UNITED ARAB EMIRATES

G.H.Q ARMED FORCES

Critical Infrastructure & Coastal
Protection Authority
Capability Development Department



Request for Proposal (RFP)
United Arab Emirates Coastal Surveillance System (UCSS)

Prepared by Approved by

Capability Development Department <name>
Consultant <appointment>
<date> <date>



Candidates will have received, signed and returned a Non- Disclosure Agreement as a pre-condition of accepting this RFP. Non-compliance with
this requirement will automatically disqualify the candidate, in which case this document should be returned immediately to theCritical
Infrastructure & Coastal Protection Authority.
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Table of Contents
1. Introduction .............................................................................................................................................................................. 5
2. Summary of Requirement ................................................................................................................................................... 6
3. Concept of Operations (CONOPS) .................................................................................................................................... 9
4. Statement of Work .............................................................................................................................................................. 10
5. PROPOSAL SUBMISSION DETAILS ............................................................................................................................... 11
5.1 Requirements of RFP submission ....................................................................................................................... 11
5.2 Proposal Submission ................................................................................................................................................ 11
5.3 Enquiries and Communication ............................................................................................................................. 11
6. GENERAL CONDITIONS OF TENDER ........................................................................................................................... 13
6.1 General Conditions .................................................................................................................................................... 13
6.2 Submission Costs ........................................................................................................................................................ 13
6.3 Conflicts of Interest ................................................................................................................................................... 13
6.4 Corrupt, fraudulent, coercive or collusive practices ................................................................................... 14
6.5 Public Relations .......................................................................................................................................................... 14
6.6 Governing Law ............................................................................................................................................................ 15
6.7 Language for Submission ........................................................................................................................................ 15
6.8 Location of Meetings ................................................................................................................................................. 15
6.9 Security Clearance, Policies and Procedures .................................................................................................. 15
6.10 Resources, Fees and Payment ............................................................................................................................... 15
6.11 Terms and Conditions of Appointment ............................................................................................................. 16
6.12 Selection Criteria ........................................................................................................................................................ 16
Annex A PRICE SCHEDULE .................................................................................................................................................... 18
Annex B CONTRACT ADMINISTRATION .......................................................................................................................... 19
Annex C STATEMENT OF COMPLIANCE .......................................................................................................................... 31
Annex D INFORMATION TO BE INCLUDED IN PROPOSAL ...................................................................................... 32
Annex E GENERAL TERMS & CONDITIONS OF CONTRACT ..................................................................................... 34
Annex F Government Furnished Equipment (GFE) ..................................................................................................... 35

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GLOSSARY

Term Definition
Business-as-usual Core business processes of the UAE Government
Commercial Off the Shelf
(COTS)
Commercially available software, products or solutions that can be
purchased and integrated with little or no customization.
Concept of Operations
(CONOPS)
A document that provides a conceptual understanding of how the
delivered capability will operate to achieve a desired operational effect.
Contract Master Schedule The Contract Master Schedule describes the Contractors planned
sequence of activities, milestones and decision points.
Contractor The successful tenderer that is contracted by the UAE Government to
deliver the UCSS
Customer Value Proposition This is a comprehensive statement of the intended value to the UAE
Design Review A formal, documented, comprehensive and systematic examination of a
design to evaluate the design requirements and the capability of the
design to meet the requirement for quality, and to identify problems and
propose solutions.
End-to-End Including all component and subsystems of the UCSS, all interfaces and all
end-points
Function and Performance
Specification
The requirements from a functional and performance perspective that
must be delivered by the contractor
Government Furnished
Equipment/Materials (GFE)
Equipment/Materials required by the Contractor from the UAE
Government in order to fulfill contractual requirements
Intellectual Property Register Provided by the Contractor, and forms the baseline for distinguishing
ownership of all background, foreground and/or other Intellectual
Property
Participating Agencies UAE Government stakeholders that will either contribute or benefit
to/from the UCSS Capability.
Performance Measures Either Qualitative or Quantitative measures or indicators of progress
toward specified outcomes or benchmarks
Project Management Plan
(PMP)
Provides an overview of the different project processes and how they fit
together to form an integrated management system for the project
Project Status Report The Contractors principal statement and explanation of the status of the
project to be provided to the UAE Government at the end of each
relevant reporting period
Quality Assurance Plan (QAP) This describes the standards, processes and procedures used by the
Contractor and its sub-contracted parties
Respondent Any party that provides a formal response to the UAE Government
relating to the provision of the UCSS Capability. The same meaning as
Tenderer.
Service Provider(s) Any individual or organization which is authorized to provide services on
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Term Definition
behalf of one of the Participating Agencies
Subcontractor Any party that is contracted to the Contractor in a role associated with
the UCSS project
Tenderer Any party that provides a formal response to the UAE Government
relating to the provision of the UCSS Capability. The same meaning as
Respondent.


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1. INTRODUCTION
1.1.1 The Critical Infrastructure & Coastal Protection Authority (CICPA) is the government
authority tasked with handling the protection and security of The UAEs vital assets and
infrastructure. The Authority works to ensure that critical facilities are secure from
potential threats, possible disruption and imminent destruction.
1.1.2 Originally established in May 2007, under the Presidential decree issued by HH Sheikh
Khalifa bin Zayed Al Nahyan, President of the UAE and Ruler of Abu Dhabi, CICPA works to
secure the UAEs infrastructure and promote economic stability. Working with other
government security forces, CICPA takes all necessary precautions to obstruct and prevent
any destructive actions by hostile forces which may have a damaging effect on the UAEs
well-being.
1.1.3 The significant nature of CICPA is embodied in every aspect of the organization, including
its motto. As Guardians of the Nations Prosperity, CICPA is the leading agency
responsible for the protection of the UAEs critical assets and facilities, including its
economic and social success. The Authority strives to provide maximum security while
ensuring the uninterrupted flow of commerce.
1.1.4 CICPA will follow up, assess and update all procedures related to insuring and protecting
vital infrastructure, such as onshore and offshore petroleum facilities, from acts of
sabotage. CICPA is also responsible for implementing the rules and regulations related to
the security and safety of the UAEs maritime environment. CICPA will help achieve the
UAEs economic stability and security in coordination with the armed forces, Federal
government agencies and local communities.
1.1.5 CICPAs logo represents the vital role the Authority plays in the protection of the UAEs
resources. The logo includes the dhow, which represents commerce and trade two of the
most fundamental aspects of the Emirates prosperity. The use of the gear in the logo
signifies construction and the growth of infrastructure, the foundations upon which the
prosperity of the UAE continues to grow. The crossed daggers symbolize CICPAs role as
protector and guardian of the UAEs prosperity. The design of the CICPA logo demonstrates
the organizations commitment to protecting the vitality of the Emirate.
1.1.6 In order to meet its mandate, the Critical Infrastructure & Coastal Protection Authority
works with the the UAE Executive Council to develop and implement security and
regulatory policies to ensure the protection of the UAEs infrastructure. CICPA works with
other government authorities and security forces, such as the UAE Armed Forces, to
establish and implement a unified protection plan for the security of the Emirates
resources.
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2. SUMMARY OFREQUIREMENT
2.1.1 As part of a broad national security programme the UAE Government has a responsibility
to provide Coastal Surveillance and Maritime Domain Awareness (MDA) in support of many
operational requirements.
2.1.2 Key to the performance of the security programme is an understanding of the UAEcoastal
and maritime threat environment, which includes, but is not limited to:
1) Maritime Terrorism
a) Direct attack on critical infrastructure, against commercial interests or against other
vessels
b) Direct environmental/biological attack
2) Unauthorised Maritime Arrivals
a) Unauthorized landings either with or without migration intent
3) Illegal Exploitation of Natural Resources
a) Illegal Foreign or Domestic Fishing
b) Removal or destruction of wildlife
c) Damage to ecosystem
d) Seabed exploitation
e) Transfers of catch at sea
4) Prohibited Imports/Exports
a) Import or export of prohibited and regulated goods
b) Transfers of prohibited items at sea
5) Marine Bio-security and Pollution
a) Introduction of animal & plant pests & diseases
b) Introduction of human diseases
c) Introduction of marine pests & diseases
d) Marine spills and discharges
e) Illegal sea-dumping
f) Marine debris
6) Illegal Activity in a Protected Area
a) Breaches of Protected Areas or Safety Zones around offshore oil and gas installations
or submerged pipelines/cables
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b) Interference with historic maritime wrecks or sites
c) Loitering in Prohibited Zones or Traffic Separation Zones
7) Piracy
a) Organised activity against vessels or infrastructure
b) Opportunistic Attack
2.1.3 For the past several years the UAE Government has relied heavily on the Vessel
Identification System (VIDS) to provide coastal surveillance, maritime domain
awarenessand monitor its threat environment; however, the VIDS capability in its current
state is not able to meet future operational demands.
2.1.4 Due to the age of the current system and its known deficiencies, the UAE Government has
a requirement to procure a new surveillance capability that is able to meet both current
and future capability demands.
NOTE: It may be possible to reuse some components and/or infrastructure used by the
current system. The tenderer may consider reusing components/infrastructure in their
design solution, where it is appropriate.
NOTE: As part of the tender development process, the tenderer is required to conduct a
survey of the current surveillance capability under the supervision of CICPA staff. The
tenderer is to use the results of this survey to develop their design solution and identify any
parts of the current system that may be reused as part of the new capability design
solution. CICPA will advise tenderers of the timings, dates and locations for these site
surveys. Tenderer personnel will be required to have CICPA security permits for this
activity
NOTE: It is recognised that because of the age and the condition of current systems
components and supporting infrastructure, the tenderer may decide to use new
components and/or infrastructure as part of the new capability design solution. In this
case, the tender must identify the old components/dedicated infrastructure of the current
system which will not be reused and provide a plan for disposing of theseitems and, where
applicable, restoring the site to its earlier condition. These disposal/restoration activities
are to be identified in the disposal plan which to be provided with the new surveillance
capability solution. The successful tenderer will be responsible for implementing the
disposal plan as part of the scope of work.
2.1.5 The UAE Government is seeking the services of a systems integrator able to deliver the
UCSS capability into operational service.
2.1.6 To meet the challenges of this complex project, the UAE Government is seeking the
services of a systems integrator experienced in the design, development and
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implementation of similar coastal surveillance and/or maritime domain awareness systems.
The successful respondent will be required to demonstrate specific expertise in:
1) The utilisation of GIS platforms to produce intelligence views in coastal/maritime
domains.
2) Designing and implementing interfaces between central systems and multi-source
external data custodians and providers, including direct interfacing to external
databases, database replication and other data sources as necessary, to meet
operational requirements.
3) The design and application of services-oriented architectures (SOA) and command and
control information systems architecture models.
4) The effective integration of various different sensors, systems and infrastructure
required to producea combined operational maritime awareness picture.

2.1.7 The successful contractor will be required to provide their own methodologies, practices,
and experience to mature the UCSS Concept of Operations (CONOPS), further develop
detailed operational and functional requirements, explore solutions, make design
decisions, develop architectures, create the system specification, and deliver the
operational capability.
2.1.8 Respondents to this RFP must provide a fully considered and complete fixed price proposal
to complete all necessary work to identify and prepare the UCSS site locations anddeliver
the UCSS into operational service.
2.1.9 Respondents are informed that whilst no firm project delivery date has been specified
within this RFP, proposals demonstrating a rapid delivery schedule will be evaluated more
favourably.
2.1.10 Respondents must provide references able to confirm details of experience in the design,
development and delivery of similar coastal surveillance and/or maritime domain
awareness systems.
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3. CONCEPT OF OPERATIONS (CONOPS)






(Refer to Attachment A Concept of Operations)

10

4. STATEMENT OF WORK






(Refer Attachment B Statement of Work)
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5. PROPOSAL SUBMISSION DETAILS
5.1 REQUIREMENTS OF RFP SUBMISSION
5.1.1 Respondents shall submit their Proposal in two (2) separate sealed envelopes, the 1st
envelope containing the technical un-priced proposal (electronically in both PDF and
Microsoft Word Format on CD along with a hard copy), and the 2nd one containing the
commercial (priced) Proposal(electronically in both Microsoft Word/Excel and PDF format
on CD along with a hard copy). Each envelope must be identified with clear marking of the
contents, whether TECHNICAL PROPOSAL or COMMERCIAL PROPOSAL on the outer
cover.
5.1.2 The envelopes must not bear any mark indicating the name or identity of the Respondent
but shall be clearly marked on the outside with the Proposal title, the Closing Date and the
content of the envelope, as indicated above.
5.2 PROPOSAL SUBMISSION
5.2.1 Submission must be made by xxx no later than 12:00 p.m. local time.
5.2.2 All submissions shall be deposited in the CICPA tender box. XXX
5.2.3 The location of the tender box, the procedures for accessing the box, and the details of a
contact that can be used on the day in the event of any problems with access, shall be
advised prior to the submission date.
5.2.4 Submission or variants to the standard submission will only be considered if previously
authorised by the CICPA and adherence to the standard requirements are met.
5.2.5 The CICPA intends to proceed with this contract in a timely manner, and will therefore hold
the Tenderer to the timescales and deadlines set out herein.
5.2.6 Requests for extensions will not be considered and late submissions will automatically be
disqualified.
5.2.7 The CICPA expects to select a preferred contractor on the basis of submissions. There will
not be an opportunity to revise submission proposals past the stated deadline unless CICPA
requests a revision. CICPA reserves the right to make this request.
5.3 ENQUIRIES AND COMMUNICATION
5.3.1 All enquiries relating to this RFP must be made by email only.
5.3.2 The email address for any enquiries is: xxxxxxxx@cnia.ae
5.3.3 The CICPA will acknowledge, by return email, all enquiries.
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5.3.4 During the preparation period, Tenderers may submit questions and requests for
clarification or further information.
5.3.5 Respondents should note the following procedure for obtaining information or
clarification on matters arising during the preparation period:
1) Enquiries and clarifications relating to the content on the RFP will only be considered if
submitted on or before xxx.
2) Companies should prepare questions and requests for clarification and submit these via
e-mail to CICPA. If the question is considered commercially sensitive (i.e. not relating to
a possible error, omission or clarification of the meaning of a statement) the question
should be preceded with the words Commercially Sensitive:.
3) If the CICPA does not agree with the Commercially Sensitive classification we will advise
you and you may choose to withdraw the question or proceed on the understanding
that the response will be sent to all parties.
4) CICPA may, at its own discretion, respond to requests for clarification with any
additional information to which it has access. However, CICPA is not obliged to comply
with any such request and does not accept any liability or responsibility for failure to
provide any such information.
5) All questions raised (and not agreed by CICPA to be Commercially Sensitive) and their
associated answers provided by the CICPA will be sent to all parties who have received
and indicated their intention to respond the RFP. CICPA shall use all reasonable
endeavours so as not to identify the party submitting the question.
6) Where we agree the question is commercially sensitive, we will only send the response
to the party that raised it.
5.3.6 Subject to the above protocol, companies are welcome to contact CICPA by email with
reasonable frequency to discuss any aspect of this RFP.
5.3.7 CICPA will only meet with the Tenderer by appointment and only post submission of RFP
where the CICPA has determined a clarification session is required.
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6. GENERAL CONDITIONS OF TENDER
6.1 GENERAL CONDITIONS
6.1.1 Issuance of RFP
1) The issuance of this RFP and the submission of a response by any interested respondent
do not obligate the CICPA in any manner to proceed with this Tendering process.
2) Legal obligations are only valid once a formal contract has been established through
signature between the CICPA and the successful respondent.
6.1.2 Reservation of Rights
1) CICPA reserves the right to:
a) Amend, modify, or withdraw the RFP;
b) Revise any requirements of the RFP;
c) Require supplemental statements or information from any Respondent;
d) Accept or reject any or all responses hereto;
e) Alter the timetable;
f) Not award a contract and/or discontinue this tendering process.
6.2 SUBMISSION COSTS
6.2.1 Each party is responsible for its own costs and expenses incurred by them or any third
party acting under instruction from them in connection with its bid and submission. This
responsibility extends to costs incurred by party advisors; regardless of whether these arise
as a consequence (direct or indirect) of any amendments made by the CICPA to this RFP.
6.2.2 CICPA will not reimburse or be liable for any costs incurred by the candidate in connection
with any part of the selection process.
6.3 CONFLICTS OF INTEREST
6.3.1 If any respondent believes there may be a conflict of interest, they should immediately
seek clarification from the CICPA during the selection process.
6.3.2 Failure to declare any conflict of interest may disqualify a respondent from the selection
process.
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6.4 CORRUPT, FRAUDULENT, COERCIVE OR COLLUSIVE PRACTICES
6.4.1 The CICPA requires that tenderers, suppliers, service providers, contractors,
concessionaires and consultants under CICPA awarded contracts, observe the highest
standard of ethics during the procurement and execution of such contracts. In accordance
with this policy, the CICPA :
1) defines, for the purposes of this provision, the terms set forth below as follows:
a) "corrupt practice" means the offering, giving, receiving, or soliciting, directly or
indirectly, anything of value to influence improperly the actions of another party.
b) "fraudulent practice" means any act or omission, including a misrepresentation, that
knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial
or other benefit or to avoid an obligation.
c) coercive practice means impairing or harming, or threatening to impair or harm,
directly or indirectly, any party or the property of the party to influence improperly
the actions of a party.
d) collusive practice means an arrangement between two or more parties designed
to achieve an improper purpose, including influencing improperly the actions of
another party;
2) will reject a Proposal for award if it determines that a Tenderer recommended for award
has engaged in corrupt, fraudulent, coercive or collusive practices in competing for this
contract;
3) will declare a firm ineligible indefinitely or for a stated period of time, to be awarded a
CICPA contract if it at any time determines that:
a) the firm has engaged in corrupt, fraudulent, coercive or collusive practices in
competing for, or in executing, a CICPA contract; or
b) the firm has been found by a judicial process or other official inquiry to have
engaged in corrupt, fraudulent, coercive or collusive practices.
6.5 PUBLIC RELATIONS
6.5.1 The Tenderer shall not make any public announcements in relation to this RFP or any
matters relating thereto without theCICPAs prior written consent.
6.5.2 The CICPA reserves the right to reject the Proposal at any stage and without notice and to
pursue all remedies available to it under the law, should a Tenderer make any public
announcement or statement in any manner in relation to the RFP or related contract at any
time without the CICPAs prior written consent.
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6.6 GOVERNING LAW
6.6.1 The negotiations and all subsequent contracts negotiated will be subject to U.A.E law and
the exclusive jurisdiction of the Emirate of the UAE courts.
6.7 LANGUAGE FOR SUBMISSION
6.7.1 The selection process and associated materials and correspondence will be in English and
Arabic.
6.8 LOCATION OF MEETINGS
6.8.1 All formal meetings regarding the selection process will be held in Abu Dhabi, United Arab
Emirates.
6.9 SECURITY CLEARANCE, POLICIES AND PROCEDURES
6.9.1 All personnel working within CICPA sites may be subjected to background checks and other
security clearance procedures.
6.9.2 In the event that the Contractors personnel fail to meet the security clearance
requirements, the Contractor shall replace that person within 7 days.
6.9.3 All Contractor staff working on this project, or in any way involved with this project shall be
required to comply with relevant CICPA security policies and procedures.
6.9.4 Contractor staff may be subject to search on arrival and departure each day.
6.9.5 Contractor staff may not bring into or remove any form of data media without prior written
permission from the CICPA. This includes but is not limited to CD/DVD, USB drive, laptop
computers, and mobile phones with data storage capability.
6.10 RESOURCES, FEES AND PAYMENT
General
6.10.1 The CICPA expects the Respondent to provide a fixed all inclusive price to cover the cost of
the fixed deliverables under the contract and a schedule of rates for the optional and
variable components (if applicable).
6.10.2 The financial proposal shall be valid for at least 90 days from the date of submission.
Changes or amendments to the price and costing after submission may be cause for
dismissal/disqualification.
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6.11 TERMS AND CONDITIONS OF APPOINTMENT
6.11.1 Appointment shall be subject to the CICPA General Conditions of Contract provided
withinAnnex E.
6.12 SELECTION CRITERIA
6.12.1 The CICPA will evaluate responses according to the following general criteria:
1) Ability to satisfy capability requirements:
a) The Respondents solution will be assessed for its overall ability to:
i) deliver a capability as broadly described within the Concept of Operations
(CONOPS), included as Attachment A to this document;
ii) meet theUCSS Operational and Functional requirements as described within the
Statement of Work, included as Attachment B to this document; and
iii) meet the Project Delivery requirements ad described within the Statement of
Work, included as Attachment B to this document.
2) Cost Effectiveness:
a) The ability to deliver a capability that represents the best value for money;
b) The provision of options that allow the CICPA to understand trade-offs between cost
and capability. For example, options that allow for considerable savings to be made
by excluding a requirment that may not be necessary to meet the overall desired
operational effectiveness. Respondents are reminded to clearly articulate what is
included / excluded under these options, as a compromise to overall operational
effectiveness may result in a lower evaluation score if not clearly explained.
3) Quality:
a) The ability to deliver a capability that represents high standards of quality.
b) The ability to staff the project team with recognized subject matter experts within
relevant fields of expertise.
4) Time:
a) The ability to deliver the project into operational service using an accelerated
delivery schedule that does not compromise cost or quality.
b) No operational delivery date has been specified within this RFP; however,
respondents should be aware that the UAE would like the capability to be delivered
ASAP, and responses will be evaluated accordingly.
5) Relevant Experience
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a) The Respondent will be judged in terms of their relevant experience in providing
low-risk coastal surveillance and/or maritime domain awareness solutions in high
tempo operational environments;
i) The Respondents Middle East experience particularly the successful delivery of
technical military solutions to organisations within the U.A.E will be well
regarded;
ii) Availability of the Respondents resources and/or establishment within the U.A.E
will be well regarded;
iii) The Respondents past performance and achievements in related areas will be
considered;
6) Overall Approach
a) The CICPA will consider the complete submission in response to this RFP, taking into
account:
i) The overall approach of the Respondent to fulfilling the requirements of the RFP;
ii) Comprehensive understanding of the CICPAs objectives, requirements and
constraints;
iii) The Value Added Elements that the Respondent is able to bring to the CICPA;
iv) The overall quality of submissions.
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ANNEX A PRICE SCHEDULE
1. Cost Model

a. The Respondent is to provide a cost model that clearly breaks down the overall cost of the
project into a meaningful cost structure.
b. Respondents are required to include a proposed payment schedule that is aligned with
milestone deliverables that can be validated through key performance indicators.



19

ANNEX B CONTRACT ADMINISTRATION

Index
CLAUSE 1 INTRODUCTION
CLAUSE 2 ORGANISATION
CLAUSE 3 COMMUNICATIONS
CLAUSE 4 VARIATIONS
CLAUSE 5 PLANNING AND SCHEDULING
CLAUSE 6 PROGRESS CONTROL AND REPORTING PROCEDURES
CLAUSE 7 INVOICING
CLAUSE 8 INCOME TAX REGULATION
CLAUSE 9 DOCUMENTATION
CLAUSE 10 CICPA WORKING HOURS


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CLAUSE 1 - INTRODUCTION
This Annex describes the procedures that shall be used by theCICPA and CONTRACTOR in administering the
CONTRACT. This section is intended to compliment Annex E General Terms & Conditions of Contract by
providing additional detail relevant to the execution of the UCSS Project. Where this section and Annex E are
in contradiction, Annex E is to be considered the superior contractual document. CONTRACTOR shall ensure
that where detailed procedures are not comprehensively set out in this Annex such procedures shall be
developed by CONTRACTOR for APPROVAL by CICPA in time to carry out the WORK in accordance with the
CONTRACT and in accordance with the requirements set out within the Statement of Work and Technical
Information.
CLAUSE 2 - ORGANISATION
The name and address of CICPA REPRESENTATIVE and nominated deputy (ies) and the responsibilities
delegated to each nominated deputy shall be:

CICPA REPRESENTATIVE shall be:
Name :
Position :
Tel :
Fax :

CICPA REPRESENTATIVE nominated Deputy shall be:
Name :
Position :
Tel :
Fax :

The above-nominated Deputy is authorised to act on behalf of CICPA REPRESENTATIVE on the following
matters under the CONTRACT:
a) All Technical Matters;
b) Certification of Invoices; and
c) Contract Administration.
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CICPA Organisation Chart specifying the job titles and organisation structure for the purpose of this
CONTRACT is:






Tel. :

Fax :







Tel. :

Fax :




Tel. :

Fax :



The name and address of CONTRACTOR REPRESENTATIVE and of the nominated deputy (ies) and the
responsibilities delegated to each nominated deputy shall be confirmed by CONTRACTOR in Schedule 1.1 of
Annex E.
CONTRACTOR Organisation Chart that states job titles and the organisation structure for the CONTRACT shall
be set out in Schedule 1.11 of Annex E.
Details of job descriptions for key CONTRACTOR PERSONNEL including job responsibilities and experience of
incumbents shall be included in Schedule 1.12 of Annex E. Such job descriptions shall not be changed
without the APPROVAL of CICPA.
CLAUSE 3 - COMMUNICATIONS
Except where the CONTRACT specifically states to the contrary all correspondence and communications
under the CONTRACT shall be addressed and directed between CONTRACTOR REPRESENTATIVE and CICPA
REPRESENTATIVE.
All reports, drawings, and other documents transmitted between CONTRACTOR and CICPA shall be sent
under cover of a transmittal note.
22

CONTRACTOR may use the following format for communication:
(i) All telex, telefax and written correspondence to CICPA regarding the CONTRACT shall bear the
following headings:



(Serial ref. number (date)



To : Telex No:



(or) To : Fax No. :



(or) To : Critical Infrastructure & Coastal Protection Authority

PO Box 62220

Abu Dhabi

Unite Arab Emirates.


Attn. : --------, Copy to ---------------------



From : (CONTRACTORs Name)


Contract No. :


Contract Title : .



23



Subject : (....................................................................)






(TEXT)


Signature (if fax/letter)

(CONTRACTOR REPRESENTATIVE Name and Title)




All correspondence sent to CICPA shall be clearly marked with CICPA Reference Indicators of the addressee
and other recipients.
CLAUSE 4 - VARIATIONS
This Clause gives a brief outline for issuing VARIATIONS in accordance with the General Conditions of
Contract.
VARIATION shall be transmitted by CICPA to CONTRACTOR via a CONTRACT VARIATION FORM.. Any
additional or varied work not authorised by a CONTRACT VARIATION FORM shall not be considered for
payment.
CONTRACTOR shall, within three (3) working days of receiving a request to a change in the WORK, forward to
CICPA REPRESENTATIVE its detailed cost estimate for the change, including the effect such a change may
have on the EXECUTION PROGRAMME and/or on the CONTRACT PRICE. CONTRACTOR estimate shall be
computed in accordance with the provisions of the Schedule of Prices. The estimating effort in itself shall
not constitute a VARIATION.
Subsequent to CICPA appraisal of CONTRACTOR estimate and after any amendments to be made thereto,
CICPA and CONTRACTOR shall signify their agreement to the financial and/or other effects the VARIATION
may have on the CONTRACT. A CONTRACT VARIATION FORM shall then be issued.
In the event that a VARIATION extends or advances the SCHEDULED COMPLETION DATE and/or increases or
decreases the CONTRACT PRICE, CONTRACTOR shall forthwith amend the Performance Bond (Bank
Guarantee) and Insurance policies accordingly and submit to CICPA within fourteen (14) calendar days from
the issuance of the CONTRACT VARIATION FORM.
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CLAUSE 5 - PLANNING AND SCHEDULING
CONTRACTOR shall develop detailed implementation plans and CONTRACT Control Procedures based upon
the CONTRACT EXECUTION PLAN as provided in Schedule 1.10 of ANNEX E. CONTRACTOR shall clearly
identify all activities pertaining to the WORK, enabling but not limited to the following functions to be
undertaken:
The Analysis and Identification of CONTRACTORs, SUBCONTRACTORs, Manufacturers and Supplier's basic
activities, including significant milestones through an APPROVED Work Breakdown Structure.
The progress monitoring of these activities through the use of critical path networks, bar charts,
progress curves, histograms and follow-up tables.
Continuous comparison of the EXECUTION PROGRAMME, actual achievements and forecasts.
The prompt identification of delay, and where necessary, actions required to implement corrective
measures to recover any slippage.
CONTRACTORs planning services for the implementation of planning, monitoring and control system of the
WORK corresponding to the CONTRACT EXECUTION PLAN shall be submitted as follows:
A preliminary submission plan (Schedule, Execution Plan and Progress Control methodology).
CONTRACTOR shall within fourteen (14) calendar days from the EFFECTIVE DATE, prepare and submit for
review and APPROVAL by CICPA a comprehensive planning package, which shall be based on the
CONTRACT EXECUTION PLAN. This package shall include full details of the arrangements and methods,
which CONTRACTOR proposes to adopt for the execution of the WORK including planning, control of
costs, manpower levels and scheduling. This document shall then be the EXECUTION PROGRAMME
where it complies with the requirements of the CONTRACT and when APPROVED by CICPA.
During the entire period of the CONTRACT, the EXECUTION PROGRAMME shall not be revised in any way
without CICPAs APPROVAL. Any changes requested by CONTRACTOR shall be made formally in writing
with suitable justifications and submitted for CICPAs APPROVAL. Any changes in the Scope of Services
agreed between CONTRACTOR and CICPA shall be clearly indicated on the bar chart and the overall
program rescheduled to include the change(s).
CONTRACTOR shall grant CICPA REPRESENTATIVE or his nominated deputy access to all relevant
planning and control documents, during both development and implementation periods.
All Progress Curves and Histograms shall include a data table below graphics providing planned, actual
and cumulative data. When necessary CICPA may request that forecast data be included on some or all
of these documents.
The scope of the planning, scheduling, progress control and reporting procedures are described hereunder.
CONTRACTOR shall include all activities, which are relevant to the Scope of Services.
The planning and progress measurement activities of CONTRACTOR shall be performed in such a way that
CICPA can monitor these aspects and integrate them within its own overall Project Control System. This shall
be done through the usage of the computerised planning software (Microsoft Project).
CONTRACTOR shall develop and detail the EXECUTION PROGRAMME in accordance with the following:
The itemisation breakdown of the CONTRACT Scope of Services into basic measurable activities on the
basis of a user-defined Work Breakdown Structure (WBS). CONTRACTOR shall establish the type and
style of the WBS on the basis of the WORK required under the CONTRACT. This system, once APPROVED
by CICPA, will provide a common activity coding structure, which shall be used throughout both the
Planning and Progress Reporting infrastructures.
25

All planning documents shall cover the entire period of the WORK.
All planning documents shall clearly describe the type and category of manpower, man-hours, special
recourses and status used.
A weekly update shall be made on the day before the last day of the week or at another agreed cut-off
day. In principle no more than 3 calendar days should lapse between cut-off and report submission
dates.
A monthly update will be implemented at the monthly cut-off date as decided and agreed by CICPA. The
regular planning update shall be effected on a monthly basis for all planning documents. An interim
update of planning documents shall be operated if deemed necessary at the request of CICPA (i.e.
weekly, fortnightly, etc.).
Planning updates shall determine by calculation, the Planned and Actual Progress values to date, for
each activity (or Work Package) using Weight Factors. It shall also include, when an activity is not 100%
complete, an assessment of the remaining duration value and a revised forecast completion date.
PROGRESS S-CURVES
CONTRACT Progress S-Curve shall indicate both the weekly or monthly cumulative planned percentage
progress spread over the duration of the project and the weekly or monthly actual cumulative percentage
progress. Weekly or monthly cumulative planned progress shall be based upon the resource loading input in
Level 3 detailed project schedule, and the weekly or monthly cumulative actual progress shall be based upon
the achieved percentage weighting system. The cumulative Planned S-Curve, when APPROVED by CICPA,
shall not change throughout the project duration and shall become the baseline from which progress shall
be measured against each update period.
In addition to the Progress S-Curve, S-Curves categorised by major phases of Work or Milestone Stages and
SUB-CONTRACTORS, if appropriate, shall be provided by CONTRACTOR.
MANPOWER HISTOGRAM
The Manpower Histogram shall indicate both the weekly and monthly manning levels CONTRACTOR plans to
deploy over the duration of the contract , including SUB-CONTRACTORS PERSONNEL, if appropriate, and the
weekly/monthly actual deployment as the project progresses into completion. Planned manpower loading
shall be based from the manpower resources/man-hours estimate allocated to each activity in Level 3 bar
chart.
In addition to the Manpower Histogram, Histograms categorised by resource trade grouping or phases of
WORK shall be provided by CONTRACTOR.

ONE MONTH LOOK-AHEAD BAR CHART
CONTRACTOR shall extract from his detailed Network a one month look-ahead bar chart covering Phase 1
activities only. This bar chart shall be updated and issued on a monthly basis within the Monthly Report.
CLAUSE 6 - PROGRESS CONTROL AND REPORTING PRECEDURES
REPORTS
CONTRACTOR shall report to CICPA on the Progress of the WORK during the entire duration of the
CONTRACT. Reports shall contain facts only and shall not be construed as agreement.
26

Presentation of the reports shall be of the highest quality. CONTRACTOR within three calendar days of
EFFECTIVE DATE shall submit draft Weekly & Monthly report formats for CICPA APPROVAL. Once APPROVED
by CICPA the format shall not be altered in any way, except in agreement with CICPA.
Reports shall be issued observing the following timing:
Weekly Report
Monthly Report
Special and Exception Reports (as and when required by CICPA)
Close Out Report
WEEKLY REPORTS
CONTRACTOR shall submit during the entire duration of the CONTRACT, two days after weekly cut-off date, a
Weekly Progress Report under cover of a transmittal sheet and/or by facsimile and shall include as a
minimum the following:
Overall Contract Status (Narrative)
Weekly Progress Tables
Overall Progress Curve
Manpower Return
Milestone Status Report
Level 3 Bar Chart
MONTHLY REPORT
CONTRACTOR shall submit during the entire duration of the CONTRACT, within 5 working days from the Cut
Off date, a Monthly Report under a cover of transmittal sheet which shall include (as a minimum) the
following:
Management / Executive Summary
Project Control
Planning and Cost Control
Areas of Concern
Record of Expenditure
Recovery Actions
SPECIAL AND EXCEPTION REPORTS
If deemed necessary by CICPA, reports shall be generated by CONTRACTOR, which cover all aspects of the
clarifications and/or the problems identified during the course of the project execution and duration.
CLOSE OUT REPORT
CONTRACTOR shall produce for CICPA review and APPROVAL a Close Out Report at the end of Phase 2 of the
WORK including a detailed narrative of main Events/Problems and Solutions for Technical aspects, Planning,
Cost, Contracting, Interfaces etc. This shall include all major decisions undertaken during the performance of
the WORK.
This Report shall include a copy of all Schedules, Progress Curves, Histograms, and Status Tables as listed in
this Planning Section.
27

DOCUMENTS STATUS REGISTER
CONTRACTOR shall be required to develop and maintain a computerized Document Status Register, capable
of registering, planning, tracking, monitoring, expediting and reporting on the production of all
DELIVERABLES. Each DELIVERABLE shall be listed. The current status of each DELIVERABLE shall be identified
and a mutually agreed percentage weighting based on man-hour estimates shall be assigned to the status
noted above for the purpose of progress monitoring. The system used by CONTRACTOR shall be Microsoft
Excel, Microsoft Access or other APPROVED equivalent packages, version(s) to be agreed with CICPA to
achieve prompt and accurate reporting. The Document Status Register shall be submitted to CICPA within
seven (7) calendar days from EFFECTIVE DATE
The minimum information required shall be as follows:
Document No.
Corresponding WBS No.
Document Title
Discipline
Type of Document
Planned/Actual/Forecast dates for different stages of COMPLETION.
Planned/Actual/Forecast dates for different stages of COMPLETION.
Weighted value
Percentage complete
Remarks
All planned dates for each document shall be derived from the lowest level Network providing schedule for
DELIVERABLE activities. All documents shall be coded using a Work Breakdown Structure (WBS) system.
This Document Status Register shall become the basis for the WORK Progress Curve(s).
The above is not exhaustive and any other information shall be added at the request of CICPA.
The system shall be capable of providing exception reporting such as documents overdue, documents to be
issued in the next period.
MEETINGS
WEEKLY AND MONTHLY MEETINGS
Weekly and monthly meeting shall be held at CONTRACTORS offices unless otherwise determined by CICPA.
CICPA REPRESENTATIVE or his nominated representative shall chair all meetings.
Agenda: -
Complete review of all work units, progress and associated matters
Review of schedules in view of progress
Review of resources
Highlight problem areas and resolutions
Technical queries
Identification of changes
Management level meetings may take place between CICPA Management and CONTRACTOR Management
as agreed between the PARTIES. Other meetings may be held at CONTRACTORS or CICPA request on specific
matters.
28

ORGANISATION OF MEETINGS
The time, place and venue of weekly and monthly meetings shall be determined at least seven (7) calendar
days in advance. Agendas may be completed by both PARTIES as necessary.
The Minutes of Meeting shall be written and recorded by CONTRACTOR.
The notes shall indicate date and location of meeting, names of the persons who were present at the
meeting, purpose of the meeting, record of actions agreed and name of person responsible for each action
and anticipated completion, and distribution of the minutes.
Minutes of each meeting shall be prepared by CONTRACTOR within three (3) working days of the meeting
and sent to CICPA for APPROVAL. CICPA REPRESENTATIVE shall sign, acknowledging the minutes as being a
true record of the meeting, and return a copy to the CONTRACTOR for formal issue.
Clear hand written minutes may be acceptable. Two originals shall be signed by both PARTIES at the end of
the meeting.

CLAUSE 7 - INVOICING
CONTRACTOR shall submit invoices in accordance with the General Conditions of Contract, in arrears in a
format acceptable to CICPA, clearly showing the amount due. Full supporting details, as required by CICPA,
including but not limited to authorised day work sheets and manpower timesheets, where applicable, should
be submitted with the invoice in order for CICPA to be satisfied as to CONTRACTOR entitlement under the
CONTRACT. CONTRACTOR will be reimbursed the amount so invoiced, all in accordance with the General
Conditions of Contract. Invoices must be submitted in duplicate.
Invoices must contain the following information duly approved by CICPA REPRESENTATIVE:
CONTRACT Number;
Milestone/Period being invoiced;
Approved CONTRACT PRICE;
Respective invoice value, and amount of retention;
Previous invoiced value;
Total invoiced to date; and
Break down of amount invoiced as per item numbers contained in the Schedules of Prices.
The invoice as well as invoices and payment related matters should be forwarded to:
CICPA,
PO Box 62220
Abu Dhabi
UAE.
Attention: ______________

Contractor performing a CONTRACT for the first time for CICPA, shall submit a letter giving details of their
bank account number with the first invoice, for registering in CICPA system.
29

Invoices shall not be released for payment until the following had been complied with:
A formal CONTRACT has been signed by both PARTIES,
The submission of the bank guarantee as required per the General Conditions of Contract (hereinafter
called Performance Bond) and
Evidence that all the insurance requirements set out in the General Conditions of Contract.
Separate invoices are to be submitted for each release of retention accompanied by the relevant Completion
or Discharge Certificate
Payment for the completed WORK, withholding and release of retention money shall be made in accordance
with the General Conditions of Contract. Bank Guarantee(s) in lieu of retention money shall not be
accepted.
Whenever a VARIATION necessitates revision to the Performance Bond and/or insurance policies, then such
an amended Performance Bond and/or evidence that insurance policies have been amended shall
accompany the subsequent invoice.
All charges for using CICPA services and facilities will be deducted as and when the charges are incurred,
unless the CONTRACT specifically provides otherwise.
For the release of final payment, in addition to the requirements herein above and the requirements of
Clause 8 herein below, the invoice shall also be accompanied by a Statement of Final CONTRACT PRICE of the
whole CONTRACT and a copy of the Discharge Certificate. Providing VARIATIONS have been issued, then
copies of all CONTRACT VARIATION FORMS issued to CONTRACTOR shall also be attached to the invoice.
CLAUSE 8 - TAX REGULATIONS
CONTRACTOR shall familiarise itself with the latest Tax regulations in force in the UAE and comply with these
regulations.
CLAUSE 9 - DOCUMENTATION
Documents and drawings shall be prepared in compliance with the Approved Configuration Management
Plan. Drawings submitted to CICPA shall indicate the current status. CONTRACTOR shall keep records of all
document/drawings sent to CICPA. Document/drawings submitted to CICPA "for comments" "approval" will
be returned within two (2) weeks. In addition to the requirements contained in the following further
requirements are identified:
Document Index
Within seven (7) days from the EFFECTIVE DATE of the CONTRACT, CONTRACTOR shall issue to CICPA a draft
index identifying, by unique number, every individual document that CONTRACTOR intends developing.
The index format shall be subject to CICPA acceptance
Each document shall be given a specific CONTRACT number, prefix number and a unique number.
Documents Required by CICPA.
Electronic/CD ROM
All Planning related documents submitted as part of the WORK should be prepared in Microsoft Project
software. All submissions shall be accompanied by Electronic copies
30

CLAUSE 10 - CICPA WORKING HOURS
CICPAs current working hours are between 08:00 hours and 16:00 hours, Sunday to Thursday. CICPA
reserves the right to amend its working hours and working days at its sole discretion. CONTRACTOR shall
comply with any changes in CICPAs working hours as may be advised by CICPA. Any work requiring the
participation of CICPA outside of normal working hours during the WORK shall be executed only after prior
arrangement and APPROVAL in writing by CICPA REPRESENTATIVE.

31

ANNEX C STATEMENT OF COMPLIANCE
Respondents are to include a Statement of Compliance that identifies where a respondent does not, or are
not, able to comply with any part(s) of this RFP or the General Terms & Conditions of Contract at Annex E.
TABLE 1 - STATEMENT OF COMPLIANCE
Provision (eg
clause,paragra
ph)
Partially
agrees/does not
agree/not
applicable
Reasons/
qualification
Proposed alternative
wording
Differences in
costs or pricing












32

ANNEX D INFORMATION TO BE INCLUDED IN PROPOSAL
The following checklist is provided to assist in preparing and submitting a response to the RFP. The checklist
is a guide only. Respondents should satisfy themselves that they have met all conditions in this RFP, and
should not rely on the checklist for this purpose. The Respondent should complete and submit this checklist
with its proposal.
TABLE 2 RESPONDENTS CHECKLIST

Schedules for the UAE Coastal Surveillance System (UCSS) Proposal
CHECKLIST FOR TENDERER
Tick for Appended Items
Schedule 1.1 - Contractor Representative
Schedule 1.2 - Corporate Information
Schedule 1.3 - Executive Summary
Schedule 1.4 - Overall Proposal Description & Design
Schedule 1.5 Project Delivery
Schedule 1.6 - Tenderers Organisation Chart
Schedule 1.7 - Risk Management
Schedule 1.8 - Budget and Cost Control
Schedule 1.9 - Execution Programme
Schedule 1.10 - Project Organisation
Schedule 1.11 - Contractor (Project) Personnel
(Not used)
Schedule 1.13 - Subcontractors And Suppliers
Schedule 1.14 - Related Experience
Schedule 1.15 - Financial Information
Schedule 1.16 - QA/QC Plan
Schedule 1.17 Health, Safety & Environment Policy
Schedule 1.18 Assumptions
Schedule 1.19 - CICPA Furnished Equipment / Services /
Information

Schedule 1.20 - Additional (Other) Information
Schedule 2 - Compliance Response
Schedule 3 - Outline Project Management Plans:
Schedule 3.1 - Project Plan
Schedule 3.2 - Logistics Support Plan
Schedule 3.3 - Quality Assurance Plan
33

Schedule 3.4 - Training Plan
Schedule 3.5 - Test & Evaluation Plan
Schedule 3.5 - Configuration Management Plan
Schedule 3.6 - Other Project Management Plans
34

ANNEX E GENERAL TERMS & CONDITIONS OF CONTRACT
The General Terms & Conditions of Contract set out the legal framework that will be used to establish a
contract with the preferred respondent.


35

ANNEX F GOVERNMENT FURNISHED EQUIPMENT (GFE)
The following list covers the GFE to be provided to the Contractor by the UAE Government for use in
satisfying the SOW requirements of the Contract:

Quantity twenty-three (23) CassidianOptronics GmbH brand Z:NightOwl M electro-optic sensors