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PREPARED FOR
PRESENTED BY
Bidder’s Conference and Site Visit
RFP JDD160002
The Provision of Food, Catering Services and Bottled Water at OQAB,
Afghanistan
Bidder’s Conference Attendees
7 July 2016
Jennifer SATOV
Senior Procurement Officer
NSPA HKIA-N Office
Agenda
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 2
0900 Opening Remarks and Introductions
0905 Administrative Remarks
0915 Overview of RFP – Commercial
0945 Overview of RFP – Technical
1030 Overview of RFP – Technical SOW review
1200 – 1245 Lunch Break
1300 Site Visit
1700 Closing Remarks / Adjournment
Note: Timings may be subject to change
Objectives
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 3
• Bidders are expected to have thoroughly reviewed the RFP package prior to
attendance
• Site Visit helps Bidders to better understand the complexities, challenges, risks
and the unique environment in which the services have to be provided
• Opportunity for Bidders to develop questions for clarification during RFP
process
• Allows NSPA to gain perspective from the Bidders and to potentially refine the
requirements and adjust the overall approach
• Ultimately contributes to a more efficient solicitation and higher quality
proposals
Questions & Answers
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 4
• Questions of a general nature, or concerning matters already covered in the
RFP, will be addressed here today
• All other questions must be submitted formally in writing and answers will be
communicated to all Bidders via ePortal
• Any information that is not communicated in this manner is not contractual
• Bidders shall carefully note their questions and submit them using the
requested template to the Contracting Officer
• Published RFP Q&A is contractual, should be considered in your proposal and
forms part of the resulting contract
Administrative Remarks
Administrative issues:
• Please wear your security badges and remain close to the NSPA team during
your site tour;
• Restricted use of laptops and other electronic devices, including cameras,
notebooks, and cell phones in Secure Areas as well as during the site tour;
• Restrooms will be identified along the route;
• Smoking is only permitted in designated areas;
• Should any administrative help be required, please do not hesitate to ask one
of the NSPA team members;
• Please sign the Attendee’s sign-in log;
• Please advise if you are encountering any problems or require assistance.
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 5
Administrative Remarks
Safety and Alarms
• In the event of a fire, please exit the facility and proceed to the assembly area
which is directly opposite the NSPA Compound (Between the accommodation
blocks);
• In the event of a Rocket Attack, immediately lay on the ground and remain
there for 2 minutes before proceeding to the closest shelter
• If an alarm signals while in the Dining Facility, remain in the building until
further instruction is given or the “ALL CLEAR” signal is announced.
Lunch
• Available in DFAC (purchase required) or in restaurants
Site Visit
• Report back to NSPA office promptly at 1300hrs for in-brief
• Transportation to OQAB is each attendees responsibility NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 6
NSPA Team Roles
The Contracting Officer (CO) has the authority to solicit, award and administer contracts on
behalf of NSPA. The CO is the only authorized individual to commit funds or implement
changes to the contract in accordance with procurement regulations. The CO has the
overall responsibility to respond to and address contractual matters, and take action to
ensure Contractors are meeting the performance requirements.
In addition:
• Provides advice to Technical Officers on legal and contractual matters
• Oversees Contractor Invoice processing and monitors the Contractor data capturing (for
accurate billing to the Customer)
If it has a financial or contractual impact, it MUST come from the CO or it will not be
valid. During the RFP phase, the CO is your sole point of contact.
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 7
NSPA Team Roles (continued)
The Technical Officer (TO) is responsible for the day-to-day technical oversight and
management of the contract. The TO validates and accepts the work performed by the
Contractor.
In addition:
• Develops and maintains comprehensive knowledge of the contract
• Manages Customer expectations & requirements IAW the contract
• Reports and works with the Contracting Officer (CO) regarding any shortcomings in the
performance of the Contractor, proposing corrective measures, or recommending the
application of the contractual remedies as applicable
• Performs Quality Assurance role
The NSPA team may be located in Capellen or deployed to theatre.
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 8
RFP Key Dates
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 9
14 June 2016 RFP Release
7 July 2016 Bidder’s Conference/Site Visit
15 July 2016 RFP Questions Due
25 July 2016 RFP Closing Date
26 July 2016 Evaluation Commences
1 November 2016 Contract Award (subject to change)
-- Mobilization --
1 January 2017 Start of Services
RFP Important Points
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 10
• All documents available on NSPA ePortal website
• All updates posted exclusively to ePortal (no e-mail)
• Bidders are responsible to routinely monitor ePortal for
changes (Notice Board)
• Registration in Source File mandatory
• No Joint Ventures permitted – single responsible legal entity
RFP JDD160002 Overview
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 11
Serial Section Description
01 Part 0 Invitation Letter and RFP Overview
02 Part I Bidding Instructions & Administrative Requirements
03 Part II Draft Contract Terms & Conditions
04 Part III Statement of Work
05 Part V Instructions for NSPA Contractors Deployed on Operations
06 Exhibit I, Part 1 Financial Proposal Form
07 Exhibit I, Part 2 Priced Bill of Services (PBoS)
08 Exhibit II Contractual Compliance Form
09 Exhibit III Technical Proposal Instructions
10 Exhibit IV RFP Response Form
11 Exhibit V Bidder’s Conference Response Form
12 Exhibit VI Past Performance Evaluation Form
13 Annex A Performance Bond Template
14 Annex B RFP Questions and Answers
Note: SOW Applicable Documents also uploaded as a ZIP file to ePortal
Bidding Instructions Overview
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 12
PROPOSAL REQUIREMENTS
Submit the following electronically and hardcopy per RFP instructions:
• Cover Letter
• Financial Proposal• Exhibit I, Part 1 – Financial Proposal Form (signed)
• Exhibit I, Part 2 – Priced Bill of Services (PDF and Excel)
• Commercial Proposal• Exhibit II – Contractual Compliance Form
• Technical Proposal
• Exhibit VI – Past Performance Questionnaires submitted by
references directly to NSPA
Bidding Instructions Overview (cont.)
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 13
FORM, CONTENT AND SUBMISSION
• It is YOUR responsibility to ensure your proposal is complete, consistent and
unambiguous
• Organize your technical proposal based on the SOW to ensure nothing is missed and to
facilitate evaluation
• NSPA is not obliged to seek clarification; in case of doubt, non-compliance is assumed
• Hardcopy bids (3) and electronic are required and BOTH must be received by the RFP
closing deadline
• Consider using secure file upload on the NSPA website instead of e-mail to submit your
electronic bid
• Proposals must be valid for 90 days after the RFP closing date
Past Performance
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 14
• Due to the tight timelines and mission critical nature of this requirement, NSPA
will consider past performance during the evaluation process
• RFP provides an opportunity to have references submit information directly to
NSPA (minimum one return required)
• Past Performance examples (minimum three) must also be included in
Technical Proposal
• NSPA may use it’s own records during the assessment
• NSPA may contact references for verification
Bid Evaluation
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 15
• Lowest-priced technically-compliant proposal recommended for award
• Process fully detailed in RFP Part I, but in summary:
• “Stop Factors” (T&Cs, Performance Bond, Subcontracts)
• Technical Evaluation (including Past Performance)
• Commercial/Financial Evaluation
• Price Realism
• Balancing of Production (if applicable)
• Contract Award Committee / Customer Price Acceptance
Instructions to NSPA Contractors Deployed on Operations
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 16
• Part V of the RFP
• Contains extensive information pertinent to operating in Afghanistan
• Complements the SOW
• Annex A contains mission-specific information; may defer to SOW
• Details process for moving personnel in/out of theatre during performance
period
Priced Bill of Services (PBoS)
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 17
• All Pricing information must appear in this area of the proposal
• Read Notes on Sheet 1 carefully!
• Covers entire period of performance (base period + option periods)
• Bidders must complete Sheets 2-4
• Enter currency of bid where indicated on Sheet 2
• Assumptions should be listed only in Exhibit II, not PBoS
• Financial evaluation to be conducted using a range of different consumption
levels; only one such example is contained in the PBoS
• Price Support required on Sheet 4; use additional sheets if needed
Priced Bill of Services (PBoS) (cont.)
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 18
Highlights on Pricing Notes
• Bidders shall provide firm fixed unit prices that include all costs including, but not
limited to: mob/demob, recruitment, RLS, meals for staff, medical, insurance,
training, travel, occupational PPE, overhead and profit
• Fixed Meal Price required, no price bands
• All meals, including staff meals, counted toward price band
• Price adjustment for take-away meals
• DFAC Construction Option: NTE price required. Carefully assess during site
visit.
Contractual Compliance Form
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 19
• Forms part of Commercial Proposal
• Acceptance of Performance Bond is mandatory (stop factor)
• You may propose comments to the terms and conditions herein; be careful!
• Alternate Proposal may be submitted
• Provide accurate details throughout this form or you may be assessed as
commercially non-compliant
• Ensure accuracy of sub-contractor info; you are responsible for their
performance
• SOFA Compliance: Describe how you intend to meet the requirements
• Enter ALL assumptions on this form, not anywhere else in your proposal
Commercial Presentation Summary
NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 20
• Ensure that all RFP instructions are followed carefully and note deadlines
• Monitor ePortal regularly for updates
• RFP-related questions submitted to Contracting Officer by deadline -- when in
doubt, ASK!
• Ensure that all SOW requirements are addressed thoroughly and clearly in
proposal
• Thoroughly review Draft Contract included with RFP
• Thoroughly review Notes in Priced Bill of Services
• Properly complete the Priced Bill of Services and include sufficient cost
breakdown data
• Past Performance information must be provided and will be evaluated
SUBMIT YOUR PROPOSAL ON TIME!