RFP-ACT-SACT-16-87_NATO_TRANSFORMATION_SEMINAR_and_YOUNG_PROFESSIONALS_DAY_2017.pdf

RFP-ACT-SACT-16-87

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. Page 1

Description of Acquisition

Bidding Instructions

RFP-ACT-SACT 16-87

Contractor Support for

NATO Transformation

Seminar / Young

Professionals Day subject solicitation. Page 2

TABLE OF CONTENTS

1. General

2. Classification

3. Definitions

4. Eligibility

5. Duration of the Contract

6. Exemption of Taxes

7. Amendment or Cancellations

8. Bidder Clarifications

9. Bid Closing Date

10. Bid Validity

11. Contents of Proposal

12. Proposal Submission

13. Late Proposals

14. Bid Withdrawal

15. Bid Evaluation

16. Proposal Clarifications

17. Award

18. Communications

19. Points of Contacts

ENCLOSURES:

1. Bidding Instructions

2. Proposal Checklist

3. Compliance Statement

4. Past Performance

5. Price Proposal format

6. SOW

7. T&Cs subject solicitation. Page 3

BIDDING INSTRUCTIONS

1. General.

This is a Firm Fixed Price deliverables contract in accordance the General Terms and Conditions; Contract Award is contingent upon funding availability.

2. Classification.

This RFP 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 RFP, and has indicated thereon its intention without commitment, to participate in this

RFP.

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

c. The term Contractor shall refer to the bidding entity to which the contract is awarded.

d. The term “Contracting Officer” designates the official who executes this RFP 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 RFP shall, unless otherwise stated, be interpreted as meaning calendar days.

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

23511.

subject solicitation. Page 4

4. Eligibility.

This RFP is open to companies:

a. Established in a North Atlantic Treaty Organisation Alliance member

Nation.

b. Working in the required field of study at the time of bidding.

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

5. Duration of Contract

(a) The contract awarded shall be effective upon 1 January 2017, but subject to availability NATO 2017 fiscal year funding. Once fiscal year funding is authorized a Purchase Order (PO) will be created and mark the official start date of this contract. Maximum duration will be less than 6 months from PO date.

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 RFP 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 RFP 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 RFP is cancelled any/all received bids shall be returned unopened, per the bidder’s request.

8. Bidder Clarifications.

subject solicitation. Page 5

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

Any explanation regarding the meaning or interpretation of this RFP, 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 28 November 2016. Responses to the initial questions will be posted at http://www.act.nato.int/contracting-procurements .

(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-procurements as a Question and

Answer addendum. All such addendums and any necessary solicitation amendments shall be incorporated into this RFP. Oral Interpretations shall not be binding.

9. Bid closing date (Submit Technical Package only in accordance paragraph 11 below)

(a) Bids shall be received at HQ SACT, Purchasing and Contracting Office, no later than 30 November 2016, 1200 hours, Eastern Standard Time, Norfolk, Virginia, USA. No bids shall be accepted after this time and date.

10. Bid Validity.

(a) Bids shall be remain valid for a period of one hundred and twenty days (120) from the applicable closing date set forth within this RFP. 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.

http://www.act.nato.int/contracting-procurements http://www.act.nato.int/contracting-procurements http://www.act.nato.int/contracting-procurements http://www.act.nato.int/contracting-procurements http://www.act.nato.int/contracting-procurements subject solicitation. Page 6

(a) A table of contents for the entire proposal (See checklist provided as

Enclosure # 2);

(b) The bidders full name address, Point of Contacts, Telephone, Fax number and

Internet site;

(c) Compliance statement (See Enclosure # 4);

(d) Provision of administrative and technical volumes including scoring criteria, (See Annex A to Statement of work). Word Version can be provided for your convenience.

(e) Past performance (See Enclosure #5 )

(f) Company Price proposal, including (Enclosure # 6)

12. Proposal Submission.

(a) The proposal shall consist of 1 electronically submitted Technical Package and

1 separately sent Price Proposal. Electronic copies (emailed PDF version) of the documents are required on two separate e-mails and must be labelled to clearly identify the Technical Proposal and the Price Proposal. The Technical Package shall be received no later than 30 November 2016, 1200 hours Eastern Standard

Time, Norfolk, Virginia, USA, and the Price Proposal shall be sent separately and receive only on 1 December 2016, between the hours of 0900 and 1100 hours, Eastern Standard Time, Norfolk, Virginia, USA. (See Enclosure #3).

(b) Electronic copy of the technical proposal is required to the sent to the Contracting

Officer, prior to the established bid closing date via Email in a PDF document.

(c) Proposal packages may NOT be made by mail, courier or hand carried.

(d) Price proposals shall be in U S Dollar currency.

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

(f) 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.

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

(h) 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.

subject solicitation. Page 7

13. 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.

14. Bid Withdrawal.

(a) 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.

15. 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 RFP. HQ SACT is not responsible for any content that is not clearly identified in any proposal package.

(b) Proposals shall be evaluated taking into consideration of the following factors;

• Successful administrative submission of bid packages and requested

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

• Successful determination of Technical compliance based upon Best

Value Criteria contained in Annex A.

• Successful cost price criteria.

• Technical Factors and Cost/Price will be given equal value (60%/40%)

• Acceptance of HQ SACT General Terms and Conditions.

subject solicitation. Page 8

16. Proposal Clarifications.

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

17. Award.

HQ SACT intends to award a firm fixed price best value services contract to the Offeror (or Offerors) whose proposal(s) represents the best value solution.

The Contracting Officer may reasonably determine that the superior solution/approach merits and higher price, and therefore represents the best value to NATO. The Contracting Officer, using sound business judgment will base the selection decision on the integrated assessment of the contractor’s relative capability as measured against the evaluation factors below. A split award may be considered for NTS and YP day only.

HQ SACT will collect information from references provided by the Offeror in regard to its past performance. The Offeror must provide the information requested for performance risk evaluation, or affirmatively state that it possesses no directly related or similar past performance. Firms lacking relevant past performance shall receive an “unknown” evaluation for performance risk.

HQ SACT reserves the right to negotiate minor deviations to the listed

General Terms and Conditions to this RFP

18. Communications.

(a) All communication related to this RFP, 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 RFP. Such adherence shall ensure Fair and

Open Competition with equal consideration and competitive footing leverage to all interested parties.

19. Point of Contact is;

Keith Klemm, ACT Contracting Officer (primary) 757-747-3612 keith.klemm@act.nato.int

Brian Garbert, ACT Contracting Officer 757-747-4240 brian.garbert@act.nato.int

All correspondence shall be forward to;

HQ SACT, BUDFIN BRANCH

Purchasing & Contracting, Contracting Officer

RFP-ACT-SACT 16-87

ATTN. Keith Klemm

Keith.klemm@act.nato.int

7857 Blandy Road, Suite 100, Norfolk, VA, U.S.A.

Enclosure 2

PROPOSAL CONTENT / CHECKLIST

Table of Contents

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

Compliance Statement.

Past performance.

List of Key personnel.

Technical Proposal. (e-mailed by 30 Nov, 1200)

Price Proposal. (e-mailed on 1 Dec, 0900-1100) documents/information required. For clarification, please refer to Bidding instructions in part 1 of subject solicitation. Page 11

Enclosure 4

COMPLIANCE STATEMENT TO BID RFP-ACT-SACT 16-87

It is hereby stated that our company has read and understands all documentation issued as part of RFP-ACT-SACT 16-87. Our company proposal submitted in response to the referenced solicitation is fully compliant with the provisions of RFP-

ACT-SACT 16-87 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 RFP 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.

subject solicitation. Page 12

Enclosure 5

PAST PERFORMANCE INFORMATION FORM

PAST PERFORMANCE DATA

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):

subject solicitation. Page 13

(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:

subject solicitation. Page 14

(k) Complete Contact Information for client:

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

Name/Signature of Authorized Company Official subject solicitation. Page 15

This Page Intentionally Left Blank

Contractor Support to Allied Command Transformation

Enclosure 6

RFP-ACT-SACT-16-87 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: Keith Klemm

7857 Blandy Road, Suite 100

Norfolk, VA 23551

Proposed costs must be fully “loaded” [G&A, O/H etc.], SUBJECT: RPF-ACT-SACT-16-87 Bid Price Proposal (use to submit 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 RFP-ACT-SACT-16-87 and the “Insert : Company Name

Technical proposal”, submitted in accordance with solicitation provisions.

NTS Milestone Event NTS Milestone/Timeline Price

NTS Milestone #1 Staff Time for Content Development and Seminar

NTS Milestone #2 Support Staff Time for Event

Management

NTS Milestone #3 Research Trips $

NTS Milestone #4 Staff Time for Logistics Coordination $

NTS Milestone #5 Logistics Coordination (Transportation, Per Diem, etc.)

NTS Milestone #6 Overhead Support $

NTS Milestone #7 Strategic Communication Staff Time $

NTS Milestone #8 Strategic Communication Technical

Development Costs

NTS Milestone #9 Strategic Communication Overhead

Support

Base Period Total $

YP Day Milestone Event YP Day Milestone/Timeline Price

YP Day Milestone #1 1 Jan 17 + 45 Days – Think Tank in support of the event, should be, as follows:

o Selection of the Young

Professionals (the number requested is

60).

o To find Master of ceremony, in coordination with ACT, to conduct the plenaries sessions.

o To select moderators and rapporteurs for each workout group and panellists for the final discussion, all in coordination with ACT.

o To foresee visibility of the event on YP’s Social media (STRATCOM) o To provide, in the coordination with ACT, the logistical (YPs management) aspects of the event

(nothing about the venue of the event and A/Vs support).

YP Day Milestone #2 1 Jan 17 + 60 Days To deliver a read ahead for each workout session, to be distributed at least 10/15 days before the event

YP Day Milestone #3 1 Jan 17 + 90 Days - To deliver a

YPD Final Report at least 15 days after the event

Base Period Total $

Grand Total Contract Price (Inclusive of Base and all Options) $ __________________________

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: ____________________________

Position: ____________________________

Title: ____________________________

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

Statement of Work

Organization, Planning and Execution of the

NATO Transformation Seminar / Young Professionals Day 2017

Theme: Improving Today, Shaping Tomorrow, Keeping the Edge by Bridging the Two

Introduction

The Strategic Plans and Policy Division (SPP) at the Headquarters Supreme Allied Commander Transformation (HQ SACT) in Norfolk, VA, is tasked with sponsoring the NATO Transformation Seminar and Young Professional’s Day 2017 to take place from 21- 23

March 2017 in Budapest, Hungary.

Background and scope of work

Headquarters Supreme Allied Commander Transformation (HQ SACT) is “NATO’s agent for change, leading the continuous improvement of Alliance capabilities to uphold NATO’s global security interests.”

The NATO Transformation Seminar (NTS17) will be hosted by SACT at the Marriott in Hungary, Budapest from 21-23 Mar 2017. It presents a unique opportunity for the Secretary General, Permanent Representatives (Perm Reps), Chairman, and Military

Representatives (Mil Reps) to discuss the strategic challenges that NATO will likely face over the near to long term.

Aim: Bridge NATO post-Summit delivery with pre-Summit 2018 preparation through a strategic pol-mil perspective and military strategy transformational advice by gathering the NATO pol-mil command structure, i.e. SG, NAC, CMC, MC, Bi-

SC Commanders, etc., in a less formal environment than NATO HQs.

Objectives:

- Set the conditions for effective discourse by engaging with the SG, NAC, CMC and other key stakeholders.

- Engage NATO’s Pol-Mil Leadership in purposeful discussion, e.g. NCS Functional Assessment, Resilience, Projecting

Stability, etc., that enhances awareness for the 2017 mini-Summit, contributes to the preparation for the 2018 full Summit and enables the NAC to favor ACT’s transformation initiatives.

- Advance innovation and introduce new concepts, as appropriate, through discourse which includes external but informed perspectives from thinks tanks and leading academics.

- Demonstrate 360 degree approach, i.e., deterrence and assurance, by hosting NATO’s pol-mil leadership in Hungary.

Effects:

- Agreed proposals (Strategic Outcomes) for advancing innovation or introducing new ideas are supported by the NAC.

- NTS discussions and reports inform the 2017 mini-Summit and serve as inputs for the 2018 Summit and other key NATO meetings, i.e. For/Def Mins.

- Assurance and deterrence messaging has a noticeable increase in regional media and social media.

- Alliance unity of effort is enhanced through pol-mil relationship building by an expertly run seminar.

The Young Professional’s Day (YPD) will be on 21 Mar in Marriot. It is linked to NTS in content but has a different audience. The goal of the YPD is to involve directly a generation of future leaders in the process and debates that will inform the policy-making of the Alliance. Even if the main result of the YPD is to provide fresh perspective, innovative ideas of the same issues are going to be discussed during the NTS and to promote NATO, it is important the presence of a selected number of YPs during the NTS itself.

They could reach the highest authorities in NATO while participating with questions or even during breaks or lunches.

Type of Contract. Services Contract awarded on a best value basis.

Period of Performance. The contract period of performance is from 1 January 2017 to 01 May 2017.

3.3 This Agreement is made by and between HEADQUARTERS, SUPREME ALLIED COMMAND TRANSFORMATION

(hereinafter, “HQ SACT”) and the winning contractor (hereinafter, “The Partner”).

Tasking and deliverables: NTS 17

In coordination with HQ SACT, the Partner agrees to support ACT in hosting the NATO Transformation Seminar 2017 at the Marriott in Budapest, Hungary from 21 - 23 March 2017. The theme of the Seminar will be Improving Today, Shaping Tomorrow, Keeping the Edge by Bridging the Two.

The preparation, execution, and follow-through of the Seminar shall be co-conducted by the Partner and HQ SACT staff. Overall, the

Partner will fulfil the following roles:

- Support content development and delivery.

o Provide strategic insights in the brainstorming and planning phase of NTS.

o Advise on and help shape the format, substance, and structure of NTS.

o Help organize and participate in all planning sessions ahead of NTS.

o Provide moderators/conductors (under HQ SACT guidance) for the event to facilitate insightful and challenging discussions for the participating NATO officials

Participate in pre-event briefings for NATO officials and Permanent Representatives in person at the NATO HQ in Brussels and virtually during the planning process.

- Recruit and synchronize moderators, speakers, panellists, and thought leaders, in addition to ones affiliated with the Partner.

ACT will approve recommendations.

o Lead outreach to the speakers from the government, industry, and think-tanks and spearhead engagement of relevant thought leaders.

o Facilitate and secure participation of European, US, and Canadian experts at NTS to serve as moderators, speakers, and panellists.

- Support event management, specifically moderator, speaker, and panellist “green room” briefings and preparation.

- Co-produce the read ahead and white paper using ACT content input. SACT has approval authority. Contribute to compiling of pre-event materials and lead the compilation of post-event materials and deliverables to ensure the important insights gleaned at the event are disseminated to key transatlantic policymakers and thought leaders.

- As necessary, support the ACT STRATCOM Project Officer by assisting media escort with one person, producing media advisory in coordination with ACT PAO and send to regional/DC media contacts, track media RSVPs, and manage media accreditation at site by checking IDs and issuing access badges, facilitate any interview requests.

- As necessary, assist with marketing, strategic communications and press outreach.

The Seminar will abide by The Chatham House Rule, according to which information discussed will not be attributed to single participants.

The Seminar will be structured as follows:

- The Partner will participate in a one day Content Development Workshop from 12-13 December 2016 at HQ SACT.

- The Partner and DCOS SPP may conduct in person engagements at NATO HQ to discuss content development.

- The Partner will prepare in close coordination with DCOS SPP, a set of approximately 30 prospective invitees for the Seminar.

Final number will be agreed by both parties. The invitees shall be selected from amongst the top industry, think tanks and academia in the U.S., Canada, Europe, and Asia, with the goal of approximately 8 from North America, 20 participants from

Europe, and 2 from Asia. The invitees would serve as Moderators, Panellists, Speakers, and/or Thought Leaders. HQ SACT shall approve the set of invitees before it is considered finalized and invitations are sent to the selected individuals.

- The Partner (with DCOS SPP) will arrange for a Moderators conference call with participation of ACT Rep no later than two weeks prior to the Seminar to prepare for the discussion.

- The Partner and DCOS SPP will co-develop the content to be discussed at the Seminar, working together to prepare a read-ahead package to be sent to participants no later than two weeks prior to the event; develop the agenda; and prepare a final proceedings report of the discussion. The Partner assumes responsibility for the transmission of these items to the Seminar participants in a timely manner.

- The Hungarian Ministry of Defense will host a Welcome Reception and Scenesetter by invitation on the evening of 21 March.

The Partner should be prepared to recruit at least one speaker (to be agreed by SACT) in the Marriott in Budapest, Hungary.

- Opening remarks and three panel discussions will be held on 22 March 2017. A panel, closing ceremony, and possibly a closed session will be held on 23 March 2017. Together with ACT, the Partner will select and prepare moderators and select speakers, who will provide opening remarks and then will lead the discussants through the agenda and the different plenaries. The Partner will be responsible for ensuring the Moderators are synchronized in leading the panels.

Logistic arrangements:

- The Seminar on 22 and 23 March 2017 will take place in the Marriott in Budapest, Hungary. HQ SACTs responsibility is to select and contract with the venue. Additional requirements, which will increase the contracted amount with the venue, need to be coordinated with HQ SACT before submitting to the venue.

- HQ SACT is responsible to ensure that the Seminar room will be equipped with a proper audio-visual apparatus, bottled water, and writing materials. The Partner will advise and work together to ensure that AV is suitable for the requirements.

- Partner staff logistics: The transportation, accommodation, and per diem for the Partner staff will ultimately be funded by

HQ SACT through the Partner. The Partner’s cost estimate needs to include the transportation at the economy class, unless specifically approved by HQ SACT on a case-by-case basis. HQ SACT shall provide a room at the Marriott and pay directly to the hotel. Additional requirements, which will increase the contracted amount with the hotel, need to be coordinated with

HQ SACT before submitting to the hotel. Room expenses beyond lodging and tax will not be paid by HQ SACT.

- Moderators, Speakers, and Panellist logistics: The transportation, accommodation, and per diem for the moderators, speakers and panellists will ultimately be funded by HQ SACT. Those invitees taking responsibilities for moderator or speaker and any other distinctive role may be granted appropriate honoraria (to be approved by HQ SACT in advance). Most moderators, speakers, and panellists will receive transportation and per diem funding through the Partner. The Partner’s cost estimate needs to include the transportation to/from Budapest and the hotel at the economy class, unless specifically approved by HQ SACT on a case-by-case basis. HQ SACT shall provide a room at the Marriott and pay directly to the hotel. Additional requirements, which will increase the contracted amount with the hotel, need to be coordinated with HQ SACT before submitting to the hotel. Room expenses beyond lodging and tax will not be paid by HQ SACT. The Partner is responsible for all travel arrangements with selected moderators, speakers, and panellists. The Partner will arrange for travel, seek SACT approval of travel arrangements and pay for travel on reimbursement basis from SACT.

If HQ SACT individually contracts with some of the moderators, speakers, or panellists, then the Partner still assumes responsibility for content coordination and synchronization and HQ SACT will make that stipulation in the individual contracts.

- Thought Leader logistics: Invited thought leaders, who may not serve as moderators, speakers, and panellists, but still attend

NTS may be provided transportation, accommodation, and per diem on a case-by-case basis. The Partner’s cost estimate needs to include the transportation to/from Budapest and the hotel at the economy class, unless specifically approved by HQ SACT on a case-by-case basis. HQ SACT shall provide a room at the Marriott and pay directly to the hotel. Additional requirements, which will increase the contracted amount with the hotel, need to be coordinated with HQ SACT before submitting to the hotel.

Room expenses beyond lodging and tax will not be paid by HQ SACT. The Partner is responsible for all travel arrangements for the thought leaders whose transportation, accommodation, and per diem are covered by HQ SACT. The Partner will arrange for travel, seek SACT approval of travel arrangements and pay for travel on reimbursement basis from SACT.

- HQ SACT will contract with the venue for catering. Catering arrangements shall be organized so as to provide one buffet lunch and two coffee breaks (one in the morning and one in the afternoon of the Seminar) on 22 March 2017, a Reception in the evening of 22 March 2017 and a lunch and one coffee break (in the morning) to be served on 23 March 2017.

- The Partner shall assist with event management, to include moderator, speaker, and panellist “green room” briefs.

- The Partner shall incorporate HQ SACT notes into a draft white paper with at least 10 pages will be delivered to HQ SACT within two weeks, when it will be co-authored by DCOS SPP and delivered to SACT within a week. The white paper will not be a conference report, rather, an innovative perspective on how NATO and the Nations will take forward the recommendations and follow-on taskings.

- HQ SACT will retain the copyrights of the written material yielded by the Seminar, and will collect and publish material in a manner to be determined, which will be made available to the Partner and all the participants. Request for use of copyrighted material by forum participants or other agencies will be approved by HQ SACT.

- Upon authorization by HQ SACT, the Partner commits to publicize this publication among their partners and associates.

Tasking and deliverables: YPD 17

The requirements that we ask from the Think Tank in support of the event, should be, as follows:

o Selection of the Young Professionals (the number requested is 60).

o To find Master of ceremony, in coordination with ACT, to conduct the plenaries sessions.

o To deliver a read ahead for each workout session, to be distributed at least 10 days before the event.

o To select moderators and rapporteurs for each workout group and panellists for the final discussion, all in coordination with ACT.

o To deliver a YPD Final Report at least 15 days after the event.

o To foresee visibility of the event on YP’s Social media.

o To provide, in the coordination with ACT, the logistical (YPs management) aspects of the event (nothing about the venue of the event and A/Vs support).

Content. The matters of discussion should be the same of the NTS and they will be chosen in coordination with ACT.

Logistics Arrangements:

- YPD on 21 March 2017 will take place in the Marriott in Budapest, Hungary. HQ SACTs responsibility is to select and contract with the venue included. Additional requirements, which will increase the contracted amount with the venue, need to be coordinated with HQ SACT before submitting to the venue.

- HQ SACT is responsible to ensure that the YPD rooms (1 room for plenaries and 4 rooms for breakouts sessions) will be equipped with a proper audio-visual apparatus, bottled water, and writing materials. The Partner will advise and work together to ensure that AV is suitable for the requirements.

- Partner staff and Moderator logistics: The transportation, accommodation, and per diem for the Partner staff will ultimately be funded by HQ SACT through the Partner. Additional requirements, which will increase the contracted amount with the hotel, need to be coordinated with HQ SACT before submitting to the hotel. Room expenses beyond lodging and tax will not be paid by HQ SACT. The Partner’s cost estimate needs to include the transportation at the economy class, unless specifically approved by HQ SACT on a case-by-case basis.

- Young Professionals logistics: The transportation, and per diem for the YPs will ultimately be funded by HQ SACT, to be decided on a case-by-case basis. The Partner’s cost estimate needs to include the transportation to/from Budapest and the hotel at the economy class. The Partner is responsible for all travel arrangements with selected YPs. The Partner will arrange for travel, seek SACT approval of travel arrangements and pay for travel on reimbursement basis from SACT. Accommodation for YPs will not be funded by HQ SACT.

- HQ SACT will contract with the venue for catering. Catering arrangements shall be organized so as to provide one buffet lunch and two coffee breaks (one in the morning and one in the afternoon of the YPD) on 21 March 2017.

Proof of Past Performance:

The Contractor is to provide a minimum of two past performance citations (for work within last five years) to show that it has successfully completed work that is similar to or directly traceable to the tasks outlined in this Statement of Work (SOW). The citations shall include the following information at a minimum:

- -going/complete)

- osition)

Cancellation Rights:

Force Majeure. Neither party shall be liable for any failure of or delay in the performance of this agreement for the period that such failure or delay is due to causes beyond its reasonable control, including but not limited to acts of God, destructive weather, wildfire, flood, war or other military operations, strikes or labor disputes, embargoes, government orders or any other force majeure event. This includes total or partial cancellation of the event under this Agreement.

IFIB-ACT-SACT-16-87

Annex A

NATO Transformation Seminar and Young Professionals Day requirements specification and company proposal form

The following areas will be evaluated by a contract award committee to determine Best Value to HQ SACT.

Proposals that meet the established critical and essential criteria will receive 10 points; proposals exceeding the established critical and essential criteria will receive additional 1-5 points based upon the proposed solution/technical characteristics. Failure to meet the established criteria in any critical area will result in a determination of technical non-compliance.

Proposals that meet the established criteria for desirable requirements will receive 1-10 points based upon the proposed solution/technical characteristics;

Proposals will be evaluated for overall technical/project approach and proposed solution: 70 points.

Price: Lowest Price will receive 130 points. Each subsequent price proposal will be given a weighted average to determine point value.

Total Points Possible: 0-400

Bidders shall specifically reference directly on Annex A the information within the proposal (page/para) that demonstrates compliance with the criteria. A MS Word version of Annex A is provided for your convenience.

R Requirement Critical (C) /

Essential E /

Desirable (D)

Bidders Statement of compliance –

(Bidder shall specifically reference the information within the proposal

[page/para] that demonstrates compliance with the criteria

NATO Transformation Seminar

R1 Ability to develop and deliver content suitable for the NATO Secretary General, North Atlantic

Council, Chairman of the Military Committee, the

Supreme Allied Commander Transformation, Supreme Allied Commander Europe, Military

Committee, and other high ranking NATO political and military officials. Must translate SACT’s transformation initiatives into a political level dialogue. Must use SACT transformation initiatives as a basis for the content development and delivery.

C Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

R2 Ability to recruit or provide highly effective moderators, panellists, speakers, and thought leaders. Moderators need to be able to generate engaging discourse amongst NATO political and military leadership and thought leaders while including SACT’s transformation initiatives. Staff moderators must have experience facilitating discussions across a broad range of topics and in front of large groups senior level participants in person and virtually.

C Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

R3 Ability to synchronize content among high level thought leaders. Must ensure that SACT’s transformation initiatives are a basis for the content development and delivery. Must run a moderator conference call at least two weeks prior to the event to ensure that content is synchronized.

C Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

R4 Ability to handle the logistics coordination for the

30 moderators, panellists, speakers, and thought leaders.

C Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

R5 Experience in running major events at the

Ambassador level.

C Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

R6 Must provide a high level thought leader on the think tank staff who would represent the think tank in the opening and closing and moderate a conversation at the Secretary General level

C Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

R7 Ability to run both NATO Transformation Seminar and Young Professional’s Day.

D Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

R8 Ability to support ACT for event management, including “green room” briefings, rapporteurs, etc.

E Meets criteria – 5 Points

R9 Ability to support Strategic Communication efforts before, during, and after the event. Must have experience in providing Strategic Communications for major events at the Ambassador level. Must be able to deliver messages through social media and provide live updates.

E Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

R10 Ability to deliver an NTS Final Report at least 15-

30 days after the event.

C Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

Young Professionals Day

R10 Ability to select 60 Young Professionals (YPs) between the age of 21 and 35 specialized in the field of International Relations, Diplomacy, International Security and/or Economy, working in governmental agencies, industry, think tanks, and research institutes both public and private.

C Meets criteria – 5 Points

R11 Ability to recruit or provide highly effective Master of ceremony, moderators and rapporteurs for each breakout group and panellists for the final discussion.

C Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

R12 Ability to develop and deliver content read ahead, at least 10 days before the event, for each workout session, in conjunction with NTS and in coordination with ACT.

C Meets criteria – 5 Points

Total Points Possible – 10 Points

R13 Ability to synchronize content among moderators and YPs.

C Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

R14 Ability to handle the logistics coordination for

Master of ceremony, moderators, rapporteurs, panellists and YPs.

C Meets criteria – 5 Points

R15 Experience in running major events with a wide network of YPs.

C Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

R16 Ability to run both NATO Transformation Seminar and Young Professional’s Day

D Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

R17 Ability to support event management D Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

R18 Ability to support Strategic Communication efforts before, during, and after the event

C Meets criteria – 5 Points

Exceeds criteria – 1-5 Points

Total Points Possible – 10 Points

R19 Ability to deliver an YPD Final Report at least 15-

30 days after the event.

C Meets criteria – 5 Points

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 favorable 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 subcontracting 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 subcontractor, 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…