 

LRU Lowest Replaceable Unit 



Page 102





MAC Mandatory Access Control 

MAPI Messaging Application Programming Interface 

Mb 

Mega Bit 

MB 

Mega Byte 

MCSE Microsoft Certified System Engineer 

MD5 Message Digest 5 

MDN Main Distribution Node 

MDS Material Data Sheet 

MIB Management Information Base 

MIIS Microsoft Identity and Integration Server 

MLPPP Multi-Link PPP 

MMC Microsoft Management Console 

MMF Multi Mode Fibre 

MMHS Military Message Handling System 

MNTF Multi-National Task Force 

MOM Microsoft Operations Manager 

MS DOS Microsoft Disk Operating System 

MS 

Microsoft 

MSDE Microsoft Data Engine 

MTRJ Mechanical Transfer Registered Jack 

MTU Maximum Transmission Unit 

MU 

Mission Unclassified 

NAEW NATO Airborne Early Warning 

NAFS NATO Automated Financial System 

NBA NATO BICES Agency 

NBMA Non-Broadcast Multiple Access 

NC3A NATO C3 Agency 

NCIRC NATO Computer Incident Response Capability 

NCSA NATO Communication and Information Systems Services Agency 

NDIS Network Driver Interface Specification 

NDS Normal Data Server 

NETBIOS Network Basic Input/Output System 



Page 103





NGCS 

NGX 

NIC 

NIC 

NL 

NNM 

NNCC 

NS 

NSN 

NT 

NTP 

NU 

OEM 

OPL 

OPLAN 

OS 

OSI 

OSPF 

O&M 

OU 

OWA 

PABX 

PBL 

PSA 

PC 

PCI 

PD 

PDC 

PFE 

PIM-DM 

PIM-SM 

PMP 

NATO General Purpose Communications Segment 

Next Generation Extension 

National Intelligence Centre 

Network Interface Controller 

Netherlands 

Network Node Manager 

NCSA Network Control Centre (located at SHAPE) 

NATO Secret 

NATO Stock Number 

New Technology 

Network Time Protocol 

NATO Unclassified 

Original Equipment Manufacturer 

OPLAN 

Operation Plan 

Operating System 

Open Systems Interconnection 

Open Shortest Path First 

Operations & Management 

Organisational Unit 

Outlook Web Access 

Private Area Branch Exchange 

Product Baseline 

Provisional Systems Acceptance 

Personal Computer 

Peripheral Component Interconnect 

Project Director 

Primary Domain Controller 

Purchaser Furnished Equipment 

Protocol Independent Multicast – Dense Mode 

Protocol Independent Multicast – Sparse Mode 

Project Management Plan 



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PM 

PMHb 

PMP 

PMT 

POC 

POP3 

PPP 

PPRM 

PRT 

PSA 

PSR 

PSR 

PST 

PTL 

PWBS 

QA 

QoS 

RAC 

RADIUS 

RC 

RED 

RFC 

RFIMS 

RFQ 

RMON 

ROM 

SAA 

SAR 

SAS 

SATCOM 

SC 

SCSI 

Project Manager 

Project Management Handbook 

Project Management Plan 

Pre-Migration Test 

Point of Contact 

Post Office Protocol 

Point To Point Protocol 

Project Progress Review Meeting 

Provincial Reconstruction Team 

Provisional Site Acceptance 

Project Status Report 

Project Submission Request 

Personal Folder Storage 

Project Team Leader 

Project Work Breakdown Structure 

Quality Assurance 

Quality of Service 

Regional Area Coordinator 

Remote Authentication Dial-In User Service 

Regional Centre 

Random Early Detection 

Request for Comments 

Request For Information Management System 

Request for Quotation 

Remote Monitoring 

Read Only Memory 

Security Accreditation Authority 

Service Access Router 

Serial-Attached SCSI 

Satellite Communications 

Standard/Subscriber Connector (fiber optic) 

Small Computer System Interface 



Page 105





SDH 

SDP 

SEWOC 

SHAPE 

SID 

SIGINT 

SLA 

SMD 

SMS 

SMTP 

SNMP 

SNMS 

SOW 

SP 

SPS 

SQL 

SSG 

SSH 

SSS 

STANAG 

STD 

STIVF 

SW 

TACACS 

TAP 

TCF 

TCP 

TCP/IP 

TEMPEST 

TFTP 

TIC 

TOS 

Synchronous Digital Hierarchy 

Service Delivery Point 

SIGINT EW Operation Centre 

Supreme Headquarters Allied Powers Europe 

Security Identifier 

Signal Intelligence 

Service Level Agreement 

System Management Division 

Systems Management Server 

Simple Mail Transfer Protocol 

Simple Network Management Protocol 

Small Network Management Suite 

Statement of Work 

Service Pack 

SharePoint Portal Server 

Structured Query Language 

Signal Support Group 

Secure Shell 

Schedule of Supplies and Services 

NATO Standardization Agreement 

Standard 

System Test, Integration and Verification Facility 

Software 

Terminal Access Controller Access Control System 

Test and Acceptance Plan 

Technical Control Facility 

Transmission Control Protocol 

Transmission Control Protocol/ Internet Protocol 

Telecommunications Electronics Material Protected from Emanating 

Spurious Transmissions 

Trivial File Transfer Protocol 

Theatre Information Centre 

Terms Of Service 



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TSGT Transportable Satellite Ground Terminal 

TT 

Trouble Ticket 

UAD User Activation Directive 

UDP User Datagram Protocol 

UK 

United Kingdom 

UPS Uninterruptible Power Supply 

US 

United States 

USB Universal Serial Bus 

VLAN Virtual LAN 

VRRP Virtual Redundant Routing Protocol 

WAN Wide Area Network 

WebTAS Web Temporal Analysis System 

WINS Windows Internet Naming Service 

WISE Web Information Services Environment 

WS 

Workstation 

WSUS Windows Software Update Service 

X.400 CCITT Message Handling Protocol 

XMPP Extensible Messaging and Presence Protocol 



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Book II, Part IV, Annex B 

MODIFICATION PROPOSAL COORDINATION SHEET 

SUBJECT: Provision of Second-Generation (2G) Airborne-Instant-Messaging-System (AIMS) 

(i.e., NATO CHAT system) and Maritime AIS Reporting Terminal 

BRIEF DESCRIPTION OF THE MODIFICATION: bring onboard the equipment required to 

establish a CHAT data link using the Airborne Instant Messaging System (AIMS), to provide AIStrack 

reporting capability and to test their functionality in support of Concept-Development and 

Experimentation (CD&E) for NATO AWACS (e.g., exercise Empire Challenge 2011 (EC10) and 

test flights scheduled thereafter). 

ENDORSING ELEMENT 

COMMENTS 

1. BASE SUPPORT WING 

SIGNATURE, NAME, RANK 

2. LOGISTIC WING 


3. INFORMATION TECHNOLOGY 

WING 


4. OPERATIONS WING 


5. TRAINING WING 


6. PLANS & PROGRAMMES DIVISION 


7. NALSO 


8. SENT TO LWCQT 


NAEW FORM 1208 (Page 1 of 236) 

Jun 2010 






Jun 2010 





MODIFICATION PROPOSAL 

MODIFICATION TITLE: Temporary and recurrent 

installation of the Second-Generation NATO CHAT and 

AIS-Track-reporting system for safety-of-flight and 

proof of concept testing in support of exercise Empire 

Challenge 2011 

MODIFICATION CLASSIFICATION: 

I II III IV V 

MODIFICATION NUMBER: 

URGENCY OF MODIFICATION: 

ROUTINE URGENT IMMEDIATE 

CONFIGURATION ITEM (CI) NAME: NSN: PN: 

DESCRIPTION OF MODIFICATION: Temporary and recurrent installation of the NAEW 2 nd Generation Airborne 

IP Messaging System (2G AIMS or 2G Chat System) for Safety of flight ground testing and if successfully 

accomplished usage of the system during cruise flight conditions for proof of concept testing in support of 

exercise Empire Challenge 2011. The 2G Chat System is comprised of 5 segments: 

Item 1.0 – E3A RED RACK TOP, Intermediate Systems 

Item 2.0 – E3A RED-RACK-TWO, Information Assurance Systems 

Item 3.0 – E3A BLACK-RACK-ONE, HF/UHF TRANSMISSION SYSTEMS 

Item 4.0 – E3A BLACK-RACK-TWO, IRIDIUM TRANSMISSION SYSTEMS 

Item 5.0 – E3A LAPTOP SYSTEMS 

The segments are to be installed on a temporary and recurring basis as proposed herein. They interface with the 

aircrew and platform as shown . 

Figure 1 – System View 2 nd Generation (2G) Airborne IP Messaging System 

(AIMS) 

PROBLEM ADDRESSED: 

This proposal addresses the provision of new capability in accordance the Force Command Directives as follows: 

NUMBER OF ASSETS IN USE: 

1 

NUMBER OF ASSETS IN STOCK: 


Jun 2010 


MAINTENANCE LEVEL: 

O/I DEPOT 


TOTAL COST PER ASSET: 

N/A 



ESTIMATED # MANHOUR per ASSET: 

N/A 


Jun 2010 





Requirement per ASSET for Kit/Parts/Material: 

A number of proposed locations have been considered (see figure), with the primary (initial) 

location for proof-of-concept and EMI testing in place of the passenger-seats 42-44 at Station 780 in the 

overwing location forward of the console-bulkhead for crew-seats 22-24 shown. 

Figure 2 – Location options for the 2G AIMS Rack 

N.B. – with the primary locations shown for the CIS and transmission subsystems (Station 780, over-wing 

location) and Iridium SATCOM subsystems (Station 340, forward of crew-seats 6-7). 

For consolidation of system assets during initial EMI and proof of concept tests, it is proposed that 

all three of the RED-RACK-TOP, RED-RACK-TWO, and BLACK-RACK-ONE subsystems be installed in a 

single vertical stack. Final dimensions of the three units are shown in front view (looking aft) and side-view 

(looking starboard). 

N.B. – Subsequent installations may place the BLACK-RACK-ONE unit nearer the E8/E10/E12 equipment 

cluster in a location to be determined, and subject only to approved amendment to this modification proposal. 

Figure 3 – Equipment-Placement: Over-wing location, Station 780; Transport-Case Detail. 


Jun 2010 





Mission Consoles (back): Seats 22-24 

Tail 

Nose 

Front 

Rack-Footprint 

Back 

Starboard wing 

Port wing 

Figure 4 – Equipment-Placement: Over-wing location, Station 780; Floor-Rail mounting preparation 

and equipment orientation. 

Sextant-Port 

Shutter 

Assembly 

Sextant-Port Antenna 

Low-loss RF 

cable 

1G Single-Channel Box shown; 

2G Dual-Channel Box to be installed in this 

place, with cable to antenna as shown 

Figure 5 – Equipment-Placement: Iridium equipment at Sextant-Port location. 


Jun 2010 





ACTION REQUIRED ON ITEMS IN STOCK: 

Temporary removal of passenger seats 42-44 at Station 780, and stowage for subsequent 

reinstallation. 

SPECIAL TOOLS/TEST EQUIPMENT REQUIRED: 

2G AIMS Equipment set and installation kit as described herein. 

ADDITIONAL TRAINING REQUIRED: 

An installation/removal and operating hands-on type training will be provided by the E3A Component / 

NC3A Chat team. Installation, removal, operations, and systems administration instructions that will 

be used in this contained in this modification proposal. 

OPERATIONAL CHECK OUT REQUIRED: 

An operational checkout is required per TCTO instruction and NC3A provided operating instructions 

contained herein. 

TECHNICAL ORDER SPECIFICATIONS AFFECTED: 

This 1208 Modification Proposal subsumes information from TCTO and 1208 proposals related to the 

current (i.e., “1 st Generation” or 1G) E3A Chat Rack and its use of Laptop and Iridium SATCOM 

systems. It also permits interface to laptops and AIS receivers approved under other TCTO/1208 

proposals related to Maritime AIS track reporting. Since this is a temporary installation of special test 

equipment (STE) for test and trial no technical order changes are required other than the one specified 

in the Temporary TCTO. 


Jun 2010 





IMPACT ON MODERNIZATION: 

Significant – The 2G AIMS rack provides a BLOS/ELOS/LOS IP-communications-network capability 

for the E3A, adding a single-or-dual-channel Iridium SATCOM system with sextant-port antenna, and 

non-SATCOM STANAG 5066 appliqué for use with E3A HF and UHF radios (one channel for each, or 

dual-channel HF, or dual-channel UHF); growth capability to support IP-over-UHF-SATCOM is 

supported with an included a Data-Controller for MIL-STD-188-184 operation. 

In conjunction with on-board laptop systems (currently approved for use with the E3A’s 1G AIMS 

capability) or with connection to an isolated SDC, it may be used for real-time collaborative chat or 

other low-bandwidth application for integration of the E3A crew with C2ISR systems on the ground. 

Additionally, the system is designed with built-in data-diode to support secure real-time AIS track 

reporting into a secure ground-based network. 

OTHER EQUIPMENT AFFECTED: 

Removal of the passenger seats 42-44 at station 780 in the mid-cabin area of the airplane is required 

for the installation of the 2 nd GEN AIMS Equipment. 

HOW WORK WILL BE ACCOMPLISHED: 

Refer to NN1E-3A-2-1-1 for “General Aircraft information” and NN1E-3A-2-7 for “Aircraft Ground 

Handling” and IETM E3-A-20-00-16-00-A-012A-A for “General Warnings and Cautions and Related 

Safety Data”. 

Development and implementation of the initial 2G AIMS equipment for CD&E shall be performed by 

the NATO C3 Agency (NC3A) under contract to the NAEWC&F Force. 

Unless otherwise specified the assigned LW Maintenance Techs are responsible for carrying the 2G 

AIM equipment onboard the E3A aircraft, installing and connecting it in the mission system 

compartment in accordance with the Appendices to this Modification Proposal. 

The LW COMM Tech is responsible for bringing onboard and installation of the required Crypto 

equipment. 

The checkout and operation of the 2G AIM equipment is the responsibility of a trained OW Chat 

operator/technician, LW Maintenance Tech or NC3A personnel. 

NUCLEAR HARDNESS AFFECTED: 

NO YES 

IF YES, EXPLAIN ABOVE 

WEIGHT AND BALANCE AFFECTED: 

NO 

YES 


Jun 2010 





ORIGINATOR: PHONE EXT: 3711 

NAME: Drees, Gerard RANK: A2 OFFICE: LWCE 

CO-ORIGINATOR: PHONE EXT: +31 70 374 3442 

WING COMMANDER or NQAR: 

NAME: 

PHONE EXT: 

RANK: 

NAME: Kallgren, Donald 

RANK: A4 OFFICE: NC3A.CAT9 

HQ NAEWFC/FCMR RECOMMENDATION: 


Jun 2010 





Contents of and Appendices to this Modification Proposal 

Section Identifier Title Page Number 

MODIFICATION PROPOSAL COORDINATION SHEET .................................................... 1 

APPENDIX A - Technical Data: Kits / Parts / Material .......................................................... 23 

A.1 Intermediate Systems (Radio-Access Routers and Controllers) .............................. 23 

A.2 Information Assurance Systems (Crypto and Data Diode) ...................................... 25 

A.3 Radio-Transmission-Interface Systems (HF / UHF Modems) ................................. 27 

A.4 IRIDIUM-SATCOM Transmission Systems ........................................................... 28 

A.5 End Systems (Operator Laptops) ............................................................................. 29 

A.6 Software ................................................................................................................... 29 

A.7 Material and Information Sources ............................................................................ 30 

APPENDIX B - Technical Data: Crash-Load Calculations, and Results from Shock/Vibration 

Testing ...................................................................................................................................... 35 

B.2 Force-Analysis – Common Factors .......................................................................... 36 

B.3 Force-Analysis – General Methodology .................................................................. 36 

B.4 Force-Analysis for the BLACK-Rack-One mounting bracket ................................. 37 

B.5 Force-Analysis for the RED Rack Top mounting bracket ....................................... 38 

B.6 Force-Analysis for the RED Rack-Two mounting bracket ...................................... 39 

B.7 Force-Analysis for the Steel adaptor plates for ANCRA-LOCK‟S ......................... 40 

B.8 Moment-Arm/Torque Analysis ................................................................................ 41 

B.9 Crash Load and Safety Margins at Currently Applicable Specification .................. 43 

B.10 Summary Comparison of Crash-Load Analysis ....................................................... 43 

B.11 Vibration and shock tests on 2nd Generation Airborne Instant Messaging System 

(AIMS) Equipment .............................................................................................................. 44 

APPENDIX C - Mechanical Drawings and Data .................................................................... 51 

C.1 RED-RACK-TOP (Intermediate Systems) .............................................................. 52 

C.2 RED-RACK-TWO (Information Assurance Systems) ............................................ 54 

C.3 BLACK-RACK-ONE (HF/UHF Transmission Systems)........................................ 56 

C.4 BLACK-RACK-TWO (Dual-Channel Iridium Systems) ........................................ 58 

APPENDIX D - NATO AMIP E-3A Resource Allocation Program (RAP) Data Sheet 

(IS/IA/HF/UHF)....................................................................................................................... 59 

APPENDIX E - NATO AMIP E-3A Resource Allocation Program (RAP) Data Sheet 

(Iridium)................................................................................................................................... 61 

APPENDIX F - Wiring Diagrams............................................................................................ 63 

APPENDIX G - Power-Consumption / Disipation Requirements........................................... 73 

G.1 Calculated Power Consumption based on Manufacturer‟s Specifications .............. 73 

G.2 Measured Power Consumption Data ....................................................................... 76 

G.3 Electrical Power Load Analysis Data Sheet ............................................................. 79 

APPENDIX H - Electrical Power Load Analysis Data Sheet (IS/IA) ..................................... 81 

APPENDIX I - Electrical Power Load Analysis Data Sheet (HF/UHF).................................. 83 

APPENDIX J - Electrical Power Load Analysis Data Sheet (IRIDIUM)................................ 85 

APPENDIX K - EMI/EMC Test Procedures ........................................................................... 87 

K.1 Scope. ....................................................................................................................... 87 

K.2 Test Purpose. ............................................................................................................ 87 

K.3 Success Criteria. ....................................................................................................... 87 


Jun 2010 





K.4 Requirements ........................................................................................................... 87 

K.5 Test Description ....................................................................................................... 88 

K.6 Test-Conduct Ground Rules .................................................................................... 89 

K.7 Test Preparation ....................................................................................................... 89 

K.8 Test Procedures ........................................................................................................ 90 

K.9 Data Requirements ................................................................................................... 96 

K.10 EMI / EMC Test Data Sheet .................................................................................... 98 

APPENDIX L - Risk Analysis ............................................................................................... 101 

L.1 Safety of Flight (SOF)............................................................................................ 101 

L.2 Air-Worthiness ....................................................................................................... 103 

L.3 Summary ................................................................................................................ 106 

APPENDIX M - Concept of Operations ................................................................................ 107 

M.1 Top-Level Operational Requirements .................................................................... 107 

M.2 2G AIMS System Overview .................................................................................. 108 

M.3 Top-Level Equipment Summary ............................................................................ 114 

M.4 Technical Standards Profiles .................................................................................. 117 

M.5 Mission Networking Naming and IP-addressing plan ........................................... 118 

APPENDIX N - Installation Instructions ............................................................................... 123 

N.1 Administration/preparation steps – Aircraft .......................................................... 123 

N.2 Administration/preparation steps - 2G AIMS Chat Rack ...................................... 123 

N.3 Provide power and cooling as required on the aircraft. ......................................... 150 

N.4 Removal of the passenger seats 43-44 per T.O. procedure. ................................... 150 

N.5 Load 2G AIMS Equipment and Installation Kit on Board..................................... 151 

N.6 Initial Installation: RED-RACK-CRYPTO, mounting plates and floor-track Locks 

152 

N.7 Installation of the Remaining transport containers on the BASE CONTAINER and 

mounting plate. .................................................................................................................. 154 

N.8 Mechanical Installation of the Iridium interface container. ................................... 156 

N.9 Electrical connections between Subsystems .......................................................... 160 

N.10 Electrical/Signal connection for HF and UHF with the onboard communications 

system................................................................................................................................. 167 

N.11 Electrical/Signal connection Between Sextant-Area Dual-Channel Iridium and 

Overwing-Red-Rack-Crypto Equipment ........................................................................... 170 

N.12 Power connection for the 2G AIMS Equipment Overwing Area. ......................... 171 

N.13 Power connection for the 2G AIMS Equipment Sextant-Port Area. ..................... 173 

N.14 Install Rear Cable Shield on the 2G AIMS Equipment. ........................................ 174 

N.15 Post-Installation System Checkout ........................................................................ 175 

N.16 Storage of equipment, covers etc of the 2 nd GEN AIMS not used for the operation. 

175 

N.17 Close Administrative Procedures following Installation ....................................... 175 

APPENDIX O - Removal Instructions .................................................................................. 177 

O.1 How the Work Will Be Accomplished .................................................................. 177 

O.2 Initial Preparations ................................................................................................. 177 

O.3 Verify that ALL 2G AIMS Equipment has been Powered Down .......................... 177 

O.4 Removal of the electrical connection for the HF and UHF connection with the 

onboard communications system. ...................................................................................... 178 

O.5 Removal of the electrical connection of the four transport containers. ................. 179 


Jun 2010 





O.6 Removal of the iridium interface container. .......................................................... 179 

O.7 Removal of the three (3) transport containers on their mounting plate. ................ 179 

O.8 Removal of the mounting plate on the seat tracks. ................................................ 179 

O.9 Re-Installation of the passenger seats 42-44 per T.O. procedure. .......................... 179 

O.10 Remove power and cooling from the aircraft. ....................................................... 179 

O.11 Close administrative procedures. ........................................................................... 179 

APPENDIX P - Operating Instructions .................................................................................. 181 

P.1 Installation .............................................................................................................. 181 

P.2 Preflight – Overwing Equipment Area .................................................................. 181 

P.3 Preflight – Sextant-Port and Iridium-Equipment Area .......................................... 182 

P.4 AIMS Power ON – Overwing Equipment (CIS and CRYPTO) ............................ 182 

P.5 AIMS Power On – Forward Equipment (IRIDIUM Setup) ................................... 184 

P.6 AIMS Power On - Operator Laptops ..................................................................... 186 

P.7 AIMS Networking Services - Startup and operations ............................................ 188 

P.8 Air-to-Air Refueling (AAR) Procedures ................................................................ 190 

P.9 Enroute Procedures – Inbound to Base .................................................................. 192 

P.10 Shutdown Procedures – Before Leaving the Airplane ........................................... 192 

P.11 Emergency Procedures ........................................................................................... 193 

P.12 Software Operations ............................................................................................... 193 

P.13 Equipment Controls and Indicators........................................................................ 220 

P.14 Trouble Shooting Procedures ................................................................................. 229 

APPENDIX Q – System Administration ............................................................................... 231 

Q.1 New Installation – Laptop End-Systems ................................................................ 231 

Q.2 New Installation – Radio-Access-Router ............................................................... 231 


Jun 2010 





Figures and Diagrams 

Figure Identifier Title Page Number 

Figure 1 – System View 2 nd Generation (2G) Airborne IP Messaging System (AIMS)............ 3 

Figure 2 – Location options for the 2G AIMS Rack .................................................................. 5 

Figure 3 – Equipment-Placement: Over-wing location, Station 780; Transport-Case Detail. ... 5 

Figure 4 – Equipment-Placement: Over-wing location, Station 780; Floor-Rail mounting 

preparation and equipment orientation. ..................................................................................... 6 

Figure 5 – Equipment-Placement: Iridium equipment at Sextant-Port location. ....................... 6 

Figure B.1 – Force-Analysis Overview for over-wing, floor-mount placement. ..................... 35 

Figure B.2 - Shake and Vibration operational-test configurations. ......................................... 46 

Figure B.3 - Detail of 2G AIMS Main-cabin Floor Interface. ................................................. 47 

Figure B.4 - Random Vibration Power Spectral Density (PSD): comparison of the nonoperational 

criteria (as tested for the 2G AIMS Chat Equipment) and the operational criteria. 

.................................................................................................................................................. 49 

Figure C.2 – Exterior Dimensions – Equipment Stack ............................................................ 52 

Figure C.3 – Exterior Dimensions – E3A RED-RACK-TOP, Intermediate Systems (exclusive 

of covers) ................................................................................................................................. 53 

Figure C.4 – Exterior Dimensions – E3A RED-RACK-TWO, Information Assurance Systems 

.................................................................................................................................................. 55 

Figure C.5 – Exterior Dimensions – E3A BLACK-RACK-ONE, HF/UHF Transmission 

Systems .................................................................................................................................... 57 

Figure F.1 – Red-rack-top (CIS subsystem) connector scheme ............................................... 64 

Figure F.2 – Red-rack-two (CRYPTO) connector scheme ...................................................... 65 

Figure F.3 – Black-rack-One HF connector scheme ................................................................ 66 

Figure F.4 – Black-rack-two Iridium connector scheme .......................................................... 67 

Figure F.5 – Black-rack-one & Black-rack-two, HF and Iridium Electrical diagrams ............ 68 

Figure F.6 – Red-Rack-Top & Red-Rack-two, Intermediate-System and Crypto Electrical 

diagrams ................................................................................................................................... 69 

Figure F.7 – Black-rack-one Interface to E3A HF Radio ........................................................ 70 

Figure F.8 – Black-rack-one Interface to E3A UHF-LOS Radio ............................................. 70 

Figure F.9 – Black-rack-one Interface to E3A UHF-SATCOM Radio via KG-84C in E10 

Cabinet. .................................................................................................................................... 71 

Figure G.1 - Electrical-Load, Startup Transients (combined Red-Rack assembly, IS and 

Crypto) for no, one, and three laptops connected. ................................................................... 77 

Figure G.2 - Electrical-Load, Startup Transients (Black-Rack-One unit, HF/UHF 

Transmission Systems). ........................................................................................................... 78 

Figure G.3 - Electrical-Load, Startup Transients (Black-Rack-One unit, HF/UHF 

Transmission Systems). ........................................................................................................... 79 

Figure M.1 – NOV-1 – AIMS / Chat System Operational Concept View ............................. 107 

Figure M.2 – NOV-2 – AIMS / Chat System Operational Connectivity View ..................... 108 

Figure M.3 – NOV-2 – 2G AIMS / Baseline Communications Capabilities......................... 109 

Figure M.4 – NOV-2 – Evolution Strategy for 2G AIMS Capabilities ................................. 109 

Figure M.5 – NATO System View (NSV-1) Ground-Entry-Point ........................................ 110 

Figure M.6 – 2G AIMS System Pictorial Overview. ............................................................. 112 

Figure M.7 – NATO System View (NSV-1) 2G AIMS Chat Rack . ..................................... 113 

Figure M.8 - End-to-End Standards Profiles and Interface Profiles NATO AIMS. .............. 118 


Jun 2010 





Figure M.9 - Fleet-Wide IP-Address allocations (example for mixed HF/UHF and Iridium 

bearers with 4 GEP/DGEP and 9 aircraft nodes) ................................................................... 121 

Figure N.1 – hfstack.config.xml configuration file (node addressing parameters that 

may require modification per mission requirements are highlighted) ................................... 129 

Figure N.2 – sisetherclient.conf configuration file (node addressing parameters that 

may require modification per mission requirements are highlighted) ................................... 131 

Figure N.3 – sisetherclient-up configuration file (IP addressing parameters that may 

require modification per mission requirements are highlighted) ........................................... 132 

Figure N.4 – sisetherclient-down configuration file (this file generally requires no 

modification for different IP addressing plans) ..................................................................... 132 

Figure N.5 – wvdial.conf.template configuration file (no configuration or 

modification of this file is /required) ..................................................................................... 133 

Figure N.6 – wvdial.conf.template.multi configuration file (no configuration or 

modification of this file is required) ...................................................................................... 134 

Figure N.7 – Radio-Access-Router /etc/hosts configuration file (this is a sample; 

administrative preparation must create a file set based on the Mission IP Addressing and 

Naming Plan.) ........................................................................................................................ 136 

Figure N.8 – Remote AIMS Control via Laptop, remote XWindows Concept and 

Configuration Elements. ........................................................................................................ 138 

Figure N.9 – Laptop XServer Installation: XMing Check..................................................... 139 

Figure N.10 – PuTTY Configuration Dialog Box – Top Level. ............................................ 140 

Figure N.11 – PuTTY Auto-login Account Configuration Panel. ......................................... 142 

Figure N.12 – PuTTY Remote Command Specification Panel. ............................................ 142 

Figure N.13 – PuTTY Remote X-forwarding configuration. ................................................ 143 

Figure N.14 – PuTTY configuration for PKI use. ................................................................. 144 

Figure N.15 – Pageant AddKey Passphrase dialog (a) and Key-Display (b) dialogs. ....... 145 

Figure N.16 – Public-Key Check on the Radio-Access Router. ............................................ 146 

Figure N.17 Figure 6 – PuTTYgen creation (a) and storage (b) of the required Public- 

/Private-Key pair. ................................................................................................................... 147 

Figure N.18 – Successful auto-login and auto-launch of the GUI Main Panel.. .................... 148 

Figure N.19 - Station 780 overwing area with seats removed; 2G AIMS Equipment 

Orientation. ............................................................................................................................ 152 

Figure N.20 – Attaching the RED-RACK- CRYPTO Subsystem to the floor rail. – frontview 

of rack subsystem, from starboard. ............................................................................... 153 

Figure N.21 – Crypto-cable configuration, RED-RACK CRYPTO subsystem rear-panel 

detail. ...................................................................................................................................... 155 

Figure N.22 – Front-View of 2G AIMS Rack Assembly, from starboard, initial 

installation/assembly .............................................................................................................. 156 

Figure N.23 - Former Sextant-Container location and mounting bracket. ............................ 157 

Figure N.24 - Iridium Equipment Installation: Sextant-Port Shutter Assembly, Antenna, 

Cable, and Iridium Equipment Box locations at Station 340. ................................................ 160 

Figure N.25 – Component Interconnection View 2 nd Generation (2G) Airborne IP Messaging 

System. ................................................................................................................................... 160 

Figure N.26 – AIMS Rear-Panel Cabling and Connectors: RED-RACK-CIS Subsystem .... 161 

Figure N.27 – AIMS Rear-Panel Cabling and Connectors: RED-RACK-TWO (Information 

Assurance) Subsystem .......................................................................................................... 162 

Figure N.28 – AIMS Black-Rack Iridium Rear-/Side-Panel Cabling and Connectors .......... 163 


Jun 2010 





Figure N.29 – AIMS Rear-Panel Cabling and Connectors: Black-Rack-One (HF/UHF modem 

interface) subsystems ............................................................................................................. 164 

Figure N.30 – AIMS Rear-Panel Cabling and Connectors: equipment-cases, overwing area. 

................................................................................................................................................ 167 

Figure N.31 - HF2 / E8 interface point. ................................................................................. 168 

Figure N.32 - HF3 / E12 interface point. ............................................................................... 169 

Figure N.33 – Direct-HF cable routing to cabinet E12 or E8 ................................................ 170 

Figure N.34 – E12 cabinet external connections ................................................................... 170 

Figure N.35 – Dual-Channel Iridium fibre-optic cable routing between Stations 340 and 780. 

................................................................................................................................................ 171 

Figure N.36 ― 2G AIMS equipment, Red-Rack and Black-Rack power switches .............. 172 

Figure N.37 ― P67-2 Circuit Breaker panel, convenience-power outlet breaker for overwing 

2GAIMS equipment. .............................................................................................................. 172 

Figure N.38 – AIM Equipment Rack – Power Distribution Rack – Power cable connection 

with 115V convenience power outlet..................................................................................... 173 

Figure O.1 ― 2G AIMS equipment, Red-Rack and Black-Rack power switches ................ 178 

Figure O.2 ― P67-2 Circuit Breaker panel, convenience-power outlet breaker for overwing 

2GAIMS equipment. .............................................................................................................. 178 

Figure P.1 – Top-Level GUI Panel, Control-Mode Selection and Displays .......................... 189 

Figure P.2 – mIRC Options Panel .......................................................................................... 194 

Figure P.3 – mIRC Favorites Panel ....................................................................................... 195 

Figure P.4 – mIRC Chat-Room Panel .................................................................................... 196 

Figure P.5 – JChat login screen ............................................................................................. 197 

Figure P.6 – New account ...................................................................................................... 197 

Figure P.7 – Server settings ................................................................................................... 198 

Figure P.8 – Account settings ................................................................................................ 199 

Figure P.9 – Cross domain settings ........................................................................................ 200 

Figure P.10 – Optimizations settings ..................................................................................... 201 

Figure P.11 – JChat User Window. ....................................................................................... 202 

Figure P.12 – Select rooms .................................................................................................... 203 

Figure P.13 – Add additional server ...................................................................................... 203 

Figure P.14 – Server Read timeout ........................................................................................ 204 

Figure P.15 – Configure server connections .......................................................................... 205 

Figure P.16 – Server to Server settings .................................................................................. 206 

Figure P.17 – Configuring the mIRC - JChat gateway .......................................................... 207 

Figure P.18 – Gateway Registrations ..................................................................................... 208 

Figure P.19 – Settings to be turned off .................................................................................. 209 

Figure P.20 – Top-Level GUI Panel, Control-Mode Selection and Displays ........................ 210 

Figure P.21 – IRIDIUM Control-States ................................................................................. 211 

Figure P.22 – Top-Level GUI Panel, Iridium Control-Mode Selection and Displays ........... 212 

Figure P.23 – Description of IP-WTRP-HF Manager ........................................................... 213 

Figure P.24 – Overview HF Subnet Manager ........................................................................ 215 

Figure P.25 – Advanced IP-WTRP-HF Manager .................................................................. 215 

Figure P.26 – Modem Data Rate ............................................................................................ 216 

Figure P.27 – HF-IP Interface Monitor Example ................................................................... 216 

Figure P.28 – Stack Monitor Example ................................................................................... 217 

Figure P.29 – Ring Monitor Example .................................................................................... 217 


Jun 2010 





Figure P.30 – GUI Files Example .......................................................................................... 218 

Figure P.31 – Version Example ............................................................................................. 218 

Figure P.32 – System Shutdown Dialog ................................................................................ 219 

Figure P.33 – Top-Level GUI Panel, Control-Mode Selection and Displays ........................ 220 

Figure P.34 – RF 5710A Modem ........................................................................................... 221 

Figure P.35 – MDM Q9604 Modem ...................................................................................... 223 

Figure P.36 – Red-Rack-Top, Intermediate System, component locations (administrative 

console and KVM switch, radio-access-router, removable storage, Ethernet switch and 

power-supply). ....................................................................................................................... 225 

Figure P.37 – MPCX – 47 LED Indications .......................................................................... 226 

Figure P.38 – MPCX – 47 Button Functions ......................................................................... 227 

Figure P.39 – MPCX – 47 Slots............................................................................................. 227 

Figure P.40 – 2G AIMS Laptop options ................................................................................ 228 


Jun 2010 





Tables 

Table Identifier Title Page Number 

Table A.1 – RED-RACK-TOP, Intermediate Systems ............................................................ 23 

Table A.2 – RED-RACK-TWO, Information Assurance Systems .......................................... 25 

Table A.3 – BLACK-RACK-ONE, HF/UHF TRANSMISSION SYSTEMS ......................... 27 

Table A.4 – BLACK-RACK-TWO, IRIDIUM TRANSMISSION SYSTEMS ...................... 28 

Table A.5 – Laptop / End-System Software (minimum required set) ..................................... 30 

Table A.6 – Radio-Access Router Software (HF/UHF-LOS Media-Access-Control, and 

Iridium PPP .............................................................................................................................. 30 

Table A.7 – NATO stock numbers .......................................................................................... 30 

Table B.1 – Common Factors Applying to the Crash-Load Analysis ...................................... 36 

Table B.2 – Black-Rack-One Mass Elements .......................................................................... 37 

Table B.3 – Black-Rack-One plus Red-Rack-Top Mass Elements ......................................... 38 

Table B.4 – Current Weight / Loading Summary for Overwing Triple Seat (seats 42-44) ..... 43 

Table B.5 – Forces and Safety Margins ................................................................................... 44 

Table B.6 – Random Vibration Test Criteria (per USAF Specification SS204N16002-5A, 

para. 3.1.3.4.2.1, Non-Operating Floor Mounted Equipment, Main Cabin) ............................ 48 

Table B.7 – Random Vibration Test Criteria (per USAF Specification SS204N16002-5A, 

para. 3.1.3.4.2.1, Operating Floor Mounted Equipment, Main Cabin) .................................... 48 

Table C.1 – Station 780/Over-the-Wing Size and Weight Summary ...................................... 51 

Table C.2 – RED-RACK-TOP, Intermediate Systems ............................................................ 53 

Table C.3 – RED-RACK-TWO, Information Assurance Systems .......................................... 55 

Table C.4 – BLACK-RACK-ONE, HF/UHF Transmission Systems ..................................... 57 

Table C.5 – Dual-Channel Iridium Size and Weight Summary ............................................... 58 

Table G.1 – Subsystem Power-Consumption Summary. ......................................................... 73 

Table G.2 – RED-RACK-TOP, Intermediate Systems ............................................................ 73 

Table G.3 – RED-RACK-TWO, Information Assurance Systems .......................................... 74 

Table G.4 – BLACK-RACK-ONE, HF/UHF TRANSMISSION SYSTEMS ......................... 75 

Table G.5 – BLACK-RACK-TWO, IRIDIUM SATCOM SYSTEMS ................................... 76 

Table K.1 – EMI/EMC Test Support Equipment. ................................................................... 87 

Table K.2 – EMI/EMC Test Support Personnel. ..................................................................... 88 

Table K.3 – EMI/EMC Test System/Response Criteria. ......................................................... 97 

Table K.4 – EMI/EMC Test Data-Sheet Template. ................................................................. 99 

Table L.1 – Safety of Flight Risk Assessment Matrix ........................................................... 102 

Table L.2 – Air-Worthiness Matrix ....................................................................................... 105 

Table M.1 – Operator Laptops Systems (Secure) .................................................................. 115 

Table M.2 – Operator Laptops Systems (AIS-Track reporting) ............................................ 115 

Table M.3 – Radio-Access-Routers (Iridium, HF, and UHF-LOS) ....................................... 116 

Table M.4 – Radio-Access-Routers (UHF-SATCOM) ......................................................... 116 

Table M.5 – Secure Serial-Line Iridium Dialup Services ...................................................... 116 

Table M.6 – Secure Synchronous Serial Token-Ring and UHF-SATCOM Services ........... 117 

Table M.7 – One-Way Secure Boundary-Protection Services ............................................... 117 

Table M.8 – Sample / Validated Mission Network Naming and IP Addressing Plan ........... 120 

Table N.1 – AIMS Rear-Panel Cabling and Connectors: RED-RACK-Top Subsystem 

(Intermediate-Systems) .......................................................................................................... 161 


Jun 2010 





Table N.2 – AIMS Rear-Panel Cabling and Connectors: RED-RACK-TWO (Information 

Assurance) subsystem ............................................................................................................ 162 

Table N.3 – AIMS Black-Rack-Two (Dual-Channel Iridium) Rear-/Side-Panel Cabling and 

Connectors ............................................................................................................................. 163 

Table N.4 – AIMS Rear-Panel Cabling and Connectors: BLACK-RACK-ONE (HF/UHF 

Modem Interface) Subsystem ................................................................................................ 164 

Table N.5 – AIMS Inter-subsystem cabling summary. .......................................................... 165 

Table P.1 – End-System TCP tuning parameters: Windows Registry variables and values . 208 

Table P.2 – Stack-Status Indicator ......................................................................................... 214 

Table P.3 – RF 5710A Modem Settings ................................................................................ 222 

Table P.4 – CRYPTO Settings of KG-84C and KIV-7HS .................................................... 224 

Table P.5 – Problem Identification and Corrective Actions (HF / UHF connections) .......... 229 


Jun 2010 






Jun 2010 





APPENDIX A - TECHNICAL DATA: KITS / PARTS / MATERIAL 

The materials listed and described herein have been used to implement the 2G AIMS 

Chat Rack. The material lists are organized and presented for each segment: 

 

 

 

 

 

RED RACK TOP, Intermediate Systems 

RED-RACK-TWO, Information Assurance Systems 

BLACK-RACK-ONE, HF/UHF Transmission Systems 

BLACK-RACK-TWO, IRIDIUM Transmission Systems 

Laptop / End-Systems 

A.1 INTERMEDIATE SYSTEMS (RADIO-ACCESS ROUTERS AND 

CONTROLLERS) 

Intermediate systems (i.e., IP network routers, gateways, and media-access controllers) 

in the 2G AIMS Chat rack reside in the RED-RACK-TOP segment; technical data are given in the 

table below. 

1 

Table A.1– RED-RACK-TOP, Intermediate Systems 

item nomenclature part number NSN qty data sheet Source 

E3A RED RACK TOP, 

Intermediate Systems 

N/A 1 

NATO C3 Agency 

Oudewaalsdorperweg 61 

2597 AK The Hague 

The Netherlands; 

integrating the components below. 

1.1 

1.1.1 

1.2 

Fibre-Optic-Interface- 

Sub-Chassis, Red-Side- 

Interface 

Slide-in-Module Media 

Converter: 

• Gigabit Ethernet 

• Copper to Fiber 

• 1000Base-T to 

1000Base-SX/LX 

Quantity is 1 module per 

connected SDC, with a 

maximum of 8 

RJ-Switch: 9-port 

Ethernet Switch 

1.3 Radio-Access Router 

1.3.1 

Synchronous Serial 

Interface module; 

installed in item #1.3 

CPSMC0800-100 

8-Slot 

PointSystem 

Chassis 

N/A 1 

CGFEB1013-120 N/A 1-8 

RJS-ML-9MG N/A 1 

Microspace 

MPCX47 

ACB-104.ULTRA 

Serial Interface -- 

3514 

TN FOM chassis 

CPSMC0800- 

100.pdf 

CGFEB1013- 

120.pdf 

RJ-Switch RJS- 

ML-9MG.pdf 

N/A 2 MPCX47 [1].pdf 

N/A 2 

ACB- 

104.ULTRA 

Serial Interface - 

- 3514.tif 

Transition Networks 

6475 City West Parkway 

Minneapolis, MN 55344, USA 

telephone: 952-941-7600 

toll free: 800-526-9267 

fax: 952-941-2322 

(per NC3A modifications to the 

power supply and external chassis 

as part of this integration) 

Amphenol Socapex Promenade 

de l’Arve -B.P.29 - 74311 THYEZ 

– FRANCE 

Phone. :+ 33 (0) 4 50 89 28 00 - 

Fax : + 33 (0) 4 50 96 29 75 – E- 

mail: contact@rjswitch.com 

http://www.rjswitch.com 

Digital-Logic 

www.digitallogic.ch 

Sealevel Systems, Inc. 

2779 Greenville Highway 

PO Box 830 

Liberty, SC 29657 

USA 

Phone: 

(864) 843-4343 


Jun 2010 






1.3.2 

-MPCX47 I/O Replicator 

Digital-Logic 

# 3 (814224), installed 

N/A 2 MPCX47 [1].pdf 


in item #1.3 

1.3.3 

Removable Solid-State 

Kingston 

N/A 2 

Drive – 64GB 

SSD.pdf 

Kingston 

1.3.4 

Patriot enclosure for 2 

PC25S disk 

Convoy XL N/A 1 

SSDs 

drive.pdf 

Patriot: www.patriotmem.com 

1.4 item 1.4 deleted from equipment list 

1.5 

Keyboard, Video 

Display, and Mouse 

(KVM) 

LTRM-355CU N/A 1 

1.5.1 2-port KVM switch NS211 micro N/A 2 

rack mount 

KVM.pdf 

ns211micro- 

PS2.pdf 

LAN TEK – P.O. Hox 549 – Yucca 

Valley, CA 92286 – 

(800) 660-2286 

www.lan-tek.net 

Newstar Computer products 

Europe Wateringweg 62/B, 

Haarlem, The Netherlands 

1.6 Top-Red-Cabinet N/A NC3A 

1.6.1 

Zarges Mitraset Zarges BV / 5060 AH Oisterwijk / 

19” Transport Case (7U Zarges 19” 

N/A 1 cases.pdf Postbus 337 / www.zargescases.com 

internal capacity) Mitraset 

321745_2.pdf 

1.6.2 

Shelving, equipment 

mounts 

N/A 

NC3A 

1.6.3 Cable-Loom N/A 1 NC3A 

1.6.4 Connector Kit N/A NC3A 

1.6.5 

VIPAC Power Supply 

N/A 1 

1.6.5.1 

1.6.5.2 

1.6.5.3 

1.7 

System (PSS) 

PSS Base Chassis + 

115VAC 400 Hz / 

12VDC converter 

PSS Power Module 

(External Laptop 

Systems 12VDC) 


(Internal Systems (items 

1.1 – 1.5) 5-12VDC) 

Power plug to connect 

system to aircraft 120V 

AC convenience outlet. 

VP-B2321282E N/A 1 

N/A 1 

VEJ-00-CZ-B1 N/A 1 

N/A 1 

1.8 Fans N/A 1 

1.9 

Synch serial 

interconnect cable 

Radio-Access Router 

(item # 1.3) – 

Encryption unit (red-rack 

two item #2.1) 

N/A 2 

1.10 

1.11 

1.12 

1.13 

Asynchronous serial 



(item # 1.3) – 

Encryption unit (red-rack 

two item #2.2) 




(item # 1.3) – Trusted 

Filter (red-rack two item 

#2.5) (optional) 

Ethernet interconnect 

cable Radio-Access 

Router (item # 1.3) – 

data diode (red-rack two 

item #2.3) 

UHF-SATCOM Data 

Controller 

N/A 2 

N/A 

N/A 1 

VDC-500C N/A 1 

0 or 

2 

vipac power 

supply.pdf 

vipac[1].pdf 

VICOR Germany / 

Adalperostrasse 29 / 85737 

Ismaning / Germany / 

www.vicoreurope.com 

provided by: 

N3CA 

provided by: 

N3CA 

provided by: 

N3CA 

provided by: 

N3CA 

provided by: 

N3CA 

Viasat Sales 

6155 El Camino Real 

Carlsbad, CA 92009 

Tel 888.ViaSat.1 

(888-842-7281) 

Fax 760.683.6815 

Email insidesales@viasat.com 


Jun 2010 





A.2 INFORMATION ASSURANCE SYSTEMS (CRYPTO AND DATA DIODE) 

Information Assurance systems (i.e., cryptographic subsystems for confidentiality and 

secure access control, fibre-optic elements for TEMPEST isolation, data-diodes for controlled crossdomain 

information transfer, etc.) in the 2G AIMS equipment reside in the RED-RACK-TWO 

segment; technical data are given in the table below. 

Table A.2– RED-RACK-TWO, Information Assurance Systems 


2 

2.1 

RED RACK BOTTOM, 

Information Assurance 

Systems 

Encryptor, HF/UHF 

(incorporating any 

combination of 2.1.1 or 

2.1.2 not to exceed two 

units) 

Link-Level Serial 

Encryptor (KG) 

1 

2 




The Netherlands; 

integrating the components below. 

NC3A (housing, cabling, and 

crypto integration) 

provided by: 

E3A MOB 

2.1.1 

KG-84C 

2.1.1.1 KG-84C adaptor plate NC3A 

2.1.2 

Link-Level Serial 

Encryptor (KIV) KIV-7HS kiv7[1].pdf 

2.1.2.1 KIV-7 adaptor plate NC3A 

Removable Encryption 

2.2 unit, Dual-Channel 

Iridium 

2.2.1 

Sectera Wireline BDI 

Terminal 

provided by: 

E3A MOB 

1 NC3A (housing and integration) 

2 Sectera_BDI.pdf 

General Dynamics 

C4I Systems 

8220 East Roosevelt Street, M/D 

R-6206 • Scottsdale, AZ 85257 

Toll-free: 800-972-0068 • Phone: 

410-441-4300 • Fax: 480-441- 

2515 • Email: secterainfo@gdc4s.com 

Web Site: 

www.gdc4s.com/sectera 

2.3. Data-diode 1 

2.3.1 

Modem Blue side (T); 

installed in item #2.3. 

CFT-2062D 1 

Canary 

transceivers.pdf 

NC3A 

Canary Communications inc., 

18655 Madrone Parkway, Ste 

100., Morgan Hill, CA 95037, USA 

2.3.2 

Modem Red Side ®; 

installed in item #2.3. 

CFT-2062 1 

Canary 

transceivers.pdf 

Canary Communications inc., 

18655 Madrone Parkway, Ste 

100., Morgan Hill, CA 95037, USA 

2.4.0 

2.4.1 

2.4.2 

2.4.3 


Sub-Chassis, Black- 

Side-Interface 

Slide-in-Module Device 

• High-Speed Serial, 

Synchronous 

• V.35 / X.21 / RS449 / 

RS530 / RS232 



Converter, 

Asynchronous 

RS-232 to Fiber 


Converter: 


CPSMC0800-100 

8-Slot 

PointSystem 

Chassis 

CPSVT2611-100 2 

CRS2F3111-100 4 

CGFEB1013-120 1 

1 


CPSMC0800- 

100.pdf 

TN FOMcard 

CPSVT2611- 

100.pdf 

TN FOMcard 

CRS2F3111- 

100.pdf 

TN FOMcard 

CGFEB1013- 

120.pdf 




telephone: 952-941-7600 

toll free: 800-526-9267 

fax: 952-941-2322 

(per NC3A replacement of the 




Jun 2010 








Trusted Filter 

2.5 

This is an optional 

element. If present, the 

control of HF and UHF 

modems in the black 

HF/UHF rack can be 

done remotely with the 

KVM in the top red rack; 

else it has to be done 

manually with the 

buttons on these 

modems. 

R&S FT5066 

0 or 

2 

FT5066_dat_en. 

pdf 

2.6 Bottom-Red-Cabinet NC3A 

2.6.1 

Zarges Mitraset 

19” Transport Case (9U Zarges 19” 

1 cases.pdf 

internal capacity) Mitraset 

321375_2.pdf 

2.6.2 


mounts 

NC3A 

2.6.3 Cable-Loom 1 NC3A 

2.6.3 Connector Kit NC3A 

2.6.4 


System (PSS) 

1 

PSS Base Chassis 

2.6.4.1 115VAC 400 Hz / VPA2315692E 1 


2.6.4.2 

2.6.4.3 

2.7 

2.8 

2.9 

2.10 

2.11 


Internal Systems (items 

2.1, 2.2, 2.4, 2.5) 9- 

24VDC) 


(Internal Systems (item 

2.3) 5-24VDC) 




Synch serial 



(item # 1.3 red-rack 

top) - Encryption unit 

(item #2.1) 





top) - Encryption unit 

(item #2.2) 





top) - Trusted Filter 

(item #2.5) (optional) 

Ethernet interconnect 

cable Radio-Access 

Router (item # 1.3 redrack 

top) – data diode 

(item #2.3) 

VEJWM-CZ-B1 1 

VEJW0-CZ-B1 1 

2.12 Fans 1 

2.13 

Fibre optic interconnect 

cable FOM (item # 2.4) 

– Iridium black rack 

2 

2.14 


cable FOM (item # 2.4) 

– FOM (item # 3.3 

black rack one) 

1 

2 

2 

0 or 

2 

1 

5 

vipac power 

supply.pdf 

vipac[1].pdf 

Rohde & Schwarz International, 

Operations GmbH, Mühldorfstr. 15 

D-81671 Munich, 

phone: +49 89 4129 13986 

Fax: +49 89 4129 63986, 

email: volker.max@rohdeschwarz.com 

Zarges BV / 5060 AH Oisterwijk / 

Postbus 337 / www.zargescases.com 





provided by: 

N3CA 

provided by: 

N3CA 

provided by: 

N3CA 

provided by: 

N3CA 

provided by: 

N3CA 

provided by: 

N3CA 

provided by: 

N3CA 


Jun 2010 





A.3 RADIO-TRANSMISSION-INTERFACE SYSTEMS (HF / UHF MODEMS) 

Modem subsystems in the 2G AIMS Chat rack and associated equipment that interface 

to the E3A High-Frequency and Ultra-High-Frequency radios reside in the BLACK-RACK-ONE 

segment; technical data are given in the table below. 

Table A.3– BLACK-RACK-ONE, HF/UHF TRANSMISSION SYSTEMS 

item nomenclature part number qty data sheet Source 

3 

BLACK-RACK-ONE, 

HF/UHF 

3.1 HF modem 5710A 1 

3.2 

3.3 

3.3.1 

3.3.2 

3.3.3 

High-Speed UHF 

Modem 





• High-Speed Serial, 

Synchronous 

• V.35 / X.21 / RS449 / 

RS530 / RS232 



Converter: 





Converter, 

Asynchronous 


3.4 AIS data processor 

3.4.1 

3.4.2 

3.4.3 

-MPCX47 I/O Replicator 

# 3 (814224), installed 

in item #3.4 

Removable Solid-State 

Drive – 64GB 

Patriot enclosure for 2 

SSDs 

Q9604 1 

CPSMC0800-100 

8-Slot 

PointSystem 

Chassis 

CPSVT2611-100 2 

CGFEB1013-120 1 

CRS2F3111-100 2 

Microspace 

MPCX47 

Convoy XL 1 

3.5 Audio plug MS27467T11F35P 1 

3.6 

Interconnect cable HF 

modem aircraft audio 

system (use item 3.5 for 

aircraft side connection) 

1 

3.7 

3.8 




Extension power cord to 

the prime power input 

fuse panel on the DTA 

shelf. (use item 3.7 to 

connect to aircraft 120V 

400Hz convenience 

1 

1 

1 

Harris.modem.57 

10a.pdf 

Q9604 

datasheet.pdf 


CPSMC0800- 

100.pdf 

TN FOMcard 

CPSVT2611- 

100.pdf 

TN FOMcard 

CRS2F3111- 

100.pdf 

TN FOMcard 

CGFEB1013- 

120.pdf 

MPCX47 [1].pdf 

2 Kingston SSD.pdf Kingston 

1 

1 

PC25S disk 

drive.pdf 

NC3A as integrator 

Harris Government 

Communications 

www.harris.com 

note: 

provided by: N3CA 

Phone: 800-321-2223 or (319)- 

295-5100 

Fax: (319)-295-4777 

Email: 

 

Website: 

http://www.rockwellcollins.com/gs 




telephone: 952-941-7600 

toll free: 800-526-9267 

fax: 952-941-2322 




Digital-Logic 


Digital-Logic 



provided by: 

N3CA 

provided by: 

N3CA 

provided by: 

MOB 


Jun 2010 





item nomenclature part number qty data sheet Source 

outlet.) 

3.9 


cable FOM (red-rack 

two item # 2.4) – FOM 

(item # 3.3) 

5 

3.10 

19” Transport Case (4U 

internal capacity) 

Zarges 19” 

Mitraset 

3.11 


mounts 

3.12 


System (PSS) 

1 


3.12.1 115VAC 400 Hz / VPG2315650E 1 



3.12.2 (Internal Systems (items VP-B2321282E 

3.3 and 3.4) 12VDC) 

3.13 Fans 1 

1 

Zarges Mitraset 

cases.pdf 

Drawing box 4 HE 

height.pdf 

vipac power 

supply.pdf 

vipac[1].pdf 

provided by: 

N3CA 

provided by: 

N3CA 





A.4 IRIDIUM-SATCOM TRANSMISSION SYSTEMS 

Subsystems in the 2G AIMS Chat Rack that provide L-Band Iridium Satellite 

communications reside in the BLACK-RACK-TWO segment; technical data are given in the table 

below. 

Table A.4– BLACK-RACK-TWO, IRIDIUM TRANSMISSION SYSTEMS 


4 

BLACK-RACK-TWO, 

IRIDIUM 

4.1 

4.2 

Iridium SATCOM 

modem 

Reactel / Iridium Cavity 

Filter 

A3LA-X 

LBT9522B 

Zarges BV / 5060 AH Oisterwijk / 

Postbus 337 / www.zargescases.com 

6CX9-1621.5- 

X10.5T11 

2 A3LA-X.pdf 

1 

IridiumBandpassFi 

lter.pdf 

NC3A as integrator 

Nal Research Corporation / 9300 

West Courthouse Road, Suite 102 

/ Manassas, VA 20110 / 

www.nalresearch.com/ 

Semic RF Electronic GmbH / 

Postweg 2 / D-82024 Taufkirchen / 

Germany / http://www.semic.de 


4.3 




CPSMC0100-200 

1-Slot 

PointSystem 

Chassis 

2 

single-slot 

chassis.pdf 



telephone: 952-941-7600 

toll free: 800-526-9267 

fax: 952-941-2322 

4.3.1 


Converter, 

Asynchronous 


CRS2F3111-100 2 

TN FOMcard 

CGFEB1013- 

120.pdf 

http://www.transition.com 




4.4 

4.5 




Extension power cord to 

the prime power input 

fuse panel on the DTA 

shelf. (use item 4.4 to 

connect to aircraft 120V 

400Hz convenience 

1 

1 

provided by: 

N3CA 

provided by: 

MOB 


Jun 2010 






outlet.) 


4.6 

cable FOM (red-rack 

provided by: 

2 

two item # 2.4) – FOM 

N3CA 

(item # 4.3) 

4.7 Transport Case 1 

provided by: 

4.8 


mounts 

4.9 


System (PSS) 

1 


4.9.1 115VAC 400 Hz / VPG2315650E 1 


4.9.2 PSS Power Module VP-B2321282E 1 

4.10 Power splitter (2 way) 2G1215S-XS2-X 1 

4.11 dpl audio handset DPLS0401-X 2 

4.12 

DB25 Data kit for A3LA- 

X 

HRC-24-8X 2 

4.13 Sectera BDI cable BDI95XXCA 2 

vipac power 

supply.pdf 

vipac[1].pdf 

2way power 

splitter.pdf 

datasheet 

DPLS0401-X.pdf 

description 

DPLS0401-X and 

data kit.pdf 

HRC-24-8X.pdf 

Sectera 

accessories.pdf 

N3CA 

provided by: 

N3CA 





Antcom Corporation / 367 Van 

Ness Way, suite 602 / Torrance 

California 90501 / 

www.antcom.com/ 










C4I Systems 

8220 East Roosevelt Street, M/D 

R-6206 • Scottsdale, AZ 85257 

Toll-free: 800-972-0068 • Phone: 

410-441-4300 • Fax: 480-441- 

2515 • Email: secterainfo@gdc4s.com 

Web Site: 

www.gdc4s.com/sectera 

4.14 

4.15 

Cables between splitter 

(item 4.10) and LBT 

(item 4.1) 

Cable between splitter 

(item 4.10) and filter 

(item 4.2) 

SMA-M-LMR200- 

6in-TNC-FB 

TNC -M-LMR200- 

6in-TNC-M 


8in-TNC-M 


6in-TNC-M 

2 

1 

1 

1 

LMR-200.pdf 

LMR-240.pdf 

LMR-200 and 240 

cable specs.pdf 

Antcom Corporation / 367 Van 

Ness Way, suite 602 / Torrance 

California 90501 / 


Currently the Antcom sextant port antenna 91IR16RR-P-XB-X antenna is being used 

(see datasheet Antcom_Sextant_Port_Antenna.pdf). 

A.5 END SYSTEMS (OPERATOR LAPTOPS) 

Laptop and End Ssystems in the 2G AIMS equipment suite that host Chat or other 

network. applications are those currently approved for use with the 1G Chat rack. Their applicable 

1208 and TCTO documents shall apply. 

A.6 SOFTWARE 

Software includes the following items listed in the tables below. 


Jun 2010 





Table A.5 – Laptop / End-System Software (minimum required set) 

Name 

Windows Operating System (as required and specified 

by E3A component). 

JChat 1.3.3 XMPP Client 

Transverse XMPP Client 

Openfire 3.6.4 XMPP Server (optional in E3A, 

required in the GEP/DGEP) 

mIRC IRC Chat Client 

Source 

Microsoft via E3AGK IT Wing 

NATO via NC3A or 

US JFCOM 

NATO via NC3A 

NATO via E3AGK IT Wing 

Table A.6 – Radio-Access Router Software (HF/UHF-LOS Media-Access-Control, and Iridium PPP 

Package Name 

Red-Hat Enterprise Linux 5 

sisetherclient-0.2.12-00.src.rpm 

sisetherclient-debuginfo-0.2.12-00.i386.rpm 

sisetherclient-0.2.12-00.i386.rpm 

libnc3a-common-devel-0.5.13-01.i386.rpm 

libnc3a-common-0.5.13-01.i386.rpm 

libnc3a-5066-0.5.13-01.i386.rpm 

libnc3a-5066-devel-0.5.13-01.i386.rpm 

libnc3a-debuginfo-0.5.13-01.i386.rpm 

kernel-module-route56-debuginfo-0.2.7-1.i386.rpm 

kernel-module-route56-0.2.7-1.i386.rpm 

hfstack-0.3.37-157.i386.rpm 

hfstack-devel-0.3.37-157.i386.rpm 

hfstack-debuginfo-0.3.37-157.i386.rpm 

libnc3a-rohc-0.5.13-01.i386.rpm 

libnc3a-rohc-devel-0.5.13-01.i386.rpm 

hfsgui.tgz 

quagga.tgz 

Source 

Red-Hat (http://www.redhat.com/) 

All these packages can be found on the QNAS server 

accessible in the CAVE lab at NC3A. An alternate 

repository should be established at the E3AGK MOB. 

A.7 MATERIAL AND INFORMATION SOURCES 

Sources of material and information for the 2G AIMS Chat Rack are listed below. 

A.7.1 

NATO Stock Numbers 

The following items have a known NATO stock number: 

Table A.7 – NATO stock numbers 

item nomenclature Stock number 

2.1.1 Link-Level Serial Encryptor (KG-84C) 7010-72-001-1071 

3.5 Audio plug MS27467T11F35P 595-00-501-1910 

A.7.2 

System Design and Integration 

System design and component/subsystem/system integration was performed by: 



Jun 2010 





A.7.3 

Vendor Sources 



The Netherlands. 




telephone: 952-941-7600 

toll free: 800-526-9267 

fax: 952-941-2322 

Amphenol Socapex Promenade de l‟Arve -B.P.29 - 74311 THYEZ – FRANCE 

Phone. :+ 33 (0) 4 50 89 28 00 - Fax : + 33 (0) 4 50 96 29 75 – E-mail: contact@rjswitch.com 

http://www.rjswitch.com 

Digital-Logic 

http://www.digitallogic.com/index.php?id=home 

Kontron Compact Computers AG 

Nordstrasse 11/F 

CH-4542 Luterbach 

Phone: +41 (0)32 681 58 00 

Fax: +41 (0)32 681 58 01 

Sealevel Systems, Inc. 

2779 Greenville Highway 

PO Box 830 

Liberty, SC 29657 

USA 

Phone: 

(864) 843-4343 

Kingston 

http://www.kingston.com/nlroot/ssd/default.asp 

Kingston Technology Europe Limited 

Kingston Court 

Brooklands Close 

Sunbury-on-Thames 

Middlesex 

TW16 7EP 

United Kingdom 

Tel: +44 (0)1932 738888 

Fax: +44 (0)1932 738880 


European Sales Office 


Jun 2010 





Patriot Memory B.V. 

Innsbruckweg 190-192 

3047 AH Rotterdam 

The Netherlands 

TEL: 

+31 (0)10 2931 250 

FAX: +31 (0)10 2931 251 

LAN TEK - P.O. Hox 549 - Yucca Valley, CA 92286 – 

(800) 660-2286 

www.lan-tek.net 

Newstar Computer products Europe 

Wateringweg 62/B, 

Haarlem, The Netherlands 

Zarges BV 

5060 AH Oisterwijk 

Postbus 337 

/ www.zarges-cases.com 

VICOR Germany / Adalperostrasse 29 / 85737 Ismaning / Germany / www.vicoreurope.com 


C4I Systems 

8220 East Roosevelt Street, M/D R-6206 • Scottsdale, AZ 85257 

Toll-free: 800-972-0068 • Phone: 410-441-4300 • Fax: 480-441-2515 • Email: secterainfo@gdc4s.com 

Web Site: www.gdc4s.com/sectera 

Canary Communications inc., 18655 Madrone Parkway, Ste 100., Morgan Hill, CA 95037, 

USA 

Rohde & Schwarz International, Operations GmbH, Mühldorfstr. 15 

D-81671 Munich, 

phone: +49 89 4129 13986 

Fax: +49 89 4129 63986, email: volker.max@rohde-schwarz.com 

Harris Government Communications 

www.harris.com 

Phone: 800-321-2223 or (319)-295-5100 

Fax: (319)-295-4777 

Email: 

Website: http://www.rockwellcollins.com/gs 


Jun 2010 





Viasat Sales 

6155 El Camino Real 

Carlsbad, CA 92009 

Tel 888.ViaSat.1 

(888-842-7281) 

Fax: 760.683.6815 

Email: insidesales@viasat.com 

Nal Research Corporation / 9300 West Courthouse Road, Suite 102 / Manassas, VA 20110 / 


Semic RF Electronic GmbH / Postweg 2 / D-82024 Taufkirchen / Germany / 

http://www.semic.de 

Antcom Corporation / 367 Van Ness Way, suite 602 / Torrance California 90501 / 


Red Hat EMEA Headquarters 

Address 

Technopark II, Haus C 

Werner-von-Siemens-Ring 14 

85630 Grasbrunn 

Germany 

Tel: +49 89 205 071 0 

Fax: +49 89 205 071 111 

Sales Toll Free: 0800 7334 2835 

Sales Fax: +44 1252 548 117 

Email: europe@redhat.com 


Jun 2010 





APPENDIX B - TECHNICAL DATA: CRASH-LOAD CALCULATIONS, AND 

RESULTS FROM SHOCK/VIBRATION TESTING 

Mechanical design and materials have been selected in accordance with the following 

analysis for loading and airworthiness. Crash load calculations to determine airworthiness of the 2G 

AIMS rack and its mounting plate are made in accordance with Contract and Item Specification 

(CP204N16096A) of 21 December 1981, for which the following maximum accelerations apply to the 

NAEW airframe: 

Forward direction: 16 g (a1) 

Downward direction: 8 g (a2) 

Left, right, upward: 4 g (a3) 

Aft direction: 1.5 g (a4) 

The E-3A 2G AIMS rack subsystems located at Station 780 in the over-wing area consist 

of the three Zarges 19” Mitraset equipment cases with internal shock absorbers. Rack heights are 4 

HE, 7 HE, 9 HE. The three rack subsystems are bolted together as a single unit, and in turn bolted to 

mounting plates and eyes equipped with ANCRA-LOCKS, with which the entire assembly is secured 

to the floor-rails provided for passenger-seat 42-44 assembly. The 2G AIMS installation replaces the 

passenger-seat 42-44 assembly, leaving the floor rails free to anchor the 2G AIMS equipment. 

Subsystem placement, forces, and overview for the analysis are shown in the Figure below. 

Figure B.1 – Force-Analysis Overview for over-wing, floor-mount placement. 


Jun 2010 





B.2 FORCE-ANALYSIS – COMMON FACTORS 

The table below lists factors related to the strength and composition of materials that 

apply to all subsequent analyses. 

Table B.1– Common Factors Applying to the Crash-Load Analysis 

Materials 

Mounting Bolts: 

- M8 x 25 bolt 

- stainless steel 

- DIN 912 –Z A2-70 

(ISO 4762-2 Z) 

Floor Mounting plate: 

- material is st37 mild 

carbon steel 

Maximum Sheer Load 

Maximum Tensile 

Load 

Material: 700 N/mm2 

per bolt: π/4 * 6.2722 * 700 N = 21616 N 


per eye: 

3.5 x 10 x 222 = 

7771 N 


per eye: 

3.5 x 10 x 370 = 

12950 N 

Comment 

The M8 stainless-steel bolts 

connect the triangular mounting 

brackets to each case and to the 

floor mounting plates. 

The mounting-plate „eye‟ is the 

critical joint for the analysis 

and for which the sheer / tensile 

loads are given. 

The Zarges Mitraset transport cases with integrated 19” mounting racks have been 

designed and tested to meet MIL-STD-810 D / VG 95446-2, in particular to Test 516.3 according to 

VG MIL-STD-810 D-17. The Shock test with recording of the damping is to be carried out in the 6 

main directions with each 3 half-sine shocks at an acceleration of 40 gees and a pulse time t = 7 ms. 

B.3 FORCE-ANALYSIS – GENERAL METHODOLOGY 

Sheer and tensile force analyses were conducted on the M8 x 25 stainless-steel mounting 

bolts, at the key joints in the stack of transit cases that comprise the AIMS 2G Rack in the overwing 

area. These joints are: 

 

 

 

the joint connecting the top-most case (i.e., BLACK-RACK-ONE) to lower cases, 

the joint connecting the top two cases (i.e., BLACK-RACK-ONE and RED-RACK-TOP) 

to the lowest case, 

the joint connecting all three cases to the mounting plate that connects to the ANCRA- 

LOCK floor-rail fitting. 

This is not an exhaustive list but covers the key elements in construction of concern in 

the design. Based on the manufacturer‟s design specifications, crash-load performance for each 

individual case is deemed acceptable; NC3A‟s integration of the cases into a single unit is the area of 

concern in the analysis. 

We compute the following: 

 

 

 

- the magnitude of the applied crash load (shear or tensile) for each joint, as a function 

of the mass and accelerations involved, where 

= x 

- the magnitude of the load margin, where 

= - 

- safety margin as a scale factor, where 


Jun 2010 





= / 

Positive load and safety margins are acceptable, negative load and safety margins are unacceptable. 

B.4 FORCE-ANALYSIS FOR THE BLACK-RACK-ONE MOUNTING BRACKET 

The forces acting on the bracket connecting the top-most subsystem in the 2G AIMS 

equipment stack, i.e., the HF/UHF (Black-Rack-One) subsystem, to the remainder are calculated here, 

and compared to the strength of materials used to secure it to the subsystems to which it is connected. 

The mass of the top-most subsystem is as follows: 

B.4.2 

Table B.2 – Black-Rack-One Mass Elements 

M1 black rack 

Total Mass (M1 only) 

Forward-Force Analysis (M1-only) 

34 kg (74.96 lbs) 

34 kg (74.96 lbs) 

The sheering force developed under acceleration in the forward direction, computed 

using F = m * a1 (w/ a1 = 16g), is: 

34 * 16 * 9.8 = 5331 N 

Now, the HF/UHF Black-Rack-One case is attached with 4 stainless steel screws M8 x 

25 in accordance with DIN 912 –Z A2-70 (ISO 4762-2 Z) with the following specification: 

Pulling force: 700 N/mm2 

Thus the maximum pulling force of the M8 screws can be calculated as: 

π/4 * 6.2722 * 700 N = 21616 N 

The shearing force of the M8 bolt is 14492 N according to its data sheet. Thus, the total 

force that can be withstood by the 4 bolts in the horizontal plane is: 

B.4.3 

4 * 14492 N = 57970 N 

So in the forward directions (shearing force) there is a safety margin of: 

57970N –5331.2 N= 52638.8N ( 9.9x). 

Lateral-Force Analysis (M1-only) 

The sheering force developed under acceleration in the lateral (left/right) direction, 

computed using F = m * a3 (w/ a3 = 4g), is: 

34 * 4 * 9.8 = 1333 N 

Mounting and strength of materials is as for the forward-force analysis above, so for the 

forces in the lateral (left, right) directions (shearing force) there is a safety margin of: 

57970N –1333 N= 56637 N ( 42.5x). 


Jun 2010 





B.4.4 

Upward-Force Analysis (M1-only) 

The upward (tensile) force, generated by a downward acceleration of 8g, will have a 

value of F = m * a2 (w/ a2 = 8g), or: 

34 N * 8 * 9.8 = 2665 N 

So the upward force caused by the downward acceleration will be totally divided under 

the 4 M8 bolts. 

With a rated pulling force for each M8 bolt of 700 N/mm2; the maximum force rating for 

a single bolt is: 

B.4.5 

π/4 * 6.2722 * 700 N = 21616 N 

and thus the max upward force that can be taken by the 4 M8 bolts is: 

4 * 21616 N = 86464 N 

Therefore the safety margin in the upward direction is: 

86464 N- 2665 N= 83798 N (31.4 x) 

Downward-Force Analysis (M1-only) 

The downward (compression) force, generated by an upward acceleration of 4 g (a3) is 

fully taken by the case construction and the two support rods; the strength of the bracket and M8 bolts 

connecting is not a factor. 

B.5 FORCE-ANALYSIS FOR THE RED RACK TOP MOUNTING BRACKET 

The forces acting on the bracket connecting the top-two subsystems in the 2G AIMS 

equipment stack, i.e., the HF/UHF (Black-Rack-One) and Intermediate subsystems, to the remainder 

are calculated here, and compared to the strength of materials used to secure them to the subsystems 

to which they are connected. The mass of the top-two subsystems are as follows: 

Table B.3– Black-Rack-One plus Red-Rack-Top Mass Elements 

M1 black rack 

M2 Red rack (top) 

Total Mass (M1 + M2 only) 

B.5.2 Forward-Force Analysis (M1 + M2) 

34 kg (74.96 lbs) 

55 kg (121.3 lbs 

89 kg (196.2 lbs) 



89 * 16 * 9.8 = 13955.2 N 

For this analysis, the HF/UHF (Black-Rack-One) and Intermediate subsystems are 

attached to the remaining components with 4 stainless steel screws M8 x 25 in accordance with DIN 

912 –Z A2-70 (ISO 4762-2 Z) with specifications, sheer strength (57970 N) and tensile strength 

(21616 N) as before. Thus the forward- (sheer-) force safety margin for this joint is 

57970N – 13955.2 N= 44015 N (3.2x). 


Jun 2010 





B.5.3 Lateral-Force Analysis (M1 + M2) 


computed using F = m * a3 (w/ a3 = 4g), is: 

89 * 4 * 9.8 = 3488.8 N 

Mounting and strength of materials is as for the forward-force analysis above, so for the 

forces in the lateral (left, right) directions (shearing force) there is a safety margin of: 

B.5.4 Upward-Force Analysis (M1 + M2) 

57970N –3488.8 N= 54801.6 N (15.6x). 



89 N * 8 * 9.8 = 6978 N 

As before, the rated maximum pulling force per M8 bolt is 21616 N, and thus the max 

force that can be taken by the 4 M8 bolts is 86464 N. Therefore the safety margin in the upward 

(tensile) direction for the mounting bracket connecting the HF/UHF (Black-Rack-One) and 

Intermediate subsystems to their support is: 

86464 N- 6978 N= 79486 N (11.4 x) 

B.5.5 Downward-Force Analysis (M1 + M2) 

As before, the downward (compression) force, generated by an upward acceleration of 4 

g (a3) is fully taken by the case construction and the two support rods; the strength of the bracket and 

M8 bolts connecting is not a factor. 

B.6 FORCE-ANALYSIS FOR THE RED RACK-TWO MOUNTING BRACKET 

The forces acting on the bracket connecting the three-connected subsystems in the 2G 

AIMS equipment stack, i.e., the HF/UHF (Black-Rack-One), Intermediate and Crypto subsystems, to 

floor-mount systems are calculated here, and compared to the strength of materials used to secure 

them to the subsystems to which they are connected. The mass of all three subsystems are as follows: 

M1 black rack 

M2 Red rack (top) 

M3 Red rack (crypto) 

Total Mass (M1 + M2 +M3) ) 

34 kg (74.96 lbs) 

55 kg (121.3 lbs 

66.4 kg (146.4 lbs) 

155.4 kg (342.7 lbs) 

B.6.1 Forward-Force Analysis (M1 + M2 + M3) 



155.4 * 16 * 9.8 = 24367 N 

As for all the mounting brackets, the three unified subsystems are attached to the 

remaining components with 4 stainless steel screws M8 x 25 in accordance with DIN 912 –Z A2-70 


Jun 2010 





(ISO 4762-2 Z) with specifications, sheer strength (57970 N) and tensile strength (21616 N) as before. 

Thus the forward- (sheer-) force safety margin for this joint at the base of the RED rack crypto case 

is: 

57970N – 24367 N= 33603 N (1.4 x). 

B.6.2 Lateral-Force Analysis (M1 + M2 + M3) 


computed using F = m x a3 (w/ a3 = 4g), is: 

155.4 x 4 * 9.8 = 6092 N 

So for the forces in the lateral (left, right) directions (shearing force) there is a safety 

margin (with strength of materials as before) of: 

57970N – 6092N= 51878 N (8.5x). 

B.6.3 Upward-Force Analysis (M1 + M2 + M3) 



155.4 N * 8 * 9.8 = 12184 N 

With mounting and strength of materials as before, The max force that can be taken by 

the 4 M8 bolts is 4 * 21616 N = 86464 N, with a resulting safety margin of: 

86464 N- 12184 N= 74280 N (6.1x) 

B.6.4 Downward-Force Analysis (M1 + M2 + M3) 

As before, the downward (compression) force, generated by an upward acceleration of 4 

g (a3) is fully taken by the case construction and the two support rods; the strength of the bracket and 

M8 bolts connecting is not a factor. 

B.7 FORCE-ANALYSIS FOR THE STEEL ADAPTOR PLATES FOR ANCRA- 

LOCK’S 

The three racks and their mounting plate connect with four steel adaptor/mounting plates 

to the floor rails, and the analysis here focuses on the weakest point of connection, the mounting-hole 

eye in the adaptor plate that connects to the ANCRA-LOCK connector to the floor rail. 

The effective mass supported by these plates (we ignore the mass of the mounting 

materials and bolts, which are small compared to the cases themselves) is, as before: 

Total Mass (M1 + M2 +M3) ) 

155.4 kg (342.7 lbs) 

As for earlier analysis for all three subsystems, the maximum force on this joint occurs in 

the 16g forward-crash case, computed using F = m * a1 (w/ a1 = 16g), as: 

155.4 * 16 * 9.8 = 24367 N 


Jun 2010 





The three racks are attached with 4 steel mounting plates manufactured from carbon steel 

(st37) with a maximum pulling force (tensile strength) of 370N/mm2, and a rated sheering force of 

222N/mm2 (both parameters from the data sheet). 

B.7.1 

Forward-Force Analysis (Mounting-Plate Eye) 

Thus, the resistance to shearing force for steel plate eye (3.5mm * 10mm =35mm²) is 

35 * 222 N = 7771 N, 

which for the 4 mounting plate‟s counts presents a sheering-force resistance of 

4 * 7771 N = 31084 N 

So in the forward directions or horizontal plane (shearing force) there is a safety margin 

during a 16g forward-crash of: 

B.7.2 

31084 N – 24367 N= 6717 N (0.27 x). 

Forward-Force Analysis (Mounting-Plate Bolts) 

The total force that can be withstood by the 4 bolts in the horizontal plane was computed 

earlier for the bolts joining the mounting-plate for the combined M1+M2+M3 case, and applies here 

as well. 

4 * 12950 N = 51800 N 

So in the forward directions (shearing force) there is a safety margin of: 

57970N – 24367 N= 33603 N (1.3 x). 

B.7.3 

Upward-Force Analysis (Mounting-Plate Eye) 



155.4 N * 8 * 9.8 = 12184 N 

Also, the upward force caused by the downward acceleration will be totally divided 

under the 4 mounting-plates eyes, each of whose 3.5mm x 10mm cross-section has a rated maximum 

pulling- (tensile-) force of: 

3.5mm * 10mm * 370N/mm2 = 12950 N 

Spread across the four mounting plates, the maximum tensile force that can be taken by 

the eyes in the 4 plate‟s is: 

4 * 12950 N = 51800 N, 

yielding a safety margin against an 8g downward acceleration (upward pulling force) of : 

51800 N- 12184 N= 39616 N (3.3x) 

B.8 MOMENT-ARM/TORQUE ANALYSIS 

In addition to the sheering forces generated in a forward crash, the accelerations acting 

upon the total weight of the Black-Rack-One, Red-Rack-Top and Red-Rack-Two equipment cases 

cause moment-arm torques, measured in Newton-meters [nm], that act on the two rear bolts of the 


Jun 2010 





mounting construction (i.e., the bolts closest to the console bulkhead). These are converted to upward 

tensile forces that must also be considered. 

The weight of each equipment case (including brackets and hardware), converted to force 

in Newtons (N) is: 

Case 1 (Red-Rack-Two): 

Case 2 (Red-Rack-Top): 

Case 3 (Black-Rack-One): 

9.8 N/kg * 67.8 kg = 664 N 

9.8 N/kg * 56.2 kg = 550 N 

9.8 N/kg * 34.7 kg = 340 N 

Calculation of the torque given by the three cases, is the sum of each case centre of 

gravity point multiplied by the distance of the specific case above the floor: 

Case 1 (Red-Rack-Two): ½ height 0.24m * 664 N = 159 Nm 

Case 2 (Red-Rack-Top): 0.48m case 1 + ½ height 0.1975 * 550 N = 372 Nm 

Case 3 (Black-Rack-One): 0.48m case 1 + 0.395 case 2 + ½ height 0.1325 * 340 N = 342 Nm 

B.8.1 

The Total moment is thus 873 Nm 

Forward-Crash Moment-Load-Analysis: Mounting-Plate Bolts 

This results in the following forces on the two bolts connecting the cases to the mounting 

plates, using Force = moment/distance, with the distance being the height of the center of gravity of 

the three cases above the floor: 

873/0.59 = 1480 N 

As a referred force from forward crash at 16g, this translates to a tensile force on the two 

rear bolts of 1480N x 16 g = 23680 N. 

Now, he specs of the two rear bolts are as before: two bolts M8 * 25 according to DIN 

912 –Z A2-70 (ISO 4762-2 Z) whose the maximum pulling force per M8 screw has been calculated 

as: 

B.8.2 

π/4 x 6.2722 x 700 N = 21616 N 

Resulting in a total rated load for the two mounting screws of: 

2x 21616 N = 43232 N 

Therefore the safety margin is: 

43232N -23680 N = 19552N (0.8x) 

Forward-Crash Moment-Load-Analysis: Mounting –Plate Eyes 

Thus the maximum rated pulling force on the two mounting plate eye construction (i.e., 

st37 rated at 370 N/mm2 and cross-section of 3.5mm x 10mm, as before) can be calculated as: 

3.5 * 10 * 370 N = 12950 N (per eye) 

12950 * 2 = 25900 N (combined) 

With a referred force from a 16g forward crash of 23680 N, as computed earlier, the 

safety margin is small, but positive: 


Jun 2010 





25900N -23680 N = 2220 N (0.1x) 

B.9 CRASH LOAD AND SAFETY MARGINS AT CURRENTLY APPLICABLE 

SPECIFICATION 

Subsequent to the Contract and Item Specification (CP204N16096A) of 21 December 

1981, the criteria for Crash Loads and Vibration Levels were modified and called out in Specification 

SS204N16002-5A (dated 18 June 1999) per paragraph 3.1.3.4.2.4 (Crash Loads) and paragraph 

3.1.3.4.2.1. (Vibration Levels). New factors for the „Ultimate Load on equipment on the Main Deck 

during Crash or Ditching‟ were reduced to the following: 

Forward direction: 9 g (a1′) 

Downward direction: 6 g (a2′) 

Left, right, upward: 3 g (a3′) 

Aft direction: 1.5 g (a4′) 

These are NOT the design criteria for the 2G AIMS equipment; but analyses of load 

factors and safety margins for these loads have been performed and included in this modification 

proposal, in the summary section that follows. 

B.10 SUMMARY COMPARISON OF CRASH-LOAD ANALYSIS 

The 2G equipment stack shall be placed at Station 780 in the over-wing position, 

replacing passenger seats 42-44 and attaching to the floor using the floor rails. The permissible load 

and center-of-gravity for the seats in this location per existing AWACS specifications are given in the 

Table below. 

Table B.4 – Current Weight / Loading Summary for Overwing Triple Seat (seats 42-44) 

Loaded (3 passengers@ 200 Unloaded 

lbs) 

Weight 740.25 lbs 140.25 

Station: 783.00 783.00 

LBL: 5.50 5.50 

WL 232.03 221.06 

In comparison, the weight of the 2G equipment stack is 342.7 lbs (155.4 kg), with CG 

above floor level of 23.2 in. (590 mm), both parameters well inside the envelope allowed for material 

(i.e., three adults and the seat on which they are located) at this location in the airframe. Since the 

proposed new installation falls between the sets of floor loading data provided in the table above, then 

it should be acceptable from an aircraft structures stand point, i.e. floor panel, floor beam etc. 

The remaining issue then is whether or not the material can be safely connected to these 

floor rails that can handle the load. The Table below provides the applied forces and safety margin at 

key joints for two sets of crash-load criteria: 

 

the initial and built-to design criteria of the AWACS Contract and Item Specification of 

CP204N16096A of 21 December 1981 

the currently applicable criteria of Specification SS204N16002-5A (dated 18 June 1999). 


Jun 2010 





Mounting Bracket (Black-Rack-One) 

Table B.5 – Forces and Safety Margins 

AWACS Contract Item 

Spec CP204N16096A 

of 21 December 1981; 

the „16G‟ spec 

Safety 

Force (N) 

margin 

Specification 

SS204N16002-5A of 

18 June 1999; the „9G‟ 

spec 

Safety 

Force (N) 

margin 

- Forward Sheer 5331.2 9.9 2998.8 18.3 

- Lateral Sheer 1332.8 42.5 999.6 57.0 

- Upward / Tensile Pulling Force 2665.6 31.4 1999.2 42.2 

Mounting Bracket (Red-Rack-Top) 

- Forward Sheer 13955.2 3.2 7849.8 6.4 

- Lateral Sheer 3488.8 15.6 2616.6 21.2 


Mounting Bracket (Red-Rack-Two) 

- Forward Sheer 24366.7 1.4 13706.3 3.2 

- Lateral Sheer 6091.7 8.5 4568.8 11.7 


Steel Adaptor Plates (to ANCRA-Locks) 

- Forward Sheer (mounting-plate eye) 24366.7 0.3 13706.3 1.3 

- Forward Sheer (mounting-plate bolts) 24367.0 1.3 x 24367.0 1.3 x 

- Lateral Sheer 6091.7 4.1 4568.8 5.8 


Moment-Arm / Torque Analysis (referred force through moment arm to rear-bolts and eyes in a 

forward crash) 

- Upward / Tensile Pulling Force – bolts 23674.6 0.8 13316.9 2.2 

- Upward / Tensile Pulling Force – eyes 23674.6 0.1 13316.9 0.9 

B.11 VIBRATION AND SHOCK TESTS ON 2ND GENERATION AIRBORNE 

INSTANT MESSAGING SYSTEM (AIMS) EQUIPMENT 

Subsequent to its design and implementation, vibration and shock tests on the 2nd 

Generation Airborne Instant Messaging System (AIMS) Equipment were performed on 21 to 23 

February 2011 at the TNO test facility in Delft, The Netherlands. 

The 2G AIMS equipment was tested in accordance with the AWACS specifications for 

shock and vibration in Appendix 1 (i.e., Specification SS204N16002-5A, dated 18 June 1999). 

The tests of the Red-Rack-Crypto equipment were done with KG-84C installed as they 

are the heaviest single item in the system, weighing 10.5 kg (versus 1.3 Kg for a KIV-7 unit), and 


Jun 2010 





present the more stressing mechanical load. KG-84C installation in the Red-Rack-Crypto equipment 

also yields the maximum weight value for this unit that was used in the crash-loading analysis 

presented earlier in this section. 

B.11.1 

Operational Test Environment 

Full, realistic operation of all subsystems in the 2G AIMS equipment was not possible 

during the shock and vibration tests. The tests were conducted indoors, without use of Iridium, HF, or 

UHF antenna systems or access to telephone simulators or radios, and these factors limited the extent 

to which realistic operation of the 2G AIMS equipment could be conducted. Realistic operation of the 

Iridium channels and Sectera devices could not be conducted at all during the shock and vibration 

tests, and only partial operation of a subset of the remaining systems was performed. 

Nevertheless, the following partially operational-tests of 2G AIMS subsystems and 

software were judged by NC3A to be representative of normal system operations (which could not be 

replicated exactly because of the limitations of the shake-table test environment), sufficient to 

exercise key functionality of the integrated system, and were conducted during all shock and vibration 

tests: 

(a) remote login and operation of a SSH connection from a laptop to each of the 

radio-access routers; this requires continuous operation of the Ethernet connection 

between the laptop and the 2G AIMS Ethernet switch, and between the switch and 

each the MPCX-47 embedded computers; it also requires continuous operation of the 

TCP/IP software and operating system within the MPCX-47 computer; 

(b) concurrent with the above, continuous operation of mutual IP ping tests between 

each of the radio-access routers, each router pinging the other; the results of the ping 

test were reported over the SSH connection from each radio-access router to the 

laptop; as for operations (a), operation (b) exercises the CPU and Ethernet subsystems 

in the Radio-Access-Routers and the Ethernet Switch; 

(c) concurrent with the above, the hfstack software service (for S‟5066 token-ring 

communications) was started on each radio-access router, and the HF/UHF modems 

cross-connected at audio baseband; this configuration allowed testing of the entire 

synchronous serial data communications path from an MPCX-47 computer to its 

associated modem; in addition to testing the fibre-optic subsystems and modems, this 

tested the MPCX-47 removable disk subsystem, since the hfstack software service 

writes a continuous log of its operation to disk; any disk-write failures are logged in 

the system error log. 

During and after the tests, records of the ping test were checked to determine if there 

were lost IP packets, if there had been failures to read or write to the MPCX-47 removable solid-state 

disks, or failure of the S‟5066 token-ring protocol. 

A summary block-diagram of the software and hardware subsystems that were in 

operation during the shock and vibration tests is shown in the Figure below. While this was not every 

subsystem in the 2G AIMS Chat rack, it is the majority of them. 


Jun 2010 





Figure B.2 - Shake and Vibration operational-test configurations. 

Operational testing of the Sectera wireline encryptors was limited to a functional check 

of the operator‟s menu and controls for configuration, PIN entry, etc before and after the shock or 

vibration test, with the unit left powered on during the test. There was no capability in the shake-table 

facility or through back-to-back loopback operation of the Secteras in the 2G AIMS Chat rack to 

provide any tests of the Sectera devices in operation while encrypting the data or dialling a telephone 

call. 

Operational testing of the Dual-Channel Iridium (DCI) equipment case was limited to 

maintaining power to the unit during the shock and vibration tests, and confirming before and after 

that the units would pass their start-up built-in test. The fibre-optic modem units in the Iridium 

equipment case are of the same model and manufacture as those in the Red-Rack-Crypto, and the 

results of the shock and vibration test of that unit are considered representative of the airworthiness of 

fibre-optic modems in the DCI. 

B.11.2 

Shock and Vibration Test Results: 

We consider both mechanical and functional issues arising from the tests. 

B.11.2.1 

Mechanical 

Mechanically, all units survived all tests. 

Significantly, there were no signs of structural damage or fatigue to the following 

interface items (see Figure) between the 2G AIMS equipment and the Main Cabin floor deemed 

critical to safety of flight for the units: 

 

floor rails – remained fully attached to the base plate, with no signs of loosening 

or separation. Some minor signs of wear and abrasion at the mechanical interface 

to the ANCRA floor-rail locking unit was observed, but not deemed to be a 


Jun 2010 





hazard and considered a normal result of first use of the items with this test; the 

base-plate‟s floor rails are of the same length, material and manufacture as those 

on the E3A at Station 780, and were affixed to the base plate with the same type 

of screws, drilling pattern, and captive nuts used in the E3A, this material 

provided to NC3A by the Log-Wing Structure Shop at the E3A Component‟s 

Main Operating base, and therefore considered representative of the installation 

environment; 

 

 

ANCRA-LOCK floor-rail fitting – remained fully attached to the floor rails, with 

no signs of deformity in themselves or in the mating interface on the floor rail; as 

noted above, there were some minor signs of wear and abrasion at the 

mechanical interface to the floor-rail; 

the mounting plate and mounting-plate eye – showed no signed of deformity, 

stress or cracking, either in the mounting plate or its weld to the mounting-plate 

eye; 

Figure B.3 - Detail of 2G AIMS Main-cabin Floor Interface. 

As a result of the post-test evaluations reported above, inspection of floor-rails and the 

ANCRA locking unit for significant wear and structural damage is recommended to be a required part 

of the pre-flight preparations and equipment installation procedures to monitor and evaluate this issue 

over time. 

Further inspection revealed no signs of wear, deformity, stress or cracking at the joints 

between individual cases comprising the 2G AIMS equipment, nor signs of loosening, cracking, or 

deformity in the bolts and nuts that join the cases. 

There were some minor mechanical issues that have been identified and solved without 

much effort as a result of the tests; these are not deemed significant enough to warrant a retest, as 

none are considered safety-of-flight issues: 

 

There was significant vibration in the front-panel mounting assembly for the 

dual-channel Sectera housing observed that warrants use of a stiffer bracket; 


Jun 2010 





 

 

at one point during the vibration tests, the single thumb-screw securing the 

administrator‟s keyboard-video-mouse (KVM) slide in its stowed position 

loosened, and the KVM console began to slide forward; it was determined that 

securing the KVM slide on only one side allowed too much vibration in the 

stowed position, and this vibration transferred to the thumbscrew to loosen it; the 

KVM slide has been modified to lock on both sides, reducing the vibration on 

the slide and increasing the total force securing it in place when stowed;. 

the swept-frequency sinusoidal-vibration test revealed a significant vertical 

movement in the KG-84C crypto housings at some low-frequency excitations; 

the base-plate will be reinforced to correct for this and to reduce long-term wear 

on any installed KG-84 units and the housing. 

B.11.2.2 

Functional Results 

NC3A tested the 2G AIMS Chat equipment to the vibration spectrum defined in the 

Table below, quoted from the USAF Specification SS204N16002-5A (dated 18 June 1999), per para 

3.1.3.4.2.1. 

Table B.6 – Random Vibration Test Criteria (per USAF Specification SS204N16002-5A, para. 

3.1.3.4.2.1, Non-Operating Floor Mounted Equipment, Main Cabin) 

Frequency (Hz) PSD (g2/Hz) 

10 0.015 

40 0.015 

100 0.005 

1000 0.005 

2000 0.001 

Grms = 3.9 

The random vibration spectrum in the Table above is specified to apply to non-operating 

floor mounted equipment in the Main Cabin. But to limit the number and cost of the tests performed, 

NC3A chose to use these not only as the criteria for a test of the structural integrity of the 2G AIMS 

Chat equipment, but also as the criteria for a test of the electronics capability while in operation. In 

comparison, the random vibration criteria for tests of operating equipment are much more relaxed, 

and given below. 

Table B.7– Random Vibration Test Criteria (per USAF Specification SS204N16002-5A, para. 

3.1.3.4.2.1, Operating Floor Mounted Equipment, Main Cabin) 

Frequency (Hz) PSD (g2/Hz) 

10 0.0005 

100 0.0005 

200 0.001 

5000 0.001 

2000 0.0001 

Grms = 1.8 

A comparison of the required PSD spectra criteria is given below in FIGURE. 


Jun 2010 





Vibration PSD 

Non-Operating 

Operating 

0.02 

0.015 

g2/Hz 

0.01 

0.005 

0 

1 10 100 1000 10000 

Hz 

Figure B.4 - Random Vibration Power Spectral Density (PSD): comparison of the non-operational 

criteria (as tested for the 2G AIMS Chat Equipment) and the operational criteria. 

The Random Vibration tests were conducted with all subsystems powered using the 

higher PSD for non-operating equipment, and for a 15 minute period. 

During all shock and vibration tests, the operational tests of SSH, ping, and S‟5066 

token-ring functioned normally with two exceptions: 

 

 

write-failures to one of the Radio-Access-Router‟s removable solid-state-disk 

(SSD) units occurred during the lateral vibration tests; as a result of the write 

failure, the S‟5066 log could not be written, but the token-ring protocol (loaded 

in RAM) continued to operate, as did all ping tests and SSH-access from the 

operator‟s laptop; 

a continued failure to access the removable SSD units in both Radio-Access- 

Router‟s occurred during the vertical vibration tests, inhibiting RAR start-up and 

boot; 

Inspection following the shock and vibration tests revealed a „Disk Reset‟ button within 

the removable SSD housing that was continuously depressed by the free-floating plastic shaft that 

extended the button to the housing front panel. NC3A has concluded that this shaft and button are 

both superfluous (they perform an identical function that can be executed from the MPCX-47/Radio- 

Access-Router‟s front panel), and the likely source of further problems from vibration; the shaft has 

been removed and the units now operate properly with no ill effects. 

B.11.3 

Summary 

NC3A concludes from the results of the shock and vibration tests, and the subsequent 

minor modifications to the equipment, that the 2G AIMS equipment poses low risk to Safety of Flight 

and acceptable airworthiness. The functional and operational issues that were noted during the tests 

were minor, correctable, and occurred during operation at vibration levels far in excess of those 

required for equipment airborne in an E3A airframe. Further assessment will be required after the 

system has logged flight hours and developed an operational history that can be subject to proper 

operational analysis for airworthiness. 


Jun 2010 






Jun 2010 





APPENDIX C - MECHANICAL DRAWINGS AND DATA 

The required installation collocates three of the 2G AIMS subsystems (i.e., E3A RED 

RACK TOP, E3A RED-RACK-TWO, E3A BLACK-RACK-ONE) at the over-the-wing, seats 42-44 

location, in a common stack that is assembled during the installation, for an aggregate load at that 

location as follows: 

Table C.1 – Station 780/Over-the-Wing Size and Weight Summary 

Unit Width x Depth† x Height†† (mm) Weight (Kg) 

E3A RED RACK TOP 534 x 690 x 392.5 55 

E3A RED-RACK-TWO 534 x 690 x 481.5 

66.4 

(max wt, w/ dual KG-84C crypto) 

E3A BLACK-RACK-ONE 534 x 690 x 259.0 34 

ANCRA RAIL LOCKS 

Total 534 x 690 x 1133.0 155.4 

† depth includes covers; depth without covers is 564 mm 

†† Height does not include 50 mm for ANCRA-LOCKS securing the system to the floor. 


Jun 2010 





Figure C.2 – Exterior Dimensions – Equipment Stack 

C.1 RED-RACK-TOP (INTERMEDIATE SYSTEMS) 

Intermediate Systems (e.g., Ethernet switches, radio-access routers, and their associated 

cabling and power systems) are housed in the Red-Rack-Top equipment case, shown in the figure 

below. Materials are aircraft grade aluminium. 


Jun 2010 





Figure C.3 – Exterior Dimensions – E3A RED-RACK-TOP, Intermediate Systems (exclusive of 

covers) 

Table C.2 – RED-RACK-TOP, Intermediate Systems 

item 

nomenclature 

Width x Depth 

x Height (mm) 

Weight (Kg) 

1 E3A RED RACK TOP, Intermediate Systems 

1.1 Fibre-Optic-Interface-Sub-Chassis, Red-Side-Interface 

1.1.1 

Slide-in-Module Media Converter: 

• Gigabit Ethernet 


• 1000Base-T to 1000Base-SX/LX 

Quantity is 1 module per connected SDC, with a 

maximum of 8 

432 x 264 x 46 3.6 

1.2 RJ-Switch: 9-port Ethernet Switch 260 x 160 x 90 2.2 

1.3 Radio-Access Router 

Synchronous Serial Interface module; installed in item 

1.3.1 

2x160 x 300 x 

#1.3 

2x4 

66 

-MPCX47 I/O Replicator # 3 (814224), installed in item 

1.3.2 

#1.3 

1.3.3 Removable Solid-State Drive – 64GB 0.23 

1.3.4 Patriot enclosure for 2 SSDs 

10.17 x 14.6 x 

2.58 

1.5 

1.4 USB Ethernet Adapter (USB 2.0 - 10/100BASE-T) 0.1 

1.5 Keyboard, Video Display, and Mouse (KVM) 483 x 472 x 45 12 


Jun 2010 





item nomenclature 

Width x Depth 

x Height (mm) 

Weight (Kg) 

1.5.1 2-port KVM switch 0.5 

1.6 Power Supply 

1.6.1 VIPAC Power Supply System (PSS) 

1.6.1.1 PSS Base Chassis + 115VAC/ 12VDC converter 

126 x 173 x 

1.6.1.2 PSS Power Module (External Laptop Systems 12VDC) 25.4 

0.45 

1.6.1.3 

PSS Power Module (Internal Systems (items 1.1 – 1.5) 5- 

12VDC) 

1.7 19” Transport Case (7U internal capacity) 

534 x 690 x 

392.5 

17.8 

1.7.1 Shelving, equipment mounts 8.6 

1.7.2 Internal cable-loom, connectors 

1.8 Rack external cabling 

1.8.1 

Synch serial interconnect cable Radio-Access Router 

(item # 1.3) - Encryption unit (red-rack two item #2.1) 

1.8.2 

Asynch serial interconnect cable Radio-Access Router 

(item # 1.3) - Encryption unit (red-rack two item #2.2) 

1.8.3 

Asynch serial interconnect cable Radio-Access Router 

(item # 1.3) - Trusted Filter (red-rack two item #2.5) 

(optional) 

1.8.4 

Ethernet interconnect cable Radio-Access Router (item # 

1.3) – data diode (red-rack two item #2.3) 

1.9 Fans 

Total 

392.5 x 534 x 

690 

55 

C.2 RED-RACK-TWO (INFORMATION ASSURANCE SYSTEMS) 

Information Assurance Systems (e.g., cryptos, data diode, and fibre-optic modems for 

TEMPEST / EMI isolation) are housed in the Red-Rack-Two equipment case, shown in the figure 

below. Materials are aircraft grade aluminium. 


Jun 2010 





Figure C.4 – Exterior Dimensions – E3A RED-RACK-TWO, Information Assurance Systems 

Table C.3 – RED-RACK-TWO, Information Assurance Systems 

item nomenclature 

Width x Depth x Weight 

Height (mm) (Kg) 

2 RED RACK TWO, Information Assurance Systems 

Encryptor, HF/UHF (incorporating any combination of 2.1.1 or 

2.1 

2.1.2 not to exceed two units) 

2x10.5 

2.1.1 Link-Level Serial Encryptor (KG) 191 x 381 x 198 

2.1.1. 

1 

KG-84C adaptor plate 

or 

2.1.2 Link-Level Serial Encryptor (KIV) 149 x 280 x 44 

2x1.3 

2.1.2. 

KIV-7 adaptor plate 

1 

2.2 Removable Encryption unit, Dual-Channel Iridium 7.4 

2.2.1 Sectera Wireline BDI Terminal 2x127 x 117 x 33 2x0.3 

2.3. Data-diode 

Modem Blue side (T), Partno: CFT-2062D; installed in item 

2.3.1 

#2.3. 

2.3.2 Modem Red Side ®, Partno: CFT-2062; installed in item #2.3. 

485 x 253 x 45 3 

2.3.3 12VDC – 5VDC converter 

2.4.0 Fibre-Optic-Interface-Sub-Chassis, Black-Side-Interface 


• High-Speed Serial, Synchronous 

2.4.1 

• V.35 / X.21 / RS449 / RS530 / RS232 


Slide-in-Module Media Converter, Asynchronous 

2.4.2 


2.4.3 Slide-in-Module Media Converter: 

432 x 264 x 46 3.6 


Jun 2010 





item 

nomenclature 



Trusted Filter 

Width x Depth x 

Height (mm) 

Weight 

(Kg) 

2.5 

This is an optional element. If present, the control of HF and 

UHF modems in the black HF/UHF rack can be done remotely 

2x130 x 45 x 165 2x0.3 

with the KVM in the top red rack; else it has to be done manually 

with the buttons on these modems. 



2.6.1. 

PSS Base Chassis 115VAC/ 24VDC converter 

1 

126 x 173 x 25.4 1.0 

2.6.1. PSS Power Module Internal Systems (items 2.1, 2.2, 2.4, 2.5) 9- 

2 24VDC) 

2.6.1. 

3 

PSS Power Module (Internal Systems (item 2.3) 5-24VDC) 

2.6.1. Power plug to connect system to aircraft 120V AC convenience 

4 outlet. 

2.7 19” Transport Case (9U internal capacity) 534 x 690 x 481.5 19.2 

2.7.1 Shelving, equipment mounts 


10 


2.8.1 

Synch serial cable Radio-Access Router (item # 1.3 red-rack 

top) - Encryption unit (item #2.1) 

2.8.2 

Asynch serial cable Radio-Access Router (item # 1.3 red-rack 

top) - Encryption unit (item #2.2) 

2.8.3 

Asynch serial cable Radio-Access Router (item # 1.3 red-rack 

top) - Trusted Filter (item #2.5) (optional) 

2.8.4 

Ethernet cable Radio-Access Router (item # 1.3 red-rack top) – 

data diode (item #2.3) 

2.8.5 Fibre optic cable FOM (item # 2.4) – Iridium black rack 

2.8.6 

Fibre optic cable FOM (item # 2.4) – FOM (item # 3.3 black 

rack one) 

Extension power cord to the prime power input fuse panel on the 

2.8.7 DTA shelf. (use item 2.6.1.4 to connect to aircraft 120V 400Hz 

convenience outlet.) 

2.9 Fans 

Total 481 x 534 x 690 66.4 

(N.B. – total weight based on dual KG-84C configuration). 

C.3 BLACK-RACK-ONE (HF/UHF TRANSMISSION SYSTEMS) 

HF/UHF Transmission Systems (e.g., modems and interface to on-board HF/UHF radios) 

are housed in the Black-Rack-One equipment case, shown in the figure below. Materials are aircraft 

grade aluminium. 


Jun 2010 





Figure C.5 – Exterior Dimensions – E3A BLACK-RACK-ONE, HF/UHF Transmission Systems 

item 

nomenclature 

Table C.4 – BLACK-RACK-ONE, HF/UHF Transmission Systems 


Height (mm) 

Weight 

(Kg) 

3 BLACK-RACK-ONE, HF/UHF 

3.1 HF modem 213 x 305 x 45 1.8 

3.2 High-Speed UHF Modem 406 x 406 x 44 3.9 

3.3 

3.3.1 

Fibre-Optic-Interface-Sub-Chassis, Black-Side-Interface 


• High-Speed Serial, Synchronous 

• V.35 / X.21 / RS449 / RS530 / RS232 


Slide-in-Module Media Converter: 

432 x 264 x 46 3.6 

3.3.2 • Copper to Fiber 


3.3.3 

Slide-in-Module Media Converter, Asynchronous 


3.4 Audio plug 



3.5.2 PSS Base Chassis + 115VAC 400 Hz / 12VDC converter 

126 x 173 x 25.4 1.0 

3.5.3 PSS Power Module (Internal Systems (items 3.3 and 3.4) 12VDC) 

3.5.4 

Power plug to connect system to aircraft 120V AC convenience 

outlet. 

3.6 19” Transport Case (4U internal capacity) 534 x 690 x 259.0 15.5 

3.6.1 Shelving, equipment mounts 


8.2 


3.7.1 

Interconnect cable HF modem aircraft audio system (use item 3.5 

for aircraft side connection) 


Jun 2010 





item 

nomenclature 


Height (mm) 

Weight 

(Kg) 

Fibre optic interconnect cable FOM (red-rack two item # 2.4) – 

3.7.2 

FOM (item # 3.3) 

Extension power cord to the prime power input fuse panel on the 

3.7.3 DTA shelf. (use item 3.7 to connect to aircraft 120V 400Hz 

convenience outlet.) 

3.8 Fans 

Total 240 x 534 x 690 34 

C.4 BLACK-RACK-TWO (DUAL-CHANNEL IRIDIUM SYSTEMS) 

The dual-channel Iridium subsystem installation is on the starboard bulkhead below the 

sextant port (i.e., at the same location as the single-channel system used in the 1G AIMS system). Its 

size and weight are as follows: 

Table C.5 – Dual-Channel Iridium Size and Weight Summary 

Unit Width x Depth x Height (mm) Weight (Kg) 

E3A BLACK-RACK-TWO 370 x 185 x 467 8.8 


Jun 2010 





APPENDIX D- NATO AMIP E-3A RESOURCE ALLOCATION PROGRAM (RAP) DATA SHEET (IS/IA/HF/UHF) 

Enhancement Name or ID: 2G AIMS Chat Rack WUC: Reference Designator (REFDES): 

Equipment Name: 2G AIMS Equipment(Red-Rack-IS/CRYPTO; Black-Rack-HF/UHF) _____ Class: Part Number: __________ 

Circle One: ADD DELETE MOVE 

Aircraft Location Data 

Station Line: 780 (overwing area; replacing seats 42-44) Shelf X coord: 

or 

Balance Arm: 

Shelf Y coord: 

Buttock Line: 

Shelf Z coord: 

Water Line: 

Rack/Panel: 

Shelf: 

If engineering drawings are available specifying the location of the equipment, attach those 

drawings to this sheet instead of filling out this section. If this is an external drag item, 

dimensioned drawings must be attached. 

When adding, provide detailed location data. When deleting existing equipment, this section is 

optional. When moving existing equipment, provide detailed current and new location data. 

Size Data 

Dimensions (Inches) 

Buffer Zones (Inches) 

Height: 44.6 Front: 2 (nose) Bottom: 2 

Width: 21.0 Back: 2 (tail) Left: 10 (port) 

Depth: 27.2 Top: 2 Right: 30 (starboard) 

Electrical Data 

NATO Point Of Contact 

Name: Donald G Kallgren Date: 28 MARCH 2011 

Telephone: +31 70 374 3442 Fax: +31 70 374 3049 

NATO C3 AGENCY DOP.CAT9 

Source of Data 

Name: 

Date: 

Telephone: 

Fax: 

Data Status (Circle One): None Concept CDR PDR Kit Proof Trial Install 

IPB Location: 

Next Higher Assy: 

Weight Data Weight (Lbs): 350 

If equipment CG does not match the geometric centroid, attach drawings indicating correct CG. 

Cooling Data 

Cooling Required (kW): 0.750 

Transformers 

Impedance Loss Factor: 

Primary Voltage: 

Cooling System: ambient air/heat-sink conduction 

Airflow Required (Lbs/Min): ambient air to metal case 

Rating (Amps): 

Secondary Voltage: 

Circle One: Equipment Circuit Breaker Transformer 

Conversion Factor: Efficiency (%): 

Circle One: AC DC 

Next Higher Electrical Element (REFDES, Bus Name): ,BUS 3 

Bus Data Synchronized: Yes No 

Phase connection (DC (0), A, B, C, 3) Voltage (V): 115 VAC 

Bus Name: BUS 3 Bus Wiring Diagram: 

Location (CB Pnl): P-67-2 Wiring Diagram: 

Circuit Breakers : MID-MAIN-CABIN – Convenience CB Rating (Amps): 15 

Bus Description: 

Equipment Data Item Number: Number of Phases: 1 Load (kVA/Amps): 0.425 kVA / 3.7 A Power Factor (PF): 0.65 

Enter duty cycles (in percent) for modes when equipment is on: 



Jun 2010

Annex A-1

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