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 of a Coat and a pair of Trousers. - The woodland camouflage uniforms shall meet: - Design requirements. - Fabric performance requirements. - Camouflage color requirements. NATO UNCLASSIFIED LB General and Cooperative Services Programme 2
Scope of the Solicitation • Firm requirement • Options NATO UNCLASSIFIED LB General and Cooperative Services Programme 3
Requirements Description - 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 NATO UNCLASSIFIED LB General and Cooperative Services Programme 4
Requirements Description - Design - 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. NATO UNCLASSIFIED LB General and Cooperative Services Programme 5
Requirements Description - Materials - 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. NATO UNCLASSIFIED LB General and Cooperative Services Programme 6
Requirements Description - Camouflage - 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. NATO UNCLASSIFIED LB General and Cooperative Services Programme 7
Requirements Description - Testing - 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. NATO UNCLASSIFIED LB General and Cooperative Services Programme 8
Requirements Description - FAAT - 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. NATO UNCLASSIFIED LB General and Cooperative Services Programme 9
Requirements Description – Batch Validation - 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) NATO UNCLASSIFIED LB General and Cooperative Services Programme 10
Technical Evaluation of Proposals - 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. NATO UNCLASSIFIED LB General and Cooperative Services Programme 11
Procurement Overview PREPARED FOR Bidders Conference 24 August 2020 PRESENTED BY NSPA
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 obligations, implement contract changes when need be, review/approve invoices, etc) NATO UNCLASSIFIED NSPA Procurement Division 13
Key Dates 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 Weeks 39 – 46 / 2020 Evaluation Proposal & Price Acceptance Contract Award Planned by end November 2020 NATO UNCLASSIFIED NSPA Procurement Division 14
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
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
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
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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