Questions & Answers - Last update 11 October 2011

Questions and answers in respect to tender procedure11.CAP.OP.114No Question Answer1 Point 2.1.2.1 of the TenderSpecifications:The signature of the contract shall be inNovember 2011. The mentioned trialphase is described starting already inOctober 2011 ending March 2011?Please outline the timeframe (start andduration) on the calendar for the• “preparations for the trial phase”and• “LOGFAS trial phase”, perhaps“core LOGFAS trial phase”• trial operational exercise2 Point 2.1.2.1 of the TenderSpecifications:Is there already a fixed time slot for thetrial operational exercise or shall thecontractor propose one?3 Point 2.2.1-1 of the TenderSpecifications:Please clarify:“The Kick-Off-Meeting will be organised inthree weeks after the end of the tenderapplication.”The end of the tender application is:• Deadline for submission oftenders?It is estimated that from December 2011 to May2012, the Trial phase for ATALANTA will beconducted during the ES and FR ForceCommander rotations. The shift of FCdr. from DEto ES is 6 December 2011.The Trial phase duration is estimated as 3-3.5months. The time frame is required to beplanned and coordinated with the acting nationFCdr.There is not yet fixed time slot for the Trial.Please take into consideration that due to thefact that DE to ES handover is scheduled06/12/2011, the main target remains SProtation. However, more than one monthoverlapping of the Trial Period is expected withthe next FCdr. FR rotation.The Kick-Off-Meeting will be organized in threeweeks following the entry into force of thecontract. We apologise for the error.• Opening session?• Completion date for evaluation oftenders?

• Signature of contract(s)?4 Point 2.3.1-5 and 2.3.2-1 d of theTender Specifications:The training facility with computers will befurnished by the contracting authority orhas to be furnished by the contractor?The Contractor should conduct two (2) trainingpackages covering the rotations from GermanFHQ to Spanish FHQ as the period covers bothFHQ deployments as well as ASA. Location oftraining needs to take into account, the need foron-board training with rendevous at other portse.g. Mombasa, Dar Es Salaam, Salalah and PortVictoria (Seychelles) in the Area of Operationother than just Djibouti.5 Is it possible to get the actual trainingmaterial about LOGFAS from the NCIS-School Latina?6 Which SOP’s are in scope of the projectand could you name the SOP’s?7 Will EDA provides the hardware (clientsand servers) for the trial phase?8 Will EDA provides the software licensesfor the trial phase?The Contractor will have to provide all thetraining personnel, equipment and facilities. Inaddition, the on-board training and all othertraining at ASA will require initial agreement andcoordination with the FCdr of OperationalATALANTA.Please note that this material cannot be releasedat this stage of the procedure. A copy of theLOGFAS tutorial and trainer’s guide may be madeavailable to the future Contractor under strictconfidentiality rules.In scope are the SOPs for Logistic Reporting fromthe Units to the FCDr and from the FCDr to theOHQ.The Contractor will have to provide all thetraining personnel, equipment and facilities. Inaddition, the on-board training and all othertraining at ASA requires initial agreement andcoordination with the FCDr of OperationalATALANTA.The software is available free of charge fromNATO NCISS for EU organisations and EUnations. Assistance to obtain the software by thesuccessful bidder will be provided by EUMS andEDA.9 How many clients are necessary? The estimate for the required number of stationsis 8. (2 for ships, 1 for MPRA detachment, 1 forASA, 1 for FCDr, 1 for OHQ, 2 spare). Theestimate for the number of personnel to betrained is 13. (2 for each Unit/HQ plus 1 EUMSofficer)

10 Security standardsIn the general implementation of itsactivities and for the processing oftendering procedures in particular, theEDA observes the Council’s securityregulations set out in Council Decision2011/292/EU of 31 March 2011 on thesecurity rules for protecting EU classifiedinformation.http://eurlex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2011:141:0017:0065:EN:PDFHow can we obtain a copy of the Council’ssecurity regulations set out in CouncilDecision 2011/292/EU of 31 March 2011?11 Point 2.1.1 of the Tender SpecificationsBackgroundRecent discussions with Member States (MS)on a wider use of LOGFAS for EU operationshas led to a mandatory use of LOGFAS as thecore LOG IS for all EU operations, regardless ofdimension (Land, Air or Maritime), as recordedin the EUMC approved revised EU LogConcept3http://register.consilium.europa.eu/pdf/en/11/st08/st08641.en11.pdfHow can we obtain a copy of the EU Conceptfor Logistics Support for EU-led MilitaryOperations (EU Council doc 8641/11, dated 4April 2011)?12 Point 2.2.1-0 of the Tender SpecificationsThe Quality Management (First version) andProject Management Plan shall be submitted toEDA with the tender, and updated continuallyin whole entire project.There is no specific format for the Project ManagementPlan, as long as it includes all elements required in thetechnical specifications.Does EDA prefer a particular projectmanagement plan format or preparation usinga particlar project management software?13 Point 2.2.1 of the Tender SpecificationsPLANNED TRAVELLING REQUIREMENTSThe contractor needs to plan for a number oftrips to perform the study and trial. The underbelow listed places should apply as a startingpoint and in addition to the planned meetingsat EDA premises, detailed above and to befinally agreed on with the EDA Contractmanager.• Brussels: EUMS• Northwood, UK, where the OHQ isThis is not acceptable, unless the travel and subsistencefor the EUMS and EDA participants attending theprogress meetings are carried by the contractor.

14collocated with the UK Permanent JointHeadquarters.• Djibouti where the ASA is based andwhere personnel from ships, MPRA orNSE detachments might need supportand possibly training.• DE and ES to possibly train/supportforce elements prior deployment totheatre.The contractor needs to consider that thesetravel expenses included to the tender and EDAwill NOT reimburse them.Would it be acceptable to the EDA to conductthe required progress meetings at the OHQ?Can EDA confirm that DE and ES can hosttraining of their Force HQ and supportelements prior to deployment?Training prior to deployment may be possible, but isdepending on the timings of units moving to the AOOand this should be coordinated with the nationsinvolved. It should be noted, however, that due todelays in the preparation of the study, the participatingnations in this trail at FCDr level are ES (takingcommand of Atalanta from 6 December 2011 and FR,taking command in April 2012.15 Point 2.3.1-1 of the Tender SpecificationsAdvice and support the OHQ to establishappropriate network requirements for thereporting.YESCan EDA confirm that this refers to networkrequirements for the Logistics reporting ratherthan project tracking?16 Point 2.3.2-1 of the Tender Specificationsf. During the whole contract period: Establish aLOGREP help-desk function to supportreporters and OHQ as problems arises.Means of communications: e-mail and/or telephone.Availability: 24/7 availability, 24 hours maximumresponse time.Are there any specific parameters for the helpdeskfunction in terms of communications,periods of coverage and response times?

17 Point 2.5.3 of the Tender SpecificationsDatabase of LOGREP, LOGFAS and otherreporting data: in the suitable format readablefor LOGFAS formatsThe Contractor will have to build/provide database(s)suitable for LOGFAS reporting, based on LOGBASE typedatabase. RICs should be used.Can EDA confirm that the database referred tois LOGBASE and that reporting data must be inLOGBASE format including the use ofReportable Item Codes (RICs)?18 Point 3.2.3 of the Tender SpecificationsTechnical and professional capacity -Requirement(s):• The Tenderer shall have plan foraccessibility to sources of informationCould EDA please clarify the meaning of andany specifics related to the requirement forhaving a “plan for accessibility to sources ofinformation”?19 Point 3.2.1 of the Tender SpecificationsLegal capacityRequirementThe tenderers, including all consortiummembers and all sub-contractors whereapplicable, are asked to prove that they areauthorised to perform the contract under theirnational law as evidenced by inclusion in atrade or professional register, or a sworndeclaration or certificate, membership of aspecific organisation, express authorisation orentry in the VAT register.The Bidder will need to provide a list of documents thatthey use as sources of information with regard to thistender/LOGFAS.The EDA is not party to the WTO GovernmentProcurement Agreement and participation in ourprocurement procedures is not opened to companiesregistered in the USA.Would articles of incorporation and registrationin the U.S.A, and registration with Dunn &Bradstreet satisfy this requirement or wouldany other evidence be required?