IFIB-ACT-SACT-17-47_PROTOCOL_CONTRACT_SPECIALISTS.pdf

IFIB-ACT-SACT-17-47

This Enclosure is designed to assist the respective company provide HQ SACT with all necessary documents/information required. For clarification, please refer to Bidding instructions in part 1 of subject solicitation.

Description of Acquisition

Part 1 Bidding Instructions

1. Duration of the Contract

2. Exemption of Taxes

3. Amendment or Cancellations

4. Bidder Clarifications

5. Bid Closing Date

6. Bid Validity

7. Contents of Proposal

8. Proposal Submission

9. Late Proposal

10. Bid Withdrawal

11. Bid Evaluation

12. Proposal Clarifications

13. Award

14. Communications and Contacts

15. Point of Contact

ENCLOSURES:

1. Proposal/Content Checklist

2. Address Label

3. Compliance Statement

4. Past Performance

5. Mandatory Price Proposal format

Annex A – Best Value Matrix Annex B – Instructions for Sending Video Interview

PART 1 BIDDING INSTRUCTIONS

1. General

This is a Firm Fixed Price Level of Effort contract in accordance the General a n d S p e c i a l Terms and Conditions; Contract Award is contingent upon funding availability; Partial bidding is allowed.

2. Classification

This IFIB is a NATO UNCLASSIFIED document.

3. Definitions

(a) The “Prospective Bidder”, shall refer to the entity that has completed and returned the Enclosure of the transmittal letter of this IFIB, and has indicated thereon its intention without commitment, to participate in this IFIB.

(b) The term “Bidder”, shall refer to the bidding entity that has completed a bid in response to this IFIB.

(c) The term Contractor shall refer to the bidding entity to whom the contract is awarded.

(d) The term “Contracting Officer” designates the official who executes this IFIB on behalf of HQ SACT.

(e) “Contracting Officer`s Technical Representative” or “COTR” is the official who is appointed for the purpose of determining compliance of the successful bid, per the technical specifications.

(f) The term “HQ SACT” shall refer to Supreme Headquarters Allied Command

Transformation.

(g) The term “ACT” shall refer to Allied Commander Transformation.

(h) The term “NATO”, shall refer to the North Atlantic Treaty Organisation.

(i) The term “days” as used in this IFIB shall, unless otherwise stated, be interpreted as meaning calendar days.

(j) The term “Habitual Residence”, means HQ SACT, Norfolk, Virginia, VA

23511.

4. Eligibility

This IFIB is open to companies:

(a) Established in a North Atlantic Treaty Organisation Alliance member nation.

(b) Working in the required field of study and legally authorised to operate in the

United States of America, at the time of bidding.

(c) Has performed the desired past performance including size, cost and scope, as described in this IFIB.

5. Duration of Contract

(a) The contract awarded shall be effective upon date of award.

(b) Period of Performance: Base Period is 1 January 2018 – 31 December

2018 with four possible 12 month option periods; 1 January – 31 December

2019, 1 January – 31 December 2020, 1 January – 31 December 2021, 1

January – 31 December 2022.

6. Exemption of Taxes

(a) In accordance with the agreements (Article VIII of the Paris Protocol dated, 25 August 1952) goods and services under this contract are exempt from taxes, duties and similar charges.

7. Amendment or Cancellation

(a) HQ SACT reserves the right to amend or delete any one or more of the terms, conditions or provisions of the IFIB prior to the date set for bid closing. A solicitation amendment or amendments shall announce such action.

(b) HQ SACT reserves the right to cancel, at any time, this IFIB either partially of in its entirety. No legal liability on the part of HQ SACT shall be considered for recovery of costs in connection to bid preparation. All efforts undertaken by any bidder shall be done considering and accepting, that no costs shall be recovered from HQ SACT. If this IFIB is cancelled any/all received bids shall be returned unopened, per the bidder’s request.

8. Bidder Clarifications

(a) Prospective Bidders should seek clarification at their earliest convenience.

Any explanation regarding the meaning or interpretation of this IFIB, terms, clause, provision or specifications, shall be requested in writing, from the

Contracting Officer. The Contracting Officer must receive such requests for clarification no later than 3 calendar days prior to the bid closing date.

(b) In lieu of a bidder’s conference, HQ SACT invites bidders to submit initial technical questions not later than 6 November 2017.

(c) Information in response to all inquiries / requests for clarification to a prospective bidder shall be furnished to all prospective bidders at the following link: http://www.act.nato.int/contracting as a Question and Answer addendum. All such addendums and any necessary solicitation amendments shall be incorporated into this IFIB. Oral Interpretations shall not be binding.

9. Bid closing date

Bids shall be received at HQ SACT, Purchasing and Contracting Office, no later than 14 November 2017, 1500 hours, Eastern Standard Time, Norfolk, Virginia, USA. No bids shall be accepted after this time and date.

10. Bid Validity

Bids shall be remain valid for a period of one hundred and twenty days (120) form the applicable closing date set forth within this IFIB. HQ SACT reserves the right to request an extension of validity. Bidder shall be entitled to either grant or deny this extension of validity; HQ SACT shall automatically consider a denial to extend the validity as a withdrawal of the bid.

11. Content of Proposal

The proposal shall consist of 5 copies of the following minimum paper documents (Clipped - no binding or 3 prong folders please): Additionally electronic copies (e-mailed s i n g l e PDF version), excluding price proposals of the documents are required no later than 14 November 2017, 1500 hours, Eastern Standard Time, Norfolk, Virginia, USA.

http://www.act.nato.int/contracting-procurements

A table of contents for the entire proposal (Checklist provided as Enclosure #1)

(a) The bidder’s full name address, Point of Contacts, Telephone, Fax number and Internet site, (See Enclosure #2);

(b) Compliance statement (See Enclosure #3);

(c) Provision of administrative and technical volumes

(d) Compliance criteria, (See Annex A to Statement of Work).

(e) Past performance (See Enclosure #4)

(f) Company price proposal (Enclosure #5)

12. Proposal Submission

(a) Proposals shall be submitted in a single package containing two volumes, Technical volume and Price volume, each separately sealed. The single package shall be clearly marked with the mailing label, citing the IFIB

Solicitation reference number, (See Enclosure #3). Within the single package shall be the Technical and Price volumes, separately packaged and identified.

(b) An electronic copy of the proposal, not to include the Price volume is required to the assigned Contracting Officer, prior to the established bid closing date via E-mail PDF document.

(c) Proposal packages may be delivered by mail, courier or hand carried prior to the established deadline. Couriers must have access to military installation in order to deliver proposal.

(d) Proposal packages must be delivered to the HQ SACT via a verifiable method or be handed to a member of the BUDFIN/Purchasing staff, who shall endorse the package with a time date and delivery official shall counter sign, as to the accuracy of the recording.

(e) Price proposals shall be in U.S. Dollar currency. Contractor may request payment post award in alternate currency based on agreed conversion rate.

(f) Prices shall be on a Firm Fixed Price Basis and include any relevant discount schedule.

(g) It is the sole responsibility of the interested company to review any Q & A that may be issued in support of this solicitation, prior to bid submission.

(h) No oral bids or oral modifications or telephonic bids shall be considered.

(i) It is the ultimate responsibility prior to submission that all proposal submissions are reviewed to ensure they meet the technical and administrative specifications and that offers meet the limitations and expressed conditions.

13. Video Submission

Along with submitting a proposal, bidders are required to submit a video interview of responses to proposed questions by SACT Office of Protocol. Instructions on submitting a video and the respective questions to be answered can be found in Annex B. Video submissions will be used to assist in a best value award, using grading criteria found in

Annex A. Video submissions are due no later than 14 November 2017, 1500 hours, Eastern Standard Time, Norfolk, Virginia, USA.

14. Late Proposals

(a) It is solely the bidder`s responsibility that every effort is made to ensure that the proposal reaches HQ SACT prior to the established closing date and time.

All late bids shall be returned to the offering company unopened. Only if it can be unequivocally demonstrated that the late arrival of the bid package was the result of NATO staff negligence (mishandling) shall the bid be considered.

(b) A delay in a commercial courier service does not constitute a delay by NATO or government channels.

15. Bid Withdrawal

A bidder may withdraw their bid up to the date and time specified for bid closing.

Such a withdrawal must be completed in writing or facsimile, with attention to the HQ SACT Contracting Officer. The proposal shall be returned unopened, at the expense of the company.

16. Bid Evaluation

(a) The evaluation of bids and determination as to the responsiveness and technical adequacy or technical compliance, of the products or services requested, shall be the responsibility of HQ SACT. Such determinations shall be consistent with the evaluation criteria specified in the IFIB. HQ SACT is not responsible for any content that is not clearly identified in any proposal package.

(a) Proposals shall be evaluated and awarded based on best overall value to

NATO. The following factors are considerations;

Successful administrative submission of bid packages and requested

Enclosures 2-6, as listed in this RFP. (Pass/Fail)

Technical factors/pricing factors rated 50/50

Acceptance of HQ SACT General Terms and Conditions

17. Proposal Clarifications

During the entire evaluation process HQ SACT reserves the right to discuss any bid with the order to clarify what is offered and interpretation of language within the bid, to resolve in potential areas of non-compliance.

18. Award

HQ SACT intends to award a firm fixed price contract to the Offeror whose proposal(s) represents best value to HQ SACT. HQ SACT will collect information from references provided by the Offeror in regard to its past performance. Contractors must provide authorization to contact references.

HQ SACT reserves the right to negotiate minor deviations to the listed General and Special Terms and Conditions to this IFIB.

19. Communications

All communication related to this IFIB, between a prospective bidder and HQ SACT shall only be through the nominated HQ SACT Contracting Officer.

Designated contracting staff shall assist the HQ SACT Contracting Officer in the administrative process. There shall be no contact with other HQ SACT personnel in regards to this IFIB. Such adherence shall ensure Fair and Open Competition with equal consideration and competitive footing leverage to all interested parties.

20. Point of Contact is:

LCDR Mike DiProspero, ACT Contracting, 757-747-3612, michael.diprospero@act.nato.int

All correspondence shall be forward to:

HQ SACT, BUDFIN BRANCH

Purchasing & Contracting, Contracting Officer

IFIB-ACT-SACT-17-47

ATTN: LCDR Mike DiProspero 7857 Blandy Road, Suite 100, Norfolk, VA, U.S.A.

Enclosure 1

PROPOSAL CONTENT / CHECKLIST

Table of Contents

Bidder`s name, address, POC, Contact numbers, email address.

Compliance Statement.

Past performance (including References).

List of Key personnel.

Technical Proposal.

Price Proposal.

Mailing label.

Enclosure 2

(The label below is to be completed by the bidder and affixed to the exterior envelope; parcel or package mailed or deliver to ACT)

SEALED BID TO IFIB-ACT-SACT-17-47

(To be opened by Contract Awards Committee (CAC Only)

Sender:

HQ SACT

Attn: LCDR Mike DiProspero 7857 Blandy Road, Suite 100, Norfolk, VA 23551-2490 U.S.A

This Enclosure is designed to assist the respective company provide HQ SACT with all necessary documents/information required. For clarification, please refer to Bidding instructions in part 1 of subject solicitation.

Enclosure 3

COMPLIANCE STATEMENT TO SEALED BID IFIB-ACT-SACT-17-47

It is hereby stated that our company has read and understands all documentation issued as part of IFIB-ACT-SACT-17-47. Our company proposal submitted in response to the referenced solicitation is fully compliant with the provisions of IFIB-ACT-SACT-17- 47 and the intended contract with the following exception(s); such exemptions are considered non substantial to the HQ SACT solicitation provisions issued.

Clause Description of Minor Deviation.

(If applicable, add another page)

Company: Signature:

Name & Title: Date:

Company Bid Reference:

Bidder’s proposal must be based on full compliance with the terms, conditions and requirements of the IFIB and all future clarifications and/or amendments. The bidder may offer variations in specific implementation and operational details provided that the functional and performance requirements are fully satisfied. In case of conflict between the compliance statement and the detailed evidence or explanation furnished, the detailed evidence/comments shall take precedence/priority for the actual determination of compliance. Minor or non-substantial deviations may be accepted. Substantial changes shall be considered non responsive.

Enclosure 4

PAST PERFORMANCE INFORMATION FORM

(a) Contracting Agency:

(b) Contract No:

(c) Type of Contract (Firm Fixed Price, IDIQ, Requirements):

(d) Title of Contract:

(e) Description of Work Performance and Relevance to Current Acquisition (Type of facility, capacity, estimated patronage, summary of staff used):

(f) Contract Dollar Amount:

(g) Period of Performance:

(h) Name, Address, Fax and Telephone No. of Reference:

(i) Indicate Whether Reference Acted as Prime or Sub-contractor:

(j) Comments regarding compliance with contract terms and conditions:

(k) Complete Contact Information for client:

(l) Permission to contact client for reference: Yes/ No

Name/Signature of Authorized Company Official

NATO UNCLASSIFIED

Enclosure 5

IFIB-ACT-SACT-17-47 SEALED BID PRICE PROPOSAL

COMPANY NAME: ABC, Inc ADDRESS: Street, City, Post code

TO: Chairman of Supreme Allied Commander Transformation, (HQ SACT) Contracts Award Committee.

ATTN: Kevin Mills 7857 Blandy Road, Suite 100 Norfolk, VA 23551

Please verify and acknowledge propriety of above, by duly completing signatures below.

Authorizing Company Official:

Printed Name:

Position:

Title:

Authorizing Company (Signature): ---------------------------------, Date: -----------------.

Company name Witness Official:

Printed Name:

Witness Signature: ----------------------------------------------------------, Date -----------

Proposed rates must be fully “loaded” [G&A, O/H etc.], however they must not include per diem (meals & lodging) and travel. Travel (and related expenses) will not be covered under this contract, but handled separately in accordance with the ACT Financial Manual.

SUBJECT: IFIB-ACT-SACT-17-47 Sealed Bid Price Proposal

Please find on behalf of Insert: Company Name to provide HQ SACT with services (collectively referred as “ITEMS”), subject to the provisions, terms and conditions stated in IFIB ACT-SACT-17-47 and the “Insert : Company Name Technical proposal”, submitted in accordance with solicitation provisions.

Service Area Base Period

01 Jan 2018 – 31 Dec 2018

Option Period 1 01 Jan 2019 – 31 Dec 2019

Option Period 2 01 Jan 2020 – 31 Dec 2020

Hourly Rate: (1800 hours)

Protocol

Specialist

Service Area Option Period 3 01 Jan 2021 – 31 Dec 2021

Option Period 4 01 Jan 2022 – 31 Dec 2022

Protocol

Specialist

Total Contract Value (Base + Option Periods) $

Please verify and acknowledge propriety of above, by duly completing signatures below.

Authorizing Company Official:

Printed Name:

Authorizing Company (Signature): ---------------------------------, Date: -----------------.

Company name Witness Official:

Printed Name:

Witness Signature: ----------------------------------------------------------, Date -----------

IFIB-‐ACT-‐SACT-‐17-47

Enclosure 6

STATEMENT OF WORK

FOR PROTOCOL SPECIALIST AND

PROTOCOL RESOURCE STAFF SPECIALIST

OFFICE OF PROTOCOL BRANCH

HEADQUARTERS SUPREME ALLIED COMMANDER TRANSFORMATION

1. Introduction

HQ SACT was activated in June 2003 to be “NATO’s forcing agent for change, leading the continuous improvement of Alliance capabilities to uphold NATO’s global security interests.” The Transformation will focus on: concepts, doctrine, and policy; requirements and capabilities, joint experimentation exercises and assessments; and joint education and training. HQ SACT is now focusing on processes to lead a fully functional Transformation to the NATO Alliance by synchronizing across multi-national defense programs and forces. Orchestrating conferences and seminars, and coordinating events and high level visits are some of the tools used to lead Transformation. The Protocol Branch manages all protocol functions for HQ SACT. In this role, the Branch plans, coordinates, and executes all aspects of VIP visits to the Headquarters in Norfolk, VA, and HQ SACT-sponsored

VIP visits throughout the Commands and staff elements of Allied Command

Transformation (ACT). It also coordinates logistical and protocol requirements, seminars, briefings and exercises.

2. Background HQ SACT is seeking contract support for two Protocol Staff positions. A Protocol

Specialist (to perform standard protocol functions and provide software planning tools expertise) and a Protocol Resource Staff Specialist (to act as a liaison with industry and the Budget and Finance Branch, in addition to performing standard protocol functions) will be required.

2.1 Scope

2.1.a Protocol Specialist. The Contractor shall perform under the direction of the COTR the following duties that include, but are not limited to:

• Planning, preparing, and executing all conferences, exercises, seminars, ceremonies, and VIP visits to HQ SACT.

• Personally meeting and escorting visitors and dignitaries (as required) on their arrival and accompanying them through various phases of their visits.

• Preparing and executing an effective and comprehensive DV program. Responsible for creating schedules of events, including briefing arrangements, luncheons, ship and base tours, accommodations, transportation, and all details.

• Providing advice and training on matters relating to the customs and regulations governing diplomatic formality, precedence, and etiquette.

• Supporting the execution of numerous National Day Flag

Raising Ceremonies, including coordination of Marine Corps and Band support, guests of honour, gifts, and various other details.

• Maintaining a historical DV database.

• Maintaining alphabetical biography books of NATO officials and all DVs.

• Serve as SME on all matters regarding protocol planning software applications inside the Protocol Branch and for events in support of HQ SACT mission requirements.

2.1.b Protocol Resource Staff Specialist

• Planning, preparing, and executing all conferences, exercises, seminars, ceremonies, and VIP visits to HQ SACT.

• Personally meeting and escorting visitors and dignitaries (as required) on their arrival and accompanying them through various phases of their visits.

• Preparing and executing an effective and comprehensive DV program. Responsible for creating schedules of events, including briefing arrangements, luncheons, ship and base tours, accommodations, transportation, and all details.

• Providing advice and training on matters relating to the customs and regulations governing diplomatic formality, precedence, and etiquette.

• Supporting the execution of numerous National Day Flag

Raising Ceremonies, including coordination of Marine Corps and Band support, guests of honour, gifts, and various other details.

• Act as liaison between Protocol, industry, and BUDFIN on all matters regarding contracts and payments for events in support of HQ SACT mission requirements.

3. Type of Contract and Period of Performance

This is a Commercial Personnel Services Contract in accordance with the General and Special Terms and Conditions; as such it is a Level of Effort contract with a maximum limit or fraction thereof as set forth in this Statement of Work. All employer responsibilities for the Contractor Personnel performing under this Contract shall lie with the Contractor.

3.1 Period of Performance. The period of performance for the Base Year is 1 January 2018 through 31 December 2018, with the possibility of 4 additional option years.

3.2 Level of Effort. One man-year (1800 hours) for the base year and each option year.

Man-hours are further defined in part 1A of the special terms and conditions, but for purposes of this contract see paragraphs 6.1c and 6.2c regarding deviations from standard work days/hours.

3.3 Surge Capability. Surge capability requirement is included to have a contract vehicle in place should emerging circumstances require a quick and temporary increase in contractor personnel or contract hours. The Contractor Company shall be prepared to provide support for additional services in the same labour categories identified above as approved by the COTR, and Contracting Officer. Surge capability shall not exceed 300 hours annually per labour category. Surge hours must be billed at the same hourly base rate.

4. Place of Performance

HQ SACT shall serve as the habitual residence for performance under this contract. The Contractor is expected to perform the majority of the required work at

HQ SACT in Norfolk, Virginia or in alternate locations as per travel requirements at locations specified by the Contracting Officer’s Technical Representative (COTR).

It is anticipated that there will be approximately 2 trips per year, for approximately

10 days in duration per trip. NATO travel regulations and reimbursements are covered in Chapter 10 of the approved version of the Allied Command

Transformation (ACT) Financial Manual, and are available at:

http://www.act.nato.int/contracting. The COTR and Contracting Officer must approve trips and per diem in advance of all travel.

5. Partial Bidding and Teaming Arrangements http://www.act.nato.int/contracting

Partial bidding is allowed. All submissions must clearly state which position candidate(s) is (are) being proposed to fill. A candidate will not be considered for multiple positions in the same proposal, i.e. John Smith can't be submitted as a candidate to fill the requirements of both the the Protocol Specialist and the

Protocol Resource Staff Specialist.

6. Protocol Specialist and the Protocol Resource Staff Specialist Professional Qualifications

6.1 The Protocol Specialist shall have the following qualifications as a minimum:

Experience

• Experience in an international military or governmental agency protocol environment.

• Experience on major joint or international military staff that includes planning of high level events such as: Conferences, Exercises, Seminars, Ceremonies and high level visits (Preferably within NATO).

• Familiarity with NATO Protocol standards.

• Excellent organizational and communication skills.

• Experience in managing complex schedules.

• Experience in Management of electronic registration using Cvent.

• Experience in Management of protocol software i.e.

SocialTables.

• Experience in Management of electronic seating plan drawing tools i.e. Autocad.

• Experience on Database managing tools (Microsoft Access).

Education

• College degree or similar national academic qualification is required. 5 years of equivalent military or professional experience in a protocol or similar environment can be used as a substitute(s) for a university degree.

Special Requirements

• Ability to work independently, proactively, and resourcefully on several tasks at one time with minimum supervision.

• Present a mature, professional appearance; interact well with others in International environment.

• Advanced knowledge of word processing, spread sheet, project management, and graphics software.

• Protocol Officer Course or equivalent formal training.

• Project management is desirable.

• Previous experience working with Flag/General Officers or equivalent is desirable.

• Foreign Language proficiency, particularly French is desirable.

• Fluent in English (written and Oral).

• Ability to work outside of normal working hours to include weekends and evenings, often on short notice.

Security

• Valid NATO SECRET-level security clearance or active

SECRET security clearance issued by a national authority.

• The Protocol Resource Staff Specialist shall have the following qualifications as a minimum:

Experience

• Experience in an international military or governmental agency

• Demonstrated experience on major joint or international military staff that includes planning of high level events such as:

Conferences, Exercises, Seminars, Ceremonies and high level visits (Preferably within NATO).

• Excellent organizational and communication skills.

• Experience in managing complex schedules.

• Working Knowledge of Centralized NATO Automated

Financial System (CNAFS) or other comparable Oracle system, such as the Standard Procurement System (SPS) in the US.

Education

• College degree or similar national academic qualification is required. 5 years of equivalent military or professional experience in a protocol or similar environment can be used as a substitute(s) for a university degree.

Special Requirements

• Ability to work independently, proactively, and resourcefully on several tasks at one time with minimum supervision.

• Present a mature, professional appearance; interact well with others in International environment.

• Working knowledge of word processing, spread sheet, and graphics software.

• Advanced knowledge of database software.

• Previous experience working with Flag/General Officers or equivalent is desirable.

• Foreign Language proficiency, particularly French is desirable.

• Fluent in English (written and oral).

• Ability to work outside of normal working hours to include weekends and evenings, often on short notice.

Security

• Valid NATO SECRET-level security clearance or active

SECRET security clearance issued by a national authority.

7. Performance Requirements and Reporting

The Contracting Officer shall assign a Contracting Officer’s Technical Representative

(COTR). The COTR shall provide direction, guidance, and support information as needed for all technical and content areas of the SOW.

The COTR shall:

Resolve outstanding disputes, problems, deficiencies, and/or questions on the technical aspects of the SOW

Review (and approve) all Contractor duties for completeness and accuracy

Review the Contractor’s work at a minimum of monthly, or more often if needed

The COTR’s written approval of work reported and deliverables submitted is mandatory for Contractor invoices to be successfully processed. The COTR shall receive a letter of appointment from the Contracting Officer that describes in detail his roles and responsibilities to which he shall sign formal acceptance.

8. Contract Reporting: The Contractor shall submit a monthly report to the

COTR and the Contracting Officer, detailing progress on the SOW for the reporting period. The report shall include, but not be limited to, the following information:

Summary of work for the reporting period.

Contract hours expended showing a comparison with budgeted hours.

Current or anticipated problems/deficiencies and recommended solutions.

The COTR may amend the reporting requirements to receive alternate/additional data and information on a more frequent or less frequent basis, and to request other reports that detail designated aspects of the work or methods to remedy problems and deficiencies. The Contracting Officer shall receive a minimum of a monthly report, regardless of COTR changes. However, note that the report is NOT a deliverable subject to acceptance. The Contractor is expected to work closely with other team members, SMEs, and designated

HQ SACT personnel. Consequently, the Contractor is expected to promptly address all identified problems and deficiencies, providing the COTR with written information on how the problem shall be corrected and any impact to on-going work.

9. Proof of Past Performance

The Contractor is to provide a minimum of two (2) past performance citations (for work within the past seven years) to show that it has successfully completed work that is similar to the requirements outlined in this SOW. The citations shall include the following information at a minimum:

Summary of work performed that is similar to or directly relates to this

SOW in size scope and value.

Status of work (i.e., on-going, complete)

Date of work performance

Summary of staff used (by number and position)

Name of client Complete contact information for client

Permission to contact client for reference

10. Contractor Technical Evaluation

Each responding Contractor Company shall be judged on technical information provided in response to this SOW to determine Technical Compliance. It is the responsibility of the contractor company to clearly demonstrate both the company and nominated individual unequivocally meet full compliance. Proposals shall be assessed and evaluated in accordance to Annex A to this solicitation. All applicable resumes are mandatory to enable a professional evaluation.

11. Rights in Technical Data Computer Software

Specific information to IPR is articulated in the General Terms and Conditions that support this contract.

12. Releasability

NATO nations have regulations and laws applying to the export of defence related goods by domestic commercial sources to outside entities (such as NATO). The products or services under this SOW will need to be releasable to entities identified under the statements made with regard to both the Intellectual Property Rights and any applicable export control laws.

13. Furnished Materials

For on-site work, HQ SACT shall provide all necessary working space; office furniture; telephones; computers, software, peripherals, and support equipment;

office supplies; classified/unclassified storage space; and access to unclassified and classified NATO wide area networks (WAN) (granted on an as needed basis to individuals with appropriate security clearances) and the Internet for work to be performed at all NATO sites. Contractor personnel are not authorized to make any permanent/semi-permanent physical modifications to the HQ SACT facilities.

Contractors shall have full access the Microsoft Office Suite, as well as Microsoft

Project.

14. Security

14.1 Personnel Clearances

Contractor personnel shall be responsible for obtaining all needed security clearances prior to starting work at HQ SACT. All Contractors shall have a minimum of a SECRET security clearance (as issued by NATO or the respective national Ministry/Department of Defence (Mod/DoD). No clearance or waiver to this requirement shall be granted, and no Contractor shall be assigned without having the needed clearance in place. If the Contractor Company cannot assign personnel with the required SECRET security clearance on the start date, the company shall be liable for bid non-compliance or immediate contract termination. The Contractor Company must provide advance written proof of the ability to assign fully cleared personnel prior to contract award/start. The

Contractor Company is fully responsible for arranging all work visas.

14.2 Security Conditions

The Contractors must adhere to current security conditions at HQ SACT and other work sites. Contractor personnel shall comply with all local host nation, NATO security provisions and other policies and procedures, as required. The possible security classification of the deliverables under this contract may range from unclassified through NATO SECRET.

14.3 Building, Installation Access

The Contractors are fully responsible for ensuring that they have all needed vehicle passes and decals, and individual access badges and documents for appropriate access to the HQ SACT facility. The Contractor Company shall submit requests for site access to HQ SACT, Attention Security Office, 7857 Blandy

Road, Suite 100, Norfolk, VA 23551-2490.

Electronic Devices

All Contractor personnel shall abide by the security restrictions regarding carrying and using electronic devices (e.g., laptops, cell phones) in the HQ SACT. The

Contractor shall be responsible for satisfying the necessary clearance from the

HQ SACT Security Office before bringing any such device into the HQ SACT work environment.

15. Export Control NATO nations have regulations and laws applying to the export of defence related goods/ services originating from domestic commercial sources to foreign entities.

Usually under those laws and regulations, NATO is considered a foreign entity. The following requirements of this statement of work are provided in order to allow the bidder/contractor the opportunity to assess the applicability of their pertinent national laws and regulations and take action, as required, (Reference, Part One A, Special Terms & Conditions). The services shall be rendered at a maximum in the following locations: NATO member Nations and future NATO member Nations and

NATO Partnership for Peace, Med-dialogue, Istanbul Cooperative Initiative (ICI) and contact countries. Persons exposed to the services performed under this SOW shall be nationals of NATO member Nations working for NATO Nation

Governments.

Enclosure 7

Annex A

Contractor’s technical proposals will be assessed on the qualifications of the individuals proposed to perform the work. Individuals’ résumés will be measured against each of the criteria specified below in order to ascertain whether the individuals have adequately demonstrated that they possess the required qualifications. HQ SACT reserves the right to conduct interview of nominated candidate(s). Examples of how detailed knowledge levels were attained are expected. Ultimately Contractor companies shall clearly demonstrate by providing unequivocal reference to where candidates meet the criteria set forth in this solicitation.

The bids will be evaluated against the following levels:

Compliant (C) = Meets the criterion

Non-compliant (N)

= Proposal will be deemed non-compliant

Item Compliant Non-Compliant

Minimum of one past performance citations within the last five years to show that it has successfully completed work that is similar to ordirectly traceable to the requirements outlined in this

SOW.

NATO or national SECRET Personal Security Clearance

# Criteria Range Score

(130 pts. possible)

Protocol Specialist

EXPERIENCE

Experience in an international military or governmental agency

<3 years: 1 3-5 years: 5 6-10 years: 7 11+ years: 10

Experience on major joint or international military staff that includes planning of high level events such as:

Conferences, Exercises, Seminars, Ceremonies and high level visits.

(Preferably NATO)

Familiarity with NATO

Protocol standards.

0-5

Excellent professionalism, organization, and communication skills.

Experience in managing complex schedules

<3 years:2

Management of electronic registration using Cvent.

<3 years: 5 3-5 years: 10 6-7 years: 15 8+ years: 20 protocol seating/check-in software i.e.

SocialTables.

<3 years: 2 3-5 years: 3 6-7 years: 4 8+ years: 5 electronic drawing tools i.e. Autocad.

Experience on

Database managing tools

(Microsoft

Access).

EDUCATION

College degree or similar national academic qualification or equivalent military experience

<2-year degree or no degree: 0 2-year degree or equivalent: 3 4-year degree or equivalent: 5

SPECIAL

REQUIREMENTS

Ability to work independently, proactively, and resourcefully on several tasks at one time with minimum supervision.

Present a mature, professional appearance; interact well with others in

International environment. (Based on submitted video interview)

0-10

Protocol Officer Course or equivalent training

Project management training is desirable

0 or 5 (All training will be weighed equally)

Previous experience working with

Flag/General

Officers or equivalent is desirable.

Foreign

Language proficiency is desirable.

(Particularly

French)

Fluent in English

(written and oral).

outside of normal working hours to include weekends and evenings, often on short notice.

Criteria

Range

Score (Out of 120)

Protocol Resource

Staff Specialist

EXPERIENCE

Experience in an international military or governmental agency

Experience on major joint or international military staff that includes planning of high level events such as: Conferences, Exercises, Seminars, Ceremonies and high level visits. (Preferably

NATO)

administrative and office management experience.

Excellent professionalism, organization and communication skills.

Experience in managing complex schedules.

Working Knowledge of Centralized NATO Automated Financial System (CNAFS) or other comparable system, such as the Standard Procurement System (SPS) in the US.

0-20

EDUCATION

College degree or similar national academic qualification or equivalent military experience

<2-year degree or no degree: 0 2-year degree or equivalent: 3 4-year degree or equivalent: 5

SPECIAL

REQUIREMENTS

independently, proactively, and resourcefully on several tasks at one time with minimum supervision.

Present a mature, professional appearance;

interact well with others in International environment.

(Based on submitted video interview)

Working knowledge of word processing, spread sheet, and graphics software

Advanced knowledge of database software.

Previous experience working with Flag/General Officers or equivalent is desirable.

Foreign Language proficiency is desirable.

(Particularly French)

Fluent in English (written and oral).

Ability to work outside of normal working hours to include weekends and evenings, often on short notice.

Enclosure 8

Annex B

Instructions for Submitting Video Interview to DropBox

IFIB-ACT-SACT-17-47 Protocol Contract Support

Please read below instructions carefully:

1. All interested bidders are required to submit a video response of their candidates answering the three (3) questions below.

2. Responses to each of the questions should be clear, concise. Video interview submission should not exceed longer than five (5) minutes in length.

3. If the bidder is submitting a proposal for both positions, each bidder shall submit a video for each of the candidates.

4. Interviewees should treat this interview in a similar fashion as one that you would apply for in person in a business setting. Candidates should present themselves in a professional manner.

5. Video files should be sent in the mpeg/mpg4 format. File names shall be labeled:

Company Name.First Name.Last Name.Position.

For example: AcmeIndustries.John.Smith.ProtocolSpecialist.mp4

6. Files shall be sent to the following address:

https://www.dropbox.com/request/xjLOvw3EDUChrlcEwqM3

7. Please email the contracting officer at Michael.diprospero@act.nato.int to confirm receipt of video file. Please allow up to 24 hours to respond.

Interview Questions:

1. NATO has 29 member nations. As the Protocol Officer, how could you organize the order of precedence between the Nations?

2. During a Flag Raising Ceremony a national flag accidentally goes up up-side down.

As the Protocol Officer responsible for the ceremony, what action do you take?

3. A Minister from a NATO nation is visiting SACT. As the Protocol Officer in charge to organize the visit, which elements of support will you arrange in regard to the welcome, organization of logistical support and the visit program, taking in consideration the following details:

a. Arrival on previous day and departing at 15:00;

b. The ACT representation includes Flag and General Officers from France, Germany, United States of America, United Kingdom, Turkey, Norway and Italy.

https://www.dropbox.com/request/xjLOvw3EDUChrlcEwqM3 mailto:Michael.diprospero@act.nato.int

HQ SACT General Contract Terms and Conditions

Index of Clauses

1. Definitions

2. Applicable Law

3. Assignment

4. Acceptance

5. Service and Parts Availability

6. Preferred Customer

7. Notice of Shipment

8. Security

9. Inspection

10. Title

11. Supply Warranty

12. Invoices

13. Payment

14. Taxes

15. Excusable Delays

16. Indemnity

17. Disputes

18. Termination for Convenience

19. Termination for Default

20. Limitation of Liability

21. Export Control

22. Risk of Loss

23. Authorization to Perform

24. Performance

25. Travel

26. Proposed Candidates

27. Partial Awards

28. Competition

29. Contractor Notice Regarding Delay

30. Notice of Assistance with respect to Patent and Copy Right Infringement

31. Health and Safety and Accident Prevention

32. Patent Indemnity

33. Rights in Technical Data and Computer Software

34. Software Releases and Updates

35. Inconsistency between English version and Translation of Contract

36. Contract Effective Date

37. Enforcement

38. Order of Precedence

39. Entire Agreement

1. Definitions

As used throughout this contract, the following terms shall have meanings as set forth below:

a. “HQ SACT” means the Supreme Headquarters Allied Command

Transformation, located at 7857, Blandy Road, Suite 100, Norfolk, Virginia, United States of America.

b. Contracting Officer means the person executing and managing this contract on behalf of HQ SACT.

c. Inspector means a person appointed by the Contracting Officer for the purpose of determining compliance with the technical requirements of the contract.

d. The North Atlantic Treaty Organization is hereafter referred to as “NATO”.

e. The term "days" shall be interpreted as meaning calendar days

2. Applicable law

Except as otherwise provided in this contract, this contract shall be governed, interpreted and construed with the laws of the commonwealth of Virginia of the United States of America.

3. Assignment.

This agreement is not assignable by the Contractor either in whole or in part unless agreed in writing by HQ SACT Contracting Officer in accordance with;

a. Any modifications, including changes, additions or deletions and instructions under this contract shall not be binding unless issued in writing by the Contracting Officer

b. Sub-contractors shall be limited to citizens or legal entities of member nations of NATO, unless specifically authorized by the Contracting Officer.

c. The Contractor shall determine that any sub-contractor proposed by him for the furnishing of supplies or services which shall involve access to classified information in the Contractor's custody has been granted an appropriate facility security clearance by the sub-contractor's national authorities, which is still in effect, prior to being given access to such classified information.

4. Acceptance

a. Acceptance or rejection of the supplies shall be made as promptly as practicable after delivery, except as otherwise provided in this contract.

b. Acceptance shall be conclusive, except for latent defects, fraud, gross mistakes amounting to fraud, or otherwise stated in the Contract. It is the action by which HQ SACT acknowledges that the Contractor has fully demonstrated that the deliveries are complete and operational. The formal acceptance will take place when the following requirements have been met:

- Availability at final destination of all deliverables.

- Successful completion of acceptance testing.

- Verification of the inventory.

- Satisfactory completion of all training or other services, if any, required by that date.

- Agreement between the Contracting Officer and the Contractor on a discrepancy list (if necessary) and corresponding clearance dates.

c. When discrepancies exist and if these do not prevent satisfactory use or operation of the supplies, the Contracting Officer may declare the acceptance provisional. In this case he will withhold from payment an amount commensurate with the importance of the discrepancies but in any case not less than ten (10) percent of the total contract value and this until all discrepancies have been cleared; at that time the acceptance becomes final.

5. Service and Parts Availability

Unless as specified otherwise in the Technical Specifications, the Contractor and his subcontractors will maintain and furnish a source of an adequate supply of services, components, spare parts and sub-assemblies to properly maintain the supplies for a period of minimum five (5) years from Contract Effective Date.

6. Preferred Customer

a. The Contractor warrants that the prices set forth in this contract are as favourable as those extended to any Government, Agency, Company, Organization or individual purchasing like quantities covered by the contract under similar conditions. In the event that prior to complete delivery under this contract the Contractor offers any of such items in substantially similar quantities to any customer at prices lower than those set forth herein, the Contractor shall so notify HQ SACT and the prices of such items shall be correspondingly reduced by a supplement to this contract.

b. Prices in this sense means "Base Price" prior to applying any bonuses.

7. Notice of Shipment

a. At the time of delivery of any supplies to a carrier for transportation, the Contractor shall give notice of shipment to the Contracting Officer and to such other persons or installations as are designated by the Contracting Officer. If such instructions have not been received by the Contractor at least one working day prior to such delivery to a carrier, the Contractor shall request instructions from the Contracting Officer concerning notice of shipment to be given.

b. The following information shall be included in such notification:

(1) Contract Number

(2) Shipping address

From: (Name and complete address of consignor) To: (Name and complete address of consignee)

(3) Listing of supplies by Contract Items(s)

(4) Number of and marking on packages(s)

(5) Weight and dimensions of packages(s)

(6) Name and address of Carrier, mode and date of shipment with waybill number,

(7) Customs documents required by Contractor (if applicable).

8. Security

a. The Contractor shall comply with all security requirements prescribed by HQ

SACT and the National Security Authority or designated security agency of each NATO country in which the contract is performed.

b. The Contractor shall be responsible for the safeguarding of NATO classified information, material and equipment entrusted to him or generated by him in connection with the performance of the contract.

c. Any known or suspected breaches of security or other matters of security significance shall be reported by the Contractor to the Contracting Officer and to the National Security Authority or designated security agency.

d. The Contractor shall apply to the Contracting Officer for approval before sub-contracting any part of the work, if the sub-contract would involve the sub-contractor in access to classified information. The Contractor shall place the sub-contractor under security obligations no less stringent than those applied to his own contract

9. Inspection

a. Unless otherwise specifically provided for in the specifications, all equipment, materials and articles incorporated in the work covered by this contract are to be new and of the most suitable grade of their respective kinds for the purposes intended. All workmanship shall be first class.

b. All supplies (which terms throughout this clause includes without limitation raw materials, components, intermediate assemblies, and end products) shall be subject to inspection and test by HQ SACT, to the extent practicable at all times and places including the period of manufacture, and in any event prior to acceptance.

c. In case any supplies are defective in material or workmanship or otherwise not in conformity with the requirements of this contract, HQ SACT shall have the right either to reject them (with or without instructions as to their disposition) or to require their correction or to accept them against reduction in price which is equitable under the circumstances.

d. If any inspection or test is made by HQ SACT on the premises of the

Contractor or sub-contractor, the Contractor without additional charge shall provide all reasonable facilities and assistance to inspectors in the performance of their duties. If HQ SACT inspection or test is made at a point other than the premises of the Contractor or a sub-contractor, it shall be at the expense of HQ SACT except as otherwise provided in this contract. In case of rejection HQ SACT shall not be liable for any reduction in value of samples used in connection with such inspection or test. HQ SACT reserves the right to charge to the Contractor any additional cost of HQ SACT inspection and test when supplies are not ready at the time such inspection, when test is requested by Contractor or when re-inspection or retest is necessitated by prior rejection. Failure to inspect supplies shall neither relieve the Contractor from responsibility for such supplies as are not in accordance with the contract requirements nor impose liability on HQ SACT therefore.

e. The inspection and test by HQ SACT of any supplies does not relieve the

Contractor from any responsibility regarding defects or other failures to meet the contract requirements which may be discovered prior to acceptance.

Except as otherwise provided in the contract, acceptance shall be conclusive except as regards latent defects, hidden deficiencies, fraud, or such gross mistakes as amount to fraud.

10. Title

Unless specified elsewhere in this contract, title to supplies furnished under this contract shall pass to HQ SACT upon acceptance, regardless of when or where HQ SACT takes physical possession.

11. Supply Warranty

a. Notwithstanding inspection and acceptance by HQ SACT of supplies furnished under the contract or any provision of this contract concerning the conclusiveness thereof, the Contractor warrants that for a period of twelve

(12) months following the date of acceptance:

(1) All supplies furnished under this contract will be free from defects in material or workmanship and will conform with the specifications and all other requirements of this contract; and

(2) The preservation, packaging, packing and marking and the preparation for and method of shipment of such supplies will conform with the…