CLARIFICATIONS N 6 TO THE CALL FOR TENDERS N ECHO/C4/FRA/2013/12.

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1 EUROPEAN COMMISSION DIRECTORATE-GENERAL HUMANITARIAN AID AND CIVIL PROTECTION - ECHO ECHO.C - Resources, Partnerships and Operational Support C/4 - Field Network, Transport and Logistics CLARIFICATIONS N 6 TO THE CALL FOR TENDERS N ECHO/C4/FRA/2013/12. Title: Provision of VSat Service & Mobile Satellite Telephony & Data Services for DG ECHO Ref.: Open procedure, OJ Ref. 2013/S of 20/08/2013 Date RFP Page/ Section # Question 18/10/2013 Lot page 9 In regards to the related satellite equipment: The system shall have hot plug dual redundant power modules. Kindly clarify if DG ECHO refers to equipment installed at the teleport or to the remote on site. If this refers to remote on site, is this feature mandatory? 21/10/2013 Page 8 The bandwidth is specified as 6 Mbps downlink and 3Mbps uplink. Please verify if this link rate include or exclude the satellite system overhead that can be 25% on inbound channel of an idirect VSAT system? 21/10/2013 Page 8/10 There are four references for VSAT locations in Section 0. Please verify if the site location is in Section instead of Section 0. If not, please supply the Section 0 text. 17/10/ Include mechanisms allowing DG ECHO to dedicate parts of the bandwidth to specific field offices or portable VSAT Answer DG ECHO refers to equipment installed by the provider on site; that means equipment installed in DG ECHO Offices. This feature is not a mandatory requirement but it should be mentioned explicitly in the offer that the tenderer cannot fulfil the / specification. No, it does not include any system overhead necessary to operate the submitted solution. The need for DG ECHO is 9Mbps internet connectivity. Effectively, the reference to Section 0 should be read as the section. No, DG ECHO will ask the selected provider to adapt the dedicated bandwidth. DG ECHO expects this 1

2 antennas. Does this requirement mean the ability of ECHO personnel to change the BW allocation at field offices on their own and instantly? 17/10/ Power supply requirements shall be VAC (autorange), with 50/60 Hz. The system shall have hot plug dual redundant power modules. Is it correct that VSATs are to be connected to two power sources (like mains and a power generator) and it is therefore required that in case of outage at one of them the VSAT system should be able to switch on its own to the functioning one? (This can be achieved in different ways, e.g. by use of a hot swap power supply in the modem and eventually other boxes comprising the VSAT system, or by use of an ATS, etc.) change to be effective within a reasonable timeframe. The requirement refers to the use of a hot swap power supply in the modem. Nevertheless, this feature is not a mandatory requirement but it should be mentioned explicitly in the offer that the tenderer cannot fulfil the / specification. 17/10/ a list and cost of equipment (including manufacturer and model) required to supply the described solution. It should be clearly indicated where existing equipment can potentially be reused The information provided per site includes antenna only, is it possible to know the type of modem (the router and the switch if ever) and RF components per site to fully answer the latter part of the requirement? 16/10/2013 Page 8, Section Technical Requirements 16/10/ /10/2013 Page 9, Section Technical Requirements Page 9, Section Locations Is the bandwidth breakdown of 6Mbps downlink and 3Mbps uplink specifically for the sites in the table (and various locations within Africa) in section "Locations"? It is mentioned; "Guarantee that for each location listed in section 0 DG ECHO could dedicate a minimum of 1Mbps of bandwidth on demand when required." Where exactly is Section 0 in the tender document? Is the 1Mbps bandwidth total bandwidth (uplink and downlink)? If yes, what is the breakdown or ratio of the uplink and downlink? Can the existing equipment be re-used or bidder must provide new equipment for the solution proposed? If the former, is it possible to provide the make and model of the existing equipment? 2 See Clarifications n 4: a list of the existing equipment will not be made available. Up to the tenderer to offer the required equipment (based on table 5.3.2). DG ECHO will afterwards assess the need to replace or re-use the existing components. See Clarifications n 1 to 5 Effectively, the reference to Section 0 should be read as the section. See clarification n 1 16/10/2013 Page 9, Section The increment or decrement of 2Mbps is for total bandwidth Yes, it is for the total bandwidth. The same ratio will

3 Flexibility and Scalability of the provided solution (uplink and downlink)? If yes, what is the breakdown or ratio of the uplink and downlink? 16/10/ Are there any requirements as to Uninterrupted Power Supply for the VSAT systems? 22/10/ Tender mentions ( ) BW of 6/3Mbps for all sites and 1Mbps minimum BW per site when required. What is the maximum up/down BW that will be required for a single site? 22/10/ In section tender mentions a Fly-Away antenna. Will this be auto pointing and auto deploy? Mounted on vehicle? Needs suitcase? Any specifications? be applied (2/3 down 1/3 up). Up to the tenderer to offer the best option. According to the effective needs, DG ECHO together with the provider will assess the maximum bandwidth per site. Up to the tenderer to offer the best option. Please refer to the table page23. The antenna will not be mounted on a vehicle but should need a suitcase. 22/10/ Of the existing equipment mentioned ( ) what is the antennas vendor and model? Are they circular or linear? 22/10/ Tender mentions ( ) The system shall have hot plug dual redundant power modules. Does this refer to the hub supporting the remotes, or is it an obligatory requirement for the remote VSATs as well? If yes, will an external switching system be acceptable? Will a cold redundancy option be acceptable? 22/10/ Tender mentions (5.2.2) tenderers must provide proof of their economic and financial capacity by submitting either Annex 6.4 form. Annex 6.4 form mentions official certified accounts. Does a condensed certified audited statements as of 31/12/12 and 31/12/11 is sufficient? The antennas are dishes from various vendors and models. Please refer to answers here above. As mentioned in the specifications, the Annex 6.4 form is required. If the tenderer is unable to complete the form, some alternatives are proposed :(1) full copy of the legal entities' annual accounts (2) statement of overall turnover (3) appropriate statements of banks or evidence of 3

4 prof. risks indemnity insurance (see 5.2.2) 22/10/2013 The tender requires the provision of services and equipment also into the Republic of Sudan. The Republic of Sudan is subject to various embargos and export control restrictions which are also imposed by the UN and which in some instances are incorporated into EU law. Please clarify how the request to provide services and equipment in the Republic of Sudan as described in the tender operates in light of the restrictions noted above. DG ECHO has to respect the eventual international embargos. If a Vsat equipment is asked for some specific country for which an international embargo is ongoing, DG ECHO will have to respect it and another solution will have to be investigated. 23/10/2013 Tender Specifications, Page 23 (table of prices), page 39 (Contract Title), clarifications 01 (answer 2) the sample contract for Lot 1 (page 39) is only a service contract, there is no clause about warranty, maintenance, delivery, property. in clarifications 01, answer 2, it is written " DG ECHO will need to procure VSAT antenna kits..." the price matrix table on page 23 requires prices for only fixed an d mobile VSAT delivery (and installation for fixed terminals) Hence our question: What are the contractual requirements of DG ECHO regarding ownership, warranty, maintenance of the terminal equipment to be delivered The ownership of the equipment ordered and paid by DG ECHO is automatically transferred to DG ECHO. The equipment will be provided to DG ECHO offices with the usual warranty (min 2 years). If the tenderer can provide a longer warranty or special conditions on the warranties, it should be specified in the offer. The provided warranty should have a worldwide coverage (ECHO could eventually send equipment from 1 office in Africa to another office in Asia). If the tenderer is using local partners to maintain its equipment park, it should be mentioned in the offer (including contacts of the local partners). Please also refer to the following requirements in the specifications for which the tenderer is asked to provide: page 21 : (d) a description for each equipment of the legal warranty the provider will offer; page 21 : (e) a description of after-sales services over 4 years for the equipment provided; page 10: Where the maintenance and service will be provided from; 4

5 II.15.5 lot1 II.4.1 lot1 II.6.4 II.10.2 Regards to the clause II.15.5 of the FRAMEWORK SERVICE CONTRACT Lot 1, should the tenderer provide a tender maintenance guaranty joined with the tender, it means, before being awarded? In case of positive answer, could be this guaranty from a private company which manages insurance policies for the tenderer? Regards to the clause II.4.1 of the FRAMEWORK SERVICE CONTRACT Lot 1 about Conflict of interest, does it mean that the awarded tenderer could not provide these types of satellite services to the European Union s rivals? Regards to the clause II.6.4 of the FRAMEWORK SERVICE CONTRACT Lot 1 about Personal data, will the tenderer manage personal data from the UE or its Clients? Regards to the clause II.10.2 of the FRAMEWORK SERVICE CONTRACT Lot 1 about Ownership of the results, which type of results will be requested by the UE? No. No, the tenderer is of course free to offer similar services to other companies or entities. No, except the data transmitted via the provided equipment Not applicable in this case 5