MP Police Outfitting - Repair and Overhaul (R&O)

Summary

Department of National Defence seeks a licensed contractor to perform repair, overhaul, modification, testing, calibration and spares reduction, plus installation and removal of policing equipment on Military Police vehicles in Edmonton and Montréal. Contract includes on-site qualified labour, materials, secure vehicle storage; three-year base with one-year option.

From the notice

File Number: W8486-270799/A MP Police Outfitting - Repair and Overhaul (R&O) ------------------------- Amendment 005: This amendment is raised to extend the closing date from September 18, 2026, to October 2, 2026. -------------------------- Question 1. Can you advise how many vehicle new and decommissioned at a time? Answer 1. Para 4.2.1 of SOW - It is estimated that installation services will be required for up to 35 MP vehicles and removal services will be required for up to 35 MP vehicles on an annual basis. ________________________________________ Question 2. Does DND MP have a stock of equipment on hand that is to be installed or is all expected to be new equipment? Answer 2. Para 8.3 of SOW -All equipment to be installed must be new. As detailed in each DND 626 TASKING, the MP Transportation Authority may provide all or some of the following equipment. a. A laptop or tablet computer; b. Radar Gun; c. Audio/Visual Equipment; d. Communications Equipment; and e. Laptop modem. ________________________________________ Question 3. The one that I’m confused on is the Annex Evaluated Aggregate Price. At first, I though this was the sum of the three regions over the term. Tables 1, 2, 4 and 5 led to the this concussion. Table 3 the title does not match any of the tables. Should this read Additional Work Request and is the summary of the three regions? Answer 3. it should read "Additional Work Request" and it is the summary of the three regions. (amendment 003/ amendment 004) ________________________________________ Question 4. Is my assumption correct that Annex Evaluated Aggregate Price is the summary of the 3 regions? Answer 4. Yes ________________________________________ Question 5. As we work through the tender pricing again there is some confusion. For table one Table 1 – All level of efforts (labour) and mandatory replacement parts to bring the MP Police vehicles and related items in accordance with Annex - Statement of Work (SOW). The SOW clearly indicates what must be installed. Other than Decals it does not clearly identify if the equipment is all net new, mix between new and reconditioned, or all reconditioned. What equipment is new or not? Answer 5. All equipment must be new ________________________________________ Question 6. Is Table 1 to be priced based on labour, shop supplies, and decals only? Answer 6. Yes ________________________________________ Question 7. That all decommissioned equipment is to be reused providing it is operational as intended? That net new equipment will fall under Table 5. Answer 7. No equipment can be reused, must be new. ________________________________________ Question 8. Table two is to include removal of equipment, shop supplies and testing removed equipment for factory operational status? Answer 8. Table two is for units deemed non reparable and would be scrapped. ________________________________________ Question 9. In the SOW (pages 86-92), it states that certain items need to be supplied but then, near the end of the document (pages 125-128) it states that those same items will be supplied by Ford. Currently, the items that state they are factory supplied, are coming factory supplied. I just want to check if they are coming from the factory, as normal, or if they will now be supplied by the contractor. The items in questions are as follows: "Four Wig-Wag strobe lights..." "Prisoner containment Equipment...." "Cargo barrier..." "Push Bumper" "Equipment Tray..." "Subframe with electronics sub panel..." Answer 9. Such equipment is already installed by Ford through Their own upfitter. ________________________________________ Question 10. I'm sure you were aware of this at the time but recently we had a truck arrive for transport that was deemed improper. Even though it came back a second time, and we loaded it, it was certainly not the proper vehicle and the MP units being loaded sustained slight damage during loading. This caused all kinds of issues between us, the DND, and the carrier. What recourse do we have in these situations and how do we ensure that DND property is protected and that we, as the contractor, are protected from any recourse or scrutiny when performing the loads for these? Answer 10. Contact the ILHQ. If they dispatch a commercial carrier that cannot accommodate the vehicle or meet the proper requirements for loading or handling the unit, refuse the delivery. Then, contact the ILHQ again and request that they arrange for a different commercial carrier. ________________________________________ Question 11. With reference to Annex A, Section 4.1.6, as well as the Mandatory Technical Criteria requiring the Contractor to have multiple regional locations, we noted that the response to Vendor Question 4 indicates that, from a logistical perspective, it would be preferable to have a facility in each province. Could DND please clarify whether having multiple regional facilities is a mandatory requirement for bid compliance? Answer 11. It is mandatory, you will need to have a facility in all 3 regions ________________________________________ Question 12. More specifically, would a supplier operating a single vehicle outfitting facility located in Quebec be eligible to submit a compliant bid for the entire requirement, including Western, Central and Eastern Canada, if all outfitting work is performed at this single facility? Answer 12. Para 4.1.6 of the SOW states -The repair and overhaul contract must have regionalized facilities to provide the above services in the following areas: a. Western Canada – BC to Manitoba; b. Central Canada – Ontario and Quebec; and c. c. Eastern Canada – New Brunswick to Newfoundland ________________________________________ Question 13. Under this approach, the vehicles would be transported to the supplier’s Quebec facility for outfitting and, once completed, transported to their required final destinations. As the pricing schedules include all three regions and the evaluated aggregate price represents the combined total for the three regions, could DND also confirm whether a bidder is required to provide services for all three regions under a single bid? Answer 13. Bidders are required to provide services for all three regions under a single bid. The bidder is responsible for calculating the total price for each region and the resulting aggregate total for all three regions. The aggregate total will be used for evaluation purposes. ________________________________________ Question 14. Firm pricing and exchange rate fluctuations The solicitation indicates that prices are to remain firm and that Canada will not provide protection against exchange rate fluctuations. Considering that a significant portion of the equipment required for police vehicle outfitting is manufactured and purchased in the United States and paid for in USD, could DND please confirm whether bidders are expected to assume the full exchange rate risk for the entire contract period, including the three contract years and the optional year? Answer 14. Yes bidders are expected to assume the full exchange risk for the entire contract period ________________________________________ Question 15. Could DND also confirm whether the different firm prices requested for Year 1, Year 2, Year 3 and the Option Year may be established independently in order to account for anticipated changes in exchange rates, manufacturer pricing and market conditions? Answer 15. No. The prices for Year 1, Year 2, Year 3, and the Option Year should not be established independently based on anticipated changes in exchange rates, manufacturer pricing, or general market conditions. The solicitation calls for firm prices, you need to build your expected increases in costs, exchange rates, etc. into your bid price. ________________________________________ Question 16. Considering the current tariff environment between Canada and the United States, including import duties that may reach 50% on certain categories of goods, there is a possibility that the landed cost of some equipment could change significantly during the term of the contract. Could DND please clarify how bidders should account for existing and potential future tariffs or customs duties when establishing firm pricing for a contract extending over several years? Answer 16. Bidders are to make estimates of existing and potential future tariffs, customs duties, and other applicable import-related costs when establishing their firm pricing. Bidders should account for these anticipated costs and associated risks in their proposed pricing for the full contract period. ________________________________________ Question 17. More specifically, if new tariffs are introduced, existing tariffs are increased, or the tariff classification applicable to equipment changes after contract award, would the Contractor be required to absorb the entire additional cost, or would there be a mechanism allowing for a price adjustment resulting from government-imposed tariffs or duties that were not in effect at the time of bid submission? Answer 17. The Contractor will be responsible for all costs associated with any new or increased tariffs, duties, levies, or changes in tariff classification occurring after contract award. You need to include cost into your pricing strategy. No adjustment to the Contract Price will be permitted as a result of such changes. ________________________________________ Question 18. The solicitation also refers to the possibility of customs duty relief for defence supplies under tariff item 9982.00.00. Could DND please confirm whether equipment imported from the United States by the Contractor specifically for this contract may qualify for this duty relief and, if so, how the Contractor should account for this when preparing its financial proposal ? Answer 18. Yes. Equipment imported from the United States by the Contractor specifically for this contract may qualify for the applicable duty relief, provided that the equipment is certified as defence supplies directly tied to an approved defence contract. The contractor must provide supporting documentation that the equipment is of US origin and is subject to tariffs. The Contractor is responsible for determining whether the specific equipment qualifies for duty relief and for obtaining any required certifications or approvals. The Contractor is also responsible for pre-arranging any applicable remission, managing all customs requirements associated with the importation, where duties are paid upfront, submitting the appropriate application to the Canada Border Services Agency (CBSA) for a refund. The Contractor should assess its eligibility for duty relief when preparing its financial proposal and factor the anticipated treatment of applicable duties, taxes, and related costs into its pricing. Any determination regarding eligibility for duty relief remains the responsibility of the Contractor. ________________________________________ Amendment 004 This amendment is raised to correct the wording in the Annex Evaluated Aggregate Price of the Bid on table 3 (Amendment 004 PDF has been attached) ---------------------------------------------------------------- Amendment 003 This amendment is raised to correct the wording in the Annex Pricing Scheduled on Table 3 of each of the (3) regions: (Amendment 003 PDF has been attached) --------------------------------------------------------------- Amendment 002. This amendment is raised to extend the closing date from September 2, 2026, to September 18, 2026. (Amendment 002 PDF has been attached) --------------------------------------------------------------- Question 1. The document calls for the Whelen Cenator Lightbar which is what is currently being used; however, the lightbar has been discontinued by Whelen and replaced by the Edge 9X lightbar. Will this be an acceptable alternative? Answer: If the Whelen Edge 9X is compatible with the equipment currently installed in our patrol vehicles and provides the same functionality as the Whelen Cenator, I have no objection to its use as a replacement. Question 2. The document mentions the Setina Vault Lock at one point, the Setina Blac-Rac at another, and then lists the part number for the Setina gun rack that was custom made for the Federal Government (RCMP, DND, etc.) All three are different models. Is the rack currently being installed into the units acceptable? Answer: The only weapon rack approved and accepted by the Federal Government is the SET-GK07222UXLRCMP (the Setina gun rack custom-manufactured for Federal Government agencies such as the RCMP, DND, and Military Police). Question 3. The document mentions the "MDT tray repeater" to be supplied by DND however Adj. Simard-Desroches mentioned that this would be installed by the bases upon receiving the completed units. Is this being added back into the upfits? Answer: The CF-33 MDT docking station will be installed by the supplier. The MDT tray repeater will be installed separately by DND. Question 4. For the requirement below is DND looking for an installation facility in each province or one for Western Canada i.e.: Albert, Central Canada i.e.: Ontario, Eastern Canada i.e.: Nova Scotia? 4.1.6 The repair and overhaul contract must have regionalized facilities to provide the above services in the following areas: Western Canada – BC to Manitoba; Central Canada – Ontario and Quebec; and Eastern Canada – New Brunswick to Newfoundland. Answer: Yes. From a logistics perspective, having a facility in each province would be preferable. This would facilitate the movement of new patrol vehicles and significantly reduce delivery timelines. Question 5. Will DND consider having all the vehicle delivered to one location in Ontario using the vehicle manufacture ship through process for up fitting? Upon completion the vehicles would than be shipped to final location? Answer: No. The manufacturer delivers the vehicles to the government-designated dealership in each province (close to the Base). The MAJ EQP or local fleet managers then pick up the vehicles from the dealerships. An EMO is subsequently created to assign a CFR to the vehicle. Once this process is complete, the patrol vehicles are delivered to the supplier for upfitting. Question 6. Police Lights General: RECOMMENDED POLICE LIGHT PARTS Whelen products are strongly recommended due to reliability, replacement low cost, continuity and parts availability in Canada. Will DND accept Canadian manufacture equivalent lights and light bar by D & R Electronics. Manufactured in Canada with lower cost, higher continuity and parts availability than US manufactured lights. Answer: It is the supplier's responsibility to provide sufficient documentation demonstrating that the proposed alternative meets the required specifications. As outlined in the SOW: "Substitutes and alternatives that are equivalent in product, performance or standard will be considered accepted by the Technical Authority when proof of conformance of equivalence for the respective requirement is provided for evaluation." Question 7. The question is also what is to be entered in these tables. The other tables covered the pricing in the three regions. Are these tables the collective total price of the three regions? Answer: Yes this is the total price of the 3 regions ---------- Amendment 001 This amendment is raised to correct the wording in the Annex Evaluated Aggregate Price of the Bid on Table 1 and Table 2 (Amendment 001 PDF has been attached) ---------- File Number: W8486-270799/A MP Police Outfitting - Repair and Overhaul (R&O) PROPOSED PROCUREMENT The Department of National Defence (DND) has a requirement for the Repair and Overhaul (R&O of modification, testing, calibration, and reduction to spares of the Military Police (MP) vehicles for Outfitting. This requirement includes the services of a licensed contractor to install policing equipment on new MP vehicles. The removal of equipment is referring to decommissioning vehicles to have items removed from old vehicles such as emergency equipment, safety equipment, communications equipment and police markings, on Military Police (MP) vehicles. Additionally, the repair and overhaul contract requires repair and maintenance services on the new equipment installed into the new vehicle. The contractor will be responsible for providing qualified on-site labour, specified materials, a secure compound or facility for the storage of vehicles awaiting work and/or shipment, and supervision of the process. The work will be carried out for a period of three (3) years from the effective date of contract award with an option to extend the contract for one (1) additional periods of one (1) year. The crown retains the rights to negotiate with suppliers on any procurement. Documents may be submitted in either official language of Canada. Submission of Bids This requirement uses electronic receipts of bids by e-mail only. For details, please review the section entitled Electronic Submission of Bids in the solicitation document. Bids must be submitted by e-mail only to the following e-mail address: DLP53BidsReceiving.DAAT53Receptiondessoumissions@forces.gc.ca Debriefings Bidders may request a debriefing on the results of the bid solicitation process. Bidders should make the request to the Contracting Authority within fifteen (15) working days from receipt of the results of the bid solicitation process. The debriefing may be provided in writing, by telephone or in person.

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