Bidder’s Conference and Site Visit - NATO Bidder’s Conference and Site Visit RFP JDD160002 ......

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


• 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


• 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.


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.


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.


RFP Key Dates


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


• 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


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


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.)


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


• 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


• 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


• 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)


• 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.)


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


• 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


• 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!

Questions


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