Technical Brief PREPARED FOR Bidders Conference 24 August 2020 - - PowerPoint PPT Presentation

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Technical Brief PREPARED FOR Bidders Conference 24 August 2020 - - PowerPoint PPT Presentation

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ELK 20011 Woodland Camouflage Uniforms Technical Brief PREPARED FOR Bidders Conference 24 August 2020 PRESENTED BY NSPA Background - The end user has a requirement for Woodland Camouflage Uniforms. - Each uniform shall be composed

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PREPARED FOR PRESENTED BY

ELK 20011 – Woodland Camouflage Uniforms Technical Brief

Bidders’ Conference 24 August 2020 NSPA

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Background

  • The end user has a requirement for Woodland Camouflage

Uniforms.

  • Each uniform shall be composed of a Coat and a pair of Trousers.
  • The woodland camouflage uniforms shall meet:
  • Design requirements.
  • Fabric performance requirements.
  • Camouflage color requirements.

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NATO UNCLASSIFIED LB General and Cooperative Services Programme

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  • Firm requirement 
  • Options 

NATO UNCLASSIFIED LB General and Cooperative Services Programme 3

Scope of the Solicitation

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Requirements Description

4 NATO UNCLASSIFIED LB General and Cooperative Services Programme

  • The end-user requirement is described in the RFP Statement of

Work (SOW).

  • The requirement is structured as follows:
  • SOW: Design description and Contractor’s requirements
  • SOW Annex A: Project milestones
  • SOW Annex B: Design representation
  • SOW Annex C: Fabric and materials requirements
  • SOW Annex D: Camouflage color requirements
  • SOW Annex E: First Article Acceptance Tests
  • SOW Annex F: Batch Validation
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Requirements Description - Design

5 NATO UNCLASSIFIED LB General and Cooperative Services Programme

  • The uniform design is presented in the SOW.
  • The design elements are mandatory.
  • Representative figures are included in the SOW Annex B,

together with design details and tolerances.

  • The deliverable design will be veriried during the FAAT event

and validated during the Batch Validations, as presented in the SOW Annexes E and F.

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Requirements Description - Materials

6 NATO UNCLASSIFIED LB General and Cooperative Services Programme

  • The materials requirements are presented in the SOW Annex

C.

  • The Annex C defines performance-based requirements for the

fabric, the buttons, the loop-hop tapes and the fasteners, together with the respective tolerances, wherever applicable.

  • Failure to meet the requirements of SOW Annex C will deem

the relevant proposal non-compliant.

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Requirements Description - Camouflage

7 NATO UNCLASSIFIED LB General and Cooperative Services Programme

  • The camouflage color requirements are presented in the SOW

Annexes C & D.

  • The Annex C & D defines the color requirements per each

camouflage color, together with the respective tolerances, wherever applicable.

  • Failure to meet the color requirements of SOW Annex C & D

will deem the relevant proposal non-compliant.

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Requirements Description - Testing

8 NATO UNCLASSIFIED LB General and Cooperative Services Programme

  • The testing requirements are presented in the SOW Annexes E

& F.

  • The Annex E defines the First Article Acceptance Test (FAAT),

to be performed prior to production of the Uniforms.

  • The Annex F defines the Batch Validation inspection/tests, to

be performed with each batch & lot delivery. Acceptance tests shall be performed by an ISO17025 laboratory of the end-user.

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Requirements Description - FAAT

9 NATO UNCLASSIFIED LB General and Cooperative Services Programme

  • The Contractor shall deliver to the End-User two (2) uniform samples (set of coat and

trousers) in Medium (M) size and shall inform NSPA for FAAT readiness.

  • The FAAT is composed by:
  • A visual inspection of the pre-production uniform samples, to verify that the

uniform conforms against the SOW requirements in terms of design, dimensions, measurements and evidence of a good finish.

  • A visual inspection of packaging.
  • Visual inspections will be conducted by a Technical Evaluation Committee,

composed by NSPA & End-user Reps.

  • The criteria for the visual inspections are provided in SOW Annex B.
  • Materials (fabric, etc.) will be visually inspected against the sample submitted by the

Bidder with their proposal.

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Requirements Description – Batch Validation

10 NATO UNCLASSIFIED LB General and Cooperative Services Programme

  • The BV shall be performed for each deliverable batch at the:
  • delivery location through visual inspection,
  • ISO 17025 laboratory for material validation, upon successful completion of the visual

inspections.

  • Visual inspection of uniforms 
  • Quantity :ISO 2859-1, Simple Sampling Level III (AQL=4.0).
  • Criteria in SOW Annex B.
  • Visual inspection of packaging  against SOW requirements.
  • Materials Validation by the ISO 17025 lab 
  • Against criteria of Annexes C & D (performance, color, etc.).
  • Failed batch delivery  corrective plan  re-submission of batch for validation.
  • Successful batch delivery  documented by the Certificate of Inspection and Acceptance (Annex

G)

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Technical Evaluation of Proposals

11 NATO UNCLASSIFIED LB General and Cooperative Services Programme

  • Bidders, together with their proposal, shall submit a Sample comprised of:
  • A camouflage colored main fabric specimen.
  • A button.
  • A set of loop and hook tapes.
  • A slide fastener.
  • Together with the Sample, the Bidder shall submit documented evidence,

issued by an ISO17025:2017 accredited competent authority, for demonstrating the Sample conformance against:

  • The technical and performance requirements of the SOW Annex C.
  • The camouflage colour requirements of the SOW Annexes C and D.
  • The detailed proposal evaluation criteria are described in the Technical

Evaluation Matrix and the Bidding Instructions.

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PREPARED FOR PRESENTED BY

Procurement Overview

Bidders Conference 24 August 2020 NSPA

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PROCUREMENT OVERVIEW

The Procurement team:

  • Cristina BOLDUR – Procurement Officer
  • Eleftheria KOUFOGEORGOU – Buyer

Roles:

  • The Procurement staff is managing the solicitation process and, after contract

award, is addressing all contractual matters (i.e. make sure Contractor meets the

  • bligations, implement contract changes when need be, review/approve invoices, etc)

NATO UNCLASSIFIED NSPA Procurement Division 13

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Key Dates

NATO UNCLASSIFIED NSPA Procurement Division 14

Action Item Date RFP Release 03 August 2020 Bidders Conference 24 August 2020 Questions to be Submitted By 24 August 2020

(= 15 working days after RFP release date)

Questions to be Responded By NLT 31 August 2020 Bid Closing Date 25 September 2020 Evaluation Proposal & Price Acceptance Weeks 39 – 46 / 2020 Contract Award Planned by end November 2020

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RFP package

  • COVER PAGE AND LIST OF ITEMS
  • RFP INVITATION - BIDDING INSTRUCTIONS
  • Inclusive of guidance for preparation of proposals (Exhibits PART A and PART B)
  • NSPA TERMS & CONDITIONS (DRAFT CONTRACT)
  • STATEMENT OF WORK (SOW) + ATTACHMENT
  • TECHNICAL EVALUATION MATRIX
  • PRICE PROPOSAL FORM
  • PERFORMANCE BOND TEMPLATE
  • RFP QUESTIONS & ANSWERS TEMPLATE

NATO UNCLASSIFIED NSPA Procurement Division 15

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Bidding Instructions

 RFP Related Questions

  • All questions (either technical or commercial) must be submitted in writing
  • Use the RFP Questions and Answers (Q&As) template
  • Send it to the PoCs indicated on the RFP Cover Page
  • The RFP is open (ICB) => consolidated and updated Q&As document is regularly uploaded onto

the e-portal along with an RFP Amendment Record

  • sources of questions are not disclosed
  • Bidders must regularly check the e-portal for updates

 Bid Submission:

  • Only to NSPA Central Procurement (see Bidding Instructions)
  • Commercial and Technical Proposal electronically via e-mail by the bid closing date!
  • Samples via (registered) mail by the bid closing date!

 Bid currency – currency of any NSPO member state (financial evaluation shall be performed in EUR)  All Bidders shall be informed about the Bid result

NATO UNCLASSIFIED NSPA Procurement Division 16

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Bid Documents

 Bidders must observe the guidance provided in the Bidding Instructions  The RFP does not allow for partial bidding

 Incomplete bids = rejected

Key considerations  TECHNICAL PROPOSAL (must not include any pricing)

 The bidders must pay close attention to the mandatory required documents, information, and samples to be submitted with the technical proposal by the bid closing date

 COMMERCIAL PROPOSAL

 Must clearly state acceptance of NSPA contractual terms and conditions  Must include the price proposal using the Price Proposal Form

 Bidders must submit the Price Proposal both in pdf (signed) and excel format

 Must be signed by official who is authorized to legally bind the company

NATO UNCLASSIFIED NSPA Procurement Division 17

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Bid Evaluation and Award

Commercial Review:

  • Check if complete Technical Proposal + Samples submitted as per instructions
  • Check if complete Commercial Proposal submitted as per instructions, inclusive of confirmed

acceptance of NSPA terms and conditions and agreement to supply the required Performance Bond Technical Evaluation

  • conducted for all bids submitted along with the mandatory required samples by the bid close date

Financial Evaluation conducted for Bids determined commercially and technically compliant

Note that NSPA may reject or exclude bids that: do not comply with the RFP requirements, are incomplete/frivolous, contain material deviations or substantive reservations to the terms of the RFP

Award criteria = lowest priced, technically and commercially compliant proposal

NATO UNCLASSIFIED NSPA Procurement Division 18

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Technical Evaluation - considerations

 The bidders must pay close attention to the mandatory required documents, information and samples to be submitted with the technical proposal  Bid clarification questions will ONLY be intended to clarify points of uncertainty about submitted documents. The compliancy will depend on the answer provided.  Bid clarification questions will NOT facilitate submission after the bid closing date of documentation, information, or samples which were mandatory with the Technical Proposal

  • Bid repair is not accepted.
  • When mandatory documentation/information/samples are missing, the Proposal is “Non-Compliant”.

NATO UNCLASSIFIED NSPA Procurement Division 19

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Contract Award

Subject to:

  • Price Acceptance by the Customer

and

  • Review and approval of award by the NSPA Contracts Award Committee

Notifications go to:

  • Successful Bidder = contract award notification
  • Unsuccessful Bidder(s) = sorry letters

NSPA Procurement Division NATO UNCLASSIFIED 27

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General Notes/Advice

  • Late bids (i.e. submitted after the closing date) = upfront rejected
  • Late or missing samples = commercially non-compliant
  • Read the full RFP package carefully, follow instructions, and address all requirements
  • In case of doubt – send your RFP questions to the designated Procurement PoC
  • Bids that do not accept NSPA’s terms and conditions = commercially non-compliant
  • This RFP is not a commitment that an award of contract will be made
  • NSPA does not reimburse any costs incurred by Bidders in the preparation of the

proposal and/or prior to entering into a contract with NSPA

  • Bidders need to understand fully the requirements in order to submit reasonable offers
  • No compensation shall be allowed as a result of variation in quality
  • No advance payments are foreseen for this project

NATO UNCLASSIFIED NSPA Procurement Division 21