Bidder s Conference and Site Visit RFP JDD The Provision of Food, Catering Services and Bottled Water at OQAB, Afghanistan

Transcription

1 Bidder s Conference and Site Visit RFP JDD The Provision of Food, Catering Services and Bottled Water at OQAB, Afghanistan PREPARED FOR Bidder s Conference Attendees NSPA HKIA-N Office 7 July 2016 PRESENTED BY Jennifer SATOV Senior Procurement Officer

2 Agenda 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 Lunch Break 1300 Site Visit 1700 Closing Remarks / Adjournment Note: Timings may be subject to change NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 2

3 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 NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 3

4 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 NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 4

5 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

6 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

7 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

8 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

9 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 NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 9

10 RFP Important Points All documents available on NSPA eportal website All updates posted exclusively to eportal (no ) Bidders are responsible to routinely monitor eportal for changes (Notice Board) Registration in Source File mandatory No Joint Ventures permitted single responsible legal entity NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 10

11 RFP JDD 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 NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 11

12 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 NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 12

13 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 to submit your electronic bid Proposals must be valid for 90 days after the RFP closing date NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 13

14 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 NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 14

15 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 NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 15

16 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 NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 16

17 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 NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 17

18 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. NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 18

19 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 NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 19

20 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! NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 20

21 Questions NATO UNCLASSIFIED Operational Logistics Planning and Support Programme 21